USPS® IMI: Compliance comes with benefits

Adopting the Intelligent Mail Indicia is required – but there are also six smart reasons to comply.
SendTech Staff Writer Pitney Bowes
01/15/2025 USPS Mail News

The USPS IMI Migration continues for non-compliant devices

In 2024, the USPS began the transition to its new performance standards, Intelligent Mail Indicia (IMI) technology. Information-Based Indicia (IBI) technology is now discontinued by the USPS, and some users are still using devices powered by this legacy technology. Those who are, will need to migrate to a compliant solution as soon as possible to avoid service disruptions.

Why IMI requires a new generation of postage meters

IMI replaces the outdated IBI standard with advanced technology that provides the USPS with detailed, real-time transaction data. This enables automation, improves security, and ensures correct postage. This requires more powerful processing capabilities—in other words, a new generation of hardware, not a simple software upgrade.

If you feel like you’ve been hearing about this migration for a few years, you’d be right. This change is long overdue. IMI’s introduction in 2013 was meant to replace IBI, a now decades-old standard. While IMI-compliant machines have been available for years, slow adoption has limited its impact. Universal compliance supports USPS’s goals for reliability and affordability outlined in its 10-year plan.

“From time to time in the past, the USPS has updated their specs and their requirements for postage evidencing systems like postage meters,” said Paul Kovlakas, Director, Postal Regulatory and Industry Affairs at Pitney Bowes. “This specification allows them to do things like automate processes and improve user experience.”

A man opening an envelope

Benefits of the new Intelligent Mail Indicia

While IMI compliance is required, it also delivers significant business advantages:

1. IMI prevents overspending

Guesswork is eliminated because users select service classes, and the meter automatically calculates postage. This ensures accuracy, avoids overpaying, and reduces returns for insufficient postage.

2. IMI smooths your cash flow

IMI simplifies refunds through detailed data embedded in barcodes, streamlining processes like insurance claims without the need for additional receipts.

3. IMI keeps you up to date

Frequent communication between the meter and service provider ensures automatic updates for rates and specifications.

4. IMI improves mail deliverability and efficiency

Real-time data ensures accurate postage and streamlines USPS processes, enabling smoother deliveries.

5. IMI helps reduce mailing costs

By automating labor-intensive tasks like sampling and verification, USPS lowers costs, which benefits users.

6. IMI strengthens data security

IMI integrates advanced encryption and tamper-resistant measures to protect sensitive data and prevent fraud.

New Standards are now in place

Hundreds of thousands of mailers have made the move to enjoying the benefits of a modern, compliant meter. If you have not already transitioned to a compliant solution, you will need to migrate sooner rather than later. Early planning will ease your transition to IMI-compliant meters and help you explore how Pitney Bowes’ solutions can maximize your operations.

“One of the things I think we do very well at Pitney Bowes is continuously innovate,” Kovlakas states. “It's not enough for us to just upgrade the technology to meet the current spec. So not only are you moving into the technology that the Postal Service now requires, but you're also getting more value from Pitney Bowes.”

Explore our IMI-compliant devices and innovative mailing software through our webinars and virtual demos. Pitney Bowes is here to ensure you’re ready for the next evolution in mailing technology.

Pitney Bowes takes IMI compliance even further with online solutions

Mail needs are evolving from volumes and seasonality changing and work environments shifting to hybrid or remote. A traditional mail meter may no longer efficiently meet mailers needs, and online postage solutions may be an alternative. These solutions deliver the same great savings as a mail meter, and provides even more value such as:

  • Comprehensive control: Manage mailing and shipping from one platform across decentralized workforces, reducing complexity.
  • Cost savings: Unlock both mailing and shipping savings. Real-time rate comparisons help select the most economical options for shipping.
  • Advanced reporting and robust analytics: Gain data insights into usage, costs, and trends for smarter decision-making.
  • Enhanced tracking: Monitor deliveries end-to-end, boosting transparency and satisfaction.

The USPS transition to IMI technology represents a significant leap forward in mailing standards. If you’re still using legacy technology, now is the time to act. Early migration to IMI-compliant solutions will ensure uninterrupted service while unlocking new capabilities. Pitney Bowes is here to guide you through the process, providing innovative solutions tailored to your mailing and shipping needs.

Stay up to date by visiting our FAQ page.

*Certain high volume mailing machines with enhanced data security features, such as Pitney Bowes SendPro® P or similar devices are approved for use by the USPS through December 31, 2027.