What Is the Rate for Presorted First Class Mail?

The postage cost for these letters is the same across all weights (1, 2, and 3 ounces). The rates are also subject to what the retail rates are at the time. Postage increases occur at least twice a year, currently.

When the retail rate increases, the presorted cost does as well.

Does Presorting Impact Delivery Speed?

Presorted First-Class Mail delivery is the same as or quicker than standard First-Class letters. It’s not as fast as Priority Mail, but it can arrive in mailboxes within one to three days within a state and one to six days nationally.

A transactional print and mail provider always knows the expected delivery window of these communications. Some must arrive within a specific timeframe to meet regulations. For bills or statements, the letters must arrive promptly to ensure the addressee has plenty of time to remit payment by the due date.

What Are Other Ways to Reduce Postage Costs?

Other initiatives support reduced postage costs. Some happen early in the process, such as address scrubbing. This process removes duplicates and corrects wrong addresses. It minimizes undeliverable mail and the costs associated with it.

Commingling is another tactic, which works hand in hand with presorting. It can determine the optimal presorting approach. It aids in categorizing letters by ZIP code and uses the USPS Intelligent Mail® barcode (IMb) for automation.

Want to Learn More About Presorting and Postage Discounts?

Presorting is an essential tactic for reducing postage rates. Transactional print and mail companies use it every day to ensure the best prices for their customers. Due to the volume needed and sophistication of sorting, you need a team that has expertise in this.

You can learn more by talking with our team today.

Reduce Undeliverable Mail

How much postage expense do you waste on undeliverable mail? It can add up fast, which is why experts use address hygiene and scrubbing tools. It works by combining proprietary technology and the IMb. Data sets from the National Change of Address (NCOA) and Address Element Correction (AEC) also help in identifying wrong addresses.

The system scans addresses to identify inaccurate or incomplete addresses. If a new address is found, the system replaces the incorrect one. Whatever new information the technology finds is reported back to the company.

The amount of postage this could save you may be considerable. Additionally, you’ll have more confidence that recipients are receiving your communications.

Standardize Mailings

Another postage optimization strategy to consider is standardizing mailings. The weight of the mailing and the envelope size all factor into postage costs. An easy win here is to update all mailings to use the same #10 envelopes when possible.

In terms of paper weight, automation systems require it to be 3.5 ounces or less. You may think that paper is paper, but transactional printers use large rolls of white paper that have the ideal weight to ensure letters meet this threshold.

Audit the Volume of Mail You Send

Looking at your mailing data can also be an approach to reducing postage expenses. You may uncover many areas to investigate, including:

• Duplications of mailings
• Two or more letters going to the same person that could be consolidated
• Continued sending of paper notices when the customer has opted into email-only
• These reviews could reveal multiple savings.

Promote Electronic Delivery of Communications with a Compliant Email Provider

You could eliminate many mailings by promoting email communications to recipients. You can actually promote this within the mailed statement. If dynamic printing is available, this message could appear on the document for specific addressees.

However, you shouldn’t be using a standard marketing email platform for these communications. In many cases, they lack the security and compliance measures required. They may meet the absolute minimum rules in place around content with PII (personally identifiable information) and PHI (protected health information). That’s not good enough!

The platform needs layers of security to keep this data safe and deliver it securely to the right person. Some key things the system should have include:

• Firewalls and Intrusion Prevention Systems (IPS)
• SFTP file transmission protocols to receive data
• Using encryption for data while at rest or in transit
• Built-in compliance checks and balances to meet all regulations

A transactional email solution also has critical features that ensure placement, authentication, and deliverability. For example, sender certification boosts the amount of inbox placement rates, so the messages aren’t being relegated to spam or blocked.

Email authentication supports deliverability, too. It tracks the health of email authentication to protect your reputation.

Postage Costs Ballooning Doesn’t Have to Be Inevitable

While it may seem like you’ll never see these expenditures decrease, you can control this cost segment more than you know. By working with a credible, transactional-focused provider, you can enjoy better rates due to volume, more accurate addresses, and standardization.

You can also permanently remove these expenses by promoting the adoption of email delivery, which a partner like PCI Group offers.

With our team, you can achieve greater accuracy and reliability in these communications while paying less in postage.

Let’s talk about it. Request a no-cost consultation today.

Will These Postage Price Increases Impact You?

The 2025 postage rates proposed will increase your overall costs. It’s especially true for organizations that manage their own transactional print and mail. Without a large volume of letters, you won’t qualify for discounts or be able to capitalize on presorting and commingling.

These high costs are a key reason companies outsource to a provider like PCI Group. We’re experts at postage optimization, using every available option to ensure the best rates for our customers.

We’re able to do this by:

• Using address hygiene tools to limit the number of undeliverable mail
• Engaging in high-volume presorting by ZIP codes
• Sorting and stacking with the Intelligent Mail Barcode (IMb)
• Commingling, which categorizes letters by ZIP codes
• Mail piece standardization to #10 envelopes

How Businesses Can Prepare for the 2025 USPS Rate Increase

• Audit your mailing volume: Identify opportunities to consolidate mailings.
• Consider automation: Presort and barcode optimization help lower costs.
• Update postage budgets: Factor in the increase for second-half 2025 planning.
• Work with a trusted mail service provider: Experts can help optimize savings.

FAQs

Q: When will the new USPS postage rates go into effect?
A: Rates will be effective July 13, 2025, pending PRC approval.

Q: Where can I find more USPS pricing information?
A: Visit the USPS Postal Explorer site or the PRC docket listings.

Q: How much is a First-Class stamp in 2025?
A: Starting July 13, 2025, a First-Class Mail Forever stamp will cost $0.78, up from the current $0.73. Larger letters and heavier pieces will also see rate increases of approximately $0.05 to $0.08.

Q: Why is USPS increasing postage rates in 2025?
A: The 2025 USPS rate adjustments are part of the Delivering for America plan, aiming to achieve long-term financial sustainability by addressing inflation, transportation costs, and operational expenses.

Q: Will bulk mail and commercial rates change too?
A: Yes. Bulk mailers and commercial rates, such as First-Class Presort and Marketing Mail, will also experience a similar average increase of around 7.4%, depending on mail type and presorting levels.

Q: Can PCI Group help lower my postage costs?
A: Yes. We specialize in helping clients reduce total cost of ownership through postage optimization, intelligent insertion, and document delivery automation.

The Key to Reducing Postage Costs from the 2025 USPS Postage Updates Is All About Volume

While you may produce a lot of transactional mail, you’ll likely never reach the volume of commercial print and mail providers. They are able to secure the most favorable rates for all mail types. Greater volume equals better rates! Besides volume, transactional communications producers have more postage optimization strategies.

Postage Optimization by Experts

There are several tools and practices used to deliver the best rates.

Address Hygiene Tools

Inaccurate or incomplete addresses create waste in postage costs. Before letters hit the printer, professional printers have a system in place to reduce this. They use proprietary technology and the USPS Intelligent Mail® barcode (IMb) for address hygiene. The tool finds and captures bad addresses.

It won’t catch everything, but using this strategy creates return mail that is manageable electronically. The USPS sends a digital Change of Address (COA) or Undeliverable as Addressed (UAA) file. It automatically updates addresses in the database in real-time.

High-Volume Presorting

Volume comes into play when using presorting. Presorting, segments letters by ZIP codes. Transactional print and mail companies initiate this before they deliver it to the USPS. It ensures a better rate because the post office has to do less work.

Sorting and Stacking with the IMb

The IMb barcode also helps with sorting and stacking. It also makes tracking letters easier. Print and mail facilities prepare mail for this to earn automation prices.

Commingling

Commingling is another postage optimization model. It takes presorting to a new level by categorizing letters by ZIP codes.

Mail Piece Standardization

Do your transactional letters have the same size? Any deviations from the standard can cost you more. Those who are experts in postage optimization will provide recommendations on standardizing to #10 envelopes. They also only use paper that weighs 3.5 ounces or less.

Enabling More Efficient E-Delivery

Creating more digital versus paper transactional communications will save on postage. However, you need a compliant and secure e-delivery platform to do this. Your transactional print and mail expert may offer this, too. It tracks all deliveries and provides ways for customers to take action, such as paying the bill or updating their account.

With e-delivery and print and mail services from the same company, it keeps things simple for you. Additionally, if there are issues with e-delivery, the system can trigger the printing and mailing of the document.

The 2025 USPS Postage Updates Don’t Have to Break Your Budget

The only certainty with postage rates is that they will increase and that’s the case with the 2025 USPS postage updates. It can be a heavy and burdensome expense. You can ensure the best rates and save on operating and capital expenses by outsourcing.

Learn more about how to transition with a no-cost consultation.

Production and Insertion

Secure mailing also involves the actual printing and preparation of the communications. For it to rate as top-tier secure, you must consider the virtual and physical environment.

Technology plays a big role in production and insertion. We use the White Paper Factory (WPF) to enable dynamic content for each letter. It marries fully digitally composed files with in-line print production and intelligent insertion.

Intelligent insertion powers accuracy. It involves sophisticated insert equipment and barcode scanning of each document to verify what goes inside each envelope. These cameras scan a 2D barcode on each piece of paper to ensure the inserter folds the correct pages in each envelope. Another camera captures an image of the inserted envelope to validate the process.

On the physical side of production, facilities running transactional communications must have security protocols. Those could include 24-7 camera monitoring, restricted access, approved disposal practices, and secure perimeters.

Mailing and Delivery

Once your documents have been inserted and sealed, these letters are ready for the mail stream. Secure mailing must carry over to the handoff. Most transactional print and mail companies partner with presorting specialists to achieve the best postage rates.

This transfer must also have security considerations. It shouldn’t occur until after sealing, and the presorting provider must have the same security procedures as the printer. Otherwise, you could incur unknown risks.

Accessing delivery information must occur within a secure platform, as well. You should be able to track this in real-time for regular letters and certified mail. We provide this with trakPCI, an online business document management system. You can use it to do more than track as well, using the data to run reports and view metrics.

Grading Your Secure Mailing Processes

In evaluating your current workflow, whether internal or outsourced, there are indicators as to how secure it is.

Here are some questions to ask:

• Are processes compliant? If so, how do they demonstrate this?
• How are you sending data? Are encryption and other best practices in place?
• Are firewalls and Intrusion Prevention Systems (IPS) in use?
• Does the facility have physical security measures?
• What’s the process of handout to presorting?
• What technology and equipment support secure mailing?
• Do you or your provider run vulnerability scanning and conduct penetration testing?
• Are you able to audit your vendor’s security process?

If the answers to these questions fall short, you should reassess your secure mailing profile. We can help. Companies trust and rely on us to manage their transactional print and mail. There’s a layer of security in everything that we do. Get started by requesting a consultation.

Processing Your Data Securely with SECURE IT

Once the data is within a secure server, processing must occur to get the job into production. Protecting this information continues to be a high priority to ensure compliance. We use a proprietary file processing hub, SECURE IT.

Within the SECURE IT environment, confidential data gains protection throughout its lifecycle, including processing, composition, output, archival, and deletion.

SECURE IT’s configuration meets or exceeds compliance with SOC 1, SOC 2, HIPAA, HITRUST, FISMA, and PCI-DSS regulations.

How Does SECURE IT Enable Secure Processing of Your Data?

SECURE IT is much more than a standard file-processing application. In addition to using SFTP, the system applies PGP (Pretty Good Privacy) to encrypt files before processing them. The encryption protocols protect data while in transit and rest.

Beyond standard encryption, SECURE IT also uses:

• Full disk encryption, a hypervisor-level backup
• Network segmentation to divide the main network into smaller ones to compartmentalize and apply security controls to each
• Multi-factor authentication, which requires any users logging into the system to use TLS VPN (Transport Layer Security Virtual Private Network) and then authenticate in at least two ways
• Email and network appliances to manage, monitor, and secure information workflows to and from the internet
• Multiple network appliances and systems for the prevention of unauthorized distribution of sensitive data

The Steps for Secure Processing of Your Data

Data security is a priority for all our operations. Since we only produce transactional print and mail, everything we receive and process has the same protocols. Our two facilities also have the same standards.

The typical workflow of processing data securely includes these steps:

1. You upload files to the SFTP, which can be print-ready PDFs or files that need composition.
2. An email confirmation acknowledges receipt of the information with details of name, file size, and date included.
3. You would receive an exception email notice if the system finds any missing files.
4. Files route for immediate processing through SECURE IT.
5. The system generates PDF proofs of the letters for client review and approval.
6. Printing of jobs in a secure virtual and physical environment occurs.
7. Intelligent insertion equipment seamlessly folds the correct documents into the proper envelope.
8. Based on business rules, data files may be archived or destroyed.

All the PDF documents for review are available in trakPCI, a secure, web-based document management system. You’ll have 24/7 access to this portal for review of PDF proofs, along with many other features, including reporting, tracking, and requests for letter changes.

The layers of security and prioritization of compliance allow us to take a complex process and streamline it. We also proactively focus on cybersecurity with advanced firewalls, IPS (Intrusion Prevention Systems), pen testing, and vulnerability scans.

There’s nothing more important than data security in the transactional print and mail world. Learn more about how we protect your data.

You typically agree to SLAs in the implementation phase of working with a vendor. They should be able to provide you with their SLA records, as well.

For example, we print and mail or email 85% of communications on the same day or within 24 hours of customer approval. Another 10% disseminate into the mail stream in 48 hours. Key to meeting these metrics are our use of Lean Manufacturing, standard works, Six Sigma, and a quality assurance program. We also make key performance indicators (KPIs) part of our visual factory approach.

Monitoring and measuring SLAs is standard for every customer, and we have a 99.7% compliance rating in fulfilling our SLA commitments.

Beyond these standards, the right technology plays a crucial role in transactional print SLAs.

What Technology Supports Meeting SLAs in Transactional Print?

Supporting the processes that drive SLA are key pieces of technology. By integrating these into our workflows, we can adopt automation and maintain consistency and accuracy.

Advanced Inserting Machines

Commercial printers can use many different inserters. They aren’t all the same. The equipment we use has much greater functionality than standard inserter capabilities. First, it’s flexible and can work with any size of envelope, not just #10s.

Second, it infuses integrity into the process. It creates a framework for intelligent insertion. By using integrity cameras, they read the 2D barcodes on each document. This feature ensures the inserter puts the correct pages in each envelope. Another camera takes an image of the inserted envelope to verify the process.

With this advanced technology, we can automate all inserting, accelerating production. Customers can be confident that we meet their SLAs while enhancing accuracy.

Modern Inkjet Printers

The second piece of technology is the printer itself. Our facilities use high-speed inkjet printers that print in full color, ingesting the white rolls of paper. This printing process, called the White Paper Factory™ (WPF), uses reams of white paper to produce the jobs. There’s no changing of paper type, which delays work.

The WPF marries fully composed files with in-line production. The result is the ability to print dynamic content on each document. It eliminates the need for inserts or pre-printed templates, which add work and costs to print jobs.

Inserters and printers work together to deliver a streamlined workflow. White paper feeds in, printers produce documents from digitally composed files, and inserters quickly and accurately insert pages into an envelope.

Is Your Provider Meeting Transactional Print SLAs?

SLAs aren’t just simple guidelines. They represent a commitment to meeting deadlines for transactional mailings. If your current provider is falling behind or doesn’t report SLA metrics to you, it’s time to ask questions and possibly move on. Our dedicated commitment to SLAs is unwavering and supported by innovative technology.

Let’s talk about how to meet your SLAs all the time. Contact us today for a free consultation.

Data Security Goes Beyond the Basics

Our eDelivery technology ecosystem has a foundation of robust data security features. Encryption of the communication is present while data is in transit and at rest. That’s just the first layer of security.

Other practices that strengthen data security include:

• Using firewall security and IPS (Intrusion Prevention Systems)
• SFTP file transmission protocols for receipt of data
• Ongoing penetration testing and vulnerability assessments
• This dedication and level of data security applies to all E-Delivery communications. You can be confident that we go beyond the minimum to protect the data of your customers.

Features of eDelivery from PCI Group

Building on the compliance security attributes, you’ll find more features that make our email delivery platform industry-leading.

• Reporting: View metrics around bounces, opens, downloads, and unsubscribes.
• Accessibility: Enable customers to review communications anytime from any device.
• Archiving: Store emails in the PCI Vault.
• Physical letter triggers: Mail printed communications based on your defined email waterfall business rules.
• Format options: Choose from custom HTML or text-based emails.

Beyond these must-have email delivery features, eDelivery does so much more.

eDelivery Is Next-Level Transactional Emails

Transactional emails are different from promotional or operational emails. With these communications, there’s sensitive data, and most desire a specific action (e.g., paying an invoice, acknowledging a disclosure).

eDelivery accounts for all these nuances with these key benefits:

• Deliverability features: Determine the top deliverability issues with sender certification. It ensures more emails get to the inbox, with placement rates averaging 99.3%.
• Reputation monitoring: Get alerted to signals that impact your sender reputation and address them. The result is the ability to send more messages to more people.
• List validation: Verify email addresses and isolate those that are dead, wrong, or dangerous, which supports sender reputation.
• Inbox placement: Access insights about inbox placement rates to measure performance accurately. This information can also help you stay out of junk folders.
• Email authentication: Monitor email authentication protocols to protect your reputation and track them.

Transactional Secure Email Delivery Of Communications: Learn More About eDelivery

Outsourcing transactional secure email delivery of communications with us is easy, effective, secure, and compliant. Explore all of the E-Delivery features and benefits by requesting a free consultation today.

The Principles of SECURE IT

There are three pillars that are the foundation for the SECURE IT hub. Let’s review how they work together to ensure security and compliance.

Data Security: Beyond Standard Encryption

The first rule of data security is encryption. Any file processing solution has this, but some only encrypt while data is in transit. SECURE IT encrypts while at rest, too. In addition to standard encryption, we keep your data safe by:

• Using full disk encryption, a hypervisor-level system backup
• Network segmentation, which divides a main network into smaller ones to compartmentalize and apply unique security controls to each
• Multi-factor authentication
• Installing email and network appliances that manage, monitor, and secure the flow of information to and from the internet
• Correlation of multiple network appliances and systems to prevent unauthorized distribution of sensitive information

Multi-Factor Authentication for Remote Access

As the need for flexibility in working conditions, remote access to systems is a common need for any organization. However, not all companies have robust controls for this.

For any access to SECURE IT, all users, internal or external, must use multi-factor authentication. Permission to log into it is solely available via TLS VPN (Transport Layer Security Virtual Private Network). Further, what they can access depends on their role.

File Transmission via SFTP

As noted, the first step in transaction print and mail is sending the data from your systems to ours. We recommend SFTP (Secure File Transmission Protocol). Transmitting information through SFTP is the most secure, and we also apply PGP (Pretty Good Privacy) encryption to files before processing.

When onboarding new customers, we collaborate with them to define file-naming standards for consistency.

Once we receive files and validate them in our secure network, production begins. We conduct multiple security tests when the files reach this part of the lifecycle.

How Does Transactional Mail Data Processing Work with SECURE IT?

Data processing for transactional mail is automated. Customers send different file types for production, including pre-composed or raw data. You have the option to upload data 24/7/365.

The automated processing routines follow all the protocols of file transmission, data processing, and archival. Those workflows include:

• Email confirmation at the receipt that notes the name, file size, and date
• Exception email notifications if there are any missing files
• The routing of files for immediate processing
• The creation of a PDF file for client review and approval
• Archiving and destroying input files based on business rules
• Delivery of secure PDF approvals to validate data

The PDFs noted above are all available for your review in trakPCI, a secure online business document management system. All clients have access to this portal to approve or reject, along with many other features related to tracking and reporting.

Learn More About SECURE IT

Download our product guide on SECURE IT here. If you have questions or are ready to chat about migrating your transactional mail to our team, contact us today.

More Updates

Another change that becomes effective on January 28, 2024, revolves around postage statements. USPS will no longer accept hard-copy postage statements. Organizations must submit them electronically before sending the mailings.

Why Is USPS Raising Rates?

USPS announced in 2022 to expect price adjustments biannually in January and July. While USPS is not a private for-profit organization, it still has budget numbers to meet. The official statement regarding raising rates mentioned it’s in response to inflation and the need to generate revenue to achieve financial stability in meeting the Delivering for America 10-year plan.

So, how can a company ever reduce its postage bills? By outsourcing transactional print and mail.

How Outsourcing Saves Money on Postage

The key to the best rate for USPS postage is volume. Print and mail businesses will always have volume in their favor because it’s all they do. In addition to volume discounts, you can reduce postage expenses with these additional services:

• Address hygiene tools: Using proprietary technology and the USPS Intelligent Mail® barcode (IMb), print and mail providers locate and capture addresses that are inaccurate or incomplete. The result is less waste in operations. The system may miss some, which creates return mail, which is manageable electronically. The USPS would send a digital Change of Address (COA) or Undeliverable as Addressed (UAA) file, and it would then automatically update addresses in the database in real time.
• High-volume presorting: You can achieve the maximum volume discount with presorting, which is simply segmenting by ZIP codes. Doing this before delivery of the mail to USPS means they have to do less work, and they’ll give you a better rate in exchange.
• Sorting and stacking with the IMb: These barcodes are essential in postage optimization. Mailers would be able to use multiple programs simultaneously. Using the IMb also makes tracking easier. Print and mail companies apply this to letters prepared for automation prices.
• Commingling: Beyond presorting, this approach also optimizes postage usage. It categorizes letters by ZIP codes.
• Mail piece standardization: When working with mailing experts, they can recommend standardizing envelopes to #10 and always use paper that weighs 3.5 ounces or less. These are two more ways to get the most out of postage discounts.
• Managing e-delivery more efficiently: If your goal is to move more people to digital communications or need to make the process more effective, transactional mail companies also have e-delivery capabilities. It’s a secure, fast, and cost-effective framework in a centralized location, which tracks all delivery and enables interactive features like sending receipts for payment.

Pay Less in Postage Fees, Gain Much More with Outsourcing

Outsourcing is the best way to reduce your postage expenses. With proven workflows and immense volume, professionals have the infrastructure to deliver the best rates. Outsourcing has many other benefits—high quality, improved accuracy, assured compliance, and more.

Explore all you can gain by reviewing our transactional print and mail solutions.