The United State Postal Service (USPS) processes all regular mail in the United States. The unofficial motto of the postal service reads, “Neither snow, nor rain, nor heat, nor gloom of night stays these couriers from the swift completion of their appointed rounds.” Mail that meets the postal regulations will, according to this creed, reach its destination barring the obstacle of a natural disaster. However, an envelopes industry overview reveals mail that fails to meet the USPS regulations will most definitely fail to reach its destination.

The USPS classifies printed envelopes and other mail pieces into three categories based upon shape and preparation. Each classification determines how efficient it is to process those envelopes within that category. The categories are as follows:

1. Machinable pieces of mail, such as perforated envelopes used for bank statements, are thin and have accurate addressing.

2. Postal workers must sort nonmachinable pieces of mail, such as unique business envelopes containing a pen or other bulky items, by hand.

3. Return business envelopes, and others with the correct delivery point barcode printed under the address, qualify for the automation category and cheaper postal rates.

Action Steps
The best contacts and resources to help you get it done

Use business envelopes that are machinable or qualify for automation

Machinable envelopes must be rectangular in shape and a minimum of 5 inches long, 3.5 inches high and 0.007 of an inch thick. Maximum dimensions for customized envelopes are 11.5 inches long, 6.125 inches high and 0.25 of an inch thick. These envelopes cannot exceed a weight of 3.3 ounces. If your envelopes meet these standards, then they are eligible for presort rates. Automation envelopes, which are machinable and have a delivery barcode, have even cheaper rates because it takes even less effort for the post office to sort them.

I recommend: Purchase the Postnet font from Postage Saver for your word processing program for DIY implementation of the appropriate automation delivery barcode on your envelopes. Programs like Corel’s WordPerfect give the option to insert the delivery barcode when using the envelope function.

Plan for extra charges when your mailing envelopes are nonmachinable

Envelopes that fall under the nonmachinable category are subject to an additional charge by the postal service. Nonmachinable mail contains items such as pens, buttons or coins that cause the envelope dimensions to be uneven. These envelopes weigh more than 3.3 ounces, have a plastic material enclosure and close with the use of clasps or stings (such as manila envelopes), among other criteria.

I recommend: The USPS provides further detailed information on the requirements for your envelopes to meet any of the three mail classifications. Clearbags offers clear envelopes so that potential clients can see the contents, which the USPS has approved as nonmachinable mailers.

Find envelope manufacturers that provide products that meet USPS requirements

Most envelope suppliers and manufacturers provide all possible options for your envelope needs. Stick with size 10 envelopes, which generally meet machinable requirements, for all of your regular mailing needs, such as invoices and letters. This will help save your business money on postage.

I recommend: Visit Action Envelope to shop for envelopes by use so you will find the right envelope for your mailing needs. Jam Paper & Envelope also provides a large variety of envelopes to choose from, in all sizes and colors.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  The tear portion of perforated envelopes must not eliminate or interfere with the address, postage or coding systems or compromise the integrity of the mailing envelope. If you choose to use perforated envelopes, the recommendation is to use those that tear open on the shorter sides of the envelope and print the mailing and return addresses opposite the perforated edge.

Every day you open them and then throw them away because they've served their purpose. But just because most envelopes end up in the trash, don't discount their function or value. The right envelope can make a statement about your business or can hold a statement. But no single type of envelope can do everything.

All businesses need a variety on hand at any given time to send:

1. Correspondence to clients and prospects.
2. Statements and invoices to customers.
3. Product or service information about your company.
4. Items that won't fit in a standard-sized envelope.

Action Steps
The best contacts and resources to help you get it done

Window envelopes

Companies that send out statements or invoices each month benefit from window envelopes, which cut down on labeling and processing.

I recommend: Single window envelopes allow you to imprint your company logo and address in the upper left-hand corner and let the addressee show through the window, whereas double window envelopes show both the return address and addressee through windows. Envelopes Direct offers multiple choices of imprinted #9 and #10 sized envelopes with self-sealing and tinting features.

Security envelopes

Window envelopes can be an instant giveaway that a check is enclosed. To safeguard transactions, opt for no-window security lined envelopes.

I recommend: Order a sample from NEBS, which offers custom imprinted security lined envelopes.

Letterhead envelopes

Your envelope is like a calling card for your business, and it needs to reinforce your brand and your image. For everyday business correspondence, your envelopes should match your letterhead stationery.

I recommend: Get four-color letterhead and imprinted envelopes at Liquid-Print, which allows you to either create your own design and upload it to their site or get help from their graphic design department.

Shipping envelopes and specialty mailers

When you send out catalogs, sales materials or small merchandise, custom-imprinted shipping envelopes are essential.

I recommend: Choose from bubble envelopes, corrugated, plastic or paperboard mailers at actionenvelope.com then choose your printing options. Uline – a shipping supplies specialist -- carries a vast assortment of envelopes and mailers.Options include padded mailers, rigid mailers, presentation envelopes, glamour mailers, corrugated mailers and vinyl envelopes, among others.

Blank envelopes

Some correspondence doesn't require the extra expense of imprinting your logo.

I recommend: Have a healthy supply of envelopes in a variety of sizes on hand by shopping the multiple options at Quality Park.

Envelope design

Designing envelopes requires knowing how they are printed and constructed before you send artwork to the printer especially if you want the artwork to bleed to the edge of the envelope.

I recommend: Learn the construction and terminology of an envelope along with postal requirements before you print your envelopes. Outsource the design of your company letterhead and envelopes at thelogofactory.com.

Customize your own envelopes online

Pitney Bowes, the postage meter company, has created a custom envelope design center that's a great option if you are already a PB customer

I recommend: Visit the Pitney Bowes Envelope Design Center.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Avoid dark colored paper or busy designs on the front of your envelope. Remember that the post office machines automatically read address and postmark information and if the machines can't pick it up, the mailing process can be slowed down.
• •  The return address should never go beneath the top third of an envelope.
• •  The bottom right hand corner (4 3/4 inches wide by 5/8 inch high) of an envelope needs to be free space for barcode readers to be able to read them.
• •  When sending bills to customers, always include a return address envelope or a window envelope that fits the remittance slip. This will ensure your address is correct and you receive payment in a timely manner.

The use of envelopes for mailing purposes is no new idea. However, innovation and diversity allow for the distribution of envelopes designed to meet your specific mailing needs with a creative twist that will catch your clients’ eye. Envelopes not only come in all sizes but every color imaginable.

The selection may seem unending, but as soon as you establish what styles and dimensions will accommodate your needs, then it’s only a matter of finding the best deal. When considering what types of envelopes to purchase, note the following:

1. There are unique business envelopes available for every unique mailing need.

2. You can obtain printed envelopes with your business logo to maintain consistency in all of your marketing products.

3. Many envelope suppliers offer a vast array of envelope selections, which allows you to find the right supplier for your needs and stick with the same company.

Action Steps
The best contacts and resources to help you get it done

Acquire business envelopes that meet your specific mailing needs

Envelopes basics reveals that the most widely used envelope is the size 10, which is generally blank, and meets United States Postal Service (USPS) required dimensions. Branching out from that are items such as specialty window envelopes, which have a window available for the sending address and are most useful for invoices. Perforated envelopes, which open by tearing at perforated sides, are most useful when dealing with confidential information, so that recipients know if someone else accessed the contents. These are only a few of the possibilities available.

I recommend: Visit Nationwide Envelope Company for a selection of specialty window envelopes with window sizes to fit most software programs. Action Envelope offers remittance envelopes, among many other styles, for catalog ordering and remittance needs.

Use customized mailing envelopes for business recognition

You can also obtain envelopes, in practically any size and color, with your business information preprinted for a faster process. Most businesses purchase customized envelopes with their logo and return address printed on them.

I recommend: PrintingYouCanTrust.com offers free electronic proofs with all printed business envelopes orders to make sure that your envelopes look exactly the way you want them to look. VistaPrint allows you to use a design template and upload your own design, or it will design an envelope for you based upon your needs.

Locate envelope manufacturers for one-stop shopping

Most envelope suppliers and manufacturers provide a vast selection of sizes and colors. Therefore, once you find a distributor that you trust and that has reasonable prices and strong customer service, you can generally continue to reorder envelopes as your need arises with very little trouble. Most Internet suppliers sell in bulk, and buying in bulk is usually the way to go to save the most money.

I recommend: Purchase business envelopes from 123Print. Other available suppliers include EnvelopesDirect.com and Office Express.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  To save money on shipping costs, be sure that the contents of your business envelopes meet USPS regulations for their machinable or automation processes. Generally, that means a weight of no more than 3.3 ounces and dimensions between 5 and 11.5 inches long, 3.5 and 6.125 inches high, and 0.007 and 0.25 of an inch thick.

Envelopes come in a variety of shapes and sizes to fit a plethora of unique needs. Various colors are offered, and the materials used to create specific envelopes vary as well.

From specialty envelopes like baronial envelopes, remittance envelopes and recycled envelopes to standard, general use and postal-regulated envelopes, learn important envelope key terms to gain a firm grasp on the different styles and types of envelopes available for your business needs.

Action Steps
The best contacts and resources to help you get it done

Baronial envelopes

Baronial envelopes are formal envelopes that can be lined on the inside for aesthetic appeal. Baronial envelopes are generally the style of envelope popular for invitations and other more formal correspondence. A pointed flap is characteristic of baronial envelopes and the envelopes generally come in plain colors like white or cream.

I recommend: Learn more about baronial envelopes and other styles of envelopes at envelopeconverting.com.

Remittance envelopes

Remittance envelopes are used by organizations such as schools, churches or charities and offer a large surface area to print order-form type information. A large flap is used to both seal the envelope securely and to cover sensitive order form information.

I recommend: Learn more about the uses of remittance envelopes and view remittance envelope styles at jforms.com.

USPO envelope regulations

The United States Post Office has strict guidelines for envelope size and thickness. The length of a postal-regulated envelope must be at least 5 inches and no longer than 11.5 inches. The height of the envelope needs to be between 3.5 inches and 6.125 inches, while the envelope must be between .007 inches and .25 inches.

I recommend: The USPO offers more extensive information on envelope regulations and guidelines.

Security envelopes or tinted envelopes

Security envelopes are envelopes used to protect the information inside the envelope from being seen. Also referred to as 'tinted envelopes,' security envelopes have an inner portion covered in a dense pattern that conceals the contents of the envelope from the outside. These envelopes are great for sensitive documents, checks or personal information.

I recommend: PrintingYouCanTrust.com offers further information on types and styles of security envelopes.

Invoice double window envelopes

Invoice double window envelopes are designed with clear windows on the front of the envelope that allow addresses printed on the contents of the envelope to show through. Many invoice double window envelopes are compatible with accounting and billing software for ease of use and are tinted on the inside of the envelope for added security.

I recommend: Printo Graphics offers information on invoice double window envelopes and other types of envelopes.

Recycled envelopes

Recycled envelopes are envelopes and mailers made from recycled, reusable materials. There are different percentages of recycled material used within environmentally-friendly envelope products.

I recommend: Action Envelope offers information on recycled envelopes and shows types of eco-friendly envelopes with the percentage of recycled materials used in each type.