Mail Coach Participant Guide Page 1 of 50 April 2014
Mail Coach Participant Guide
April 2014
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Contents
Course Description .......................................................................................................... 4
Purpose ....................................................................................................................... 4
Learning objectives ...................................................................................................... 4
Tools and Materials ..................................................................................................... 4
POSTAL FUNDAMENTALS FOR PREPARING COMMERCIAL FIRST-CLASS MAIL®
AND STANDARD MAIL® MAILINGS ............................................................................... 6
Workshare (Presorting) ................................................................................................... 7
Content Requirements .................................................................................................... 9
Eligibility ........................................................................................................................ 13
Move Update Standard ................................................................................................. 16
Processing Categories - Physical Standards ................................................................ 25
Postage Payment, Fees and Documentation ................................................................ 32
Mail Preparation ............................................................................................................ 38
Entry and Deposit .......................................................................................................... 46
Additional Resources .................................................................................................... 50
Note: Mail Coach, along with this training material, is intended to be used as a guide. Please consult the
local post office for additional specifications. Additionally, contents within this publication are subject to
change without notice. Please refer to the DMM® Advisory on Postal Explorer® at http://pe.usps.gov/
The Advisory keeps mailers informed about mailing issues that are important to businesses and
organizations. Mailers will find updates to mailing standards and prices, information about USPS® Web
tools, and helpful reminders about mailing issues. To subscribe to the DMM® Advisory or to send
comments and suggestions, email: [email protected]
Mail Coach Participant Guide Page 4 of 50 April 2014
Course Description
Purpose
The purpose of this course is to apply an understanding of commercial and automation
mail preparation requirements to comply with postal regulations, improve internal mail
processing efficiency and maximize cost saving opportunities.
Learning objectives
Upon completion of this course, you will be able to:
Understand and communicate the benefits of automation mailings
Understand the requirements associated with preparing commercial mailings
including:
Content Requirements
Eligibility Standards
Processing Categories
Postage Payment Options and Mailing Documentation
Mail Preparation
Mail Entry and Deposit
Navigate to USPS® and Pitney Bowes Resources and Tools to learn more about
maximizing postal discounts for automation mailings
Tools and Materials
Participant Guide
USPS® Quick Service Guide (available online or download)
USPS® Notice 123 Price List (available online or download)
Pitney Bowes Shape-Based Template (available from pb.com/supplies)
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Postal Fundamentals for Preparing
Commercial First-Class Mail®
and
Standard Mail®
Mailings
Mail Coach Participant Guide Page 7 of 50 April 2014
Workshare (Presorting)
Definition: Basically, mailers prepare or presort their mail to one of many different sort
levels and in exchange, the Postal Service rewards them by reducing the amount of
postage required on each presorted piece. The more work a mailer does, the less work
the Postal Service has to do, thus the term ‘workshare’.
Business mailers have several presort options and methods to consider:
Presort the mailing list electronically before hard page copy is produced
Presort the mail manually (by hand in ZIP Code™ order) after the mailpieces are
created
Presort the mail using an electro-mechanical sorting machine
Give the mail to a presort service bureau. These organizations then sort the mail to
the deepest ZIP- sortation possible with the mail of other clients and deliver the mail
to the USPS®
Collect other company’s mail and co-mingle manually or electro-mechanically with
your own in order to qualify for discounts
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Mail Coach Participant Guide Page 8 of 50 April 2014
Mailer Benefits of Automation Mailings
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Mail Coach Participant Guide Page 9 of 50 April 2014
Content Requirements
Resources:
Standard Mail® Eligibility Decision Tree
USPS® Quick Service Guide
Publication 417 Nonprofit Standard Mail Eligibility on the
Postal Explorer® Web page
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First-Class Mail®
Service
Any mailable item < 13 oz. Hand or typewritten material,
personal information, bills, statements must be mailed
First-Class Mail®
, Priority Mail®
, or Priority Mail Express™ service
Service objective 1 – 3 days
Standard Mail®
Service
Non-personal, < 16 oz. Examples
Advertisements Flyers Newsletters
Service objective 2 - 9 days Regular and Nonprofit pricing
Mail Coach Participant Guide Page 10 of 50 April 2014
Standard Mail® Eligibility Decision Tree
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Mail Coach Participant Guide Page 11 of 50 April 2014
Standard Mail® Eligibility
Personal information may not be included in a Standard Mail mailpiece unless all of the
following conditions are met:
The mailpiece contains explicit advertising for a product or service for sale or lease
or an explicit solicitation for a donation.
All of the personal information is directly related to the advertising or solicitation.
The exclusive reason for inclusion of all of the personal information is to support the
advertising or solicitation in the mailpiece.
Standard Mail® Nonprofit Eligibility
Nonprofit organizations are eligible for additional savings on Standard Mail® mailings.
Eligibility to use nonprofit prices is based both on the eligibility of the organization and
the content of the mailpiece as established by federal statutes.
Simply being an IRS-approved nonprofit organization does not qualify an organization
for nonprofit prices. Generally, there are ten categories of organizations that may be
eligible. These include:
1) Agricultural
2) Educational
3) Fraternal
4) Labor
5) Philanthropic
6) Religious
7) Scientific
8) Veterans
9) Voter Registration Officials
10) National and State Political Parties
Mail Coach Participant Guide Page 12 of 50 April 2014
Please be advised, Standard Mail® regular or nonprofit eligibility is determined
only by the Postal Service!
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Eligibility
Volume
Standard Mail®
Service
Minimum 200 pieces or 50 pounds within the same processing 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!
Mail Coach Participant Guide Page 14 of 50 April 2014
Practice
Using the steps on the previous page, estimate the minimum number of required
Standard Mail pieces.
a.) Weight 8 ounces, therefore ______ are minimally required. b.) Weight 4 ounces, therefore ______ are minimally required. c.) Weight 4.1 ounces, therefore _______ are minimally required. d.) Weight 6.3 ounces, therefore _______ are minimally required. e.) Weight 15.5 ounces, therefore _______ are minimally required.
Answers: a.) 100 b.) 200 c.) 195 d.) 127 e.) 52
Mail Coach Participant Guide Page 15 of 50 April 2014
5-Digit ZIP Code® Accuracy and CASS™ Certification
For non-automation mailings, a certified process* must be used within 12 months
before mailing to ensure accuracy of 5-digit ZIP™ Codes
For automation-price mailings, addresses must be matched using a
CASS™/MASS™-certified process within 180 days before mailing; 90 days for
carrier route mailings
Coding Accuracy Support System
(CASS™)
The CASS™ system is offered to those that want to evaluate their address-matching software to improve the accuracy of carrier route, five-digit ZIP™, ZIP + 4®, and delivery point codes that appear on mailpieces.
Multi-line Accuracy Support System
(MASS™)
MASS™ certification is a process similar to CASS™ but designed for Multi-line Optical Character Readers (MLOCRs) and encoding systems. It evaluates their ability to process address information and apply an accurate barcode to a mailpiece.
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Mail Coach Participant Guide Page 16 of 50 April 2014
Move Update Standard
Resources:
Publication 363 Updating Address Lists
Quick Service Guide Section 230a Move Update
Quick Service Guide Section 507d Ancillary Service Endorsements
Move Update Advisement Policy
Rapid Information Bulletin Board System (RIBBS™)
The Move Update standard provides ways for mailers to reduce the number of
mailpieces that require forwarding or return by the periodic matching of a mailer’s
address records with customer-filed change-of-address orders.
Move Update is required for mailpieces claiming First-Class Mail® commercial
prices
Move Update required for all mailpieces claiming Standard Mail® prices
To meet the Move Update standard, mailers must be using addresses on mailpieces
that have been updated using an approved method within 95 days prior to the
mailing date
First-Class Mail® or Standard Mail® mailpieces that use an exceptional or an
alternative address format are not required to meet the Move Update standard
When a customer contacts a business and provides the address, the newly added
address can “ride” with the list within the 95 day period. After 95 days the address
must be processed through one of the Move Update methods. The address will be
added to the list only if the customer has requested services or literature or has
purchased merchandise.
Mail Coach Participant Guide Page 17 of 50 April 2014
Mailer Verification
Mailer’s must indicate on the postage statement the Move Update method used to meet
the standard.
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Mail Coach Participant Guide Page 18 of 50 April 2014
Alternate Move Update Methods
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99% Accuracy
When 1% or less of the addresses on the mailer’s list has a change of address on file
Must be certified by USPS
Annual Re-certification
Legal Restraint
Mailer is restricted by law from incorporating Postal Service COA information without permission from addressee
Mailers must be able to clearly demonstrate how the use of a primary Move Update method would violate the law
Mail Coach Participant Guide Page 19 of 50 April 2014
Exceptions to Move Update Standards
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Directly Acquired When address added as result of
purchase or request, mailer can use address for first 95 days.
Alternative Address Formats Use of simplified, i.e., “Postal
Customer”, exceptional, i.e., “Or Current Resident” or Occupant address, i.e., “Occupant” does not require the use of a Move Update method, as USPS leaves mailpiece.
Mail Coach Participant Guide Page 20 of 50 April 2014
USPS Rapid Information Bulletin Board System, RIBBS™
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Mail Coach Participant Guide Page 21 of 50 April 2014
Barcodes
Definition: Automation-price letter and flat-size mailings are required to use the
Intelligent Mail® barcode.
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Intelligent Mail®
Barcode functionality: – Uniquely identifies mailpiece owner/sender – Uniquely identifies mailpiece or mail aggregate to
facilitate tracking – Allows for encoding of single or multiple product
or service requests – Provides sortation and/or routing information
Mail Coach Participant Guide Page 22 of 50 April 2014
Intelligent Mail® Barcode Letters/Flats
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Mail Coach Participant Guide Page 23 of 50 April 2014
Basic vs. Full Service Requirements
Basic Full-Service
IMb on each mailpiece Required Required- unique
IM™ tray barcode on labels Optional Required- unique
IM container barcode on placards Optional Required- unique
Electronic documentation
(E-Doc for mailing submission)
Optional Required
Start-the-Clock
(shows USPS possession of mailing)
NA Available
IMb Tracing (Tracking) Available Available
Address correction
(ACS electronic updates)
Optional for a fee Available
Postal incentives (discounts) Available Greatest incentives
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Mail Coach Participant Guide Page 24 of 50 April 2014
Benefits of Intelligent Mail ® Barcodes
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Track mail with end-to-end visibility
IMb Tracing
Know when revenue-generating mailpieces have arrived
Maximize marketing resources! Know when customers have mailed payments
Improve operational efficiencies
Reduce Undeliverable as Addressed Mail
One Code ACS™ service
Improve address database quality
Reduce Postal Expenditures & Improve Deliverability
Maximize incentives with Full-Service Intelligent
Mail®
barcode option
Mail Coach Participant Guide Page 25 of 50 April 2014
Processing Categories - Physical Standards
Resources:
Pitney Bowes Shape-Based Template
USPS® Quick Service Guide (QSG)
DMM® 301 Commercial Flats - Physical Standards ~
Deflection and Flexibility Criteria
DMM 201 Commercial Letters – Physical Standards for
Machinable and Automation Letters ~ Booklets
Minimum Size to be Mailable
Minimum thickness 0.007”
Mailpieces* < ¼” must be at least 3
½” high x 5” long
*except keys and ID devices
Maximum Size and Weight to be
Mailable
Maximum weight 70#
Maximum size* 108 inches combined length and girth except Parcel Post® which is 130” L+ G
Specific size and weight limitations vary by processing category and class of mail.
Note: Regulations subject to change; please refer to the Domestic Mail Manual for
current information.
Mail Coach Participant Guide Page 26 of 50 April 2014
Postcard and Letter-size Mailpieces
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Postcards Letters
Mail Coach Participant Guide Page 27 of 50 April 2014
Machinability
After a letter has been identified as mailable, determine if it has machinability.
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Machinable
Letters and cards having accurate addresses that can be processed on USPS equipment are “machinable” and eligible for “presort” prices
Max. wt. First-Class Mail®
and Standard Mail®
3.3 ounces
Nonmachinable
Letters are nonmachinable if they exceed maximum weights and/or if they have one or more nonmachinable characteristics.
Automation
Machinable and display correct
Intelligent Mail®
barcode Max. wt. First-Class
Mail® and Standard
Mail®
3.5 ounces
Refer to your Quick Service Guide, Section 201 to review the criteria for mailpieces that fall under each of these three categories.
Mail Coach Participant Guide Page 28 of 50 April 2014
Nonmachinable Characteristics of Letter-size Mailpieces
Aspect ratio (length divided by height) of < 1.3 or > 2.5
More than 4 ¼” high or more than 6” long and is less than 0.009” thick
Clasps, strings, buttons
Too rigid
Delivery address parallel to shorter side
Contains pens, pencils, or keys that create uneven thickness
Letters with non-paper surfaces, other than envelope windows or attachments that are allowed standards
Tabbing, sealing requirements not met
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Mail Coach Participant Guide Page 29 of 50 April 2014
Flat-Size Mailpieces
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Rectangular Uniform thickness Flexible Commercial flats must meet
deflection criteria
Mailpieces that do NOT meet these requirements are rated as parcels.
Mail Coach Participant Guide Page 30 of 50 April 2014
Flexibility Deflection
Refer to the Quick Service Guide to review flexibility and deflection criteria!
Flexible- Flats must flex one inch along
the longest dimension
Flats not meeting this requirement are
subject to an additional flex test found in
Flats also cannot be TOO flexible.
Additional standards regarding ‘deflection’
can be found in
Mail Coach Participant Guide Page 31 of 50 April 2014
Enclosures in Automation Letter-Size and Flat-Size Mailings
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All letter-size reply cards and envelopes provided as enclosures in automation-price mailings must be automation compatible!
The mailer’s signature on the postage statement certifies that this standard has been met!
Mail Coach Participant Guide Page 32 of 50 April 2014
Postage Payment, Fees and Documentation
Resources:
Quick Service Guide-Section 604b-Precanceled
Stamps
Quick Service Guide-Section 604c-Postage Meters
Quick Service Guide-Section 604d-Permit Imprints
Postage payment methods (methods that mailers can use to “evidence” postage for
commercial First-Class Mail® and Standard Mail® mailings) include pre-cancelled
stamps, meter indicia and permit imprints.
Pre-cancelled Stamps
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Mail Coach Participant Guide Page 33 of 50 April 2014
Meter Indicia
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00.00
Mail Coach Participant Guide Page 34 of 50 April 2014
Dating Standard Mail® Mailings
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Mail Coach Participant Guide Page 36 of 50 April 2014
Permit Imprint
Permit Direct Mail Best Practices
Potential Drawbacks
Mailpieces must be identical in weight unless manifested
Might be perceived as “junk” mail
Mail Coach Participant Guide Page 37 of 50 April 2014
Annual Presort Mailing Fees
An annual presort mailing fee must be paid for each class of commercial mail.
Refer to the latest version of the Notice 123 Price List for current pricing of this fee.
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 required postage statements!
Mail Coach Participant Guide Page 38 of 50 April 2014
Mail Preparation
Resources:
Quick Service Guide-Section 604c-Designing Letters
and Postcards for Automated Processing
Quick Service Guide-Section 602-Addressing
Quick Service Guide-Section 301a- Designing Flats for
Automated Processing
Address and barcode placement, as well as quality are critical!
Since the MERLIN® system tests for barcode readability and accuracy; be certain to
follow DMM® guidelines and avoid skewing, rotation, bleeding or smeared barcodes!
Addressing Standards – Letters and Postcards
Barcode location
Address block
Lower right corner
Barcode skew
Clearances
Address placement
Return Address Placement
221 E 41st
ST BIG TOWN ST
00000-00000
Beware: Loop Mail!
Mail Coach Participant Guide Page 39 of 50 April 2014
Addressing Standards – Flats
Font Characteristics
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
Individual characters cannot overlap
Lines may not touch or overlap; minimum 0.028” clear space between lines
preferred
Placement
All Standard Mail® flat-size pieces
In the upper portion of the flat
May appear parallel or perpendicular to the top edge, but it cannot be upside down –
near or at the open or bound edge
Must be placed as close to the top edge as possible, while maintaining at least 1/8
inch clearance from every edge of the mailpiece
Mail Coach Participant Guide Page 40 of 50 April 2014
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Mail Coach Participant Guide Page 41 of 50 April 2014
Delivery, Return Address Placement and Postage
Below are examples of mailpieces addressed in “Landscape”. The address is within the
top half with the top being either of the two shorter edges.
******** 5-DIGIT 98765 ATTN: VICE PRESIDENT ABC COMPANY 123 MAIN ST ANYTOWN US 98765-4321
Mail Coach Participant Guide Page 42 of 50 April 2014
Inscriptions for Commercial Mail
Mailpieces must be marked, thus the inscription, under the corresponding standards to
show the class of service and/or rate paid.
The basic marking indicates the class or subclass and must be printed or produced as
part of, or directly below or to the left of:
a.) The permit imprint indicia
b.) The meter stamp or impression
c.) An adhesive or precanceled stamp
Refer to your Quick Service Guide, within applicable category, such as
commercial letters or flats, and applicable class, such as First-Class Mail® or
Standard Mail®, to determine the appropriate meter inscription!
Mail Coach Participant Guide Page 43 of 50 April 2014
Traying, Sleeves, Labels, Straps
First-Class Mail® and Standard Mail® letters are sorted into trays
First-Class Mail® flats are sorted into tubs
Standard Mail® flats are sorted into sacks.
Mail Coach Participant Guide Page 44 of 50 April 2014
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Mail Coach Participant Guide Page 45 of 50 April 2014
Pitney Bowes Mailing and Shipping Supplies
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Go to:
www.pb.com > Supplies
To check out mailing and shipping supplies!
Mail Coach Participant Guide Page 46 of 50 April 2014
Entry and Deposit
Resources:
Quick Service Guide-Section 705f
Notice 123 Price List
MERLIN® program – (Mail Evaluation Readability
Lookup Instrument)
Destination entry is the process of transporting and depositing mail at the postal
facilities that serve the addresses on the mailpieces in a mailing.
Mail Coach Participant Guide Page 47 of 50 April 2014
Destination Network Distribution Center (DNDC) Pricing is available for Standard Mail® that is properly prepared, transported, and entered by the mailer at the NDC or other designated postal facility that serves the delivery address on the mail.
Destination Sectional center facility (DSCF) Pricing is available for Standard Mail® that is properly prepared, transported, and entered by the mailer at the SCF or other designated postal facility that serves the delivery address on the mail.
Destination delivery unit (DDU) Pricing is available for Standard Mail® that is properly prepared and entered by the mailer at the postal facility that serves the delivery address on the mail.
2014 pricing shown for illustrative purposes only
Mail Coach Participant Guide Page 48 of 50 April 2014
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Mail Coach Participant Guide Page 49 of 50 April 2014
MERLIN® Program
Purpose:
Evaluates letter and flat-size mailpieces for First-Class Mail® and Standard
Mail® mailings and Periodicals
A postal employee will verify:
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
Presort verification
Barcode analysis
Address accuracy
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Mail Coach Participant Guide Page 50 of 50 April 2014
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/
Pitney Bowes USPS News You Can Use Blog
http://blogs.pb.com/usps-news/
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