Nonprofits face the challenge of continual fundraising, often on tight budgets. Direct mail appeals can be a very effective part of any fundraising strategy, so saving money on postage gives a great advantage to any nonprofit.
A USPS Nonprofit Postage Authorization Number allows qualifying nonprofits to send mail at a reduced rate. Nonprofits can pay about $0.21 per piece compared to First-Class mail—plus, you’re not limited to just one ounce. The rate begins at just 200 pieces of sorted mail, so most nonprofits will save money and benefit from registering and getting a number.
Who Qualifies for a Nonprofit Postage Authorization Number?
Nonprofits in eight different categories may qualify:
- Agricultural
- Educational
- Fraternal
- Labor
- Philanthropic
- Religious
- Scientific
- Veterans
- Political Committees (some)
Nonprofits like chambers of commerce, social or hobby clubs and certain political organizations are not eligible.
What Can I Mail with My Authorization Number?
You can send self-mailers, letters, newsletters or booklets (like annual reports) weighing less than 16 ounces. In other words, the majority of your nonprofit fundraising and marketing materials that you would bulk mail would be eligible for the lower postage rate. You cannot use the postage authorization number to send bills, statements, or handwritten materials. You cannot send mail on behalf of another organization, and there are restrictions on the amount and type of advertising you can do.
How Do I Apply and Register for a Nonprofit Postal Authorization Number?
Use form PS 3624, Application to Mail at Nonprofit USPS Marketing Mail Prices, available from your postmaster or your Business Mail Entry Unit. You will need several forms of documentation to accompany the application:
- Formative papers—e.g., articles of incorporation, constitution, or charter
- IRS letter of exemption federal income tax
- Other evidence of nonprofit status—e.g., a financial statement prepared by a responsible party
Some organizations may also need to provide additional documentation:
- List of the organization’s activities during the past year
- Receipts and expenditures for the past fiscal year, budget for the current year
- Other documents of operation
What Does the Nonprofit Postal Authorization Number Cost?
There is no fee to apply for the nonprofit postal authorization number. However, you will need to pay an annual mailing fee in order to mail in bulk. That fee is required at every post office where you want to enter and pay for commercial mail. This constitutes “permission to mail,” regardless of how you pay for postage.
If you decide to pay your postage with a permit imprint, or an indicia, you also need to pay a permit imprint application fee. This one-time-only fee establishes your permit imprint account.
One way to avoid these fees is to use a mailhouse like Trillion does on behalf of our nonprofit clients when mailing appeals and impact reports. A mailhouse will use its indicia and permit so your organization does not need one. However, to take advantage of NFP postage rates, you will need to provide them with your… nonprofit postal authorization number.
A permit imprint, also known as an indicia, is a postage-paid box printed on mail to pay for business postage.
When approved, you are ready to begin saving money and extend the power of your marketing budget. You will receive an authorization letter from the Postal Service; save your copy of the letter as evidence that you have been authorized. A copy will go to the Post Office where you are authorized to mail at nonprofit rates.
Once your nonprofit mail privileges have been approved, you must make a nonprofit mailing at least once during a two-year period or your authorization could be revoked.
Using the Nonprofit Postage Authorization Number
Your postage authorization number should appear in the upper right-hand corner of your mail piece. If you are using an indicia, each of your mail pieces needs to weigh exactly the same. The postal service will weigh the individual pieces and the entire mailing to calculate the number of pieces mailed and charge you correctly.
The name and address of the nonprofit organization must be shown on the outside of the mailpiece or prominently in the contents.
The delivery time of nonprofit mail is slower than the delivery time for first class. First-class mail usually arrives in the range of 1-3 days, but the nonprofit range is 7 to 10 days. In addition, postal regulations allow non-profit mail to remain at each distribution facility for up to 72 hours. Make sure to factor that timeline into your mailings.
How to Find Your Nonprofit Postage Authorization Number If Your Organization Already Has One
You can contact your local post office or Bulk Mail Entry Unit (BMEU) for assistance.
You can also log into the USPS Business Customer Gateway, access “Manage Account” and “Manage Profile,” then use the “Customer Validation Tool” to search for your Nonprofit Authorization Number using your CRID (Customer Registration ID)
Direct Mail Connects with Supporters
At Trillion, our talented design team helps achieve the fundraising goals of our clients. Beautifully designed appeals and mail are highly effective ways to connect with your supporters, and saving money on postage will help you make the best of this marketing strategy. Call us at 908.219.4703 or reach out to us to learn more about direct mail success.
