How to prepare nonprofit mail

Preparing nonprofit mail requires attention to detail and compliance with postal regulations to ensure timely and cost-effective delivery. Here's a step-by-step guide to help you prepare nonprofit mail:

1. Verify your nonprofit status: Ensure your organization is registered with the Internal Revenue Service (IRS) as a 501(c)(3) organization. This will allow you to take advantage of reduced postage rates.
2. Choose the right mail class: Select the appropriate mail class based on the weight, size, and destination of your mailpieces. Common nonprofit mail classes include:
   • First-Class Mail: For letters, flats, and parcels up to 13 ounces.
   • Standard Mail: For bulk mailings of flats, letters, and parcels.
   • Periodicals: For publications, such as newsletters and magazines.
3. Prepare your mailpieces:
   • Use a consistent design and layout for your mailpieces to ensure easy sorting and processing.
   • Use a clear and concise address label or stamp.
   • Ensure your mailpieces are properly sealed and free of defects.
4. Sort and bundle your mail:
   • Sort your mail by zip code or carrier route to ensure efficient delivery.
   • Bundle similar mailpieces together using rubber bands or paper clips.
   • Use a mail sorting software or app to streamline the process.
5. Affix the correct postage:
   • Use a postage meter or stamps to affix the correct postage.
   • Ensure you have the correct postage rates for your mail class and weight.
6. Add any necessary permits or endorsements:
   • Nonprofit organizations may be eligible for reduced postage rates, but you may need to obtain a permit or endorsement from the USPS.
   • Check with your local post office or the USPS website for specific requirements.
7. Use a nonprofit permit imprint:
   • If you're eligible for reduced postage rates, you can use a nonprofit permit imprint on your mailpieces.
   • This imprint allows you to pay for postage at a reduced rate.
8. Comply with USPS regulations:
   • Familiarize yourself with USPS regulations, such as those related to mailpiece size, shape, and content.
   • Ensure your mailpieces comply with regulations regarding political activity, fundraising, and solicitation.
9. Track and report your mail:
   • Use a mail tracking system or software to monitor the delivery of your mailpieces.
   • Report any issues or discrepancies to the USPS or your mail service provider.
10. Maintain accurate records:

• Keep accurate records of your mailings, including the number of pieces, weight, and postage costs.
• Use this information to track the effectiveness of your mailings and make data-driven decisions for future campaigns.

By following these steps, you can ensure your nonprofit mail is prepared correctly, efficiently, and cost-effectively.