Learn About Bulk Mailing and Tracking → Indicia

Creating and Using an Indicia Instead of Stamps

 Scott Hochberg
 Postage $aver Software


If you are sending a large amount of mail, especially bulk mail, it's a lot more convenient to print a "postage paid" box on your envelopes or cards than to put a stamp on each one. That box is called an "indicia" or a "permit imprint".

There's specific wording that goes in the indicia. We have a handy tool for that below.

You need to know:

• An indicia is not actual postage. You don't pay anything to print it. You just include it when you have your mail piece printed. You pay the postage when you actually mail the piece at a postal bulk mail unit.
  
  
• You generally must be mailing at least 200 pieces or 50 pounds of mail at one time to use an indicia. The minimum does not apply to Bound Printed Matter, Parcel Select Ground and some other exceptions.
  
  
• For most kinds of bulk mail, you can use and indicia or stamps, but you'll pay the same postage. There are special "precanceled" stamps for bulk mailings that cover a part of the postage, but you'll pay the difference when you mail the pieces.
  
  
• For regular First Class letter-sized mail, using an indicia saves 3 cents/piece in postage. No presorting is required to get the discounted rate, but you do have to fill out a postage statement form, put the mail in a tray with the proper tag and take it mail to the bulk mail unit. So it may not be worth it if you just have the minimum 200 pieces.
  
  
• You must pay USPS a one-time fee for a "permit imprint authorization" before you can use an indicia for most types of bulk mail. The fee is currently $275. There is no fee for using bulk mail stamps instead.
  
  
• The barcode on mail has nothing to do with paying the postage. It's for USPS to use when sorting the mail for delivery, and for add-on services like forwarding and tracking your mail.

More details below:

How do I create an indicia?

What wording goes in an indicia?

Where does the indicia go?

How do I apply?

What is the fee for applying?

Usually, whoever prints your materials will include the indicia as part of the print layout, if you tell them you need it when you give them your copy.

If you're printing the material yourself, with software like Word or InDessign, then you just need to make a box with the wording in it. You normally print the indicia directly on the mail piece, but it can also be printed on a label.

Here's a quick tool that will show you what to put in the indicia.

What kind of bulk mail are you sending?
  Marketing Mail - commercial
  Marketing Mail - nonprofit
  First Class Presort
  Nonpresorted First Class letters
  Bound Printed Matter - fewer than 300 pieces
  Bound Printed Matter - 300 or more pieces
  Every Door Direct Mail (EDDM) - Retail

• For EDDM using a Marketing Mail permit, select Marketing Mail, not EDDM Retail.
  
• Periodicals class mail does not use an indicia.

What is the city for the post office where you have your permit?
 

What is the state?  

What is your permit number?  

Click to create indicia



If you have been authorized by USPS as an eVS (Electronic Validation Service) mailer, then replace the city and state with the "company abbreviation" that you've been assigned by USPS, and put the word "eVS" by itself on the bottom line instead of "Permit No. 1234".

There are also special rules for indicias on official mail sent by U.S. government agencies.

This is the simplest of several allowed layouts. You may see an indicia that looks different on mail you receive. For examples of other acceptable layouts, please see the USPS rules for indicias.

The indicia replaces a postage stamp, so you can think of where you'd put a stamp when you design mail that has an indicia. Here are the four places where USPS allows you to print the indicia:

• At the upper right corner of the mailpiece, like a stamp (most common for business envelopes and cards).
  
  
• At the right corner of the address area.
  
  
• Above and to the right of the address on an address label or when printed in an address block (you'll see this a lot on catalogs).
  
  
• To the right of the address on an insert appearing through a window envelope.

To use an indicia, you must apply for a "permit imprint authorization". You would normally do that when you apply for your bulk mailing permit, though you can do so afterwards if you did not do it originally.

You can apply for permits and permit imprint authorization online, or you can apply in person at the post office where you will be mailing your bulk mail, using USPS form 3615.

There is a $275 one-time fee for a Permit Imprint Authorization, if you are mailing:

• First Class mail, including First Class Presort;
  
  
• Marketing Mail, including Marketing Mail parcels;
  
  
• Bound Printed Matter flats (but not parcels); and
  
  
• International mail.

There is no fee for a Permit Imprint Authorization for parcels other than Marketing Mail parcels. The Permit Imprint Authorization Fee is always waived for mailings that are sent using the USPS Electronic Verification Service (eVS).

The waiver of the Annual Mailing fee for using full-service barcoding does not apply to the Permit Imprint Authorization Fee.

Here are the current USPS permit imprint (indicia) rules.

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