Non-Profit Standard Mail Rates

Non-profits that fall into the categories of agricultural, educational, fraternal, labor, philanthropic, religious, scientific, veterans, and some political committees are eligible to receive reduced rates on standard mailings. Organizations wishing to mail at Non-Profit Standard Mail rates must first be authorized by the Postal Service as eligible. To apply for authorization to mail at non-profit rates an organization needs to complete Form 3624, Application to Mail at Nonprofit Standard Mail Prices. This form can be obtained from your postmaster or online at www.usps.com. The applications are reviewed by the postal service and usually take about two weeks to be approved.

There are restrictions as to what may be mailed at the reduced prices. There are six general standards that must be met: the mailing is made up of standard mail matter only, the mailing meets the standards for presorted standard mail (i.e. it contains at least 200 addressed pieces or 50 pounds of addressed pieces), the mailing is prepared according to standards in the Domestic Mail Manual, the mailing is the organization’s own mail, the mailing does not contain products or advertising ineligible for mailing at nonprofit rates, and the mailing is accompanied by the appropriate postage statement. An organization then must make at least one mailing at the Non-profit Standard Mail rates during a two year period or the authorization to mail at the non-profit rates will be automatically revoked for nonuse.

The Domestic Mail Manual provides that mailpieces containing personal information must be entered at First-Class Mail prices with limited exceptions, meaning that personal information may not be included in a Standard Mailpiece unless three conditions are met: the mailpiece contains explicit advertising for a product or service for sale or lease or an explicit solicitation for a donation; all of the personal information is directly related to the advertising or solicitation; and the exclusive reason for inclusion of all of the personal information is to support the advertising or solicitation in the mailpiece.

For example, mailpieces containing the following language for the use of the piece, along with the amount of a prior donation, would indicate another purpose for the inclusion of personal information and would be ineligible for Standard Mail rates: “tax receipt,” “receipt,” “keep this notice as a receipt for tax purposes,” or “keep this for your records”. In comparison, using the phrases “your contribution may be tax-deductible,” “no goods or services were provided in exchange for the gift,” or “the IRS requires written substantiation of charitable gifts of $250 or more” would not indicate another purpose for inclusion of the personal information and would not disqualify the mailpiece for entry at Non-Profit Standard Mail rates.

The Postal Service has developed a six-step process that can help you decide whether your mailpiece is eligible for non-profit rates under the current content based rules. However, since the process for determining whether or not your mailpiece will be eligible for the non-profit rates can be quite complicated, it is always best to check with your local business mail entry staff before you design and print your mailpiece to make sure that your design does not make your mailing ineligible.

The Postal Service does perform random audits over the use of the non-profit rate mailers. If the Postal Service determines that a mailing was ineligible for the Non-Profit Standard Mail rates claimed at the time of mailing, it may assess the organization or any party that entered the ineligible material the difference between the non-profit rates paid and the applicable regular rates.