Mailing Tips: Frequently Asked Questions
What in the world is an Indicia? How do you pronounce it?
An indicia [pronounced in-'di-sh(ē-)ə] is a postal marking used rather than a stamp or a regular cancellation on each item in a large shipment of prepaid mail.
Do I need one? When can we use it? Does it cost to use AMi’s permit indicia?
The Postal Service provides three different methods for paying the postage on bulk mail: Precanceled Stamps, Meter, and Permit Imprint (indicia). Mailpieces sent using the Permit Imprint method must bear an imprinted permit indicia showing the class or rate of postage paid. A permit indicia is a “designation” imprinted on the piece denoting the payment method. It is typically pre-printed on an envelope or on the mailing panel of a self-mailer.
After determining the class of mail, the appropriate postage payment method is selected.
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Postage Payment Methods
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CLASS OF MAIL
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Express Mail
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Priority Mail
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First-Class
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Standard
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Periodicals
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Meter Stamps
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Yes
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Yes
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Yes
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Yes
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No
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Precanceled Stamps
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Yes*
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Yes*
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Yes*
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Yes*
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No
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Permit Imprint (Indicia)
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No
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Yes
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Yes
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Yes
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No
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* Precanceled stamps may not be used on boxes, cases, bags, or other reusable containers.
You may use your own permit if you have one, or you can use one of AMi’s permits for free! Using AMi’s permit will save you the original application fee as well as the annual fee. (Please note: If you hold your permit at a location other than a local post office (Alexandria or Merrifield), time delays and additional costs can be incurred. If you wish to obtain your own permit, your Client Service Specialist can assist you.
If I give you data today and material tomorrow, when can you mail my job?
AMi’s standard turnaround for mailing is five days. Typically a job will take two days in data processing and two days in production. However, that can change based upon the size and complexity of your job. Your Client Service Specialist will keep you updated on your exact mail date.
Turnaround time for fulfillment is usually 48 hours.
Do I have to pay you postage in advance?
Yes. The Postal Service requires payment when a mailing is presented for acceptance. Checks only please, made payable to AMi – we do not accept credit cards. Many customers establish an escrow account for their postage processing. Your Client Service Specialist can assist you in opening an escrow account.
How do I know I am paying the lowest postage rate?
AMI’s in-depth knowledge of postal regulations, coupled with our software and equipment, insures that your mailing will receive the lowest possible rate. We review each mail piece and mailing list to insure that they meet all USPS qualifications and regulations.
NCOA? What does it mean? When and why do we need to have a file NCOAed?
NCOA stands for National Change of Address. The National Change of Address (NCOA) file is a consolidated file of move information that on average contains approximately 108 million permanent change-of-address (COA) records filed with the United States Postal Service. Each record contains the relocating Postal customer's name along with an old and new address. The old address is the one compared to the NCOA customer list for matching purposes and the new address is the one returned, if a match is made, to the customer.
If your list is NCOAed, it is revitalized with the most current information available. This will cut down on missed deliveries and undeliverable mail. The USPS requires that all presorted First Class mail is NCOAed within the previous 95 days. Ask your Sales Representative or Client Service Specialist for information on AMi’s full range of NCOA services.
Would it be faster to inkjet an address on a mailpiece or on a label?
It is normally faster and more economical to print directly on the mailpiece than to print and affix labels. Printing directly on the mailpiece looks more professional.
What are the classes of mail and how do they differ?
With a few exceptions as to mail content, the more expensive a mail class, the faster the delivery. Generally speaking, any piece of mail can be mailed First Class. However, restrictions may apply regarding the content, size, shape, and weight for other classes of mail. The chart below is a guideline depicting what is typically mailed within each class.
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Class of Mail
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Description
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First Class
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Matter that is wholly or partially in handwriting or typewriting or that has the character of actual and personal correspondence. All mailable matter may be sent as First-Class Mail. It is sealed against inspection. Bills and statements of account must be sent First-Class Mail.
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Periodicals
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Formerly known as Second Class Mail. Periodicals Mail is composed of a wide range of periodical publications, principally magazines, newspapers, newsletters and bulletins. For a publication to be mailed at the Periodicals rates, it must be authorized by the USPS. Periodicals must be of a subscription nature and mail on a regular schedule – a minimum of four times per year.
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Standard Mail
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A class of mail consisting of mailable matter (letters, flats & parcels) that weighs less than 16 ounces and is not required to be mailed as First-Class Mail, such as printed matter, pamphlets, catalogs, newsletters, direct mail, and merchandise.
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Package Services
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Consists of Library, Bound Printed Matter, Parcel Post, and Media Mail items that are 16 ounces or more and must meet other USPS requirements based on characteristics and contents.
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Why do I need to sign off on inkjet and laser set ups?
Signing off on your set up insures that the output meets your expectations. It also gives you a final chance to make any changes. As a matter of fact, AMi requires its clients to approve all samples as part of our Quality Control Process.