Mail Sorting

How Is Mail Sorted?

Senders can initiate the process of sorting mail once they design, print, and address their mailpieces. It involves four crucial steps to ensure efficient and accurate sorting.

Here is a breakdown of what you need to do:

#1 Buy the Supplies

The first step in mail sorting is gathering the essential materials. Businesses can procure most of these supplies at the Business Mail Entry Unit (BMEU) within their local Post Office during business hours.

The BMEU clerks can assist senders in locating the precise items they require.

Please remember that most BMEUs offer a dedicated work area for customers where senders can find the necessary supplies. Feel free to ask for assistance if you need help locating a specific product.

The USPS offers a range of items free of charge to aid the mail sorting efforts. These include:

Trays

One can choose from 1-foot and 2-foot trays for standard letters. It is an excellent idea to take a few of each size and return any unused trays, primarily for first mailings. Thus, shippers can gain a better understanding of their future needs.

Additionally, special EMM trays can help sort “tall” letters.

These trays are deeper and available in 2-foot lengths. First-Class Mail flats require deep tubs or flat trays for mail sorting processes. However, USPS Marketing Mail flats go into white or clear sacks.

Bundle Labels.

Bundle labels are colored stickers firms use to identify their bundles. They can buy a roll of four available stickers: 5, 3, A, and X. 

Tray Lids or “Sleeves”

These lids, or “sleeves,” are essential for each tray. Also, shippers should ensure they match the tray size (1-foot or 2-foot).

Flat trays also require these sleeves for better security and transportation.

Container Labels

Each container, whether a tray or sack, must bear a label indicating the mail’s destination. The BMEU clerk can assist you in selecting the suitable labels.

Always use the USPS cardstock material instead of flimsy stickers or paper. It helps smoothen mail sorting and get the necessary benefits that senders desire.

Strapping Material

A single strap running along the length of the sleeved tray is necessary to secure the mail trays. You can find strapping material at most office supply stores.

Labeling Lists

These lists contain ZIP Codes with corresponding postal facility destination information. They help properly label bundles, trays, sacks, and pallets to the correct destinations.

Labelling lists are available for different mail types on the Postal Explorer website. Access these lists beforehand to learn “how is mail sorted” and prepare yourselves.

Postage Statement

Shippers use postage statements to record the number of pieces in a mailing and calculate the applicable postage. Hardcopy postage statements are available on the Postal Explorer website and at local BMEUs.

Quick Service Guides (QSGs)

These two-page guides provide clear instructions using text and visuals. They are helpful for sorting mail of any class or presort level. Senders can find them online and in hard copy format at the local BMEU.

Shippers are well-equipped to start sorting after obtaining the necessary supplies. The next step involves putting these acquired items to good use.

Editor’s Note: Businesses can skip through these time-consuming and expensive steps by using PostGrid’s direct mail API. It helps send offline mailers through mail automated solutions, managing everything from preparing items to distributing them online.

Also, PostGrid offers the lowest rates and presorts the mailers beforehand to fetch compelling postal discounts.

#2 Sorting Mail

The process of sorting mail plays a significant role in reducing postage and ensuring efficient deliveries. Understanding this technique benefits senders in many more ways. 

Presorting involves grouping mailers by ZIP codes. USPS postal workers organize all mail pieces going to the same place into bundles or trays. They begin the mail sorting process with specific areas and progress to more general destinations. 

Also, they combine the remaining items for efficient mail processing.

Some individuals choose not to presort items and instead pay the entire First-Class Mail price. They affix stamps to their mailpieces and deposit them in a collection box.

This method is straightforward. But alternative options exist for those who want to benefit from lower postage without the hassle of sorting mail themselves.

One can employ a presort bureau or letter shop to handle mail presorting and preparation. It can help those who prefer to refrain from engaging in manual mailer sorting.

They can take advantage of reduced postage rates without personal involvement in the mail sorting process.

#3 Prepare the Mail Containers

Presorting is crucial to ensure the efficient distribution of your correspondence. But how is mail sorted? It all begins with preparing the mailer containers. This process involves several essential steps to ensure the envelopes and small parcels reach their intended destinations on time.

• Carefully sort the mail into the appropriate trays, each designated for a specific size and destination. Complete mail sorting processes accurately to prevent any mix-ups during the distribution process.
• Then, sleeve and strap the trays after getting the items in the correct slots. Here is how senders can do it:
  • Confirm that each tray has the correct label, indicating its size and destination. This step ensures that you maintain accuracy throughout the process.
  • Place the appropriately sized sleeve, a paperboard “jacket,” over each letter tray. Each tray comes with a matching sleeve, ensuring a snug fit. The sleeves slip over the entire tray, leaving the ends exposed.
  • Secure each tray using a single strap that goes around the length of the sleeved tray. This step keeps your mail neatly organized and intact during handling and transportation.

Tips for Mail Sorting and Container Preparation:

• Use strapping materials to secure the mailers throughout processing and transportation.
• Some Post Offices may waive the strapping requirement for containers of local mailers. Inquire at your Business Mail Entry Unit for the details.
• While senders must strap each tray, it is worth noting that the Post Office does not provide strapping material. They can find it in rolls at most supply stores.
• The BMEU offers special lids with cinching mechanisms attached to the handle to let shippers manage flat trays (deep tubs). They ensure item security during the mail sorting processes and beyond.

#4 Complete the Postage Statement

You are ready to fill out the postage statement once you complete the steps and prepare the containers.

This statement is a vital part of the mail sorting and distribution process. It ensures the USPS accounts for every mail piece and processes the delivery smoothly!

The postage statement has blank space for shippers to mention their commercial mailing permit number and business name.

Here are some tips to fill out USPS postage statements:

• Access Postage Statements: Please head to the Postal Explorer home page and click “Business Solutions” to find a mail sorting statement. Navigate to the “Postage Statements” section in the top toolbar. Here, access the read-only version of any postage statement.
• Destination Entry Discounts: Take advantage of potential cost savings by sorting mail at specific postal facilities offering destination entry discounts. While many small-scale shippers drop items at their local Post Office, you could be eligible for these discounts if you maintain a permit at a Sectional Center Facility (SCF) postal facility. Inquire at the local facility to determine whether you qualify for these reduced rates.
• Complete PS Form 3602-EZ and 3602-NZ: They help send USPS Marketing Mail flats, letters, and postcards.
• Selecting the Appropriate Price: Consult the back of your postage statement, outlining many postage prices. These rates include a range of discounts for automating the mailers and sorting mail at different postal facilities.

Please note that senders must pay the rate the items qualify for, irrespective of the discounted price range. They might see lower prices listed on the statement. However, achieving those rates may require extra effort. Hence, explore the options and calculate the associated costs.

• Keeping a Copy for Your Records: Make a statement before heading to the Post Office for storing records. It helps ensure you have the necessary documentation for mail sorting and postage.
• USPS Marketing Mail Weight-Based Charges: Heavier USPS Marketing Mail pieces are subject to a per-piece and a per-pound charge. Seek assistance from the clerk at the BMEU for precise calculations.

Also Read: Direct Mail for Banks