Page 162 - Washington Nonprofit Handbook 2018 Edition
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bundling and delivering to the Business Mail Entry office to comprehensive
consultation about the design and strategy of a continuing mailing program. Many
firms that provide these services can be located online by searching for “Mailing
Services.”
e. Troubleshooting
Common mistakes or missteps that disqualify a nonprofit’s mail from the
special rate include:
• Items that are not identical. It is best to check in advance with the post
office when there will be any variation from piece to piece.
• Use of an organization’s permit to attempt a mailing for another
organization that has not received authorization.
• Problems with “cooperative mailings” where more than one
organization is sharing costs, risks, or benefits. Such an arrangement
is only possible when all the cooperating organizations are authorized
to mail at nonprofit rates and (unless special arrangements have been
made) at the same Post Office.
• The mailing includes words such as “sponsored by” that suggest that
some organization other than the authorized nonprofit mailer will
benefit directly from the mail’s distribution.
• The mailing contains promotional mention of travel, credit card,
insurance or certain other goods or services.
There are different requirements for periodical mailings (which generally
may contain advertising without loss of nonprofit eligibility). Considerations are
discussed in useful detail in Publication 417.
The practice of using postage-paid reply envelopes or cards is covered by a
separate set of regulations and standards. There are no special provisions for
nonprofit organizations using business-reply mail.
The Postal Service will review the content of planned mailings while in the
preparation stage. When difficulties can be foreseen in the preparation of a
mailing, a Business Mail Entry office can provide advice and assistance. If there are
any areas of concern that remain, the results of the prescreening may be requested
in the form of a letter.
WASHINGTON NONPROFIT HANDBOOK -151- 2018
