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.
Letter mail to be metered at Central Mail must be grouped and bundled according to weight size, split between 1 oz. or 2 oz., as well as bundled according to type (i.e., First-Class, Marketing, Certified, Registered, etc.). 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. 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, if sending banded mail causes the pieces to curl, or not lay flat, it is okay to use a paper clip to fasten the barcode card to the letters. Small binder clips are preferred over standard paper clips.
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 Minnesota's Bookstore at (651) 297-3000.
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 (impressions) 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 Mail uses the Intelligent Mail barcode (IMb). Previously, Business Reply Mail used POSTNET barcodes. If you are still using POSTNET, you will need to update your envelopes and labels with IMb. The procedures for doing so are as follows:
Contact Admin Central Mail at 651-296-6801 and request updated envelopes and label artwork.
Send us 10 of your current envelopes. We will request new artwork from the United States Postal Services (USPS) on your behalf and will return it to you.
After you receive your new envelopes or label artwork, print 10 samples, cut to size, on the actual envelop stock they will use.
Send these samples to Admin Central Mail. We will forward them to USPS for review and approval.
We will also include an application for Qualified Business Reply Mail (QBRM) postage rates, which makes significant cost savings possible!
Once approved, you can begin printing your new envelopes and labels.
Permit Mail uses an indicia for first and third class mail, and standard (bulk) 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 651-296-6802.
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 offers the highest level of security. First, second and third class mail may be registered. Fourth class (parcel post) may also be registered if it is sealed and mailed at the first class rate. Registration fees are in addition to normal postage fees. Rates are:
Items valued at $0.01 to $100.00: Postage fee of $11.50
Items valued at $100.01 to $500.00: Postage fee of $13.10
Items valued at $500.01 to $1000.00: Postage fee of $14.45
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. The fee, in addition to postage, is $2.80 per item.
Insured Mail provides coverage against loss or damage. It is available for domestic mail only. Rates are as follows:
Items valued at $0.01 to $50.00: Postage fee of $1.75
Items valued at $50.01 to $100.00: Postage fee of $2.25
Items valued at $100.01 to $200.00: Postage fee of $2.75
Items valued at $200.01 to $300.00: Postage fee of $4.70
Items valued at $300.01 to $400.00: Postage fee of $5.70
Items valued at $400.01 to $500.00: Postage fee of $6.70
Items valued at $500.01 to $600.00: Postage fee of $7.70
Priority Mail is First-Class Mail that weighs over 13 ounces. All matter that is mailable by air can be mailed as Priority Mail. All Priority Mail must be endorsed as Priority Mail. Some things must be mailed as Priority Mail (or First-Class Mail), regardless of weight, including:
Handwritten or typewritten material.
Bills, statements of account, invoices or credit cards.
Personal correspondence (e.g. a letter to Grandma) or personalized business correspondence (e.g. a handwritten letter to your customer).
All matter, sealed or otherwise, closed against inspection.
Express Mail provides guaranteed next day and second day delivery within the United States.
Note: For any item in these categories weighing over 10 pounds please call us at 651-296-6801.
Library, Media, and Parcels
What you can send:
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.
What you can send:
Recorded Video Tapes
Recorded Computer-Readable Media (such as CDs, DVDs, and diskettes)
Media Mail can not contain advertising except for incidental announcements of books.
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.