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In the April 2007 edition of Office Solutions , Michael McGuire wrote and article that we believe provides very sound advice. The article is entitled “10 Tips to Reduce the Rising Cost of Postage”.

Note: The following tips are edited excerpts from the original article.

Rule#1: Consider Standard Mail

In some cases, Standard Mail costs 50% less than first class mail. Remember that invoices, statements and personal correspondence must go by first class mail, however, solicitations; and/or generic information (catalogs etc) can all go by Standard Mail. Review your mail, determine what you can send by Standard Mail (200 pieces or more per mailing) and implement.

Rule#2: Process Your List with Address-Cleansing Software

This makes it possible for you to utilize the standard mail option as it will make certain that the address has all of the elements that are required by the USPS including Zip+4 if necessary. This must be done by CASS (Certified Address Standardization Software)

Rule#3: NCOA Your List Twice a Year

NCOA is the acronym for National Change of Address, and is sourced from the Post Office database containing all of the information on moves that are provided by postal customers when they change location. This process ensures that your mail follows your customer and doesn’t get returned to your door.

Rule#4: Use an Electronic Postage Scale

Using an old fashioned spring scale will most likely cost you postage from over posting or worse, under posting and having mail arrive at the destination with postage due! If the electronic scale is linked to the postage meter (highly recommended) mistakes from entering the wrong postage amount can be significantly reduced.

Rule#5: Presort Your Mail, Use POSTNET Bar Codes

In order to earn the largest postage discounts use PAVE certified software to presort the mail to the three or five digit barcode AND to apply the POSTNET barcode. This qualifies your mail as “automated” and the USPS rewards you for your work with a discounted rate.

Rule#6: Watch Your Design

The USPS is now very specific regarding weight, size and shape in determining postal rates. A correctly designed mail piece will ensure reliable delivery at the lowest cost.

(Editors Note: By the way, all of the sales staff and half the technical staff at San Diego Postal and Shipping Equipment are Mail Quality Certified (MQC) a certification recognized by the USPS for the correct design of mail pieces.)

Rule#7: Watch Your Weight

Even with shape based pricing, weight rules rule. If you go a fraction over an ounce, a surcharge is applied, same for standard mail over 3.3 ounces. Michael recommends that you might change paper weight or formatting to reduce the weight and send a test mailing to see what the response is versus the heavier piece.

Rule#8: Say it On a Postcard

If your message can fit on a smaller canvas, why not try a postcard to get your message out? With a maximum dimension is 4 ¼ by 6 inches, but the postcard can be mailed First Class at rates that are in some cases less than standard mail. Your message will get there more quickly and you get address correction via returned mail included in the price.

Rule#9: If You Qualify, Use Media Mail

Media Mail rates are used for books, film, printed music, printed test materials, sound recordings, play scripts, printed educational charts, loose leaf pages and binders consisting of medical information and computer readable media. If you are sending out a lot of this material, you should consider this as an option. Be warned! There are restrictions regarding advertising content, so check before you commit!

Rule#10: Eliminate Duplicate Addresses

Sending out duplicate mail pieces is bad business. It is a waste of money for the sender and it annoys the receiver. Give you and your contacts a break, utilize duplicate checking software on your lists prior to mailing. You will be glad you did, and so will your contacts.

-Michael McGuire is the Senior Director of Product Marketing for Addressing Systems at Hasler, Inc.