Association for Postal Commerce
"Representing those who use or support the use of mail for Business Communication and Commerce"
"You will be able to enjoy only those postal rights you believe are worth defending."

How To Make Your Case

When you see or hear something which is factually inaccurate, illogical or unbalanced you have an obligation to speak up and defend your business, your livelihood, your community and your employees. The good news is that a robust mailing system is good for the nation and good for local communities, the interests of mailers and the interests of the general public are closely aligned.

Conceptually, you want to present your argument from the perspective of public good. How does the public benefit from an efficient and effective mailstream? What harm would be caused by higher rates and less postal volume? Think in terms of higher stamp prices, fewer delivery days, closed local Post Offices and lost jobs. These would be the real results of uninformed postal policies, policies created by uninformed and invalid criticisms.

Always write plainly with short sentences and brief paragraphs. Avoid jargon -- as Aristotle is supposed to have said, "speak wisely -- but speak in the language of the people."

Take these steps:

Don't rush. Give whatever you have read, seen or heard a little time to percolate. How would a non-mailer interpret such material? Is the item both negative and justified -- or is it a inaccurate and unfair.
 

Check your facts. If you have alternative information you must be able to cite an authority for your information so that it's seen as credible.
 

Do not engage in personal attacks. Most reporters and editors have no personal animosity regarding mail. They may use the term "junk mail" without realizing that it prejudges the value and utility of the mail and is thus inherently prejudiced and biased.
 

When you write a letter to the editor or contact a station manager you are essentially asking for space and time in someone else's medium to criticize something they have done. Not only is such space and time limited, but most of us -- being human -- would prefer not to be criticized. Thus, be gracious, be helpful and be understanding.
 

Be short. Editorial space is limited. If you look at most letter-to-the-editor features you can measure the length of typical items accepted for publication. If you write a longer letter you're asking for special treatment -- a request which is easy to deny.
 

Get a name. Today you can send letters to the editor by mail and by email. However, rather than sending material to a general mailbox, a better approach is to contact the media outlet and get the name of the letters editor or station manager and then contact them directly. This will make your materials stand out.
 

In your letter, reference the original date and title of the material you found offensive.
 

Include contact information, including your name, title and organization; your postal address; and phone numbers where you can be reached during the day or at night -- remember that journalists work nights, on weekends and during holidays.
 

Be prepared for a call from the news organization to verify that you are the sender of the letter.
 

If your letter is published continue to watch the news outlet. They may well publish a response from a reader or viewer following your remarks. Be prepared to send a second letter if additional illogical or inaccurate items are published.