Mail Processing Information

Mail processing requirements, procedures and instructions are listed below, sorted by mail type. Rates and prices for mail services can be found on the Processing Rates page.

Overview
Reply Mail
Permit
Registered, Priority, More
Library, Media, and Ground Advantage

Overview

General Mail Processing Procedures
- Mail must face the same direction; that is, all addresses must be on the same side in the bundle and have the same vertical orientation.
- Material must not stick out of the envelope.
- It is no longer mandatory to note the postage rate on mail pieces.
- Flat mail no longer needs to be segregated by size or weight. The meters have been upgraded and are able to calculate and apply the correct postage amount. Continue to place flats in the totes with addresses facing up and with the same vertical orientation.
- Segregate hand addressed mail.
- Place Certified mail in the front of the tray or on the top of the mail tote.
- Place postcards into their own bundle.
- All letter envelopes can be sealed by Central Mail meters. You have a choice to either place them in the mail tray feathered (with flaps pointing perpendicular) or flaps down, however the preferred method is flaps down. Please note whether the envelopes are sealed or unsealed when sending to Central Mail.
- All mail to be metered must have the agency barcode card included with the bundle. The barcode is used to charge back the postage amount. Verify the correct barcode card is attached to the mail pieces.
- While the preference is to use rubber bands to secure letter bundles, sending banded mail causes the pieces to curl, or not lay flat. Binder clips are preferred.
- Do not send personal or stamped mail (i.e., business reply, pre-metered, etc.) to Central Mail. Drop them into USPS blue mailboxes or your buildings mail chute.
- Coated paper stock (glossy or shiny) poses challenges for metering. For guidelines or a price to process this type of mail, call (651) 296-6801 or (651) 296-6802.
- Separate interoffice mail from mail to be metered.
- Should the bar code not read, the card will be replaced at no cost.
- If additional cards are needed, please contact Central Mail at (651) 201-3149.
Mail slips and purchase order numbers are required to purchase stamps. Purchase order numbers are required for permit mailings. You may order mail slips directly from Central Mail at (651) 296-6801.
Reply Mail
Metered Reply

With Metered Reply Mail, meter stamps may be used to prepay reply postage on first class letters, flats and postcards that do not exceed 12-ounces under the following conditions:
- Meter stamps must be printed directly on the envelope or card bearing the name and complete address of the meter license holder. Meter stamps on tape may NOT be used to prepay return postage.
- Meter stamps on reply cards and envelopes must fully prepay the postage at regular first class rates.
- The words NO POSTAGE STAMP NECESSARY - POSTAGE HAS BEEN PREPAID BY must be shown above the address of the meter license holder. See sample image.
- Meter stamp must show city and state, but no date.
- The words "NO POSTAGE STAMP NECESSARY - POSTAGE HAS BEEN PREPAID BY" and the meter license holder's name and address must be shown by using any photographic, mechanical, electronic process, or any combination of those processes. Handwriting, typewriting or handstamping are prohibited. If photocopied or otherwise duplicated, all capital letters must be used so that resemblance to typewriting may be avoided.
Business Reply

Business Reply Mail uses the Intelligent Mail barcode (IMb). The procedures for doing so are as follows:
- Contact Admin Central Mail at 651-296-6801 and request updated label artwork.
- Central Mail will request the necessary information and send it to the USPS for approval, after which the artwork will be returned to the customer.
- After the requesting customer receives approved artwork back, it is their responsibility to contact the vendor and provide the updated artwork.
- Central Mail will submit the application for Qualified Business Mail (QBRM), which offers significant cost savings.
More details (PDF)
Permit
Permit Mail uses an indicia for first and marketing mail. Permit mail is processed quickly because it does not have to be metered or cancelled at the Post Office. Requirements for permit mail are as follows:
- 200 pieces for First Class or 50 pounds minimum.
- If 500 pieces of presorted First Class mail or more, please call 651-297-4085.
- All pieces must be the same size and weight.
- Must use permit number 171. That is the only number that can be used when mailed through Admin Central Mail.
- Permit mail can be mailed only in the United States.
- Must have an indicia containing the proper information: mail class, postage paid, permit number, city and state of mailing. See sample indicias.
Registered, Certified, Insured, Priority, and Express Mail

Registered Mail

Central Mail is unable to process registered mail. It is the customers responsibility to travel to their local Post Office to have this completed.

Certified Mail

Certified Mail provides the sender with a mailing receipt (proof of mailing) from the United States Postal Service. A record of delivery is maintained at the addressee's post office for six months. Certified mail can only be used with first class mail. Please contact Central Mail at 651-296-6801 for current rates.

Insured Mail

Insured Mail provides coverage against loss or damage. It is available for domestic mail only. For current rates, please contact Central Mail at 651-296-6801.

Priority Mail

There are two ways of sending Priority Mail through Central Mail.

The first is using a USPS Flat Rate cardboard or padded envelope. By using either one of these envelopes, the process will be a flat fee and not subject to additional charges based on weight. This is the preferable method for many of our agencies. Contact Central Mail for current flat rate pricing.

The second is applying a priority sticker and IMPB barcode to the mailing before sending to Central Mail for processing. The mailing is weighed, and additional fees are assessed and applied.

Express Mail

Please contact Central Mail at 651-296-6801 if you wish to use this service.
Library, Media, and Ground Advantage
Library Mail

What you can send:
- Books
- Sound Recordings
- Academic Theses
- Educational Materials
- Museum Materials
- Printed Music
- Periodicals
  - When using Library rates, the package must have a Library stamp impression placed near the address before being submitted to Central Mail.
- Items on loan from or mailed between academic institutions, public libraries, museums and other qualified organizations
Content is limited to books, sound recordings, academic theses, and certain other items. Library Mail cannot contain advertising except for incidental announcements of books. Each piece must show in the address or return address the name of a school or a nonprofit organization.

Media Mail

What you can send:
- Instructional Books
- Sound Recordings
- Recorded Video Tapes
- Printed Music
- Recorded Computer-Readable Media
Media Mail cannot contain advertising except for incidental announcements of books.

Ground Advantage

Use Parcel Post for small and large packages, thick envelopes and tubes containing gifts and merchandise, or printed matter that does not qualify as Media or Library mail.