Preparing Commercial First Class & Standard Mail

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Postal Fundamentals forPreparing Commercial First-Classand Standard Mail®

Adam CollinsonEngagement Manager / Solution Design ConsultantPitney Bowes Management ServicesNPF 2012

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Disclosure Statement

• This material provides an overview and deals in summaryfashion with commercial mailings, and reflects proceduresbased on USPS® rules and regulations that are subject tochange. Please consult your local post office for additionaland up-to-date specifications. This training material shouldbe used only as a guide, and for training purposes only.

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Postal Fundamentals

Benefits of Automation MailingsIntelligent Mail® OverviewRequirements to Prepare Commercial Mailings Content Requirements Eligibility Standards Processing Categories Postage Payment Options and Mailing Documentation Mail Preparation Mail Entry and Deposit

Resources and Tools

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Benefits of Automation Mailings

Reduced Costs

Increased Revenue Opportunities andMarket Share

Increased Openability

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Intelligent Mail®

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Resources – RIBBS® Web Site http://ribbs.usps.gov/

A Beginner’sOverview toIM™BC Services

A Guide toIntelligent Mail®for Letters andFlats

User Access toElectronic MailingInformation &Reports Guide

Note: Content on website is subject to change.

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Resources – Postal Explorer® Web Sitehttp://pe.usps.gov/default.asp


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The Intelligent Mail® Barcode for Mailpieces

Illustration source: IMAQ_Master_PCC_PresentationFinal.ppt

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Intelligent Mail® Barcode Symbology

Full

Ascender

Tracker

Descender

Illustration Source: Intelligent Mail® Barcode Technical Resource Guide

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Intelligent Mail® Barcode Data Fields

Illustration Source: USPS® Beginners Overview FEB 2009 v5.pdf

The Barcode Identifier is a 2-digit field that describes the level of presort qualification for the mailpiece.

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The Service Type Identifier is a 3-digit field that indicates the level of participation in various postal services. Each3-digit value corresponds to a particular class of mail and/or a particular combination of services. It alsorepresents the Intelligent Mail® service option; Basic or Full-Service.

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The Mailer Identifier (Mailer ID or MID) field is a 6-digit or 9-digit number assigned by the USPS that identifies aspecific mail owner or mail preparer; 6-digit or 9-digit is based upon annual mail volume.

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The Serial Number is a 6-digit or 9-digit field depending on the length of the Mailer ID. In Basic option mailings,the serial number has no requirement for uniqueness. In qualified Full-Service mailings, the Serial Number in mostcases must be unique and remain so for a period of 45 days from the date the USPS accepts the mail.

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The Routing Code field contains essentially the same ZIP Code™ routing information as the POSTNET™ barcode.

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Intelligent Mail® Barcode Options

Basic Full-Service

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Basic vs. Full-Service OptionsBasic Full-Service

IM™BC on mailpiece Required Required- unique

IM™ tray barcode on labels Optional Required- unique

IM container barcode onplacards

Optional Required- unique

Electronic documentation Optional Required

Start-the-Clock NA Available

Address correction Optional for a fee Available

Postal incentives (discounts) Available Greatest incentives

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Barcode Placement

Letters Address block

– Above or below address Lower right corner

Flats One barcode permitted 1/8” from any edge

JMCXNM5 38141

Illustration Source: USPS® IM™BCBasicOption.ppt

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Implementation

1. Identify mailstream objectives Automation incentives Address Quality, i.e., OneCode ACS® / Full-Service ACS™ Tracking, i.e., IMb TracingTM service

2. Match objectives to addressing and IMb TracingTM

solution(s)

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Implementation

3. Obtain Mailer ID (MID) and CRID

The Mailer ID is a field within the IntelligentMail® barcode used to identify mailowners and/or mail preparers and isassigned by the USPS. The MID is a 6- or9-digit number based primarily onvalidated historic mail volume.

Mailers can have more than one MID basedon mail volume

A Customer Registration ID (CRID) is up to a15-digit unique number that is createdby the Customer Registration system inthe Business Customer Gateway andallows the Postal Service to uniquelyidentify its customers by location. If acustomer has multiple locations, aseparate CRID will be assigned to eachlocation.

CRIDs are treated by the Postal Service likeaccount numbers and are consideredconfidential information.

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Business Customer Gateway

Illustration Source: www.usps.com


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Assistance

Mailpiece Design Analysts (MDAs)http://pe.usps.com/mpdesign/mpdfr_mda_lookup.asp

Illustration Source: http://pe.usps.gov/default.asp

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Assistance

BME Managerhttp://www.usps.com/ncsc/locators/find-bme.html

Illustration Source: www.usps.com

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Implementation

4. Apply for a PostalOne!™ Account (used to submit electronicdocumentation as applicable) Business Customer Gateway Test files required for Full-Service ~ allow time! User Access to Electronic Mailing Information and Reports Guide

5. Consider how to implement and manage serial numberuniqueness (as applicable)

6. Implement solutions and start mailing with the IMb™!

Requirements to Prepare CommercialFirst-Class™ and Standard Mail®

Letter and Flat-size Mailings

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Content Requirements

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Content Requirements

First-Class Mail® ServiceAny mailable item < 13 oz.Hand or typewritten material,

personal information, bills,statements must be mailedFirst-Class Mail®, PriorityMail®, or Express Mail®service

Service objective 1 – 3 days

Standard Mail® ServiceNonpersonal, < 16 oz.Examples

AdvertisementsFlyersNewsletters

Service objective 2 - 9 daysRegular and Nonprofit pricing

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Standard Mail® Eligibility

Personal information may not be included in a Standard Mail®

mailpiece unless all of the following conditions are met:

1. The mailpiece contains explicit advertising for a product or service forsale or lease or an explicit solicitation for a donation.

2. All of the personal information is directly related to the advertising orsolicitation.

3. The exclusive reason for inclusion of all of the personal information is tosupport the advertising or solicitation in the mailpiece.

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Standard Mail® Decision Tree

Refer to the Standard Mail® EligibilityDecision Tree on the Postal Explorer® Webpage for information and examples:http://pe.usps.gov/text/standardeligibility/

Illustration source: Postal Explorer® Web site


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Nonprofit Standard Mail® Eligibility

There are strict regulations regarding notonly the qualification of organizations,but also the content within themailpieces.

Mailer owners must apply for NonprofitStandard Mail® eligibility and are advisedto seek guidance from the Postal Servicerelative to mailpiece content!

Refer to 703 Quick Service Guide, section 703 for more information!

Publication 417 on the Postal Explorer® Web page athttp://pe.usps.gov/cpim/ftp/pubs/Pub417/pub417.pdf is another resource.

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Why mail as First-Class Mail® ifeligible for Standard Mail® service?

Postal knowledgeDelivery speedFirst-Class Mail® may be perceived as

more personalUndeliverable as addressed Standard

Mail® not having an ancillary serviceendorsement is disposed of by theUSPS

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Eligibility

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Volume Requirements

First-Class Mail® Service

Minimum 500 pieces within thesame processing category

Standard Mail® Service

Minimum 200 pieces or 50pounds within the sameprocessing category

Estimate minimum number of Standard Mail® pieces:1. 50 pounds x 16 ounces = 800 ounces minimally required

2. 800 ÷ actual weight of mailpiece = X

3. Round X to next full number. Result is minimum number required!

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5-Digit ZIP Code® Accuracy and CASS™ Certification

Nonautomation mailings – use certified process* within 12months before mailing to ensure accuracy of 5-digit ZIP™

CodesAutomation-price mailings – match addresses using

CASS™/MASS™-certified process within 180 days beforemailing; 90 days for carrier route mailings

* see DMM® section 233.3

Coding Accuracy Support System (CASS™): The CASS™ system is offered to those that want toevaluate their address-matching software to improve the accuracy of carrier route, five-digitZIP®, ZIP + 4®, and delivery point codes that appear on mailpieces.

Multi-line Accuracy Support System (MASS™) certification is a process designed for MultilineOptical Character Readers (MLOCRs) and encoding systems. It evaluates their ability toprocess address information and apply an accurate barcode to a mailpiece.

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Move Update Standard

Addresses on all pieces must be updated within 95 daysbefore mailing through a USPS-approved method:

Ancillary Endorsements Address Change Service (ACS™, OneCode ACS® and Full Service ACS®

services) FASTforward® system – MultiLine Optical Character Reader (MLOCR) National Change of Address Linkage System (NCOALink® product) Alternative Methods – require pre-approval

– Legal Restraint– 99 Percent Accuracy

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Considerations to Move Update Standard

Recently AddedWhen address added as result of

purchase or request, mailer canuse address for first 95 days.

Alternative Address FormatsUse of simplified, i.e., “Postal

Customer”, exceptional, i.e., “OrCurrent Resident” or Occupantaddress, i.e., “Occupant” doesnot require the use of a MoveUpdate method, as USPS leavesmailpiece.

Refer to the Quick Service Guide, section 230a and also the Guide to Move Updateon RIBBS® for more information!

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RIBBS™ Web Sitehttp://ribbs.usps.gov/


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Mailer’s Verification

Note: Postage statements are subject to change.

Processing Categories ~Physical Standards

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Postcards and Letter-size Mailpieces

Postcards Letters

Maximum thickness ¼”

Minimum thickness .007”

Maximum thickness .016”

Minimum thickness .007”

Illustration source: Quick Service Guide

Tip: First-Class Mail® postcard prices are typically lower than that of Standard Mail®letters (an exception being Standard Mail® letters mailed at Nonprofit prices).

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Machinable Letters and cards

having accurateaddresses that can beprocessed on USPSequipment are“machinable” andeligible for “presort”prices

Max. wt. First-ClassMail® and StandardMail® 3.3 ounces

Postcards and Letter-size Mailpieces

Nonmachinable Letters are

nonmachinable if theyexceed maximumweights and/or if theyhave one or morenonmachinablecharacteristics.

Automation Machinable and display

correct barcode Max. wt. First-Class

Mail® and StandardMail®3.5 ounces

Refer to the Quick Service Guide, section 201 to review the criteria for mailpieces that fallunder each of these 3 categories.

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Nonmachinable Characteristics~ Letter-Size Mail

Aspect ratio (length divided by height) of < 1.3 or > 2.5More than 4 ¼” high or more than 6” long and is less than 0.009” thickClasps, strings, buttonsToo rigidDelivery address parallel to shorter sideContains pens, pencils, or keys that create uneven thicknessLetters with non-paper surfaces, other than envelope windows or

attachments that are allowed standardsSealing/tabbing requirements not met

Refer to Quick Service Guide, section 201 to review nonmachinable characteristicsof letter-size mailpieces.

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Delivery Address Parallel to Shorter Side

Templates availablefrom USPS andVendors

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Aspect Ratio Example

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Heavy Letter Mail

Are letters > 3.0 ouncesMust be in a sealed envelopeCannot contain stiff enclosuresMust have barcode in address block

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Letter-Size Booklets Consist of Bound Sheets

Binding Approved methods include Perfect binding Permanent fastening - at least

two staples, saddle stitch, gluespots or line

Uniformly thick Large booklets may be folded

if remain uniformly thick Spine on trailing edge or spiral

bindings are nonmachinable

Size and Weight Max ht – 6”* Max length Can vary between 9 and 10 ½

“* per design; recommendthat booklets weighing 3 oz. beno greater than 9” in length*

Min thickness - 0.009” Max thickness - 0.25” Max wt – 3 oz.

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Letter-Size Booklets

Tabbing Tabs may not be perforated Three, 1-1/2 inch tabs are

required in most cases; forlarger or heavier booklets, 2-inch paper tabs arerecommended

Non-perforated plastic, vinyl,translucent paper or opaquepaper tabs are acceptable

Cover Stock 40-pound minimum* basis

weight for folded bookletdesigns

60- or 70-pound minimum*basis weight for pieces longerthan 9 inches

* Refer to DMM®

Refer to DMM 201® for specific booklet tabbing and sealing illustrations.

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Self-Mailers

Refer to the Quick Service Guide, section 201b, Using Tabs, Wafer Seals, and GlueStrips or the DMM® 201 to review sealing requirements for automation-compatibleletter-size self-mailers.


Note: Regulations changing EffectiveJanuary 5, 2013!

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Self-Mailers

Refer to the Folded Self-Mailer page on Ribbs: https://ribbs.usps.gov/index.cfm?page=FSM

Refer to Domestic Mail Manual (DMM) section 201.3.15.2 for details on Letter-Size MailpiecesWith Tear-Off Strips


Note: Regulations Effective January 5,2013!

New Specifications: Length: minimum of 5 inches, maximum of 10 1/2 inches Height: minimum of 3 1/2 inches, maximum of 6 inches Thickness: minimum of 0.007 inch (0.009 inch if the height exceeds 4 1/4 inches or if the length exceeds 6

inches), maximum thickness is 1/4 inch Maximum Weight: 3 ounces Rectangular within an aspect ratio of 1.3 to 2.5, inclusive (see Domestic Mail Manual 601.1.4). Maximum number of panels, bi-fold, tri-fold and oblongs: 12 for FSM's constructed of non-newsprint

paper Exception: Quarter folded self-mailers made of a minimum of 100 lb book grade paper may have 4

panels and those made of 55 lb newsprint must have at least 8 panels and may contain up to 24panels.

IMPORTANT NOTE: regulations for pieces defined as "un-enveloped" are different than the rules forfolded self-mailers. There are two types of mailpieces that currently fall into the un-enveloped piececategory: Open-Sleeve (also known as the Lunch bag style, and is not very commonly used) and theLetter-Size Mailpieces With Tear-Off Strips. These pieces with the tear-off strips are often used for checksand other financial notifications

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CD’s and DVD’s

When prepared in the right envelope, postage for CD’s andDVD’s can be reduced from nonmachinable letter or evenparcel prices to automation-price letters!

– Single disc– Position at vertical center line and near top edge– Secure disc to prevent shifting– Dimensional requirements Max. 6” H x 9.75” L Min. 5.5” H x 7.25” L Thickness – min. 0.009”, max. ¼” Weight max. 3.0 oz.

Refer to DMM 201.3 for more information!

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Commercial Flat-Size Mailpieces

RectangularFlexibleUniform in thicknessMeet deflection criteria**

Mailpieces that do not meet these requirements may be rated as Not-FlatMachinables (Standard Mail®) or parcels (Standard Mail® and First-Class Mail®)

* Flats exceed at least one of the MINIMUM dimensions.

Max thickness ¾ ”Min thickness ¼ ” **

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** Flat-size pieces mailed at high density or saturationprices, and flats mailed at basic carrier route prices enteredby the mailer at destination delivery units (DDUs), are notrequired to meet these deflection standards.

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Flat-Size Mailpieces

Flexibility Deflection

Refer to DMM® section 301 to review flexibility and deflection testing criteria!

Illustration source: DMM® 300

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Enclosures in Automation Letter- and Flat-SizeMailings

All letter-size reply cards and envelopes provided asenclosures in automation-price mailings must beautomation compatible!

The mailer’s signature on the postage statement certifies thatthis and other standards have been met!

Illustration source: PS Form 3600r

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A Note Regarding Reply Mail

1. Courtesy Reply Mail (CRM) ~ respondent pays postage2. Meter Reply Mail (MRM) ~ mailer pays postage on the

outbound3. Permit Reply Mail (PRM) ~ mailer pays postage on the

outbound4. Business Reply Mail® (BRM™) ~ mailer pays postage if the

piece is returned

USA CANCER SOCIETY

ABC CO123 MAIN STANYTOWN WI 12345

ABC CO123 MAIN STANYTOWN WI 12345

Postage Payment, Fees andDocumentation

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Postage Payment Methods

Precanceled StampsMeter IndiciaPermit Imprint

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Precanceled Stamps

Commercial First-Class Mail® and Standard Mail® mailings PS Form 3615, Mailing Permit Application and Customer

Profile No permit application fee required

Typically are nondenominational May not be used on reusable container ~ boxes, cases,

bags

Refer to the Quick Service Guide, section 604b, to review information on thispostage payment category.


JANE DOE123 MAIN STANYTOWN US 12345

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Precanceled Stamps

Benefits May give the impression of

being more personal, and thusimprove openability

Potential Drawbacks Stamps needed for each class Authorization to use the stamps

must be obtained (no fee) Cannot be used on boxes, cases

or bags Must 'buy' the stamps from the

PO Investment in technology to

apply stamps

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Meter Indicia

Generally, metered commercial First-Class Mail® and StandardMail® mailings must be deposited at locations designated bythe postmaster of the licensing post office.

Refer to the Quick Service Guide, section 604c, to review information on thepayment category, and take note of when a complete date can or must be used onmetered mail!

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Dating Standard Mail® Mailings


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Permit Imprint

PS Form 3615 – Mailing PermitApplication plus a one-time fee*

Advance Deposit Account required Obtain permit at Post Office where

mailing is to be entered <= USPS tosupport Universal Permit

Potential Drawbacks Mailpieces must be identical in weight unless manifested Might be perceived as “junk” mail

* If no permit imprint mailings are made during a 2-year period, permit is revoked. Illustration source: Quick Service Guide

Refer to the Quick Service Guide, section 604d, to review information on thispostage payment category.

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Annual Presort Mailing Fees

Past: An annual presort mailing fee must be paid for each class of

mail Obtain a permit at Post Office where mailings to be entered

(PS Form 3615)Future: Fee waived so long as mailings qualify for Full Service Obtain a universal permit for mail entered at any Post Office

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Documentation – Postage Statements

Postage statements describe mailing and compute postage Documentation to support the information on the postage

statement and the prices claimed may be required! PB addressing software generates postage statements!

Refer to the Quick Service Guide, within applicable category, such as commercialletters or flats, and applicable class, such as First-Class Mail® or Standard Mail®, toidentify the appropriate postage statement form!

Quality Assurance Tip:Provide your clientwith a copy of theUSPS Postage

Statement

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Mail Preparation

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Addressing Standards - LettersRefer to the Quick Service Guide,

section 201a, Designing Letters andPostcards for AutomatedProcessing, and review thisinformation:

1. Barcode location

• Address block

• Lower right corner

2. Barcode skew

3. Clearances

4. Address placement

Refer to the Quick Service Guide,section 602, Addressing, andreview information pertaining toletter-size mailpieces:

1. Complete delivery address

2. Return address

3. Alternative address formats

4. Addressing guidelines

Quality Assurance Tip:Ensure that address within window-envelope

does not shift out of place!

Quality Assurance Tips:Spot check for proper use of capitalization inaddress and/or variable data fields; check for

missing data, blank fields or extraneous data inaddress and/or variable fields

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Address Standards - Flats

Address font standards apply to all commercial flats 8-point type for addresses without delivery point barcodes; 6-point if in

all cap’s and barcoded Sans-serif font in all cap’s preferred

– Monotype Corsiva and Bradley Hand ITC acceptable

Individual characters cannot overlap Lines may not touch or overlap; minimum 0.028” clear space between

lines preferred

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Addressing Standards - Flats

Address placement for Standard Mail® flat-size pieces must be: In upper portion of flat Placed parallel to top edge, but not upside down, or Placed perpendicular to top—near or at the open or bound edge As close to the top edge as possible, while maintaining a 1/8” clearance

from every edge

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Examples of mailpieces addressed in “landscape” Held in “portrait”, the “top” is either of the 2 shorter edges and

address within “top half”!

******** 5-DIGIT 98765ATTN: VICE PRESIDENTABC COMPANY123 MAIN STANYTOWN US 98765-4321

Delivery, Return Address Placementand Postage*

Illustration: USPS® New Address Standards ppt 2008

*Standard Mail® mailed at automation, presorted or carrier route prices

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Addressing Standards - Flats

Go to the Quick Service Guide, section301a, Designing Flats forAutomated Processing, and reviewthis information:

1. Delivery address


3. Barcode placement

4. Polywrap® sheet regulations

Refer to the Flats Fact Sheets under theAttachments tab to review moredetailed information regarding:

1. Address font


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Inscriptions for Commercial Mail

Mailpieces must be marked to show class of service and/orrate paid

Must be printed or produced… as part of, or directly below or to the left

… of the permit imprint, meter indicia, or precanceled stamp

Refer to the Quick Service Guide, within applicable category, such as commercialletters or flats, and applicable class, such as First-Class Mail® or Standard Mail®, todetermine the appropriate meter inscription!

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Traying, Sleeves, Labels, Straps

Refer to the Quick Service Guide, within applicable category, such as commercialletters or flats, and applicable class, such as First-Class Mail® or Standard Mail®, toreview the sorting/traying/sacking requirements.


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Entry and Deposit

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Destination Entry Discounts

DNDC DSCF DDU

Refer to the Quick Service Guide, section 705f, for more information, AND also seethe Notice 123 Price List, to identify Standard Mail® mailings that may qualify forthese discounts!

Illustration source: DMM® 200

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MERLIN® Program

Evaluates letter and flat-size mailpiecesVerifications Weight computations for permit imprint mailings First-Class Mail® short-paid meter sampling Meter dates, meter serial numbers Mail characteristics - height, weight, thickness, aspect ratio

Go to the MERLIN® system to learn more!http://www.usps.com/merlin/welcome.htm

Presort verification Barcode analysis Address accuracy

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Additional Resources

Postal Explorer® Web site http://pe.usps.gov/Rapid Information Bulletin Board System http://ribbs.usps.gov/USPS Web site http://www.usps.com/Subscribe to: MailPro http://www.usps.com/mailpro/ DMM® Advisory http://pe.usps.gov/dmmAdvisory.asp PCC Insider http://www.usps.com/nationalpcc/

Mailpiece Design Analysts (MDAs)http://pe.usps.com/mpdesign/mpdfr_mda_lookup.asp

Business Mail Entry Managerhttp://www.usps.com/ncsc/locators/find-bme.html

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TRADEMARKSPitney Bowes and the Corporate logo are registered trademarks Pitney Bowes Inc.

ACS, BRM, CASS, DMM, DPV, Express Mail, FASTforward, First-Class Mail, IM, Intelligent Mail, LACSLink, NCOALink, OneCodeACS, MERLIN, Postal Service, POSTNET, Priority Mail, RIBBS, Standard Mail, USPS, ZIP Code are trademarks of the UnitedStates Postal Service.

Congratulations!

Adam Collinson Engagement Manager/SDC – Postal Consulting Pitney Bowes Management Services 630-907-2595 [email protected]

Preparing Commercial First Class & Standard Mail

Technology

Transcript of Preparing Commercial First Class & Standard Mail