EDDM Prepare and Deliver Guide

What you will need.

 

  • Rubber Bands, String, or Twine (if needed)

  • A printer

  • Several boxes depending on your number of routes: If you have 1 route, you will need one box.  If you have 2 routes, you will need 2 boxes and so one (ideally!). You may need large boxes or small boxes or medium.  You may need more than 1 box per route.  See step 4.

 

STEP 1
Prepare your mailing bundles.

 

If you have decided to have us bundle them for you, then we have already taken care of this step.  We typically bundle them into bundles of 100s.

 

If you decided to bundle them yourself, you can use rubber bands, string, or twine to bundle them.  We recommend bundling mailpieces into stacks of 50s or 100s.  Bundles cannot be higher than 6".

 

STEP 2
Print and fill out the EDDM forms.

 

There are 5 pages in the .pdf called “PS Form 3587-signed_hwd”.

 

Page 1 tells you where you will take your mailpieces to, which USPS location.  It tells you their hours and address and phone number.  It also tells you the routes you will be taking to that particular USPS.  In some cases, you may need to go to more than 1 location.  Finally, it tells you how much you spent and your number of mailpieces.

 

Page 2 & 3 is the actual form you will need to take with you inside the USPS (just those two pages).  The USPS will scan the “Every Door Direct Mail Barcode” that will let them know this mailing is already paid for.  There are ONLY 4 sections of this form you will need to fill out.  If you fill out more than these 4 sections or change any other information this form will need to be filled out again.  If you take a form to the USPS that is different than what is asked here, they may not accept your mailpieces.

 

In the Mailing section, fill out the following areas:  

 

  1. Check EDDM Retail Indica, under Type of Postage and no other box.

  2. Fill in the Weight of a Single Piece.  Because they are being mailed to you directly from our warehouse, we cannot tell you their weight.  Here is what you need to do:

    How to Determine Your Mail Piece's Weight

    If you don’t have access to a postal scale, there are a few ways you can do it. Weigh your entire EDDM® bundle on a regular household scale and divide the weight by the number of pieces you're weighing. This allows you to calculate the weight per piece.

    Metric Conversion Calculator
     

  3. Fill in the Total # of Bundles with just that; what are your total number of bundles? 

  4. Fill in the Total # of Pieces per Bundle:  50s or 100s?

 

That’s it!  We have signed and printed and filled in our phone number, please DO NOT change that.   Please DO NOT put your name and address of the Mailing Agent or your Telephone otherwise USPS will force you to set up a CRID number.  Please only complete the 4 sections explained above.  You are simply “taking it on our behalf if they ask”.  If they want your phone number, you may give it to them if they ask, otherwise, they can call us!

 

Step 3
Print and fill out the facing slips.

 

Facing Slips and the Mailing Statement forms tell the Postal Service™ how to process and deliver your order.

 

The remaining pages:  You will need to print 1 separate “Facing Slip” for each bundle you create and put the slip under the bundle’s twine, string, or rubber band so that it’s laying on top of each bundle.  That bottom portion is 9xs out of 10 not filled out.  If a customer requests to be removed from your mailings, however, include their address in the Do Not Deliver Address column on the Facing Slip.

 

For example:

Let’s say you have the route called R007 and in that route you know that there are 1550 mailpieces. 

 

If your bundles are in 100s, you will need to print out 16 slips for that route because you will need to fill each slip out as follows:

 

Total # of Mailpieces per Bundle: 100, Total # of Bundles: 1 of 16

Total # of Mailpieces per Bundle: 100, Total # of Bundles: 2 of 16

Total # of Mailpieces per Bundle: 100, Total # of Bundles: 3 of 16

Total # of Mailpieces per Bundle: 100, Total # of Bundles: 4 of 16

Total # of Mailpieces per Bundle: 100, Total # of Bundles: 5 of 16

Total # of Mailpieces per Bundle: 100, Total # of Bundles: 6 of 16

Total # of Mailpieces per Bundle: 100, Total # of Bundles: 7 of 16

Total # of Mailpieces per Bundle: 100, Total # of Bundles: 8 of 16

Total # of Mailpieces per Bundle: 100, Total # of Bundles: 9 of 16

Total # of Mailpieces per Bundle: 100, Total # of Bundles: 10 of 16

Total # of Mailpieces per Bundle: 100, Total # of Bundles: 11 of 16

Total # of Mailpieces per Bundle: 100, Total # of Bundles: 12 of 16

Total # of Mailpieces per Bundle: 100, Total # of Bundles: 13 of 16

Total # of Mailpieces per Bundle: 100, Total # of Bundles: 14 of 16

Total # of Mailpieces per Bundle: 100, Total # of Bundles: 15 of 16

Total # of Mailpieces per Bundle: 50, Total # of Bundles: 16 of 16

 

Notice how the number of bundles X of 16 ascend as you go?  You will need to fill that part out accordingly.  Notice how the last slip will have the remaining bundles?  In this case, it’s 50, you’ll need to be sure to write that out accordingly.

 

Example #2:

Let’s say you have the route called C004 and in that route you know that there are 435 mailpieces. 

 

If your bundles are in 100s, you will need to print out 5 slips for that route because you will need to fill each slip out as follows:

 

Total # of Mailpieces per Bundle: 100, Total # of Bundles: 1 of 5

Total # of Mailpieces per Bundle: 100, Total # of Bundles: 2 of 5

Total # of Mailpieces per Bundle: 100, Total # of Bundles: 3 of 5

Total # of Mailpieces per Bundle: 100, Total # of Bundles: 4 of 5

Total # of Mailpieces per Bundle: 35, Total # of Bundles: 5 of 5

 
Step 4
Put your routes in a separate box.

 

As long as your bundles have their “Facing Slip” on them, you are ready to put them into a box.  It’s ideal to use 1 box for each route.  DO NOT combine routes in a box!  In your box will be all of the bundles for one given route in order of 16 of 16, to 15 of 16, to 14 of 16 and so on so that the first bundle is 1 of 16, for example. 

 

On the box write on the outside your route number, the zip code, and the number of bundles for that route. 

 

If your route is too large to fit into 1 box, you can use multiple boxes, HOWEVER, you must indicate on each box it’s route number, zip code, the number of bundles in that route, PLUS indicate if this box number 1 of X and so on… 2 of X, etc.


Step 5
Deliver to the USPS.

 

The post office you will be using as well as your anticipated deliver date can be found one page one as stated previously.

 

When you arrive at the appropriate USPS, take in 1 bundle ONLY so that they can confirm your weight and measurement and indicia placement, etc.  DO NOT take all of your boxes into the USPS at first.  9xs out of 10, they will simply have you take your vehicle around the back so that you can put your boxes on their loading dock.

 

When you go into the USPS, the teller will scan the form.  They will double check your form is filled out.  They will weight your mailpieces and double check you have the correct weight.  YOU CANNOT expect them to weigh your mailpiece.  If you do not have that filled out, they will not accept it.  If your weight is incorrect, they may return your form and ask you to reweight.  Most of the time, they are nice, and they help you fix it, but they are actually expected to make you fill that out.  They can get into a lot of trouble helping you fill out forms.

 

There are rare cases where the teller does not know how to complete EDDM request and they may ask for a supervisor to help.  There are also rare cases where even the supervisor tells you your forms are incorrect, your Endicia is incorrect, etc.  If this happens, you must stay firm and ask them to double and triple check because you are assured the forms are correct.  If they insist, have them call Amanda Honeywell at 517-320-2543.  You will have to take your bundle back and your form back and you will not be able to leave anything with them. 

 

You will need to hold onto everything yourself and wait for further instructions from Amanda.  If the post office was incorrect, you must return and do the process all over again.  If the USPS was in fact correct, you will need to wait until further instructions from Amanda.  Please DO NOT return any mailpieces or forms to Amanda until you have spoken with her.

 

Again, these are rare cases.

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