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Spoilage / Shortage Reporting and Postage Reconciliation

The Mailers’ Technical Advisory Committee (MTAC) has formed a Work Group focused on identifying the business needs for reporting piece spoilages or shortages occurring within business mailings using either hard copy or electronic postage payment processes.

As one of the industry co-chairs for the Work Group, I’d appreciate your feedback.

The Guide to Intelligent Mail for Letters and Flats describes four options for reporting wasted or shorted mail pieces for permit only:

1. The postage for wasted and shorted pieces is paid on the postage on the postage statement.

2. The postage is adjusted on the postage statement so postage is paid for only the mailed pieces.

3. The postage adjustment is reported as a dollar amount and piece count for the entire mailing.

4. The electronic documentation in either Mail.dat or Mail.XML states only the pieces mailed.

Any information on which method most closely aligns with your operations or your thoughts on them is appreciated.