Page 161 - Washington Nonprofit Handbook 2018 Edition

c. How to Complete a Nonprofit Mailing

Nonprofit standard mailings must be delivered to a Business Mail Entry office

(locations are listed online at https://ribbs.usps.gov/locators/find-bme.cfm).

The minimum size of a mailing is 200 pieces or 50 pounds. The pieces to be
mailed must be sorted and bundled following very specific procedures. When the
mailing is delivered to the Business Mail Entry office, it must be accompanied by a
completed PS Form 3601-N; a PDF version of this form can be downloaded at
https://about.usps.com/forms/ps3602n.pdf. The postage rate that will be applied
to the mailing will depend on the kind of sorting that is reported by the mailer. For
example, lower rates are available for mailings when the pieces are “automation
ready” with postal service bar codes imprinted near the addresses from an address
file that has been screened as the Postal Service requires. Several Postal Service
“Quick Service Guides” outline these requirements; they can be obtained online.
(The “Quick Service Guides” are updated frequently, so an online search for “USPS

quick service guide” to find the most recent edition is advised. Specifics for
Nonprofit Marketing Mail are described in each of the sections under Marketing
Mail.)

Current rates for various mailings are shown on PS Form 3602 N for
occasional mailings and 3541 N for periodicals—these two forms are known as
Postage Statements and are used to calculate the postage due at the time of
mailing.

When nonprofit standard mail is presented for mailing at the Bulk Mail
facility, a Postal Service employee reviews the Postage Statement, examines the
items to be mailed, and checks to see if the postage charge is proper. The mailing
will be rejected if the Post Office’s requirements are not met. Errors on the Postage
Statement can usually be corrected immediately. If the review of the items to be
mailed suggests that they are not eligible to be mailed at nonprofit rates, it is
possible to agree to pay the higher rate in order to have the mailing go out
immediately and appeal the extra charges later through an administrative process.
If the mail is marked with a Nonprofit Mailing Permit number (called “nonprofit
indicia” by the Postal Service) and the deposit account balance is insufficient to
cover the mailing, the facility may agree to hold it while a deposit is made.

d. Mailing Services

Many nonprofit organizations rely on mailing services to prepare nonprofit

marketing mail to these specifications. Their services range from simply sorting,

WASHINGTON NONPROFIT HANDBOOK -150- 2018