Over the past few years I have received many questions concerning how to mail or how to get the postmaster off my back.
First, if you are having a postal problem you should know exactly why. Please ask the postal official to state the concern in writing, stating the facts and giving you an opportunity to correct the problem in a reasonable amount of time. More often than not this (statement in writing) corrects the concern; one or both parties realize the issue can be resolved without intervention from outsiders.
10% Rules for Samplings
Next, the reoccurring most popular question over the years has been “I want to do a sample mailing; what do I need to do?” You must keep records of your mailings during a calendar year in order to correctly determine how many nonsubcribers have been mailed in county and outside county! Yes, there are multiple rules concerning mailings of nonsubscriber copies, and most sample mailings are nonsubscriber mailings.
Nonsubscriber copies may be mailed to boxholders with each copy addressed in the simplified address format if mailed to each boxholder on a rural route or highway contract route, or to each boxholder at post offices that do not have city carrier service.
If simplified address mailing results in a subscriber or requester receiving a copy in addition to his or her subscriber copy, the additional copy is considered a nonsubscriber copy.
Sample copies are nonsubscriber copies.
Out of County and In County rates
For publications authorized both outside county and in county rates, once the total number of nonsubscriber copies mailed during the calendar year (regardless of rate) exceeds 10 percent of the total number of copies mailed to subscribers during the calendar year, further mailings of nonsubscriber copies are not eligible for any preferred rate (in-county).
Nonsubscriber copies over the 10 percent allowance must be part of a presorted commingled mailing (i.e., including subscriber copies) to qualify for outside-county rates.
Copies Over 10% Allowance
Nonsubscriber copies, over 10 percent of the total number of copies mailed to subscribers during the calendar year, are eligible for outside-county rates when they are commingled and presorted with subscriber copies.
Excess Noncommingled Mailing
A mailing is not eligible for periodicals rates if it consists entirely of nonsubscriber copies over the 10 percent limit of the total number of copies mailed to subscribers during the calendar year. These copies are subject to the appropriate express mail, first-class mail, standard mail, or package services rate.
If all copies in a mailing are to nonsubscribers, and some copies are within the 10 percent limit while the rest are over the 10 percent limit, the portion exceeding the 10 percent limit is not eligible for periodicals rates. That portion is subject to the appropriate express mail, first-class mail, standard mail, or package services rate.
The exceptional address for (i.e., “Jane Doe or Current Resident” or Jane Doe or Current Occupant”) may be used on any mail except mail types listed in 3.2. The word “Current” is optional. The order of the words may be reversed (e.g., “Current Resident or Jane Doe” rather than “Jane Doe or current Resident”).
The occupant address format is prohibited on mail addressed to an overseas post office and on periodicals publications intended to count as subscriber copies to meet the applicable circulation standards.
Use-City Routes, P.O. Boxholders
When distribution is to be made to each stop or possible delivery on city carrier routes, to each post office boxholder at a post office with city carrier routes or to each post office box holder at a post office with city carrier service, the addressee’s name, street address or post office box number, city, state, and ZIP Code must be on the mail piece.
Only these forms of address may be used instead of the addressee’s name and address:
- Postal Customer (delivery desired at all addresses).
- “Residential Customer” (Delivery desired at residential addresses only.)
- “Business Customer” (delivery desired at business addressees only).