Are you looking for a way to simplify your mailing process and save on postage expenses? Metered mail might be the solution you need, and getting started is easier than you might think.

In this guide, we'll walk you through the steps to set up and use metered mail, ensuring a smooth transition and cost-effective postage option for your business.

Metered mail is a postage solution designed to simplify the mailing process for businesses. Instead of using traditional stamps, businesses use postage meters to imprint the exact postage amount directly onto the item or onto shipping labels that can be affixed to the item. This technology offers several advantages, making it a popular choice for business mailers of all sizes.

The postage meter industry is closely regulated because postage is essentially a form of currency. As such, the USPS® only permits businesses to rent or lease postage meters, explicitly forbidding their purchase under federal law. 

Metered mail is a modern, efficient, and cost-effective solution for businesses looking to take control of their postage processes.

Metered mail provides the flexibility to customize postage based on the size, weight, and destination of each mail item. This precision not only ensures accurate postage but also eliminates the need for manual stamping, saving valuable time and reducing the likelihood of errors in over or under paying.

Postage meters are equipped with digital interfaces that allow users to manage and reload postage online. This convenience means you can handle your postage needs without leaving the office, saving you trips to the post office and streamlining your mailing operations.

One of the key benefits of metered mail is the potential for postal discounts. Businesses often receive discounted postage rates from the postal service compared to the cost of traditional postage stamps. Additionally, the ability to track and monitor postage usage helps businesses optimize their mailing budget, preventing overpaying or underpaying for postage.

Understanding USPS mail classes is crucial for efficient shipping.

The USPS categorizes mail into distinct services known as "classes." Each class has its own set of features, service levels, postage prices, and presort requirements.

Priority Mail Express®

This is the fastest option to get your mail to its destination, offering guaranteed overnight delivery to most domestic destinations. Priority Mail Express can be used for packages weighing up to 70 pounds. It includes tracking, proof of delivery, and $100 of insurance coverage for added security.

Priority Mail®

This class offers 1-3 day delivery to most domestic destinations can can be used for packages weighing up to 70 pounds. It includes tracking and $100 of insurance coverage

First-Class Mail®

This is the most popular mail class, used for sending letters, bills, and other documents weighing up to 13 ounces (letter maximum weight 3.5 oz.) Items are typically delivered within 1-3 business days. 

USPS Marketing Mail®

This is a discounted mail class that is a good choice for beginning mailers as postage prices are low. The best applications are items such as flyers, circulars, bulletins, and catalogs. It requires a minimum quantity of 200 pieces or 50 lbs. of mail with a maximum weight of 16 oz. 

Standard Mail®

This is a lower-cost mail class that is used for sending bulk mail or advertising mail. Standard Mail has longer delivery times than First-Class Mail or Priority Mail.

Postal rates for each mail class are based on several factors, including:

• the weight and size of the mail piece
• the distance it will travel
• any additional services that are requested (such as tracking or insurance).

The USPS updates its rates periodically. Up-to-date information on rates can be found here.

Additionally, the USPS offers discounts for businesses that send large volumes of mail, such as through the use of a postage meter.

Embark on the journey to streamline your mailing processes and take control of shipping costs with these seven steps.

Step 1: Assess your mailing demands

Before diving into metered mail, assess your mailing requirements. How much mail do you send in a week? Are you sending letters, packages, or a combination of both?

Take the time to track your mailings for a week or two to accurately assess the amount of business mail you send. Understanding your needs is key to selecting the right metered mail solution.

Step 2: Pick the perfect metered mail equipment

There are various types of postage meters available, each with distinct features and advantages. Conduct thorough research and select a mailing system that aligns with the specific needs of your business. Consider factors such as mail volume, type, and additional features, such as an integrated scale, that can enhance your mailing experience.

There are several providers of postage meters, including Quadient, Pitney Bowes, and FP Mailing Solutions. 

Step 3: Complete the registration process

Next, you'll need to apply for a postage meter account. This involves providing information about your business and agreeing to the providers' terms and conditions.

Step 4: Set up your postage meter

Once your account is approved, you'll receive your postage meter. Follow the provided instructions to set up the meter correctly. Most systems boast user-friendly interfaces, ensuring a straightforward installation process. If you face any challenges, your providers' customer support team is just a message away.

Step 5: Load funds onto your meter

Now that your meter is set up, it's time to add postage. Many metered mail systems offer online platforms or apps for reloading postage. This flexibility enables you to manage your postage conveniently from your office. Monitor your postage balance to avoid any disruptions in your mailing operations.

Step 6: Weigh and stamp your mail

You are now ready to print postage directly onto your envelopes or labels using the postage meter. You'll need to weigh your mail piece and select the correct postage amount on the meter. Your pieces of mail are now ready for delivery.

Step 7: Monitor your usage

Proactively manage your postage costs. Regularly monitor your usage and make adjustments as needed. This step will help you optimize your budget and ensure you have ample postage for your business requirements.

By following these straightforward steps, you'll seamlessly integrate metered mail into your business operations.

Ready to revolutionize your business mailing process? Metered mail is the key. It's not just about stamps; it's a strategic tool for efficient and cost-effective postage.

Have questions or need guidance? Our team is here to help. Elevate your business with metered mail, where efficiency meets simplicity.