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FIRST-CLASS MAIL PERMIT NO 1234 SANTA ANA CA

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1 FIRST-CLASS MAIL PERMIT NO 1234 SANTA ANA CA
Business Reply Mail NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES BUSINESS REPLY MAIL FIRST-CLASS MAIL PERMIT NO SANTA ANA CA POSTAGE WILL BE PAID BY ADDRESSEE ABC INDUSTRIES 1234 S MAIN ST WASHINGTON DC December 14, 2007 Presented by: Elaine Robinson, Mail Design Analyst Phone #

2 BRM Overview Postage paid reply mail service
Postage is paid by YOU – (the sender) Only pay for pieces returned Used to receive First-Class Mail or Priority Mail Frequently used by direct marketers, for questionnaire responses, magazine publishers soliciting subscriptions, & fund raising organizations Preprinted return address BRM provides no extra services (e.g. certified, insured, registered) BRM is a postage paid reply mail service. Postage is paid by YOU the sender. You only pay for pieces returned back to you as First-Class or Priority Mail.

3 Ensures more accurate delivery
Benefits of BRM Faster responses Ensures more accurate delivery Eliminates need to affix postage (postcards, letters, flats, self-mailers, cartons, labels) Domestic Mail Business Reply Mail (BRM) Qualified BRM (QBRM) International Reply Mail Service (IBRS) The easier you make it for your customers to respond, the more quickly the return mailpiece will arrive. By using barcodes on the envelopes, you will be assured that your reply mail will get the full benefit of US Postal Service’s automated sorting equipment.

4 Getting Started – PS FORM 3615
PS Form Mailing Permit Application & Customer Profile Identification required - Acceptable identification includes but is not limited to: Valid driver’s license or state non-driver’s identification card Armed forces, government, university or recognized corporate identification card Passport or alien registration card or certificate of naturalization Current lease, mortgage or Deed of Trust Voter or vehicle registration card; or a home or vehicle insurance policy  Application and fee payment(s) must be presented in person to local BME A photocopy of this identification may be retained by the USPS for verification.  NO CREDIT CARDS, SOCIAL SECURITY CARDS Local BME Office/Mailing Requirements JAF – 421 8th Ave RM 3212, New York NY 10199 Hours: 8:30 am – 4:30 pm

5 Applying OnLine Complete PS Form 3615 electronically (www.usps.com)
Permits issued for certain 5-digit Post Offices – If 5-Digit Post Office is not listed must apply using hard copy Form 3615 In person must inform local BME of permit # obtained online and copy of online payment fee Obtain unique BRM Zip+4 Code and barcode from local BME Online. The mailer applies online at Online application is available only for BRM permits issued for certain Post Offices, determined by logging on to and entering the 5-digit ZIP Code of the post office where the mailer wants the BRM permit issued. If the online application option is not available for a 5-digit Zip Code, the applicant must apply using Form 3615

6 Using Out-Of-Town Permits
If BRM Fee is Paid in Another State Letter of Authorization from permit holder Copy of Paid Receipt showing BRM fee paid (PS Form 3544) In person provide copy of authorization letter, copy of Paid Receipt, and completed PS Form 3615 to local BME Annually provide copy of out-of-town Paid Receipt to local BME If you have a BRM permit in a post office and you wish to have BRM mail returned to another post office within the USA, submit a copy of the PS Form 3544 receipt showing that you paid the permit fee. The agent must also submit an letter of authorization from the permit holder to the post office where the BRM is to be returned showing the name, address and phone number of the local agent authorized to receive the BRM.

7 Creation of Account /Alias Names
Permit Number Issuance – Postal One! (Master Account) (Sub Account) (Sub Account) (Out-of-Town Permit) Alias Names – submit letter requesting to add alternate name to BRM Account (ex: DBA, Care Of, subsidiary name) to BME You can have multiple sub-accounts listed if the permit is used at other zip code stations.

8 Basic BRM Cost ($175 Annual Fee Only)
First-Class Postage Rate plus $.70 Per Piece Fee Example: Postcard = $ .96 Letter (1 ounce) = $1.11 Letter (2 ounce) = $1.28 Flat (1 ounce) = $1.50 Parcel (1 ounce) $ = $1.83

9 Account Maintenance Fee Cost ($550 Fee)
High Volume BRM + Advance Deposit Account Pay $175 Annual Business Reply Fee Pay $550 Annual Account Maintenance Fee Establish Advance Deposit Account Worthwhile if 887+ pieces are expected annually First-Class Postage Rate + $.08 Per Piece Fee Example: Postcard = .34 Letter (1 ounce) = .49 Letter (2 ounce) = .66 Flat (1 ounce) = .88 Parcel (1 ounce) $ = $1.21 Note: A regular PD account does not qualify permit holder for high volume BRM and no annual account maintenance fee is charged to maintain the account.

10 QBRM Cost (High Volume BRM)
Pay $175 Annual Business Reply Fee Pay $550 Annual Account Maintenance Fee Establish Advance Deposit Account Worthwhile if 814+ pieces are expected annually QBRM First-Class Postage Rate + $.05 Per Piece Fee Example: Postcard = .28 Letter (1 ounce) = .43 Letter (2 ounce) = .60

11 Quarterly Fee Cost (High Volume QBRM)
Pay $175 Annual Business Reply Fee Pay $550 Annual Account Maintenance Fee Pay $1,800 Quarterly Fee Establish Advance Deposit Account Worthwhile if 36,036+ pieces are expected quarterly First-Class Postage Rate + $.005 Per Piece Fee Example: Postcard = 23.5 Letter (1 ounce) = 38.5 Letter (2 ounce) = 55.5 Quarterly Fee for High-Volume QBRM Mailers may choose to pay a quarterly fee in addition to the annual account maintenance fee. Payment of the quarterly fee entitles mailers to a lower per piece fee (the high-volume QBRM per piece fee listed in 8.1.4). The quarterly fee and annual account maintenance fee must be paid at each post office where mail is returned and for each separate billing desired. Mailers are eligible for the high-volume QBRM rates and per piece fees only for the time they pay the quarterly fee (i.e., mailers can opt out of the quarterly fee and related high-volume QBRM per piece fees simply by not paying the fee for the next quarter). The quarterly fee cannot be paid or renewed retroactively to receive a lower per piece fee on pieces already paid for and delivered. The quarterly fee can be paid for any three consecutive calendar months.

12 QBRM Guidelines Unique Zip+4 Code and Barcode assigned for each rate category Only available for postcards, 1 & 2 ounce rate letters Submit QBRM Application (PS Form 6805 – Qualified Business Reply Mail Application) and ten samples/mock ups to the MDA to check formatting Each rate category must be qualified Establish Advance Deposit Account BRM permits issued online – submit PS Form 6805 electronically Online permit holders are not required to submit pre-production samples for QBRM approval Priority Mail BRM is not eligible for QBRM QBRM is a guarantee that your BRM is automation-compatible. It allows our computers, in conjunction with our barcode sorters, to count your BRM pieces and provide a printout of the postage costs. You must apply for QBRM authorization and must have mailpieces printed according to QBRM requirements, in addition to the standard BRM requirements. Then submit ten mailpieces/paper mock ups to the MDA, along with an application, for approval. You will be assigned a separate unique ZIP+4 for each rate category. QBRM is available only for postcards, one-ounce and two-ounce letters. A BRM advance deposit account will be established to deduct the postage and per piece charges. Any mailer who applies for a BRM permit online (see 8.0) completes an electronic version of Form 6805 as part of the online application approval process in place of a printed Form The mailer is not required to submit preproduction samples when the BRM permit is approved and issued online.

13 Renewal of Annual Permit Fee
Must be paid once each 12-month period (anniversary date) Fees may be paid in advance 60 days before due date For non-renewal of permit fee mail is treated as follows: Postcards – disposed as waste at delivery unit Pieces (excluding postcards) with a return address are marked “Business Reply Permit Canceled” and returned to sender Pieces without a return address are endorsed “Business Reply Permit Canceled” and forwarded to Mail Recovery Center (Atlanta Mail Recovery Center, USPS, 5345 Fulton Industrial Blvd SW, Atlanta GA ) 8.5.3 Annual Permit Fee A permit fee must be paid once each 12-month period at each post office where a BRM permit is held. Payment of the permit fee is based on the anniversary date of the permit's issuance. The fee may be paid in advance only for the next 12 months and only during the last 60 days of the current service period.

14 Renewal of Account Maintenance Fee
Must be paid once each 12-month period (anniversary date) where permit holder holds advance deposit account Fees may be paid in advance 60 days before due date One billing statement is provided for each account maintenance fee paid For different address locations (including POBs) under one permit # at the same delivery unit, BRM is separated by each address but one billing statement is provided and only one account maintenance fee paid a. For each withdrawal, only one statement is provided for each annual account maintenance fee paid. b. If a permit holder distributes BRM with different addresses (including post office box numbers) under the same permit number going to the same delivery unit and has only one business reply account, then the BRM is separated by each different address but only one statement is provided and only one annual account maintenance fee is paid.

15 Renewal of Account Maintenance Fee (con’t)
If permit holder wants separate billing must pay annual account maintenance fee for each separation Must maintain sufficient balance in advance deposit account to cover cost of return mail Permit holder is notified if funds are insufficient If after 3 calendar days, funds are not deposited, BRM is charged basic BRM per piece fee (.70 cents) and postage is collected prior to delivery If account maintenance fee is not paid permit holder is no longer eligible for QBRM discount, if applicable c. The permit holder must pay an annual account maintenance fee for each separate statement (accounting) requested. If only one annual account maintenance fee is paid, then the permit holder receives only one statement. d. The permit holder must maintain a balance in the BRM advance deposit account that is sufficient to cover postage and per piece fees for returned mailpieces. The permit holder is notified if funds are insufficient. After 3 calendar days, if no funds are deposited, then BRM on hand is charged the basic BRM per piece fee and postage and charges are collected from the permit holder (e.g., in cash) prior to delivery.

16 CAPS (Centralized Account Processing System)
Electronic postage payment system – eliminates the need of making payments of postage and fees at multiple post office locations Centralized Trust Accounts – electronic funds transferred -- via standard ACH banking mechanisms -- to the CAPS bank Centralized Debit Account – permit holder establishes a bank account for postage charges. Account is debited the next business day -- via standard ACH banking mechanisms Assigned a unique ID # and password (CAPS website) Ability to download account information CAPS Service Center # (650) (CAPS Service Center, 2700 Campus Drive, San Mateo CA ) The Centralized Account Processing System is an electronic postage payment system that provides business mailers a centralized, convenient, and cost-effective alternative way to presenting checks and cash for postage and fees at multiple post offices. Customers can choose from two account types: Centralized trust accounts — Customers deposit funds using electronic funds transfer to the CAPS bank prior to mailing. The CAPS account is automatically reduced when local post offices process postage statements. Centralized debit account — Customers designate a debit-enabled bank account for postage charges. The bank account is debited for the total day's postage on the next bank business day. CAPS Service Center 2700 Campus Drive San Mateo CA Have a unique account number and password to ensure that funds are properly administered. Have annual mailing and accounting fees administered automatically. Access and download real-time CAPS account information through reports generated at the CAPS Web site. Annual permit fee – evidence is not required if permit holder has CAPS account through which local PO can determine that the fee has been paid.

17 Permit Holder Request - Refund of Postage
Refunds from Advance Deposit Account/Postage Due Account are initiated at the local station where deposits are made Customer provides request in writing including PS Form 3533 (Application for Refund of Fees, Products & Withdrawal of Customer Accounts) to local station Refunds take about 6-8 weeks to process – Scanning & Imaging Center, POB 9000, Sioux Falls SD

18 Closing Inactive Accounts/ Refund Process
BME sends bi-monthly report to Station Manager listing BRM & PD accounts in Postal One! BRM accounts become inactive after 24 months of non-use Postage Due accounts become inactive after 12 months of non-use Local station generates monthly a Balance Report listing inactive accounts Local station sends certified letter & PS Form 3533 allowing 15 days for a response (pay fee or request refund) USPS makes 2 attempts to contact permit holder via certified letter with 15 day intervals in between Permit holder can pay annual permit fee to keep account open or request a refund using PS Form 3533 Letter must be SINGED and on COMPANY LETTERHEAD

19 Closing Inactive Accounts/ Refund Process
Local station verifies if funds are available – amount withdrawn from account – transaction generates PS Form 3533X PS Form 3533 signed by customer & PS Form 3533X forwarded to Scanning & Imaging for payment If no response from customer by allotted time money goes into Postmaster’s account – PS Form 3533X generated, paperwork not forwarded to Scanning & Imaging Forms and certified letters retained locally for 4 years

20 BRM Returned with Postage Affixed
Permit holder may request refund or credit for postage affixed Only the value of postage may be credited/refunded Refunds are not given to foreign postage affixed Permit holder submits PS Form 3533 to local station Present 100 identical BRM pieces properly faced and banded bundles with identical amounts of postage to local station USPS charges $35 per hour, or fraction thereof, for workhours used to process refund Refunds not given for any BRM/QBRM per piece charges, annual accounting fees, or quarterly fees 8.6.6 With Postage Affixed BRM with postage affixed is handled the same as other BRM. No effort is made to identify or separate BRM pieces with postage affixed. The amount of affixed postage is not deducted from the postage or per piece fees owed. The permit holder may request a refund or credit for postage affixed to BRM under Business Reply Mail A business reply mail (BRM) permit holder may request a credit or refund for postage affixed to returned BRM pieces. Only the value of the postage affixed may be credited or refunded. Refunds are not given for foreign postage affixed to BRM. To receive a refund for postage affixed to returned BRM pieces, the permit holder must submit a completed Form 3533 to the postmaster, documenting the excess postage payment for which a credit or refund is desired. The permit holder also must present to the designated office properly faced and banded bundles of 100 identical BRM pieces with identical amounts of postage affixed. A charge of $35 per hour, or fraction thereof, is assessed for the workhours used to process the refund. With permission from the postmaster, a BRM permit holder may submit a bundle with fewer than 100 BRM pieces. Refunds are not given for any BRM or QBRM per piece charges, annual accounting fees, quarterly fees, or monthly maintenance fees.

21 FIRST-CLASS MAIL PERMIT NO 1234 SANTA ANA CA
Paper Construction All BRM must have straight (90 degree) edges Envelopes - minimum basis weight = 20 pounds ( by-22-inch sheets) Postcards minimum basis weight = 75 pounds (500 sheets of 25-by-38-inch sheets) NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES BRM pieces are not mailable if sealed with wax, clasps, string, staples, or buttons BUSINESS REPLY MAIL FIRST-CLASS MAIL PERMIT NO SANTA ANA CA POSTAGE WILL BE PAID BY ADDRESSEE ABC INDUSTRIES 1234 S MAIN ST WASHINGTON DC

22 BRM Letter-size Dimensions
5" Min. Length 3 1/2” Min. Height 6 1/8" Max. Height 11 1/2" Max. Length Minimum thickness: .007” Maximum thickness: .25” Mailpieces exceeding 4.25” high or 6” long must be .009” thick

23 BRM Postcard Dimensions
5" Min. Length 3 1/2” Min. Height Thickness: .007" " 4 1/4" Max. Height 6" Max. Length Pieces exceeding 4 1/4” high or 6” long must be at least .009” thick.

24 BRM Flat-size Dimensions
Exceeds 6 1/8” Min. Height 12” Max Height Exceeds 11 ½ " Min. Length 15" Max. Length Exceeds minimum thickness ” Maximum thickness ”

25 Unacceptable Acceptable
Nonmachinable Surcharge – Criteria - Aspect Ratio Aspect ratio (length divided by height) is less than 1.3 or greater than 2.5. 5" Unacceptable 4” X 5” = 1.25 4" A piece is considered nonmachinable if it has an aspect ratio of less than 1.3 or more than 2.5. The aspect ratio is determined by dividing the by the height of a mailpiece. If the results calculated are less than 1.3 or more than 2.5, a nonmachinable surcharge is incurred. The reason for this is because square mailpieces tend to tumble in the equipment and exceptionally long mailpieces throw off the timing in the machines. 6" Acceptable 4” X 6” = 1.5 4"

26 Nonmachinable Surcharge - Thickness
Pieces exceeding 4 ¼” X 6” and less than .009” thick. 6” ” Long 5” - 6” Long 3.5” ” High Thickness: .007” - up to .016” for postcards - up to .25” for letters Thickness: .009” to .025” 4.25” ” High Mailpieces more than 4-1/4”or 6” long and is less than 0.009” thick incur a nonmachinable surcharge. Larger mailpieces tend to jam if they are too flimsy.

27 Business Reply Mail Components

28 “No Postage Necessary” Endorsement
Positioned in the upper right hand corner of the BRM piece. The left edge of the endorsement must not extend more than 1 ¾” from the right edge of the piece.

29 Horizontal Bars Bars 1/16 – 3/16 inch thick Evenly spaced
At least 1” long Bars must not extend below delivery address

30 FIM (Facing Identification Mark)
Courtesy Reply Mail (CRM) with Preprinted Barcode BRM without Preprinted Barcode FIM D is used for letter-size First-Class Mail with IBI printed with nonfluorescent ink directly on the envelope. Postage meters and PC Postage products are collectively identified as "postage evidencing systems." A postage evidencing system is a device or system of components a customer uses to print evidence that postage required for mailing has been paid. Postage evidencing systems print indicia, such as meter imprints or information-based indicia (IBI), to indicate postage payment. Mailers print indicia directly on a mailpiece or on a label that is affixed to a mailpiece. Mailers must place indicia in the upper-right corner of the mailpiece or label, according to Meters print indicia that may be IBI or non-IBI, to indicate postage payment. IBI are digitally generated indicia that include a two-dimensional barcode. PC Postage products are software-based solutions for managing postage accounts. Mailers purchase postage using a computer and print indicia using desktop or label printers. PC Postage products print IBI indicating postage payment and may print directly onto mailpieces, shipping labels, and USPS-approved customized labels. PC Postage products are offered by commercial providers approved by the USPS. PC Postage products are typically offered by providers through subscription service agreements. BRM with Preprinted Barcode Information Based Indicia (IBI) meters & PC Postage

31 Facing Identification Mark
FIM C FIM Clear Zone must contain no printing other than the FIM pattern. Right most bar of the FIM must be 2” +/- 1/8” from the right edge FIM bars must be 5/8” high +/- 1/8” high Top of the FIM bars must be within 1/8” from the top of each piece. May extend over the top edge of the flap.

32 Business Reply Mail Legend

33 Delivery Address Unique Zip+4 Code and 4 digit add-on assigned for each rate category Postcard 1-ounce rate 2-ounce rate Other – non letter

34 Barcode Clear Zone Delivery point barcodes not permitted on BRM
Horizontally the left most bar must be between 3 ½” – 4 ¼” from the right edge Vertically the barcode must be within 3/16” – 7/16” from the bottom edge. The bottom of the bars must be ¼” +/- 1/16” from the bottom edge of the piece. Delivery point barcodes are not permitted on BRM.

35 Barcode Skew POSITIONAL SKEW LETTERS 5º ROTATIONAL SKEW LETTERS 5º
BASELINE ROTATIONAL SKEW LETTERS 5º FLATS 10º BASELINE BASELINE SHIFT ” FROM BASE BASELINE

36 Barcode Readability Extraneous Ink Voids Smearing Dot Matrix Smears, voids, and extraneous ink are the most frequent causes of unreadable barcodes. Keeping the printer clean and avoiding coated paper are the best preventative methods to maintain a high quality readable barcode. Dot Matrix printing – Space between the dots should not exceed inch. (Dots should be touching or overlapping). Intelligent Mail Barcode – space between the dots should not exceed inch.

37 Permit Holder’s Space Upper left hand corner of address side for sender’s return address, company logo, attention line, a distribution code, or other pertinent information.

38 Company Logo Placement
Non-barcoded BRM - if placed outside OCR Read Area Letter-size barcoded BRM – no lower than 5/8” from the bottom edge On any piece, if logo does not interfere with required format elements

39 Opened/Covered Window Envelopes

40 Opened/Covered Window Envelopes
Open Panel Window Envelopes: Printed directly on envelope – “No Postage Stamp Necessary”, BRM Legend, horizontal bars, FIM Covered Panel Window Envelopes: Printed directly on envelope – FIM “No Postage Stamp Necessary”, BRM Legend, horizontal bars – either directly on the envelope OR as an insert appearing through the window Window cover must be a non-tinted clear or transparent material (cellophane or polystrene) Opened panel window envelopes: No Postage Stamp Necessary”, BRM Legend, horizontal bars and FIM must be printed directly on the envelope. Covered panel window envelopes: No Postage Stamp Necessary, BRM Legend & horizontal bars must be printed either directly on the envelope OR as an insert appearing through the covered window. The FIM must be printed on the envelope. Window cover must be of a non-tinted clear or transparent material (cellophane or polystrene). The edges of the window cover must be securely glued to the envelope.

41 Postnet Barcode Placement Address Block or Window Envelopes
1/8” Min. 1/8” Min. 1/25” Min. National Postal Forum 810 Mount Vernon Pl NW Washington DC For the Barcode Sorters to successfully read a barcode, a clearance of 1/25” above and below and 1/8” on the left and right side of the barcode must be maintained. Window envelopes must maintain this clearance when tapped to the left, tapped to the right and also tapped down. Allow a clear space of 1/8” to the left and right and 1/25” above and below the barcode

42 Intelligent Mail® Barcode on BRM
NEW Effective to use on BRM 11/8/07 in lieu of postnet barcode USPS-developed barcode containing 65 bars Used to sort & track letter and flat-size mail Expands ability to track individual pieces Provides greater visibility into the mailstream Uniquely identifies the sender Uniquely identifies the mailpiece Provides a destination ZIP Code™ for sortation & routing Encodes Special Services (OneCode Confirm & OneCode ACS) Mandatory requirement for all automation mail by 2009 OneCode CONFIRM – Destination CONFIRM – gives you advance information when your mail will reach its destination. DATE TIME OPERATION CODE – identifies the sort operation FACILITY ID – where the piece was processed POSTNET CODE – identifies recipient of the mailpiece PLANET CODE - identifies sender of the mailpiece Origin CONFIRM – “checks in the mail” – lets you anticipate when customers’ checks, replies or orders are on their way back to you – for example to help coordinate better staffing for fulfillment orders, call centers, increase controls over accounts receivable

43 Intelligent Mail® - OneCode Vision™
Present 6060 PRIMACY PKWY STE 201 MEMPHIS TN 6060 PRIMACY PKWY STE 201 MEMPHIS TN Special Services (i.e. Certified Mail™) Address Change Service™ Address Service Requested #BWNGKVN # PLANET Code® for Confirm™ IRENE PAYNE 6449 AMBERVIEW CV MEMPHIS TN POSTNET™ Code for Sortation Future In today's mailing environment if you want to have POSTNET, PLANET Code, Confirm Service and Address Change Service --- There are separate processes and separate barcodes or alphanumeric codes for each of these services. 6060 PRIMACY PKWY STE 201 MEMPHIS TN 6060 PRIMACY PKWY STE 201 MEMPHIS TN Address Service Requested CERTIFIED MAIL Intelligent Mail Barcode IRENE PAYNE 6449 AMBERVIEW CV MEMPHIS TN One code on mail that points to a suite of services

44 Intelligent Mail® Barcode vs. Existing Barcodes
Field Intelligent Mail® barcode POSTNET PLANET Barcode ID 2 (2nd digit must be 0–4) Service 3 2 Subscriber ID 6 5 Unique ID 9 Routing ZIP None, 5, 9, 11 5, 9, 11 Total Max Digits 31 (20 digits - tracking) (11 digits - routing information) 11 13 THE INTELLIGENT MAIL BAROCODE ALLOWS UP TO 31 DIGITS: 20 DIGITS FOR TRACKING 11 DIGITS FOR ROUTING INFORMATION Carries 2.5X the information of existing barcodes

45 Intelligent Mail® Barcode on BRM
NEW Elements contained in Intelligent Mail Barcode: Barcode ID (generally 00) Service Type Identifier (BRM First-Class Mail is 700) Mailer ID (obtained from Postal One! Help Desk at , Option#4) Sequence/Serial Number (uniquely identifies individual mailpieces) 9 Digit or 6-Digit Mailer ID is based on your mail volume: 10M + pieces annually – 6-Digit MID assigned 10M (less) annually - 9-Digit MID assigned

46 Intelligent Mail® - Design
There are 4 levels: FULL BAR ASCENDER TRACKER DESCENDER

47 Intelligent Mail Barcode Placement Address Block or Window Envelopes
NEW 1/8” Min. 1/8” Min. 0.028” Min. National Postal Forum 810 Mount Vernon Pl NW Washington DC For the Barcode Sorters to successfully read a barcode, a clearance of 0.028” above and below and 1/8” on the left and right side of the barcode must be maintained. Window envelopes must maintain this clearance when tapped to the left, tapped to the right and also tapped down. Allow a clear space of 1/8” to the left and right and 0.028” above and below the barcode

48 Insert Shift Clearances must be maintained during the insert’s range of movement within the envelope.

49 Tap Test 2 taps on bottom Then 2 taps on each end

50 Automation Discounts All BRM & QBRM (envelopes and postcards) enclosed in automation rate mailings must be automation compatible and bear the correct FIM and Zip+4 code and Postnet Barcode or Intelligent Mail Barcode and meet all barcoding standards in DMM Section and all other mail design standards. If the host piece is submitted for automation discounts, all enclosed Courtesy, Metered and Business Reply Mail letter-size cards and envelopes must be automation compatible and bear correct FIM and Zip +4 barcode or Intelligent Mail barcode.

51 Business Reply Mail Labels on Envelopes
Placed on envelopes - Min. height 2 5/8” Min. length 4 ¼” Label must be placed in OCR Read Area For general use minimum size for a BRM label: 2 inches high 3 inches long On letter size pieces Minimum size 2 5/8”high and 4 ¼” long Horizontal bars must be at least ¾” Back of label must be coated with an adhesive to firmly attach label to envelope Permit holder must provide instructions describing how label should be applied Do not use tape to affix label Address must be placed within the OCR read area Reply labels do not qualify for QBRM rates 8.7.8 Labels For general use, the minimum size of a BRM label is 2 inches high and 3 inches long. BRM labels are not required to have a FIM or a ZIP+4 barcode, but all other format standards in 8.8 must be met. In cases where a BRM card or letter is used improperly as a label, the USPS treats the item as waste. See for labels for letter-size pieces. Pieces with BRM labels do not qualify for QBRM rates

52 OCR Read Area Return Address Area Barcode Clear Zone
Optical Character Reader (OCR) OCR Read Area Return Address Area Barcode Clear Zone Return Address Area 33% of Height 50% of Length 1/2" 1/2" The Optical Character Reader (OCR) is a piece of automated equipment that reads the address and sprays the applicable barcode for the address. In order for the machine to succeed, it is imperative that certain criteria be met. Since the Postal Service ONLY has the capability of applying the barcode in the lower right corner, it is important to leave an area clear of any copy. This area is 4 ¾” from right to left and 5/8” up from the bottom. The delivery address must be within 2 ¾” from the bottom of the mailpiece and no closer than ½” on right and left. Keep return address up to upper left as far as possible. OCR READ AREA 2 3/4" 5/8" Barcode Clear Zone 4 3/4" Be sure to position the return address above 2 ¾” from the bottom edge

53 Self Mailers & Reusable Mailpieces
Self Mailers – must contain instructions to the user for folding and sealing Reusable Mailpieces – Designed for 2-way mailing Piece must be designed and constructed to allow the recipient to reconfigure or modify the piece Instructions must be given to ensure piece is constructed correctly for r ing DMM Section and Folded Self-Mailer Folded Self-Mailer Folded Self-Mailer

54 Double Postcards – Reply Half
Consists of 2 attached cards Reply half must be used for reply purposes only and not used to convey a message Address side of reply half must be placed on the inside when double postcard is originally mailed Sealing on the left and right sides of the double postcard is not permitted Reply half of card is detached and mailed for return

55 OCR Readability OCR ABC ABC When a scanning light is shown on the mailpiece, the automated equipment measures the differences or contrast between the amount of light reflected from the paper stock and the printed information. FSMs can read the delivery address, these issues are as important on flat mail as it is on letter-sized mail. PAPER REFLECTANCE – 50% RED & 45% GREEN PCR – PRINT CONTRAST RATIO – INK (ADDRESS) & BACKGROUND 40% RED & GREEN PRD – PRINT REFLECTANCE DIFFERENCE – BARCODE & BACKGROUND 30% RED & GREEN

56 Print Contrast National Postal Forum 810 Mount Vernon PL NW Washington DC Sufficient contrast between the print and the background must be apparent to be successfully processed on the OCR or BCS.

57 Best Automation Colors White paper/black ink is BEST!
Pastel colors with dark ink work Best To maintain an adequate contrast, using dark ink on a light background is needed. The best possible contrast is black ink on white paper.

58 Background Interference
Bleed Through Dark Fibers NATIONAL POSTAL FORUM 810 MOUNT VERNON PLACE NW WASHINGTON DC “Bleed-through” of security envelopes, background patterns on checks, and dark fibers (common in some types of recycled papers) can be significant enough to cause readability problems. OPACITY – The material on which the barcode appears must have enough opacity to prevent printing from “showing through” to the extent that it interferes with postal equipment reading the barcode. The print contrast ratio (other than the barcode) that shows through the barcode clear zone or the barcode area in the address block must not exceed 15% when measured in the red and green portions of the optical spectrum. Dark fibers or background patterns (i.e., checks) that produce a print contrast ratio of more than 15% when measured in the red and green portions of the optical spectrum are prohibited in these address block area or barcode clear zone on automated or ECR saturation or high density rates or the address block or barcode area of a flat. Background Patterns

59 REPLY MAIL – Camera Ready Artwork
Call for FREE artwork & your ZIP+4 Code & barcode NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES BUSINESS REPLY MAIL FIRST-CLASS MAIL PERMIT NO NEW YORK NY POSTAGE WILL BE PAID BY ADDRESSEE ABC COMPANY 8801 MAIN ST STE 301 NEW YORK NY Available in PDF, TIFF, EPS Unique ZIP+4 for Business Reply and specific format requirements Please fax a copy of the mechanical to your local MDA before printing

60 BRM Sample Artwork – Envelope

61 BRM Sample Label

62 BRM Sample Mechanical

63 International Business Reply Service (IBRS)
Similar to domestic BRM International Mail Manual (IMM) Section 373 Service limited to certain countries No special services allowed Must have valid BRM permit Annual account maintenance fee must be paid to participate in QBRM Program Must provide in writing intent to distribute IBRS mail and provide sample of mailpiece to BME Must meet all specifications of QBRM It is similar to domestic BRM. Postage and service fees are collected from the US addressee at delivery. IBRS envelopes and cards must conform to the size, weight (maximum 2-ounces), and format requirements specified in IMM 373. To initiate IBRS mail, the U.S. sender must be a business reply mail (BRM) permit holder who has paid the accounting fee to participate in the Qualified Business Reply Mail (QBRM) program. Prior to producing IBRS mail, the mailers must advise, in writing, the postmaster of the Post Office facility where their permit is held that they intend to distribute IBRS mail. IBRS mail must meet all specifications of QBRM including using unique ZIP+4 codes, identification of the rate category, and using the corresponding barcode.

64 IBRS Postage & Fees Postage & fees (includes per piece fees): Letters (up to 2 ounces): $1.40 Cards: $0.90

65 IBRS Size & Weight Requirements
Postcards: Min size – 3 ½” (height) x 5 1/2” (length) Max size – 4 ¼” (height) x 6” (length) Thickness – min .007” max .016” Paper Weight – 75 lbs (500 sheets measuring 25-by-38) Envelopes: Max size – 6 1/8” (height) x 11 1/2” (length) Thickness – min .007” max .2” Max. weight – 2 ounces

66 International Business Reply Service (IBRS)

67 Notice 67 – Automation Template

68 BRM Additional Resources
Mailpiece Design Analyst Mailpiece Design Domestic Mail Manual (DMM) Section Procedures and guidelines Reply mail options and rates Reply Mail Templates Create reply mail online Pay BRM fees Selected Post Offices (Zip Code Lookup) QBRM

69 Additional Mail Resources
USPS Postal Explorer ( Domestic Mail Manual International Mail Manual Quick Service Guide DMM Advisory Mail Pro USPS RIBBS ( Business Publications Federal Register Notices Postal Bulletins

70 Questions? SEASON’S GREETINGS! HAPPY HOLIDAYS!


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