WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN MDA Customer Service Help Desk [email protected] or 855-593-6093 Dave Girard Mailpiece Design Analyst United States Postal Service
Dec 27, 2015
WHAT YOU NEED TO KNOW ABOUTMAILPIECE DESIGN
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.
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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
WHAT 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
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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”)
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
MACHINABILITY – LETTER MAIL
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.
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
MACHINABILITY – LETTER MAIL
DMM 201.1.1.3
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
MACHINABLE/AUTOMATION – LETTER MAIL
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"
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
MACHINABLE/AUTOMATION – LETTER MAIL
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"
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
MACHINABLE/AUTOMATION – LETTER MAIL
DMM 201.3.7
Has clasps, strings, buttons,
or similar closure devices.
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
MACHINABLE/AUTOMATION – LETTER MAIL
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.
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
MACHINABLE/AUTOMATION – LETTER MAIL
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).
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
MACHINABLE/AUTOMATION – LETTER MAIL
DMM 201.3.12.1
MAILPIECES MAY BE SUBMITTED FOR FLEXIBILITY TESTING TO THE PCSC
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
MACHINABLE/AUTOMATION – LETTER MAIL
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.
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
MACHINABLE/AUTOMATION – LETTER MAIL
• 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)
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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.
MACHINABLE/AUTOMATION – LETTER MAIL
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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.
MACHINABLE/AUTOMATION – LETTER MAIL
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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.
MACHINABLE/AUTOMATION – LETTER MAIL
MACHINABLE/AUTOMATION – LETTER MAIL
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.
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
MACHINABLE/AUTOMATION – LETTER MAIL
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
Oblong Booklets
have the
spine on the
leading shorter
edge
MACHINABLE/AUTOMATION – LETTER MAIL
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.
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
The cover is at
least 40-pound
paper.
Folded booklets must be sealed
with nonperforated
1.5" tabs.
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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 YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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?
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
BARCODING – ADDRESS BLOCK BARCODES
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
BARCODING – ADDRESS BLOCK BARCODES
ADDRESSING SOFTWARE PRODUCED BARCODE
GUIDELINES FOR OCR PROCESSINGPosition of information (Letters).
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
BARCODING – OCR READABILITY
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
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
BARCODING – OCR READABILITY
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
BARCODING – ADDRESS BLOCK BARCODES
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
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
BARCODING – ADDRESS BLOCK BARCODES
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.
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
Any questions on letter size mail?
Let’s move on to flat size mail!!
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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”)
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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.
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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 AND FLEXIBILITY
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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.
FLAT SIZE MAIL AND FLEXIBILITY
* No additional postage charged until October 2010
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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.
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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?
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
NEW ADDRESS PLACEMENT STANDARDS
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.
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
NEW ADDRESS PLACEMENT STANDARDS
ON FOLDED OR BOUND FLATS, THE TOP IS DEFINED WHEN THE FINAL FOLD OR BOUND EDGE IS VERTICAL
AND ON THE RIGHT
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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.
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
BARCODING – ADDRESS BLOCK BARCODES
C.U.B.Carts, Unicycles, & Bikes
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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.
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
ADDITIONAL REQUIREMENTS FOR AUTO FLATS
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
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
ADDITIONAL REQUIREMENTS FOR AUTO FLATS
A list of USPS approved polywrap vendors
available at http://ribbs.usps.gov/
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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
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
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
COURTESY REPLY MAILCOURTESY REPLY MAIL
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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
WHAT YOU NEED TO KNOW ABOUT MAILPIECE DESIGN
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
WHAT YOU NEED TO KNOW ABOUTMAILPIECE DESIGN
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