WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN MDA Customer Service Help Desk or Dave Girard Mailpiece Design Analyst United States Postal Service

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN Consumers prefer hardcopy mail to other channels Epsilon Channel Preference Study

IS IT MAILABLE? - MUST BE RECTANGULAR (if < 1/4” thick)* - MUST BE AT LEAST 3.5” HIGH x 5” LONG - MUST BE AT LEAST.007” THICK (7 POINTS) MAILABILITY Customized Market Mail does not have to be rectangular Letter-size card stock pieces may have rounded corners up to 1/8” in diameter. WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN

3 1/2” 5" ADDRESS LABEL 5" 3 1/2” YES NO - LOCATION & ORIENTATION OF DELIVERY ADDRESS DETERMINES LENGTH OF PIECE MAILABILITY

Postage costs and Mail Preparation Requirements are different based on the processing category. WHAT IS THE PROCESSING CATEGORY? -IS IT A LETTER, FLAT, PARCEL? PROCESSING CATEGORY WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN

PROCESSING CATEGORY YOUR MAILPIECE IS A LETTER IF IT FALLS WITHIN THESE DIMENSIONS AND WEIGHT. IT MAILS AT LETTER RATES*, AND MUST BE PREPARED AS A LETTER WEIGHT 3.5 OUNCES *Certain pieces heavier than 3.3 oz are subject to being prepared as letters, but paid as a flat

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN PROCESSING CATEGORY YOUR MAILPIECE IS A FLAT IF IT EXCEEDS ONE OF THE LETTER SIZE DIMENSIONS AND DOES NOT EXCEED THE MAXIMUM FLAT DIMENSIONS. IT MAILS AT FLAT RATES, AND MUST BE PREPARED AS A FLAT. EXCEPTION TO MINIMUM SIZE – EVERY DOOR DIRECT MAIL –LENGTH 10-1/2 INCHES ***** FLATS CANNOT BE TOO RIGID AND MUST BE UNIFORMLY THICK (within ¼”)

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN PROCESSING CATEGORY YOUR MAILPIECE IS A PARCEL IF IT DOES NOT QUALIFY AS A LETTER OR FLAT IT MAILS AT PARCEL RATES, AND MUST BE PREPARED AS A PARCEL.

PRICE LIST, NOTICE 123 DATED IS IT MACHINABLE? - If it is not machinable, it cannot be mailed at automation prices -In addition, it is subject to a 21 ¢ surcharge in FCM and nonmachinable prices in STD Mail MACHINABILITY – LETTER MAIL 5 x 7 Mails for 21.7 to 30.1 cents 5 x 7 Mails for 40.8 to 66.4 cents STD MAIL: AUTO 5-DIGIT DSCF to MXD AADC STD MAIL: 5 DIGIT DSCF to MXD ADC NON-MACHINABLE WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN

THE NON-MACHINABLE SURCHARGE OR RATES DO NOT APPLY TO: FIRST-CLASS MAILSTANDARD MAIL - CARD RATE PIECES - NON-LETTERS (Flats, Parcels) - PIECES WEIGHING >3.3 OZ - AUTOMATION RATE LETTERS- AUTOMATION RATE LETTERS - ECR LETTERS WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN MACHINABILITY – LETTER MAIL

Effective May 11, 2009, the standards for machinable mail and automation mail are aligned. Machinable mail must meet the physical characteristics of automation mail with the exception of the qualifying barcode. WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN MACHINABILITY – LETTER MAIL DMM

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN Weight is over 3.3 ounces unless prepared as an automation-rate letter. MACHINABLE/AUTOMATION – LETTER MAIL DMM

Is polybagged, polywrapped, or enclosed in any plastic material or has an exterior surface that is not made of paper ANYWHERE IN U.S. POSTAGE PAID PERMIT xxx City State MAILPIECE DESIGN ANALYST 125 W SOUTH ST INDIANAPOLS IN WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN MACHINABLE/AUTOMATION – LETTER MAIL DMM &

For pieces more than 4.25 inches high or 6 inches long, the thickness is less than.009 inches. 3.5 to 4.25" High 5 to 6" Long Thickness:.007" - up to.016”for postcards - up to.25 for letters 4.25 to 6.125” High 6 to 11.5" Long Thickness:.009" to.025" WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN MACHINABLE/AUTOMATION – LETTER MAIL DMM c

Aspect ratio or length divided by height is less than 1.3 or greater than 2.5. (An aspect ratio of 1.3 and 2.5 is required for automation or QBRM rates.) 4" 5" 4" Acceptable 6/4=1.5 Unacceptable 5/4=1.25 6" WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN MACHINABLE/AUTOMATION – LETTER MAIL DMM

Has clasps, strings, buttons, or similar closure devices. WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN MACHINABLE/AUTOMATION – LETTER MAIL DMM

Contains items such as pens, pencils, or loose keys or coins that cause the thickness of the mailpiece to be uneven. WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN MACHINABLE/AUTOMATION – LETTER MAIL DMM RIGID ITEMS ARE PROHIBITED IN MAILPIECES

Is too rigid (does not bend easily when subjected to a transport belt tension of 40 pounds around an 11-inch diameter turn). WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN MACHINABLE/AUTOMATION – LETTER MAIL DMM MAILPIECES MAY BE SUBMITTED FOR FLEXIBILITY TESTING TO THE PCSC

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN MACHINABLE/AUTOMATION – LETTER MAIL A folded self-mailer is formed of two or more panels created when a single or multiple unbound sheets of paper are folded together and sealed to form a letter-size mailpiece.

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN MACHINABLE/AUTOMATION – LETTER MAIL Dimensions Height: 3.5 to 6 inches max Length: 5 to 10.5 inches max Weight: up to 3 ounces Paper basis weight – Book grade (text, offset) Basic Folded Self-Mailer design 70lb min for 1oz mailpiece; 80lb over 1oz up to 3oz Optional elements added basis weight ranges from 80lb to 120lb basis weight increases when piece weight is over 1oz Newsprint paper allowed on quarter-fold design only (55lb min newsprint paper which correlates to 60lb Book weight; 1.5 inch tabs required)

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN ADDITIONAL REQUIREMENTS FOR AUTO & MACHINABLE LETTERS SELF- MAILERS MUST BE SEALED CLOSED TABS, WAFER SEALS, TAPE, GLUE CAN BE USED NUMBER AND LOCATION OF TABS REQUIRED IS BASED ON: – BASIS WEIGHT OF PAPER – NUMBER OF PANELS – POSITION OF FOLD TABS ARE NOT ALLOWED ON BOTTOM EDGE STAPLES NOT ALLOWED AS CLOSING DEVICE

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN MACHINABLE/AUTOMATION – LETTER MAIL

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN MACHINABLE/AUTOMATION – LETTER MAIL

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN New tabbing requirements for booklet-style letter size pieces effective September 8, 2009 with new options added April 5, Most of these designs will require 3 seals, 1 ½ inches in diameter with no perforations with 2 inch seals for heavier and longer pieces. MACHINABLE/AUTOMATION – LETTER MAIL

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN The spine forms the bottom edge of the piece. The length or method used to seal the booklet determines the weight of the paper forming the cover. MACHINABLE/AUTOMATION – LETTER MAIL

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN New Alternatives for Simple Spine Booklets One new design and lighter weight covers which require more stringent gluing and tabbing requirements Continuous, 1/2-inch wide, glue lines must be placed along the entire length of the open edge and end within 1/16-inch of the open ends. The selvage along the open edge must not exceed 1/16 inch. Glue lines must be created with a permanent adhesive that is not tacky when dry. MACHINABLE/AUTOMATION – LETTER MAIL

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN MACHINABLE/AUTOMATION – LETTER MAIL

Wallet-Style Saddle-stitched spine on bottom One tab leading and trailing edge 4" height only 5.2 to 8 inch length Maximum Weight 2.5 oz. WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN

MACHINABLE/AUTOMATION – LETTER MAIL WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN Oblong Booklets have the spine on the leading shorter edge

MACHINABLE/AUTOMATION – LETTER MAIL Folded booklets are large mailpieces that are bound and then folded to letter-size. The final fold must be the bottom (longer) edge. The folded spine should be the leading edge, however, if necessary, the spine may be prepared as the trailing edge. The spine on the trailing edge configuration is not recommended. The cover is at least 40-pound paper. WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN The cover is at least 40-pound paper. Folded booklets must be sealed with nonperforated 1.5" tabs.

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN NEW STANDARDS FOR CD/DVD MAILERS EFFECTIVE AUGUST 14, 2008 NEW STANDARDS WERE ESTABLISHED FOR CD/DVD MAILERS ELIMINATING THE NEED FOR PCSC TESTING TESTING STILL REQUIRED FOR PIECES OUTSIDE OF THESE STANDARDS

Intelligent Mail ® BarcodePOSTNET™ barcode WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN What is the Intelligent Mail ® Barcode? Unlike the POSTNET barcode that only contains delivery ZIP Code information, the Intelligent Mail barcode contains additional data which expands the ability to track individual mail pieces and provides greater visibility into the postal mail stream.

1.SOME BARCODES ARE PRODUCED BY OPTICAL CHARACTER READERS (OCR’s). OCR’s “READ” THE PREVIOUSLY ADDRESSED PIECE, THE ZIPCODE INFORMATION IS LOOKED UP AND THE MATCHING BARCODE IS PRINTED IN THE LOWER RIGHT HAND CORNER. 2. SOME BARCODES ARE PRODUCED BY SOFTWARE AND PRINTED WHEN THE PIECE IS ADDRESSED. THESE ARE “ADDRESS BLOCK BARCODES”. THESE ARE PRODUCED BY CUSTOMERS PRIOR TO MAILING. HOW DO BARCODES GET ON MAIL? WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN BARCODING

5/8" 1/2 " 4 “ Left most bar in address block at 10 1/2” maximum from right edge Address Block Barcode Read Area POSITION REQUIREMENTS FOR BARCODED LETTERS WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN BARCODING – ADDRESS BLOCK BARCODES

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN BARCODING – ADDRESS BLOCK BARCODES ADDRESSING SOFTWARE PRODUCED BARCODE

OCR PRODUCED BARCODE WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN BARCODING – OCR READABILITY

GUIDELINES FOR OCR PROCESSING Position of information (Letters). WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN BARCODING – OCR READABILITY

CPRS MR S ONEILL PRES SEAN ONEILL INC 4321 MAPLE ST STE 342 OAKTON MD STANDARD ADDRESS FORMAT- MACHINE PRINTED ADDRESS - ALL LINES LEFT JUSTIFIED- SIMPLE TYPE STYLE POINT TYPE SIZE- ALL UPPER CASE CHARACTERS - NO PUNCTUATION- USE POSTAL ABBREVIATIONS WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN NOT BARCODING? – OCR READABILITY

AVOID : GLOSSY/COATED PAPER STOCK - Character/Barcode smear BOLD TYPE - Character/Barcode thickness problem POOR PRINT QUALITY - Character/Barcode voids DARK BACKGROUND COLORS - Poor reflectance between paper/print WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN BARCODING – OCR READABILITY

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN BARCODING – ADDRESS BLOCK BARCODES CLEARANCE REQUIREMENTS 1/8” to the left and right of the barcode INTELLIGENT MAIL.028” above and below the barcode. Theses clearances are required between the barcode and window or label edges and/or any dark area such as printing or graphics. 028” min

S S MAX SMART 86 K ST NW SAN ANTONIO TX FIRST CLASS ZIP+4 US POSTAGE PAID CHICAGO IL PERMIT NO 1 S MAX SMART 86 K ST NW SAN ANTONIO TX SCOTT JACKSON 1234 EAST DR NEW BEDFORD MA SCOTT JACKSON 1234 EAST DR NEW BEDFORD MA FIRST CLASS ZIP+4 US POSTAGE PAID CHICAGO IL PERMIT NO 1 WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN BARCODING – ADDRESS BLOCK BARCODES WINDOW ENVELOPES ENTERED AT BARCODED RATES WILL UNDERGO A “TAP TEST” MAILPIECES THAT DO NOT PASS THE “TAP TEST” WILL BE NOT BE ACCEPTED AT AUTOMATION RATES.

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN Any questions on letter size mail? Let’s move on to flat size mail!!

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN PROCESSING CATEGORY YOUR MAILPIECE IS A FLAT IF IT EXCEEDS ONE OF THE LETTER SIZE DIMENSIONS AND DOES NOT EXCEED THE MAXIMUM FLAT DIMENSIONS. IT MAILS AT FLAT RATES, AND MUST BE PREPARED AS A FLAT. ***** FLATS CANNOT BE TOO RIGID AND MUST BE UNIFORMLY THICK (within ¼”)

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN FLAT SIZE MAIL AND FLEXIBILITY Flat size mail can not be too rigid. If a flat size piece has no rigid insert, place the length parallel to a sharp edge, extend it halfway off the edge and press in the middle of the extended edge. If it flexes one inch without damage, it meets the flexibility requirement.

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN If the flat size piece contains a rigid insert, It needs to be tested in both directions with more flexibilty needed for longer pieces. FLAT SIZE MAIL AND FLEXIBILITY

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN Flat size mail cannot be too flexible. New deflection standards went into effect June 6 th *. These standards require pieces to maintain some rigidity for proper processing. FLAT SIZE MAIL AND FLEXIBILITY * No additional postage charged until October 2010

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN ADDRESSING STANDARDS Effective March 29, 2009, THERE ARE ADDRESS PLACEMENT AND FORMATTING REQUIREMENTS FOR PERIODICALS, STANDARD MAIL®, BOUND PRINTED MATTER, MEDIA MAIL®, AND LIBRARY MAIL FLAT-SIZE MAIL SENT AT AUTOMATION, PRESORTED OR CARRIER ROUTE PRICES. THERE ARE ALSO RELATED REVISIONS FOR AUTOMATION AND PRESORTED FIRST-CLASS MAIL® FLATS.

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN NEW ADDRESS PLACEMENT STANDARDS Upper Portion or Top Half The new standards require the delivery address to be in the “upper portion” of the mailpiece, also known as the top half. So how do we define the top half?

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN NEW ADDRESS PLACEMENT STANDARDS ON ENVELOPED OR POLYWRAPPED PIECES, THE TOP IS DEFINED AS EITHER OF THE SHORTER EDGES When the address is on an insert polywrapped with the host piece, the address must remain within the top half throughout processing and delivery.

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN NEW ADDRESS PLACEMENT STANDARDS ON FOLDED OR BOUND FLATS, THE TOP IS DEFINED WHEN THE FINAL FOLD OR BOUND EDGE IS VERTICAL AND ON THE RIGHT

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN All presorted and carrier route flats must be addressed using at least 8-point type. –Each letter or figure must be at least inch high. Flats using an 11-digit POSTNET or an Intelligent Mail barcode may use 6-point type if the address is printed in all capital letters. –Each letter or figure must be at least inch high. ADDRESS CHARACTERISTICS MINIMUM SIZE TEXT

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN Additional standards for automation pieces only: Address characters cannot overlap. Address lines cannot touch or overlap (0.028-inch clearance preferred). Address elements may be separated by no more than five blank spaces. ADDRESS CHARACTERISTICS SPACING

MAILPIECE DESIGN ANALYST US POSTAL SERVICE 125 W SOUTH ST RM 323E INDIANAPOLIS IN S S A TAP TEST IS DONE ON FLAT SIZE PIECES AS WELL 1/8” TO THE LEFT AND RIGHT, AND 1/25” ABOVE AND BELOW THE POSTNET BARCODE AND.028” ABOVE AND BELOW THE IMBC MUST BE CLEAR. WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN BARCODING – ADDRESS BLOCK BARCODES

C.U.B. Carts, Unicycles, & Bikes WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN ADDITIONAL REQUIREMENTS FOR AUTO FLATS EXCEPT FOR SHORT COVERS NO TABBING IS REQUIRED

AUTOMATION FLATS MUST BE UNIFORM IN THICKNESS – AND BE SMOOTH AND REGULAR IN SHAPE. THE CONTENTS MUST BE APPROXIMATELY THE SAME SIZE AS THE ENVELOPE. WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN ADDITIONAL REQUIREMENTS FOR AUTO FLATS This won’t work!

If Mailers wish to use a polywrap covering on any flat, it must use a USPS approved polywrap or polybag. JOEL SCHROEDER US POSTAL SERVICE 500 W CHESTNUT EXPY RM 140 SPRINGFIELD MO WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN ADDITIONAL REQUIREMENTS FOR AUTO FLATS A list of USPS approved polywrap vendors available at

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN Addresses must be matched to the National Change of Address database within 95 days of the date of mailing. Ancillary Service Endorsement OneCode ACS ® /ACS TM NCOA Link® FASTforward ® Legal Restraint/ 99 Percent Accurate – First-Class Only-NCSC Move Update

BUSINESS REPLY MAIL COURTESY REPLY MAIL REPLY MAIL WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN

MDAs can still provide artwork when necessary. BOTH COURTESY REPLY AND BUSINESS REPLY ARE RECOMMENDED TO HAVE THE “FIM” – FACING IDENTIFICATION MARK, AND THE BARCODE PRINTED ON THE MAILPIECE. IT IS REQUIRED ON QBRM PIECES. IN ADDITION, BRM MAIL HAS OTHER FORMAT ELEMENTS THAT ARE REQUIRED “CAMERA READY ARTWORK” FOR REPLY PIECES IS SUPPLIED FREE OF CHARGE BY THE USPS THROUGH THE AUTOMATED BUSINESS REPLY MAIL ONLINE ARTWORK. REPLY MAIL WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN

COURTESY REPLY MAIL WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN REPLY MAIL NO PERMIT OR ANNUAL FEE REQUIRED YOUR CUSTOMER PAYS THE POSTAGE CRM should have a FIM A and a Delivery-point Barcode

BASIC BUSINESS REPLY MAIL WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN REPLY MAIL MUST PAY ANNUAL FEE ($220.00) PLUS POSTAGE AND PER/PIECE FEE ON RETURNED MAIL** POSTCARD = $ OZ = $1.31 *Cheaper rates apply to participants in High Volume and Qualified BRM. BRM should have a ZIP+4 code uniquely assigned for the address and permit number on the mailpiece AND corresponding ZIP+4 barcode. Delivery-point barcodes are not allowed on BRM

HIGH VOLUME BUSINESS REPLY MAIL WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN REPLY MAIL MUST PAY ANNUAL PERMIT FEE ($220.00) PLUS ANNUUAL ACCOUNTING FEE ($685.00) PLUS POSTAGE AND PER/PIECE FEE (.064) ON RETURNED MAIL POSTCARD = $.39 1 OZ = $.537 BREAK EVEN POINT IS ABOUT 887/YEAR

QUALIFIED BUSINESS REPLY MAIL (QBRM) WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN REPLY MAIL MUST PAY ANNUAL FEE ($185.00) PLUS ANNUAL ACCOUNTING FEE ($585.00) PLUS REDUCED POSTAGE AND PER/PIECE FEE (.052) ON RETURNED MAIL FORM 6805 WITH SAMPLES OF BRM PIECE MUST BE SUBMITTED AND APPROVED POSTCARD = $ OZ = $.469 BREAK EVEN POINT IS ABOUT 844/YEAR

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN LOCAL USPS CONTACTS: MDA Customer Service Help Desk: or Mailing Requirements for mail preparation, Nonprofit eligibility, Standard Mail eligibility, etc.: ONLINE USPS RESOURCES: ADDRESS CHANGE, MOVE UPDATE, CASS/MASS/DPV/LACS, etc. Resources: National Customer Support Center: USPS PUBLICATIONS: Postal Bulletin, Domestic Mail Manual, Federal Register, Mail Pro, DMM Advisory. NON-USPS PUBLICATIONS: Mailing Systems Technology (free publication) Postal World, Business Mailers Review, PostCom

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