Mail Anywhere FAQ’s

Since the United States Postal Service® (USPS®) began offering the Mail Anywhere program, which allows customers to use the same postage payment permit regardless of what mailing location they use to enter the mail, many mailers have taken advantage of its benefits. The Mail Anywhere program is an added benefit offered to Full-Service customers, allowing them to use a single permit to present Full-Service or mixed Full-Service mailings at any Business Mail Acceptance site. Not only does this greatly simplify permit management, but it also saves permit application and renewal fees for customers who mail at numerous locations.

As with any new program, mailers may have a lot of questions regarding participation and mail preparation under this program. This week’s e-Tip deals with some of the more Frequently Asked Questions (FAQ’s).

Q: What are the eligibility requirements to participate in Mail Anywhere?

The eligibility requirements for Mail Anywhere are:
• The Mail Anywhere service is available to customers who mail at 90% or higher Full-Service levels for the customer’s given business location and meet the electronic Full-Service verification criteria during the month prior to their request to participate in Mail Anywhere.
• Mail Anywhere is available for Full-Service First-Class Mail® (Cards, Letters and Flats only); Standard Mail® (Letters and Flats only, including Nonprofit); Bound Printed Matter (Flats only); and Periodicals (Letters and Flats only).
• Permit types that are eligible include Permit Imprint; Pre-canceled Stamps and Metered. A variety of postage statement types are also supported in Mail Anywhere, including Single Permit; Combined Mail; Comail; Mixed-Class Comail, and Copal.
• Mailers may submit their electronic data via Mail.dat®, Mail.XML™, Postal Wizard (First-Class and Standard Mail only, Full-Service only); or IMsb (First-Class and Standard Mail Only).

Q: Do I have to make an application to the USPS to use Mail Anywhere?

A: Yes, participation in this program does require an application process. This process applies to the individual that is preparing the mail. For example, if a Mail Owner wishes to participate, but employs a Mail Service Provider (MSP) to prepare their mailings, the Mail Owner needs to request their MSP contact the PostalOne!® Help Desk to go through the authorization process.

The first step is to verify that the participants meet all of the eligibility requirements. The best way to do that is to access the Mailer Scorecard data to review both the Full-Service mail volumes for the previous month, as well as to verify that none of the error thresholds for the electronic verification have been exceeded during that time.

Once eligibility is verified, the application email should be sent to the PostalOne! Help Desk at Included in the email should be:
• Request for Mail Anywhere participation
• Preparer’s Customer Registration ID (CRID) for the location where the mail is prepared (if multiple preparation locations will be used, the CRID for each location must be provided)
• Preparer’s Contact Name, Company Name, Business Address, City, State and ZIP code
• Mail Owner’s permit numbers and BMEU’s City, State and ZIP code where the permit was opened
• Postal Facilities where you plan on dropping your mail
• Permit numbers that you wish to be consolidated

Q: Do I get a new permit number once approved for Mail Anywhere?

A: No, participation in this program does not require that mailers establish a new permit. Mailers may use already existing permits. Most participants in this program eventually consolidate the multiple permits at multiple locations that they currently have and are able to use just a few permits for all of their mailings. Keep in mind, mailers must still maintain the different permit types for the different postage payment methods, such as permit imprint, meter, stamp, or reply mail. For example, let’s say that Mailer A, headquartered in Chicago IL, has permit imprint permits in Chicago, Boston, Tampa, and Los Angeles. Under this program, Mailer A can consolidate all of these permit imprint permits into a single permit at their Chicago headquarters location, closing the other permits in Boston, Tampa and Los Angeles. Using Mail Anywhere, Mailer A is able to use that single permit to mail at all of those locations, and more.

Q: Do I need to change the way my mail or Mail.dat® files are prepared?

A: Participation in this program means that Mail Owners or Mail Service Providers may need to adjust some of the data that is submitted electronically to PostalOne! via the Mail.dat files.

The PostalOne! Help Desk can provide more detailed instructions on how to correctly populate the Mail.dat files for mailings that participate in Mail Anywhere. We strongly encourage people to test submitting these types of mailings using the Test Environment for Mailers (TEM) prior to submitting them for live production.

Two very critical pieces of information for these jobs are:

1) The Payment Account Number in the Mailer Postage Accounting (MPA) file, field MPA-1127. This number is different than the postage permit number, and is assigned by the USPS when the application for Mail Anywhere is submitted. Typically, there is a Payment Account Number assigned for each postage permit that is participating in the Mail Anywhere program.

Note: The Payment Account Number is different than the CAPS account number and the USPS Finance Number. USPS Finance Numbers are not supported in the Mail.dat file specification: these numbers are looked up by PostalOne! in the USPS database, based upon the permit numbers and payment account numbers provided in the Mail.dat file.

2) The Verification Post Office. Since the postage payment permit in this program may be located anywhere, the post office where the mail is verified and accepted may be different than the post office where the postage payment permit is held. The verification post office data is populated in the Segment (SEG) file of the Mail.dat file (fields SEG-1118 and SEG 1119).

If you encounter issues uploading Mail.dat files to PostalOne! for Mail Anywhere jobs, we suggest you open a help desk ticket with PostalOne! by sending an email to Include a description of the issue, and attach the Mail.dat file that you are working with, along with screen shots of the errors you are getting.

Mailers should not need to change anything with regard to the indicias (permit imprints) printed on their mailpieces or their metering information – unless some permits have been closed out or consolidated as part of this application process. Mailers should work with the PostalOne! Help Desk or their local District Business Mail Entry office for guidance on any changes in these areas.

Q: What happens if a Mail Owner switches to a different Mail Service Provider?
A: It is important to note that the application for participation in Mail Anywhere is done by the entity preparing the mail, which in most cases is the Mail Service Provider. The application includes a listing of the clients and permits that the MSP wants to get approved for Mail Anywhere. The approval is based at the MSP level, so if the Mail Owner switches to a new MSP, the new MSP will need to apply for Mail Anywhere approval if they have not already done so, including the new Mail Owner’s name and permit information. If the new MSP has already been approved for Mail Anywhere, they would need to notify PostalOne! of any new Mail Owner clients (and their permit information) in order for those Mail Owners to continue to participate in Mail Anywhere at the new MSP.

The USPS offers a Fact Sheet and a Customer Participation Guide for Mail Anywhere, both of which are available on the USPS RIBBS web site. Window Book’s DAT-MAIL software fully supports Mail Anywhere mailings. Window Book also offers a free educational webinar on Mail Anywhere.

Window Book can help you implement Mail Anywhere in your mailing operation and automate your processes using our software and service solutions.
Window Book offers a free Mailing Optimization Analysis.

Call us at 1-800-524-0380 for more details or to sign up for your FREE Mailing Optimization Analysis!

Obtaining or Validating By/For Identifiers

With the November 30, 2014 release of PostalOne!®, the United States Postal Service® (USPS®) added a new “Bulk Search” capability on the Business Customer Gateway (BCG). This new bulk search option is a great way for Mail Service Providers (MSP’s) to request By/For identifiers from the USPS for their clients. The ability to do individual look-ups for Mailer Identification numbers (MID’s) and Customer Registration numbers (CRID’s) has existed on the BCG for some time, but this new utility allows MSP’s to submit these requests in bulk quantities using text files. MSP’s can request additional information from the USPS, such as related postal permit numbers, Nonprofit Authorization numbers (NPA’s) and the company name and address information as it appears in the PostalOne! database. Be advised, your PostalOne! account must be designated as a Mail Service Provider in order to access this new utility.

File format requirements
The files that MSP’s upload to the BCG must be in pipe delimited ASCII text format. The files may contain the existing identifier information that MSP’s have in their databases for their clients. MSP’s then upload these files with the existing identifier data to the USPS, which then validates whether that existing data is correct, provides the correct data if it isn’t, or provides a message indicating that the data could not be found. The resulting data from the USPS is provided in the form of an Excel format file, which may be downloaded from the BCG. MSP’s must submit each type of identifier data in its own file; MID’s, CRID’s, Permits, and NPA’s must be uploaded using separate files. MSP’s may request to receive back from the USPS the MID, the CRID, the permits, or the NPA’s associated with the identifiers uploaded, or they can request that all available information be returned by the USPS. File size for the uploads is limited to 250 records; if MSP’s have more client records than this, multiple files may be uploaded.

This is a great time-saver for Mail Service Providers who may be struggling with By/For errors on their Mailer Scorecards. Obtaining or validating these identifiers using file uploads and downloads for their entire client database is much faster and more efficient than trying to do individual look-ups. The validation process is very quick, and return files for downloading may be ready in just a few minutes, or up to an hour in cases where there are larger file sizes or the site is experiencing heavy traffic. The validated or corrected data can be used to update client databases and other applications that are used to populate these identifiers in the electronic documentation (eDoc) submitted to PostalOne! Using the same data that is in the PostalOne! database means that the chances of validation errors or Mailer Scorecard errors for these elements is greatly reduced!

Managing the data

The returned files from the USPS should be analyzed very carefully before making any updates to your client databases or other applications. Keep in mind that while the USPS has been very diligent in cleaning up and maintaining their database, there is still the possibility that the data returned in the files is not completely accurate. For example, there are reported instances of multiple CRID’s being issued to the same company at the same location, so it is important in these cases to validate which CRID is actually correct. Likewise, companies are permitted to have multiple MID’s, so it is also important to validate which MID is the correct one for the MSP to be using. Similarly, old legacy NPA’s may have been replaced with new, national NPA’s, so this information may also need to be validated. As with any database maintenance, it is important to review and analyze any new data to look for discrepancies and get validation for any changes that may look suspect.

Window Book makes taking advantage of this new utility easy for our clients by providing an automated method to generate these upload files from your client files in the DAT-MAIL software. Users may select which type of identifier data you wish to upload, and DAT-MAIL will automatically generate the file in the proper format for uploading to the BCG. DAT-MAIL will even automatically create separate files if you have more than 250 records in your client list, and will also remove any duplicates or any house accounts. This is a free utility available in DAT-MAIL version or higher. We will be adding an additional import utility in future DAT-MAIL versions, to allow users to automatically import the downloaded, updated files from the BCG into their client files in the DAT-MAIL software, so stay tuned!

Full-Service Certified MSPs

The list of certified MSPs is updated weekly; To ensure that you have the most current list of certified MSPs visit

Read more.


Full-Service Certified MSPs / Mail Owner Information Sheet

Mail Service Provider (MSP) and Mail Owners – Full-Service Certified Mailers:

A Mail Service Provider (MSP) offers a variety of solutions to prepare and present Full-Service presort mailings.  The MSPs and Mail Owners listed on the back page of this document have met the U.S. Postal Service™ Full-Service certification standards.  The list of MSPs and Mail Owners is updated as new MSPs and Mail Owners are certified; please check: to ensure that you have the most current list of MSPs and Mail Owners that have been certified for Full-Service mailings.

Depending on the service level, size, complexity, and desired mailing/presort discount MSPs offer a variety of different services (some MSPs offer multiple levels of service).  All of these providers can help you mail at Full-Service. The following section identifies the differences in MSPs and Mail Owners.  Read more.


Voluntary Intelligent Mail® Full-Service Certification (FSC) for mailers

The United States Postal Service® (USPS®) is offering voluntary Intelligent Mail® Full-Service Certification (FSC) to mailers who apply for certification and can demonstrate their mail quality.

There are two levels of certification being offered, and mailers who prove they regularly meet the quality standards of the USPS will then be featured prominently (company name and link to company website) on the USPS RIBBS® web site (RIBBS).

If you are a Mail Service Provider, this is a great way to advertise – for free – your USPS-certified services.

Read more.

International and Domestic Market Dominant Federal Register Notices

Today the proposed International and Domestic Market Dominant Federal Register Notices for the January 2014 price change were posted on under the Federal Register Notices tab of the left-hand side. The official 30 day comment period will start once the Federal Register Office reopens and posts these notices on the web site. We look forward to feedback from the mailing industry.


New Intelligent Mail Package Barcode (IMpb) Requirement Effective January 26, 2014

The Postal Service is revising Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM®) to require the use of Intelligent Mail® package barcodes (IMpb) on all commercial parcels, and to require the transmission of supporting electronic documentation including piece-level address or ZIP+4® Code information. Included in these new requirements is a per-piece price adjustment for mailpieces not complying with the IMpb standards.

The Postal Service is also adding DMM reference to a future requirement to use a complete destination delivery address or an 11-digit delivery point validated ZIP CodeTM in the mailer’s electronic documentation.

Read more:  Federal Register (Vol. 78, No. 243).

Visit USPS RIBBS website for information on Shipping Services File (SSP Version 1.6).

January 2014 Price Change and PostalOne! Release Webinars

Webinars will be held on January 8, 10 and 15th which will cover Price Changes and changes to the PostalOne! system that will be implemented January 26, 2014. Topics will include the new requirements for Intelligent Mail parcel barcodes, the new Metered price and Flat Sequencing System mail preparation.

Read more


Promotions & Incentive Programs for First-Class™ & Standard Mail®

Registration for promotions and incentives can be made through Once logged into the Business Customer Gateway, select “Incentive Programs”. From this link, programs open to registration will display. Each incentive or promotion requires separate registration.