Mailing Services

From managing data to processing mail to warehousing material, Post Masters offers total solutions utilizing the latest technology and tapping the expertise of veteran staff who understand the United States Postal System regulations and nuances. Whether you’re a new small company or a large established firm, Post Masters can help you master your printing and mailing needs through these services:

Mailroom Management: Send your mailroom to us

Outsource your entire mailroom to us to reduce labor costs and improve efficiency and quality.

Poster Masters will pick up, sort, track and deliver your incoming mail, and we’ll take your outgoing mail to our facility to be metered and then deliver it to the United States Postal System (USPS) that night. We’ll also track your packages to make sure they reach the intended customer.

Letting us manage your mail also means Post Masters will monitor frequently changing postal regulations, saving you time and money.

Post Masters will gladly meet with you to develop a full understanding of your mailing/business needs, examine your mailing operation and then provide a detailed analysis of potential savings and efficiencies.

A Post Masters Customer had a supervisor and two individuals on staff to complete the company’s workload. Post Masters assumed total mailroom operations and through efficiencies was able to complete all tasks with one person and no reduction of services.

Fulfillment: From warehousing to shipping

At Post Masters, we can warehouse your products, assemble comprehensive fulfillment packages and ship them. We process orders daily, which includes picking, packing, addressing and shipping. Our packaging options encompass corrugated, polybags, shrinkwrap and other materials. We are authorized shippers by all the major carriers so we have daily pickups at a reduced rate. Daily reports are provided which allow you to track all shipments. We can also maintain your databases and provide reports so you can track trends and see results.

Leave your materials with us. Our warehouse is environmentally controlled to preserve the quality and integrity of your products, and our inventory management system ensures we notify you when supplies fall to predetermined quantities and require restocking.

The Indiana department of Tourism has utilized Post Masters to warehouse and fulfill all of their orders. We received material in 53’ semi-trailers, warehouse all of their various products and fulfill orders as they come in.

Metering Services: Precise, customized, efficient

Tired of leasing those expensive meter bases and metering heads? Are you continuously putting money on the meter but are unable to track the expenditures? Do you struggle to keep your staff trained on the ever-changing postal regulations? Post Masters can eliminate your headaches and save you time and money by providing a complete metering solution for all mail.

Our state-of-the-art shape-based technology and in-line scales allow us to determine exact postage based on size and weight – and not a penny more. Connecting the meters to a central software system ensures accurate accounting while also providing customized billing that enables you to break out fees to separate departments in your company.

Post Masters meters 145 customers' mail daily. Not a single customer has moved back to metering their own mail once they’ve outsourced to Post Masters.

First Class Presort: Pinching pennies

Post Masters wants you to pay as little as possible in mailing fees. Fully integrating our systems with the United States Postal Service results in streamlined processes -- and savings. For our customers, this can mean up to $0.108 less in postage for a one ounce letter-size envelope.

We also help you scrub your database through Post Masters’ multi-line optical character readers (MLOCRs), which automatically barcode and sort both letter-size and flat (catalog-size) envelopes. Using FASTforward technology the MLOCRs scans the delivery address as the mail is processed at speeds of up to 36,000 pieces per hour. If it detects that the address owner has moved and submitted a change of address through the US Postal System, the MLOCRs automatically apply the new address directly above the barcode. This envelope is then automatically forwarded to the recipient’s new address without delay. You can retrieve an electronic file of all address changes daily to keep your mailing database current, too. Post Masters processes and delivers all first class presorted mail to the USPS on-site acceptance unit the same day it is picked up. Our sorters are networked together which allows the mail from each sorter to be combined into one mailing to achieve greater saturation levels which in turn reduce postage.

Post Masters has over 150 daily presort customers that depend on our technology to reduce their postage expenses.

Mail Preparation: Making it easy

Let us take the hassle out of your mailings by managing your outbound mail and its preparation. Just send us your data file, printed material and anything in between and leave the rest to us. Our comprehensive array of mail preparation services includes:

Purchasing targeted mailing lists to help grow your business
Update your mailing database by using NCOAlink to meet United States Postal Service requirements (Free of charge when Post Masters prepares your mailing.) The importance of this step is to get more mail in the hands of the intended recipient. This is especially important for Standard Mail because mail pieces will not be forwarded. This process will also determine if the address is a deliverable address, which allows the non-deliverable address to be removed.
Managing your database, including purging duplicates and list suppression
Offering Delivery Point Validation (DPV) and CASS Certification. This process will verify the address and then assign an Intelligent Barcode so the mail piece can receive the maximum USPS discount.
Data can be transferred to our secure FTP, ensuring data is safe and secure.

When your mailing job involves direct mail addressing with in-line tabbing, you can rely on Post Masters to meet your needs and standards through these features:

Addressing a wide variety of material ranging from post card to magazine sizes
Requiring only one pass to print a six-inch area
In-line drying unit that adheres ink to mail pieces, including aqueous coated material
Adding color tag lines and/or custom logos to make your mailing standout, increasing the number of pieces that will be noticed and read.
Monitoring and fulfilling changing USPS tabbing requirements on self-mailers and booklets
Applying postage stamps, stickers and “scratch-offs” to pieces four inches or smaller
Fast processing, running up to 20,000 pieces per hour on our high-speed ink jet equipment

There are times when a mailing simply requires labor-intensive aspects. Once again, send it over! Below is a summary of Post Masters’ non-automated services:

An experienced “hand crew” to complete manual assembly of envelopes, poly-bags, packages and other small assembly work
“Pick and Pack” services
Warehousing paper and envelopes

Intelligent Inserting: Getting it right

Mail insertions have become more targeted, sophisticated and complex, which is precisely why you need Post Masters
With potential HIPPA violations, the chance of personal information being sent to the wrong individual and identify theft, accuracy is crucial. In order to eliminate the possibility of any of these issues, Post Masters has migrated to 100% integrity with our entire inserting operation.

We utilize the Bowe Bell and Howell JETVision 100% integrity system which ensures all documents are accounted for and that each envelope has the correct number of intended inserts. The process begins in the programming phase where each recipient’s information is programmed into a 2D barcode that is printed on each document. A six-digit sequence number is placed above the consumer’s name. The information embedded in the 2D barcode has the number of that sheet plus how many sheets are in the set (i.e., sheet 1 of 4, 2 of 4, 4 of 4 and 4 of 4, etc). The camera located in the feed section of the inserter reads the 2D barcode and accumulates the correct number of sheets prior to folding. After the documents are inserted into the envelopes a second camera then reads the sequence number. If any number is missing the equipment shuts down and the operator finds the missing document and corrects the situation. All the inserters are networked and the information is collected on Bowe One Production Management Software. This allows a complete audit trail so verification of the date and time a specific document was inserted is always available.

Our 10 intelligent inserters can auto insert up to 40 pages into various envelope sizes, ranging from small #10 to 9.5” X 12.5” flat envelopes. Our 100% integrity systems provide the following benefits:

Only the correct documents are inserted in each envelope
Every envelope is accounted for when JETVision technology reads the sequence number that is printed above the name
Each envelope has the correct number of documents inserted, so that if John Smith should have five sheets; then the audit trail verifies Mr. Smith received all five.
A complete audit trail is available showing the date, time and number of sheets inserted into each envelope.
Selective inserting of flyers and/or return envelopes is another option that can be programmed in the 2D barcode. If you only want certain customers to get a specific flyer or a return envelope, the selective inserting function will be utilized
The JETVision reader is flexible and can read either OMR (Optical Mark Recognition) 3 of 9 or 2D barcodes
Up to eight additional inserts can go into each envelope, including brochures, flyers, etc.

Since installing the JETVision 100% integrity system the error rate of mis-inserted documents has been reduced to two documents out of 32 million envelopes inserted. If your information is critical in nature, Post Masters 100% integrity technology will give you the peace of mind that there will not be any confidentiality violations.