Postal regulations change on a regular basis. Each year, postage rates are reviewed for changes. At the same time, other standards and requirements are reviewed. For businesses that mail, these should be reviewed and understood periodically. The list below highlights some of the most common answers to commonly asked questions. However, these may change, so be sure to refer to the USPS guidelines.

Letter-size mail is:

a. Not less than 5 inches long, 3-1/2 inches high, and 0.007-inch thick.

1. 0.007 inch thick if no more than 4-1/4 inches high and 6 inches long; or

2. 0.009 inch thick if more than 4-1/4 inches high or 6 inches long, or both.

b. Not more than 11-1/2 inches long, or more than 6-1/8 inches high or greater than 1/4-inch thick.

c. Rectangular, with four square corners and parallel opposite sides. Letter-size, card-type mail pieces made of cardstock may have finished corners that do not exceed a radius of 0.125 inch (1/8 inch).

d. Within an aspect ratio (length divided by height) of 1.3 to 2.5, inclusive.

e. Subject to additional dimensional restrictions, depending on mail piece design.

Barcode Clear Zone

Each letter-size piece in an automation price or an Enhanced Carrier Route price mailing must have a barcode clear zone unless the piece bears a POSTNET or an Intelligent Mail barcode with a delivery point routing code in the address block. The barcode clear zone and all printing and material in the clear zone must meet the reflectance standards. The barcode clear zone is a rectangular area in the lower right corner of the address side of cards and letter-size pieces defined by these boundaries:

a. Left: 4-3/4 inches from the right edge of the piece.

b. Right: right edge of the piece.

c. Top: 5/8 inch from the bottom edge of the piece.

d. Bottom: bottom edge of the piece.

5.7 Barcode in Address Block

When the barcode is included as part of the address block:

a. The barcode must be placed in one of these positions:

1. Above the address line containing the recipient's name.

2. Below the city, state, and ZIP Code line.

3. Above or below the keyline information.

4. Above or below the optional endorsement line.

b. The printing of the barcode is prohibited anywhere between the address line containing the recipient's name and the city, state, and ZIP Code line.

c. The minimum clearance between the barcode and any information line above or below it within the address block must be at least 0.040 (1/25) inch for POSTNET barcodes or 0.028 inch for Intelligent Mail barcodes. The separation between the barcode and top line or bottom line of the address block must not exceed 0.625 (5/8) inch. The clearance between the leftmost and rightmost bars and any adjacent printing must be at least 0.125 (1/8) inch.

d. If a window envelope is used, the clearance between the leftmost and rightmost bars and any printing or window edge must be at least 0.125 (1/8) inch. The clearance between the barcode and the top and bottom window edges must be at least 0.040 (1/25) inch for POSTNET barcodes or 0.028 inch for Intelligent Mail barcodes. These clearances must be maintained during the insert's range of movement in the envelope. Address block windows on heavy letter mail must be covered; such windows may be covered on other mail.

e. If an address label is used, a clear space of at least 0.125 (1/8) inch must be left between the barcode and the left and right edges of the address label. The clearance between the barcode and the top and bottom edges of the address label must be at least 0.040 inch for POSTNET barcodes or 0.028 inch for Intelligent Mail barcodes.

f. The rightmost bar must be at least 1/2 inch from the right edge of the mail piece, and the leftmost bar must be less than 10-1/2 inches from the right edge of the mail piece and at least 1/2 inch from the left edge of the mail piece; the top of each bar must be less than 4 inches from the bottom edge of the mail piece; and the bottom line of the address block, including the barcode, must be at least 5/8 inch from the bottom of the mail piece.

Physical Standards for Endorsements

The endorsement or, if combined, endorsements must meet these physical standards:

a. The type size of the endorsement must be at least 8 points.

b. The read direction of the endorsement and return address must be the same as the read direction of the delivery address.

c. The color contrast between the endorsement and the mail piece background must be kept at a reasonable degree. A brilliant colored background or reverse printing is not permitted.

d. A clear space of at least 1/4 inch around (above, below, and both sides) the total area containing the endorsement(s) is required. This 1/4-inch clear space is not required for an endorsement that is applied with a multiline optical character reader (MLOCR) inkjet and placed in the location directly below the postage area and any price marking if the endorsement is clear and legible.

Letter Tray Preparation

Letter trays are prepared as follows:

a. Subject to availability of equipment, standard managed mail (MM) trays must be used for all letter-size mail, except that extended managed mail (EMM) trays must be used when available for letter-size mail that exceeds the inside dimensions of MM trays. When EMM trays are not available for those larger pieces, they must be placed in MM trays, angled back, or placed upright perpendicular to the length of the tray in row(s) to preserve their orientation.

b. Pieces must be "faced" (oriented with all addresses in the same direction with the postage area in the upper right).

c. Each tray prepared must be filled before filling the next tray, with the contents in multiple trays relatively balanced. When preparing full trays, mailers must fill all possible 2-foot trays first; if there is mail remaining for the presort destination, mailers must use a combination of 1-foot and 2-foot trays that results in the fewest total number of trays for that presort level. As an alternative, if there is mail remaining, mailers may move those pieces to the next higher presort level at which there is a minimum quantity.

d. For presort destinations that do not require full trays, pieces are placed in a less-than-full tray.

e. Mailers must use as few trays as possible without jeopardizing price eligibility. For instance, a mailer will never have two 1-foot trays to a single destination; instead, that mail must be placed in a single 2-foot tray. A 1-foot tray is prepared only if it is a full tray with no overflow; or if there is less than 1 foot of mail for that destination; or if the overflow from a full 2-foot tray is less than 1 foot of mail.

f. Each tray must bear the correct tray label.

g. Each tray must be sleeved and strapped.

h. If a mailing is prepared using an MLOCR/barcode sorter and is submitted with standardized documentation, then pieces do not have to be grouped by 3-digit ZIP Code prefix (or by 3-digit scheme, if applicable) in AADC trays, or by AADC in mixed AADC trays.

 

Each Standard Mail mailing is subject to these general standards:

a. All pieces in a mailing must be of the same processing category.

b. Each mailing must contain at least 200 pieces or 50 pounds of pieces, for volume requirement eligibility unique to Presorted Standard price mailings. Other volume standards also can apply, based on the price claimed.

c. All pieces in an automation mailing must be eligible for an automation price.

d. All pieces in a mailing must be sorted together and marked under the standards for the price claimed.

e. Each piece must bear the addressee's name and delivery address, including the correct ZIP Code or ZIP+4 code, unless an alternative addressing format is used. Detached address labels may be used.

f. Postage must be paid with precanceled stamps, meter stamps, or permit imprint.

g. A postage statement, completed and signed by the mailer, using the correct USPS form or an approved facsimile, must be submitted with each mailing. In addition, mailings must be documented and the standards for the price claimed.

h. Each piece must meet the standards for any other price or discount claimed.

i. Any POSTNET barcode on a mail piece must be correct for the delivery address and meet the standards.

j. Mailings must be deposited at a business mail entry unit of the Post Office where the postage permit or license is held and the annual mailing fee paid, unless deposit elsewhere is permitted by standard.