Presented by: Floresa Ross Introduction to the Intelligent Mail Barcode and Mailpiece Quality

2 Agenda Mailpiece Characteristics Dimensions Aspect Ratio Plastic Covering Odd-Shaped Items Flexibility Paper Stock Reflectance Print Contrast

3 Agenda ( continued ) Ancillary Service Endorsements Building Address Quality Addressing Barcodes and Barcode Placement Best Practices MERLIN and Mail Quality

4 First-Class postcard rate Pieces exceeding 4.25” x 6” must be at least.009” thick 4.25" Max. Height 6" Max. Length 3.5” Min. Height 5" Min. Length Thickness.007" -.016" Postcard Dimensions

5 Minimum thickness.007” Maximum thickness.25” 6.125" Max. Height 11.5" Max. Length 3.25” Min. Height 5" Min. Length Maximum Weight First-Class 3.5 oz. Machinable Presort Automation Standard Presort 3.3 oz Machinable Presort 3.5oz Automation High Density Walk Sequence Saturation Pieces exceeding 3 oz. must meet additional standards for heavy letter mail in DMM Letter-Size Dimensions

6 Pieces exceeding 4 ¼” X 6” and less than.009” thick 3.5”- 4.25” High 5” to 6” Long Thickness Min ” - up to.016” for Postcards - up to.25” for Letters 4.25” ” High 6” to 11.5” Long Thickness:.009” to.025” Letters Thickness Automation letter rate pieces must meet the above dimensions

7 Aspect ratio (length divided by height) does not meet specifications if less than 1.3 or greater than 2.5 5" 4" Non-machinable 4” X 5” = " Machinable 4” X 6” = 1.5 6" Aspect Ratio – Letters Only Applicable for automation or qualified Business Reply Mail rates

8 Is polybagged, polywrapped, or enclosed in any plastic material OK? Also not permitted on automation-rate letter-size mail PLASTICS INC PO BOX 0000 ANYWHERE IN U.S. POSTAGE PAID PERMIT xxx City State POSTAL FORUM 801 Mount Vernon Place NW Washington DC Don’t even think about it!! Plastic Covers Not for Letters!

9 Automating Your Mailpieces Odd-Shaped Items – Letters & Flats Contains items such as pens, pencils, or loose keys or coins that cause the thickness of the mailpiece to be uneven Also not permitted on automation-rate letter-size or flat-size mail

10 Is too rigid Does not bend easily when subjected to a transport belt tension of 40 pounds around an 11-inch diameter turn Automation-rate letter-size mail must be flexible Automating Your Mailpieces Flexibility - Letters

11 Pre-Test Questionable Stock Contrast between paper & barcode Recycled Paper Phantoms/Screens Security/Check Stock Translucent Envelopes

12 OCR ABC Reflectance

13 National Postal Forum 810 Mount Vernon PL NW Washington DC National Postal Forum 810 Mount Vernon PL NW Washington DC National Postal Forum 810 Mount Vernon PL NW Washington DC National Postal Forum 810 Mount Vernon PL NW Washington DC National Postal Forum 810 Mount Vernon PL NW Washington DC National Postal Forum 810 Mount Vernon PL NW Washington DC National Postal Forum 810 Mount Vernon PL NW Washington DC National Postal Forum 810 Mount Vernon PL NW Washington DC National Postal Forum 810 Mount Vernon PL NW Washington DC Print Contrast

14 Choose the Right Colors Letters & Flats White paper/black ink is BEST! Pastel colors with dark ink work Best

15 ADDRESS SERVICE REQUESTED APPLETREE POINT 123 SUNSET LN SOUTH EUCLID OH RETURN SERVICE REQUESTED 1 CHANGE SERVICE REQUESTED FORWARDING SERVICE REQUESTED #BWNCXBB**AUTOCR**C003 WILL BUY 101 MAPLE ST AVON OH Must be surrounded by ¼” clear space Must be printed in at least an 8-point type Must have a return address Ancillary Service Endorsement

16 Has a delivery address parallel to the shorter dimension of the mailpiece Automation rates require that the delivery address be parallel to the longest dimension POSTAL CUSTOMER COUNCIL 475 L’Enfant Plz Washington DC POSTAL CUSTOMER COUNCIL 475 L’Enfant Plz Washington DC U.S. POSTAGE PAID PERMIT xxx City State U.S. POSTAGE PAID PERMIT xxx City State Building Quality Letters & Flats Address Orientation

17 Building Quality Addressing Standards for Letters & Flats Please use a complete and proper address JOHN DOE ABC ELECTRONICS 826 KENTUCKY ST YOURTOWN KY JOHN DOE ABC ELECTRONICS 826 KENTUCKY ST YOURTOWN KY

N LYNN ST ARLINGTON VA Act now! 98765** NATIONAL POSTAL FORUM 810 MOUNT VERNON PLACE NW WASHINGTON DC N LYNN ST ARLINGTON VA Act now! 98765** ONAL POSTAL FORUM OUNT VERNON PLACE NW INGTON DC ** ONAL POSTAL FORUM OUNT VERNON PLACE NW INGTON DC Automating Your Mailpieces Window Envelopes - Letters Window envelopes must have 1/8” clearance between the address printing and any window edge throughout maximum insert shift.

19 Non-Address Data Information/Attention Name of Recipient Delivery Address City, State, ZIP+4 FELO H KAREN MAGAZINO NATIONAL POSTAL FORUM 801 MOUNT VERNON PLACE NW WASHINGTON DC GRAND PRODUCTS INC 100 MAJOR ST PO BOX 200 NEW YORK NY Dual Delivery Addresses: Mail will be delivered to Automating Your Mailpieces Address Block – Letters

20 Quality Mailpieces Postnet Barcode Readability and Accuracy ReadabilityBarcode Accuracy POSTAL CUSTOMER COUNCIL 475 L’Enfant Plz SW Washington DC Even though this address block barcode appears fine, the barcode reads Extraneous Ink Voids SmearingDot Matrix

21 Postnet Barcode Placement

22 Allow a clear space of 1/8” to the left and right and 1/25” above and below between the barcode and printing to the window or label edge 1735 N LYNN ST ARLINGTON VA Postnet Barcode Building Quality Barcode Clearance & Window Insert Shift 1/8” Min. 1/25” Min. 1/8” Min. National Postal Forum 810 Mount Vernon Pl NW Washington DC

23 Inside the Intelligent Mail Barcode (Mail Piece) Type Indicator: 2-digit mail preparer identifier (USPS or external) & applicable barcode specification Special Services: 3-digit field used to identify any special or extra services Mailer ID (MID): 6- or 9-digit unique mailer identifier (assigned by USPS) Adjustable Field: 3-digit field used for MID (if 9-digit MID), or to assign additional unique serial numbers to mailpieces Unique Serial Number: 6-digit field used to uniquely identify mailpieces Destination ZIP: 11-digit Delivery Point ZIP Code Unique Serial Number 6N Routing ZIP 11N 3 45 Special Svcs 3N Business Entity ID 6N 12 Type Ind 2N N Adj Field

24 Inside the Intelligent Mail Barcode (Mail Piece)

25 Intelligent Mail Barcode Building Quality Barcode Clearance & Window Insert Shift

26 Building Quality Address Block Barcode – Letters & Flats Above Address Below Optional Endorsement Line and/or Keyline Information **************************5 DIGIT POSTAL CUSTOMER 123 MAIN ST ANYTOWN US POSTAL CUSTOMER 123 MAIN ST ANYTOWN US Preferred BXBJDCK *******5 DIGIT #JSN0069TWK2874# POSTAL CUSTOMER 123 MAIN ST ANYTOWN US Above Optional Endorsement Line and/or Keyline Information Below Address POSTAL CUSTOMER 123 MAIN ST ANYTOWN US Acceptable

27 Barcode must be within 4” of mailpiece bottom and at least 1/2” from right or left edge Entire address block and barcode must be at least 5/8” from bottom Quality Mailpieces Barcode Placement - Letters 1/2” POSTAL CUSTOMER COUNCIL 475 L’ENFANT PLZ WASHINGTON DC BARCODE READ AREA 4” 1/2”

28 BASELINE POSITIONAL SKEW LETTERS 5º ROTATIONAL SKEW LETTERS 5º FLATS 10º BASELINE SHIFT.015” FROM BASE BASELINE Postnet Barcode Building Quality Barcode Skew – Letters & Flats

29 Intelligent Mail Barcode Building Quality Barcode Skew – Letters & Flats

30 Quality “Not-to-do’s” Incompatible Materials Textured/Glossy Paper Fluorescence/ Phosphorescence Some Recycled Paper Dark Fibers Security Patterns 15% Maximum Contrast Opacity

31 Barcode Placement - Flats

32 Standard #10 Window - Letters

33 Didn’t Have 1/25” Below Barcode Letters & Flats

34 Barcode Clear Zone - Letters Barcode was in 5/8” area – not in Barcode Clear Zone

35 Delivery address 1 inch lower and 1 inch to the right of return address Minimum clear area of 3/8 inch, recommend 1/2 inch Avoid skew Readability Guidelines Address Block Location - Flats

36 Address Block Location - Flats Landscape Orientation Portrait Orientation Readability Guidelines

37 Use 10 to 12 point OCR readable font Use black ink against a light background Left justify information Place POSTNET barcode below the city, state, ZIP Code line Place PLANET Code above or below OEL and / or ACS line Delivery Address Format Flats

38 Apply label on outside of poly, when possible If inside of poly, poly must be clear and wrinkle free Place address labels uniformly, avoiding skew Adhesive Labels - Flats

39 Keep advertising, logos, and other information clear of delivery address area Cannot use two different return addresses  Recommend not printing store or other locations on same side as delivery address If you must print locations, center-justify these addresses Extraneous Information - Flats

40 Flexibility test, part 1

41 Flexibility test, part 2 Flats 10” or Longer Flats 10 inches or longer that contain a rigid insert; length perpendicular to edge.

42 Flexibility test, part 2 Flats less than 10” Long

43 Deflection Test - for pieces 10” or longer

44 Deflection test – pieces less than 10” long

45 MinimumMaximum inch0.75 inch Recommendation: Avoid minimum & maximum limits Thickness

46 Must be uniformly thick Must have flat smooth and regular shape and be free of creases, folds, tears, or other irregularities Recommendation: Avoid placing irregularly shaped items or items repeatedly in the same location in a flat-size mailpiece Uniformity of Thickness

47 Mailing wrappers are envelopes, sleeves, partial wrappers, or polywrap Recommendation : Avoid sleeves and partial wrappers or use spot glue to hold in place Mailing Wrappers

48 Use only approved polywrap Wrap direction is around longer axis Recommendation: Avoid wrapping poly too tight Polywrap

49 AFSM 100—Physical Requirements Wrap direction: around longer axis Seam: Parallel to longer dimension Front or back (back is preferred) Not over address or barcode Polywrap JOEL SCHROEDER US POSTAL SERVICE 500 W CHESTNUT EXPY RM 140 SPRINGFIELD MO FRONT BACK (SEAM DIRECTION)

50 AFSM 100—Overhang Polywrap JOEL SCHROEDER US POSTAL SERVICE 500 W CHESTNUT EXPY RM 140 SPRINGFIELD MO ¼” 3/4”

51 Must be parallel to longer axis If on address side, must not cover any part of address or barcode Recommendation: Place seam on reverse or non-addressed side of the mailpiece Seam

52 Poly must be smooth to allow address or barcode readability Recommendation: When possible place address labels on outside of polywrap Delivery Address

53 Not more than 0.5 inch at top Not more than 1.5 inches on side Recommendation: Keep overhang to a minimum Selvage

54 Best Practices for Letters and Flats Pre-test samples for barcode readability with Postal Service Monitor for changes thru production Communicate barcode concerns to your customers & staff Establish internal quality control measures Assign someone to monitor tests Use report data for training and improvement

55 MERLIN and Mail Quality Ensuring Quality Mail MERLIN Reports Where to Get Help

56 MERLIN Reports Summary Verification Barcode Readability Barcode Exceptions Barcode Error Listing Barcode Components Barcode Digit String

57 Summary Verification Report

58 Automation Rate Barcode Readability Report

59 Barcode Exceptions

60 Barcode Error Listing

61 Automation Rate Barcode Components Report

62 Barcode Digit String

63 MERLIN Appeals Second Level Review Barcode Readability Review Pieces Identified With Errors Second Level Review Appeal – Decision Must Be At Time Of Mailing Test Mail Sent To Appeal Center Return Test Mail To Mailer Enter Test Mail at Appeal Center Barcode Digit ‘9999’ Appeals

64 Ensuring Mail Quality Designing Your Mailpiece Create a practical and effective mailpiece Ensure adequate margins for manufacturing tolerance are built into the design Addressing and barcode placement must be exact

65 Ensuring Mail Quality Reviewing Your Mailpiece Examine mailpieces Contact your local Mailpiece Design Analyst to have samples tested Develop a test plan

66 Ensuring Mail Quality Producing Your Mailpiece Follow your manufacturer’s procedures specific to your printing platform Contact manufacturer for advice Have machine operators, mechanics and set-up personnel keep a pre-production checklist

67 Ensuring Mail Quality Maintain Printer Hardware Maintain hardware according to manufacturer’s approved procedures Use authorized parts and materials Take precaution on inkjet printers

68 Ensuring Mail Quality Review and Track Reports Assign someone to review and track Merlin reports

69 Where to Get Help MERLIN Website

70 Where to Get Help “All About MERLIN” Brochure

71 Ensuring Quality Mail Prepare your mail for automation rates Establish a Mail Preparation Total Quality Management Operation

72 Where to Get Help More Resources Domestic Mail Manual 300 Mailpiece Design Analysts

73 Resources Mailpiece Design Analyst Mailpiece Quality Control (MQC) Program Addressing MERLIN Web site

74 Build Quality Mailpieces Every Time!!