NORTH DAKOTA NAPUS FALL CONFERENCE

NORTH DAKOTA NAPUS FALL CONFERENCE
Louise Potocki Mailing Standards Specialist Welcome to Business Mail 101. If you are a first-time mailer or want a refresher course on discounted mail, you’ve come to the right place. Business Mail 101 will help you understand your options for business mailings and make the right choices for your business or organization.

TRUTHS Six Truths in Life 1. You cannot stick your tongue out and look up at the ceiling at the same time, a physical impossibility All postal employees, after reading #1 will try it And discover #1 is a lie You are smiling now because you are a PE 5. You soon will forward this to another PE There is still a silly smile on your face.

Tabbing - Self Mailers vs Booklets
Mailing Issues DPBC - Retired IMsb Tool Business Customer Gateway

DEFINITION - FSM A folded self-mailer is formed of panels created when a single or multiple unbound sheets of paper are folded together and sealed to form a letter-size mailpiece.

DEFINITION - BOOKLET A booklet is formed of printed sheets that are permanently bound with at least 2 staples, saddle stitiched, or glued in the fold.

BOOKLETS Spine on the leading (shorter) edge 5” to 9” long
Booklets now need 3 tabs in most cases. Tabs must be 1½” Spine on the leading (shorter) edge 5” to 9” long 60-pound paper Over 9”,up to 10.5” long 70-pound paper Two tabs on top edge - 1 inch from left and right edge One tab on trailing edge - in the middle. Slide 22 Tabs will be repositioned with two tabs on the top open edge. This tabbing configuration keeps the booklet from mushrooming during sorting.

Notice: 3 tabs & larger size
BOOKLETS Sealed with tabs: 5” to 9” long 50-pound paper Over 9” up to 10.5” long 60-pound paper. Spine on the bottom Slide 16 Longer mailpieces are subjected to increased stress during processing. That is why larger pieces need a heavier weight outer (cover) sheet. Notice: 3 tabs & larger size

FOLDED SELF-MAILERS Effective January 5, 2013
Minimum size for FSM – 3 ½ X 5” Maximum size – 6 X 10 ½” (note shorter height/length) Maximum weight – 3 oz Minimum number of tabs – 2 Fold MUST be on the bottom

FSMs Maximum number of panels – 12 Example:
Single sheet folded in half = 2 panels Single sheet tri-folded = 3 panels Minimum paper weight – 28 lb bond/70 lb book weight (FSM weighing 1 oz or less) INVITATION FOLD NO LONGER ACCEPTABLE

FSMs More than 1 oz – 31 lb bond/80 lb book weight BASIC SELF-MAILERS
Will continue to use 1” tabs on pieces that weigh 1 oz or less Pieces weighing more than 1 oz -will require (2) 1.5” tabs

TABBING CHANGES Tabs may be placed on top within 1” of the leading/trail edge OR on the lead/trail edge within 1” of the top edge The middle panel will be the address panel on a tri-folded self-mailer UPDATE - JUNE 2013 Mailer may have the address on the top panel IF they use a third tab placed ½” from the bottom on the leading edge

FSMs Location of tabs for basic FSM

TABBING CHANGES Location of tabs for basic FSM This is where you
would add the 3rd Tab for the May 2013 update..

FSMs – QUARTER FOLD QUARTER FOLDED SELF-MAILER
The first fold must be on the leading edge Quarter folded self mailers weighing 1 oz or less will require (2) 1” tabs Quarter FSM weighing over an oz. will require (3) 1.5” tabs Glue is not allowed on quarter folded self-mailers

TABBING – BOOKLETS AND FSMs
Tabbing rules apply to letter sized pieces only Tabbing rules apply to both single piece and discounted First-Class and Standard/Nonprofit letter sized pieces If the FSM comes over the retail counter improperly prepared, we assess the $0.20 nonmachineable surcharge.

BULK MAILERS If the improperly prepared folded self-mailers is part of a bulk mailing we move the rates claimed to the nonmachineable letter section. In associate offices that means any pieces the mailer claimed on B1 will move to B7; pieces claimed by the mailer on B2 will be moved to B9

Postage Statement

Tabbing- Self mailers vs. booklets
Mailing Issues DPBC - retired IMsb Tool Business Customer Gateway

POSTAGE STATEMENT 1 12 13 2 6 5 7 8 3 10 4 9 14 15 16 17 18 11

CARRIER ROUTE/AUTOMATION
Within 90 days for carrier route Within 185 days for automation prices

MOVE UPDATE Every discounted First-Class and Standard mailer must have something checked in this section If they do not, they are not entitled to automation or carrier route rates

POSTALONE!

Postage Statement

DEFINITIONS DDU – Destination Delivery Unit
DSCF – Destination Sectional Center Facility DNDC – Destination Network Distribution Center NONE- All other offices

POSTAGE STATEMENT DDU – For carrier route pieces for delivery in the office you are entering them in. DSCF – Only if dropped in a sectional center such as Grand Forks, Bismarck, or Fargo DNDC- Only if dropped in Fargo NONE – Everyone else

Tabbing – Self mailers vs. booklets
Mailing Issues DPBC - Retired IMsb Tool Business Customer Gateway

DPBC RETIRED Federal Times Proposal dated March 2, 2012
Delivery Point Barcodes (DPBC) were discontinued January 28, 2013.

IMB All mail claimed at automation rates must have an accurate intelligent mail barcode . JACK SMITH 101 MAIN ST JACKSONVILLE FL The delivery point is derived by using the last two digits in the address and adding that information to the ZIP+4 to create the Delivery Point Barcode that is unique to every delivery. An accurate delivery point barcode needs to have a complete address. The biggest problem the Postal Services faces with meeting our goals for 85% of letter mail in DPS order is missing secondary address information. A secondary indicator allows the Postal Service to put letter-sized mail in delivery sequence when there are multiple deliveries under one physical address by using suite or apartment numbers. 74.9% of all letter mail is now prepared in delivery point sequenced on automated equipment. 85% of all letter mail is targeted to be in Delivery Point Sequence by the end of this 2005.

FULL SERVICE IMB Federal Register dated April 20, 2012 – Effective January 26, 2014 Only Mailers who are able to do full service IMB will receive the automation discounts Full Service mailers must submit their paperwork electronically

Tabbing- Self Mailers vs booklets
Mailing Issues Retiring the DPBC IMsb Tool Business Customer Gateway

IMsb Tool Designed for the small mailer ( mails pieces per mailing Allows the mailer to claim the Full Service barcoded discount Annual fee will be waived as long as the mailer qualifies for the Full Service Discount PostalOne will monitor the Full Service discount and annual fee

IMsb Tool Postage statement must be entered electronically
Postal Service is providing the tools to allow the mailer to CASS certify their mailing list prior to mailing Mailer must register on the Business Customer Gateway

IMsb Tool IMsb Tool allows the mailer to upload their mailing list and print on labels, envelopes or inserts placed in window envelopes This tool is designed for mailers who do their own mail rather than taking it to a mail preparer Ideal candidates are already using the Business Customer Gateway

Tabbing – Self mailers vs booklets
Mailing Issues Retiring the DPBC IMsb Tool Business Customer Gateway

BUSINESS CUSTOMER GATEWAY

Questions? Questions? Thank You.

Methods of Postage Payment
Precanceled Stamps Special stamps available in specific denominations for Presorted First-Class Mail®, Nonprofit and Standard Mail™ *Note: only one (1) pre-canceled stamp may be affixed to each mailpiece. Precanceled Stamps Precanceled stamps are special stamps that are available in specific denominations and are for Presorted First-Class Mail® and Standard Mail™. Mailers apply these special stamps to envelopes at a lower postage rate (say, 10 cents) and pay the difference between the rate paid on each piece and total postage due when they drop off the mail at the Post Office. The acceptance clerk can help you fill out your postage statement to calculate how much postage you still owe. You may pay that difference with a check, a meter strip, or through a postage account. Note: only one (1) precanceled stamp may be affixed to each mailpiece.

Precanceled Stamps Available in four denominations: 25¢ for Presorted First-Class Mail® 15¢ for Presorted First-Class Cards 10¢ for Regular Standard Mail™ 5¢ for Nonprofit Standard Mail Precanceled stamps are available in four denominations: 25¢ for Presorted First-Class Mail® only 15¢ for Presorted First-Class Cards only 10¢ for Regular Standard Mail™ only 5¢ for Nonprofit Standard Mail only

Postage Meter Prints postage directly on mailpiece (or meter tape) Meter size varies by need Postage Meter A postage meter prints postage directly onto your mailpieces (or onto a meter tape, which you apply to your mailpieces). Postage meters are a very convenient way to pay for postage and track postage costs for your business or organization. Postage meters come in all sizes. Very large mailers have big, specialized meters that fold, stuff, weigh, and meter postage onto envelopes. Some meters are small and require each mailpiece to be hand-fed. That can take time. A meter manufacturer can help you decide which meter is right for your mailing needs. If you already have a postage meter and you’re starting to do bulk mailings, using your meter is a smart choice. Although you can use the same postage meter for all of your mail, you must apply for a permit to use the meter for bulk mailings. Also, there are special markings required for bulk mailings that can be applied with your meter stamp. That saves you an extra step.

Authorized Meter Providers
DATA-PAC MAILING SYSTEMS CORP 1217 BAY RD WEBSTER NY FRANCOTYP-POSTALIA INC 140 N MITCHELL CT STE 200 ADDISON IL HASLER INC 19 FOREST PKY SHELTON CT NEOPOST INC 30955 HUNTWOOD AVE HAYWARD CA PITNEY BOWES INC 1 ELMCROFT RD STAMFORD CT Here is a list of the 5 authorized postage meter providers.

Permit Imprint Most popular and convenient way to pay postage Postage information printed in upper right corner of mailpiece Postage block = "indicia" Permit Imprint Permit imprint is the most popular and convenient way to pay for postage, especially for high volume mailings. Instead of using precanceled stamps or a postage meter, the mailer prints postage information in the upper right corner of the mailpiece. This postage block is called an "indicia."

Permit Imprint Set up postage account at Post Office Postage deducted from account All mailpieces must be same weight To use permit imprint, you set up a postage account (called an "advance deposit account") at the Post Office where you’ll be depositing your mail. When you bring your mailing to the Post Office the total postage is deducted from your account. It’s like having a checking account at the Post Office. The key to permit imprint is identical weight pieces. All of your mailpieces must weigh exactly the same. Why? Because you don’t have postage affixed, the Postal Service has to verify the number of pieces in your mailing. We do this by weighing individual pieces and your entire mailing to check the number of pieces and calculate the postage you owe.

Permit Imprint Simple and convenient May use rubber stamp to imprint No need to buy postage in advance Permit imprint is simple and convenient -— you save time because you’re not manually affixing postage to each piece. You print the permit imprint when you print the mailpiece. If you already have a mailpiece printed without the permit imprint, you may use a rubber stamp to manually imprint the permit information. Permit imprint is convenient because you don’t have to buy postage in advance, remember to reset your meter, or worry about putting the right amount of postage on each piece.

Mailpiece Characteristics
Size and Shape The Postal Service separates mail into four shape categories: cards letters large envelopes and "flats" parcels Different rates and preparation standards depending on the shape Questions directed to Business Mail Entry staff or a Mailpiece Design Analyst (MDA) Size and Shape The Postal Service separates all mail into four size categories: cards , letters, large envelopes and "flats" , and parcels There are different rates and different standards for preparing your mail depending on the size of the mailpieces. If you have any questions about the size or shape of your mailpiece, contact your local Mailpiece Design Analyst (MDA) or Business Mail Entry Staff for advice.

Physical Standards for Cards
Classification Physical Standards for Cards Here are the standards for cards. To be classified as a card the mailpiece must be a minimum of 3/12 inches by 5 inches by .007 and a maximum of 6 inches by 4 ¼ inches by .016 inches.

Physical Standards for Letters
Classification Physical Standards for Letters Here are the standards for letters. For letters the minimum is 3 ½ by 5 by .007 and a maximum of 11 ½ by 6 1/8 by ¼ inches.

Physical Standards For Flats
Classification Physical Standards For Flats If your mailpiece exceeds any of the dimensions of a letter it may be classified as a flat. The minimum size for flats are 11 ½ long by 6 1/8 high by ¼ inches thick. The maximum is 15 inches long by 12 inches high by ¾ inches thick. All flats must be flexible, uniform in thickness and rectangular in shape. All flats must be flexible, uniformly thick, and rectangular in shape

Categories of Mail Machinable Nonmachinable Automation
Once your mailpeice has been determined to a letter, flat, or parcel it must also be categorized as machinable, nonmachinable, or automation. A mailpiece is machinable if it can be sorted on Postal Service processing equipment and meet specific standards, including size, shape, and weight. A mailpiece is nonmachinable if it cannot be sorted by Postal Service equipment. Higher postage prices may apply to mailpieces that do not meet machinable standards. Your mailpiece meets automation standards and qualifies for automation prices if it meets the specific addressing, barcoding, and design standards established for your mailing service and your level of sortation. For assistance with determining machinability or automation compatibility see your local post office, mailing requirements office, or mailpiece design analyst.

Machinable Complete delivery address No nonmachinable characteristics
May be prepared as letters, folded self-mailers, or booklets Booklets and folded self-mailers must be tabbed according to DMM specifications Machinable Letters Letters and cards prepared with an accurate address that can be processed on Postal Service equipment, are “machinable”. Barcodes are not required for “presorted” machinable rates. Machinable letters must meet specific standards for size, shape, and weight. Machinable letters must be rectangular, with four square corners and parallel opposite sides. Letter-size card-type mailpieces made of cardstock may have finished corners that do not exceed a radius of 1/8 inch. Booklets and folded self-mailers must be tabbed according to DMM specifications. Reference: DMM Minimum: 5 inches long, 3-1/2 inches high, and inches thick Maximum: 6 inches long, 4-1/4 inches high, and inch thick (for card rates) Maximum: 11-1/2 inches long, 6-1/8 inches high, and ¼ inch thick Within an aspect ratio (length divided by height) of 1.3 to 2.5, inclusive .

Machinable Letters Maximum Weight
Presort First-Class Mail = 3.3 ounces Standard Mail = 3.3 ounces Self-Mailers = 3 ounces Machinable Letters Although the maximum weight for single-piece First-Class Mail is 3.5 ounces, the maximum weight for Presorted First-Class Mail prepared as Machinable letters is 3.3 ounces. This is consistent with the maximum weight for Standard Mail letters claimed at Machinable letter rates which is also 3.3 ounces. Note: First-Class Mail Presorted letters over 3.3 ounces, up to 3.5 ounces are Nonmachinable unless prepared as automation letters.

Nonmachinable Characteristics
MR JOHN CORREY 111 MAIN ST CITY, STATE ZIP CODE Aspect Ratio Square PRESORTED FIRST CLASS POSTAGE PAID PERMIT NO. 23 NORMAN, OK Nonmachinable Characteristics Nonmachinable defines mail with physical characteristics that prevent the piece from being processed on automated equipment. Letters which exhibit specific nonmachinable characteristics are subject to higher prices. For example: The aspect ratio of a mailpiece is its length divided by its height. The aspect ratio must be at least 1.3 and no more than 2.5. First-Class letters 3.3 ounces or less that do not meet aspect ratio, pay a nonmachinable surcharge (single-piece or presorted) Standard Mail letters 3.3 ounces or less that do not meet aspect ratio are charged at the nonmachinable letter price. Standard Mail letters that weigh more than 3.3 ounces are mailable at the non-automation flat price. Length divided by height must be at least 1.3 but not more than 2.5 Address parallel to shorter dimension

Mailpieces over 4 ¼ inches high or 6 inches long Must be at least .009 inch Thick 4 ¼” Nonmachinable Characteristics Letter-size pieces that measure more than 4-1/4 inches high, or 6 inches long, must be at least .009 inch thick or they are nonmachinable. AMY JONES 4532 WEST DRIVE SAN ANTONIO TX 6”

Pieces that are polywrapped, or have clasps, strings, or buttons or envelopes not made of paper Pieces that contain odd-shaped contents Nonmachinable Characteristics First-Class letter-size mailpieces with nonmachinable characteristics pay the nonmachinable surcharge. Standard Mail letter-size mailpieces with nonmachinable characteristics pay the nonmachinable letter price or the non-automation flat price. Nonmachinable characteristics include: 1. Pieces over 3.3 ounces, unless prepared as an automation-rate letter. 2. Pieces having an aspect ratio (length divided by height) of less than 1.3 or more than 2.5. 3. Pieces enclosed in polybags, polywrap, any plastic material or envelopes not made of paper. 4. Pieces with clasps, strings, buttons, or similar closure devices. 5. Pieces containing items such as pens, pencils, or loose keys or coins that cause the thickness of the mailpiece to be uneven. 6. Pieces that are too rigid. 7. Pieces more than 4-1/4 inches high or 6 inches long, with a thickness of less than 0.009 inch. 8. Pieces with the delivery address parallel to the shorter dimension of the mailpiece. 9. Self-mailers that are not folded and secured according to DMM , Folded Self-Mailer. 10. Booklet-type pieces not prepared according to DMM Booklets. Pieces that are too rigid

A folded self-mailer that is not folded and tabbed according to DMM specifications FRANK FISHER 52 BOGGESS ST BUCKHANNON WV STD PRSRTD U.S.POSTAGE PAID NORMAN, OK PERMIT NO. 353 KOI FARM P.O. BOX 999 NORMAN OK FOLD Nonmachinable Characteristics (contd.) A folded self-mailer must be prepared with the folded edge parallel to the longest dimension and the address of the mailpiece. In specifically identified formats, a self-mailer may have the final fold on the right side (leading edge) of the piece. Self-mailers that are not folded and secured (e.g., tabbed) are nonmachinable.

TABBING – SELF-MAILERS
Tabs Wafer Seals Spot Glue BOOKLET 60 lbs. BOOK TEXT FOLDED SELF-MAILER FOLDED SELF-MAILER FOLDED Before you attempt to determine how many tabs a piece needs, first stop to classify the piece as a double postcard, a folded mailer, or a letter-size booklet. A folded mailer does not have any binding and is not opened and read like a magazine. One staple in a corner does not make several papers into a booklet. A booklet is anything that has some type of binding and is opened and read like a magazine. Binding can be two or more staples, stitching, or glue (perfect binding). If a piece is bound, then folded, it is still a booklet and must follow booklet rules. Single Sheet Multiple Sheets Single/Multiple Sheets 28 lbs. 24 lbs. 20 lbs. Is the fold on top? If so, two tabs are required on the bottom (1” in from either side).

Booklets that are not tabbed per DMM
Nonmachinable Characteristics Booklets that are not tabbed per DMM or spine at the top SPINE CHURCH OF NCED P.O. BOX 999 NCED OK NONPROFIT U.S.POSTAGE PAID NCED, OK PERMIT NO. 999 CHURCH OF NCED P.O. BOX 999 NCED OK NONPROFIT U.S.POSTAGE PAID NCED, OK PERMIT NO. 999 8¼” SPINE OCCUPANT 52 BOGGESS ST BUCKHANNON WV Booklet covers generally must be made with a minimum paper weight of 24 pound bond paper or equivalent and may vary by design. Booklets must be: For height, no more than 6 inches or less than 3.5 inches For length, be no more than 10.5 inches or less than 5 inches For thickness, be no more than .25 inches or less than .009 inches Not more than 3 ounces Within an aspect ratio of 1.3 to 2.5 Oblong booklet with the spine on the leading edge must be sealed with two tabs on top positioned no more than 1 inch in from each side and one tab along the training edge no lower than the middle of the edge Oblong booklet with the spine on the trailing edge would not be considered machinable Booklets that weigh 3 ounces are more successfully processed when the final trim size is reduced to 9 inches in length Max dimensions 6 x 10.5 x .25 Cover stock 16, 24 or 28 lb for pieces over 9 inches Encourage the use of paper 10 lbs over min. for best performance OCCUPANT 52 BOGGESS ST BUCKHANNON WV Machinable with tabs per DMM Nonmachinable regardless of tabs

Booklets Mailpiece Design – Closure Method
Tabs: Three 1.5-inch tabs required on all booklets Non-perforated tabs required on all pieces Recommend white paper tabs Recommend 2-inch tabs on booklets over 2.5 ounces 1.5” - 2” width

DMM Exhibit

Barcodes Series of long and short bars that represent numbers Represent ZIP Code™, ZIP+4®, and delivery addresses 2 types of barcodes – POSTNET™ and Intelligent Mail® Barcode Barcodes A barcode is a series of long and short bars that represent a series of numbers. Some barcodes represent ZIP Code™ , ZIP+4®, and delivery addresses. The Postal Service uses automated equipment that reads the barcode to process and sort mail. At the Postal Service, the barcode tells us where to deliver your mail. There are two (2) types of barcodes – PostNet™ and Intelligent Mail® Barcode. Contact your local business mail entry office or Mailpiece Design Analyst for additional information about these barcodes. There are different kinds of barcodes for other things like Delivery Confirmation™. You’ll also notice that tray and sack labels have barcodes on them. All of these barcodes have different functions and must meet certain specifications so that the Postal Service can read them correctly. A barcode by itself does not qualify a mailpiece for a lower rate. To get lower postage rates, a mailpiece must have certain characteristics (one of which is a barcode).

Automation Priced Mail 100% barcoded and prepared for high-speed mail processing Prices available for letters, cards, flats (large envelopes), and parcels Automation Automation priced mail is mail that is 100% barcoded and prepared for the Postal Service’s™ high-speed mail processing equipment. The Postal Service saves the cost of more labor-intensive sortation and shares the savings with you in the form of lower postage prices. Automation rates are available for letters, cards, flats (large envelopes), and parcels. Your local acceptance staff can provide additional information and can help you decide if automation is right for you. A Mailpiece Design Analyst can help you design a mailpiece that will qualify for automation prices. A presort bureau or letter shop can help you prepare your mail to qualify for these special prices.

DPBC or IMB All mail claimed at automation rates must have an accurate delivery point or intelligent mail barcode . JACK SMITH 101 MAIN ST JACKSONVILLE FL The delivery point is derived by using the last two digits in the address and adding that information to the ZIP+4 to create the Delivery Point Barcode that is unique to every delivery. An accurate delivery point barcode needs to have a complete address. The biggest problem the Postal Services faces with meeting our goals for 85% of letter mail in DPS order is missing secondary address information. A secondary indicator allows the Postal Service to put letter-sized mail in delivery sequence when there are multiple deliveries under one physical address by using suite or apartment numbers. 74.9% of all letter mail is now prepared in delivery point sequenced on automated equipment. 85% of all letter mail is targeted to be in Delivery Point Sequence by the end of this 2005.

ADDRESS BLOCK BARCODE 1/8” Minimum 1/25” Minimum 1/25” Minimum 1/8”
XYZ Sales Company 212 N LIBERTY ST SAN ANTONIO TX ALEX ALEXANDRIA PO BOX 9623 SAN ANTONIO TX When the barcode is included as part of the address block the barcode must be placed in one of these positions. Above the address line containing the recipient’s name. Below the city, state, and ZIP Code line. Above or below the keyline information. Above or below the optional endorsement line. The printing of the barcode is prohibited anywhere between the address line containing the recipient’s name and the city, state, and ZIP Code line. The minimum clearance between the barcode and any information line above or below it within the address block must be at least 1/25 inch, and the separation between the barcode and top line or bottom line of the address block must not exceed 5/8 inch. The clearance between the leftmost and rightmost bars and any adjacent printing must be at least 1/8 inch. If a window envelope is used, the clearance between the leftmost and rightmost bars and any printing or window edge must be at least 1/8 inch, and the clearance between the barcode and the top and bottom window edges must be at least 1/25 inch. Address block windows on heavy letter mail must be covered; such windows may be covered on other mail. Covers for address block windows must meet the requirements for readability. If an address label is used, a clear space of at least 1/8 inch must be left between the barcode and the left and right edges of the address label, and the clearance between the barcode and the top and bottom edges of the address label must be at least 1/25 inch. The rightmost bar must be at least 1/2 inch from the right edge of the mailpiece, and the leftmost bar must be less than 10-1/2 inches from the right edge of the mailpiece and at least 1/2 inch from the left edge of the mailpiece; the top of each bar must be less than 4 inches from the bottom edge of the mailpiece; and the bottom line of the address block, including the barcode, must be at least 5/8 inch from the bottom of the mailpiece. 1/8” Minimum TRAVIS MC GEE PO BOX 9623 SAN ANTONIO TX * * * * * * * * * * 5-DIGIT #JAN CA #15081T * * * * * * * * * * 5-DIGIT 78284 ATTN TIMOTHY HURST XYZ SALES COMPANY PO BOX 9623 SAN ANTONIO TX #JAN CA #15081T SUSAN HURLEY PO BOX 9623 SAN ANTONIO TX

The HEART of any mailpiece is the delivery address
Standardized Addressing Format The HEART of the design of any mailpiece is the delivery address. Just like the human body, it’s one part that must function correctly. To ensure that happens, the Postal Service has a prescription for a standardized addressing format. Let’s take a look!

Standardized Addressing Format.
NON-ADDRESS DATA #JAN CA#1508 LT 52 INFORMATION / ATTN MR J BROWN RECIPIENT CENTRAL LIBRARY DELIVERY ADDRESS E CHAIN BRIDGE RD CITY, STATE, ZIP CODE FAIRFAX VA PRESORTED STANDARD U.S.POSTAGE PAID VARTEC Standardized Addressing Format A standardized address is a left-justified address that is correctly formatted using standard abbreviations. Uppercase letters are preferred on all lines of the address block. Punctuation may be omitted in the delivery address block with the exception of the hyphen in the ZIP+4 Code. Non-Address Data Line (optional) Non-address data may consist of customer information such as accounting codes, subscription codes, advertising information, logos, Address Change Service keyline/participant codes, etc. Information/Attention Line (optional) This line is used to direct mail to the attention of a specific person or department. Recipient/Company Name (required) The name of the recipient (business or individual). Delivery Address Line (required) The USPS designates the line immediately above the city (Post office), state and ZIP Code as the delivery address lines. The City, State and ZIP Code Line (required) The city (Post office), state and ZIP Code or ZIP+4 Code information is the last line of domestic addressing.

PUB 28 Postal Addressing Standards Best resource for comprehensive
addressing information Available online at Postal Addressing Standards ____________________ Postal Addressing Standards Publication 28, Postal Addressing Standards is the best resource for comprehensive addressing standards. Pub 28 is available online at Next, you’ll need to make some design decisions about the mailpiece on which the address is placed. Publication July 2008

FLATS ADDRESSING Mailers may place the address in the top half of a mailpiece Parallel or perpendicular to the top edge Not upside down as read in relation to the top edge The "top" is the upper edge of the mailpiece when the bound or final folded edge is vertical and on the right side of the piece For Carrier Route (or Enhanced Carrier Route) saturation pieces, the "top" of the mailpiece is either of the shorter edges

Address Lists Address Accuracy You can buy or rent a mailing list
Yellow Pages under "lists“, "mailing lists” or “mailing services” On-line search for list providers in your area Address Lists There are companies that collect and sell information about consumers and businesses. You can buy or rent a mailing list from those companies. Look in the yellow pages under "lists" or "mailing lists" or “mailing services” or conduct an on-line search for list providers in your area.

Address Accuracy Why bother checking the accuracy of your address list? 17% of Americans move annually 43 Million people move yearly 1 out of every 6 families move yearly Address lists bought/rented must be checked to ensure they are correct Checking the Accuracy of Your Address List Why bother? First, because it's required by the Postal Service to obtain a certain rate. Second, look at these statistics: 17% of Americans move annually. 43 Million people move each year. 1 out of every 6 families move each year. How many of these people are your customers or members? Just because you buy or rent a list does not mean that the addresses are correct or "certified." To make certain that you are getting a list with accurate addresses, ask about the National Deliverability Index (NDI) of the list. The NDI rates the percentage of addresses in a list that are deliverable. For example, if you are targeting a specific 5-digit ZIP Code, look for an NDI of 100% for address element.

Address Accuracy For Presorted Standard Mail™ and First-Class Mail® rates, ZIP Codes™ MUST be checked for accuracy within the last 12 months When you complete and sign a postage statement you certify your mailing qualifies for the rates claimed Address Accuracy The Postal Service offers many ways to check the accuracy of your list. Vendors also offer USPS® -approved products and services for address list maintenance. For presorted Standard Mail™ and Presorted First-Class Mail® rates, ZIP Codes™ MUST be checked for accuracy within the last 12 months. When you complete and sign a postage statement you certify your mailing qualifies for the rates claimed.

Address Quality Choices
Address Accuracy Address Quality Choices Use to check the ZIP Codes™ Process your address list through CASS-certified software CASS improves the accuracy of carrier route, five-digitZIP®, ZIP + 4®, and delivery point codes that appear on mailpieces Address List Correction Service Address Accuracy Here are some of options for checking ZIP Codes and addresses: Use to check the ZIP Codes in your list. Process your address list through CASS-certified software. Coding Accuracy Support System (CASS) improves the accuracy of carrier route, five-digit ZIP®, ZIP + 4®, and delivery point codes that appear on mailpieces. It is offered to all mailers, service bureaus, and software vendors who want to evaluate their address-matching software and improve the quality of their ZIP + 4, Carrier Route Information System (CRIS), and five-digit coding accuracy. Address List Correction Service. You can submit a printout of your list to the Postal Service and we will mark any changes. There is a fee for this service. It is available through your Address Management System Office.

Address Quality Choices
Address Accuracy Address Quality Choices Move Update required for all presorted First-Class and Standard/Nonprofit mailings Within 95 days of the date of mailing Address Quality Choices Address Information System (AIS) Viewer. An interactive CD-ROM designed to provide the ability to retrieve, view, and print accurate and current ZIP Code™ information for all 50 states on demand, eliminating hardcopy reports. Move Update is required for all presorted First-Class mailings. A USPS-approved method must be used within 95 days of the date of mailing.

Move Update Options Ancilliary Service Endorsements
Address Change Service National Change of Address Fastforward

Ancilliary Service Endorsement
ADDRESS SERVICE REQUESTED APPLETREE POINT 123 MAPLE ST. SOUTH EUCLID OH 101 Maple St #BWNCXBB**AUTOCR**C003 Mary LaCroix Avon, OH 44001 ADDRESS SERVICE REQUESTED 2 4 3 1/4” 1 1/4”

Ancilliary Service Endorsement
Printed directly on the mailpiece Mailer receives hard copy change of address or reason for nondelivery Information available for 18 months Permanent change of address information only

RETURN SERVICE REQUESTED
No forwarding Mailpiece returned with new address or reason for nondelivery Standard mailer pays appropriate First-Class rate for mailpiece 1 oz letter - $0.45 1 oz flat- $0.90 First-Class – no charge

Change Service Requested
No forwarding or return of the mailpiece Mailpiece is disposed of by the USPS For Standard/ Nonprofit mailers - Separate notice sent to the with the new address or reason for nondelivery Charge - $0.50 First- Class mailers – MUST BE ACS participants to use this endorsement

Address Service Requested
Forwarding service provided for months 1-12 Separate notice with new address provided to the mailer – Charge $0.50 If the mailpiece is undeliverable for any reason, the piece is returned to the sender with the reason for nondelivery First- Class mailers – no charge Standard mailers – pay the weighted fee

Temp-Return Service Requested
AVAILABLE TO FIRST-CLASS MAILERS ONLY If the receiver has a temporary change of address on file the piece is forwarded Mailer does NOT receive temporary change of address information If the receiver has a permanent change of address, the piece is returned to the sender with the new address or reason for nondelivery

Address Change Service
Manual address corrections reduced Timely information provided on a schedule you determine Changes can be made electronically rather than manually Fees: First- Class $0.10 Standard Mail - $0.28

Address Change Service
Billed by San Mateo Accounting Center once a month Mailer is assigned a “Participant code” by the NCSC Code is placed in the address block Service provided by the National Customer Support Center

National Change of Address (NCOA)
Provides COA information for 48 mos. List processed before the mailing is done Available through licensed vendors only Reduces undeliverable mail

Fastforward Used by mailers who process mail with an OCR
Commonly used by Presort houses Address change information is sprayed immediately above the barcode in the lower right hand corner of the mailpiece

Prepping Your Mail Mail Preparation Supplies
Presorting your letter mail Prepare containers (trays/sacks) Prepare postage statement Drop off your business mail The next few slides will go into detail the information you need to prep your mail for delivery to your customers. We’ll review: Supplies needed and where to get them How to presort your letter mail How to prepare containers in trays or sacks How to prepare your postage statement Where to drop off your mail

Alternative addressing
If you DO NOT want to use one of the previously listed MOVE UPDATE methods you may use an ALTERNATIVE ADDRESSING FORMAT John Doe or Current Resident Current Resident

Mail Preparation Supplies
The Postal Service supplies the following items for free: Trays Tray "sleeves" or lids Bundle labels Container labels Labeling lists – online DMM Quick Service Guides -- online Postage statement – online *Note: Strapping material is required but not provided by USPS Pick up Supplies You’ll need supplies to sort and prepare your mail. You can pick up most of these supplies during normal business hours at the acceptance unit — the place at a Post Office where mailers drop off business mail. An acceptance clerk will help you find exactly what you need. TIP --Most acceptance units have a work area for customers; that's where you’ll find the supplies you need. If you need something but don’t see it, just ask!

MACHINEABLE LETTERS QUICK SERVICE GUIDE 240B

NONMACHINABLE LETTERS
QUICK SERVICE GUIDE 240A

NONMACHINEABLE LETTERS
QUICK SERVICE GUIDE 240A

BARCODED LETTERS 150 PIECES REQUIRED QUICK SERVICE GUIDE 240C QSG 240C

FLATS QUICK SERVICE GUIDE 340A

Containers of Letter Mail
Mail Preparation Containers of Letter Mail Trays must be sleeved and strapped Affix correct label to each tray Secure each tray with a single strap around it’s length Prepare the Containers of Mail Once all of the mail has been put into the correct tray, the trays must be sleeved and strapped: Check that each tray has the correct label on it. Slide the correct-sized sleeve (a paperboard "jacket" that fits over the four sides of a letter tray) over each letter tray. Each tray has a matching sleeve (i.e., a 1-foot sleeve for a 1-foot tray). The sleeve slips over the entire tray, leaving the ends of the tray exposed. Secure each tray with a single strap around the length of the sleeved tray. After all of your containers are prepared, then you’re ready to complete a postage statement.

Postage Statement Mail Preparation
Documents the number of pieces in your mailing and the postage you're paying Includes spaces for your company name and permit number All unshaded sections must be completed by mailer Complete a Postage Statement Once your mail is packaged and all of the trays are sleeved and strapped, you’re ready to fill out a postage statement. A postage statement is a special form produced by the Postal Service that documents the number of pieces in your mailing and the postage price that you're paying for those pieces. It also includes spaces for your company name and permit number. All unshaded sections of the postage statement must be completed by the mailer. These sections include but are not limited to sections entitled: Mailer Mailing Postage Certification Parts Completed

DEFINITIONS DDU – Destination Delivery Unit
DSCF – Destination Sectional Center Facility DNDC – Destination Network Distribution Center NONE- All other offices

POSTAGE STATEMENT DDU – For carrier route pieces for delivery in the office you are entering them in. DSCF – Only if dropped in a sectional center such as Grand Forks or Fargo DNDC- Only if dropped in Fargo NONE – Everyone else

POSTAGE STATEMENT 1 12 13 2 6 5 7 8 3 10 4 9 14 15 16 17 18 11

POSTAGE STATEMENT 19 12 20 22 21 13 15 14

Postage Statement

Where to Drop Your Business Mail
Mail Preparation Where to Drop Your Business Mail Business Mail Entry Unit (BMEU) Locate a BMEU *Note: You MUST NOT give presorted or permit imprint mail to a letter carrier or deposit in a collection box. Where to Go to Drop Off Your Business Mail All presorted (discounted rate) mail must be brought into the business mail entry unit (BMEU). (Locate a BMEU This includes all presorted First-Class Mail, all Standard Mail, bulk quantities of Package Services, and any mail paid with permit imprint. YOU MUST NOT GIVE PRESORTED OR PERMIT IMPRINT MAIL TO A LETTER CARRIER OR DEPOSIT IT IN A COLLECTION BOX! You must take your mailing to the office where you hold your mailing permit. For most mailers, this will be your local business mail entry unit, but if you’re in a small town you may have to take your mail directly to the retail window. If you are taking advantage of destination entry discounts, first you must go to the office where you hold your mailing permit. That office will verify and accept your mailing, and then you can take your destination entry mail to the correct postal facility. You must also complete PS Form 8125 (Plant Verified Drop Shipment (PVDS) Verification and Clearance).

What to Take to the Post Office
Mail Preparation What to Take to the Post Office Signed and dated postage statement(s) Supporting documentation Check, credit card or cash to cover additional postage A check for your annual mailing fee *Note: A meter strip may be affixed to postage statement to pay for the additional postage What to Take to the Post Office Here’s a short list of what to take with you when you’re ready to drop off your mail: All of your mail (count your containers!). Signed and dated postage statement(s). Supporting documentation (your tally sheet or printout from presort software). A check or cash to cover any additional postage due (if you’ve put precanceled stamps or meter postage on your mail). Remember, BMEUs cannot accept cash. In lieu of a check, you can affix a meter strip to your postage statement to pay for the additional postage if postage is affixed using a postage meter or precancelled stamps. A check for your annual mailing fee (if you haven’t already paid it). TIPS --If you want a copy of your postage statement for your records, then you’ll need to bring two copies with you -- one to turn in with your mail, and one to keep.

What Happens at the Post Office
Mail Acceptance What Happens at the Post Office Eligibility of contents Markings and endorsements Sortation Postage payment What Happens at the Post Office The clerk checks to make sure that you’ve prepared your mail properly. The clerk will open at least one of your trays to check your mail for: Eligibility of contents (for Standard Mail, the clerk will actually open one of your mailpieces to check that the contents qualify for the rate you’re claiming). Markings and endorsements. Sortation. Postage payment. If you’re paying with permit imprint, the clerk will check to see that there’s enough money in your advance deposit account to cover the cost of your mailing. In some instances, there may be problems with your mail. Don’t be surprised if the first time you bring a mailing in it needs a little fine-tuning. If your mail is not presorted correctly, the clerk will point the problems out to you and tell you how to fix the sortation. If there are problems with the characteristics of your mailpiece, you might have to pay additional fees or surcharges. In some very rare cases, the contents of your mailing may not be eligible for the rates you’re claiming, and you may have to pay a higher rate of postage.

Checklist Decide on a class of mail Create your mailpiece
Obtain an address list Check the accuracy of your address list Address your mail Choose a postage payment method Obtain a mailing permit Pay an annual mailing fee Pick up supplies Sort your mail Think you're finished? Print out this checklist and use it to ensure you've completed every step.

Quality Mailpiece Design
$aves Dollars and Makes $ense Good Mailpiece Design We have seen how Good Mailpiece Design saves dollars and makes sense. Next, let’s look at some of the tools available to assist you with your designs.

Templates Notice 3-A Templates
These are some useful templates that are available free from your local Post Office to help you in the design process and that can save you from making costly mistakes. Notice 3-A, Letter Size Mail Dimensional Standards Template is used to determine whether a mailpiece meets the size, shape, aspect ratio and thickness requirements. Notice 3-A

Templates Notice-67, Automation Template simplifies the task of determining whether mail is automation compatible, MLOCR readable, as well as making determinations regarding the FIM patterns for reply mail. Notice 67

Templates Notice 3-S, First-Class Mail Shape Based Pricing Template is used to determine the processing category and nonmachinable characteristics that apply to letter and flat-sized mailpieces. Notice 3-S

Templates Notice 04-A, Automation Barcode Gauge contains measurements for both the POSTNET and Intelligent Mail barcodes. Specifications for bar skew, barcode length, bar pitch, bar spacing, bar size and barcode placement in the barcode clear zone. Notice 04-A

NOTICE 04A Latest version – December 2009 Revision G Measures:
Barcode length Skew Pitch Clear Zones Bar Parameters

Resources Mailpiece Design Analysts (MDAs) Quick Service Guides (QSG)
Postal Explorer MailPro For help designing a mailpiece Mailpiece Design Analysts (MDAs) are postal employees specially trained to answer your questions regarding mailpiece design. These employees provide advice and issue rulings regarding acceptability for automated rates. MDAs provide technical assistance on mailpiece design to envelope manufacturers, printers, advertising agencies, and graphic designers. The Postal Explorer website is a complete collection of mailing standards and Postal Service publications. The MailPro is a free monthly newsletter that keeps you up-to-date on recent changes in mailing requirements.

District Resources Mailpiece Design Analysts
Mailing Requirements Office Business Mail Entry Manager Mailing Standards Specialist Supervisor, Business Mail Entry Business Mail Entry Technicians Customize to your District…

Additional Resources www.usps.com
Domestic Mail Manual, Mailing Standards of the United States Postal Service® DMM located at From click on Business. Then Mailing Services, then Business Mail 101. DMM located from pe.com.

Questions? Questions? Thank You.

NORTH DAKOTA NAPUS FALL CONFERENCE

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