1. State Mail User’s Forum March 25, 2010 “Basic Mail Design”

2. Agenda Powerpoint Presentation Powerpoint Presentation Question and Answer Period Question and Answer Period

3. You have some info to send out. Who are the recipients? Who are the recipients? –State Mail customers. –Non-State Mail customers. How many pieces is the job? How many pieces is the job? –3 or 4 pieces. –200+ pieces.

4. Who are the Recipients? State Mail customers State Mail customers –Send interoffice. –State Mail customers can be found on the website under the “Box Numbers and Route Schedule” icon. Non-State Mail customers Non-State Mail customers –SMA Card jobs. –Work Order Jobs.

5. Interoffice Mail Holey Joes – Interoffice envelopes. Holey Joes – Interoffice envelopes. Address – Please address interoffice mail as carefully as you would a letter for the Post Office. Address – Please address interoffice mail as carefully as you would a letter for the Post Office. Important Interoffice Mail – MailTrac. Important Interoffice Mail – MailTrac.

6. MailTrac Envelopes Date Delivery Name and Box # Barcode Label Return Name and Box #

7. Number of Pieces in the job. First Class Presort First Class Presort –Metered – Any number of pieces. –Indicia – 500+ pieces. Standard Presort Standard Presort –Indicia – 200+ pieces. First Class Full Price First Class Full Price –Metered – Any number of pieces.

8. What tasks need to be done? Tasks performed by State Mail Tasks performed by State Mail –Metering and Sorting

9. SMA Card Jobs Seal. Seal. –All flaps up. –All flaps down. Meter. Meter. –Return Service Requested. –Address Service Requested. Sort (OCR). Sort (OCR). –Follow Automation Guidelines.

10. What tasks need to be done? Tasks performed by State Mail Tasks performed by State Mail –Metering and Sorting –Folding and Inserting –Addressing –Tabbing and Labeling –Package shipping

11. Work Order Jobs (anything more than meter and sort)

12. Setting up a Work Order Call 801-323-4305 Call 801-323-4305 Email statemail@utah.gov Email statemail@utah.govstatemail@utah.gov Online at www.purchasing.utah.gov Online at www.purchasing.utah.govwww.purchasing.utah.gov –State Mail Icon –Rate Calculator Icon

13. www.purchasing.utah.gov Click on State Mail

14. Work Order Generator

15. Automation Compatible Follow Automation Compatible guidelines for both SMA Card and Work Order Jobs. Follow Automation Compatible guidelines for both SMA Card and Work Order Jobs. Automation Compatible qualifies mail pieces for postage discounts. Automation Compatible qualifies mail pieces for postage discounts.

16. Automation Compatible Guidelines. Endorsement. Endorsement. –Return Service Requested. (free) –Address Service Requested. ($) Address Placement. Address Placement. –Between 5/8” – 2 ¾” from the bottom. –At least ½” from the left and right side. (show the USPS template).

17. Automation Compatible Guidelines. Address Format. Address Format. –Capitalize everything in the address. –Use Arial or Courier 10 – 12 point font. –Eliminate all punctuation except the hyphen in the zip code. –Use two-letter state abbreviations. –Left justify the address block. –Use Black ink on white envelopes. –Ensure only the address shows through the window.

18. Automation Compatible Guidelines. Dual Address Format: Dual Address Format: Jeff Mottishaw State Mail & Distribution Services 250 N 1950 W STE C P O BOX 141106 SALT LAKE CITY UT 84114-1106 Correct Layout: P O Box on 2nd to last line City State Zip on last line No punctuation Zip matches P O Box Jeff Mottishaw State Mail & Distribution Services P O Box 141106 250 N. 1950 W. Ste. C Salt Lake City, Utah 84114-1106 Incorrect Layout: P O Box is above 2nd to last line Zip doesn’t match street address Lowercase and has punctuation

19. Sort (Optical Character Reader)

20. How many pieces don’t qualify? Total PiecesFull PricePercentageMail Discount 536,01527,6615.70%$2,706.86 322,8367,6203.01%$742.16 144,09112,4169.48%$1,223.14 16,3511,81210.46%$177.57 1,183,49936,6683.52%$3,600.13 43,6913,9129.10%$378.77 132,2716,6525.33%$655.43 306,36216,5495.74%$1,668.64 2,685,116113,2906.17%$11,152.70

21. Quick Review of the new USPS rate changes.

22. Mail Shape Categories Postcard Postcard Letter Letter Flat Flat Parcel Parcel

23. 1 st Class Rates by Shape Postcards - $0.28 from $0.24 Postcards - $0.28 from $0.24 Letters - $0.44 from $0.39 Letters - $0.44 from $0.39 Flats - $0.88 from $0.63 Flats - $0.88 from $0.63 Parcels - $1.22 from $0.63 Parcels - $1.22 from $0.63

24. Shape Matters – Letters Maximum weight 3.5 ounces Maximum weight 3.5 ounces –Pieces that exceed 3.5 ounces or any letter- size dimension are charged as flats Shaping a More Efficient Future First-Class Mail ® Length Height Thickness Minimum 5 inches 3-1/2 inches 0.007 inch Maximum 11-1/2 inches 6-1/8 inches 1/4 inch Nonmachinable letters will be charged 17¢ nonmachinable surcharge.

25. Shape Matters – Flats Maximum weight 13 ounces Maximum weight 13 ounces –Pieces that exceed any dimension are charged as parcels Shaping a More Efficient Future First-Class Mail ® Length Height Thickness Minimum* 11-1/2 inches 6-1/8 inches 1/4 inch Maximum 15 inches 12 inches 3/4 inch *Flats exceed at least one of these dimensions. Flats with the following characteristics are also subject to parcel prices:  Not flexible  Not rectangular  Not uniform in thickness

26. Other mail piece design options. Shape matters – Shape matters – –Parcel to a flat to a letter to a postcard. –(Shape based demonstration) –Using 6” X 9” envelopes.

27. Mail Design Consultation Andy Wright Andy Wright –Email - awright@utah.gov awright@utah.gov –Phone # 801.323.4305 –250 N 1950 W Ste C Salt Lake City, UT

28. Questions?