An EDDM mailing can only be accepted if it meets USPS standards for size, weight, shape, indicia, address placement and route coverage, quantity bundling forms content delivery as well as drop-off. In this blog you will get actionable tips to meet these acceptance rules for mailing.
Rule 1: The Finished Piece Must Qualify as a Flat
EDDM Retail pieces are entered as flat-size USPS Marketing Mail. The finished piece must be at least 5 inches long, 3.5 inches high, and 0.007 inch thick.
It must also exceed at least one of these limits:
- More than 10.5 inches long
- More than 6.125 inches high
- More than 0.25 inch thick
The maximum dimensions are:
- 15 inches long
- 12 inches high
- 0.75 inch thick
USPS treats the longer side as length, while the shorter side as height; thus a 6-by-9-inch card typically does not meet this qualification criteria while one that exceeds 6.125 inches on either of its shorter sides may qualify.
As part of postcard mailing preparation, when measuring finished dimensions it’s better to utilize an EDDM postcard size that shows how these can affect production and postage costs.
Rule 2: Each Piece Must Weigh 3.3 Ounces or Less
The maximum weight is 3.3 ounces per piece. Weigh a finished sample after trimming, folding, coating, and adding approved attachments.
A digital proof cannot confirm weight. Weigh a finished print mailing sample before production.
Changing the bundle count cannot correct an overweight piece. If one finished piece exceeds 3.3 ounces, the format or materials must be changed.
Rule 3: The Piece Must Meet Flat-Mail Shape Standards
The piece should be rectangular, uniform, and secure during handling. Loose panels, rigid boards, bulky objects, or uneven contents may move it into another mail category.
Folds should remain closed during postal processing. Ask qualified mail services to review unusual folds or attachments before printing.
Foam board, mounted signs, rigid cards, boxes, and three-dimensional promotional items do not qualify as standard EDDM Retail flats.
Rule 4: Every Piece Needs the Approved EDDM Retail Indicia
The indicia is the postage mark that replaces a stamp or meter mark. It must appear above and to the right of the simplified address, use approved wording, and remain clear of artwork.
Do not redesign the indicia, shorten its wording, or substitute a regular permit imprint for an EDDM Retail order.
A USPS direct mail piece may meet all physical requirements and still be refused because the indicia is missing, unreadable, or incorrect.
The USPS EDDM postcard requirements provides additional checks for the postal panel, address area, and finished format.
Rule 5: The Simplified Address Must Match the Delivery Type
EDDM uses a simplified address instead of individual names and street addresses.
“Postal Customer” applies when distribution covers all active residential and business deliveries on a route. “Local Postal Customer” is also accepted because the word “Local” is optional.
USPS also recognizes wording such as:
- Residential Customer
- Business Customer
- PO Boxholder
The wording must match the selected delivery group. Do not replace an approved address with phrases such as “Neighborhood Homeowner,” “Local Voter,” or “Current Resident” without confirming that the complete address format is acceptable.
The simplified address and indicia should remain together on a clearly defined postal side so the direct mail piece can be reviewed quickly.
Rule 6: Every Selected Route Must Be Covered
EDDM is a saturation service. Once a carrier route is selected, the order must contain enough pieces for all eligible delivery points shown for that route.
A business cannot select a route and remove individual homes. Use targeted direct mailing when specific households must be included or excluded.
Use the EDDM route planning map for current counts. Keep office samples and production spoilage outside the required postal quantity.
If a route requires 487 pieces and only 480 acceptable pieces remain, the route is short. The missing pieces should be replaced before the order is taken to USPS.
Accurate route counts are a basic USPS mailing requirement, not an optional planning estimate.
Rule 7: EDDM Retail Quantity Limits Must Be Followed
An EDDM Retail order generally requires at least 200 pieces or 50 pounds of mail.
The retail maximum is 5,000 pieces per day for each five-digit ZIP Code.
A limited exception may apply when the entire selected ZIP Code contains fewer than 200 deliverable addresses. That exception should be confirmed through the current USPS order process.
Campaigns above the retail limit normally require Business Mail Entry Unit processing and permit-based bulk mailing procedures.
The EDDM service explains how design, printing, route preparation, bundling, and postal entry can be coordinated for larger campaigns.
Rule 8: Pieces Must Be Bundled by Route
EDDM Retail pieces must be separated by carrier route or Post Office Box section.
Each bundle must contain 50 to 100 pieces. USPS also instructs mailers to keep bundles no more than 6 inches high.
Each bundle should:
- Contain pieces for only one route
- Keep all pieces facing the same direction
- Remain securely strapped
- Have the correct facing slip on top
- Show the actual number of pieces in the stack
Never mix the end of one route with the beginning of another route simply to create a complete stack of 100.
Professional mailing services should recount pieces after bundling to catch shortages, duplicate stacks, and incorrect route labels.
Rule 9: Every Bundle Needs a Correct Facing Slip
A facing slip identifies the carrier route and the number of pieces inside the bundle.
Place the facing slip on top of the bundle under the straps. Write the actual piece count on the slip.
For multiple bundles, number them clearly, such as “1 of 6” and “2 of 6.”
Do not reuse old facing slips. The ZIP Code, carrier route, delivery unit, campaign date, and quantity must match the active order.
A missing or inaccurate slip can delay acceptance or cause the bundle to be sent to the wrong delivery unit.
Rule 10: Current USPS Forms Must Match the Physical Order
The EDDM Online Tool generates the route documents, facing slips, and retail postage statements.
USPS PostalPro identifies the online retail statement as PS Form 3587-B. Business Mail Entry Unit orders may require PS Form 3602 and other documents.
Use current forms and compare the paperwork total with the physical total. The route list, facing slips, payment record, and sample must match the same bulk mailing order.
Reliable USPS mailing preparation depends on current paperwork. Changing the date on an old form does not update the route counts, quantities, or entry information.
Rule 11: The Order Must Go to the Assigned USPS Location
EDDM Retail mail must be presented at the Post Office or destination delivery unit serving the selected routes.
The nearest Post Office is not automatically the correct location.
The order confirmation identifies the assigned drop-off point. Campaigns covering several ZIP Codes may require more than one entry location.
Mail services should keep the forms and bundles grouped by delivery unit. USPS direct mail presented at the wrong location may be refused or redirected.
Rule 12: The Contents Must Be Eligible for Marketing Mail
EDDM Retail is intended for advertising and general informational material.
It is not suitable for:
- Bills
- Account statements
- Confidential customer information
- Personal handwritten correspondence
- Invoices requiring First-Class Mail
- Material that must receive a guaranteed delivery service
Personalized content tied to names, account balances, or private customer data requires another mail class or an addressed service. For selected households, targeted bulk mailing services may be more appropriate.
What USPS Checks at the Postal Counter?
The postal employee may inspect:
- The finished dimensions
- The shape and flexibility
- The weight of a sample piece
- The approved indicia
- The simplified address
- The route and ZIP Code documentation
- The total quantity
- The pieces inside each bundle
- The facing slips
- The postage statement
- The payment information
- The assigned entry location
These checks should happen before the print mailing begins. Mail marketing cannot correct an ineligible piece at the postal counter.
Final USPS Acceptance Checklist
Before submitting the order, verify:
- The trimmed piece meets the minimum flat dimensions
- No dimension exceeds the maximum
- The finished piece weighs 3.3 ounces or less
- The shape qualifies for flat-mail processing
- The approved indicia is correctly placed
- The simplified address matches the route type
- Every selected route has enough pieces
- The retail quantity remains within the daily limit
- Each bundle contains 50 to 100 pieces
- Each bundle has an accurate facing slip
- The current forms match the physical order
- The mail will be entered at the assigned location
- The contents qualify for marketing mail
Keep postcard marketing decisions separate from postal compliance. The offer, QR code, phone number, and response method matter only after USPS accepts the piece.
For local mail marketing, allow enough time for printing, entry, postal processing, and delivery. USPS Marketing Mail does not guarantee an exact in-home date.
Frequently Asked Questions
Is a 6-by-9-inch piece allowed for EDDM?
Most products don’t exceed 10.5 inches in length, 6.125 inches in height or 0.25 inch thickness – even 6.25-by-9 inch pieces can qualify if all other criteria have been fulfilled.
Can some homes be excluded from a selected route?
No. EDDM requires complete coverage of eligible delivery points on the selected route. Use direct mailing with an address list when individual homes must be included or excluded.
Does every EDDM bundle need a facing slip?
Yes. Every bundle requires the correct facing slip on top and the actual number of pieces written on it.
Can one EDDM Retail order contain more than 5,000 pieces?
Retail limits per five-digit ZIP Code per day for each five-digit mailing permit are set. Larger campaigns often necessitate the use of a Business Mail Entry Unit and mailing permit in addition to appropriate forms.
Does USPS guarantee an EDDM delivery date?
No. Build flexibility into postcard marketing offers and postcard mailing schedules because delivery is not guaranteed for a specific date.
Conclusion
The USPS rules for EDDM mailing are measurable. The piece must qualify as a flat, remain under 3.3 ounces, carry the approved indicia and address, cover complete routes, use correct bundles and slips, include current forms, and enter at the assigned location.
For local mail marketing, MailProsUSA provides mailing services for compliance review, printing, route preparation, bundling, and postal entry.
Reach out Mail Pros USA to verify the mailpiece before production and prepare a compliant campaign without preventable acceptance delays.
