When you outsource the printing and mailing of your bills, you outsource the bother of keeping up with ever-changing postal regulations and guidelines
Mark Altman & Associates is vigilant when it comes to keeping up with USPS standards. We make certain that your mail always goes out right every single time.
The information below is provided to our customers as a guide to postal regulations that affect them and their bill runs. While this information is relevant, customers of MA&A need not worry about these technicalities as we take care of the changes that they create.
MOVE UPDATE — COMPLIANT
Summary
USPS requires that bulk mailers either put an ancillary endorsement on each piece of mail or that they cleanse their address list every 95 days by using an address cleansing software service. Below you will find a comprehensive explanation of the various ancillary endorsement options as well as the address cleansing option.
ANCILLARY ENDORSEMENTS
IMPORTANT NOTE FOR ALL ENDORSEMENTS LISTED BELOW
As of January 4, 2010 all mail pieces must have an ancillary endorsement and databases must be updated by the customer to satisfy the move update requirement and avoid a fine by the USPS. This means whenever you are notified by postcard, or returned mail piece, that an address has been changed, you must update that address in your system. You cannot ignore this information. If you do not comply, the USPS can fine you $.079 or $.105 multiplied by a number that is based on a percentage of the mailing. We strongly urge you to keep your databases updated to avoid incurring unnecessary fines.
Return Service Requested
Regardless of whether a resident has filed a forwarding address form at the post office, the mail piece will be returned to sender if it is UAA (undeliverable as addressed) with the new address or reason for non-delivery. Please note: the piece will not be forwarded. There is no charge for this service if mailing first class. If it is mailed standard (third class) there is a $.44 charge for every piece returned up to 1 ounce; there is a $.17 charge per additional ounce.
| Description | Priority or First-Class Mail | Standard Mail |
| Mail piece returned with new address or reason for non delivery attached. | No charge | $.44 is charged for return |
Pros: Requirement has been satisfied
Cons: Delay in mail arriving, have to pay postage twice, the labor and aggravation of the 2 step process and $.44 charge if mailing standard.
Temp-Return Service Requested
If mail is UAA (undeliverable as addressed) and a temporary change-of-address has been filed the mail is forwarded at no charge. No separate notice of temporary address is provided. If permanent change of address order is on file the piece is returned with new address. If UAA and no address change have been filed mail piece is returned with reason for non-delivery at no charge.
| Description | Priority or First-Class Mail | Standard Mail |
| Returned with new address or reason for non delivery. If temporary change of address the mail is forwarded; no separate notice of temporary change of address provided. | No charge | No charge |
Pros: Requirement has been satisfied and mail for people who have filed a temporary change-of-address will be forwarded and not returned.
Cons: Delay in mail arriving, the labor of the 2 step process and $.44 charge to re-mail returned pieces.
Address Service Requested
The post office will forward the mail and a notice of new address is sent to mailer at a $.50 per piece charge. This is the option we recommend. Please note that different fees apply if mailing standard. If you choose this option the $.50 per notice charge can be paid two ways. The first option: the postman will leave a slip that is equivalent to an invoice. The second option: you must set up a prepaid postage due account at the post office where the mail will be returned. Money will be deducted as the notices are delivered.
| Description | Priority or First-Class Mail | Standard Mail |
| Months 1 through 12: mail piece forwarded; notice of new address provided and $.50 address correction fee is charged. | Forwarded at no charge. | Forwarded at no charge. |
| Months 13 through 18: mail piece returned with new address attached. | Returned at no charge. | Weighted fee charged. |
| After 18 months or if undeliverable at any time: mail piece returned with reason for non delivery attached. | Returned at no charge. | Weighted fee charged. |
Pros: Requirement is satisfied, there is no delay, and $.50 charge includes forwarding the mail to the new address, saving $.44 in re-mail cost. Correct address is provided on a postcard and database should be updated to avoid incurring another $.50 charge.
Cons: $.50 charge for every piece forwarded and other fees if mailing standard. The weighted fee is 2.472 times the First-Class postage rate.
Change Service Requested
Mail piece will not be forwarded or returned. Mail piece is disposed of by USPS.
| Description | Priority or First-Class Mail | Standard Mail |
| Separate notice of new address or reason for non delivery provided; mail piece disposed of by USPS. |
Automated letters:
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Automated letters:
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Pros: Requirement has been satisfied
Cons: Mail piece is disposed of by USPS
Forwarding Service Requested
This endorsement is the same as address service requested except there is no $.50 charge, and no postcard with corrected address. Please note: This option DOES NOT satisfy the Move Update requirement. If this option is chosen address cleansing is mandatory.
| Description | Priority or First-Class Mail | Standard Mail |
| Months 1 through 12: mail piece forwarded. | Forwarded at no charge | Forwarded at no charge |
| Months 13 through 18: mail piece returned with new address attached. | Returned at no charge. | Weighted fee charged. |
| After 18 months or if undeliverable at any time: mail piece returned with reason for non delivery attached. | Returned at no charge. | Weighted fee charged. |
Pros: Allows for STD Mail, that otherwise would be disposed of as UAA Mail, to be forwarded free for months 1-12.
Cons: Doesn’t meet Move Update requirement. Weighted fee, (2.472 times First-Class postage rate), applies to pieces that are returned after months 1-12 or at any time because customer didn’t complete a change of address at time of move.
ADDRESS CLEANSE
The post office requires you to update your client address database every 95 days. This involves exporting the database to MA&A. We run it through our BCC Mail Manager software and update all addresses. We then export corrected the spreadsheet to our customer and they import the updated addresses into their database.
Pros: Every time you do a mailing, MA&A will assist you in making sure your database is up to date which will lower the amount of mail being returned.
Cons: The labor associated with updating the database four times per year and cost associated with having MA&A run an address cleansing program. Cost will be based on the size of your database.
EXCEPTIONS TO THE MOVE UPDATE REQUIREMENT
Mail addressed to Postal Patron, Residential Customer, etc. without an address is what the Postal Service calls Simplified Addressing and may be used on mail addressed to rural delivery routes. If mailing is from a municipality simplified addressing can be used on all pieces in a mailing, regardless of type of delivery as in rural or city.
“Or Current Resident” mail. This is referred to as mail with an Exceptional Address. The term or current resident may be added after the person’s name in the address or it may be printed directly on the piece above the address. In the latter case, the proper wording is “Current Resident Or”.
