Categories: BUSINESS & FINANCE

Media Mail Tips for Creative Professionals

I have been writing professionally for almost 4 decades. During that time I have mailed numerous manuscripts, stage plays, screenplays, articles and other materials that I have written. Media Mail has saved me a significant amount of money over the years. Especially on those 500 page manuscripts printed on the 20 lb. bond, watermarked paper that some editors still insist I use.

What I continue to find curious is that many postal clerks aren’t aware of the fact that materials related to publication and production are eligible for Media Mail rates. Many assume what most everyone else assumes: it’s for books and CD’s only. Fortunately, I carry a copy of the USPS policy on Media Mail in my pocket, and have educated many a postal clerk when challenged about sending my manuscript via Media Mail.

And those challenges are increasing. The Postal Service is cracking down on Media Mail abuse. That’s why I usually show up at the post office with my package addressed but unsealed. If they want to see what’s inside I show them. You have no choice if they ask. Here’s how they state it in their policy: Media Mail and Library Mail are not sealed against postal inspection. Regardless of physical closure, the mailing of articles at Media Mail or Library Mail prices constitutes consent by the mailer to postal inspection of the contents. If I encounter one of those people who say my manuscript doesn’t qualify even after inspection, I pull out the USPS policy paper. It sometimes takes a bit of conversation but they always approve it and give me the reduced rate. A reduced rate that is significant and is probably driving the abuse causing the crack-down.

The standard rate for Media Mail is $2.38 for the first pound, and 39¢ for each additional pound up to a maximum of 70 pounds. Fortunately I’ve never mailed a 70 pound manuscript. It probably would have taken most of my 40 years as a writer to finish it and I can’t imagine who would read it.

Here are the qualifications for Media Mail as stated by USPS in one of their publications:

Books that contain at least 8 pages (cannot contain any form of advertising).
16-millimeter or narrower width films, video.
Sound recordings, including incidental announcements of recordings and guides or scripts prepared solely for use with such recordings. Video recordings and player piano rolls are classified as sound recordings.
Manuscripts and printed music, either bound or in sheet form.
Computer-readable media such as diskettes, CD-ROMs, and DVDs.
Recorded CDs and DVDs. Also, video game CDs and DVDs (only) are acceptable.
Printed educational reference material designed to instruct or train individuals.
Medical information for doctors, hospitals, medical schools, and medical students.

The books and the CD’s are old news. But take a look at some of the other materials you might be producing and keep Media Mail in mind. You may also notice that screenplays are not specifically listed, but in another publication from USPS it states: Playscripts and manuscripts for books, periodicals, and music. I asked two postmasters at two USPS offices if this included screenplays and both said “yes.” Then again they might not know what a screenplay is for, but I’ve never had a problem.

You can also include a cover letter, invoice or introduction to your work. I was questioned about this once when a clerk looked into one of my open mailing envelopes. I had a cover letter on top of the manuscript. When the clerk challenged my cover letter I was a bit flustered. I told the clerk, “It’s a letter to the editor telling him that I made the revisions he asked for. If I don’t include it, he won’t know what this is.” The guy reluctantly agreed and I sealed the envelope and got my Media Mail rate. This is not common, but I send out a large volume of materials and eventually I get the questions.

One thing to keep in mind, assuming your materials qualify, is delivery time. Media Mail takes 2 to 9 days and can take longer during the holidays. I’m usually not too worried about that for preliminary work and submissions. Many editors and publishers ask for 2 to 4 months to give me a reply to a submission, so what’s a few more days? However, if you are on deadline or actively working with a publisher or producer you might want to cough up a little more money and send it first-class or faster.

The bottom line is that you should seriously consider Media Mail as a shipping option for your creative materials. Many times we work on “spec” and it’s hard enough to find out you can’t sell a particular piece of your work, let alone paying too much to send your materials for the all-too-common rejection letter.