Should we apply for nonprofit postage rates?

This guide is for small charities that send appeal letters, newsletters or event invitations by mail and wonder whether they can pay less postage. The U.S. Postal Service offers lower Nonprofit USPS Marketing Mail prices to organizations it authorizes. Applying means a form and some documents, and using the prices comes with fees, minimum mailing sizes and content rules. After reading, you'll know whether you're likely to qualify, how to apply, and whether it's worth it for the amount you mail.

This guide is based on USPS Publication 417 and the current USPS price list. Ask your local Post Office's business mail staff if anything is unclear; USPS rules and prices change.

Who qualifies

Publication 417 says nonprofit organizations "organized and operated" for one of eight primary purposes may apply: religious, educational, scientific, philanthropic (charitable), agricultural, labor, veterans or fraternal. Certain political committees and voting registration officials can also apply.

Being a nonprofit isn't enough by itself. Publication 417 lists organizations that are ineligible "even if organized on a nonprofit basis," including business leagues, chambers of commerce, automobile clubs, and citizens and civic improvement associations. State, county and municipal government bodies are generally not eligible either, with some exceptions such as school districts.

Most 501(c)(3) charities fit the religious, educational, scientific or philanthropic categories, but the USPS decides for itself, based on your documents.

What you'll need to apply

A responsible official applies on PS Form 3624, Application to Mail at Nonprofit USPS Marketing Mail Prices, at the Post Office where you plan to mail. Publication 417 asks you to attach:

• Evidence of nonprofit status, such as your IRS determination letter. An independent auditor's financial statement can be used instead, but "statements from officers of the applicant organization, internal financial statements, or other internal documents are not sufficient."
• Formative papers, such as your articles of incorporation, that describe your primary purpose.
• As many documents about your operations as you can: a list of your activities during the past 12 months, a financial statement for the past fiscal year with your current budget, and papers like newsletters, minutes, brochures and annual reports.

Ask for a date-stamped copy of your application. If you're turned down, Publication 417 says you can appeal in writing within 15 days.

Mailing while you wait

While the application is pending, you pay regular prices. Publication 417 says refunds aren't available for mail sent First-Class. To get a refund of the difference for mail sent at regular USPS Marketing Mail prices, you must arrange with the postmaster to mail under a deposit system while you wait. If you're approved, you can get the difference back for mailings from the effective date, which is the date you filed or the date you first met the requirements, whichever is later.

The fees and minimums

• Minimum mailing size. Nonprofit prices are for presorted mailings of "at least 200 addressed pieces or 50 pounds of addressed pieces."
• An annual mailing fee. The USPS price list (Notice 123, effective October 4, 2026) shows an annual mailing fee of $390 per 12-month period for USPS Marketing Mail.
• A permit imprint fee if you pay postage with a printed permit imprint instead of stamps or a meter: the same price list shows a $390 application fee.
• Use it or lose it. Publication 417 says you must make at least one mailing at nonprofit prices every 2 years, or the authorization "will be automatically revoked for nonuse."

Compare current nonprofit and regular prices for your kind of mailpiece in Notice 123. Prices change, so check them when you plan a mailing.

The content rules

Nonprofit prices come with limits on what you mail:

• Your own mail only. Publication 417 says never to use the prices "to send matter on behalf of, or produced for, an unauthorized organization or individual."
• No cooperative mailings with businesses. You can't share the cost, risk or benefit of a mailing with an organization that isn't authorized, such as a company that pays your postage in return for promoting itself. There's a limited exception for certain fundraising mail.
• Limits on advertising. The Domestic Mail Manual (section 703.1.6.4) says nonprofit prices can't be used for mail that advertises a credit, debit or charge card offered through an organization that isn't authorized, and allows ads for insurance, travel or other products and services only if strict conditions are met, such as the product being substantially related to your purpose. Publication 417 chapter 6 explains the tests in detail.
• Mail houses can help. Publication 417 gives an example of a charity hiring a commercial mailing agent at a fixed fee to print and mail its newsletter at nonprofit prices, using the agent's permit, with the charity's name and return address on the envelope.

Is it worth it?

• Probably yes if you send at least a few mailings a year of 200 or more pieces, such as a printed newsletter, year-end appeal or event invitation.
• Maybe if you mail once a year. Compare the savings on that mailing with the annual fee, or ask whether a mail house can send it at nonprofit prices under its own permit.
• Probably not if you mostly send small batches of letters, receipts or thank-you notes. Those usually go First-Class, and email newsletters may suit regular updates better.

Your checklist

• We've checked that our primary purpose fits one of the eight eligible categories
• We have our IRS determination letter, articles of incorporation and a list of the past 12 months' activities ready
• We've filed PS Form 3624 at the Post Office where we'll mail, and kept a date-stamped copy
• While waiting, we mail under a deposit arrangement if we want a refund of the difference
• We know our mailings meet the 200-piece or 50-pound minimum
• We've budgeted for the annual mailing fee and any permit fee
• Our mailings are our own, with no cooperative arrangements with businesses
• We mail at nonprofit prices at least once every 2 years to keep the authorization