Trends in Print and Mail

This year on Washington’s Birthday, Monday, February 20, 2017, I had the opportunity to attend the John F. Kennedy Forever Stamp First-Day-Of-Issue Dedication. The stamp is being released to celebrate the 100th anniversary of the birth of President Kennedy. The event was held at the JFK Presidential Library and Museum in Boston.

On Tuesday, February 7, the House Oversight and Government Reform Committee will hold a hearing to receive testimony on H.R. 756 – “To restore the financial solvency and improve the governance of the United States Postal Service to ensure the efficient and affordable nationwide delivery of mail, and for other purposes” – also known as the “Postal Reform Act of 2017.”

This weekend, I had to search through some records from the 1990s. Among the papers was the first speech I ever gave for the U.S. Postal Service (USPS). The District Manager for Boston asked me to present to a gathering of his postmasters and station managers. In particular, he wanted to hear about how my company was impacted by the service we received from the USPS.

While I wrote this speech over 2 decades ago, the message holds true today. The industry and the USPS must work together to provide the best possible service to our mutual customers.

The 114th Congress failed to pass any postal reform legislation. Since 2010, President Obama was unable to get any of his nominees to the US Postal Service (USPS) Board of Governors approved by the Senate. That means the USPS is hampered by outdated ratemaking rules, product innovation restrictions and a lack of oversight.

The 115th Congress is now in session, with Republicans in control of both houses. On January 20, 2017, the 45th President of the United States, a Republican, will take the oath of office. Perhaps these changes represent an opportunity to break the logjam on postal issues and Board of Governor appointments. But perhaps not.

On Sunday, January 22, 2017, the new US Postal Service (USPS) postage rates and rules go into effect, so mailers need to take action now to be properly prepared. For most mailers, the first day of mailing under the new rates will be Monday, January 23, 2017.

Even with the increase, postage rates are a great deal. The USPS retail rates for letter mail remain lower than our trading partners – including the countries that have privatized their posts. Take a look at the price for one-ounce stamps:

Exigent postage rate increases were repealed. The upcoming rates changes will have some positive impact for First Class Mailers. Selecting vendor-partners, for technology or outsourcing services, remains a challenge. And legislative reform was seriously considered by Congress – before ultimately deciding to do nothing. These were just a few of the major stories impacting our industry over the last year.

We here at The Berkshire Company can't predict what changes 2017 will bring, but we do know more changes are on the horizon – from the implementation of “USPS Marketing Mail” to new technologies to reinforcing good management practices. We plan on covering those, and other issues, in the coming year. If there’s a particular topic you’d like to see covered, leave a note in the comments, or send me an email at mmf@berkshire-company.com.

In case you missed them, here are the 10 most read posts from 2016:

* Actually, it’s an extra 1.5 ounces!

At the 2016 National Postal Forum in Nashville, Postmaster General (PMG) Megan Brennan announced that the US Postal Service (USPS) would file to expand the weight allowances for commercial, presorted First-Class letter mail. For some time, mailers have been able to add a second ounce to this weight category at no additional charge. In Nashville, PMG Brennan stated that the USPS would increase the weight limit to 3 ounces. Well – she more than delivered – as the 2017 rates include letter-sized, automation mail up to 3.5 ounces.

This is a great opportunity for mailers. This weight increase means savings of between $0.25 and $0.37 per piece for many mailers. Additional pages, heavier stock, more inserts – the opportunities are substantial. What should mailers do?

To start – print and mail operations managers should schedule meetings with the marketing and sales departments of their companies to explain the new rate structure. Print/Mail service providers should be setting up similar briefings with their customers. For example, additional inserts in bills, notices and statements are an easy method of increasing the value of the mail.

But that’s just the beginning. Mailers should reconsider the design of every mailpiece and exploit the prospective ways to take advantage of this rule change. Are there flat pieces that can be redesigned as 6 x 9 letter mail? The savings would be substantial. As a reminder, commercial, automation letter mail must meet the physical standards set in the Domestic Mail Manual, specifically Section 201.1.1.1:

Machinable letter-size mail is:

In a competitive environment, “good enough” isn’t “good enough”. Customer expectations continue to rise. They want to receive their documents with the correct information, and expect a printing job to be error-free. They want the right statement, with the right address, in the right envelope to be delivered at the right time.

The first step of introducing quality control into an operation is to document the existing process, including process maps displaying the individual steps and the hand-offs between teams and operators. Even if written procedures exist, it’s important to validate the steps with the employees who do the actual work.

Using the process map, you need to identify key areas where errors can occur. Based on this information, you can formulate the objectives of your quality control program. Then, you must clearly state which errors will be reduced or eliminated through the implementation of quality control, and identify the factors required for success.

Reduce Opportunities for Error

The common errors that take place in mail operations include:

This week, we’ll celebrate Thanksgiving – a time to pause and reflect on our good fortune and prosperity. And while decorations have been up in some stores for weeks, it also marks the “official” start to the holiday season. For individuals and businesses, it means it’s time to start finalizing plans for shipping packages that we want to arrive by December 24th.

Our country has service members stationed all over the world – South America, Europe. Africa, Asia – and of course, the Middle East. The U.S. Postal Service (USPS) and the Military Post Office worked together to develop a schedule that takes into account the logistics and other conditions impacting delivery times. To ensure timely delivery to a service member, use the following dates.



While most of us will use First-Class Mail or Priority Mail, there are other options included in the chart.

On Monday, November 14, 2016, the US Postal Service (USPS) sent out their first assessments of Full-Service Mail Quality Metrics over an established threshold (based on October 2016 data on the Mailer Scorecard). It may look similar to a bill for postage due, because no matter how the USPS spins it, that’s what the assessments are. If you “remove the Full-Service Discount” for a mailing that took place in the past, you’re asking for postage that wasn’t paid at the time of mailing.

Sounds like a bill. Looks like a bill. It’s a bill.

Semantics aside – did your mail service provide (MSP) or presort vendor receive an assessment? Did they receive an assessment on mail they processed for your company? Do they plan on passing the assessment on to your company?

The USPS sends the assessment to whoever submitted the e-documentation that accompanied the mailing. In most cases, this is the MSP or the presort vendor. The recipient has 10 business days to challenge the assessment. One option is to refer the USPS to the vendor’s client, as identified by the Customer Registration ID (CRID). Or the vendor could pay the assessment, and bill the client separately.

As a reminder, the assessments are calculated under 4 categories: