Frequently Asked Questions
BM-Win Plus(tm)

BM-Win Plus (Bulk Mail for Windows)
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Questions about Bulk Mail:
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Questions about Bulk Mail:

Question: Is bulk mail worth the trouble? How much can I save by using bulk mail?

Answer: It all depends on the size and frequency of your mailing. It also depends on the type of mailing; First Class or Standard(A), Nonprofit or Regular, Automation Compatible or not, with or without Carrier Route sorting, whether or not most of the pieces are going to the same area served by the post office where you will be dropping off the mail or not, and other such factors. Also, all pieces will not necessarily get the same rate. It will depend on which type of tray or package the piece get sorted into.

For a letter going to a Carrier Route served by the post office where you are dropping off the mail the lowest "Automation" rate might be 14.7 cents for regular rate or 8.4 cents for nonprofit rate. The highest rate, for "Non-Auto" pieces going to a distant city with very few other pieces for example, might be 28.2 cents for regular rate and 17.0 cents for nonprofit rate.

Since you can download a fully functional copy BM-Win Plus for free, the best thing to do would be to sort your mailing list using BM-Win Plus and then print out the Postage Statement to see how much an actual mailing would cost you using bulk mail. If you might be doing more than that one mailing per year, then multiply your savings by the number of mailings that you will be doing to see how much bulk mail might save you per year.


Question: Where do I get a Bulk Mail Permit and how much does it cost?

Answer: You must have a valid mailing permit before you can mail at presorted postage rates. You’ll pay a fee when you apply and when you renew the permit every 12 months. You can apply for a permit any time. Just complete and turn in the application: Form 3615, Mailing Permit Application and Customer Profile.

Form 3615 can be downloaded as an Acrobat file from the Post Office's Business Center WEB site. Click here to download Form 3615, Mailing Permit Application and Customer Profile. (Click on the Acrobat floppy disk icon to save the file to your hard drive.)

The normal fees are:

For Doing Standard Bulk Mailings
For Doing First Class Bulk Mailings
Yearly permit: $225.00
Yearly permit: $225.00
Optional one-time fee to print your permit number on your mail piece instead of using stamps or a meter. $150.00.

See also: The Post Office's Business Mail 101 Getting Started for more information.


Question: Where can I buy a mailing list?

Answer: There are many companies that sell mailing lists either general or specialized. You can do a WEB search on "Mailing Lists" to find many of them. The largest and oldest company selling mailing lists is Polk Co. To see what they offer go to their WEB site at http://usa.polk.com/industries/directmkt/communicate/targetmkt/business_list_solut.htm .


Question: What is the difference between CASS and PAVE software?

Answer: CASS and PAVE are two different types of software which perform two different functions..

PAVE stands for Presort Accuracy Validation and Evaluation.

PAVE certified software is bulk mail presort software that has been tested and certified by the post office for accuracy in doing different types of sorts and producing various types of postal documents. Presort software sorts your mailing list according to all of the rules and regulations of the post office and produces, among other things, the barcoded mailing labels, barcoded tray and sack tags, Qualification Reports, Postage Statements, and Setup Reports.

BM-Win Plus has been PAVE Certified GOLD by the post office meaning that it has passed an extra battery of tests over and above the standard PAVE tests. The PAVE certification means that the post office has tested the software for a variety of sorts and documentation.

The Post Office conducts PAVE Certification tests every year. Cycle S, which is the cycle for 2018-2020, is the most recent.

BM-Win Plus 16 was tested during PAVE Cycle S for and certified accurate for:

FIRST CLASS AUTO LETTERS & POST CARDS
FIRST CLASS NON-AUTO LETTERS
FIRST CLASS NON-AUTO MACHINABLE LETTERS
FIRST CLASS NON-AUTO NON-MACHINABLE LETTERS
FIRST CLASS AUTO FLATS
FIRST CLASS NON-AUTO FLATS
FIRST CLASS NON-AUTO PARCELS

STANDARD MAIL AUTO LETTERS
STANDARD MAIL AUTO ENHANCED CARRIER ROUTE LETTERS
STANDARD MAIL NON-AUTO LETTERS
STANDARD MAIL NON-AUTO ENHANCED CARRIER ROUTE LETTERS
STANDARD MAIL NON-AUTO MACHINABLE LETTERS
STANDARD MAIL NON-AUTO NON-MACHINABLE LETTERS
STANDARD MAIL AUTOMATION FLATS
STANDARD MAIL NON-AUTO FLATS
STANDARD MAIL NON-AUTO ENHANCED CARRIER ROUTE FLATS
STANDARD MAIL NOT-FLAT-MACHINABLE PIECES < 6 oz.

DESTINATION RATES (SCF,BMC, & DDU)
5-DIGIT SCHEME TRAYS
3 -DIGIT SCHEME BUNDLES
EMM TRAYS

eLOT SEQUENCING
WALK SEQUENCING
ENHANCED CARRIER ROUTE SATURATION
ENHANCED CARRIER ROUTE HIGH DENSITY
ECR DIRECT CONTAINERS
ECR 5-DIGIT CONTAINERS
ECR 3-DIGIT CONTAINERS

USPS QUAL REPORT
JOB SET UP/PARAMETER REPORT
BARCODED TRAY & SACK TAGS
INTELLIGENT MAIL BARCODED TRAY & SACK TAGS
OPTIONAL ENDORSEMENT LINE
ADDITIONAL USER DOCUMENTATION

CASS stands for Coding Accuracy Support System.

CASS certified software cleans up, corrects, and standardizes a mailing list. It will add missing ZIP+4 zipcodes, Carrier Route codes, Delivery Point Numbers, Line of Travel information as well as correct any invalid address, city, state, or zipcode information. It will also put the address into the post office recommend standard format such as using the two letter abbreviation for state names. CASS software has nothing to do with sorting a mailing list or printing the mailing labels. That is done by PAVE certified software.

To give customers the widest choices BM-Win Plus does not come pre-bundled with CASS software. It does, however, offer CASS processing via NCOAsource which works with BM-Win Plus to form a complete Bulk Mail Package for those who want or need to functionality of a CASS processing. If you need to have your mailing list CASS certified, you can do that through BM-Win Plus via NCOAsource.


Question: Does my mailing list have to be CASS processed?

Answer: No. Your mailing list does not have to be CASS processed if you are doing a non-automation compatible mailing.

Automation Compatible mailing rates are, however, as much as 6 cents per piece less than non-automation rates and do require that your mailing list be run through CASS processing such as NCOAsource.

For non-automation compatible mailings you must still make an effort to verify the accuracy of the zipcodes in your mailing list. You may use one of several methods to do this.

  • You can CASS process your mailing list via NCOAsource..

  • Manually verify the ZIP Codes using the most recent edition of Publication 65, National Five-Digit ZIP Code and Post Office Directory.

  • Survey the addressees on your mailing list to inquire about any address or ZIP Code changes.

  • Use the manual list correction service available from the Post Office (DMM A910).

  • Use a service bureau or address matching service provider to verify ZIP Code information.

  • Use an electronic lookup service such as the one on the Postal Service Internet home page. ZIP Code lookup is in the free access portion of the Post Office's RIBBS WEB site at https://tools.usps.com/go/ZipLookupAction_input


Question: If I'm doing Automation Compatible mailings, how often do I need to get my mailing list validated by CASS software?

Answer: For Automation compatible mailings you must have had your mailing list CASS processed within 6 months of mailing. If you are doing a Carrier Route sort, your mailing list must have been validated by CASS software within 3 months of mailing. The CASS software will produce a Form 3553 which you must deliver with your mailing as proof of timely CASS validation.

Once a mailing list has been run through the CASS software a 3553 CASS Report is printed. The 3553 report must be presented to the Post Office at the time that you deliver your mailing. This report continues to be valid for future mailings for three months if doing Carrier Route sorting or six months for other bulk mail sorting.


Question: What are entry discounts DSCF, DBMC, and DDU and how can I get these discounts?

Answer: You will normally drop off your bulk mail to the Post Office where you registered when you obtained your bulk mail permit. A Post Office can be either a Destination Delivery Unit (DDU) serving one 5-digit zipcode, a Sectional Center Facility (SCF) serving one or more 3-digit zipcode areas, or a Bulk Mail Center (BMC) serving many 3-digit zipcode areas.

If the Post Office of Entry where you drop off your mailing is either an SCF or BMC, the mail pieces that go to the 3-digit zipcode(s) served by that facility may qualify for an entry discount. If the Post Office where you are dropping off you mailing is a DDU and you have Carrier Route trays for the 5-digit zipcode served by that DDU, then, in a few cases, you may qualify for an entry discount. DDU entry discounts for most types of mail, however, are not available.

For more information see the Post Offices' Pub. 49.
Click here to download Publication 49 Pub. 49 Preparing Standard Mail (A) (2889KB)


Question: What are the different types of trays and sacks that a mailing must go into, which one(s) do I need, and where do I get them?

Answer: Letter sized mail normally goes into, what the Post Office calls, a one-foot or two-foot MM trays. If your letter is oversized (greater than 10" wide or greater than 4 5/8" high), then these letters will go into EMM trays.

Large non-letter sized pieces, such as 81/2" X 11" envelopes, are referred to as flats. Standard (A) flats go into white canvas or plastic Sacks and First Class flats go into Flat Trays, also called First Class Flat Tubs.

You can pick any of these up at the Post Office where you will be dropping off your mailing along with any other supplies that you may need to package your mailing such as rubber bands, tray sleeves, etc.

If you want to know exactly how many and what type of trays or sacks you will need for your mailing, do the sort of your mailing list and then print out the Postage Statement which will have the quantity and type of trays or sacks needed for the mailing. You can then pick these up from the Post Office before printing your labels and packaging your mailing.

For more information see the Post Offices' Pub. 49. Click here to download Publication 49 Pub. 49 Preparing Standard Mail (A) (2889KB)


Question: Where can I find out what all of these Postal terms and abbreviations mean?

Answer: Postal Publication 32 is a Glossary of Postal Terms. To download this publication click here Pub. 32 Glossary of Postal Terms (682KB)

The Post office also has an interactive WEB site where you can lookup Postal terms and abbreviations at http://www.usps.gov/cpim/ftp/pubs/32html/welcome.htm


Question: Does the Post Office offer any classes about bulk mailing?

Answer: In many large cities there are Postal Business Centers which offer free classes on bulk mail as well as free Postal publications and other services. Even using automated software such as BM-Win Plus it is a good idea to get a working knowledge of the details of how a bulk mailing is prepared and packaged before doing your first mailing. To find the Postal Business Center nearest you go to http://www.usps.gov/ncsc/locators/find-pbc.html


Question: Are there any publications that would help me prepare a bulk mailing?

Answer: The Post Office offers many free publications that can help you in preparing a bulk mailing. These publications can be obtained from the Post Office where you obtained your bulk mail permit, your local Postal Business Center, or on-line.

Especially helpful are:

Pub. 25 Designing Business Letter Mail (1230KB)
Pub. 28 Postal Addressing Standards (821KB)
Pub. 49 Preparing Standard Mail (A) (2889KB)
Pub. 63 Designing Flat Mail (246KB) and the

Quick Service Guide among others.

To find the Postal Business Center nearest you go to http://www.usps.gov/ncsc/locators/find-pbc.html

To download the Postal publications on-line, except for the Quick service Guide, go to http://www.usps.gov/cpim/buspubs.htm

To download the Quick Service Guide on-line go to Quick Service Guide (by chapter)


Question: Are there any rules about how I layout my address label?

Answer: Yes, especially for automation compatible mail. Postal Publication 28 "Postal Addressing Standards" gives a complete explanation. This publication can be obtained from your local Postal Business Center or downloaded on-line.

To find the Postal Business Center nearest you go to http://www.usps.gov/ncsc/locators/find-pbc.html

To download Pub. 28 on-line click here Pub. 28 Postal Addressing Standards (821KB)


Question: Does the Post Office offer any way for me to check the zipcodes in my mailing list?

Answer: Yes, the Post Office has two on-line zipcode lookup services.

ZIP+4 Code Look-Up Engine Click here to locate a ZIP+4 code for your address.

City/State/ZIP Code Associations Click here to associate ZIP Codes with city/state names.


Question: Where do I get the trays, sacks, rubber bands, and any other materials that I need to prepare a mailing?

Answer: The Post Office where you will be delivering your mailing has all of the supplies that you will need. If you don't want to guess at what size and how many trays or sacks that you may need for a mailing, use BM-Win Plus to do a sort and then print out the Postage Statement. It will have the sizes and quantities of trays or sacks that you will be required. Pick everything up at the Post Office and bring it back with to to prepare your mailing. Don't forget the rubber bands, tray lids or sleeves, and straps.


Question: What is eLOT and when would I need to use it?

Answer: eLOT stands for enhanced Line of Travel. eLOT data is only used when doing Non-Automation ECR Basic Carrier Route sorting.

Non-Auto ECR Basic Carrier Route mail can be for either Letter or Non-Letter (Flat) sized pieces and is sorted not only by the Carrier Route number but also by the eLOT number which puts the mail more or less into the same order that the Postal Carrier travels when delivering the mail.

Since CASS processing is usually done to get the cheaper Auto rates, most people don't need to use the eLOT database. It is useful, however, if you have Flat sized pieces and you want to do Carrier Route sorting.


Question: What is DPV, LACSLink, and SuiteLink?

Answer: DPV stands for Delivery Point Validation. This is a method by which a specific address is validated. In the general CASS processing an address is considered valid as long as it falls within the range of addresses listed in the CASS database.For instance, the CASS database may give the range of valid addresses for Main Street in zipcode 77002 as being from 1000 to 1090. If you have an address in your mailing list of 1020 Main Street 77002, then the general CASS processing will consider this a valid address and assign it a Delivery Point Number even though there is a possibility that no such address really exists. DPV will double check that Delivery Point Number against another database to verify that 1020 Main Street 77002 is actually a valid address. If so, the CASS matching stands. If not, the address is not considered a CASS match and ZpClean Plus will return a code to let you know why the address was not matched.

LACS stands for Locatable Address Conversion System. LACS enables business mailers to update their rural-style addresses electronically with new, locatable city-style addresses in areas that are experiencing 911 emergency response address conversions. Other types of conversions happen when local municipalities make changes to the addressing schemes or the Postal Service renumbers Post Office boxes.

SuiteLink is a Post Office database containing business address information specifically identified as high rise default records. A "High Rise Default" addresses is a street address for a company in a high rise office building without the secondary suite number. For instance "1030 Main" could be the street address of the Shell Office Tower building. If you had an address for "The Offshore Drilling Company" at "1030 Main", that address would be valid as the default high rise address but it is missing the suite number.

CASS processing has the capability of appending the secondary number or suite number to a business address providing the input address is determined to be missing a secondary number.


Still Have Questions? Feedback / Tech. Support

Questions about BM-Win Plus Software:

Question: BM-Win Plus is only $159.00 and other PAVE software can be over $2000.00! Why the difference?

Answer: There are several reasons. The main reason is that we have chosen to keep the price low so that companies with small mailing lists can better afford to do bulk mailings. Even though BM-Win Plus can handle a mailing list of 1 billion addresses that is not our target customer. The expensive PAVE software targets large companies as potential users and, consequently, usually offer sorting functions such as Pallet Load Sorting, Newspapers, Periodicals, Standard(B) Class Parcel Post, etc. required by large companies. For the vast majority of bulk mail customers this is overkill and there is no need to be paying for something that you will not be using.

Another factor is that the expensive PAVE software comes pre-bundled with a year's subscription of CASS software. We have chosen not to pre-bundle BM-Win Plus with CASS software. By not bundling CASS processing as a yearly subscription the user only pays for what they need, when they need it and at the best possible price.


Question: Can I trust that BM-Win Plus will sort my mailing list accurately

Answer: Yes. BM-Win Plus has been tested extensively by the Post Office's PAVE department for accuracy. PAVE stands for Presort Accuracy Validation and Evaluation.

BM-Win Plus has been PAVE Certified GOLD by the post office meaning that it has passed an extra battery of tests over and above the standard PAVE tests. The PAVE certification means that the post office has tested the software for a variety of sorts and documentation.

The Post Office conducts PAVE Certification tests every year. Cycle S, which is the cycle for 2018-2020, is the most recent.

BM-Win Plus 16 was tested during PAVE Cycle S for and certified accurate for:

FIRST CLASS AUTO LETTERS & POST CARDS
FIRST CLASS NON-AUTO LETTERS
FIRST CLASS NON-AUTO MACHINABLE LETTERS
FIRST CLASS NON-AUTO NON-MACHINABLE LETTERS
FIRST CLASS AUTO FLATS
FIRST CLASS NON-AUTO FLATS
FIRST CLASS NON-AUTO PARCELS

STANDARD MAIL AUTO LETTERS
STANDARD MAIL AUTO ENHANCED CARRIER ROUTE LETTERS
STANDARD MAIL NON-AUTO LETTERS
STANDARD MAIL NON-AUTO ENHANCED CARRIER ROUTE LETTERS
STANDARD MAIL NON-AUTO MACHINABLE LETTERS
STANDARD MAIL NON-AUTO NON-MACHINABLE LETTERS
STANDARD MAIL AUTOMATION FLATS
STANDARD MAIL NON-AUTO FLATS
STANDARD MAIL NOT-FLAT-MACHINABLE PIECES < 6 oz.
STANDARD MAIL NON-AUTO ENHANCED CARRIER ROUTE FLATS

DESTINATION RATES (SCF,BMC, & DDU)
5-DIGIT SCHEME TRAYS
3 -DIGIT SCHEME BUNDLES
EMM TRAYS

WALK SEQUENCING
eLOT SEQUENCING
ENHANCED CARRIER ROUTE SATURATION
ENHANCED CARRIER ROUTE HIGH DENSITY
ECR DIRECT CONTAINERS
ECR 5-DIGIT CONTAINERS
ECR 3-DIGIT CONTAINERS

USPS QUAL REPORT
JOB SET UP/PARAMETER REPORT
BARCODED TRAY & SACK TAGS
INTELLIGENT MAIL BARCODED TRAY & SACK TAGS
OPTIONAL ENDORSEMENT LINE
ADDITIONAL USER DOCUMENTATION


Question: What does it mean that BM-Win Plus is PAVE Certified Gold?

Answer: PAVE stands for Presort Accuracy Validation and Evaluation. To be PAVE Certified means that BM-Win Plus was tested for and passed a variety of tests by the Post Office. BM-Win Plus not only passed those tests but has been PAVE Certified GOLD meaning that it has passed an extra battery of tests over and above the standard PAVE tests. (See above for the various sorts, functions, and documents that BM-Win Plus was tested and certified for.)


Question: Does BM-Win Plus have everything that I need to do a bulk mailing?

Answer: Yes and No.

If you are doing Non-Automation mailings, BM-Win Plus has and does everything that you will need including printing barcoded mailing labels, barcoded tray tags, Postage statements, Qualification reports, and much, much more.

If, however, you want to do Automation Compatible mailings, you will need to have your mailing list CASS processed via NCOAsource from within BM-Win Plus. We have chosen to keep BM-Win Plus independent of the CASS function allowing the user to pay for CASS processing only if and when he or she needs it. In this way the user only pays for what they need, when they need it, and at the best possible price.


Question: Will BM-Win Plus CASS process my mailing list?

Answer: BM-Win Plus does not come pre-bundled with CASS software. We have chosen to keep BM-Win Plus independent of the CASS function allowing the user to pay for CASS certification only if and when he or she needs it. In this way the user only pays for what they need and when they need it, and at the best possible price. If you need CASS service you can CASS process your mailing list(s) via NCOAsource to have them eligible for Automation discounts.


Question: Can BM-Win Plus use my ACT! or Goldmine file do to a bulk mailing?

Answer: Yes. BM-Win Plus uses the dbf type file format internally which is the same format used by Goldmine, ACT!, dBase, FoxPro, and some others. Just select your ACT! or Goldmine file in BM-Win Plus and you are ready to begin. The latest versions of ACT! no longer use the dbf file format but they can export out to other file types that BMW can then import from.

For mailing lists in other formats such as Access, Excel, CSV, ASCII text, etc. BM-Win Plus has functions to Import these mailing lists into a dbf file format which can then be used for preparing the bulk mailing.


Question: What types of mailing list files can BM-Win Plus use?

Answer: BM-Win Plus uses the dbf type file format internally which is the same format used by ACT!, Goldmine, dBase, FoxPro, and some others. If you have a mailing list in this format, just select the file in BM-Win Plus and you are ready to begin.

For mailing lists in MS Access BM-Win Plus has an Auto Import feature that reads the Access table and automatically Imports it into a dbf formatted file which can then be used.

For mailing lists in other formats such as CSV, ASCII text files delimited or fixed length, MS Excel, Lotus 1-2-3, Paradox, Rapid File, and MultiPlan BM-Win Plus has an Import Wizard to Import these mailing lists into a dbf file format which can then be used for preparing the bulk mailing.

If you have a mailing list in a file format other than the types listed above, almost all software can Export a file into one of these file types. If you need to Export your mailing list using your software, choose file type dBaseIII as your first choice, if it exists. If not, choose CSV or ASCII Delimited Text as your second choice or one of the others after that.


Question: I have a mailing list of almost 1 billion names; is that too big for BM-Win Plus?

Answer: Believe it or not that's no problem. BM-Win Plus can handle mailing lists with up to one billion records. That's one Billion with a "B". That's one of the reasons that BM-Win Plus is used by, not only offices of the U.S. military, but also offices in federal, state, and city governments as well as "Mom and Pop" shops across the country.


Question: What printers can BM-Win Plus use?

Answer: BM-Win Plus does all of it's printing functions through Windows. If your printer is setup in Windows, then BM-Win Plus can use it for all of it's printing needs.


Question: Will BM-Win Plus let me print directly on an envelope or post card instead of a mailing label?

Answer: Yes. Although BM-Win Plus always refers to "Label Design" it means anything that you will be printing your address block to. BM-Win Plus comes with the standard #10 envelope and several post card sizes already setup and ready for you to layout your address block. You can, however, setup whatever envelope or postcard size you want by selecting the "Custom" button in the Label Designer window.

BM-Win Plus can also Export your mailing list in sorted order so that you may use some other software to print your labels, envelops, or post cards. You could use the Exported in Sorted Order file to print a Mail Merge document using your word processor, for instance.


Question: I want to use my word processor's Mail Merge capabilities to print the mail piece. Can I print the mail piece and labels in sorted order outside of BM-Win Plus using my word processor or other software?

Answer: Yes. After sorting your mailing list BM-Win Plus can Export your mailing list in sorted order so that you may use some other software to print your labels, envelops, or post cards. You could then use the Exported in Sorted Order file to print a Mail Merge document using your word processor.


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Date last modified: 02/12/2021

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