Three Reasons Why You Should Use Mail.dat®

Mail.datis an industry standard database file set that consists of detailed presort mailing information based on specifications set by the International Digital Enterprise Alliance (IDEAlliance®) (http://www.idealliance.org/maildat/).  It is a group of files that combines information from a number of sub-files to provide a detailed summary and description of a presorted mailing.  Mail.dat is created during the presort process, either by presort software processing name-and-address lists or by MLOCR (multiple line optical character reader) machines.  No matter how the sortation is performed, the details that make up the mailing are recorded in the Mail.dat file set for that job.

Now, of course, you’re asking yourself “Why should I use Mail.dat?” Here’s an answer for you.  In fact, here are three answers:

1.      Increase your accuracy and productivity

2.      Conduct business with the USPS® electronically via PostalOne!®

3.      Exchange postage data with clients and business partners using a standardized format.

Increase Your Accuracy and Productivity

When you process a greater percentage of your mail using Mail.dat files, you will be able to reduce manual labor and the cost and time it takes to process postal paperwork.  Also, by integrating your presort software with post-presort software you can easily edit Mail.dat files to:

§  Make last minute changes to the presort plan

§  Remove spoilage and avoid paying for mailpieces that did not get mailed

§  Generate accurate postage statements that reflect the final mailing

§  Increase speed and flexibility to deal with high volumes and meet tight deadlines.

Conduct Business With the USPS Electronically via PostalOne!

Mail.dat is one of the database file sets that is accepted by the USPS for exchanging electronic mailing information.  The information in Mail.dat files is extremely useful in mail verification and acceptance, electronic data storage, transportation planning, and postal document preparation and reporting.  Once the mailer transmits the Mail.dat files to PostalOne!, all of the USPS-required mailing documents are generated including postage statements, PS-8125 drop-shipping forms, Qualification Reports, Manifest Reports, bag/tray tags, and pallet placards. 

Exchange Postage Data With Clients and Business Partners Using a Standardized Format

Since Mail.dat files are standardized, all parties involved in the mailing – mail owners, list processors, lettershops, and transportation companies – can exchange files that they can easily use for various tasks.  For example, you will be able to transmit postage data to your clients in a format they can quickly import into their accounting systems for postage reconciliation and budget planning.  This means your client will no longer have to key in the postage data manually. You will be providing great customer service by saving them time on manual labor! 

What a bargain! You asked why you should use Mail.dat, and we gave you three great reasons.  To review: Mail.dat enables automation, operational efficiency, and electronic communication, and by utilizing this standardized data, all the parties involved in the mailing can exchange information in files they can quickly exchange and process.  Most importantly, Mail.dat enables mailers to communicate with the Postal Service electronically.  Now when your boss says “Give me one good reason to use Mail.dat!”, you can give him three.