Governing Policy: Mailing Policy

Department Approval: June 30, 2007

Administering Department: City Clerk's Office

General Conditions

1. Reply Mail service provided by the United States Postal Service (USPS) enables a sender to provide a recipient with a convenient method for replying to a mailing. 
2. There are three types of Reply Mail: 

Courtesy Reply Mail (CRM)

• Use: CRM is appropriate when the response is assured, as with billing.  Although the customer usually pays the return postage, the pre-printed return information and pre-bar coded mail piece adds convenience, ensures accuracy and encourages customers to respond back to a request. This is the best reply option when you know that the mailing will come back to you. 
• Cost: The recipient usually pays for the postage on their response to you. Postage can be pre-stamped by the sender or paid by the customer. Postage is at first-class rates with no additional fees 

Business Reply Mail (BRM)

• Use: This is an option for limited sized mailings where you only want applicable recipients to respond. Your department distributes preprinted First-Class Mail pieces to customers and pays for the return postage. See Bulk Mailing Policies for ways to save money mailing to your customers
• Cost: Your department pays for the postage each way – the customer is not responsible for the postage. Your department pays for the actual pieces returned to you. Due to our high-volume discount, there is a fee of only $0.39 + 0.11 for the first ounce, when the mailing comes back to you.   

Qualified Business Reply Mail (QBRM)

• Use: This is the best option for repeat mailings or anything with multiple recipients. Your department receives discounts on mail pieces by ensuring that they are automation compatible. QBRM is the high-volume, discount form of Business Reply Mail and is appropriate for volumes greater than 834 pieces per year. The City of Minneapolis qualifies for this service. All outgoing and return mail must be fully automation compatible.  This option saves $0.62 over the BRM service of $1.04 for the first once.  The savings are similar for additional ounces. 
• Cost: Your department pays for the postage each way.  See Bulk Mailing Policies for outgoing mail.  The additional fees are only $.358 + .06 = $.0418 per item for the first once, but require an annual accounting fee of $500 as well as the $160 permit fee which is paid for by the City Clerk’s office for the City.   

Procedures 

A. In advance of the mailing 

B. Designing the mailing

1. Set up your reply mailing per USPS requirements.
2. If you do not have a template to work from and this is the first time for this mailing and you will be doing more in the future, contact Impact, 612-521-6245, to discuss the services, preparation options and costs.
3. If you have a template that you can use, make any changes necessary and put your mailing together the same as before.  Existing templates are available for reuse in the Copy/Mail Center, B27 City Hall.
4. Get pre-approval from the USPS - complete a PS Form 6805 to ensure that the mailing is automation compatible.  If using Impact, 612-521-6245, they will do this for you.
5. Complete a PS Form 6805.
6. Attach a complete sample of your mailing    Arrange for mail preparation services with Impact, 612-521-6245.  Existing templates are available for re-use in the Document Solution Center, B27 City Hall.
7. Send the form and attachments to: Mailpiece Design Analyst; United States Postal Service; 100 S 1st St. Suite 115; Minneapolis, MN  55401-9651.
8. If you are preparing you own mailing, contact the USPS MDA Support Center at 855-593-6093, or send a request via email to mda@usps.gov.
9. All automated mailings must have the following:
   • Indicia - include Bulk Mail Permit #2140 in the upper right hand corner of the outgoing mail (obtained from the Copy Center and Mail Room – see Bulk Mail Procedures)
   • City department return address
   • Addressing and setup must be in accordance with USPS regulations
   • The final fold of a non-envelope mailing must be on the bottom edge as you read the address
   • Closure tabs and wafer seals must be placed away from postal service machine processing areas
   • Follow USPS guidelines for size and thickness of mailing