Standardization of Mails: Physical attributes & Address elements

Standard Size of EnvelopeSl No Size in mm

1 140x90

2. 152x90

3 176x100

4. 230x105

5. 220x110

6. 162x114

7. 176x122

8. 229x162

9. 250x176

10 324x229

11. 353x250

12. 458x3241.1.2Tolerance limit is + or _ 2mm

Envelopes ..

• Paper used for envelope should be of minimum 70 GSM

• The paper should be flexible enough to bend into “ U shape”

1.1.3

Other conditions

• Metals clips and staples should not be used for closing envelop

• Window size should be – 35 to 50 mm breadth – 80 to 125 mm length

• Window Paper can be of be of – glassin paper of 35 GSM,– cellophane of 40 GSM– PVC or BOPP of 15 micron thickness ( window)

1.1.4

In case of infringement

• If the stationery is not of prescribed condition , the article should be treated as second class mail

1.1.5

Standard for addressing

• Address of the addressee shall be written on front side.

• The address block of addressee shall have a minimum gap of 40mm from top.

• Sender’s address on the backside of envelop

• Logo / name of the sender’s company can be written on the top left corner.

• Minimum 15 mm space should be left blank from all edges while writing the senders 'address.

1.1.6

Contd …

• Stamp/ frank impression shall be fixed in top right corner with a gap of minimum 10mm from address block of recipient

• Stamp/ frank impression shall be affixed in a maximum area of 74 mm

• A quiet zone of minimum 10 mm on all sides of address block should be maintained if advertisement is printed on the stationery

1.1.7

Contd

• Privately manufactured inland letters shall be suitably folded and fully closed on three sides by continuous gumming.

• Invoices , bills of lading , receipts of goods or money , printed market reports, quotations for goods , price lists, printed notices for premia payment of insurance companies shall be transmitted as book packets

• These are in addition to existing rules on the subject

1.1.8

Some cases of infrigement of condition

9

Physical Attributes: Reasons of Non- Machinability

• Inland letter – Improper Gumming

• Envelope– Oversized than prescribed(140 x 90 upto

245 x 165 mm)– GSM of paper used– Stapling

Dimension for LSM:

Birla Sunlife Insurance Thane(W) 400601 Maharashtra

Inland letter not properly gummed

Bajaj Allianz, General Insurance Company, Pune

Inland letter not properly gummed

All Mutual Fund In India, PO Box No. 3, HPO Manipal-576104

Inland letter not properly gummed

Standard Chartered, Central Operations, PO Box 58, 58 Armenian Street, Chennai-600001

Inland letter not properly gummed

LIC, Calcutta CBO(CAB), H B Annexe, 4 C R Avenue, Kolkata-700073

Inland letter not properly gummed

UTI Mutual fund , Karvy Computershare Pvt. Ltd Hyderabad

Inland letter not properly gummed

Physical attributes: Size

• Size of envelope is larger than Machine Specifications: Biggest challenge

• Machine specified size is 140 x 90(Post card )

upto 245 x 165 mm• This may be checked at the time of

receipt of mail in Bulk receipt centre• Customer mailer may be advised to

customize envelope next time

Size of the envelopes: Indiabulls Gurgaon

• Oversize in length approx 1 cm

• Senders’ address is written on bottom left hand side

• Unwanted information visible in address window with address

• Advertisement on right side of the envelope

Dimension for LSM: 140 x 90 upto 245 x 165 mm

SBI Cards & Payments Gurgaon

• Oversize in length by 0.5 cm Approx

• Line spacing in address format

Dimension for LSM: 140 x 90 upto 245 x 165 mm

Royal Sundaram Alliance Insurance Company limited, Chennai

• Oversize in length by 5 MM aprox from each side

• Advertisement on the front side

• Address window not on proper placeDimension for LSM: 140 x 90 upto 245 x 165 mm

Stock Holding Corp. Of India Ltd. Mumbai

• Improper Filling,

• Poor paper quality for address window

• Line spacing in address format

Dimension for LSM: 140 x 90 upto 245 x 165 mm

Mail Order Solutions, Mumbai

• Oversize in Width by 15 MM Approx

• Frank mark are on bottom

Dimension for LSM: 140 x 90 upto 245 x 165 mm

Voltas Limited, Mumbai

• envelope is oversize in length by 5mm,

• the window size is too big,

• sender’s address written at bottom of envelope

Dimension for LSM: 140 x 90 upto 245 x 165 mm

Bowring Institute, Bangaluru

• Oversize in length by 10 MM aprox3

• Stapled • Pin Code

Address element is not visible from the address window Dimension for LSM: 140 x 90 upto 245 x 165 mm

Geojit BNP Paribas, Financial Service Ltd. Kaloor-682017

• Address format not proper.

• Address Window (Transparent Paper) used is of poor quality

• Senders’ address is on bottom of envelope Dimension for LSM: 140 x 90 upto 245 x 165 mm

Nepa Limited, Nepanagar - 450221 (M.P.)

• Oversize in length by 15 MM

Dimension for LSM: 140 x 90 upto 245 x 165 mm

KARVY Computershare Pvt. Limited Hyderabad

• Oversize in length by 5 MM

• Address Format not Proper

• Address Element is not visible from address windowDimension for LSM: 140 x 90 upto 245 x 165 mm

Readers Digest, Noida

• Oversize in length by 5 MM

• Sender’s address on bottom

Dimension for LSM: 140 x 90 upto 245 x 165 mm

Shri Akhil Bhartiya Nanak Pragya SanghAjmer

• Oversize in Length by 5mm

• Sender’s address is on bottom side

• Postage stamp are not on proper place

Dimension for LSM: 140 x 90 upto 245 x 165 mm

Research Development Research Foundation Jaipur

• Oversize in length by 31mm,

• senders address is on bottom side,

• Improper filling,• use of staple pin

Dimension for LSM: 140 x 90 upto 245 x 165 mm

Shriram Insight, Share Brokers Ltd.Kolkata

• Oversize in length by 20mm,

• senders address is on bottom side,

• Improper filling

Dimension for LSM: 140 x 90 upto 245 x 165 mm

Dishnet Wireless Ltd. Jammu

• Use of staple pin

• Senders address is on bottom side,

• Address is not in proper format

Dimension for LSM: 140 x 90 upto 245 x 165 mm

National Institude of Technology Hamirpur - 177005 HP

• Oversize in length by 10 MM

• Improper filling

• Sender’s address is on bottom side

Dimension for LSM: 140 x 90 upto 245 x 165 mm

AVON Cycles limited GT Road,Ludhiana -141003

• Oversized in lenght by 4mm, Use of staple pin, improper filling, senders address is on the bottom of the address

Dimension for LSM: 140 x 90 upto 245 x 165 mm

Intas Pharmaceuticals Ltd Ahemdabad

• Oversized in length by 35mm,

• Improper filling • Sender’s address

on bottom side

Dimension for LSM: 140 x 90 upto 245 x 165 mm

Action points

• To identify top 5 to 10 bulk mailers and institutions posting bulk mails. Keeping record for their quantum, quality, periodicity, contact details etc.

• Monitoring Size/ gumming at the time of posting of mails• Informing them about shortcomings and requesting them to

rectify till next posting• Documenting all observations• Brain storming of Customers after communication of

Shortcomings through various modes- Writing letters by PMsG/CPMsG, visits by MEs and other staff,

• At the time of next posting observing compliance by Customer• If not complied at second time, Senior Officers to take issue as

his priority• Quantifying positive change, % of +ve change in quantum of

machineable mail