If your business is facing challenges with manual mail operations, metered mail can provide a solution to improve postal efficiency.

In this article, we will explore the concept of metered mail and its benefits for businesses.

The United States Postal Service (USPS®) offers two main options to send outgoing mail

1. Stamped mail
2. Metered mail

When using traditional stamped mail, a postage stamp must be attached to the envelope. This low-tech method has been used for generations.

Metered mail is a method of mailing that utilizes a postage meter to print postage directly onto your mail pieces. With a postage meter, you can also print postage on a meter tape or shipping label and attach it to your mail.

The metered mail system allows businesses to pay for postage in advance based on the weight and size of the mail item. The postage meter prints a unique identifier on the mail piece, which serves as proof of payment.

Businesses often use metered mail to send large volumes of mail since it can be more cost-effective than purchasing individual stamps. It’s a strategic tool for companies looking to streamline their mailing processes and effectively manage postage costs.

Here are the top ten reasons your business should use metered mail, whether you send a low volume of mail or hundreds of mail items:

1. Unlock discounts: The USPS offers discounts for metering your mail. As of January 2024, metered mail sent First-Class provides a $0.04 discount for letters weighing up to 1 ounce. It may not sound like much, but those cents add up. Frequent mailers, who send 500 pieces of mail per month, could save $400 by using a postage meter machine.
2. Save time: Using a postage meter saves you trips to the post office and time spent waiting in line to purchase traditional postage stamps. Also, it saves you valuable time manually applying stamps to each piece of mail. This can be especially useful for bulk mailings.
3. Convenience: With metered mailing solutions, you can refill your postage balance online at any time without going to a post office to purchase traditional stamps.
4. Prevent overspending or underspending: Postage meters have integrated weighing scales that ensure precise weighing. 
5. Automatic rate updates: Postage meters are automatically updated to reflect the new prices when rate changes occur. Meters enabled with Intelligent Mail Indicia (IMI) connect to USPS and automatically update every 72 hours. This allows you to print exact postage using the most current rates and mitigates the risk of overpaying. It's important to note that IMI-enabled meters meet upcoming requirements set by the USPS.
6. Security and control: Controlled access to metered mail machines eliminates unauthorized use and ensures responsible expenditure. Digital postage meters enable you to keep tabs on who used what and when so you can charge costs back to specific departments, projects, or functions.
7. Promotion and branding: Impress your customers with a polished, professional appearance. Add your custom logos, images, and a return address to your physical mail pieces. It's an opportunity to showcase your business on every item of mail.
8. Tracking and reporting: Many postage meters come with tracking and reporting features, which can help you keep track of your postage expenses and usage. With this data, you can more accurately budget for mailing expenses and identify areas where you can reduce mailing costs.
9. Package compatibility: Self-adhesive metered tapes are the perfect solution for larger items like packages, large flat envelopes, and tubes. They look more professional compared to covering an item with stamps. Plus, they give you the flexibility to apply the exact postage required.
10. Faster delivery: Sending mail with a metered system gives your business correspondence a VIP treatment. Since It’s already dated, postmarked, and canceled when it arrives at the post office, it requires less handling. That means faster delivery.

There are two main types of metered mail in the United States:

1. USPS-approved postage meters

These are postage meters that the USPS has approved for use in generating postage. These meters are available from authorized manufacturers, such as Quadient, and can be rented or leased for use in your business. They are subject to strict regulations and must be regularly inspected and tested to ensure accuracy.

2. PC Postage

This type of metered mail allows you to print postage directly from your computer. PC Postage is available through authorized vendors and requires special software and an Internet connection.

You can purchase and print postage directly from your computer and then print the postage mark onto your mail using a regular printer. PC Postage is subject to the same regulations as USPS-approved postage meters.

Both types of metered mail offer many of the same benefits, including cost savings, time savings, and convenience. PC Postage provides additional benefits, such as the ability to print postage from anywhere with an internet connection and the ability to track your postage and shipping expenses electronically.

The following items can be sent via metered mail:

1. Letters weighing up to 3.5 ounces 
2. Large envelopes weighing up to 13 ounces 
3. Packages 
4. Postcards 

It's important to note that some items, such as hazardous materials, live animals, and perishable goods, cannot be sent via metered mail. Additionally, there may be restrictions or additional fees associated with sending certain types of mail using metered mail. For example, some types of mail may require additional postage or special handling fees. 

Metered mail is a practical solution for businesses to streamline their postal processes. It offers tangible benefits, including a discount on standard mail items, time savings through automated processes, and enhanced security and control. It’s a strategic ally, not just for postage but for businesses seeking efficiency and cost savings.