Mail FAQ

Q: How do I prepare my outgoing mail for pick up by SMS?

A: Inter-agency mail, domestic mail, mail requiring special services, and bulk mail must all be bundled separately. Place a metered mail card with correct mail stop code on all mail bundles expect inter-agency mail.

Q: Will my mail be processed on the same day it is picked up by SMS?

A: All outgoing mail, with the exception of bulk mail, will be processed by SMS and picked up by the USPS on the same day it is picked-up from you. Any mail serviced by our facility must arrive before 3:30 pm for guaranteed same day processing. Bulk mail will be processed within two business days of receipt.

Q: What time do we need to have our overnight deliveries to SMS?

A: SMS will process all mail and packages in our possession each day, but USPS and UPS may not guarantee delivery if it is received late in the day. Contact SMS to verify the cut off time for the destination where you're sending the mail.

Q: Does SMS handle UPS, FedEx, Airborne Express, or DHL packages?

A: Virginia has a mandatory contract with UPS for shipment of packages. If your agency uses SMS metering services, you may complete a SMS UPS Shipping Form and attach to a package for SMS to pick up the next time we visit your office. Attach the form with one strip of tape to enable SMS to remove during processing.

Q: How will I be billed for sending mail and packages?

All mail and packages submitted to SMS for processing must have a completed Metered Mail Card or SMS UPS Shipping Form. Your agency will receive a monthly invoice for the total postage used along with a report showing all transactions for the month with subtotals by budget or cost code. The budget or cost code you place on the Metered Mail Card is where the postage charges will be billed.

Q: What is the proper way to design a mail piece?

A: There are numerous regulations for designing mail pieces, and there are different types of mail pieces. Design standards differ based on the size and type of mail. Contact SMS early in your planning stages to ensure you meet all postal regulations to save postage costs.

Q: How do I create a business reply envelope?

A: Business reply envelopes and cards must be designed to conform to USPS regulations. Contact SMS for help with the design and format.

Q: Can SMS seal envelopes?

A: SMS can seal letter size envelopes if the flaps are open and nested into each other. You must seal larger envelopes before pickup by SMS.

Q: Can envelopes be metered in advance and stuffed later by our office?

A: Yes, but it is not advisable. Metered mail must be mailed on the date that appears in the meter imprint. If you do not complete the job or meter too many envelopes, you have a supply of envelopes that have an old date on them and cannot be used.

Q: Where do I place the metered mail card on my outgoing mail?

A: Place the Metered Mail Card vertically on front of the first mail piece and bundle together with a rubber band or paper clip.

Q: Do I need a metered mail card on every piece of mail?

A: You only need one metered mail card for each bundle of mail. You must create a different bundle for each budget or cost code. If you are mailing a box or package that cannot be bundled, attach a metered mail card to each box or package or a SMS UPS shipping form with one strip of tape to enable SMS to remove it during processing.

Q: How will I be billed for sending mail and packages?

A: You must attach a completed metered mail card or SMS UPS shipping form to all mail and packages submitted to SMS for processing. These forms are used to determine shipping costs for your agency. SMS will send your agency a monthly invoice for the total postage used along with a report indicating all transactions for the month with subtotals by budget or cost code. The budget or cost code you place on the metered mail card is where the postage charges will be billed.

Q: What does presorting mail mean?

A: When mail is presorted, a postal barcode is applied to the mail piece. It is mixed with other agencies' mail to meet USPS minimum volume requirements and sorted in zip code order. This qualifies the mail piece for reduced postage.

Q: What is the difference between presorted standard (formerly bulk mail) and first class mail?

A: There are several differences including contents, postage costs and preparation, and speed of delivery. Personalized items (such as statements of account, bills, etc.) cannot be mailed as presorted standard. They must go as first class mail. Presorted standard is used for mailing generic items (newsletters, notices, etc.). Postage for presorted standard is less than first class but must meet certain sortation requirements established by the USPS. Most first class mail will be delivered in 1 to 2 days within Virginia. Presorted standard usually takes 7 to 10 days for delivery within Virginia.

Q: How many pieces of mail are required for a bulk mailing?

A: 200 pieces or 50 pounds of mail is the minimum requirement for a bulk mailing.

Q: What is permit indicia?

A: A permit indicia is a printed designation on a mail piece (in lieu of actual postage) to pay for the postage under a specific permit number. The common indicia must include the class of mail, the permit number being used, the city and state the permit was issued in, and the phrase "U.S. POSTAGE PAID."

Q: Can I place permit mail in an USPS drop box?

A: No. To enter a mailing using a permit, the mailing must consist of at least 200 identical pieces. USPS forms must be filled out with the mailer's name, permit number, date, number of pieces, cost per piece and total postage to be charged to the account of the permit number. The mailing must be presented to the Business Mail Entry Unit at the Post Office issuing the permit number.

Q: What is the difference between a letter and a flat?

A: To qualify as a letter, a mail piece must be a minimum of 3 ½ inches in height x 5 inches long and .007 inches thick, but not larger than 6 1/8 inches high x 11 1/2 inches long and 1/4 inches thick. A flat is a mail piece larger than 6 1/8 inches in height x 11 ½ inches long and 1/4 inches thick but smaller than 12 inches in height x 15 inches long and 3/4 inches thick.

Q: When do I use a customs form? Which form do I use?

A: International mail weighing less than one pound does not require a customs form. International mail weighing between one pound and four pounds requires the green and white USPS Form 2976. International mail weighing over four pounds requires the larger white USPS Form 2976-A. Please fill out the forms completely and attach to your package.