Glossary of Common Mail & Postal Terms

printing and mailing invoices and statements

At Towne Mailer, we take care of all of your invoice and statement printing and mailing needs so that you don’t have to. However, even though we complete the entire mailing process for you, from beginning to end, it can still be helpful for you to be familiar with a few general mail and postal terms. Knowing these terms better allows you to understand how your business can mail information faster, more efficiently, and for the least amount of money.

Below, we have shared the definitions of some of the most common mail and postal terms.

Bulk Mail – Bulk mail is large volumes of mail that are sent through the post office at reduced rates. Specifically, bulk mail refers to notification and advertising mail that is mailed all at once at commercial mailing prices. Sending bulk mail requires a permit, a minimum quantity of  200 pieces, and presorted mail. Only the recipient’s name and address can be variable, while the rest of the mail piece must be identical and contain the same content.

Certified Mail – Certified mail consists of any letter or package that the United States Post Office (USPS) keeps records on. Anyone sending certified mail receives proof that the letter or package was mailed and proof that the letter or package was delivered. You may only certify First Class or priority mail.

First Class Mail – First Class mail takes one to three business days to reach its destination and is a fast and efficient way to send mail that is personalized. Personal letters and correspondence is often sent through First Class mail, as are many business letters, including statements and invoices.

Letter Tray – Letter trays come in various sizes and are used to transport presorted mail to the post office. Businesses must use standard trays and fill the trays according to a set of USPS regulations.

Letter-Sized Mail – Letter-sized mail cannot be larger than 11-1/2 inches long, 6-1/8 inches high, and 1/4 inch thick. Mailing something larger than letter-sized mail may increase the cost of your mailing or prevent you from taking advantage of certain types of mailings.

Number 10 Envelope – A #10 envelope is the standard size most businesses use to mail out invoices, letters, and statements. Many of these envelopes have either one or two windows, which show the address and return address.

Number 9 Envelope – A #9 envelope is often called the return envelope. When mailing a customer a bill, invoice, or other letter that necessitates a response, you will often include a #9 envelope in your mailing.

Presorted Mail – Presorted mail includes any mail that is sorted by zip code or carrier route before it is delivered to the post office. Presorting your mail can save you significantly when you often send large volumes of mail.

Standard Mail – Standard (or Bulk) mail is mail that is not required to be First Class mail. The minimum weight is 16 ounces and the minimum quantity is 50 pounds or 200 pieces. Standard mail usual consists of advertising, flyers, circulars, newsletters, catalogues or small parcels.

Towne Mailer: We Do It All

Are you confused about the best way to get mail, including statements, invoices, and letters, to your customers? Do you wonder if you could save money on your invoice and statement printing and mailing? We can help ensure that you have the most efficient systems in place for your mail processing. Learn more – including how much you can save per invoice or statement – by contacting us today: (877) 882-6245.