Direct Mail

Direct mail marketing remains one of the most powerful and economic ways to reach a target audience—delivering your message directly to your prospects through the U.S. mail for pennies. The beauty of direct mail marketing is that it’s a medium that works regardless of budget—big or small. Please note however that it is very important when comparing between several direct marketing agencies that you truly investigate each company’s experience in the direct mail marketing industry!

For additional information, go to https://www.usps.com/ or contact the post office where you enter your mailings.

Selecting the Best Lists – By Nancy Grohol,  Lyons Direct Communications

L.A. Communications offers a combined 45 years of experience in direct mail fundraising and non-profit operations with a national ministry. For the last nine years, L.A. Communications has offered its ministry clients quality service in the area of total ministry development. In a world where morality is often treated as a vice rather than a virtue, we still believe in old-fashioned honesty in our business dealings.

Services Include:

  • Product Management
    Experienced, knowledgeable professionals handling your project from start to finish.

  • Laser Printing
    Document setup and mail list merging. Personalizing components using high quality laser printers.

  • Inkjet Printing
    Personalizing various mail pieces on a high speed inkjet for mass production.

  • Data Processing
    CASS Certification, postal presort, and duplication removal using customer provided mail lists.

  • Data Entry
    Entering financial gifts sent in by partners of ministries and receipting them for their contributions.

  • Graphic Design
    Designing your direct mail package from clients concepts and specifications.

  • Print Shop
    Two and four color, duotones, halftones, and bleeds.

  • Bindery
    Cutting and folding to the specifications needed for insertion.

  • Machine/Hand Insertion
    Generic and two way matching packages inserted and zipped using a machine inserter. Three and four way personalized matches are done per hand insertion. Each procedure is done using impeccable quality control.

  • Fulfillment
    Partners requesting books, videos, and information from ministries.

United Printing & Mailing has been serving the direct mail marketing industry since 1969 and has strategically implemented a wide range of capabilities to support and improve the results of your direct mail marketing. This has made them one of the premiere direct marketing agencies in the western United States! You can reach them toll free by calling 1-800-645-6659 for a free, no-obligation quote on your next direct mail marketing project.  United Printing & Mailing full-service direct marketing agency offers the following direct mail marketing services:

  • In-house web & offset direct mail printing

  • Mailing list acquisition

  • Mailing list data management

  • Direct mail design

  • Direct mail copywriting

  • Laser-imaging

  • Inkjet addressing

  • CASS certification

  • In-house USPS mail certification

  • Folding, inserting & tabbing

  • Experienced, service-oriented staff!

1.0 Nonprofit Standard Mail

1.1 Basic Standards

1.1.1 Organization Eligibility

Only organizations that meet the standards in 1.2, Qualified Nonprofit Organizations, or1.3, Qualified Political Committees and State or Local Voting Registration Officials, and that have received specific authorization from the USPS may mail eligible matter at any Nonprofit Standard Mail price, including Nonprofit Enhanced Carrier Route prices.

1.1.2 Authorization

Specific authorization is required to mail at Nonprofit Standard Mail prices and may be used at any Post Office with PostalOne! access. Mailers are required to confirm authorization at non-PostalOne! Post Office locations before mailings will be accepted at Nonprofit Standard Mail prices.

1.1.3 Discounts

Pieces mailed at the Nonprofit Standard Mail prices must meet the standards in 243343, or 443 and the corresponding standards for any other discount or price claimed.

1.2 Qualified Nonprofit Organizations

1.2.1 General

An organization described in 1.2.3 through 1.2.10 may be authorized to mail at the Nonprofit Standard Mail prices if it is not organized for profit and none of its net income inures to the benefit of any private stockholder or individual.

1.2.2 Primary Purpose

The standard of primary purpose used in the definitions in 1.2.3 through 1.2.10 requires that the organization be both organized and operated for the primary purpose. Organizations that incidentally engage in qualifying activities do not meet the primary purpose test.

1.2.3 Religious

A religious organization is a nonprofit organization whose primary purpose is to:

  1. Conduct religious worship (e.g., churches, synagogues, temples, or mosques);
  2. Support the religious activities of nonprofit organizations whose primary purpose is to conduct religious worship; or
  3. Further the teaching of particular religious faiths or tenets, including religious instruction and the dissemination of religious information.

1.2.4 Educational

An educational organization is a nonprofit organization whose primary purpose is the instruction or training of individuals for improving or developing their capabilities or the instruction of the public on subjects beneficial to the community. An organization may be educational even though it advocates a particular position or viewpoint, as long as it presents a sufficiently full and fair exposition of the pertinent facts to permit the formation of an independent opinion or conclusion. Conversely, an organization is not considered educational if its principal function is the mere presentation of unsupported opinion. These are examples of educational organizations:

a. An organization (e.g., a primary or secondary school, a college, or a professional or trade school) that has a regularly scheduled curriculum, a regular faculty, and a regularly enrolled body of students in attendance at a place where educational activities are regularly carried on.

b. An organization whose activities consist of presenting public discussion groups, forums, panels, lectures, or similar programs, including on radio or television.

c. An organization that presents a course of instruction by correspondence or through the use of television or radio.

d. Museums, zoos, planetariums, symphony orchestras, and similar organizations.

1.2.5 Scientific

A scientific organization is a nonprofit organization whose primary purpose is to conduct research in the applied, pure, or natural sciences or to disseminate technical information dealing with the applied, pure, or natural sciences.

1.2.6 Philanthropic (Charitable)

A philanthropic (charitable) organization is a nonprofit organization organized and operated to benefit the public. Examples include those that are organized to relieve the poor, distressed, or underprivileged; to advance religion, education, or science; to erect or maintain public buildings, monuments, or works; to lessen the burdens of government; or to promote social welfare for any of the above purposes or to lessen neighborhood tensions, eliminate prejudice and discrimination, defend human and civil rights secured by law, or combat community deterioration and juvenile delinquency. That an organization organized and operated to relieve indigent persons may receive voluntary contributions from those persons does not necessarily make it ineligible for Nonprofit Standard Mail prices as a philanthropic organization. That an organization, in carrying out its primary purpose, advocates social or civic changes or presents ideas on controversial issues to influence public opinion and sentiment to accept its views, does not necessarily make it ineligible for Nonprofit Standard Mail prices as a philanthropic organization.

1.2.7 Agricultural

An agricultural organization is a nonprofit organization whose primary purpose is the betterment of the conditions of those engaged in agricultural pursuits, the improvement of the grade of their products, and the development of a higher degree of efficiency in agriculture; or the collection and dissemination of information or materials about agriculture. The organization may further and advance agricultural interests through educational activities; by holding agricultural fairs; by collecting and disseminating information about cultivation of the soil and its fruits or the harvesting of marine resources; by rearing, feeding, and managing livestock, poultry, bees, etc.; or by other activities related to agricultural interests.

1.2.8 Labor

A labor organization is a nonprofit organization whose primary purpose is the betterment of the conditions of workers. Labor organizations include, but are not limited to, organizations in which employees or workers participate, whose primary purpose is to deal with employers on grievances, labor disputes, wages, hours of employment, working conditions, etc. (e.g., labor unions and employee associations).

1.2.9 Veterans

A veterans’ organization is a nonprofit organization of veterans of the armed services of the United States, or an auxiliary unit or society of, or a trust or foundation for, any such post or organization.

1.2.10 Fraternal

A fraternal organization is a nonprofit organization whose primary purpose is fostering fellowship and mutual benefits among its members. For this standard, a qualified fraternal organization must also be organized under a lodge or chapter system with a representative form of government; must follow a ritualistic format; and must be composed of members elected to membership by vote of the members. Qualifying fraternal organizations include the Masons, Knights of Columbus, Elks, and college fraternities or sororities, and may have members of either or both sexes. Fraternal organizations do not encompass such organizations as business leagues, professional associations, civic associations, or social clubs.

1.3 Qualified Political Committees and State or Local Voting Registration Officials

1.3.1 Political Committees

These political committees may be authorized to mail at the Nonprofit Standard Mail prices without regard to their nonprofit status:

a. A national committee of a political party.

b. A state committee of a political party.

c. The Democratic Congressional Campaign Committee.

d. The Democratic Senatorial Campaign Committee.

e. The National Republican Congressional Committee.

f. The National Republican Senatorial Committee.

1.3.2 Definitions

For the standards in 1.3.1:

a. A national committee is the organization that, by virtue of the bylaws of a political party, is responsible for the day-to-day operations of such political party at the national level.

b. A state committee is the organization that, by virtue of the bylaws of a political party, is responsible for the day-to-day operation of such political party at the state level.

1.3.3 Voting Registration Officials

Voting registration officials in a state or the District of Columbia are authorized to mail certain Standard Mail materials at the Nonprofit Standard Mail prices under the National Voter Registration Act of 1993 (see 1.6.12, Matter Mailed by Voting Registration Official).

1.4 Ineligible Organizations

1.4.1 Private

These and similar organizations do not qualify for the Nonprofit Standard Mail prices, even if organized on a nonprofit basis:

a. Automobile clubs.

b. Business leagues.

c. Chambers of commerce.

d. Citizens’ and civic improvement associations.

e. Individuals.

f. Mutual insurance associations.

g. Political organizations (other than those specified in 1.3).

h. Service clubs (e.g., Civitan, Kiwanis, Lions, Optimist, and Rotary).

i. Social and hobby clubs.

j. Associations of rural electric cooperatives.

k. Trade associations.

1.4.2 Government

State, county, and municipal governments are generally not eligible for the Nonprofit Standard Mail prices. However, a separate and distinct state, county, or municipal governmental organization that meets the criteria for any one of the specific categories in 1.2 may be eligible, notwithstanding its governmental status.

1.5 Identification of Nonprofit Organization

All matter mailed at the Nonprofit Standard Mail prices must identify the authorized nonprofit organization. The name and return address of the authorized nonprofit organization must be either on the outside of the mailpiece or in a prominent location on the material being mailed. Pseudonyms or bogus names of persons or organizations may not be used. If the piece bears any name and return address, it must be that of the authorized nonprofit organization. A well-recognized alternative designation (e.g., “The March of Dimes”) or abbreviation (e.g., “AFL-CIO”) may be used rather than the full organization name.

1.6 Eligible and Ineligible Matter

1.6.1 Organization’s Own Mail

An organization authorized to mail at the Nonprofit Standard Mail prices may mail only its own matter at those prices. An authorized organization may not delegate or lend the use of its authorization to mail at the Nonprofit Standard Mail prices to any other person or organization.

1.6.2 Ineligible Matter

No person or organization may mail, or cause to be mailed by contractual agreement or otherwise, any ineligible matter at the Nonprofit Standard Mail prices.

1.6.3 Cooperative Mailing

A cooperative mailing is subject to the following:

a. A cooperative mailing may be made at the Nonprofit Standard Mail prices only when each of the cooperating organizations is individually authorized to mail at the Nonprofit Standard Mail prices at the Post Office where the mailing is deposited.

b. A cooperative mailing involving the mailing of any matter on behalf of or produced for an organization not itself authorized to mail at the Nonprofit Standard Mail prices at the Post Office where the mailing is deposited must be paid at the applicable regular Standard Mail prices. The mailer may appeal the decision under 607.2.0.

c. Exception: The standard in 1.6.3b does not apply to mailings by an organization authorized to mail at Nonprofit Standard Mail prices when both of the following conditions are met:

1. Mailings must be soliciting monetary donations to the authorized mailer and not promoting or otherwise facilitating the sale or lease of any goods or services.

2. The organization authorized to mail at Nonprofit Standard Mail prices is given a list of each donor, contact information (e.g., address, telephone number) for each, and the amount of the donation (or waives in writing the receipt of this list).

1.6.4 Prohibitions and Restrictions

Nonprofit Standard Mail prices may not be used for the entry of material that advertises, promotes, offers, or, for a fee or consideration, recommends, describes, or announces the availability of:

a. Any credit, debit, or charge card or similar financial instrument or account, provided by or through an arrangement with any person or organization not authorized to mail at the Nonprofit Standard Mail prices at the entry Post Office.

b. Any insurance policy, unless the organization promoting the purchase of such policy is authorized to mail at the Nonprofit Standard Mail prices at the entry Post Office; the policy is designed for and primarily promoted to the members, donors, supporters, or beneficiaries of that organization; and the coverage provided by the policy is not generally otherwise commercially available as explained in 1.6.5.

c. Any travel arrangement, unless the organization promoting the arrangement is authorized to mail at the Nonprofit Standard Mail prices at the entry Post Office; the travel contributes substantially (aside from the cultivation of members, donors, or supporters, or the acquisition of income or funds) to one or more of the purposes that constitute the basis for the organization’s authorization to mail at the Nonprofit Standard Mail prices; and the arrangement is designed for and primarily promoted to the members, donors, supporters, or beneficiaries of that organization.

d. Any other product or service unless one of these exceptions is met:

1. The sale of the product or the provision of such service is substantially related to the exercise or performance by the organization of one or more of the purposes used by the organization to qualify for mailing at the Nonprofit Standard Mail prices. The criteria in IRS regulations at 26 C.F.R. section 1.513-1(d), supplemented by the definitions in 1.6.6, are used to determine whether an advertisement, promotion, or offer for a product or service is for a substantially related product or service and, therefore, eligible for Nonprofit Standard Mail prices.

2. The product or service is advertised in Standard Mail material meeting the prescribed content requirements for a periodical publication. The criteria in 1.6.8 are used to determine whether the Standard Mail material meets the content requirements for a periodical publication.

1.6.5 Definitions, Insurance

For the standard in 1.6.4b:

a. Except as specified in 1.6.5c, the phrase not generally otherwise commercially available applies to the actual coverage stated in an insurance policy, without regard to the amount of the premiums, the underwriting practices, and the financial condition of the insurer. When comparisons are made with other policies, consideration is given to coverage benefits, limitations, and exclusions, and to the availability of coverage to the targeted recipients. When insurance policy coverages are compared to determine whether coverage in a policy offered by an organization is not generally otherwise commercially available, the comparison is based on the specific characteristics of the mailpiece recipients (e.g., geographic location or demographics).

b. Except as specified in 1.6.5c, the types of insurance considered generally otherwise commercially available include, but are not limited to, homeowner’s, property, casualty, marine, professional liability (including malpractice), travel, health, life, airplane, automobile, truck, motorhome, motorbike, motorcycle, boat, accidental death, accidental dismemberment, Medicare supplement (Medigap), catastrophic care, nursing home, and hospital indemnity insurance.

c. Coverage is considered not generally otherwise commercially available if either of the following conditions applies:

1. The coverage is provided by the nonprofit organization itself (i.e., the nonprofit organization is the insurer).

2. The coverage is provided or promoted by the nonprofit organization in a mailing to its members, donors, supporters, or beneficiaries in such a way that the members, donors, supporters, or beneficiaries may make tax-deductible donations to the nonprofit organization of their proportional shares of any income in excess of costs that the nonprofit organization receives from the purchase of the coverage by its members, donors, supporters, or beneficiaries.

1.6.6 Definitions, Substantially Related Advertising Products

For the standards in 1.6.4d:

a. Standards established by the Internal Revenue Service (IRS) and the courts with respect to 26 USC 513(a) and (c) of the Internal Revenue Code are used to determine whether the sale or provision of an advertised product or service, whether sold or offered by the organization or by another party, is substantially related to the qualifying purposes of an organization. (Advertisements in Standard Mail material that meet the content requirements for a periodical publication need not meet the substantially related standard to be mailable at the Nonprofit Standard Mail prices. See 1.6.8.)

b. To be substantially related, the sale of the product or the provision of the service must contribute importantly to the accomplishment of one or more of the qualifying purposes of the organization. This means that the sale of the product or providing of the service must be directly related to accomplishing one or more of the purposes on which the organization’s authorization to mail at the Nonprofit Standard Mail prices is based. The sale of the product or providing of the service must have a causal relationship to the achievement of the exempt purposes (other than the production of income) of the authorized organization. (Income produced from selling an advertised product or providing a service does not make such action a substantially related activity, even if the income will be used to accomplish the purpose or purposes of the authorized organization.) See 26 C.F.R. section 1.513-1(d).

1. If an organization pays Unrelated Business Income Tax (UBIT) on the income from the sale of a product or the provision of a service, that activity is by IRS definition not substantially related. See 26 U.S.C. section 512. The fact that an organization does not pay such tax, however, does not establish that the activity is substantially related because other criteria may exempt the organization from payment. See 26 C.F.R. section 1.513-1(e).

2. Third-party paid advertisements may be included in material mailed at the Nonprofit Standard Mail prices if the products or services advertised are substantially related to one or more of the purposes for which the organization is authorized to mail at the Nonprofit Standard Mail prices. However, if the material contains one or more advertisements that are not substantially related, then the material is not eligible for the Nonprofit Standard Mail prices unless it is part of material that meets the content requirements described in 1.6.8 and is not disqualified from using the Nonprofit Standard Mail prices under another provision.

c. Announcements of activities (e.g., bake sale, car wash, charity auction, oratorical contest) are considered substantially related if substantially all the work is conducted by the members or supporters of an authorized organization without compensation. See 26 U.S.C. section 513(a)(1); 26 C.F.R. section 1.513-1(e)(1).

d. Advertisements for products and services, including products and services offered as prizes or premiums, are considered substantially related if the products and services are received by an authorized organization as gifts or contributions. See 26 U.S.C. section 513(a)(3); 26 C.F.R. section 1.513-1(e)(3).

e. An advertisement, promotion, offer, or subscription order form for a periodical publication meeting the eligibility criteria in 707.4.0 and published by one of the types of nonprofit organizations listed in 1.2 is mailable at the Nonprofit Standard Mail prices.

f. Unless the mailing is ineligible for the Nonprofit Standard Mail prices for other reasons, mailings will be accepted at the Nonprofit Standard Mail prices upon certification that income derived from the sale of products or services advertised in the mailing is not subject to the Unrelated Business Income Tax (UBIT) described at 26 U.S.C. section 512, and that each of the products or services is substantially related to the nonprofit organization’s qualifying purpose.

1.6.7 Other Matter

An authorized nonprofit organization’s material is not disqualified from being mailed at the Nonprofit Standard Mail prices solely because that material contains, but is not primarily devoted to:

a. Acknowledgments of organizations or individuals who have made donations to the authorized organization.

b. References to and a response card or other instructions for making inquiries about services or benefits available from membership in the authorized organization, if advertising, promotional, or application materials for such services or benefits are not included. For purposes of this section, descriptions of membership benefits available as a part of membership, including the use of adjectives, terms, conditions, and brand names, are permissible when they are a minor part of a solicitation or renewal request for membership payments. For purposes of this provision, “minor” is defined as “less than half.” Measurement is made in accordance with 707.16.0 and 707.17.0. The solicitation or renewal request in which, to a minor degree, membership benefits may be promoted is considered to include only a printed letter to prospective members or current members whose membership is about to expire, and not to any separate, distinct, or independent brochure, circular, flyer, or other documents. Such separate documents will be considered advertising if they contain any advertising, promotional, or application materials. Exception: A separate document prepared by the qualifying organization, consisting of one sheet, will be considered to be part of the solicitation letter if it describes the organization’s membership benefits and the solicitation letter does not describe the organization’s benefits but instead refers the reader to the separate document.

1.6.8 Periodical Publication Content Requirements

Advertisements for products and services in material that meets the content requirements for a periodical publication are mailable at the Nonprofit Standard Mail prices. The material mailed must meet these standards:

a. Have a title. The title must be printed on the front cover page in a style and size of type that make it distinguishable from other information on the front cover page.

b. Be formed of printed sheets. (It may not be reproduced by stencil, mimeograph, or hectograph. Reproduction by any other process is permitted.) Any style of type may be used.

c. Contain an identification statement on one of the first five pages of the publication that includes these elements:

1. Title.

2. Issue date. The date may be omitted if it is on the front cover or cover page.

3. Statement of frequency showing when issues are to be published (daily; weekly; monthly; monthly except June; four times a year in June, August, September, and December; annually; irregularly, etc.).

4. Name and address of the authorized organization, including street number, street name, and ZIP+4 or 5-digit ZIP Code. The street number and street name are optional if there is no letter carrier service.

5. Issue number. Every issue of each publication is numbered consecutively in a series that may not be broken by assigning numbers to issues omitted. The issue number may be printed on the front or cover page instead of in the identification statement.

6. International Standard Serial Number (ISSN), if applicable.

7. Subscription price, if applicable.

d. Consist of at least 25% nonadvertising matter in each issue. Advertising is defined in 707.4.13.

1.6.9 Contribution and Membership Premiums

Announcements for premiums received as a result of a contribution or payment of membership dues are not considered advertisements if the membership dues or requested contribution is more than 4 times the cost of the premium item(s) offered and more than 2 times the represented value in the mailpiece, if any, of the premium item(s) offered.

1.6.10 Political Mailings

A qualifying political committee under 1.3 may mail election-related materials, such as candidate endorsements, at the Nonprofit Standard Mail prices if the materials are exclusively of the qualifying political committee. Political mailings may not be made at the Nonprofit Standard Mail prices when a political candidate or anyone else not authorized to mail at the Nonprofit Standard Mail prices assists the qualifying political committee with the preparation or mailing of such materials, or pays any of the costs of preparation or mailing, or provides any consideration to the qualifying political committee in return for the mailing being made. The following are examples of political mailings that would not qualify for mailing at the Nonprofit Standard Mail prices:

a. A mailing containing material identified as having been paid for by the campaign committee or treasurer of an individual candidate.

b. A mailing containing circulars, flyers, brochures, or other printed matter prepared or printed by a political candidate or his or her campaign organization.

c. A mailing on which the postage is paid for by a political candidate or his or her campaign organization.

d. A mailing made on behalf of a candidate in return for a contribution to the qualifying political committee.

1.6.11 Products Mailable at Nonprofit Standard Mail Prices

The following products are mailable at Nonprofit Standard Mail prices:

a. Low-cost items within the meaning of 26 USC 513(h)(2), Internal Revenue Code. At the beginning of each calendar year, the value of low-cost items is adjusted for cost of living. Effective January 1, 2009, the cost of such items cannot exceed $9.50. This cost is the cost to the authorized organization that mails the items or on whose behalf the items are mailed.

b. Items donated or contributed to the qualified organization. Such items do not have to meet the definition of a low-cost item.

c. A periodical publication (as defined in 707.4.0) of a nonprofit organization unless it is ineligible under 1.6 to be mailed at the Nonprofit Standard Mail prices.

1.6.12 Matter Mailed by Voting Registration Official

The voting registration official may mail, at the Nonprofit Standard Mail prices, only qualifying Standard Mail matter that is required or authorized to be mailed at those prices by the National Voter Registration Act of 1993.

1.6.13 Evidence of Eligibility

On request, an organization authorized to mail at the Nonprofit Standard Mail prices must provide evidence to the USPS, or cause evidence held by another party to be provided to the USPS, about the eligibility of any of its mail matter or mailings to be sent at those prices. Any failure to provide evidence needed for a ruling on the eligibility of matter to be sent at the Nonprofit Standard Mail prices, or to cause such evidence to be provided, is sufficient basis for a finding that the matter is not eligible for the Nonprofit Standard Mail prices, as well as for the revocation of the organization’s authorization to mail at the Nonprofit Standard Mail prices.

1.7 Authorization—Application

1.7.1 Filing

An application on Form 3624, Application to Mail at Nonprofit Standard Mail Rates, must be filed by an organization prior to being authorized to mail at Nonprofit Standard Mail prices. The applicant must indicate on Form 3624 the qualifying category of organization under which it seeks authorization.

1.7.2 Fee

No fee is charged for filing Form 3624.

1.7.3 Permits and Authorizations

Authorization to mail at Nonprofit Standard Mail prices does not relieve the mailer’s obligation to obtain mailing permits and pay the required fees for mailing at presorted prices.

1.7.4 Qualified Nonprofit Organizations

Form 3624 must be accompanied by evidence that the applicant meets the standards of a qualifying category in 1.2 and that the organization is nonprofit (e.g., a certificate of exemption from federal income tax). An exemption from the payment of federal income tax is not required to qualify for the Nonprofit Standard Mail prices. Such exemption is considered as evidence of qualification for preferred postal prices, but is not the controlling factor in the decision. When an organization submits proof that it is granted federal income tax exemption under 26 USC 501(c)(3), as a religious, educational, scientific, or philanthropic (charitable) organization; under 501(c)(5) as an agricultural or labor organization; under 501(c)(8) as a fraternal organization; or under 501(c)(19) as a veterans’ organization, it is considered as qualifying for the Nonprofit Standard Mail prices, unless other evidence discloses some disqualification.

1.7.5 Political Committees

Form 3624 filed by an organization seeking authorization as a qualified political committee must include evidence that the applicant meets the standards of one of the qualifying categories of political committees in 1.3; evidence of nonprofit status is not required.

1.7.6 Nonprofit Standard Mail Authorization Number

Once an organization is authorized, it may mail at Nonprofit Standard Mail prices at any Post Office location that accepts presorted mailings within the United States. The Postal Service will issue a national Nonprofit Standard Mail authorization number to each organization authorized to mail at the Nonprofit Standard Mail prices. Authorized organizations must display this number in the appropriate space on each postage statement that accompanies a mailing at Nonprofit Standard Mail Prices.

1.8 Confirmation of Authorization to Mail at Nonprofit Standard Mail Prices

1.8.1 Confirmation of Authorization Application Procedure

An authorized organization, or organization pending authorization, wishing to mail at a non-PostalOne! Post Office location must file Form 3623, Request for Confirmation of Authorization (or Pending Authorization) to Mail at Nonprofit Standard Mail Prices, with the postmaster prior to mailings being made at Nonprofit Standard Mail prices.

1.8.2 Fee

No fee is charged for filing Form 3623.

1.8.3 Organization Name

If the organization name on Form 3623 is different from the one on USPS records, the applicant must revise the organization’s original application to reflect a name change by providing evidence that the organization name was officially changed (e.g., an official amendment to the organization’s Articles of Incorporation stating the former name and the new name and a letter issued by the Internal Revenue Service recognizing the name change).

1.8.4 Permits and Authorizations

Confirmation of authorization to mail at Nonprofit Standard Mail prices does not relieve the mailer’s obligation to obtain mailing permits and pay the required fees for mailing at presorted prices.

1.9 Mailing While Application Pending

1.9.1 Approval

An organization may not mail at Nonprofit Standard Mail prices at a Post Office before Form 3624 or Form 3623, if required, is approved.

1.9.2 Postage Record

While an application, or confirmation of authorization, is pending postage must be paid at applicable First-Class Mail or Priority Mail prices, or at applicable Standard Mail prices. The USPS records the difference between postage paid at regular Standard Mail prices and the postage that would have been paid at Nonprofit Standard Mail prices. No record is kept if postage is paid at First-Class Mail or Priority Mail prices.

1.9.3 Refund

If an authorization, or confirmation of authorization, to mail at Nonprofit Standard Mail prices is issued, the mailer may be refunded the postage paid at the Post Office where pending mailings were made for any amount that exceeds the Nonprofit Standard Mail prices since the effective date of the authorization or confirmation. No refund is made:

a. If the application on Form 3624 is denied and no appeal is filed.

b. If postage was paid at First-Class Mail or Priority Mail prices.

c. For the period before the effective date of the authorization.

d. If confirmation of authorization using Form 3623 is denied.

1.9.4 Effective Date

The effective date of the Nonprofit Standard Mail price authorization is the date of the application or the date of the organization’s eligibility, whichever is later.

1.9.5 Pending Status

The mailer may continue to mail in a pending status until a final decision is reached on an appeal of a denied application.

1.10 Ruling on Application

1.10.1 Additional Information

The PCSC manager may request additional information or evidence to support or clarify the application. Failure to provide such information is sufficient grounds to deny an application.

1.10.2 Rulings

The PCSC manager rules on Form 3624 and Form 3623 and notifies the applicant directly.

1.10.3 Appealing a Denial

If the application on Form 3624 or Form 3623 is denied, the applicant may submit a written appeal to the postmaster where the application was filed within 15 days of the applicant’s receipt of the decision. After reviewing the file, if the PCSC manager still believes that the organization does not qualify to be authorized at Nonprofit Standard Mail prices, or the request for confirmation of authorization is not able to be confirmed, the applicable appeal is forwarded to the manager of Mailing Standards (see 608.8.0 for address), who issues the final agency decision.

1.11 Revocation

1.11.1 USPS Review

The PCSC manager may initiate at any time a review of any organization authorized to mail at the Nonprofit Standard Mail prices. The PCSC manager may ask an organization for information or evidence to determine whether the organization is still qualified. Failure to provide such information is sufficient cause for revocation.

1.11.2 Revocation for Cause

If it is found that authorization has been given to an organization that was not qualified at the time of application or later became unqualified, the PCSC manager notifies the organization of the proposed revocation and the reasons for it.

1.11.3 Appeal

Revocation for cause under 1.11.2 takes effect 15 days from the organization’s receipt of the notice, unless the organization files a written appeal within that time through thePCSC with the manager of Mailing Standards (see 608.8.0 for address). The manager of Mailing Standards may ask the organization for more information or evidence to determine the organization’s eligibility. Failure to provide such information is sufficient grounds for denial of the appeal. The manager issues a written appeal decision directly to the organization.

1.11.4 Revocation for Nonuse

The PCSC revokes an authorization to mail at Nonprofit Standard Mail prices if no Nonprofit Standard Mail price mailings are made by the authorized organization during a 2-year period. The PCSC notifies the organization of the revocation for nonuse.

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DISCLAIMER: This information is not intended to provide legal or accounting advice, or to address specific situations. Please consult with your legal or tax advisor to supplement and verify what you learn here.