Overview
Mass Communication Mailing
Cheat Sheet
Plan ahead for processing, delivery, and client response time.
1
Processing & Delivery Timelines
Transit Time
✉ USPS Standard Delivery
3-6
business days. Factor this into every mailing timeline.
Completion Turnaround
Requested before 3:30 PM will be processed and sent the same business day.
Requests after 3:30 PM for distributions over 100 recipients will be processed the next business day.
FedEx Cutoff
2:30 PM
for same-day processing due to updated FedEx pickup schedules.
⚠ Processing Note
Due to report preparation and processing time, requests submitted within approximately 30-60 minutes of the cutoff may be processed the next business day.
2
Planning Your Deadline
✓ Deadlines
Final deadlines should align with the expected delivery window rather than the mailing date.
⏰ Buffer Period
14 DAYS
days minimum between the mailing date and the final deadline.
📋 Response-Required Letters
Allow clients sufficient time to review the communication, contact their point of contact, gather required documentation, and return materials by mail.
3
Best Practices
Avoid Expedited Requests
Expedited shipping for mass communications should be avoided, as it increases costs and reflects insufficient lead time.
Guiding Principles
Following these guidelines helps support timely delivery, clear expectations, and a more efficient process. Case-related requests must be submitted via your case management system.
📦 Example Mailing Timeline
Final Deadline
June 21
Recommended Mailing Date
June 1
This provides up to 6 business days for USPS delivery and allows clients time to:
Receive the notice
Contact their point of contact with questions
Gather required documentation
Return materials by mail
