How to Start a Commercial Mail Delivering Agency Business

Mail services are regulated at the federal level by the United States Postal Service.

In a world with instant messaging, email and texting, mail delivery is still hugely important to the business sector. There are times that an original document must be signed before a new acquisition or a partnership can begin. Faxed copies of certain legal documents aren't always sufficient. A delivery agency helps businesses get mail back and forth in a time-sensitive situation. A local mail delivery service that offers services unavailable at the United States Postal Service could save the corporation time and money.

Things You'll Need

• USPS Form 1583-A
• USPS Domestic Mail Manual
• Delivery Vehicle
• Post Mail Boxes

Instructions

1. Check state mail delivery and acceptance regulations for your state. Register with the postmaster general in your area so that you are legally eligible to receive and deliver mail. Submit form 1583-A along with two forms of state- and federal-issued identification. The United States Postal Service regulations state "Applicants must agree to comply with Domestic Mail Manual (DMM) section 508.1.8. In addition, Form 1583-A (application for becoming a Commercial Mail Receiving Agency (CMRA)) must be completed." The DMM lists rules governing commercial mail receiving operations. For instance, in the event of a dispute over mail from recipients at the same address, you will help mediate by discussing the option of sending the mail to a neutral third party.

2. Develop a business plan. List the threats and opportunities in the commercial mail service industry in your region. Calculate expenses you will incur such as delivery vehicles and employee compensation. Make a list of all expected expenses. Tally the numbers up and add 20 to 30 percent to give you cushion for unforeseen expenses.

3. Map out your delivery area. Ensure that you can deliver mail on time and as promised in almost any situation. Draw a smaller map if you don't anticipate having the human resources necessary to make broad deliveries.

4. Apply for a business loan. Submit your business plan to a commercial lender. Your bank is a commercial lender. You can also submit your business plan to private lenders, which are individuals or groups of individuals who specialize in high-risk investments. If you are denied a commercial loan, ask the bank manager for a recommendation for a private lender to approach. Get other entrepreneurs in your network to introduce you to private lenders.

5. Consult with a tax attorney or tax accountant about which business entity you should file, such as sole proprietorship, limited liability company or corporation. Review tax reporting expectations for each entity with the tax specialist before making a decision. Then register your business with the county, state and federal government.

6. Find a retail location with the help of a commertial real-estate agent. Hire a contractor to install private mail-box slots in your building.

7. Purchase a delivery vehicle. Look for a van that can be customized to fit shelves and carriage boxes if you wanted to organize the mail by business subdivision or any number of arrangements to ensure fast delivery.

8. Order a global positioning system for each of your vehicles so that you will know where your drivers are at all times. Order document-delivery software like DeliveryWare or any program to help keep your mail service organized. Get recommendations from postal employees. Document-delivery software helps to automate mail-room processing tasks. It provides a system to track mail received, calculate delivery costs and monitor your mail service inventory.

9. Sign up with a wireless phone service plan to keep in touch with all of your drivers while they are on their routes. You can get a call for an emergency pick-up and one of your drivers is in the area.

10. Get a gas card with one of the fuel stations in the area. Look for cash-back options on fuel you purchase with the card so that you can save on fuel charges.

11. Print fliers and brochures to advertise your business. Leave brochures with reception areas in all the offices you can get permission for. Leave enough circulars so receptionists can pass them out to multiple people in the office.

References

• United States Postal Service: Commercial Mail Receiving Agency
• University of California: Distribution and Document Management

Resources

• United States Postal Service's Regulations Regarding Commercial Mail Receiving Agencies
• United States Postal Service: Customer Mail Receptacles