what you need to know about mailpiece design what you need to know about mailpiece design mda...

WHAT YOU NEED TO KNOW ABOUTMAILPIECE DESIGN


MDA Customer Service Help [email protected] or 855-593-6093

Dave GirardMailpiece Design Analyst

United States Postal Service

WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN

Consumers prefer hardcopy mail to other channels

Epsilon Channel Preference Study

IS IT MAILABLE?

- MUST BE RECTANGULAR (if < 1/4” thick)*

- MUST BE AT LEAST 3.5” HIGH x 5” LONG

- MUST BE AT LEAST .007” THICK (7 POINTS)

MAILABILITY

•Customized Market Mail does not have to be rectangular•Letter-size card stock pieces may have rounded corners up to 1/8” in diameter.



3 1/2”

5"

ADDRESS LABEL

ADDRESS LABEL

5"

3 1/2”YES NO

- LOCATION & ORIENTATION OF DELIVERY ADDRESS DETERMINES LENGTH OF PIECE

MAILABILITY

Postage costs and Mail Preparation Requirements are different based on the processing category.

WHAT IS THE PROCESSING CATEGORY?

-IS IT A LETTER, FLAT, PARCEL?

PROCESSING CATEGORYWHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN


PROCESSING CATEGORY

YOUR MAILPIECE IS A LETTER IF IT FALLS WITHIN THESE DIMENSIONS AND WEIGHT.

IT MAILS AT LETTER RATES*, AND MUST BE PREPARED AS A LETTER

WEIGHT 3.5 OUNCES

*Certain pieces heavier than 3.3 oz are subject to being prepared as letters, but paid as a flat


PROCESSING CATEGORYYOUR MAILPIECE IS A FLAT IF IT EXCEEDS ONE OF THE LETTER SIZE DIMENSIONS AND DOES NOT EXCEED THE

MAXIMUM FLAT DIMENSIONS.

IT MAILS AT FLAT RATES, AND MUST BE PREPARED AS A FLAT.

EXCEPTION TO MINIMUM SIZE – EVERY DOOR DIRECT MAIL –LENGTH 10-1/2 INCHES

***** FLATS CANNOT BE TOO RIGID AND MUST BE UNIFORMLY THICK (within ¼”)


PROCESSING CATEGORY

YOUR MAILPIECE IS A PARCEL IF IT DOES NOT QUALIFY AS A LETTER OR FLAT

IT MAILS AT PARCEL RATES, AND MUST BE PREPARED AS A PARCEL.

PRICE LIST, NOTICE 123 DATED 10-06-14

IS IT MACHINABLE?

-If it is not machinable, it cannot be mailed at automation prices -In addition, it is subject to a 21¢ surcharge in FCM and nonmachinable prices in STD Mail

MACHINABILITY – LETTER MAIL

5 x 75 x 7

Mails for 21.7 to 30.1 cents

5 x 7Mails for 40.8 to 66.4 cents

STD MAIL: AUTO 5-DIGIT DSCF to MXD AADC

STD MAIL: 5 DIGIT DSCF to MXD ADCNON-MACHINABLE


THE NON-MACHINABLE SURCHARGE OR RATES DO NOT APPLY TO:

FIRST-CLASS MAIL STANDARD MAIL

- CARD RATE PIECES - NON-LETTERS (Flats, Parcels)

- PIECES WEIGHING >3.3 OZ

- AUTOMATION RATE LETTERS - AUTOMATION RATE LETTERS

- ECR LETTERS



Effective May 11, 2009,

the standards for machinable mail and

automation mail are aligned.

Machinable mail must meet the physical characteristics of automation mail with the

exception of the qualifying barcode.



DMM 201.1.1.3


Weight is over 3.3 ounces unless prepared as an automation-rate letter.

MACHINABLE/AUTOMATION – LETTER MAIL

DMM 201.2.1

Is polybagged, polywrapped, or enclosed in any plastic material or has an exterior surface

that is not made of paper

ANYWHERE IN 46206-0001 U.S. POSTAGE

PAID

PERMIT xxx

City State

MAILPIECE DESIGN ANALYST

125 W SOUTH ST

INDIANAPOLS IN 46206-9651



DMM 201.3.8 & 201.2.1

For pieces more than 4.25 inches high or 6 inches long, the thickness is less than .009 inches.

3.5 to4.25"High

5 to 6" Long

Thickness: .007" - up to .016”for postcards - up to .25 for letters

4.25 to 6.125”High

6 to 11.5" Long

Thickness: .009" to .025"



DMM 201.3.3c

Aspect ratio or length divided by height is less than 1.3 or greater than 2.5. (An aspect ratio of 1.3 and 2.5 is required for automation or QBRM rates.)

4"

5"

4"

Acceptable6/4=1.5

Unacceptable5/4=1.25

6"



DMM 201.3.7

Has clasps, strings, buttons,

or similar closure devices.



DMM 201.3.8

Contains items such as pens, pencils, or loose keys or coins that cause the thickness of the mailpiece to be uneven.



DMM 201.3.10

RIGID ITEMS ARE PROHIBITED IN MAILPIECES

Is too rigid (does not bend easily when subjected to a transport belt tension of 40 pounds around an 11-inch diameter turn).



DMM 201.3.12.1

MAILPIECES MAY BE SUBMITTED FOR FLEXIBILITY TESTING TO THE PCSC



A folded self-mailer is formed of two or more panels created when a single or multiple unbound sheets of paper are folded together and sealed to form a

letter-size mailpiece.



• Dimensions

• Height: 3.5 to 6 inches max

• Length: 5 to 10.5 inches max

• Weight: up to 3 ounces

• Paper basis weight – Book grade (text, offset)

• Basic Folded Self-Mailer design

• 70lb min for 1oz mailpiece; 80lb over 1oz up to 3oz

• Optional elements added

• basis weight ranges from 80lb to 120lb

• basis weight increases when piece weight is over 1oz

• Newsprint paper allowed on quarter-fold design only

(55lb min newsprint paper which correlates to 60lb Book weight; 1.5 inch tabs required)


ADDITIONAL REQUIREMENTS FOR AUTO & MACHINABLE LETTERS

SELF- MAILERS MUST BE SEALED CLOSED

TABS, WAFER SEALS, TAPE, GLUE CAN BE USED

NUMBER AND LOCATION OF TABS REQUIRED IS BASED ON:

– BASIS WEIGHT OF PAPER

– NUMBER OF PANELS

– POSITION OF FOLD

TABS ARE NOT ALLOWED ON BOTTOM EDGE

STAPLES NOT ALLOWED AS CLOSING DEVICE


New tabbing requirements for booklet-style letter size pieces effective September 8,

2009 with new options added April 5, 2010.

Most of these designs will require 3 seals,

1 ½ inches in diameter with no perforations

with 2 inch seals for heavier and longer pieces.



The spine forms the bottom

edge of the piece.

The length or method used

to seal the booklet

determines the weight of

the paper forming the

cover.



New Alternatives for Simple Spine

Booklets

One new design and

lighter weight covers which

require more stringent gluing and

tabbing requirements

Continuous, 1/2-inch wide, glue lines must be placed

along the entire length of the open edge and end

within 1/16-inch of the open ends. The selvage along

the open edge must not exceed 1/16 inch. Glue lines

must be created with a permanent adhesive that is

not tacky when dry.



Wallet-Style• Saddle-stitched spine on bottom• One tab leading and trailing edge

• 4" height only• 5.2 to 8 inch length• Maximum Weight 2.5 oz.




Oblong Booklets

have the

spine on the

leading shorter

edge


Folded booklets are large mailpieces that are bound and then folded to

letter-size. The final fold must be the bottom (longer) edge. The folded

spine should be the leading edge, however, if necessary, the spine may

be prepared as the trailing edge. The spine on the trailing edge

configuration is not recommended. The cover is at least 40-pound paper.


The cover is at

least 40-pound

paper.

Folded booklets must be sealed

with nonperforated

1.5" tabs.


NEW STANDARDS FOR CD/DVD MAILERS

EFFECTIVE

AUGUST 14, 2008

NEW STANDARDS WERE ESTABLISHED

FOR CD/DVD MAILERS

ELIMINATING THE NEED FOR PCSC

TESTING

TESTING STILL REQUIRED FOR

PIECES OUTSIDE OF THESE STANDARDS

Intelligent Mail® Barcode POSTNET™ barcode

Position 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

Intelligent Mail®

Barcode

9-Digit Mailer ID Intelligent Mail® Barcode (31 Digits)

Barcode ID2N

Service Type ID3N

Delivery Point ZIP0, 5, 9 or 11N

Mailer ID9N

Sequence Number6N


What is the Intelligent Mail® Barcode?Unlike the POSTNET barcode that only contains delivery ZIP Code information,

the Intelligent Mail barcode contains additional data which expands the ability to track individual mail pieces and provides greater visibility into the postal mail

stream.

1. SOME BARCODES ARE PRODUCED BY OPTICAL CHARACTER READERS (OCR’s). OCR’s “READ” THE PREVIOUSLY ADDRESSED PIECE, THE ZIPCODE INFORMATION IS LOOKED UP AND THE MATCHING BARCODE IS PRINTED IN THE LOWER RIGHT HAND CORNER.

2. SOME BARCODES ARE PRODUCED BY SOFTWARE AND PRINTED WHEN THE PIECE IS ADDRESSED. THESE ARE “ADDRESS BLOCK BARCODES”. THESE ARE PRODUCED BY CUSTOMERS PRIOR TO MAILING.

HOW DO BARCODES GET ON MAIL?


BARCODING

5/8"

1/2" 1/2"4 “

Left most bar in address block at 10 1/2” maximum from right edge

Address BlockBarcode Read Area

POSITION REQUIREMENTS FOR BARCODED LETTERS


BARCODING – ADDRESS BLOCK BARCODES



ADDRESSING SOFTWARE PRODUCED BARCODE

OCR PRODUCED BARCODE


BARCODING – OCR READABILITY

GUIDELINES FOR OCR PROCESSINGPosition of information (Letters).



CPRS 03672

MR S ONEILL PRES

SEAN ONEILL INC

4321 MAPLE ST STE 342

OAKTON MD 12345-6789

- STANDARD ADDRESS FORMAT - MACHINE PRINTED ADDRESS

- ALL LINES LEFT JUSTIFIED - SIMPLE TYPE STYLE

- 10-12 POINT TYPE SIZE - ALL UPPER CASE CHARACTERS

- NO PUNCTUATION - USE POSTAL ABBREVIATIONS


NOT BARCODING? – OCR READABILITY

AVOID :

GLOSSY/COATED PAPER STOCK

- Character/Barcode smear

BOLD TYPE

- Character/Barcode thickness problem

POOR PRINT QUALITY

- Character/Barcode voids

DARK BACKGROUND COLORS

- Poor reflectance between paper/print





CLEARANCE REQUIREMENTS1/8” to the left and right

of the barcodeINTELLIGENT MAIL

.028” above and belowthe barcode.

Theses clearances are required between the

barcode and window or label edges and/or any dark area such as printing or graphics

.028”

min

S782849623867SMAX SMART 86 K ST NWSAN ANTONIO TX 78284-9623

FIRST CLASSZIP+4US POSTAGE PAIDCHICAGO ILPERMIT NO 1

S78284962386MAX SMART 86 K ST NWSAN ANTONIO TX 78284-9

SCOTT JACKSON1234 EAST DRNEW BEDFORD MA 02740-3461

SCOTT JACKSON1234 EAST DRNEW BEDFORD MA 02740-3461

FIRST CLASSZIP+4US POSTAGE PAIDCHICAGO ILPERMIT NO 1



WINDOW ENVELOPES ENTERED AT BARCODED RATES WILL UNDERGO A “TAP TEST”

MAILPIECES THAT DO NOT PASS THE “TAP TEST” WILL BE NOT BE ACCEPTED AT AUTOMATION RATES.


Any questions on letter size mail?

Let’s move on to flat size mail!!


PROCESSING CATEGORYYOUR MAILPIECE IS A FLAT IF IT EXCEEDS ONE OF THE LETTER SIZE DIMENSIONS AND DOES NOT EXCEED THE

MAXIMUM FLAT DIMENSIONS.

IT MAILS AT FLAT RATES, AND MUST BE PREPARED AS A FLAT.

***** FLATS CANNOT BE TOO RIGID AND MUST BE UNIFORMLY THICK (within ¼”)


FLAT SIZE MAIL AND FLEXIBILITY

Flat size mail can not be too rigid.

If a flat size piece has no rigid insert, place the

length parallel to a sharp edge, extend it halfway off the edge and press in the

middle of the extended edge.

If it flexes one inch without damage, it meets the

flexibility requirement.


If the flat size piece contains a rigid insert,

It needs to be tested in both directions with more flexibilty needed for longer pieces.



Flat size mail cannot be too flexible.

New deflection standards went into effect June 6th *.

These standards require pieces to maintain some rigidity for proper processing.


* No additional postage charged until October 2010


ADDRESSING STANDARDS

Effective March 29, 2009,

THERE ARE ADDRESS PLACEMENT AND FORMATTING REQUIREMENTS FOR PERIODICALS, STANDARD MAIL®, BOUND PRINTED MATTER, MEDIA MAIL®, AND LIBRARY MAIL FLAT-SIZE MAIL SENT AT AUTOMATION, PRESORTED OR CARRIER ROUTE

PRICES. THERE ARE ALSO RELATED REVISIONS FOR AUTOMATION AND PRESORTED FIRST-CLASS MAIL® FLATS.


NEW ADDRESS PLACEMENT STANDARDS

Upper Portion or Top Half

The new standards require the

delivery address to be in the

“upper portion” of the mailpiece, also known as

the top half.

So how do we define the top

half?



ON ENVELOPED OR POLYWRAPPED PIECES, THE TOP IS DEFINED AS EITHER OF THE SHORTER EDGES

When the address is on an insert polywrapped with the host piece, the address must remain within the top half throughout processing and delivery.



ON FOLDED OR BOUND FLATS, THE TOP IS DEFINED WHEN THE FINAL FOLD OR BOUND EDGE IS VERTICAL

AND ON THE RIGHT


All presorted and carrier route flats must be addressed using at least 8-point type.

– Each letter or figure must be at least 0.080 inch high.

Flats using an 11-digit POSTNET or an Intelligent Mail barcode may use 6-point type if the address is printed in all capital letters.

– Each letter or figure must be at least 0.065 inch high.

ADDRESS CHARACTERISTICS

MINIMUM SIZE TEXT


Additional standards for automation pieces only:

Address characters cannot overlap.

Address lines cannot touch or overlap (0.028-inch clearance preferred).

Address elements may be separated by no more than five blank spaces.

ADDRESS CHARACTERISTICS

SPACING

MAILPIECE DESIGN ANALYSTUS POSTAL SERVICE125 W SOUTH ST RM 323EINDIANAPOLIS IN 46206-9651S462069651233S

A TAP TEST IS DONE ON FLAT SIZE PIECES

AS WELL

1/8” TO THE LEFT AND RIGHT, AND 1/25”

ABOVE AND BELOW THE POSTNET

BARCODE AND .028” ABOVE AND BELOW THE IMBC MUST BE

CLEAR.



C.U.B.Carts, Unicycles, & Bikes


ADDITIONAL REQUIREMENTS FOR AUTO FLATS

EXCEPT FOR SHORT COVERSNO TABBING IS

REQUIRED

AUTOMATION FLATS MUST BE UNIFORM IN THICKNESS – AND BE SMOOTH AND REGULAR IN SHAPE. THE CONTENTS MUST BE

APPROXIMATELY THE SAME SIZE AS THE ENVELOPE.



This won’t work!

If Mailers wish to use a polywrap covering on any flat, it must use a USPS approved polywrap or polybag.

JOEL SCHROEDERUS POSTAL SERVICE500 W CHESTNUT EXPY RM 140SPRINGFIELD MO 65801-9996



A list of USPS approved polywrap vendors

available at http://ribbs.usps.gov/


Addresses must be matched to the National Change of Address database within 95

days of the date of mailing.

Ancillary Service Endorsement

OneCode ACS®/ACSTM

NCOALink®

FASTforward®

Legal Restraint/ 99 Percent Accurate – First-Class Only-NCSC

Move Update

BUSINESS REPLY MAIL

COURTESY REPLY MAIL

REPLY MAIL


MDAs can still provide artwork when necessary.

BOTH COURTESY REPLY AND BUSINESS REPLY ARE RECOMMENDED TO HAVE THE “FIM” – FACING IDENTIFICATION

MARK, AND THE BARCODE PRINTED ON THE MAILPIECE.IT IS REQUIRED ON QBRM PIECES.

IN ADDITION, BRM MAIL HAS OTHER FORMAT ELEMENTS THAT ARE REQUIRED

“CAMERA READY ARTWORK” FOR REPLY PIECES IS SUPPLIED FREE OF CHARGE BY THE USPS THROUGH THE AUTOMATED

BUSINESS REPLY MAIL ONLINE ARTWORK .

REPLY MAIL


COURTESY REPLY MAILCOURTESY REPLY MAIL


REPLY MAIL

NO PERMIT OR ANNUAL FEE REQUIRED

YOUR CUSTOMER PAYS THE POSTAGE

CRM should have a FIM A and a Delivery-point Barcode

BASIC BUSINESS REPLY MAILBASIC BUSINESS REPLY MAIL


REPLY MAIL

MUST PAY ANNUAL FEE($220.00)

PLUS

POSTAGE AND PER/PIECE FEE ON RETURNED MAIL**

POSTCARD = $1.171 OZ = $1.31

*Cheaper rates apply to participants in High Volume

and Qualified BRM.

BRM should have a ZIP+4 code uniquely assigned for the address and permit number on the mailpiece AND corresponding ZIP+4

barcode.

Delivery-point barcodes are not allowed on BRM


LOCAL USPS CONTACTS:

MDA Customer Service Help Desk: 855-593-6093or [email protected]

Mailing Requirements for mail preparation, Nonprofit eligibility, Standard Mail eligibility, etc.:

ONLINE USPS RESOURCES: www.usps.com , http://pe.usps.gov , http://ribbs.usps.gov

ADDRESS CHANGE, MOVE UPDATE, CASS/MASS/DPV/LACS, etc. Resources:

National Customer Support Center: 800-238-3150

USPS PUBLICATIONS: Postal Bulletin, Domestic Mail Manual, Federal Register,Mail Pro, DMM Advisory.

NON-USPS PUBLICATIONS: Mailing Systems Technology (free publication) www.mailingsystemsmag.com

Postal World, Business Mailers Review, PostCom

That’s all folks!

Check our website at www.usps.com

what you need to know about mailpiece design what you need to know about mailpiece design mda...

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