The ultimate guide to Media Mail: What businesses need to know about USPS' affordable shipping option

SendTech Staff Pitney Bowes
04/24/2025 Office

The ultimate guide to USPS Media Mail: A smart way to cut shipping costs

If you're running a bookstore, an ecommerce business, a nonprofit organization, or a publishing company, you know that shipping costs can add up fast. Fortunately, USPS Media Mail is a budget-friendly option designed specifically for books, educational materials, and media-related content. By understanding how to use it effectively, you can save money and keep your shipments running smoothly. 

In this guide, we’ll break down everything you need to know about Media Mail—what qualifies, what doesn’t, pricing, rules and regulations, and best practices. We’ll also explore how PitneyShip™ can help automate and optimize your use of USPS Media Mail, making it easier to streamline your shipping process and save on costs. 

Table of contents

What is Media Mail?

Media Mail is a USPS shipping service designed for books, CDs, DVDs, audio recordings, and printed educational materials. It’s ideal for shipping non-urgent, media-related content at significantly reduced rates. Unlike Priority Mail® or First-Class Mail®, Media Mail is priced by weight, not package size. That means it can save serious money for businesses shipping bulky, heavy content. 

What qualifies as Media Mail?

The USPS has clear guidelines on which items are eligible for Media Mail. To qualify for Media Mail, items must be strictly educational or media-related and fall within specific categories:

  • Books (at least 8 pages): Any book, such as a textbook, novel, or reference book, as long as it meets the minimum length requirement.
  • Printed educational materials (e.g., workbooks, teaching guides)
  • Audio recordings (e.g., CDs, vinyl, audiotapes)
  • Video recordings (e.g., DVDs, Blu-rays, VHS)
  • Printed music sheets: Music scores, sheet music, and other printed music-related materials.
  • Manuscripts and educational scripts
  • Computer-readable media (CDs or USBs with instructional content)

This list covers the basics, but for more details, check the full list on the USPS website.

What cannot be shipped using Media Mail?

Not everything fits the Media Mail mold. The USPS has outlined a list of items that are ineligible—adding any of these to your shipment can result in delays, inspections, or upcharges: USPS is strict about what doesn’t qualify: 

  • Magazines, newspapers, or periodicals
  • Advertising or marketing materials (e.g., flyers or catalogs) 
  • Blank media: Blank CDs, DVDs, USB drives 
  • Personal letters or correspondence 
  • Posters, puzzles, board games, video games, merchandise, or non-media content 

USPS may inspect packages. If they contain disallowed items, you may be charged for a more expensive service. Understanding these Media Mail restrictions is crucial to ensure eligibility and avoid delays or additional costs.

Media Mail rates & prices

Media Mail cost is determined by the weight of the package, not its size. The cost increases as the weight of your package goes up. Prices aren’t affected by shipping zones but are based solely on weight. For packages with weights in between the listed brackets (e.g., 2.5 lbs. or 4.5 lbs.), the rate is calculated using the next highest weight bracket. For example, a package weighing 2.5 lbs. will be charged at the 3 lb. rate, and a 4.5 lb. package will be charged at the 5 lb. rate. 

Here’s a quick look at current Media Mail pricing: 

Weight

Cost

1 lb. 

$3.92 

2 lbs. 

$4.67 

5 lbs. 

$6.42 

10 lbs. 

$8.57 

20 lbs. 

$15.05 

Media Mail is perfect for bulk shipping, where cost per item really matters. Just be sure your scale is accurate—even small rounding errors can affect your rate. 

While Media Mail is cost-effective, there are potential additional charges to consider: 

  • Extra Services: Adding services like Media Mail tracking, insurance, or signature confirmation will increase costs. 
  • Non-Qualifying Content: If your package includes prohibited items, it may be upgraded to a higher service, raising the price. 
  • Oversized Packages: Packages that exceed size limits may incur additional fees or be redirected to a different service. 
  • Address Correction: Incorrect addresses may result in a fee for address correction. 

These extra charges can add up, so it’s important to ensure your shipment meets Media Mail requirements. 

When to choose other USPS shipping options

When choosing the right USPS shipping option for your business, it's essential to compare Media Mail with other services to determine the most cost-effective and timely option for mailing educational content. Below is a table that highlights the key differences between Media Mail and other USPS services, including cost, delivery time, and ideal use cases: 

Shipping Service

Cost

Best For

Delivery Time

Additional Features

USPS Media Mail®

Lowest (weight-based) 

Shipping educational materials, books, CDs, DVDs, and other media content 

2-8 days 

Most affordable for non-urgent shipments, slower delivery 

USPS First-Class Mail®

Moderate (weight-based) 

 

Small, lightweight educational materials 

1–5 days 

Fast delivery for smaller packages, more expensive than Media Mail 

USPS Priority Mail®

Higher (weight-based) 

Time-sensitive educational materials or valuable items 

1–3 days 

Includes tracking and insurance, faster than Media Mail 

USPS Ground Advantage™

Moderate (weight-based) 

Heavier, non-media items 

2–5 days 

Affordable and reliable, slower than Priority Mail but faster than Media Mail 

Media Mail Rules & Requirements

Media Mail is an affordable shipping option for businesses shipping educational materials, books, CDs, DVDs, and other media-related items. However, it’s crucial to understand the specific USPS Media Mail rules and requirements that govern its use to ensure compliance and avoid unnecessary delays, additional charges, or returns. Let’s cover the key rules on weight, size, packaging, delivery, tracking, insurance, and inspection to help you maximize the benefits of Media Mail and ensure smooth, cost-effective operations. 

1. Weight & Size Requirements

  • Weight Limit: Media Mail shipments have a maximum weight limit of 70 lbs. per package. If your package exceeds this weight, you’ll need to select another USPS service. 
  • Size Requirements: There are no strict size restrictions for Media Mail; however, USPS requires that the package be of a reasonable size to fit into their system. For example, the combined length and girth (the distance around the thickest part of the package) cannot exceed 108 inches. 

2. Content Requirements for Media Mail

Media Mail is intended for shipping educational and media-related materials. Shipping non-qualifying items can result in delayed delivery or the return of the package. 

3. Inspection and Auditing

USPS routinely inspects Media Mail packages to ensure compliance with content regulations. If non-qualifying items are discovered during an inspection, the package will be reclassified, and the sender will be billed for the difference in shipping charges. Additionally, USPS may conduct periodic audits on businesses that frequently use Media Mail to ensure ongoing compliance with their rules and regulations. Businesses should ensure that all shipments adhere to the eligibility criteria to avoid any audit-related issues. 

4. Media Mail Delivery Time

Media Mail is slower compared to other USPS services, typically taking 2-8 business days. It is not a guaranteed service, and delivery may be delayed, particularly during peak shipping periods like the holiday season. 

5. Tracking & Insurance

  • Tracking: Tracking is not automatically included with Media Mail shipments. If you want to track your package, you will need to purchase an additional service like USPS Tracking or Delivery Confirmation. 
  • Insurance: Media Mail does not include insurance coverage. If you're shipping valuable items, consider purchasing additional insurance through USPS or a third-party provider to protect against potential loss or damage during transit. 

6. Media Mail Packaging, Addressing, and Labeling Requirements

  • Packaging Guidelines: Media Mail packages must be securely packed to protect their contents during transit. You can use sturdy packaging, like boxes, padded envelopes, or poly mailers, as long as they keep the items safe and secure. 
  • Proper Labeling: All Media Mail shipments must be properly labeled with the correct postage. The Media Mail designation must be clearly marked on the package to avoid confusion or misclassification. 
  • Addressing: As with any USPS service, the package must have the correct recipient and return address clearly visible on the label. 

Who uses Media Mail and why it's crucial for them?

Anyone can use Media Mail, but it’s particularly beneficial for specific types of businesses. Below, we’ll explore the key industries and organizations that rely on Media Mail to keep their shipping costs low while delivering educational, media-related, or printed content. 

Media Mail is a favorite for: 

  • Bookstores shipping to customers 
  • Publishers sending promotional copies or bulk shipments 
  • Ecommerce sellers offering physical books and media 
  • Schools and libraries
  • Nonprofit organizations distributing educational resources 

Example: A small publisher shipping 200 books monthly could save hundreds annually using Media Mail over Priority Mail.

Benefits of using Media Mail for businesses

Shipping on a tight budget? Media Mail is a game-changer for businesses that need to move books, media, or educational materials without breaking the bank. Whether you’re a small ecommerce store or a large publisher, the savings can quickly add up. 

Here’s why Media Mail continues to be a go-to for cost-conscious brands: 

  • Cost savings that scale – One of the most budget-friendly ways to ship educational content 
  • Built for high-volume shippers – Ideal for businesses that regularly send books, CDs, or instructional materials 
  • Eco-conscious choice – A green shipping solution for environmentally conscious brands 
  • Reliable for non-urgent orders – When speed isn’t critical, it’s a win 

Drawbacks & cons of Media Mail

While Media Mail offers huge savings, there are trade-offs: 

  • Slower delivery – Takes 2–8 business days 
  • No built-in insurance or tracking – Must be added separately 
  • Strict rules – USPS may inspect and re-rate your shipment 
  • Content restrictions – Only approved items qualify 

Best practices for businesses using Media Mail

Want to avoid surprise fees or delivery headaches? A few smart habits can go a long way when shipping with Media Mail. These tips will help keep your shipments compliant, protected, and cost-effective. 

Start with these best practices: 

  • Double-check your contents – Only send what qualifies. Slipping in a flyer or ad could disqualify the entire shipment 
  • Use sturdy packaging – Media Mail may take longer, so your packaging needs to hold up during extra handling 
  • Weigh packages precisely – Pricing is weight-based. Even small errors can bump you into a higher price tier 
  • Add USPS Tracking™ or insurance – Especially for higher-value items 
  • Document your shipments – Keep records in case USPS inspects or reroutes anything 

Bonus tip: Consider creating a simple shipping checklist for your team to help reduce human error. 

How PitneyShip™ can help businesses with Media Mail

Shipping manually? You’re leaving time and money on the table. PitneyShip™ simplifies Media Mail with automation tools and access to discounted USPS rates—all in one place. 

Here’s how it supports smarter shipping: 

  • Automated label printing – Eliminate manual errors and save time with batch printing for high-volume orders 
  • Built-in weight calculations and rate comparisons – Make sure you’re always getting the best price 
  • Access to commercial USPS rates – Pay less than retail and improve margins 
  • Real-time tracking and address validation – Reduce failed deliveries and customer complaints 

Real-world example: 
Imagine running a small publishing company that ships 300 orders a month. With PitneyShip™, you could automate labels, reduce human error, and tap into lower USPS rates—all of which adds up to smoother operations and stronger customer satisfaction. 

Conclusion

USPS Media Mail is one of the most affordable ways to ship educational and media-related content. As long as your items qualify and time isn’t a critical factor, Media Mail can dramatically reduce your shipping costs. By following USPS rules and using tools like PitneyShip™, your business can ship smarter and save more. 

Media Mail FAQs

How long does Media Mail take? 

Media Mail typically takes 2–8 business days for delivery. It’s not guaranteed and may take longer during peak periods. 

How do I ship Media Mail? 

Pack your items securely, label them clearly, and mark them as Media Mail. Drop them off at a USPS location or schedule a pickup. 

How much does Media Mail cost? 

Prices start at $3.92 and go up based on weight. The heavier the item, the more you’ll pay. 

Can I ship Media Mail internationally? 

No—Media Mail is a domestic service only, available within the United States.