This is the mailpiece design tutorial for Automated Bulk Mail using Standard Letters. This presentation will aid you in the design and layout of this specific type of mailpiece. For all other mailpieces, please visit the WSU Campus Post Office website at for additional tutorials. If you have downloaded this presentation to keep on your computer, please be sure to contact us at so that if mailing requirements change we can contact you with By using this tutorial to design your mailpiece, you agree to use all information here completely and correctly. Failing to do so may cause your mailing to be unusable.

First, we will look at the initial design of an automation-compatible envelope. After we have finished, we will then look at some other options you have in designing your envelope. The first step in designing an automated standard letter is checking the size of the envelope. In order to automate the mailing, the ratio of its length divided by its height must fall into a certain range, between 1.3 and 2.5. For example, look at this first sample envelope: The length of this envelope divided by its height (9.5 inches divided by 4.5 inches) is Therefore, it can be used for an automated mailing. This is referred to as its Aspect Ratio.

Now, look at this next sample envelope: The Aspect Ratio of this envelope is one (4.5 inches divided by 4.5 inches). Because this is not between 1.3 and 2.5, this envelope may not be used for an automated mailing. However, mass mailings envelope that do not have the correct Aspect Ratio for automated mail may be sent using other types of bulk mail. If you wish to send an odd-sized envelope, please refer to our tutorial on oversized mailpieces for manual bulk mail.

In order to help show what is considered a standard-sized envelope, a visual template is available. The template is shown below, but while the scale is visible, for a completely accurate copy please contact the Campus Post Office. The templates are available free of charge but may be subject to occasional shortages in supply. The template is correctly used by aligning your envelope’s lower left corner at the point indicated on the template here: Then, ensuring that the left and bottom edge are also aligned correctly along the left and bottom lines on the template, if the upper right corner of your envelope (where the postage would be placed) falls in the shaded gray area, then it meets the standard-size requirements. If not, the envelope is not standard-sized, and likely will not qualify for automated mail.

Next, we will look at the layout of your envelope. Here is the standard-size envelope: In order to use an automation-compatible layout, we must have specific areas on the front of the envelope available for printing specific information. Below, we have added a space along the bottom edge of the envelope:

This field is referred to as the Barcode Clear Zone (BCZ). When we automate your mailing, this is where we will print a Delivery Point Barcode on the envelope. Here is a larger view of the BCZ, with the required measurements: In the picture you can see the lower right corner of your envelope with the dimensions of the BCZ shown. Looking at your envelope, measure 5/8 of an inch up along the right edge from the lower right corner, and 4 3/4 inches back along the bottom edge from the same corner. Using right angles to create a rectangle using these measurements, you have defined the BCZ on your envelope. You do not need to show the BCZ on your finished envelope, but when you pick the envelope to use for your mailing, the BCZ must be clear of any printing or graphics. Nothing may appear in this space or the mailing will not qualify for automation.

Next, we will designate a location for the destination address. The address must be in a specific place so that the OCRs (Optical Code Readers) used by the U.S. Post Office can locate it successfully. Below, the sample envelope has a field added showing where the OCR read area is located.

The OCR Read Area, unlike the BCZ, is not defined by a standard size but by the size of the envelope itself. By measuring in a minimum of one half inch from each edge and a minimum of two and three fourths inches up from the bottom of the envelope, using right angles a space is defined which sits on top of the BCZ. If the envelope were of different dimensions (keep in mind that the Aspect Ratio must still be acceptable for automated mail, of course) then the OCR Read Area would also have different dimensions. Besides the destination address, other design elements may be placed in the OCR Read Area. However, the entire destination address must be contained in the OCR Read Area. The Campus Post Office is able to print extra graphics, text, or design elements inside the OCR Read Area at the same time we address your mailing. For more information concerning this service, including additional costs, please contact us. Next, we will place a field on the envelope for a return address. Return addresses are required in sending mail from WSU. We are also able to print return addresses on your envelopes if your envelopes do not already have the correct return address pre-printed. The next screen shows the return address field added to our envelope.

As you can see, like the OCR Read Area, the size of the Return Address Area shown above depends on the size of the envelope. Larger or smaller envelopes would have differently sized Return Address Areas. None of the fields shown on the sample envelope above require you to show anything on the envelopes you give to us. In fact, it is much simpler to automate your mailing when these fields are clear of any printing.

The final item which is required on the front of the envelope is the method of postage. This tells the U.S. Post Office how the mailing is being paid for and by whom. Postage may be in the form of a meter imprint (which the Campus Post Office would apply during processing) or by using a mailing permit. Mailing permits appear on a piece of mail where you would normally expect to find postage or a stamp. Instead of a stamp, you find a small box outlined with the class of mail (Nonprofit, STD, First Class, etc), the city and state where the permit is registered with the U.S. Post Office, and the permit number. WSU maintains several mailing permits for use on different classes of mass mailings. The WSU Campus Post Office is responsible for maintaining the University permits, and also is responsible for their use. If your mailing uses a permit that WSU holds, regardless of the source of the mailing or who is paying for it, we must approve its use. When we give our approval, we will advise you which permit is applicable for your mailing.

For Bulk mailings, WSU has two mailing permits, each for its own specific class of mail. These are Standard rate and Non-Profit rate. One of the requirements to use a mailing permit is to follow the format set by the U.S. Post Office exactly. Not following the format correctly may cause your mailing to fail inspection and be unmailable. In order to illustrate the correct format, a page on the Campus Post Office website shows the correct permits to use. See “Permits” on the left navigation of our “Mass Mailings” section for more information. Whether we place a meter imprint on your envelope or you use a mailing permit, the method of postage should be in the upper right hand corner of each envelope. Finally, in addition to the fields we have added to our envelope, we may also add an Ancillary Service Endorsement. This refers to instructions for the U.S. Post Office on the front of the envelope in case the envelope is not able to be delivered as addressed. You may have seen phrases on envelopes such as “Address Service Requested” or “Return Service Requested.”

We are able to print Ancillary Service Endorsements on your envelopes when we automate them if you wish. The four locations where we may print them on the envelope are shown below. There is no additional cost for the Campus Post Office to print Ancillary Service Endorsements, although for Bulk mail there are additional charges for using these services if the envelope is forwarded or returned.

For Bulk Mail, there are additional charges for using Service Endorsements. The additional charge for using these services is shown on the table below. The Ancillary Service Endorsements are as follows: Address Service Requested –for Forwarding and Return of Mail Mnths 1 – 12: mailpiece forwarded Months 12 – 18: mailpiece returned with new address attached After 18 months or if undeliverable: mailpiece returned with reason for nondelivery attached Forwarded at no charge Weighted fee charged Return Service Requested-for Return of Mail only, No Forwarding At any time: mailpiece returned with new address or reason for nondelivery attached First-Class or Priority Postage charged (by weight) Change Service Requested-No Forwarding or Return, but new address provided Separate notice of new address or reason for nondelivery provided, mailpiece disposed of by USPS Manual Notice provided at $0.75 each Forwarding Service Requested-For Forwarding or Return. New address provided only with Return Service Months 1 – 12: mailpiece forwarded Months : mailpiece returned with new address attached After 18 months or if undeliverable: mailpiece returned with reason for nondelivery attached Forwarded at no charge Weighted fee charged Temp-Return Service Requested-For Return Mailpiece returned with reason for nondelivery attached (unless temporary change of address, then mailpiece forwarded with no notice to mailer) N/A

While the postage of normal First-Class mail is determined not only by size but also by weight, for automated mail the exact weight is not as important. Let’s look at our standard-sizing template again. Notice the shaded area in the upper right hand corner. Recall that when the envelope is properly aligned on the template, if the upper right hand corner of the envelope falls in the shaded area, it will qualify as standard-sized. For regular First-Class mail, this size limit would end at one ounce of weight. However, for automated mailings, the weight limit would end at 3.3 ounces of weight. Until this limit is reached, the postage will remain the same and there are no additional design requirements.

This concludes our tutorial for Automated Bulk mail using Standard Sized Envelopes. Please remember to use all the information contained here correctly. If you have mailings which cannot be sent using the qualifications shown here, please browse our other tutorials or consult our staff to see if there is another class of mailing that better suits your needs. Also, please remember to schedule your automated mailings in advance using our website and to provide us with your mailing list in one of the compatible file formats listed in the left navigation of our Mass Mailings Section of our website. If you have any additional questions, please feel free to contact us. Our campus phone is , our address is and we are located on the first floor of Morrison Hall on WSU’s main campus. Our office hours are 7:30am through 4:30pm Monday through Friday except for all holidays observed by the University.