Home

Pub 25, Designing Letter and Reply Mail

1. 100 D Decimal Equivalent 106 E Getting More Information 107 F Checklists E 114 G Quick Service Guides 118 H Ancillary Service Endorsements 130 Designing Letter and Reply Mail iii iv Publication 25 July 2003 Exhibits 1 1 Notice 3 A Letter Size Mail Dimensional Standards Template 14 tenti tte urne 7 1 2 Notice 67 Automation Template 8 1 3 POSTNET Code Eyepiece With Reticle 9 2 1 Letter Mail Dimensions 11 2 2 Aspect 13 2 3 Folded Self Mailers nno 15 2 4 Address Window Clearance 19 2 5 Excessive Address Insert Shift 19 2 6 Barcode Window Clearance 20 2 7 Excessive Barcode Insert Shift 21 2 8 Window Clear Space 22 2 9 Address Label 12er ptr uen donors essi e rasnes 24 3 1 Mailpiece Clear Zones and Free Space 27 3 2 Nonaddress Printing Space Unshaded Area 28 3 3 Unacceptable Type Styles 29 3 4 Preferred vs Flat To
2. 83 6 22 Horizontal Bars 84 6 23 Business Reply 85 6 24 Complete Delivery 86 6 25 Air Mail Endorsement 87 7 1 Design Format 90 7 2 90 7 3 Standard CRM Dimensions 92 7 4 Postage Reminder 92 75 93 7 6 Return Address Lines 94 7 7 Complete Delivery Address 94 7 8 Company Logo 95 7 9 Meter Reply Mail unused eret deena 96 vi Publication 25 July 2003 Introduction Purpose This publication can be used by anyone who wants to reduce mailing costs while benefiting from a faster and more accurate method of mail processing It can help you design your letter size mailpieces for improved service and for postage savings It can be used by printers graphic artists forms designers envelope manufacturers and computer programmers to verify technical specifications Checking the Source This publication is based on the Domestic Mail Manual DMM the official source of domestic postal mailing standards If there is any ambiguity or discrepancy the DMM is the final authority The DMM is ava
3. Address Block Barcode C840 2 Within address block shown by dashed lines must be m Rightmost bar at least 1 2 from right edge of the mailpiece m Leftmost bar less than 10 1 2 from right edge and at least 1 2 from the left edge Top of each bar less than 4 from bottom edge of mailpiece m Bottom line in address block including barcode at least 5 8 from bottom edge of mailpiece Recommended Address Placement On letter size piece the recommended address placement is within the optical character reader OCR read area which is a space on the address side of the mailpiece defined by these boundaries A010 1 3 m Left 1 2 inch from the left edge of the piece m Right 1 2 inch from the right edge of the piece m Top 2 3 4 inches from the bottom edge of the piece m Bottom 5 8 inch from the bottom edge of the piece Barcode Skew See C840 6 AN Window 1 8 minimum clear space between barcode and right and left edges of window 1 25 minimum clear space between barcode and top and bottom edges of window Clear space must be maintained when insert is moved to its full limits in each direction within envelope C840 2 PLACE STAMP HERE K T 10 1 2 4 2 3 4 Envelope Window 1 2 1 2 vid At T 7 16 1 1 4 Barcode Base Height Not actual size y 4 3 4 Barcode Clear Zone 4 3 4 x 5 8 bits For Barcode in Lower Right Corner Location Leftmos
4. d Baseline 9 MM 99 oH Designing Letter and Reply Mail 45 n POSTNET Barcodes Barcode Printing Background Reflectance The area of the mailpiece where the barcode is to be placed address block or lower right corner should be uniform in color and produce a minimum reflectance of 50 percent in the red portion and 45 percent in the green portion of the optical spectrum when measured with a USPS envelope reflectance meter or its equivalent Although a white background is preferred pastels and other light colors are acceptable The mailpiece should not be fluorescent or phosphorescent because the glow can cause malfunctions during mail processing Print Reflectance Difference The BCS responds to the difference between light reflected from the printed barcode and the background This difference is defined as print reflectance difference PRD A PRD of at least 30 percent in the red and the green portions of the optical spectrum is necessary for reading POSTNET barcodes Like print contrast ratio PCR PRD can be measured with a USPS envelope reflectance meter or its equivalent see Appendix A As with MLOCRs BCSs respond best when the barcode is printed in black ink on a white background Other color combinations are acceptable if the minimum PRD of 30 percent exists for the printed barcode Refer questionable color combinations to your mailpiece design analyst for testing Overinking Overinking
5. Cau T 27 A 1 4 1 16 Barcode Base Height Not actual size 4 3 4 x 5 8 Address Format The complete address including the name of the permit holder company or individual must be printed on the mailpiece Barcode Clear Zone A Leftmost bar must fall between 4 1 4 and 3 1 2 from right edge ZIP Code A unique ZIP 4 code is assigned to each piece 4 3 4 Horizontal Bars These bars must be uniform in length at least 1 inch long and 1 16 to 3 16 inch thick and evenly spaced The bars may not extend below the delivery address line which is located directly above the line containing the city state and ZIP Code Before printing submit proofs of BRM samples to your local post office for advice and approval Take advantage of this service it could save you money Qualified Business Reply Mail pieces must be approved by the USPS before printing POSTNET Barcode Location The barcode must be located here unless an address block barcode is used on a window envelope or printed address label The barcode must be a ZIP 4 barcode delivery point barcodes are not permitted This area must be free of any printing other than the barcode A free camera ready barcode positive may be obtained from your local post office Dimensions Between 3 1 2 by 5 inches and 6 1 8 by 11 1 2 inches To qualify for the card rate cards must be between 3 1 2 by 5 inches and 4 1
6. Using International Business Reply Service Description International business reply service IBRS is similar to domestic business reply mail service IBRS allows you to distribute envelopes and cards in certain foreign countries for return to you in the United States without prepaying postage With IBRS you can extend your reach throughout the world opening new markets or improving current markets As with domestic business reply mail you pay only for IBRS pieces mailed back to you by the respondents Be sure to take your IBRS samples to the post office for evaluation and approval By using this service you can save time and money For complete information on designing and using IBRS see Publication 513 nternational Business Reply Service and the International Mail Manual IMM part 393 Availability International Business Reply Service IBRS is available to every country and territorial possession in the world that is a destination point for U S originating international mail Dimensions You must make sure that your IBRS pieces are within the dimensions shown in Exhibit 6 19 Exhibit 6 19 IBRS Dimensions Card Letter Dimension Minimum Maximum Minimum Maximum Height 3 1 2 4 1 4 3 1 2 6 1 8 Length 5 1 2 e 5 1 2 11 1 2 Thickness 0 007 0 016 0 007 0 200 Weight You must make sure that your IBRS piece weighs no more than 2 ounces Window Envelopes If you use window envelopes mak
7. not drawn to scale 3 Top of FIM bars mustbe 14 1 1 4 J94 1 3 4 within 1 8 of edge 2 1 8 _ EM 5 8 i ooo TE m NO POSTAGE FIM Clear Zone 1 1 4 x 5 8 IN THE BUS IN ESS REP LY MAI L UNITED STATES POSTAGE WILL BE PAID BY ADDRESSEE ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 9900 62 Publication 25 July 2003 Business Reply Mail Exhibit 6 5 Element 4 Business Reply Legend Permit Number and Postage Payment Endorsement You must print the business reply legend and associated lines on your BRM pieces For the business reply legend box see Exhibit 6 5 follow these requirements You must place in capital letters BUSINESS REPLY MAIL above the complete delivery address The letters must be at least 3 16 inch high This line is the business reply legend Below the business reply legend you must place in capital letters FIRST CLASS MAIL PERMIT NO followed by your permit number and the issuing post office name city and state This line is the permit number line You may enclose the business reply legend and permit number line in a rectangular box Under this box you must place in capital letters POSTAGE WILL BE PAID BY ADDRESSEE This line is the postage endorsement line Official mail used by U S government agencies have additional stan
8. 1 8 v 1 32 0 008 FIM D 53 Reply Mail FIM Standards Make sure the FIM meets the following standards The FIM clear zone must contain no printing other than the FIM pattern Exhibit 5 4 shows the configuration of the clear zone and the correct location of the FIM The rightmost bar of the FIM must be 2 inches 1 8 inch from the right edge of each mailpiece The FIM bars must be 5 8 inch high 1 8 inch and 1 32 inch wide 0 008 inch The tops of the FIM bars must be no lower than 1 8 inch from the top edge of each mailpiece They may extend over the top edge to the flap The bottoms of the FIM bars should touch the bottom edge of the FIM clear zone but must not be more than 1 8 inch above or below that edge Exhibit 5 4 FIM Location not drawn to scale 4 1 4 1 3 4 2 x1 8 5 8 FIM Clear Zone 54 Publication 25 July 2003 Reply Mail PRD between the FIM s ink and the background material must be measured with Postal Service or Postal Service licensed equipment There must be at least a 30 percent PRD in the red and green portions of the optical spectrum Black ink on a white background usually satisfies this requirement and is recommended In addition to the preceding requirements FIM bars must be printed within the dimensions shown in Exhibit 5 3 The bars must be within 5 degrees of perpendicular to the top edge of the mailpiece
9. A print reflectance difference PRD equal to or more than 30 percent in the red and the green portions of the optical spectrum is necessary for a BCS to recognize POSTNET barcodes see Chapter 4 Because glassine is somewhat opaque less transparent compared with other window covering materials addresses read through glassine must produce a slightly higher PCR of 45 percent The minimum PRD for barcodes read through glassine is 30 percent the same minimum required for other window covering material Window Clear Space Address windows should be no lower than 1 2 inch from the bottom edge of the envelope and may extend inch into the barcode clear zone see Exhibit 2 8 Exhibit 2 8 Window Clear Space not drawn to scale Barcode Clear Zone 1 8 1 2 min 4 3 4 Publication 25 July 2003 Automation Design Standards ig FASTforward In mailings of First Class Mail any envelope whose window intrudes into the barcode clear zone is not eligible for MLOCR FASTforward processing to meet the move update standard Check with your local mailpiece design analyst or business mail entry unit for more guidelines Address Labels and Stickers General Standard Address labels and certain types of stickers placed on the outside of letter mail pieces must be applied using methods and materials that keep the labels or stickers from being damaged or removed during high speed processing Adaress labe
10. Exhibit 6 9 Standard BRM Dimensions BRM Card Letter Dimension Minimum Maximum Minimum Maximum Height 3 1 2 4 1 4 3 1 2 6 1 8 Length 5 6 5 11 1 2 Thickness 0 007 0 016 0 007 3 1 4 1 These are the maximum dimensions for card rate eligibility 2 BRM letter pieces should not be less than 0 009 inch thick if they are more than 4 1 4 inches high or 6 inches long or both The dimension that parallels the lines of the delivery address is the length The top and bottom of the mailpiece also parallel the delivery address lines 3 The minimum thickness is 0 009 inch if the length is more than 6 inches or the height is more than 4 1 4 inches Nonmailable Pieces All pieces not meeting the minimum size standards in Exhibit 6 9 are nonmailable Nonmachinable Surcharge Letter rate BRM that weighs 1 ounce or less is nonmachinable and subject to the nonmachinable surcharge if it has any of the criteria under Nonmachinable Characteristics beginning on page 12 In addition any such pieces are not eligible for the QBRM discount Designing Letter and Reply Mail 67 g Business Reply Mail Meeting Printing Standards Paper Weight For BRM envelopes you must use paper stock with a basis weight of at least 20 pounds the weight of 500 17 by 22 inch sheets For cards you should use card stock with a basis weight of at least 75 pounds or greater with none less than 71 25 pounds measured weight of 500 25 by 38 inc
11. and the location of the address if you barcode your mail When an automation rate mailing barcoded according to postal standards is processed directly on BCSs the mailing does not need to meet the standards for MLOCR readability If you are not able to barcode your mailpieces they should meet all MLOCR readability standards Meeting these standards will enable a mailing agent such as a presort bureau or letter shop to barcode your mail using an MLOCR and to ensure that the read rates will be high For more on these standards see Chapter 3 Mailings of letter size pieces that receive an automation discount require the customer to barcode 100 percent of the pieces with a delivery point barcode Nonbarcoded pieces would be part of a nonautomation rate mailing or enter a separate mailstream the way_a nonautomated presorted mailing would For more information see DMM M130 h nd Quick Service Guide 130 pr 31 Assistance Postal Service mailpiece design analysts MDAs and others in business mail acceptance can help you meet the guidelines in this publication and determine the automation compatibility and readability of your mailpieces Also many companies employ specialists to provide this service to their companies MDAs also take a more proactive approach they will help you create the mailpiece from the beginning of the design process These analysts have a thorough understanding of all postal automated processing equipment and mailp
12. minimum clearance 1 8 minimum __ clearance Excessive insert shift N ACCOUNTS PAYABLE XANDER ENTERPRISES BOX 6805 INGTON DC 20260 9900 72 Publication 25 July 2003 Business Reply Mail Window Placement The bottom edge of the window must be at least 1 2 inch from the bottom edge of the envelope Self Mailers The standards for BRM self mailers are outlined later in this chapter Self mailers must contain instructions to the user for folding and sealing the piece Reusable Mailpieces A reusable mailpiece is an envelope designed for two way mailing The recipient removes part of the original mailpiece or refolds the piece to cover the original delivery address and to reveal the BRM format and the originator s delivery address for return The piece must be designed and constructed to allow the recipient to reconfigure or modify the piece to remove or cover the recipient s address POSTNET barcode postage and any marking or endorsement on the piece when it was originally mailed The instructions on the piece must ensure that the recipient can reconfigure the piece correctly for remailing See DMM C010 6 4 6 5 for more information about preparing reusable mailpieces Prebarcoding Your BRM Purpose Prebarcoding that is barcoding done by you rather than the Postal Service is a great idea for all reply mail It is mandatory for BRM enclosed in automation rate mailings
13. to the features included The systems printers and software offered by these vendors are certified by the Postal Service as having the ability to produce accurate POSTNET barcodes that satisfy the specifications in Chapter 4 You can obtain a list of vendors offering hardware and software for POSTNET barcoding from postal account representatives postal business centers or the Postal Service web site When purchasing any barcoding software or equipment make sure that the product is certified by the Postal Service 10 Publication 25 July 2003 2 Automation Design Standards Overview Making your mailpieces automation compatible is important Automated equipment can process mail more efficiently allowing the Postal Service to maintain lower rates for those pieces Your automation compatible mailpiece should Meet the size and weight standards in this chapter Be made of good quality white or light colored paper Contain no sharp or bulky items Be sealed securely Be readable by automation equipment Mailpiece Dimensions Minimum and Maximum Sizes When letter size mail is processed on automated equipment it moves at high speeds through belts and rollers past an optical scanner and to the appropriate bin or stacker after it s sorted Although MLOCRs and BCSs can sort a variety of letter sizes mailpieces that qualify for letter rates must be rectangular and within the minimum and maximum dimensions shown in Ex
14. which causes any bar to exceed its maximum dimensions can prevent the BCS from successfully interpreting the barcode see Exhibit 4 10 Consequently make sure that ink coverage does not cause any bar to exceed the height or width limitations Exhibit 4 10 Overinking Extraneous Ink not actual size 46 Publication 25 July 2003 POSTNET Barcodes Voids A void which reduces any bar to less than its minimum dimensions can prevent the BCS from successfully interpreting the barcode In Exhibit 4 11 malfunctioning dot matrix printer created the voids Ideally dot matrix printing should yield dots that touch or overlap If the dots are not touching the space between the dots should not exceed 0 005 inch Exhibit 4 11 Voids not drawn to scale Preferred Spacing Maximum Spacing Unacceptable Spacing e 606 ii 0000 77 00000 0000 Extraneous Matter Background patterns envelope insert show through and any other printing within the clear areas surrounding the barcode lower right corner and address block areas shown in Exhibit 4 5 should be limited to a maximum PCR of 15 percent in the red and the green portions of the optical spectrum A PCR exceeding 15 percent can interfere with barcode recognition Barcode Software and Hardware Certification To help mailers evaluate the quality of their barcode producing equipment the Postal Service offers optional testing and cer
15. 1 BRM Postcard and Envelope not drawn to scale IU NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES BUSINESS REPLY MAIL FIRST CLASS MAIL PERMIT NO 000 WASHINGTON DC POSTAGE WILL BE PAID BY ADDRESSEE ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 9900 Vall NO POSTAGE NECESSARY IF MAILED INTHE UNITED STATES BUSINESS REPLY MAIL FIRST CLASS MAIL PERMIT 000 WASHINGTON DC POSTAGE WILL BE PAID BY ADDRESSEE ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 9960 Publication 25 July 2003 Reply Mail Exhibit 5 2 CRM Posicard and Envelope not drawn to scale STAMP HERE ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 6805 STAMP HERE ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 6805 Benefiting From Reply Mail Reply mail offers two major advantages faster response and more accurate delivery The easier you make it for your customer to respond the quicker the return will come A preaddressed and perhaps postage paid envelope containing the customer s order or check is easy to mail Customers have positive attitudes about creditors marketers and fund raisers who show foresight and consideration by providing re
16. 1 8 of edge K 3 i 1 7 8 to 2 1 8 1 3 4 PLACE P _ STAMP HERE FIM Clear Zone 1 1 4 x 5 8 2 3 4 JAMES STACK RUSS GALLERY LTD 1 2 476 BROADWAY STE 100 NEWYORK NY 10013 2621 2 5 8 Pd A x Tua Barcode Base Height 7h6 Not actual siz 4 3 4 Barcode Clear Zone Leftmost bar m ust fall betw een 4 3 4 x 5 8 4 1 4 and 3 1 2 from r ight edge Address Format The complete address including POSTNET Barcode Location This area must be free the name of the sender company or individual of any printing other than the appropriate barcode must be printed directly on the mailpiece see reverse A camera ready barcode positive may be obtained from your local post office Dimensions Between 3 1 2 by 5 inches between 0 007 and 0 016 inch Ink Paper Colors and Type Styles Not all and 6 1 8 by 11 1 2 inches To qualify for letter mail is more than 4 1 4 inches colors of paper and or ink and type styles the card rate cards must be between high or more than 6 inches long it must be are compatible with automated equipment 3 1 2 by 5 inches and 4 1 4 by 6 inches at least 0 009 inch thick Contact your local post office for guidance Larger postcard sizes are mailable but they A surcharge is assessed for nonstandard are charged at the regular First Class Mail mailpieces weighing 1 ounce or less
17. 20 Ib Folded Self Mailer amp Tabs 1 middle Folded Edge Bottom Sheets Multiple Basis Weight 24 Ib Folded Self Mailer Tabs 1 middle Folded Edge Bottom Sheets Single Basis Weight 28 Ib Folded Self Mailer Tabs 1 middle Folded Edge Right Sheets Single Basis Weight 75 Ib 1 Pieces 7 inches or longer must be sealed on the top and bottom the middle tab is optional C810 8 An 8 1 2 x 11 inch sheet of 20 24 or 28 pound paper folded once to 8 1 2 x 5 1 2 inches does not meet the minimum thickness of 0 009 inch for an automation compatible letter Designing Letter and Reply Mail Folded Self Mailer Invitation Fold Tab Address Label Folds Top and Bottom Sheets Multiple Basis Weight 20 Ib Folded Self Mailer Continuous Glue Strip Open Edge Folded Edge Bottom Sheets Single Basis Weight 20 Ib Booklet Tabs 2 start 1 inch e e from edges Spine Bottom Sheets Multiple with Cover Basis Weight 20 Ib Cover Folded Booklet Tabs 2 start 1 inch from edges Spine Top Folded Edge Bottom Sheets Multiple with Cover Basis Weight 20 Ib Cover Folded Booklet Tabs 2 start lt 1 inch SPRITE from top edge Spine Top Folded Edge Bottom Sheets Multiple with Cover Basis Weight 20 Ib Cover Booklet Tabs 2 start 1 inch from top and bottom edges Sp
18. 4 by 6 inches and between 0 007 and 0 016 inch thick Larger card sizes are mailable but they are charged at First Class Mail letter rate Barcoded pieces measuring more than 4 1 4 inches high or 6 inches long must be at least 0 009 inch thick Additional standards apply to QBRM pieces 5922 7 surcharge is assessed for nonmachinable letters 050 2 2 weighing 1 ounce or less Ink Paper Colors and Type Styles Not all colors of paper and or ink and type styles are compatible with automated equipment Contact your local post office for guidance All letter size reply cards and envelopes business reply courtesy reply and meter reply mail provided as enclosures in automation First Class Mail Periodicals and Standard Mail must meet the standards in C810 8 Designing Letter and Reply Mail 125 g Quick Service Guides Courtesy Reply Mail CRM 923 Quick Service Guide Overview Courtesy reply mail CRM consists of preaddressed postcards or envelopes provided by the mailer to customers both to expedite their responses and to provide more accurate delivery It differs from business reply mail BRM in that no fees are required and the respondent is responsible for applying the correct postage before mailing back the card or envelope CRM can come back faster because it is prepared with the correct address and barcode to take advantage of automated USPS processing It is also good to use when you wis
19. 5 6 CRM Camera Ready FIM and Barcode 56 6 1 BRM Design Format seen 59 6 2 Postage Necessary Endorsement 60 6 3 Horizontal Bars 61 6 4 FIM Location 62 6 5 Business Reply Legend Permit Number Postage Endorsement 63 6 6 Complete Delivery Address Placement 64 6 7 Barcode Clear Zone 1 eee 65 6 8 Reply Mail Specifications 66 6 9 Standard BRM Dimensions 67 6 10 BRM Window Envelope 70 6 11 BRM Window Alternate 71 6 12 Address Clearance 72 6 13 Barcode Placement te Ha ERR OR 74 6 14 Company Logo with Barcode 75 6 15 Attention or Information Line 76 6 16 Permit Holders ere rper eec 76 6 17 Business Reply Label 7 6 18 Business Reply Label Instructions to Customers 78 6 19 IBRS Dimensions 81 6 20 Design Format 82 6 21 Postage
20. 6 Business Reply Mail 59 Receiving Customer Responses 59 Following Design Formats 2 orn terrre 59 Meeting Size Standards eeu 67 Meeting Printing Standards 68 Using Window Envelopes 70 Prebarcoding 7 Adding Optional 75 Using BRM Vane et 77 Priority Business Reply 78 Paying f r 78 Participating in Qualified Business Reply Mail 79 Using International Business Reply Service 81 7 Courtesy Reply Mail 89 Receiving Customer 89 Following Design Pormals o oor pe bor ete sb 89 Printing Your Mall mnes ok eani se 96 Using Window Envelopes Eee sEee 96 Meter Reply Mail 96 ii Publication 25 July 2003 Appendixes A Ink Paper Definitions 97 B Ink Paper Measurement 98 GIOSSANY Y
21. 6 inches For self mailers and reusable pieces piece contains instructions to user For official mail endorsed Official Business Penalty for Private Use 300 in upper left area Loco Publication 25 July 2003 Checklists F Courtesy Reply Mail 1 Facing Identification Mark FIM d d d d FIM A is used FIM is properly positioned Minimum PRD is met No extraneous printing is in the FIM clear zone 2 Postage Area Customer Reminder to Affix Postage optional element d Area extends no more than 194 inches from right edge of the piece 3 Delivery Address Block d D O D Delivery address line street address PO box number is directly above city state ZIP 4 line ZIP 4 code corresponds with ZIP 4 barcode City state ZIP 4 line is at least 5s inch from bottom edge of piece City state ZIP 4 line is no higher than 21 4 inches from bottom edge For window envelopes only minimum clearances between address block including barcode and window edges are maintained on all sides during insert shift Designing Letter and Reply Mail Barcode 9 9 Barcode is correctly positioned in address block or in barcode clear zone Barcode is readable Print reflectance minimum is met If barcoded in the barcode clear zone there is no extraneous printing or other matter in the zone Other Aspect ratio is met Dimensions are within the letter
22. BRM per piece fee available For details on QBRM see the following section Publication 25 July 2003 Business Reply Mail Participating Qualified Business Reply Mail Description QBRM provides an automated method for sorting counting and rating BRM The processing of your mail on automated equipment presents an excellent opportunity for increasing efficiency improving service and protecting postal revenues You must be assigned a unique add on for each rate category of BRM authorized for QBRM card rate 1 ounce letter rate and 2 ounce letter rate A unique ZIP 4 code is assigned to your company or organization The code represents the type of BRM piece and the corresponding BRM rate to be charged Procedures You may obtain a reduced BRM fee by participating in QBRM Participation requires preparing BRM pieces as described in DMM E150 If you want to participate in QBRM you must do the following Submit PS Form 6805 Qualified Business Reply Mail QBRM Application and Approval to the postmaster or the manager of business mail entry at the post office to which the BRM pieces are to be returned Produce sample BRM pieces using ZIP 4 barcodes and FIM positives provided by the Postal Service Provide a preproduction sample of each BRM piece to the mailpiece design analyst for evaluation Have a valid BRM permit Pay the annual BRM permit and accounting fees Obtain authorization to participate in
23. FIM Positives FIM bars must be printed within the dimensional tolerances in Exhibit 5 3 Camera ready positives of FIM patterns provided at no charge by the Postal Service are s inch high These positives must not be reduced or enlarged Obtaining FIMs and Barcodes It is not necessary to design a FIM or a barcode yourself for your reply mail The Postal Service provides at no charge camera ready positives of the FIM that you need to use and a camera ready print of the barcode representing the correct ZIP 4 code and barcode or delivery point barcode as appropriate for your reply mail address see Exhibits 5 5 and 5 6 Do not reduce or enlarge these positives and prints You can get these positives from your postmaster account representative or mailpiece design analyst FIMs also are available on Postal Explorer at http pe usps gov Designing Letter and Reply Mail 55 Reply Mail Exhibit 5 5 BRM Camera Ready FIM and Barcode not drawn to scale ALIGN WITH UPPER RIGHT CORNER TO BE USED ONLY WITH FIM C Business Reply Mail AND ZIP 4 CODE 20260 6600 ALEXANDER ENTERPRISES CAUTION USE ONLY FOR ADDRESS BEARING THE ZIP 4 CODE ABOVE ALIGN LOWER LEFT QC 007 002 001 71 CORNER Exhibit 5 6 CRM Camera Ready FIM and Barcode not drawn to scale ALIGN WITH UPPER RIGHT CORNER TO BE USED ONLY WITH FIM A Courtesy Reply Mail AND ZIP 4 CODE 20260 6805 ALEXANDER ENTERPRISES CAUTION USE O
24. MANUFACTURING 500 E MAIN ST STE 222 KANSAS CITY MO 64100 1234 This guide is an overview only For the specific DMM standards applicable to this category of mail consult the DMM sections referenced above and the general sections within each DMM module Publication 25 July 2003 Quick Service Guides s Addressing Quick Service Guide e 0 of Length 3 Postage 33 of Area Return Address Area Height MLOCR Read Area Position address block in this area Barcode Clear Zone 4 3 4 x 5 8 Not Actual Size 4 Postage Area Return Address Area Nonaddress Data CSM 12345 Information Attention MR JOHN DOE Name of Recipient JOHN DOE COMPANY Delivery Address 2020 N LINCOLN AVE APT 201 Post Office State ZIP CHICAGO IL 60614 1234 Barcode Clear Zone 1 For MLOCR FASTforwara users the name of the recipient must appear in the OCR read area Dark shaded area indicates free space for nonaddress printing Light shaded area indicates preferred clear zone to enhance readability Designing Letter and Reply Mail 119 g Quick Service Guides Designing Letters and Cards for Automated Processing Related QSGs 131 140 240 631 640 811 Quick Service Guide Overview Characteristics and Content C810 C840 120 Letter size mail including postcards meeting the applicable au
25. Options not drawn to scale Example A Example B Above Address Below Address Preferred Acceptable Example C Example D 1 8 1 8 0 125 0125 m is AAMAR bobo a POSTAL CUSTOMER 123 MAIN ST POSTAL CUSTOMER PME ANYTOWN US 98765 4321 123 MAIN ST ANYTOWN US 98765 4321 Below Optional Endorsement Line Above Optional Endorsement Line and or Keyline Information and or Keyline Information Preferred Acceptable KAA K IKI IK AKI I KIKI IKARIA IT 98 765 BXBJDCK eei 5 DIGIT 98765 3 JSNO069TWK28741 POSTAL CUSTOMER POSTAL CUSTOMER 123 MAIN ST 123 MAIN ST ANYTOWN US 98765 4321 ANYTOWN US 98765 4321 Designing Letter and Reply Mail 43 g POSTNET Barcodes You may not apply the POSTNET barcode anywhere between the recipient line and the city state and ZIP Code line of the address that is do not place the barcode between any lines of the delivery address Chapter 2 provides specifications for the clearance needed between address block barcodes and window edges inserts address labels and other nonaddress printing Conventional Lower Right Corner Delivery point barcodes printed in the lower right corner of letter mail must be positioned to meet the specifications shown in Exhibit 4 7 The first leftmost bar of the barcode should appear between 3 1 2 inches and 41 2 inches from the right edge of the mailpiece Exhibit 4 7 Lower Right Corner Barcode not draw
26. QBRM Follow all requirements in DMM E150 Unique ZIP 4 You must have a unique four digit add on code specific to BRM and unique for each category of BRM pieces such as postcard 1 ounce letter 2 ounce letter Only letter size BRM pieces that weigh 2 ounces or less are eligible for QBRM discounts Designing Letter and Reply Mail 79 Business Reply Mail Removal From Program You may be removed from the QBRM program and required to pay the higher BRM per piece fee for any of the following reasons Your pieces fail to meet the readability specifications Your unique BRM ZIP 4 code is used on a mailpiece other than the one to which it is assigned Your ZIP 4 code intended for regular mail delivery is used on BRM pieces The annual accounting and permit fees are not paid Other BRM standards in the DMM are not met Additional Standards Besides meeting the standard BRM format requirements you must meet the following additional QBRM requirements 80 Prebarcode your QBRM pieces You are assigned a unique ZIP 4 code and corresponding barcode that identify the customer and the category of mail Use FIM C A camera ready positive is available at no charge from the Postal Service Provide samples of your BRM pieces to a mailpiece design analyst early in the design process To make sure that your pieces achieve the best quality allow time for changes before printing Publication 25 July 2003 Business Reply Mail
27. SUPERINTENDENT OF DOCUMENTS US GOVERNMENT PRINTING OFFICE 732 N CAPITOL ST NW WASHINGTON DC 20402 9375 Telephone 202 512 1800 Fax 202 512 2250 http www access gpo gov su_docs Designing Letter and Reply Mail 113 F Checklists Business Reply Mail 1 114 Business Reply Mail Legend All letters are capitals Letters are at least 34e inch high Legend is properly worded First Class Mail Permit No City State Endorsement is properly worded Permit number is correct City and state are correct Postage Will Be Paid by Addressee Endorsement is properly worded Endorsement is properly positioned For official mail only name of authorized federal agency is included get Address Block Delivery address line street address PO box number is directly above city state Z IP 4 line ZIP 4 code corresponds with ZIP 4 barcode No extraneous printing is below postage will be paid by addressee line City state ZIP 4 line is at least inch from bottom edge City state ZIP 4 line is no higher than 21 4 inches from bottom edge If ZIP 4 barcoded logo is at least 58 inch from bottom edge If not ZIP 4 barcoded logo is no lower than delivery address line For window envelopes only minimum clearances between address block including barcode and window edges are maintained on all sides during insert shift ZIP 4 Barcode and Lower Right Barco
28. Seconds 1 32ths e 0 5625 Yo 0 03125 16 0 6875 0 09375 1346 0 8125 5 01 5625 As 0 9375 Tho 0 21875 955 0 28125 Twenty Fifths 1 25ths 0 34375 Vos 0 040 13 55 0 40625 55 T 0 080 15 32 0 46875 365 0 120 17 32 0 53125 425 0 160 19 32 0 59375 55 0 200 2182 0 65625 6 5 0 240 23 32 0 71 875 75 0 280 25 32 0 78125 855 0 320 272 0 84375 965 zd 0 360 29 32 0 90625 1055 0 400 31 52 0 96875 Tos 0 440 106 Publication 25 July 2003 Getting More Information Introduction This appendix tells you where to go for more information on using letter mail These sources can give you valuable tips and tricks of the trade As always if you don t see what you need here contact your local post office Non Postal Service Sources Some mail related services are handled by private companies rather than by the Postal Service Several are listed below Postage Meters To lease a postage meter look under Mailing Equipment in your local telephone directory Presort Service Bureaus To find a presort service bureau look under Mailing Services in your local telephone directory Mailing Lists To buy a mailing list look under Mailing Lists in your local telephone directory Postal Groups Activities and People Mailpiece Quality Control Program The Mailpiece Quality Control MQC program is a course designed to assist individuals or groups w
29. address labels m Any photographic mechanical or electronic process other than handwriting typewriting or handstamping may be used to prepare the address side of meter reply mail The address side must follow the style and content of the example on the reverse The USPS will provide free of charge a FIM and the correct ZIP 4 code and delivery point barcode to be printed on letter size envelopes m Meter stamps used prepay reply postage must not show the date except for IBI generated by a PC Postage system P030 10 3 Barcodes on letter size pieces may be placed either in the address block or in the lower right barcode clear zone The correct barcode could be a delivery point barcode a ZIP 4 barcode if the address is assigned an individual unique ZIP 4 code or in some cases a 5 digit barcode if the address is assigned a firm unique 5 digit ZIP Code Envelopes and cards formatted for meter reply mail on which the mailer failed to imprint a meter stamp are treated as basic BRM P011 1 Such mail is delivered after payment of postage and the applicable BRM per piece charge S922 All letter size reply cards and envelopes business reply courtesy reply and meter reply mail provided as enclosures in automation First Class Mail Periodicals and Standard Mail must meet the standards in C810 8 For all other meter reply mailpieces the use of FIMs and barcoding is encouraged This guide is an overview only For the speci
30. basis weight of paper for folded self mailers varies with the construction of the mailpieces as follows For self mailers formed from a single sheet folded at the bottom with the open top edge sealed with one tab or glue spot the minimum basis weight is 28 pounds weight of 500 17 by 22 inch sheets or 70 pounds weight of 500 25 by 38 inch sheets For self mailers formed from two or more sheets that are sealed with one tab or glue spot the minimum basis weight is 24 pounds weight of 500 17 by 22 inch sheets or 60 pounds 500 25 by 38 inch sheets For any self mailer that is sealed with two tabs or two glue spots the open edge can be at the top or bottom The minimum basis weight is 20 pounds weight of 500 17 by 22 inch sheets Exhibit 2 3 taken from Quick Service Guide 811 shows the proper placement of tabs or glue spots on folded self mailers Tabs wafer seals tape or glue may be used to seal folded self mailers Tabs and other seals placed at the top of folded self mailers should be positioned so that they do not cover the return address postage or rate markings Tabs and other seals placed in the barcode clear zone on nonbarcoded pieces see Chapter 3 should be made of uncoated white or light colored paper that satisfies the background reflectance specifications in Chapter 3 These specifications ensure successful barcode printing and reading by an MLOCR For optimal processing folded self mailers should be construc
31. characteristics in the red and the green portions of the optical spectrum shown in the graph below and described on the next page Spectral Response Curves Green Red 540 650 100 Response Wavelengths in Nanometers 98 Publication 25 July 2003 Ink Paper Measurement g Area Resolution For measurements associated with POSTNET barcode functions the effective area measured by the Postal Service envelope reflectance meter ERM 2 is 6 mils 0 006 inch by 10 mils 0 010 inch Address Block Measurements Reflectance and contrast measurements on POSTNET barcodes and potential interference should be made in the red and the green portions of the optical spectrum as follows 1 Make sure that auto calibration has been performed on the instrument and the mode switch is in the Operate position The display should read 00 00 00 00 inches 2 Place the sample switch in the Paper position Position the mailpiece in the mail slot of the instrument so that the paper background is centered within the reticle pattern on the view screen Place the sample switch in the Hold position The unit locks the last value displayed into its internal memory and uses this value for all future PRD and PCR calculations This value is also locked into the display readout 3 Place the sample switch in the Ink position and move the mailpiece in the mail slot so that a portion of the cha
32. corner of the postcard as appropriate If no return address appears as described then UAA postcards paid at the card rate are not returnable and are disposed of by the USPS Designing Letter and Reply Mail 131 n Ancillary Service Endorsements Standard Mail Mailer Endorsement USPS Action on Undeliverable As Addressed Pieces Address Service Requested If undeliverable Mailpiece returned with reason for nondelivery attached weighted fee charged address correction fee not charged If change of address on file Months 1 through 12 Mailpiece forwarded at no charge to addressee Separate notice of new address provided to sender address correction fee charged Months 13 through 18 Mailpiece returned with new address or reason for nondelivery attached weighted fee charged address correction fee not charged After month 18 Mailpiece returned with reason for nondelivery attached weighted fee charged address correction fee not charged Forwarding Service Requested undeliverable Mailpiece returned with reason for nondelivery attached weighted fee charged address correction fee not charged If change of address on file Months 1 through 12 Mailpiece forwarded at no charge to addressee Months 13 through 18 Mailpiece returned with new address or reason for nondelivery attached weighted fee charged address correction fee not charged After month 18 Mailpiece returned with reason f
33. different printing technologies Barcode Locations Placement If you apply the POSTNET barcode to your outgoing letter mail you may print the barcode in the lower right corner or as part of the address block see Exhibit 4 5 MLOCR applied barcodes are always printed in the lower right corner of the mailpiece Exhibit 4 5 Barcode Placement Areas not drawn to scale Leftmost edge of address block at 10 1 2 max from right edge of envelope lt gt 1 2 12 lt gt Address Block Barcode Read Area Conventional Lower Right Barcode Clear Zone 4 3 4 42 Publication 25 July 2003 POSTNET Barcodes Address Block Barcoding With this method the barcode is not subject to the strict positioning requirements of the barcode clear zone The address block barcoding option is the most desirable method To print the POSTNET barcode as part of the address block locate the barcode in one of the positions in Exhibit 4 6 Barcode Clearances An address block barcode requires certain clearances relative to any printing and the edges of the window or address label This clearance allows the barcode sorter to successfully locate the barcode As shown in the diagram below a clear space of 1 25 is required above and below the barcode and 1 8 is required to the left and the right of the barcode Below are examples of acceptable barcode placement in address blocks Exhibit 4 6 Address Block Barcode Placement
34. durs IBRS CCRI No 1234 UNITED STATES 4 mE INTERNATIONAL BUSINESS REPLY MAIL REPONSE PAYEE PERMIT NO 1234 WASHINGTON DC POSTAGE WILL BE PAID BY ADDRESSEE Bars must be Ve to 346 thick me ALEXANDER ENTERPRISES Venly spaced SS PO BOX 6805 WASHINGTON DC 20260 9900 12 Uns UNITED STATES OF AMERICA Publication 25 July 2003 Business Reply Mail g Legend Number and Endorsement You must place in capital letters the business reply legend INTERNATIONAL BUSINESS REPLY MAIL REPONSE PAYEE above the complete delivery address The letters must be at least 3 16 inch high Directly below you must place in capital letters PERMIT followed by your permit number and the issuing post office name city and state These two lines of information must appear between two horizontal bars at least 3 32 inch thick and at least 1 2 inch apart You must place the postage endorsement POSTAGE WILL BE PAID BY ADDRESSEE immediately below the lower bar see Exhibit 6 23 Exhibit 6 23 Business Reply Legend not drawn to scale AIR MAIL UE PAR AVION NECESSARY IBRS CCRI No 1234 UNITED STATES INTERNATIONAL BUSINESS REPLY MAIL REPONSE PAYEE PERMIT 1234 WASHINGTON DC 9575 POSTAGE WILL BE PAID BY ADDRESSEE m ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 9900 UNITED STATES OF AMERICA Designing Letter
35. for background reflectance and ink acceptance except when a delivery point barcode appears in the address block Adequate adhesion is required Basis weight the minimum basis weight standards vary depending on the construction of the mailpiece See next page and the sheet size below Letter Size Folded edge top or bottom must be parallel to the longest dimension length and address of Folded the mailpiece Self Mailers With one tab or wafer seal folded edge at bottom of mailpiece tab or wafer seal in middle of C810 8 top edge of mailpiece m Single folded sheet sealed with one tab or wafer seal minimum basis weight 28 pounds 17 by 22 inches by 500 sheets or 70 pounds 25 by 38 inches by 500 sheets Two or more sheets sealed with one tab or wafer seal minimum basis weight 24 pounds 17 by 22 inches by 500 sheets or 60 pounds 25 by 38 inches by 500 sheets With two tabs or wafer seals minimum basis weight 20 pounds 17 by 22 inches by 500 sheets if folded edge is at top or bottom of the mailpiece Tabs or wafer seals must be placed within 1 inch of the right and left edges of mailpiece see next page With folded edge on right leading edge left trailing edge secured with at least one tab or a glue line additional tabs may be required based on trim size and basis weight Pieces 7 or more inches in length must be secured at top and bottom edges and be preapproved by the USPS Letter Size The bound edge spine must
36. only half the incident light has a reflectance of 50 percent Print Reflectance Difference PRD Rw Rp x 100 Rw is the reflectance of the background e g envelope or card Rp is the reflectance of the ink e g character stroke Print Contrast Ratio Rw Rp PCR x 100 Rw Rp are defined as above Designing Letter and Reply Mail 97 B Ink Paper Measurement This appendix is for mailers who have instruments capable of measuring optical reflectance and contrast Instrument Calibration Standards The measurements here apply only to diffuse reflectance A perfectly reflecting perfectly diffusing surface has a reflectance of 100 percent This is the reference or basis for reflectance measurements Calibrated pressed barium sulfate BaSOa or magnesium oxide MgO is a suitable reference standard for instrument calibration to indicate 100 percent reflectance for a white surface Carbon black or other black backing such as black velvet that reflects less than 1 percent light may be used as a suitable reference standard for zero reflectance Instruments should be calibrated according to the manufacturer s instructions using either the above primary standards or the secondary standards supplied with the measurement equipment Instrumentation Measurements may be made using the Postal Service approved envelope reflectance meter If other instruments are used they should provide the appropriate spectral response
37. or nonaddress printing are used little or not at all Clear Zones 9 d d d MLOCR read area is free of return address Logos and other extraneous printing are above the delivery address line POSTNET barcode clear zone is free of printing and patterns except for the barcode FIM clear zone is free of printing except for the FIM Layout For windows inserts clear the edges by at least inch on all sides through the full range of shift Designing Letter and Reply Mail 9 9 Piece measures at least 31 inches high 5 inches long and 007 inch thick Piece is not larger than 616 inches high 111 inches long and inch thick Address Block Block is at least 1 inch from both edges of envelope and between 56 inch and 234 inches from bottom edge Letters are all capitals and at least inch high Left margin is uniform state uses standard 2 letter abbreviation and block includes ZIP Code or ZIP 4 Font has uniform stroke widths between point and 2 points and is a simple sans serif style Characters are between 8 and 18 points high inclusive Characters are spaced between 34 point and 3 points apart Words are spaced between 1 and 5 em spaces full size character spaces apart Lines are spaced between 2 points and 2 em spaces full size character heights apart Address is not skewed more than 5 degrees 117 Quick Service Guides Addressing Related QSGs 810
38. prebarcoded and therefore must be scanned by MLOCRs To make processing more efficient follow these guidelines Keep the left margin of the address block aligned Use two letter state abbreviations 74 Publication 25 July 2003 Business Reply Mail Use capital letters without punctuation Make sure that characters do not touch Follow the standards in Chapter Adding Optional Elements Company Logo A company logo can be used On prebarcoded BRM place it no lower than inch from the bottom edge of the piece On nonbarcoded place it no lower than the top of the street address or the post office box line of the address The logo must not be too close to the required business reply endorsements see Exhibit 6 14 Exhibit 6 14 Company Logo with Barcode not drawn to scale NO POSTAGE NECESSARY IF MAILED IN THE BUSINESS REPLY MAIL uns POSTAGE WILL BE PAID BY ADDRESSEE ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 9900 Logo must be at least inch from bottom edge Attention or Information Line If you use an attention or information line place it above the company name or recipient line see Exhibit 6 15 Designing Letter and Reply Mail 75 Business Reply Mail Exhibit 6 15 Attention or Information Line not drawn to scale NO POSTAGE NECESSARY IF MAILED IN THE BUSINESS REPLY MAI
39. see Chapter 5 Exhibit 1 2 Notice 67 Automation Template not actual size ala 9 CHAT ET 1 Poa Pm TR A GRE Us HL ae a HIR ree ates POBTMET aneurin is Egal al We ee Loca icon SPH dani T 4 FIM LOCATION E 1 DAE ag i Lip cx Pa mo ta LIS aBILDI e LT ees i i FITCH us rts z 4 GES ea qm mE GUIDE AiL n adi MARIUM REM E t iim a t ee ies a gt PORT xx TIR Ra 4 A OTH PRADA L 1 LEBEL le T al LY AANA ABDREBA LOCK E Lm HOO ZULARAHCE LLEBEAHIE al a _ D 3 m zi zh Ta 28 GOLIST i Tata DO Wale BEAD AREA SLL E LER LE Pe E r de BEHI ue MAU OF TALE 1 VESTI Ried o ee PORNA j 1 AR ATHA CIMEI AREA i t m PE CET BA eT Reo da ommum T I SRB TE T M eee LL PET PERS i THE Ru ani MMICM ED SPEA IPRC P ed 7 T EM M IBENA j rumes mm cua Ue E To Peer 1 __ voee XN LU uu Teak dd fuil fo AET TARD ATE erneut ejoa P
40. type mailpiece BE NHNHNIN Prohibitions m Polywrap polybag and shrinkwrap m Clasps strings staples buttons or protrusions that might impede or damage the mail or mail processing equipment C810 3 Other machinability standards Regular shape with adequate flexibility and rigidity C810 5 m Tabbing for self mailers or pieces with open edges see C810 or Quick Service Guide 811 Pieces with delivery point barcodes must meet all standards in C840 Format of barcode bars e g dimensions and spacing C840 4 m Minimum clearance around barcode for barcodes printed on a mailpiece or label 1 8 inch on left and right sides 1 25 inch above and below barcode m Placement of address block barcode lower right barcode or barcode within a window see next page m Reflectance standards for barcode and portion of mailpiece on which barcode is printed C840 5 This guide is an overview only For the specific DMM standards applicable to this category of mail consult the DMM sections referenced above and the general sections within each DMM module Publication 25 July 2003 Quick Service Guides s Designing Letters and Cards for Automated Processing Quick Service Guide Physical Standards for Automation Compatible Mail C840 Barcode Location DPBC either within address block or within barcode clear zone in lower right corner of mailpiece C840 2
41. 0010011 FIMB 101101101 110101011 FIMD 111010111 Purpose The FIM uses a code that tells automated processing equipment some of what it needs to know to do its job The FIM allows automatic facing orientation of the mail for cancellation postmarking The FIM also identifies reply mail that bears a preprinted barcode Barcoded mail is then routed directly to a high speed barcode sorter bypassing slower manual sorting or optical character reader OCR processing 52 Publication 25 July 2003 Use Reply Mail Determine which FIM to use see Exhibit 5 3 as follows FIM Ais used for CRM MRM with a preprinted barcode FIM is used for BRM without a preprinted BRM ZIP 4 barcode FIM C is used for BRM with a preprinted BRM ZIP 4 barcode FIM Dis used only with information based indicia IBI postage Exhibit 5 3 FIMs A B C and D not drawn to scale gt 1 2 7he lt gt 1 4 i te 1 32 0 008 FIMA lt gt 1 2 lt lt 7 16 b lt gt 56 lt gt 3 16 o vie 1 32 0 008 FIM C Designing Letter and Reply Mail H t H x 5 8 1 8 H i E 5 8 1 8 lt gt 1 2 gt 3 8 e 5 6 3 16 1 8 5 8 1 8 1 32 0 008 FIM gt 12 ne 4 gt w o m M w 1 16 5 8
42. 05 Exhibit 7 2c CRM Envelopes not drawn to scale CRM Window Envelope with Barcode in Address Block ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 6805 Designing Letter and Reply Mail 91 Courtesy Reply Mail Dimensions For your CRM pieces to be automation compatible make sure that they are within the dimensions shown in Exhibit 7 3 Exhibit 7 3 Standard CRM Dimensions CRM Card Letter Dimension Minimum Maximum Minimum Maximum Height 3 1 2 4 1 4 3 1 2 6 1 8 Length 5 e 5 11 1 2 Thickness 0 007 0 016 0 007 1 4 Letter mail may not be less than 0 009 inch thick if it is more than 4 1 4 inches high or more than 6 inches long or if the mail exceeds both those dimensions The length of a mailpiece is the dimension that parallels the lines of the delivery address The top and bottom also parallel the delivery address lines Nonmachinable Surcharge Letter rate First Class Mail that weighs 1 ounce or less is nonmachinable and subject to the applicable surcharge if it has any of the criteria under Nonmachinable Characteristics beginning on page 12 Nonmachinable mailpieces are not automation compatible Postage Reminder You can include in the upper right corner of your CRM piece a reminder to affix postage see Exhibit 7 4 Exhibit 7 4 Postage Reminder not drawn to scale n S PLACE STAMP ATTN ACCOUNTS P
43. 3 ATTN ACCOUNTS PAYABLE 21 Code 214 maximum ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 9900 58 minimum Barcode Clear Zone 64 Publication 25 July 2003 Business Reply Mail Element 6 Barcode Clear Zone You must maintain a clear zone for barcodes on your BRM pieces This clear zone must measure 5 8 inch from the bottom edge and 4 3 4 inches from the right edge of the piece see Exhibit 6 7 The barcode must be within the barcode read area defined by the limits shown below see also Exhibit 6 6 Horizontally the leftmost bar must be between 3 1 2 inches and 4 1 4 inches from the right edge of the piece Vertically the barcode must be within the area between 3 16 inch and 7 16 inch from the bottom edge of the piece the bottom of the bars must be 1 4 inch 1 16 inch from the bottom edge of the piece For barcode placement options with address labels and window envelopes see Exhibit 4 6 examples A and B Delivery point barcoding is not permitted on BRM pieces Exhibit 6 7 Barcode Clear Zone not drawn to scale ddp sua POSTAGE WILL BE PAID BY ADDRESSEE NECESSARY IF MAILED ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 9900 dabis lH Haa Hi Hood 5 8 Designing Letter and Reply Mail 65 Business Reply Mail Exhibit 6 8 summarizes the specifications for B
44. 3 4 MLOCR Read Area min Barcode Clear Zone jn v lt gt 1 2 min lt gt 1 2 lt gt 4 3 4 Mailpiece clear zones unshaded for pieces more than 10 inches long 50 of length lt 3 gt Postage 33 of height Return Address Area 2 3 4 MLOCR Read Area min 9 3 4 max Designing Letter and Reply Mail 27 Automation Addressing As Exhibit 3 1 shows the area available for nonaddress printing increases as the address information is lowered in the MLOCR read area Positioning the address block near the bottom of the MLOCR read area gives you the most free space for logos advertising and other nonaddress printing If you barcode even more space is available Nonaddress Printing Extraneous nonaddress printing in the MLOCR read area can confuse MLOCR scanners and prevent them from interpreting the address information correctly This can cause them to reject the mailpiece Nonaddress printing such as company logos advertising and die cuts should not be placed within the MLOCR read area If it is the lowest point must be above the delivery address line see Exhibit 3 2 In other words within the MLOCR read area you should keep the space on either side of and below the delivery address line clear of all printing Exhibit 3 2 Nonaddress Printing Space Unshaded Area Not drawn to scale Postage Return Address Area Logo must not go below t
45. 6 0 8 34 8 Card Rate 20 0 8 20 8 A BRM permit holder can allow its authorized representatives or agents to use that permit number to receive BRM at any other post office The original permit holder must supply the representative with a letter authorizing the use of the BRM permit and a copy of the USPS receipt showing the annual fee payment for that permit See 5922 8 for additional requirements Authorized users of official mail may distribute BRM subject to E060 and S922 This guide is an overview only For the specific DMM standards applicable to this category of mail consult the DMM sections referenced above and the general sections within each DMM module Publication 25 July 2003 Quick Service Guides s Business Reply Mail BRM Quick Service Guide Business Reply Mail Layout Guidelines S922 5 Permit Holder Space May contain information such as return address logos distribution codes and form numbers Company Logo For barcoded pieces a company logo is permitted in the address block if it is placed no lower than 5 8 inch from the bottom edge of the mailpiece and does not interfere with the barcode clear zone Postage Paid Line Place the endorsement POSTAGE WILL BE PAID BY ADDRESSEE in capital reply legend box letters under the business Business Reply Legend The words BUSINESS REPLY MAIL are required above the address in capital uppercase lett
46. 820 830 Overview General Information A010 Complete Addresses A010 3 Return Address A010 4 Alternative Addressing Formats A020 Addressing Guidelines 118 Quick Service Guide The delivery address specifies where the USPS is to deliver a mailpiece The address must be legible and complete on the side of the mailpiece that bears the postage Placement and Location A010 1 The placement of the address can determine mailability of the mailpiece and or rate and eligibility See next page for proper placement of an address block on letter size and flat size pieces The address must include m Intended recipient s name or other designation m Delivery address including street number and name predirectional suffix and postdirectional as appropriate post office box number rural or highway contract route and box number and secondary descriptor and number e g suite or apartment number floor if needed m City and state m ZIP Code or ZIP 4 code where required The address on automation rate mail must be sufficiently complete to enable matching the current USPS ZIP 4 File when using current CASS certified address matching software A800 1 Standardized address elements are not required A return address tells the USPS where the sender wants the mail returned if it is undeliverable A return address is required on certain types of mail Mail qualifying for Nonprofit Standard Mail rates must have the na
47. AYABLE 1 2 ALEXANDER ENTERPRISES PO BOX 6805 1 1 1 1 y WASHINGTON DC 20260 6805 2 1 4 max 5 8 min 94 Publication 25 July 2003 Courtesy Reply Mail Barcodes Barcodes may be placed either in the address block or in the barcode clear zone see Chapter 4 on POSTNET barcodes The correct barcode could be a delivery point barcode or a ZIP 4 barcode Barcodes must meet all the standards outlined in Chapter 4 Contact your local post office for your applicable barcode Company Logo If you include your company logo be sure that the logo does not extend lower than inch from the bottom edge see Exhibit 7 8 Exhibit 7 8 Company Logo not drawn to scale PLACE STAMP HERE ATTN ACCOUNTS PAYABLE Logo must be ALEXANDER ENTERPRISES at least inch PO BOX 6805 from bottom edge WASHINGTON DC 20260 6805 Designing Letter and Reply Mail 95 Courtesy Reply Mail Printing Your Mail Design Specifications The design specifications for CRM are the same as those outlined in Chapter 2 for all other automation compatible letter size pieces Using Window Envelopes Basic Design Exhibit 7 2c shows the basic design of a CRM piece with a window envelope and insert For successful automated processing design window envelopes and inserts so that all four sides of the delivery address and barcode when included show in the window area by at least a 1 8 inch margin regardless of
48. AYABLE ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 6805 92 Publication 25 July 2003 Courtesy Reply Mail Facing Identification Mark You must use FIM A with prebarcoded CRM to ensure efficient automated processing see Exhibit 7 5 For FIM specifications see Chapter 5 Exhibit 7 5 FIM A Location not drawn to scale PLACE STAMP HERE ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 6805 Return Address Lines You can print a series of horizontal lines in the upper left corner for the sender s return address The return address should be placed higher than 2 3 4 inches above the bottom edge of the CRM piece It is recommended that the return address occupy an area no more than one third the height and one half the length of the CRM piece see Exhibit 7 6 Designing Letter and Reply Mail 93 Courtesy Reply Mail Exhibit 7 6 Return Address Lines not drawn to scale I A ATTN ACCOUNTS PAYABLE At least 2 3 4 ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 6805 Y Delivery Address The bottom line of your delivery address should be between 5 8 inch and 2 1 4 inches from the bottom edge of the CRM piece A clear 1 2 inch margin is recommended on the left and right edges of the piece see Exhibit 7 7 Exhibit 7 7 Complete Delivery Address not drawn to scale 1 ATTN ACCOUNTS P
49. Cards are mailable but are charged at the regular First Class Mail rate for letters if they exceed any of the following dimensions More than 44 inches high More than 6 inches long More than 0 016 inch thick Designing Letter and Reply Mail 69 B Business Reply Mail Using Window Envelopes General Requirement Exhibit 6 10 shows a BRM envelope designed so that the delivery address and barcode are printed on an insert appearing through an open or covered window Window envelopes must meet the specifications in this section Exhibit 6 10 BRM Window Envelope not drawn to scale NECESSARY IF MAILED INTHE BUSINESS REPLY MAIL UNITED STATES FIRST CLASS MAIL PERMIT NO 000 WASHINGTON DC POSTAGE WILL BE PAID BY ADDRESSEE p an ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 9900 Format You must print directly onto the address side of the envelope the NO POSTAGE NECESSARY endorsement the horizontal bars the FIM and the business reply mail legend Other required elements including FIRST CLASS MAIL PERMIT city state POSTAGE WILL BE PAID BY ADDRESSEE and the permit holder s name and complete delivery address may be printed on the insert that appears through the window see Exhibit 6 11 70 Publication 25 July 2003 Business Reply Mail On Exhibit 6 11 BRM Wi
50. DM as Me hea i MED mne raquiramant standard if ii secede any of the Following a E 1 1 3 tisice i a ieam i Maximum Hai phe nF L TTE 51 f Hail oe d ae Hr gren bu t pisca through mch slar hel Places FF inch thick or Le sae Bitt dies nsi pass Lhecugh REGLILAR POSTAUE z ane of Lhee reiuiresee ara 2 adr e Wurf Anio the minima i LEEF BH THES mes sm vhe mimi 1 Huretanamrd Firgr Llass Fail Sire A niece td Stergarde meet for thm t chem 15 Pall weighing ouem o lawn oo 1 1 m Lee mscmsadmg 11 07 inches 3 mxrmara USE TEMPLATE PLACE LOWER Itm aansct length dist d bu hei abhag Fa LEFT CORMER PIECE HERE does pol fall between tai mod ta i nzlumiwm Hotton 11 LAZ inches Designing Letter and Reply Mail 7 Notice 67 Automation Template This template see Exhibit 1 2 is used to obtain more information on automation readability parameters This clear plastic template simplifies the task of determining whether your is automation compatible MLOCR readable and printed with the correct facing identification mark FIM pattern It s used to determine other standards for reply mail pieces as well
51. Designing Letter and Reply Mail Contents Publication 25 July 2003 Table of Contents Table of Exhibits Introduction 1 Automation Benefits 2 Automation Design Standards 3 Automation Addressing 4 POSTNET Barcodes 5 Reply Mail 6 Business Reply Mail 7 Courtesy Reply Mail Appendixes moe oO U gt Er Ink Paper Definitions Ink Paper Measurement Glossary Decimal Equivalents Getting More Information Checklists Quick Service Guides Ancillary Service Endorsements Contents EXDIDES coton i V m 1 POS P CRT Et 1 Checking ING SOUNCE a 1 1 Automation Benefits 3 The Value of Automation rore ce nnno ener 3 Zu us bsec 3 Postal PrOGBSSI 4 Automated Letter Processing Equipment 4 Postage DISCOHDIS 5 Barcoding SpecifICatlOne iaa 6 ASSISTANCE 6 7 Barcoding Software and Equipment 10 2 Automation Design Standards 11 ec r E 11 Mailpiece Dimensions 11 Mailpiece Materials and Construction 13 Mailpiece Flexib
52. L UNITED STATE FIRST CLASS MAIL PERMIT NO 000 WASHINGTON DC pcc H POSTAGE WILL BE PAID BY ADDRESSEE m ATTN ACCOUNTS PAYABLE l ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 9900 Permit Holder s Space You may use the upper left corner of the address side of your BRM piece for the sender s return address a company logo an attention line a distribution code a form number or other pertinent information see Exhibit 6 16 Exhibit 6 16 Permit Holder s Space not drawn to scale Permit holders space NO POSTAGE NECESSARY IN THE BUSINESS REPLY MAIL UNITED STATE FIRST CLASS MAIL PERMIT NO 000 WASHINGTON DC M POSTAGE WILL BE PAID BY ADDRESSEE ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 9900 76 Publication 25 July 2003 Business Reply Mail Using BRM Varieties Business Reply Labels A business reply label is an adhesive label that meets the BRM label criteria You the sender provide the label to your customers and they the respondents affix them to their own envelopes Exhibit 6 17 shows a business reply label affixed to a letter size piece Except as noted all other BRM format requirements apply Business reply labels may not be distributed under QBRM Exhibit 6 17 Business Reply Label not drawn to scale NO POSTAGE NECESSARY IF MAILED BUSINESS RE
53. Lower Right Barcode Clear Zone Barcode is correctly positioned in address block or barcode clear zone Barcode is readable Print reflectance minimum is met If barcoded in the barcode clear zone no extraneous printing or other matter is in the zone LLL Other Aspect ratio is met m Dimensions are within the letter size standards and piece is automation compatible Piece is at least 312 inches high Piece is at least 5 inches long If no larger than 4 inches by 6 inches piece is at least 0 007 inch thick and at least 0 009 inch thick if piece is larger than 4 4 inches by 6 inches For official mail endorsed Official Business Penalty for Private Use 300 in the upper left area LOL Publication 25 July 2003 Checklists le OCR Readability Letter Size Mail Including Cards 1 Mailpiece Material d d d L LL For envelopes paper is at least 16 pound weight For cards paper is at least 71 25 pound offset Printing Characteristics Stock including inserts that show through windows is white or if colored reflects at least 50 percent red and 45 percent green Print contrast ratio is at least 40 percent for glassine windows 45 percent in the red and green portions of the optical spectrum Print contrast is sharp and uniform without voids smudges or extraneous ink Ink is black or a dark color Underlines halftone backgrounds
54. NITED STATES FIRST CLASS MAIL PERMIT NO 000 WASHINGTON DC POSTAGE WILL BE PAID BY ADDRESSEE ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 9900 Element 1 Postage Necessary Element 4 Business Reply Legend Permit Endorsement Number Postage Endorsement Element 2 Horizontal Bars Element 5 Complete Delivery Address Element 3 FIM Q Element 6 Barcode Clear Zone Designing Letter and Reply Mail 59 B Business Reply Mail Element 1 No Postage Necessary Endorsement You must print the endorsement NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES in the upper right corner of your BRM pieces see Exhibit 6 2 The left edge of the endorsement must not extend more than 1 inches from the right edge of the piece Exhibit 6 2 No Postage Necessary Endorsement not drawn to scale 4 13 maximum gt NO POSTAGE NECESSARY IF MAILED IN THE BUSIN ESS REPLY MAIL UNITED STATES POSTAGE WILL BE PAID BY ADDRESSEE ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 9900 60 Publication 25 July 2003 Business Reply Mail Exhibit 6 3 Horizontal Bars Element 2 Horizontal Bars To help identify your mailpiece as BRM you must print a series of horizontal bars below the NO POSTAGE NECESSARY endorsement on your BRM pieces These bars must be uniform in length thickness and spaci
55. NLY FOR ADDRESS BEARING THE ZIP 4 CODE ABOVE ALIGN WITH LOWER 007 002 001 71 CORNER 56 Publication 25 July 2003 Reply Mail Avoiding Sorting Errors Although preparing reply mail properly can benefit you and the Postal Service errors can negate those benefits For example printing the wrong barcode ona reply piece can direct your mail to the wrong post office A wrong barcode delays delivery of your mail and adds extra processing steps for the Postal Service Even though barcodes representing different delivery points can look nearly identical the correct barcode is essential The barcode used for regular mail delivery is different from the barcode used for BRM It s also easy to confuse different FIM patterns So before you format and print reply mail be sure that the barcode and FIM are correct for that use It is also important that you position the barcode and FIM properly on reply pieces if automated processing is to succeed If part of the barcode lies outside the read area the barcode might not be scanned accurately In such cases your mail is rejected by the BCS and must be sorted by hand or by slower machines Use Notice 67 Automation Template for correct positioning Mailpiece design analysts MDAs are assigned to business mail entry units BMEUs throughout the country to help you design your reply mail To make sure that your piece achieves the best quality provide samples o
56. PLY LABEL FIRST CLASS MAIL PERMITNO 000 WASHINGTON DC POSTAGE WILL BE PAID BY ADDRESSEE ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 9900 Follow these business reply label requirements For use on letter size envelopes you must print labels that are at least 2 5 8 inches high and 4 1 4 inches long You must print the appropriate FIM FIM B or FIM C on these labels You must make sure that the series of horizontal bars is at least 3 4 inch high You must use BUSINESS REPLY LABEL in the business reply legend You must ensure that the address is located within the MLOCR read area see Exhibit 3 1 You must coat the backs of the labels with a permanent adhesive You must provide a pictorial diagram for the respondent that shows the correct placement of the label and that includes at least the instructions in Exhibit 6 18 Designing Letter and Reply Mail 77 Business Reply Mail Exhibit 6 18 Business Reply Label Instructions to Customers 1 Place the label squarely on the upper right corner of the envelope 2 Do not write on the envelope 3 Do not use an envelope that has a window an envelope that is less than 1 inch taller than the label or an envelope that has any printing on it other than the return address 4 Do not use the label on letter size envelopes more than 41 2 inches high 5 Do not use tape to affix the label Priorit
57. RM elements and dimensions Exhibit 6 8 Reply Mail Specifications not drawn to scale Bar tops must be within 1 8 of envelope top edge and may extend to edge or over flap lt 1 1 4 z 1 3 4 gt This area is available for permit holder s use It may contain return address codes advertising copy etc ied NO POSTAGE FIM clear zone NECESSARY within dotted lines IF MAILED INTHE 3 16 Bar bottoms should UNITED STATES min touch bottom edge FIRST CLASS MAIL PERMITNO 000 WASHINGTON DC of FIM clear zone m 1 3 4 1 750 max gt but must not be more POSTAGE WILL BE PAID BY ADDRESSEE than 1 8 above or below this edge Bars must be 1 16 to 3 6 thick evenly spaced and at least 1 long At least 1 2 between hori zontal bars and ZIP Code gt ATTN ACCOUNTS PAYABLE address ine ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 9900 nino pit ade Barcode clear zone Barcode read area barcode fully within this area 2 1 4 max 5 8 min ub l Mallal lul 2d 1 4 1 16 5 8 1 4 Preferred barcode baseline 0 625 gt E 4 1 4 max 3 1 2 min l 66 Publication 25 July 2003 Business Reply Mail g Meeting Size Standards Physical Characteristics For automated processing your BRM pieces must be rectangular have straight edges and be within the dimensions shown in Exhibit 6 9
58. Refer to the publication number in parentheses when you order or request them Publications Domestic Mail Domestic Mail Manual DMM The Postal Service manual that contains the basic standards governing domestic mail services descriptions of mail classes the conditions governing their use rates and mailing standards Issued once a year in printed form and available by paid subscription from the Superintendent of Documents 202 512 1800 Available at no charge on Postal Explorer at http pe usps gov Rates Ratefold Notice 123 A 10 panel foldout that contains all domestic rates and fees in a concise and accessible manner Flats Mail Designing Flat Publication 63 A guide to designing flat size mail to work with flat sorting machines and qualify for postage discounts Available on USPS web site http www usps com Available on Postal Explorer CD ROM and web site http pe usps gov Designing Letter and Reply Mail 109 Getting More Information Quick Service Guide Quick Service Guide Publication 95 A collection of simplified instructions for most classes of mail based on the Quick Service Guides in the DMM Addressing Postal Addressing Standards Publication 28 Describes addressing for the best service o m Adaressing for Success Publication 221 Addressing for compatibility with automated processing equipment Address Information Sys
59. TNET Barcodes The first and last full bars in a barcode the frame bars do not count Each digit numeric value of the ZIP Code or ZIP 4 is represented by five bars The last five bars in the barcode make up the correction character All barcodes when added together must equal a multiple of 10 Exhibit 4 3 shows a barcode decoded using the POSTNET code Exhibit 4 3 Delivery Point POSTNET Format not actual size Left Frame Bar Right Frame Bar Correction ien 5 Digit ZIP Code 44 Code Delivery Point Code Elements The basic elements of the POSTNET barcode are binary digits represented as full bars and half bars or tall bars and short bars A full bar represents 1 one and a half bar represents 0 zero see Exhibit 4 4 The geometry of the bars and their proper location on letter mail are covered in the following sections and exhibits 40 Publication 25 July 2003 POSTNET Barcodes Exhibit 4 4 Code Elements Binary Code Barcode Numeric Value Value Value 74210 74210 1 00011 ull 2 00101 ulil 3 00110 ulli 4 01001 5 01010 iili 6 01100 illu 7 10001 lul 8 10010 luli 9 10100 im 0 11000 TIT Code Characters Each code character is made up of five bars which together represent a single numeric digit Specific combinations of two full bars and three half bars represent the digits 0 through 9 Only the 10 combinations shown in Exhibit 4 4 are valid code characters they represent all poss
60. a normal 12 point are called fonts As a rule do not use fonts defined as bold extended or condensed see Exhibit 3 3 Also do not use italic highly stylized or script like fonts Exhibit 3 3 Unacceptable Type Styles BOLD Italic Ex TEN DE D Stylized CONDENSED Designing Letter and Reply Mail 29 Automation Addressing Preferred vs Flat Top Characters Also avoid type styles that can be misread by MLOCRs These include styles with flat top threes which can be misread as fives and flat top sixes or nines which can be misread as eights see Exhibit 3 4 Exhibit 3 4 Preferred vs Flat Top Characters 3 6 9 Preferred Not Recommended Dot Matrix Characters Dot matrix characters can be read by MLOCRs if the dots that form each character touch one another or are not separated by more than 0 005 inch see Exhibit 3 5 Exhibit 3 5 Dot Matrix Characters not actual size Preferred Spacing Maximum Spacing 30 Publication 25 July 2003 Automation Addressing Type Size MLOCRs can recognize type sizes between 8 and 18 points see Exhibit 3 6 A point is a printing unit equal to about 1 72 inch The recommended type size is 10 to 12 points for maximum MLOCR recognition If you use type as small as 8 points for an address you should print the address in all uppercase characters to satisfy the MLOCR s minimum height and width requirements In some type styles 8 point upp
61. age mail and mail processing equipment they should never be included in letter mail and they are prohibited in letter size mail submitted at an automation rate Items such as credit cards and small coins firmly affixed to the contents of a mailpiece are usually acceptable if the mailpiece and its contents can bend easily around an 11 inch diameter drum Magnets and other magnetized materials should be tested and approved for automation based discounts by the Postal Service Refer any question about the dimensions materials construction or contents of your mailpiece to your mailpiece design analyst account representative or postal business center before you produce the mailing Incompatible Materials and Sealing Methods Coverings Certain materials are incompatible with postal automation because they cannot be transported at high speeds through mail processing equipment or they do not allow quality printing of a barcode on the mailpiece for optimal scanning These materials include polywrap shrinkwrap spun bonded olefin and other plastic like coverings Certain types of coated papers should also be avoided if the coating is so glossy that it can prevent a postal applied barcode from drying within 1 second Consult a mailpiece design analyst about nonpaper coverings before you produce your mailpieces Designing Letter and Reply Mail 17 2 Automation Design Standards Dark Fibers and Patterns Paper containing dark fibers or ba
62. al endorsement line 3 Directly to the left of the postage area and below any rate marking 4 Directly below the postage area and below any rate marking For a detailed listing of the endorsements see the following pages JAMES WARRICK PRESORTED RUSS GALLERY LTD FIRST CLASS MAIL 4016 MAIN ST US POSTAGE PAID FORT WORTH TX 76133 5559 FORT WORTH TX 76133 PERMIT NO 1 1 4 2 JOHN Q DOE 10 ELM ST ANYTOWN NY 98765 4321 Publication 25 July 2003 Ancillary Service Endorsements g First Class Mail Including Postcards Paid at the Card Rate Mailer Endorsement USPS Action on Undeliverable As Addressed Pieces Address Service Requested If undeliverable Mailpiece returned with reason for nondelivery attached no charge If change of address on file Months 1 through 12 Mailpiece forwarded at no charge Separate notice of new address provided to sender address correction fee charged Months 13 through 18 Mailpiece returned with new address or reason for nondelivery attached no charge After month 18 Mailpiece returned with reason for nondelivery attached no charge Return Service Requested If undeliverable or change of address on file Mailpiece returned with new address or reason for nondelivery attached no charge Change Service Requested If undeliverable or change of address on file Electronic ACS notice of new address or reason for nondelivery provided to sender addr
63. and Reply Mail g Business Reply Mail 86 Complete Delivery Address You must print a complete delivery address that includes the unique ZIP 4 code and UNITED STATES OF AMERICA in capital letters as the destination country see Exhibit 6 24 The bottom line of the address must be no less than 5 8 inch from the bottom edge of your IBRS piece The line for city state and ZIP 4 must be no more than 2 1 4 inches from the bottom edge of your IBRS piece see Exhibit 6 24 Clear side margins free of any extraneous matter except for the horizontal bars specified on the right and at least 1 inch wide are required between the left and right edges of the IBRS piece and the delivery address Exhibit 6 24 Complete Delivery Address not drawn to scale Al R MAI L NE PAS AFFRANCHIR NO POSTAGE PAR AVION cm IBRS CCRI No 1234 UNITED STATES INTERNATIONAL BUSINESS REPLY MAIL REPONSE PAYEE PERMIT NO 1234 WASHINGTON DC POSTAGE WILL BE PAID BY ADDRESSEE 1 minimum gt ALEXANDER ENTERPRISES amp 12 minimum PO BOX 6805 WASHINGTON DC 20260 99004 1 minimum ae UNITED STATES OF AMERICA 214 5 Publication 25 July 2003 Business Reply Mail g Air Mail Endorsement You must show the endorsement AIR MAIL PAR AVION in reverse print in the upper left corner see Exhibit 6 25 Immediately below this
64. are available the recommendation is to choose the lightest acceptable background color and the darkest acceptable ink color Refer questionable address background and printing colors to a mailpiece design analyst for testing Publication 25 July 2003 4 POSTNET Barcodes Overview In Chapter 3 you learned that proper address information is important and that an incorrect address may mean that the piece will not be delivered or will create a negative response to your message In this chapter you will learn about barcoding Barcoding is also an important aspect of mailpiece design Because there are no MLOCR readability requirements for barcodes you have more latitude in selecting colors type styles and the location for address printing if you barcode your mail To receive automation discounts your letter size mailings must be 100 percent delivery point barcoded Nonbarcoded pieces enter the same mailstream as a nonautomation presorted mailing Description and Benefits The POSTNET POSTal Numeric Encoding Technique barcode was developed by the Postal Service to encode ZIP Code information on letter mail for rapid and reliable sorting by BCSs The POSTNET barcode can represent a five digit ZIP Code 32 bars a nine digit ZIP 4 code 52 bars or an eleven digit delivery point code 62 bars Delivery Point Barcode The delivery point barcode DPBC was developed by the Postal Service to identify each of the 134 million deli
65. as well as inks used for addresses and any other printing on the outside of letter size mail should not be fluorescent or phosphorescent The glow from such paper stocks and inks can cause malfunctions during mail processing For window envelopes and labels the MLOCR works best if the reflectance of the insert or label is about the same as that of the envelope Some envelope inserts checks for example are printed with a background pattern that can confuse the MLOCR Designs and printing in the background might appear attractive to the human eye but they can be mistaken for part of the address information by the MLOCR For the greatest contrast and best performance on MLOCRs and BCSs the address should be printed in black ink on a white background Several color combinations are also acceptable if the ink is dark enough and the background is light enough Resolve any issues about print design and color with your mailpiece design analyst before you produce your mailpiece We can work with you to design an effective mailpiece and ensure quality processing Print Contrast Ratio Print contrast ratio PCR is the contrast between the background and the printed address characters This contrast can be measured with a USPS envelope reflectance meter or its equivalent A PCR of at least 40 percent in both the red and the green portions of the optical spectrum is needed Reverse printing white or light colored characters on a dark backgroun
66. be at the bottom and parallel to the longest dimension length Booklet Type and the address of the mailpiece unless preapproved by the USPS The mailpiece must be Mailpiece tabbed secured in one of two ways C810 8 Top unbound edge must have at least two tabs or wafer seals placed within 1 inch of the right and left edges see next page wm The right leading and left trailing edges must be secured with tabs or wafer seals placed within 1 inch of the top right and top left edges of the mailpiece Cover must have a minimum basis weight of 20 pounds With spine on right leading edge minimum basis weight 20 pound bond paper Address must be parallel to longest dimension length and unbound left trailing edge must be tabbed secured more than 4 1 4 inches high and 6 inches long 1 tab or wafer seal in middle of trailing left edge m f more than 4 1 4 inches high and 6 inches long 2 tabs or wafer seals within 1 inch of top and bottom edges Postcard Minimum basis weight 75 pounds or greater Double postcards not sealed on all edges must have C810 8 folded edge at the top or bottom The open edge must be secured with 1 tab in the middle Flat Size contents of the mailpiece prepared in sleeves or other wrappers must be sufficiently Booklet Type secure in the sleeve or wrapper to stay in place during processing If material bearing the Mailpieces delivery information or barcode for the mailpiece is enclosed in a partia
67. cation This area must be free of any printing other than the appropriate barcode Address Format The complete address see reverse A camera ready FIM and barcode are of the meter license holder must be available free of charge from your local post office printed directly on the mailpiece Dimensions Between 3 1 2 by 5 inches If letter mail is more than 4 1 4 inches Ink Paper Colors and Type Styles and 6 1 8 by 11 1 2 inches To qualify for high or more than 6 inches long it should be Not all colors of paper and or ink and the card rate cards must be between at least 0 009 inch thick type styles are compatible with 3 1 2 by 5 inches and 4 1 4 by 6 inches A surcharge is assessed for nonmachinable automated equipment Contact your Larger postcard sizes are mailable but they mailpieces C050 2 2 weighing 1 ounce or less local post office for guidance are charged at the regular First Class Mail letter rate Card thickness must be between 0 007 and 0 016 inch All letter size reply cards and envelopes business reply courtesy reply and meter reply mail provided as enclosures in automation First Class Mail Periodicals and Standard Mail must meet the standards in C810 8 Designing Letter and Reply Mail 129 H Ancillary Service Endorsements Through ancillary service endorsements you can request the addressee s new address and tell the USPS how to handle your undeliverable as addressed pieces The endorsements consi
68. ces per inch When reapplied to a stainless steel surface the adhesive on the removable label must have a minimum peel adhesion value of 8 ounces per inch Designing Letter and Reply Mail 23 2 Automation Design Standards 24 Barcode Clearance The following minimum clearances for the POSTNET barcode when applied to address labels are the same as the clearances required for barcoded inserts in window envelopes see Exhibit 2 9 At least inch between the left and right of the barcode and the left and right edges of the label or other printing At least 1 5 inch between the top and bottom of the barcode and the top and bottom edges of the label or other printing Exhibit 2 9 Address Label not drawn to scale a 1 8 min 1 8 min lt gt 4653 GEORGIA AVE NW WASHINGTON DC 20011 7128 Testing A mailer who wants to have mailpieces tested for characteristics like flexibility glossy or coated paper and nonpaper material must submit at least 50 sample pieces and a written request The mailer should give them to the postmaster or business mail entry manager at the post office at which the pieces are to be mailed at least 6 weeks before the mailing date The Postal Service looks at all the aspects of processing letters on the automated equipment This system approach includes the operator s ability to efficiently remove the mail from the customer s trays process it through the equipment and efficiently sw
69. cially printed cards envelopes cartons and labels that may be mailed without prepayment of postage The postage and fees are collected when the mail is delivered back to the sender This service enables mailers to receive First Class Mail without postage back from customers by paying the postage and fees on receipt of the mailpieces courtesy reply mail CRM A preprinted return envelope or card provided as a courtesy to customers Customers responding to the original mailing pay the return postage delivery barcode sorter DBCS A small multilevel high speed barcode sorter that finalizes letter mail sortation to the carrier sector segment level using a two pass operation to sort up to 40 000 pieces an hour delivery point barcode DPBC A ZIP 4 barcode containing two additional digits represented by 10 additional bars that designate a specific delivery point Domestic Mail Manual DMM The Postal Service manual that contains the basic standards governing domestic mail services descriptions of the mail classes and services and conditions governing their uses and standards for rate eligibility and mail preparation Domestic mail is classified by size weight content service and other factors em space A unit of measure exactly as wide as the point size of the type being set In 12 point type the em space is 12 points wide em height A unit of measure exactly as high as the point size of the type being set In 12 poi
70. cing inventories and their investment in them Providers of reply envelopes receive and fulfill orders sooner which improves customer relations m Providers using barcoded reply envelopes see faster initial response giving them an earlier projection of future activity Barcodes Barcodes may be placed either in the address block or in the lower right barcode clear zone The C840 correct barcode could be a delivery point barcode a ZIP 4 barcode if the address is assigned an individual unique ZIP 4 code or in some cases a 5 digit barcode if the address is assigned a firm unique 5 digit ZIP Code All letter size reply cards and envelopes business reply courtesy reply and meter reply mail provided as enclosures in automation First Class Mail Periodicals and Standard Mail must meet the standards in C810 8 126 Publication 25 July 2003 Quick Service Guides s 923 Courtesy Reply Mail CRM Quick Service Guide Courtesy Reply Mail Layout Guidelines Facing Identification Mark FIM Use FIM A on all courtesy reply mail postcards and letter size mailpieces with the appropriate POSTNET barcode This permits computerized cancellation equipment to align postmark and direct the mailpiece properly FIM Location The FIM clear zone must contain no printed matter other than the FIM A pattern FIM bars must be between 1 2 and 3 4 inch high and 0 03125 1 32 inch 0 008 inch wide Top of FIM bars m ust be within
71. ck No more than 4 1 4 inches high 6 inches long and 0 016 inch thick Cards prepared with a message area on the address side must meet specifications in DMM C100 2 6 Cards exceeding the maximum dimensions for the card rate can be sent at First Class Mail or Standard Mail letter rates Double Postcards Reply or double postcards must be secured with at least one tab wafer seal tape strip or glue spot placed at the center of the open edge The open edge may be the top or bottom of the mailpiece For more information on formats of the reply portion see Chapter 5 16 Publication 25 July 2003 Automation Design Standards ig Mailpiece Flexibility In addition to size shape and material used to create your letter mailpieces flexibility and rigidity are also important The contents of your mail must be reasonably flexible to ensure proper transport through our automated system Our processing equipment moves letter mail at a speed of up to 40 000 pieces an hour through a series of belts rollers and conveyor wheels Each mailpiece must be able to maneuver successfully through this equipment At the same time if your mail is too flimsy it might catch in the metal joints of the processing equipment Extremely flimsy and thin mailpieces also tend to stick together or adhere to other pieces easily causing missorts and possible misdelivery of the mail Because pens pencils keys large coins and other rigid items can dam
72. ckground patterns is not recommended because it can cause interference during MLOCR and BCS processing The dark patterns can be mistaken for part of the address or barcode information If you use such paper make sure that the contrast ratio between the fibers or pattern and the background does not exceed 15 percent in the red and the green portions of the optical spectrum see Chapter 3 Halftone Screens If the material on which the delivery address is to appear is printed halftone screen the halftone must contain at least 200 lines per inch or it must be printed with at least a 20 percent screen see DMM C830 Paper Types Envelope paper and paper material on other letter size mailpieces such as folded self mailers must have sufficient opacity enough density to prevent any printing on the inside of the mailpieces from showing through in the MLOCR read area or in the barcode clear zone Avoid using textured paper paper with other than a smooth surface if the texture adversely affects print quality that is causes broken characters or smudged spaces Because fluorescent paper can confuse the postage detector on postal facer canceler machines it s not suitable paper for automation mailings Closures Because closures can jam equipment and damage mail during processing don t use clasps staples string buttons or similar protrusions for closing letter size automation pieces And make sure that the pieces e
73. d is not MLOCR readable and therefore not acceptable Designing Letter and Reply Mail 35 Automation Addressing 36 The inks used for addresses and any other printing on the outside of letter size mail should not be fluorescent or phosphorescent The glow from such inks can cause malfunctions during mail processing operations Background patterns that appear solid to the human eye but are printed ina halftone screen can interrupt MLOCR recognition The dot structure in halftone screenings should be at least 200 dots or at least 100 pairs of lines per inch or at least a 20 percent screen dot size Other background patterns with a PCR greater than 15 percent in the red and the green portions of the optical spectrum should not be used in the MLOCR read area Measurement of Reflectance and PCR Appendix A contains detailed definitions and formulas for determining background and ink reflectance Appendix B contains calibration standards and measurement information for instruments capable of making optical reflectance and contrast measurements A list of readable color combinations is not included in this publication because of the wide range of variables that exists among different background materials and ink types However your mailpiece design analyst is available to help you select the proper color combination for your mailpiece When color combinations must be considered and no means of measuring reflectance and contrast
74. dards for BRM see DMM E060 Business Reply Legend Permit Number Postage Endorsement not drawn to scale Put these three lines in ALL CAPS NO POSTAGE NECESSARY IF MAILED POSTAGE WILL BE PAID BY ADDRESSEE ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 9900 Designing Letter and Reply Mail 63 B Business Reply Mail Element 5 Complete Delivery Address You must use a complete delivery address on your BRM pieces This address includes the name of the BRM permit holder delivery address city state and ZIP Code see Exhibit 6 6 For letter size pieces all delivery address lines must appear within the MLOCR read area see Exhibits 3 1 and 6 6 The Postal Service assigns a unique ZIP 4 code specific to BRM A unique four digit add on to denote BRM may not be used with a unique firm five digit ZIP Code not specifically assigned to BRM The address on BRM must be that of the permit holder or of a representative of the permit holder authorized to use the BRM permit number Contact your local post office for specific procedures about this process Exhibit 6 6 Complete Delivery Address Placement not drawn to scale Return Address Area NO POSTAGE NECESSARY IF MAILED BUSINESS REPLY MAIL FIRST CLASS MAIL PERMIT NO 000 WASHINGTON DC POSTAGE WILL BE PAID BY ADDRESSEE b minimum between bars 4
75. ddress matching software or processes Your local mailpiece design analyst can provide you with more information For details on proper addressing see Publication 28 Postal Addressing Standards Mailpiece Clear Zones on Nonbarcoded Mailpieces Purpose Several places on the address side of a mailpiece are reserved for addressing and related information only These areas are the MLOCR read area the barcode clear zone and the return address area Address Block Location Exhibit 3 1 shows the area on letter mail where address information should be located to be read by multiline optical character readers MLOCRs The automation specifications are as follows The MLOCR read area requires only 1 2 inch margins on the left and right sides The entire address except the optional lines above the recipient line should appear within an imaginary rectangle that extends from 5 8 inch to 2 3 4 inches from the bottom edge of the mailpiece with 1 2 inch margins on the left and right sides This is the requirement for any letter size mailpiece For pieces longer than 10 1 2 inches the address should begin no more than 9 3 4 inches from the right edge 26 Publication 25 July 2003 Automation Addressing Exhibit 3 1 Mailpiece Clear Zones and Free Space not drawn to scale Mailpiece clear zones unshaded for pieces up to 10 1 2 inches long 50 of length lt gt a Postage pd Return Address Area 2
76. de Clear Zone Barcode is correctly positioned Barcode is readable 21 4 code barcode is correct for rate category Print reflectance minimum is met No extraneous printing or other matter is in the barcode clear zone Oo Facing Identification Mark FIM For nonbarcoded FIM B is used For ZIP 4 barcoded FIM C is used FIM is properly positioned Top of FIM bars is no lower than inch and bottom of bars is no lower than 9s inch from the top edge of the piece Print reflectance minimum is met No extraneous printing is in the FIM clear zone No Postage Necessary If Mailed in the United States Endorsement is properly worded Endorsement is properly positioned 1 Endorsement extends no more than 134 inches from right edge of piece Horizontal Bars If ZIP 4 barcoded bars are no lower than Ys inch from bottom edge If not ZIP 4 barcoded bars are no lower than delivery address line Bars are properly spaced Bars are uniform in thickness and length Other Aspect ratio is met required for QBRM encouraged for all others m Dimensions are within letter size standards and piece is automation compatible Piece is at least 31 2 inches high Piece is at least 5 inches long If no larger than 4 4 inches by 6 inches piece is at least 0 007 inch thick and at least 0 009 inch thick if piece is larger than 41 4 inches by
77. dges are not notched scalloped or curved Window Envelopes and Inserts 18 Address Window Clearance To ensure successful automated processing design your window envelopes and their inserts so that the entire address and postal barcode when included appear in the window area during the full movement of the insert For MLOCR processing at least 1 8 inch of clearance 1 4 inch of clearance is preferred must be maintained between the address and the edges of the window when the insert is moved to its full limits inside the envelope see Exhibits 2 4 and 2 5 Publication 25 July 2003 Automation Design Standards ig MLOCRs need this clear space to distinguish the address from the edge of the window or shadows cast near the address by the edge of the window Nonaddress information must not show in the window clearance area Exhibit 2 4 Address Window Clearance Not drawn to scale 11 8 min 1 8 1 8 1 MS TERRY SMITH 4653 GEORGIA AVE NW WASHINGTON DC 20011 7128 1 8 min Exhibit 2 5 Excessive Address Insert Shift Not drawn to scale 5 TERRY SMITH 53 GEORGIA AVE NW ASHINGTON DC 20011 7128 Vertical Address Insert Shift Test To test the vertical insert shift of the address within a window do the following Check that a clear space of at least 1 8 inch is maintained between the top of the recipient line in the address and the top edge of the window without tapp
78. e automation standards it has to be processed manually This is time consuming costly and likely to reduce the worksharing discounts you might otherwise be entitled to on mail entered at a business mail entry unit BMEU The Postal Service handles mailpieces differently according to their size The size of your mailpiece determines which sorting equipment will be used to process your mail The type of processing that s needed often determines your potential discounts Automated Letter Processing Equipment The Postal Service uses a variety of automated equipment The most efficient and accurate mail processing results from using automated high speed computerized mail sorting and processing equipment The Postal Service uses two basic types of automated equipment to process letter size mail multiline optical character readers and barcode sorters Multiline Optical Character Reader A multiline optical character reader MLOCR scans the address block on each letter size mailpiece to determine the ZIP 4 code and the delivery point information The MLOCR verifies the address information against an internal database To locate the address the MLOCR must be able to scan all the elements clearly That s why a complete address and good print quality are so important The MLOCR converts that information into a POSTNET barcode The MLOCR then prints the barcode in the lower right corner barcode clear zone of the mailpiece and performs an
79. e sure that all windows are covered with a nontinted transparent material You may not use open noncovered windows for IBRS Designing Letter and Reply Mail 81 g Business Reply Mail Design Format You must meet the IBRS form requirements listed below and the QBRM requirements including use of FIM C Because of international agreements IBRS pieces have a few unique design elements see Exhibit 6 20 See the IMM for more information on how to use IBRS Exhibit 6 20 IBRS Design Format not drawn to scale Top of FIM bars must be lt 41 1 4 0 4 4 3 4 within 1 8 of edge 18 AIR MAIL T puma PAR AVION Neeessanv IBRS CCRI No 1234 UNTO es FIM Clear Zone 1 1 4 x 5 8 34 M eee nee INTERNATIONAL BUSINESS REPLY MAIL REPONSE PAYEE 3 16 PERMIT NO 1234 WASHINGTON DC Co min POSTAGE WILL BE PAID BY ADDRESSEE n 1 minimum amp ALEXANDER ENTERPRISES d minimum EE PO BOX 6805 NE WASHINGTON DC 20260 99004 1 minimum gt oo UNITED STATES OF AMERICA max 5 8 5 8 min min LL ELE LL querer rn uis a MERE llill hual ull uli lu l lall wlll Il NOCERE m 7 16 a Y yx Barcode clear zone Barcode read area 45 8 min gt 4 4 1 4 maximum 3 1 2 minimum ee 3 4 82 Publica
80. eep it from the output stackers The request must describe the mailpiece s contents and construction the number of pieces being produced and the level of presort If necessary the business mail entry manager will forward the test to USPS Engineering The manager of business mail entry or Engineering will advise the mailer by letter of its findings If the mailpiece is approved the approval letter will include a unique number that identifies the piece tested and serves as evidence that the piece meets the relevant standards A copy of the letter must be attached to each postage statement submitted for mailings of the approved piece If requested by the Postal Service the mailer must show that any pieces presented for mailing are the same as those tested and approved Publication 25 July 2003 3 Automation Addressing Overview In Chapter 2 you learned that a mailpiece s design greatly affects the ease with which that piece can be processed and delivered Two other elements vital to efficient processing and delivery are covered in detail in this chapter and Chapter 4 accurate addressing and barcoding Often the most neglected part of a mailing is the quality of address information However mailers are becoming more aware of address quality issues They know that if an address isn t correct the piece might not be delivered or might create a negative response to the mailing s message General Standards For successful process
81. ely 950 pieces or more per year Cost per piece First Class postage 10 Letter 1 oz 37 106 47 Card Rate 23 10 336 Basic Qualified Business Reply Mail QBRM Annual permit fee 150 plus an annual accounting fee of 475 Per piece charge of 0 06 plus a lower QBRM automation First Class Mail postage rate Paid through BRM advance deposit account only Used only on barcoded automation compatible cards and letter size mail weighing up to 2 ounces if design is approved for QBRM by USPS before distribution E150 2 A unique ZIP 4 code is assigned by the USPS for each rate category of QBRM to be returned one for card rate pieces one for letter size pieces weighing 1 ounce or less and one for letter size pieces weighing over 1 ounce up to 2 ounces Best suited if return volume is approximately 834 pieces or more annually Cost per piece QBRM postage 66 Letter 1 oz 34 6 406 Card Rate 20 66 26 High Volume QBRM Annual permit fee 150 and annual accounting fee 475 and separate quarterly fee of 1 800 Mailers can pay additional quarterly fee for any consecutive 3 calendar month period Per piece charge 0 008 plus lower QBRM automation First Class Mail postage rate Paid through BRM advanced deposit account only Best suited if return volume is approximately 34 615 pieces or more quarterly Cost per piece QBRM postage 0 8 Letter 1 2 34
82. endorsement you must place IBRS CCRI and your permit number Exhibit 6 25 Air Mail Endorsement not drawn to scale NO POSTAGE PAR AVION EMAILED IBRS CCRI No 1234 UNITED STATES il gnm H H M x INTERNATIONAL BUSINESS REPLY MAIL REPONSE PAYEE PERMIT NO 1234 WASHINGTON DC POSTAGE WILL BE PAID BY ADDRESSEE i ee A ALEXANDER ENTERPRISES 6805 WASHINGTON DC 20260 9900 UNITED STATES OF AMERICA LL HERE Designing Letter and Reply Mail 87 B Business Reply Mail 88 Publication 25 July 2003 Courtesy Reply Mail Receiving Customer Responses Courtesy reply mail CRM is a good choice for responses that are fairly certain such as payments for mailed invoices With CRM you the sender provide your customer the respondent with a preprinted return envelope or card without postage The customer pays the return postage Compared with BRM CRM has few design standards aside from barcodes and FIMs Making your CRM automation compatible and using a FIM and barcode can lead to more efficient service through processing on automated equipment For large billings more efficient service means significant amounts of revenue received earlier This revenue can increase your interest earned in the bank and i
83. ercase characters do not meet the minimum 0 080 inch height requirements of MLOCRs If you use 18 point type you should check that the characters are not taller than the maximum size shown on Notice 67 Automation Template Some styles of 18 point type are larger than others Exhibit 3 6 Type Sizes 8 Points Minimum 10 Points Preferred 12 Points Preferred 18 Points Maximum Character Stroke Width The stroke is the line or lines that form each character see Exhibit 3 7 For MLOCR processing it is important that character stroke width be uniform throughout each character Character height must also be within a minimum and maximum thickness range between 3 4 and 2 points Common sans serif type styles satisfy this requirement Designing Letter and Reply Mail 31 Automation Addressing Exhibit 3 7 Character Stroke Width not drawn to scale 3 4 point min 2 points max stroke width Character Spacing To identify each character in the address the MLOCR must see a clear vertical space between the characters Spacing between 34 and 3 points is acceptable However 1 point character spacing is recommended Kerning the overlapping or nesting of characters for special effects and appearances may not be used for printing address information see Exhibit 3 8 Exhibit 3 8 Character Spacing not drawn to scale 1 point min 32 Publication 25 July 2003 Automa
84. ers Immediately below place the words FIRST CLASS MAIL PERMIT followed by the permit number and the name of the issuing post office city and state in capital letters Top of FIM bars must Facing Identification Mark FIM A FIM pattern specifically FIM B without barcode or FIM C with barcode is required on all BRM postcards and letter size mailpieces The FIM clear zone must contain no printed matter other than the FIM pattern FIM bars must be between 1 2 and 3 4 inch high and 0 03125 inch 1 32 inch 0 008 inch wide Postage Imprint NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES must appear in the upper right corner of the mailpiece and must not extend more than 1 3 4 inches from the right edge be within 1 8 of edge 3 K 1 7 8 to 2 1 8 5 1 3 4 NO POSTAGE NECESSARY lt ee ALES FIM Clear Zone 1 1 4 x 5 8 amp 1 1 4 5 UNITED STATES Permit Holder Space Bu Y omi 316 BUSINESS REPLY MAIL p 4 j FIRST CLASS MAIL PERMIT NO 0000 WASHINGTON DC Bars must not extend p POSTAGE WILL BE PAID BY ADDRESSEE below the delivery mmmmmmmmmmmm Y i as JAMES STACK address line RUSS GALLERY LTD i lt at least 1 2 7 476 BROADWAY STE 100 bon _ NEW YORK NY 10013 9991 _ at least 1 2 5 8 2 1 4
85. ers and members elect of Congress the Vice President and other authorized individuals Mail must relate to the office business activities and duties of Congress The envelope or wrapper bears a written signature printed facsimile signature or other required marking instead of a postage stamp halftone The reproduction of continuous tone artwork such as a photograph through a crossline or contact screen which converts the image into dots of various sizes for printing horizontal bars A series of uniform wide bars parallel to the length of the mailpiece printed immediately below the NO POSTAGE NECESSARY endorsement on business reply mail indicia The imprinted designations used on mailpieces denoting method of postage payment e g permit imprint insert A letter or other item placed in an envelope for mailing International Business Reply Service IBRS In international mail a service that allows envelopes and postcards to be distributed in certain foreign countries for return without postage prepayment to the original sender in the United States International Mail Manual IMM The Postal Service manual containing most regulations for international mail services kerning Reducing space between characters Negative letter spacing keyline Optional mailer information printed at least two lines above the address or in the lower left corner of the envelope Under some postage payment systems the keyline is a
86. ess correction fee charged mailpiece disposed of by USPS Use of this endorsement on First Class Mail is limited to mailers that participate in Address Change Service ACS This endorsement may not be used for mail with any special service e g certified registered mail First Class Mail with no ACS participant code Same as USPS action for Return Service Requested Forwarding Service Requested If undeliverable Mailpiece returned with reason for nondelivery attached no charge If change of address on file Months 1 through 12 Mailpiece forwarded at no charge Months 13 through 18 Mailpiece returned with new address or reason for nondelivery attached no charge After month 18 Mailpiece returned with reason for nondelivery attached no charge Temp Return Service Requested If undeliverable Mailpiece returned with reason for nondelivery attached no charge If temporary change of address on file mailpiece forwarded to temporary change of address no charge Otherwise Mailpiece returned with new address or reason for nondelivery attached no charge Temporary change of address information is not provided to the sender No endorsement If undeliverable or change of address on file Same as USPS action for Forwarding Service Requested Postcards paid at the card rate under DMM C100 are returnable only if a return address is placed in the upper left corner of the address area or the upper left
87. f the address block or within the barcode clear zone in the lower right corner If you d like the Postal Service can certify your computer system and printers for POSTNET barcoding The software used for matching ZIP 4 delivery point and carrier route codes is also certified You can get a list of vendors that offer this hardware and software from your local postal business center and on our web site When buying any ZIP 4 matching software make sure that the product bears the Postal Service certification seal The software must be Coding Accuracy Support System CASS certified Postage Discounts If you plan to benefit from automation discounts for letter size mail use this publication and Notice 67 Automation Template to help you design letter size pieces that meet the related requirements in the DMM including all the mailing standards for automation compatible rate discounts Designing Letter and Reply Mail 5 Automation Benefits The Postal Service offers a variety of postage discounts for correctly prepared automation compatible mailings You can qualify for automation rates for delivery point barcoded mailpieces prepared and submitted according to postal standards Your local post office can help you or refer you to another source for more information Barcoding Specifications Barcoding your mail affects mailpiece design Because there are no OCR readability standards you have more latitude in selecting colors type styles
88. f your BRM or CRM pieces to an MDA early in the design process allowing time for changes before printing Obtaining BRM Permits This publication guides you in designing reply mail For information on other standards and application procedures such as obtaining permits and submitting samples contact your local post office Using Other Reply Services This publication acquaints you with other services including MRM and International Business Reply Service IBRS No matter which type of reply mail you use you benefit from faster and easier returns of orders inquiries and payments Designing Letter and Reply Mail 57 Reply 58 Publication 25 July 2003 6 Business Reply Mail Receiving Customer Responses BRM enables you to receive First Class Mail back from customers while paying postage only on the pieces that your customers return You may distribute cards envelopes self mailers and other types of mailpieces as BRM Following Design Formats Exhibit 6 1 shows the six basic design elements required on a BRM piece These elements are described and illustrated on the following pages To make sure that your mailpiece achieves the best quality provide samples of your BRM pieces to a mailpiece design analyst early in the design process allowing time for changes before printing Exhibit 6 1 BRM Design Format not drawn to scale NO POSTAGE NECESSARY IF MAILED INTHE BUSINESS REPLY MAIL U
89. fic DMM standards applicable to this category of mail consult the DMM sections referenced above and the general sections within each DMM module Publication 25 July 2003 Quick Service Guides s 024 Meter Reply Mail MRM Quick Service Guide Meter Reply Mail Layout Guidelines Facing Identification Mark FIM Use FIM A on all meter reply mail postcards and letter size mailpieces with the appropriate POSTNET barcode This permits computerized cancellation equipment to align postmark and direct the mailpiece properly FIM Location The FIM clear zone must contain no printed matter other than the FIM A pattern FIM bars must be between 1 2 and 3 4 inch high and 0 03125 1 32 inch 0 008 inch wide Legend The words NO POSTAGE STAMP NECESSARY POSTAGE HAS BEEN PREPAID BY are required above the address in Top of FIM bars must be capital letters within 1 8 of edge K 3 J 1 7 8 to 2 1 8 1 3 4 z ba l Fas FIM Clear Zone 1 1 4 x 5 8 NO POSTAGE STAMP NECESSARY POSTAGE HAS BEEN PREPAID BY 2 3 4 RUSS GALLERY LTD 476 BROADWAY STE 100 NEW YORK NY 10013 2621 1 2 4 2 EE 5 8 le x 1 16 Barcode Base Height Not actual size t 4 3 4 Barcode Clear Zone Leftmost bar must fall between 4 3 4 x 5 8 4 1 4 and 3 1 2 from right edge POSTNET Barcode Lo
90. fied Business Reply Mail QBRM An automated method for sorting counting and rating business reply mail BRM for authorized mailers rates and classification service center RCSC A field office of headquarters that provides guidance to field personnel and customers on mail classification postage rates mail preparation and postage payment programs remote encoding center A Postal Service unit that uses advanced technology to assign barcodes to hand addressed mailpieces physically located at a general mail facility After the mailpiece image is displayed on a computer terminal an operator who is at the center keys in the ZIP Code and the street address in order to match this information with that in a database This allows for the imprinting of the barcode and automated mail processing at the general mail facility serif The short crosslines at the ends of the main strokes of letters in certain type styles skew The misalignment or slant of a character bar line of characters or barcode with respect to the bottom or top edge of the mailpiece Standard Mail A class of mail consisting of mailable matter that is not required to be mailed as First Class Mail or is not mailed as Periodicals and that weighs less than 16 ounces It comprises the subclasses of Regular Standard Mail Nonprofit Standard Mail Enhanced Carrier Route Standard Mail and Nonprofit Enhanced Carrier Route Standard Mail These subclasses include circular
91. ge of the first leftmost bar to the leading edge of the fifty second rightmost bar should be at least 2 125 inches The distance from the leading edge of the first bar to the trailing edge of the fifty second bar should not exceed 2 575 inches ZIP 4 barcodes are used only with reply mail letter size pieces Eleven Digit Delivery Point Code 62 Bars The distance from the leading edge of the first leftmost bar to the leading edge of the sixty second rightmost bar should be at least 2 540 inches The distance from the leading edge of the first bar to the trailing edge of the sixty second bar should not exceed 3 075 inches see Exhibit 4 2 for general specifications Publication 25 July 2003 POSTNET Barcodes Exhibit 4 2 POSTNET Barcode Specifications not drawn to scale Pitch 22 2 Bars Inch 0 0500 Nominal 0 0416 Nominal Full Bar Maximum Character Full Bar e Outline Minimum gray Character Ur CDM E Outline black coe Half Bar Maximum uc Character CERCA Outline 0 135 0 115 Outline gray black Space EE 5 Between Bars 0 012 Minimum 0 040 Maximum i 0 040 0 060 33 _ NENNEN _ Y DAMM mE 6 so ore lt gt 0 015 0 015 0 025 0 025 Height 0 125 0 010 Height 0 050 0 010 Width 0 020 0 005 Width 0 020 0 005 Designing Letter and Reply Mail 39 g POSTNET Barcodes Decoding POS
92. h sheets For BRM cards sent as QBRM this basis weight is a minimum requirement Cards also have a minimum thickness requirement see Exhibit 6 9 Paper Grain You should orient the paper grain in cards parallel to the long dimension of the card Long grain cards are damaged less often than cards with the grain parallel to the short dimension of the card Dark Fibers If your BRM pieces contain dark fibers make sure that the print contrast ratio between the fibers and the material is 15 percent or less in the red and the green portions of the optical spectrum measured with a reflectance meter produced or licensed by the Postal Service Legibility You may use any legible printing process and typeface Handwriting typewriting or hand stamping may not be used for BRM lettering Official mail used by government agencies has additional options see DMM E060 Printed Borders You may not use printed borders on BRM letters and cards Print Reflectance You may use any color ink if there is at least a 30 percent print reflectance difference PRD in the red and the green portions of the optical spectrum between the ink and the background material of the BRM piece measured with a reflectance meter produced or licensed by the Postal Service Black ink on a white background generally satisfies this PRD requirement and is recommended 68 Publication 25 July 2003 Business Reply Mail g Background Reflectance You must make sure t
93. h to direct replies payments to an address that is different from your usual mailing address CRM templates are available on the Postal Explorer web site at http pe usps gov by selecting Mailpiece Design in the left frame The USPS provides free of charge the facing identification mark FIM and the appropriate barcode to print on CRM pieces The guidelines on the reverse will help optimize the use of this format Market research shows that providing barcoded envelopes makes good business sense Barcoded reply envelopes can be processed and delivered faster by the post office m Customers save the time required to find an envelope look up an address and then write or type the address m Customers with correctly addressed return envelopes do not make addressing errors that can delay your returns m Customers and donors return payments and pledges significantly faster when supplied with a return envelope m Providers of return envelopes get remittance faster for optimum cash flow m Customers who are thanked by the back copy on the envelope flap are more likely to repeat the performance of mailing remittances or donations m Automated processing of properly prepared barcoded reply mail provides accurate sorting and eliminates mail delay Customers have positive attitudes about creditors marketers and fund raisers who show thoughtfulness in providing reply envelopes m Providers of reply mail envelopes get orders faster redu
94. hat the material used for your BRM pieces produce a background reflectance of at least 50 percent in the red portion and 45 percent in the green portion of the optical spectrum measured with a reflectance meter produced or licensed by the Postal Service Material must have a fluorescence of no more than 4 0 phosphor meter units Fluorescent colors generally do not meet this requirement Fluorescent colors should be tested and approved by the Postal Service Halftone Screens If the material on which the delivery address is to appear is printed in a halftone screen the screen should be at least 200 lines per inch dot size or at least a 20 percent screen Providing Sealing You may prepare envelopes for sealing with a variety of glues and gums that can withstand processing through Postal Service equipment Any BRM piece is nonmailable if sealed with wax clasps string staples or buttons or if all the edges are not straight Preparing Reply Cards When preparing BRM cards remember the following standards Cards should be constructed of card stock with a basis weight of 75 pounds with none less than 71 25 pounds measured weight of 500 sheets of 25 by 38 inch sheets For QBRM this 75 pound basis weight is a minimum requirement Cards should be constructed of stock free from groundwood unless coated with a substance to help the stock resist bending Cards must be between 0 007 inch and 0 016 inch thick see Exhibit 6 9
95. hibit 2 1 Exhibit 2 1 Letter Mail Dimensions Dimension Minimum Maximum Height 3 1 2 6 1 8 Length 5 11 1 2 Thickness 0 007 1 4 The length is the dimension parallel to the delivery address Letter size mail that is less than 10 1 2 inches long processes better than longer size pieces MLOCRs read address information that is located up to 1 2 inch from the right and left edges of the piece Designing Letter and Reply Mail 11 2 Automation Design Standards 12 The following standards also apply to letter size mail Letter size mail length is the dimension that parallels the delivery address The top and bottom of the mailpiece also parallel the delivery address Letter size mail must be at least 0 009 inch thick if it is more than 4 1 4 inches high or more than 6 inches long For best results letter size mail more than 10 1 2 inches long should have the address within 9 3 4 inches of the right edge of the mailpiece with at least a 1 2 inch clear vertical space margin on each side see Exhibit 3 1 Cards that measure more than 4 1 4 inches high 6 inches long or 0 016 inch thick are charged postage at the First Class Mail letter rates Nonmailable Pieces All pieces letters and cards not meeting the minimum size standards in Exhibit 2 1 are nonmailable Nonmachinable Characteristics Nonmachinable letter size pieces are not automation compatible so they are not eligible for automation rate
96. ho are responsible for creating pieces that are mailed in large numbers This program helps graphic artists administrators sales representatives anyone involved in preparing large mailings to accomplish their jobs with proficiency and confidence After you complete the course you will better understand the mailpiece acceptance standards of the U S Postal Service for all classes of mail and processing categories You will have enough understanding of the presorted mailing process to be able to analyze discount and payment options You will also know how to consult reference materials to help make your job easier Designing Letter and Reply Mail 107 g Getting More Information 108 Poor mailpiece design can cause delays in the processing and delivery of your mail MQC is a systematic way to ensure that designs from your organization are acceptable for mailing and are eligible for worksharing discounts from the Postal Service Good designs give you the confidence that your time and effort will pay off in postal worksharing discounts and successful processing of your mail This course which deals exclusively with domestic mail can be downloaded from the Postal Explorer web site at http pe usps gov National Postal Forum The Postal Forum is an educational and trade show event for the mailing industry that is held bi annually at different locations throughout the nation For more information visit their web site at http www
97. how much the insert shifts Meter Reply Mail 96 Meter stamps may be used to prepay postage on CRM postcards and envelopes This is meter reply mail MRM Follow the same format standards as with CRM An additional format standard for MRM is its legend The words NO POSTAGE STAMP NECESSARY POSTAGE HAS BEEN PREPAID are printed above the delivery address see Exhibit 7 9 For more MRM standards see Quick Service Guide 924 and DMM P030 Exhibit 7 9 Meter Reply Mail not drawn to scale NO POSTAGE STAMP NECESSARY POSTAGE HAS BEEN PREPAID BY ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 6805 Publication 25 July 2003 Ink Paper Definitions This appendix provides definitions and formulas for determining the reflectance of mailpiece backgrounds and printing ink print contrast ratio PCR and print reflectance difference PRD Values for these parameters are always less than one Decimal fractions for example 0 65 and percentages are generally used interchangeably but this publication uses percentages All parameters are measured as shown in Appendix B Reflectance The symbol R is used for reflectance Only diffuse scattered reflectance is of interest It represents the percentage of incident light diffusely reflected by the material in question A surface perfectly reflecting the incident light has a reflectance of 100 percent a surface reflecting
98. ible combinations of two full bars and three half bars These combinations are central to the error recovery of POSTNET because the system interprets as an error the combination of five bars containing other than two full and three half bars Bar Position Weights Except for zero the numeric value of each valid combination of five bars can be determined by adding the weights of the two positions occupied by the full bars 1s From left to right the bar positions are weighted 7 4 2 1 and 0 see Exhibit 4 4 For example the combination 01010 contains a full bar in the second position weight 4 and in the fourth position weight 1 Adding 4 and 1 yields 5 the assigned value of this combination The only exception is the combination 11000 which has a total weight of 11 but is assigned a value of zero Designing Letter and Reply Mail 41 g POSTNET Barcodes Bar Spacing Pitch Horizontal Spacing The nominal horizontal spacing pitch defined as a bar and a space must be limited to 22 bars 2 bars per inch when measured over any 1 2 inch portion of the barcode The horizontal spacing at 24 bars per inch is 0 0416 inch and at 20 bars per inch is 0 050 inch Between individual bars there should be a clear space of at least 0 012 inch but not more than 0 040 inch The dimensions described below should be maintained for eleven digit POSTNET barcodes so that our BCSs can accommodate the tolerances encountered with
99. ice Forwarding return or address correction service included within a mail class Depending on the mail class these services are performed at a charge or at no additional charge if and when the service is actually rendered ancillary service endorsement A marking used by a mailer to request the new address of an addressee and to provide the USPS with instructions on how to handle mail that is undeliverable as addressed aspect ratio The dimension of a mailpiece expressed as a ratio of height to length automation discount A postage reduction offered to mailers who prebarcode their mailpieces and meet addressing readability and other requirements for processing on automated equipment barcode A series of vertical full bars and half bars representing ZIP Code information relative to the address on the mailpiece barcode read area The clear zone on the lower right corner of a letter size mailpiece that must be kept free of printing and symbols except for the barcode itself barcode reader A component of a barcode sorter that reads and interprets the barcode previously applied to a mailpiece barcode sorter BCS A computer controlled machine that sorts letters based on an imprinted barcode on the letters at speeds of 32 000 pieces an hour basis weight The weight in pounds of a ream 500 sheets of paper cut to a specified standard size for that grade Publication 25 July 2003 business reply mail BRM Spe
100. iece design standards Account representatives can also help you with these guidelines and answer your questions about postage discounts for automation compatible mail For more information or help contact your post office or go to http pe usps gov on the Internet 6 Publication 25 July 2003 Automation Benefits Tools Purpose The templates and gauges described in the following sections are used to measure mailpieces for determining automation compatibility and readability You can get these tools from your mailpiece design analyst account representative postal business center post office or on the web at WWW USps com Notice 3 A Letter Size Mail Dimensional Standards Template This template see Exhibit 1 1 is used to determine whether a mailpiece meets the size shape aspect ratio and thickness requirements for automated processing Pieces that do not meet the standards in Chapter 2 of this publication are not suitable for automated processing Exhibit 1 1 Notice 3 A Letter Size Mail Dimensional Standards Template not actual size LETTER SIZE MAIL DIMENSIONAL STANDARDS TEMPLATE LI THIS TEMPLATE TO CHECK FOR MINIMUM SIZE PROPER HEIGHT TO LENGTH RATIO AMD THICKMESS a aT AITES Tels for laa sarl eee ce laaa MAXIMIN POSTCARD DIMENSIONS 4 4 Hisis ive o d 1 pi ve
101. ieties Although BRM and CRM are similar there is a significant difference Business Reply Mail Business reply mail BRM requires that postage be paid by you the sender if your customer the respondent mails the reply back to you BRM is appropriate when your customer needs a little extra inducement to reply in other words the response or its timing is not assured This type of reply mail is frequently used by direct marketers seeking orders researchers pursuing questionnaire responses or magazine publishers soliciting subscriptions see Exhibit 5 1 The extra inducement is provided because your customer does not need to affix the return postage does not have to supply a postcard or envelope and does not need to put an address on the mailpiece Exhibit 5 1 shows a standard BRM piece in postcard and envelope formats Courtesy Reply Mail Courtesy reply mail CRM requires your customer the respondent to affix the postage before mailing the reply back to you the sender CRM is appropriate when the response is more or less assured such as for billings see Exhibit 5 2 Designing Letter and Reply Mail 49 Reply Mail 50 Although the customer usually pays the return postage unless you prepay it by a meter as in meter reply mail MRM see page 96 the preaddressed postcard or envelope adds convenience and ensures addressing accuracy Exhibit 5 2 shows a standard CRM piece in postcard and envelope formats Exhibit 5
102. ilable in two formats paper and electronic Ordering information is in Appendix E of this book The electronic version of the DMM is available in two formats on the Internet and on an interactive CD ROM The Internet address is http pe usps gov where the DMM is updated monthly More information about Postal Explorer on a CD ROM is in Appendix E In addition to the DMM both electronic formats contain the International Mail Manual IMM and other Postal Service publications domestic international and business rate calculators zone charts and postage statements Designing Letter and Reply Mail 1 Introduction 2 Publication 25 July 2003 Introduction 2 Publication 25 June 2003 1 Automation Benefits The Value of Automation Because the costs of processing mail are steadily increasing the use of automation is the logical choice for improving productivity and reducing expenses Sorting 1 000 letters through automation saves up to 45 compared with processing the same mail by other less efficient methods The automated system that the Postal Service uses is made up of equipment that processes only automation compatible and readable mail defined as follows Automation compatible means that the is of the right size and shape and made of the correct material for transporting at high speeds through our automated processing system Readable means that the mail contains a machine printed address i
103. iler Continuous Glue Strip Open Edge Folded Edge Bottom Sheets Single Basis Weight 20 Ib Booklet Tabs 2 start 1 inch from edges Spine Bottom Sheets Multiple with Cover Basis Weight 20 Ib Cover Folded Booklet Tabs 2 start 1 inch from edges Spine Top Folded Edge Bottom Sheets Multiple with Cover Basis Weight 20 Ib Cover Folded Booklet Tabs 2 start lt 1 inch Spine from top edge Spine Top Folded Edge Bottom Sheets Multiple with Cover Basis Weight 20 Ib Cover Booklet 1 Pieces 7 inches or longer must be sealed on the top and Tabs 2 start 1 inch from bottom the middle tab is optional C810 8 top and bottom edges Spine Right open edge left An 8 1 2 x 11 inch sheet of 20 24 or 28 pound paper folded Sheets Multiple with Cover once to 8 1 2 x 5 1 2 inches does not meet the minimum thickness of 0 009 inch for an automation compatible letter Basis Weight 24 Ib Cover Designing Letter and Reply Mail 123 g Quick Service Guides Business Reply Mail BRM 922 Related QSGs 811 923 924 Quick Service Guide Overview For an annual permit fee a business reply mail BRM permit is available for distributing business reply cards envelopes self mailers cartons and labels BRM allows the permit holder to receive First Class Mail and Priority Mail back from customers by paying
104. ility 17 Incompatible Materials and Sealing Methods 17 Window Envelopes and Inserts 18 Address Labels and Stickers 23 3 Automation Addressing 25 OVET VICU Won Cn VER RU ION AaSUU 25 General StanGar GS 25 Clear Zones on Nonbarcoded Mailpieces 26 Address Printing Guidelines ee 29 Reflectance and Print eb prete 34 Designing Letter and Reply Mail 4 POSINET Barcode aniio itta cati 37 OVEIVIEW m 37 Description and Benefits 37 Delivery Point Barcode 37 Format reer ree eee err 38 Bar Spacing p es 42 Barcode LoCAllOllS i boe ato rin cus deu ee 42 Barcode Layout m 44 Barcode eM Rn 46 5 Reply Mail e 49 Basic T TE 49 Choosing 49 Selecting Facing Identification Marks 52 FIM Standards tnde SR 54 az d 55 Obtaining FIMs and 55 Av iding SOMES utt epo ihi e coni 57
105. ine Right open edge left Sheets Multiple with Cover Basis Weight 24 Ib Cover 15 2 Automation Design Standards Cards Thickness stiffness and tear strength are the most important compatibility characteristics for cards The minimum thickness is 0 007 inch The minimum required basis weight for card stock is 75 pounds with none less than 71 25 pounds measured weight of 500 25 by 38 inch sheets The grain of cards should be oriented parallel to the long dimension of the card Long grain cards are less likely to jam postal automated equipment than are cards with the grain parallel to the short dimension of the card Cards at automation rates must be 0 009 inch thick if more than 4 1 4 inches high or 6 inches long or both When preparing postcards with perforations it is recommended that the perf to bridge ratio be 1 1 A typical perforation is from 0 1 inch to 0 2 inch Vertical perforations in the center area of the card are not recommended Cards Claimed at First Class Mail Card Rates In order to be eligible for the First Class Mail card rates cards must be of uniform thickness and made of unfolded and uncreased paper or card stock of approximately the quality and weight of a Postal Service stamped card Cards that is each stamped card or postcard or each half of a double stamped card or postcard claimed at a card rate must be Rectangular No less than 3 1 2 inches high 5 inches long and 0 007 inch thi
106. ing and delivery point barcoding by MLOCRs the addresses on letter mail should be machine printed with a uniform left margin and formatted in such a way that an MLOCR will be able to recognize the information and find a match in its address files A complete address is required so that an MLOCR can delivery point barcode the piece for the most precise point of delivery In this way you greatly improve the deliverability of your mailpiece An MLOCR and the ZIP 4 database are better able to identify the correct delivery address the first time that the mailpiece is processed For faster more accurate processing include in the delivery address the street designators for example BLVD or DR directionals for example NE or SW the apartment suite or room number and the ZIP 4 code MLOCRs can read a combination of uppercase and lowercase characters in addresses Even though MLOCR enhancements now allow effective reading of punctuation in addresses it still is suggested that punctuation be omitted when possible Whether or not punctuation is included in the address the ZIP 4 code format is five digits a hyphen and four digits for example 98765 4321 The code eliminates guesswork about the intended destination Designing Letter and Reply Mail 25 Automation Addressing For automation rates the Postal Service requires mailers to prepare their mailings with addresses that have been verified and corrected using CASS certified a
107. ing the mailpiece see Exhibit 2 4 Tap the mailpiece on a flat horizontal surface on its bottom edge to jog the insert as far down into the envelope as it can go Check that a clear space of at least 1 8 inch is still maintained between the bottom of the post office state and ZIP Code line of the address and the bottom edge of the window Designing Letter and Reply Mail 19 2 Automation Design Standards Horizontal Address Insert Shift Test To test the horizontal insert shift of the address and window do the following Tap the mailpiece separately on its left and right edges to jog the insert as far to the left and right as it can go see Exhibit 2 5 As each side is tapped check that a clear space of at least 1 8 inch is still maintained between the left and right edges of the address and the left and right window edges Barcode Window Clearance As with addresses POSTNET barcodes printed on inserts including POSTNET barcodes printed as the top or bottom line of the delivery address block must maintain the following minimum clearances see Exhibits 2 4 and 2 6 At least 1 8 inch from the left and right edges of the barcode and the edges of the window when the insert is moved in those directions At least 1 25 inch from the top and bottom edges of the window opening when the insert is moved in those directions This 1 25 inch minimum clearance is also needed between the top and bottom of the barcode and any
108. intitial sortation The barcode is then used for further sortation From that point on the mailpiece is sorted by high speed barcode sorters BCSs that read and interpret the barcode 4 Publication 25 July 2003 Automation Benefits MLOCRs are capable of reading barcoding and sorting mail at a rate of 40 000 pieces per hour about 11 pieces per second These machines are used not only by the Postal Service but also by large companies and collateral mailing agents like presort bureaus and letter shops If you accurately barcode your letter size mailpieces they can skip the entire MLOCR process and go straight to a barcode sorter Mail in this category can receive the maximum postage discount Barcode Sorter A barcode sorter BCS reads POSTNET barcodes on letter size pieces and sorts the mail accordingly This machine doesn t read addresses so it will missort a piece if the customer has applied an incorrect barcode The BCS can read and sort 40 000 pieces per hour as well With the advent of wide area barcode readers WABCRs a BCS can finda barcode almost anywhere on the face of a letter size mailpiece including the address block area and the barcode clear zone This allows mailers to apply barcodes so they can qualify for lower rates and take advantage of faster more efficient mail processing But for other reasons the barcode must always be printed within 4 inches of the bottom edge of the piece either as part o
109. l wrapper that C820 6 wrapper must be sufficiently secure to prevent the contents from shifting and obscuring the 122 delivery address or barcode This guide is an overview only For the specific DMM standards applicable to this category of mail consult the DMM sections referenced above and the general sections within each DMM module Publication 25 July 2003 Quick Service Guides s Tabs an d Wafer Seals Quick Service Guide may be more than 1 k 1 max may be more than 1 but must not interfere with f FIM or postage 1 max Postage Placement of Tabs and Wafer Seals Specifications for Automation Compatible Letter Size Mailpieces Double Postcard Tabs 1 middle Folded Edge Top or Bottom Sheets Single Basis Weight 75 Ib Folded Self Mailer Tabs 2 start 1 inch from edges Folded Edge Top or Bottom Sheets Single Basis Weight 20 Ib Folded Self Mailer Tabs 1 middle Folded Edge Bottom Sheets Multiple Basis Weight 24 Ib Folded Self Mailer Tabs 1 middle Folded Edge Bottom Sheets Single Basis Weight 28 Ib Folded Self Mailer Tabs 1 middle Folded Edge Right Sheets Single Basis Weight 75 Ib Folded Self Mailer Invitation Fold Tab Address Label Folds Top and Bottom Sheets Multiple Basis Weight 20 Ib Folded Self Ma
110. letter rate Postcard thickness must be All letter size reply cards and envelopes business reply courtesy reply and meter reply mail provided as enclosures in automation First Class Mail Periodicals and Standard Mail must meet the standards in C810 8 Designing Letter and Reply Mail 127 g Quick Service Guides Meter Reply Mail MRM 924 Overview P030 Barcodes C840 128 Quick Service Guide Meter stamps may be used to prepay reply postage on Express Mail Priority Mail up to 1 pound all First Class cards letters and flats up to a maximum of 13 ounces single piece Media Mail and Library Mail The USPS provides free of charge the FIM facing identification mark and appropriate barcode to print on meter reply letter size mailpieces The guidelines on the reverse will help optimize the use of this format following conditions apply P030 10 Meter stamp amount must be enough to pay postage in full Meter stamps on reply cards and envelopes must fully prepay the correct postage Meter stamps may be printed directly on a mailpiece or address label that bears the delivery address of the meter license holder A label must adhere so that once applied it cannot be removed in one piece Reply mail prepaid with meter stamps is delivered only to the address of the license holder Postage on Priority Mail over 13 ounces single piece Media Mail and Library Mail may be paid only with meter stamped
111. line boxes such as borders for address placement or prompting words such as TO in the address area These nonaddress elements can interfere with MLOCR recognition of the delivery address Print Quality Print quality is one of the most important factors for successful MLOCR processing Address characters should be clean sharp dark and uniformly printed Smudges fill ins voids inking gaps within characters and splatter extraneous ink outside character boundaries can adversely affect MLOCR processing The printer typewriter or ink jet printer should be checked and cleaned often to ensure crisp clear printing Reflectance and Print Contrast 34 Reflectance The ability of paper to reflect light is also an important factor for MLOCR recognition The surface containing the address whether an envelope card label or insert should be light enough in color to reflect a sufficient amount of light to the MLOCR s scanner Although a white background is preferred pastels and many other light colors are acceptable Your mailpiece design analyst can provide you with a list of acceptable background colors Publication 25 July 2003 Automation Addressing You can check background reflectance with USPS envelope reflectance meter or its equivalent A reading of at least 50 percent in the red portion and 45 percent in the green portion of the optical spectrum is desirable Paper stocks used for envelopes and cards
112. ls should not contain extraneous printing or designs that interfere with the ability of postal barcode scanners to read the barcode and address information Address labels must be placed in the BCS or MLOCR read areas as appropriate For information on these areas see Chapter 3 Stickers must not be placed in the MLOCR read area Permanent Labels Permanent labels and stickers not designed to be removed and reused should be applied with a permanent adhesive or glue Dextrin based recyclable adhesives are recommended Pressure sensitive peel off labels and stickers intended to be permanent on letter mail must have a minimum peel adhesion value of 8 ounces per inch This value is determined by the force required to remove at a 90 degree angle the label or sticker from a stainless steel surface Manufacturers and suppliers of pressure sensitive labels and stickers can provide you with information about the peel adhesion values of their products Removable Labels Labels and stickers to be removed from a backing or liner on letter mail and reused such as sandwich labels must meet the following guidelines When applied to a stainless steel surface the adhesive on the backing or liner which is permanently attached to the mailpiece must have a minimum peel adhesion value of 8 ounces per inch When applied to the face of the backing or liner the adhesive on the removable label must have a minimum peel adhesion value of 2 oun
113. me and return address of the authorized nonprofit organization either on the outside of the mailpiece or in a prominent location on the material being mailed inside the mailpiece E670 Simplified addressing simplified address format Postal Customer is used when general distribution is requested to each customer on a rural route or highway contract route or to each boxholder at a post office without city carrier service Government agencies may also use simplified addressing for official matter being sent to all stops on city carrier routes and post office boxholders at post offices with city carrier service Occupant addressing mailer may use Occupant instead of a recipient s name with a complete delivery address on mail intended for selective distribution Exceptional addressing indicates that mailpiece should be delivered to the current resident if addressee has moved Exceptional addressing may not be used on certain types of mail The following guidelines for addressing a mailpiece are in USPS Publication 28 Postal Addressing Standards Use simple sans serif type with uniform stroke thickness Type or machine print in dark ink on a light background with a uniform left margin Left justify every line in the address block Use two letter state abbreviations Use one space between city and state two spaces between state and ZIP 4 code Use appropriate ZIP 4 code if unknown use 5 digit ZIP Code JOHN DOE JOHNSON
114. mprove your cash flow CRM pieces that are enclosed in automation rate mailings must meet the standards outlined in this chapter Following Design Formats Basic Design Make sure that the formats of your CRM envelopes and cards are correct before you print them A Postal Service MDA can determine whether your CRM pieces meet the standards Exhibit 7 1 shows the basic design of a CRM piece Exhibits 7 2a b and c show sample envelopes Designing Letter and Reply Mail 89 Courtesy Reply Mail 90 Exhibit 7 1 CRM Design Format not drawn to scale 4 3 4 gt r gt Top of FIM bars must be 1 14 4 gt i 4 3 4 within 1 8 of edge um 2 4 8 gt 5 8 PLACE STAMP HERE FIM Clear Zone 1 1 4 x 5 8 AED pc E COMMUNI Address area ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES 2 3 4 PO BOX 6805 lt V2 WASHINGTON DC 20260 6805 1 2 5 8 Barcode clear zone lt Exhibit 7 2a CRM Envelopes not drawn to scale CRM Envelope with Barcode in Barcode Clear Zone ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 6805 Publication 25 July 2003 Courtesy Reply Mail Exhibit 7 2b CRM Envelopes not drawn to scale CRM Envelope with Barcode in Address Block ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 68
115. n standardized format for scanning by multiline optical character readers or contains a correct POSTNET POSTal Numeric Encoding Technique barcode which can be read by barcode readers and sorted on barcode sorters If you have a typewriter computer printer or other means of machine printing you can produce letter size mail for automated processing Check with your post office for more information on postage discounts for automation compatible mail Financial Savings The main reason for seeking your support is lower costs Automated processing of mail can reduce postal expenses more than any other effort The more mail we can process by automation methods the more money we can save savings we can share with you More automation means less frequent and smaller rate increases something that we all want If you prepare your mail within these guidelines the Postal Service will give you the best service at the lowest price Designing Letter and Reply Mail 3 Automation Benefits Postal Processing Methods The Postal Service processes mail through two types of operations manual and automated Manual operations require an employee to read the address on each piece of mail and then sort the mail into pigeon holes in a letter case Automated operations require that an employee simply feed mail into and remove mail from a machine that both reads and sorts If your presorted mail is not compatible with Postal Servic
116. n to scale Barcode Read Area Barcode Clear Zone 7 16 max 3 10 min lt gt lt gt Leftmost bar 3 1 2 min 4 1 2 max 4 3 4 gt Barcode Layout Bar Tilt Two types of tilt can occur when printing POSTNET barcodes on a mailpiece see Exhibit 4 8 Bar rotation in which the individual bars are tilted not perpendicular with respect to the baseline of the barcode Pattern skew slant in which the entire barcode is tilted with respect to the bottom edge of the mailpiece Both types of tilt can occur simultaneously Because BCSs read barcode bars individually these sorters cannot determine which type of tilt is present Consequently total bar tilt should be measured with respect to a perpendicular from the bottom edge of the mailpiece The combined effects of pattern skew and bar rotation must be limited to a maximum tilt of 5 degrees 44 Publication 25 July 2003 POSTNET Barcodes Exhibit 4 8 Bar Tilt not drawn to scale Bar Rotation Pattern Skew Baseline Shift The vertical position of adjacent bars must not vary more than 0 015 inch from bar to bar when measured from the baseline bottom of the barcode see Exhibit 4 9 Exhibit 4 9 Barcode Baseline Shift not drawn to scale Acceptable Baseline Shift Unacceptable Baseline Shift Baseline Mi EE Eee 0 015 MH MM Kc PME NIMM ame 0 015 Hi m pee 0 015
117. ndow Alternate Format not drawn to scale NO POSTAGE NECESSARY IF MAILED INTHE BUSINESS REPLY MAIL UNITED STATES EG FIRST CLASS MAIL PERMIT 0 000 WASHINGTON DC POSTAGE WILL BE PAID BY ADDRESSEE ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 9900 Address Visibility Regardless of how much the insert containing the address and barcode shifts inside the envelope the entire address including the barcode must show through the window with at least a 1 8 inch clearance on all sides This clearance must be maintained throughout the insert s full range of movement shift in the envelope No printing other than the elements already listed under Format may be visible through the window The address must be readable through any window covering material The address and barcode must appear within the standards shown in Exhibits 6 11 and 6 12 Designing Letter and Reply Mail 71 B Business Reply Mail Exhibit 6 12 Address Clearance not drawn to scale Address clearance in window with barcode 1 8 minimum clearance EN x alil sb 7 ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES 1 8 minimum 1 8 minimum PO BOX 6805 clearance clearance Address clearance in window without barcode 1 8 minimum clearance ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES PO BOX 6805 1 8
118. ng Each bar must be at least 1 inch long and 1 16 inch to 3 16 inch thick see Exhibit 6 3 There must be at least a 1 2 inch clearance between the right edge of the ZIP Code in the delivery address and the left edge of the horizontal bars The bottom bar in the series must be above not on or below the top of the delivery address line the next to last line in the address just above the line with the city state and ZIP Code see Exhibit 6 3 not drawn to scale NO POSTAGE NECESSARY IF MAILED IN THE BUS INESS RE P LY MAI L UNITED STATES at least 1 long ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES nia Ai ae cae neato Bars must end above the delivery address line POSTAGE WILL PAID BY ADDRESSEE Bars must be 1 16 to 3 16 thick evenly EE spaced and c s s t 1 minimum WASHINGTON DC 20260 9900 Designing Letter and Reply Mail 61 g Business Reply Mail Element 3 Facing Identification Mark You must print a FIM on all your letter size BRM envelopes and cards and on business reply labels affixed to letter size mail see Exhibit 6 4 Flat size BRM pieces do not require a FIM FIM B is used only with nonbarcoded BRM Use FIM C for BRM witha preprinted ZIP 4 barcode Mailers are encouraged to prebarcode BRM and use FIM C To use FIM B or FIM C make sure that the FIM meets the standards on page 54 Exhibit 6 4 FIM Location
119. npf org Postal Customer Councils Most areas have a local postal customer council PCC which can give you tips from experienced mailers who have successfully developed bulk mailing programs PCCs also have general meetings to discuss Postal Service issues Postal Service Seminars The Postal Service offers seminars on direct mail at selected sites around the country Your local postal business center can tell you when seminars are offered in your area Postal Service Specialists Postmasters Although your local postmaster should be able to help you with many basic questions about preparing your presorted standard mailing there are other postal specialists to help you with more complex technical issues Business Mail Entry Managers Business mail entry managers are located in Customer Services Districts and are supported by rates and classification service centers These managers are experts on the regulations described in the DMM and can give you advice if you want to try something new Account Representatives Although account representatives are normally assigned to large business mailers they can help you make sure that your mail gets the best possible service Contact your local Customer Services District if you would like an account representative to help you Publication 25 July 2003 Getting More Information le Postal Publications Most of the following postal publications are available from your local post office
120. nt type the em height is 12 points high facing identification mark FIM A pattern of vertical bars printed in the upper right portion of the mailpiece just to the left of the postage indicia used to identify business reply mail and certain other barcoded mail The FIM is an orientation mark for automated facing and canceling equipment FASTforward5 A USPS licensed automated system that updates addresses by identifying names and addresses for which current change of address orders are on file A piece updated with FASTforward can be delivered directly to the new address rather than forwarded from the old address FASTforward systems interface with USPS approved automation systems such as multiline optical character readers MLOCRs and remote video encoding RVE operations Designing Letter and Reply Mail 101 102 First Class Mail A class of mail that includes all matter wholly or partly in writing or typewriting all actual and personal correspondence all bills and statements of account and all matter sealed or otherwise closed against postal inspection First Class Mail comprises three subclasses postcards letters and sealed parcels and Priority Mail Any mailable matter may be sent as First Class Mail First Class Mail is a USPS trademark font A complete assortment of letters numbers punctuation marks etc of a specific size and type style franked mail The official mail sent without prepayment of postage by memb
121. op of delivery address line ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES 6805 WASHINGTON DC 20260 9900 Barcode Clear Zone 28 Publication 25 July 2003 Automation Addressing Return Address You should always keep the MLOCR read area clear of return address information In addition to being positioned at least 2 3 4 inches above the bottom edge of the mailpiece the return address should occupy an area in the far upper left corner of the mailpiece no longer than 50 percent of the length of the mailpiece as shown in Exhibit 3 1 The return address should be printed in a type size smaller than the type size used in the delivery address Barcode Clear Zone After reading the address the MLOCR prints the appropriate delivery point barcode in the lower right corner of the mailpiece To ensure that the barcode is readable by barcode sorters the barcode clear zone shown in Exhibit 3 1 5 inch high by 434 inches long must be clear of all printing markings and colored borders Certain types of coated paper should be avoided Address Printing Guidelines Type Style Some type faces have serifs which are short lines that decorate the ends of letter strokes Because type faces that have no serifs called sans serif faces are more easily read by MLOCRs these styles are recommended for printing the delivery address Display Type Type faces like Helvetica with specific characteristics like Helvetic
122. or distributed under the QBRM program Prebarcoding allows the Postal Service to help you receive reply mail as quickly as possible When you design BRM you should benefit from barcoding at the same time Barcoded BRM must meet the requirements in the following sections FIM C You must use FIM C on BRM You can get a camera ready positive of the FIM and your barcode at no charge from Postal Service account representatives and postal business centers The art must not be enlarged or reduced Designing Letter and Reply Mail 73 B Business Reply Mail Barcode Address block barcoding of BRM pieces is permitted only when printed on an insert placed in a window envelope or on an address label affixed directly to the mailpiece Otherwise the barcode must be placed within the lower right barcode clear zone in accordance with Chapter 4 see Exhibit 6 13 Exhibit 6 13 Barcode Placement not drawn to scale NO POSTAGE NECESSARY dut decia o dri ore POSTAGE WILL BE PAID BY ADDRESSEE IF MAILED ATTN ACCOUNTS PAYABLE ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 9900 nn dba P 11 4 116 v y y 5 8 min 3 4 4 1 4 maximum 3 1 2 minimum 4 3 4 X Delivery Point Barcode Delivery point barcodes are not permitted on BRM Address Block Readability A correctly formatted and readable address block is critical for BRM that is not
123. or nondelivery attached weighted fee charged address correction fee not charged Return Service Requested If undeliverable or change of address on file Mailpiece returned with new address or reason for nondelivery attached single piece First Class Mail or Priority Mail rate as applicable for weight of piece charged address correction fee not charged Change Service Requested If undeliverable or change of address on file Notice of new address or reason for nondelivery provided to sender address correction fee charged mailpiece disposed of by USPS No endorsement If undeliverable or change of address on file Mailpiece disposed of by USPS Standard Mail matter is forwardable only to domestic addresses Weighted Fee used only when returning pieces endorsed Address Service Requested or Forwarding Service Requested 132 Publication 25 July 2003 Designing Letter and Reply Mail 133 134 Publication 25 July 2003
124. other printing Exhibit 2 6 Barcode Window Clearance not drawn to scale lt gt 1 8 min 1 8 min lt gt MS TERRY SMITH 4653 GEORGIA AVE NW WASHINGTON DC 20011 7128 Refer to Exhibit 4 5 for additional address block barcode placement options 20 Publication 25 July 2003 Automation Design Standards ig Vertical Barcode Insert Shift Test To test the vertical insert shift of the barcode and window do the following f the barcode is the top line of the address block check that a clear space of at least 1 25 inch is maintained between the top of the barcode and the top edge of the window without tapping the mailpiece see Exhibit 2 6 Tap the mailpiece on a flat horizontal surface on its bottom edge to jog the insert as far down into the envelope as it can go Check that a clear space of at least 1 25 inch is still maintained between the last line of the address and the bottom edge of window f the barcode is the bottom line of the address block check that a clear space of at least 1 25 inch is still maintained between the bottom of the barcode and the bottom edge of the window after tapping Horizontal Barcode Insert Shift Test To test the horizontal insert shift of the barcode and window do the following Tap the mailpiece separately on its left and right edges to jog the insert as far to the left and right as it can go As each side is tapped check that a clear space of at lea
125. p Characters 30 3 5 Dot Matrix Characters 30 3 6 Sizes E 31 3 7 Character Stroke Width 32 3 8 Character Spacing 32 3 9 Word Spacing 33 3 10 Line Spacing khe ido ic 33 3 11 Address Block Skew 34 4 1 Delivery Point Barcode 38 4 2 POSTNET Barcode Specifications 39 4 3 Delivery Point POSTNET Format 40 4 4 Code Elements 41 4 5 Barcode Placement Areas 42 4 6 Address Block Barcode Placement Options 43 4 7 Lower Right Corner Barcode _ 44 4 8 Bar AD A 45 4 9 Barcode Baseline Shift 45 4 10 Overinking Extraneous 46 SENA oo MUNERE 47 Designing Letter and Reply Mail V 5 1 BRM Postcard and Envelope _ 50 5 2 CRM Postcard and Envelope 51 Sg FIMs A B D 53 5 4 etr 54 5 5 BRM Camera Ready FIM and Barcode 56
126. pant code The OEL is used in place of package labels permit Any authorization required for specific types of preparation or postage payment For example an authorization to mail without postage affixed by using permit imprint indicia permit imprint Printed indicia instead of an adhesive postage stamp or meter stamp that shows postage prepayment by an authorized mailer pitch The center to center spacing between two adjacent objects such as characters in a line of characters bars in a barcode or lines in an address block point A typographical unit of measure equal to approximately 1 72 0 0138 Designing Letter and Reply Mail 103 104 POSTNET POSTal Numeric Encoding Technique The barcode used to encode ZIP Code information on letter and flat mail print contrast ratio PCR The contrast between the ink used in the address and the background of the mailpiece Expressed as a percentage PCR is the reflectance of the background minus the reflectance of the ink divided by the reflectance of the background multiplied by 100 print reflectance difference PRD The background reflectance minus print reflectance expressed as a percentage proportional spacing The spacing of characters in a line so that the space occupied by a character is proportional to the width of that character as opposed to fixed spacing in which every character occupies the same amount of space regardless of its actual width Quali
127. ply mail cards envelopes or labels With BRM and your address is preprinted This is especially important when you want payments and inquiries directed to an address that is different from your usual mailing address Because there is no chance that your customer can misaddress the mail to you you eliminate potential misdeliveries By using POSTNET barcodes on the envelopes Chapter 6 explains how you make sure that your reply mail benefits fully from USPS automated sorting equipment Designing Letter and Reply Mail 51 Reply Meeting General Requirements This publication shows you how to design envelopes or cards for letter size reply mail DMM S922 provides you with information BRM services and mailing procedures All BRM customers must have unique ZIP 4 codes specific to BRM Qualified Business Reply Mail QBRM customers must have unique ZIP 4 codes for each category of BRM piece such as postcard 1 ounce letter or 2 ounce letter Selecting Facing Identification Marks Description The facing identification mark FIM is a pattern of vertical bars printed in the upper right portion of a mailpiece to the left of the postage area A FIM pattern is essentially a nine bit code consisting of bars and no bar placeholders The presence of a bar can be considered a binary 1 one the absence of a bar a binary 0 zero The FIM patterns currently used translate into these binary codes FIMA 11
128. postage only on the mail returned The BRM permit holder guarantees payment of First Class Mail postage plus a per piece charge for pieces returned by the USPS see payment options below When designing a BRM mailpiece or label mailers must consult with their local post office The piece must conform to a specific format to qualify as BRM including a unique ZIP 4 code assigned by the USPS Proofs for regular BRM should be approved by the USPS before printing Proofs for Qualified Business Reply Mail must be approved by the USPS On the next page is a layout example for a BRM envelope BRM pieces distributed in automation rate mailings are required to meet automation compatibility standards BRM templates are available on the Postal Explorer web site at http pe usps gov by selecting Mailpiece Design in the left frame Payment Basic BRM Annual perimit fee of 150 Options Per piece charge of 0 60 plus First Class Mail postage Paid through a regular postage due account S922 Other Post Offices Official Mail 124 or by cash check on delivery Cost per piece First Class postage 60 Letter 1 oz 37 606 97 Card Rate 23 606 83 High Volume BRM Annual permit fee 150 plus an annual accounting fee of 475 for each separation Per piece charge of 0 10 plus First Class Mail postage Paid through BRM advance deposit account only Best suited if return volume is approximat
129. racter is centered within the reticle pattern on the view screen Place the sample switch in the Hold position This value is locked into the unit s internal memory for all future PRD and PCR calculations This value is also locked into the display readout 4 With the sample switch in the Hold position all reflectance parameters are held on the display By toggling the channel switch the operator can obtain the corresponding values for the red spectrum channel POSTNET Code and FIM Measurements Reflectance and reflectance difference measurements on POSTNET and FIM bars and on potential interference should be made in the green and the red portions of the optical spectrum The same procedures that apply to address block measurements apply to measuring POSTNET codes and FIMs Designing Letter and Reply Mail 99 Glossary 100 Address Change Service ACS An automated process that provides change of address information to participating mailers who maintain computerized mailing lists The information is captured in the Computerized Forwarding System CFS units and sent to mailers on electronic media which reduces the volume of manual change of address notices Address Element Correction AEC A process that identifies and revises incomplete or incorrect addresses and then attaches ZIP 4 and carrier route codes It involves matching of records that cannot be coded using CASS certified address matching software ancillary serv
130. required line that contains specific information about the mailpiece metered mail Any mail class except Periodicals with postage printed by a USPS approved postage meter Publication 25 July 2003 metered reply mail MRM A preprinted return envelope or card provided as a courtesy to customers The postage is prepaid by the meter license holder as a courtesy to the respondent mil A unit of measure equal to 0 001 inch multiline optical character reader MLOCR A machine that scans reads an entire address block on mail translates the address into a corresponding barcode sprays the barcode onto the mail then sorts the mail to an appropriate stacker with a throughput of 30 000 to 37 000 pieces an hour depending on the type of mail nanometer nm A unit of wavelength when applied to light of 10 meters 1 billionth of a meter National Change of Address NCOA An address correction service that the Postal Service provides to mailers through licensees The licensees match mailing lists submitted to them on tape or disk against change of address information for the entire country from all Computerized Forwarding System units match is made NCOA can correct the address before it is used on a piece of mail optional endorsement line OEL A series of specific printed characters on the top line of the address block that identifies the sortation level of a package or bundle and may contain an ACS partici
131. s First Class Mail pieces that weigh 1 ounce or less are nonmachinable and subject to a nonmachinable surcharge if any one of the following is true Height is greater than 6 1 8 inches Length is greater than 11 1 2 inches Thickness is greater than 1 4 inch First Class letter size mailpieces weighing 1 ounce or less and Standard Mail letter size pieces weighing 3 3 ounces or less are considered nonmachinable and subject to a nonmachinable surcharge if they have one or more of the following characteristics An aspect ratio length divided by height of less than 1 3 or more than 2 5 Are polybagged polywrapped or enclosed in any plastic material Have clasps strings buttons or similar closure devices Contain items such as pens pencils or loose keys or coins that cause the thickness of the mailpiece to be uneven Are too rigid not bending easily when subjected to a transport belt tension of 40 pounds around an 11 inch diameter turn For pieces more than either 4 1 4 inches high or 6 inches long when the thickness is less than 0 009 inch Publication 25 July 2003 Automation Design Standards ig Adelivery address that is parallel to the shorter dimension of the mailpiece Self mailers with folded edges perpendicular to the address unless the piece is folded and secured according to DMM C810 8 2 Booklet type mailpieces with the bound edge spine along the shorter dimension of the piece or a
132. s printed matter pamphlets catalogs newsletters direct mail and merchandise Standard Mail may be sent at presorted rates and at automation rates Publication 25 July 2003 stroke The line or lines forming a character such as the stem or the top of a unique five digit ZIP Code A five digit ZIP Code assigned to a company government agency or entity with sufficient mail volume based on average daily volume of letter size mail received availability of ZIP Code numbers in the postal area and USPS cost benefit analyses ZIP 4 A nine digit numeric code incorporating the original five digit ZIP Code a hyphen and four additional digits The first five digits identify the delivery office The four digit add on identifies a specific delivery segment such as a city block face a floor of a building a department within a firm range of rural route box numbers or a group of post office boxes ZIP Zone Improvement Plan Code Established in 1963 the system of 5 digit codes that identifies the individual post office or metropolitan area delivery station associated with an address Designing Letter and Reply Mail 105 Decimal Equivalents Eighths 1 8ths A 1 65 0125 EE 3 65 0375 te 2 0 500 0 680 5 25 X sd 1s 0 720 7 _ 65 0 875 i 77 21 Sixteenths 1 16ths E 0 0625 25 0 920 0 1875 5 0 960 Ss 0 3125 7 Thirty
133. size standards and the piece is automation compatible Piece is at least 312 inches high Piece is at least 5 inches long If no larger than 4 inches by 6 inches piece is at least 0 007 inch thick and at least 0 009 inch thick if piece is larger than 41 4 inches by 6 inches For official mail only endorsed Official Business Penalty for Private Use 300 in upper left area 115 n Checklists Meter Reply Mail Facing Identification Mark FIM 1 116 d d d d FIM A is used FIM is properly positioned Minimum PRD is met No extraneous printing is in the FIM clear zone Meter Stamp Stamp is properly positioned Stamp contains no date Stamp is legible Postage is sufficient for type and weight of piece for example 1 ounce or 2 ounce No Postage Stamp Necessary Postage Has Been Prepaid By d d d O O D Letters are all capitals Letters are at least 34e inch high Endorsement is properly worded ipd Address Block Delivery address line street address PO box number is directly above city state ZIP 4 line ZIP 4 code corresponds with ZIP 4 barcode City state ZIP 4 line is at least 6 inch from bottom edge of piece City state ZIP 4 line is no higher than 21 4 inches from bottom edge For window envelopes minimum clearances between address block including barcode and window edges are maintained on all sides during insert shift Barcode and
134. st inch is still maintained between the left and right edges of the barcode and left and right window edges see Exhibit 2 7 Exhibit 2 7 Excessive Barcode Insert Shift not drawn to scale 5 TERRY SMITH ASHINGTON DC 20011 7128 Insert Material Like envelope paper insert material must have sufficient opacity to prevent any printing on the inside of the mailpiece from showing through in the MLOCR read area or in the barcode clear zone see Chapter 3 Designing Letter and Reply Mail 21 2 Automation Design Standards 22 Window Coverings Open or covered windows may be used for addresses and address block barcodes Windows must always be covered in automation rate mailings of pieces that weigh more than 3 ounces Material for covered windows must be clear or transparent low gloss polyclear materials are best and securely attached on all edges Cellophane glassine and polystyrene are acceptable materials All window coverings must be stretched tight and be free of wrinkles streaks fogging colors and other conditions that can obscure the address or barcode during processing All address and barcode information as read through the window must satisfy the following minimum reflectance and contrast guidelines A print contrast ratio PCR equal to or more than 40 percent in the red and green portions of the optical spectrum is necessary for an MLOCR to recognize address information see Chapter 3
135. st of one keyword address forwarding return or followed by the two words service requested The endorsements are the same for all classes of mail but the treatment and cost differ by class of mail Using an ancillary service endorsement means you will pay any forwarding return and address notification charges that apply Rules for Use 130 Endorsements must be located properly so you get the service you request A complete domestic return address must be placed in the upper left corner of the address side A return address with multiple delivery must show a unit designation such as an apartment number The endorsement and return address must read in the same direction as the delivery address Endorsements must be printed be no smaller than 8 points and stand out clearly against the background with a 1 4 inch clear space around the endorsement above below and on both sides Brilliantly colored envelopes and reverse printing are not permitted Any printing including an endorsement or return address on letter size First Class Mail or Standard Mail must not interfere with the delivery address lines within the MLOCR read area The endorsement must be placed in one of these four positions 1 Directly below the return address 2 Directly above the delivery address area which includes the delivery address block and any related nonaddress elements such as a barcode keyline or option
136. t bar between 4 1 4 and 3 1 2 from right edge C840 2 Barcode Window If the barcode is printed on an insert to appear through a window in the lower right corner see C840 2 For barcode placement and window dimensions see C840 7 Designing Letter and Reply Mail 121 g Quick Service Guides Tabs and Wafer Seals Related QSGs 811 923 924 Overview Characteristics and Content C810 4 C820 4 Quick Service Guide Unenveloped letter size mailpieces prepared for automation rate mailings must be secured tabbed to prevent an open edge from jamming high speed processing equipment Construction of the mailpiece plays an important role in determining automation compatibility Standards for tabbing are based on basis weight of paper stock used and the location of the folded or bound edge As an alternative to tabs or wafer seals the open edge of the length of the mailpiece may be continuously glued or spot glued Continuous glue or spot glue is permissible with single sheet self mailers and cards Number and location of tabs or wafer seals are specified for particular types of letter mail In all cases additional tabs may be used Tabs wafer seals tape or glue must not interfere with recognition of postage facing identification mark FIM rate markings required address information or barcode If placed in the barcode clear zone tabs or wafer seals must contain a paper face meeting the standards
137. t the top regardless of the use of tabs seals or other fasteners For letter size mailpieces the length is the dimension parallel to the address Exhibit 2 2 Aspect Ratio not drawn to scale Standard Aspect Ratio 1 5 Nonstandard Aspect Ratio 1 25 4 4 6 lt gt Mailpiece Materials and Construction Paper Weight The following recommendations for paper and card stock refer to the minimum basis weight of the materials Basis weight is defined as the weight in pounds of a ream 500 sheets cut to a standard size for that grade For example envelopes for automation rate mailings should be constructed of paper weighing at least 16 pounds minimum basis weight The specific grade of 16 pound paper recommended for envelopes is defined as 500 sheets measuring 17 inches by 22 inches 17 inches by 22 inches by 500 sheets Recycled paper and card stock are compatible with postal automation if the materials satisfy the recommendations and the guidelines in this book Envelopes Envelopes the preferred container and other letter size containers sealed on all four edges must be made of paper with a minimum basis weight of 16 pounds measured weight of 500 17 by 22 inch sheets For business reply mail envelopes the minimum basis weight is 20 pounds see Chapter 6 and DMM section S922 Designing Letter and Reply Mail 13 2 Automation Design Standards 14 Folded Self Mailers The required minimum
138. tal Explorer CD ROM and iN web site http pe usps gov Designing Letter and Reply Mail 111 Getting More Information Addressing Software For information on addressing software contact the Memphis National Customer Support Center at 1 800 238 3150 your local computer software store or your postal business center Trade Associations Direct mail trade associations are excellent sources of information and assistance These include DIRECT MARKETING ASSOCIATION 1120 AVENUE OF THE AMERICAS NEW YORK NY 10036 6700 212 768 7277 http www the dma org POST COM 1901 N FORT MYER DR STE 401 ARLINGTON VA 22209 1609 703 524 0096 http postcom org NATIONAL MAIL ORDER ASSOCIATION 2807 POLK ST NE MINNEAPOLIS MN 55418 2954 612 788 1673 http www nmoa org MAIL ADVERTISING SERVICE ASSOCIATION INTL 1421 PRINCE ST ALEXANDRIA VA 22314 2814 703 836 9200 http www masa org ALLIANCE OF INDEPENDENT STORE OWNERS AND PROFESSIONALS MULTIFOODS TOWER 33 S 6TH ST STE 3725 MINNEAPOLIS MN 55402 3719 612 340 9350 112 Publication 25 July 2003 Geiting More Information li Other References Mailing Regulations You can order copies of the two Postal Service manuals containing regulations for domestic and international mail the Domestic Mail Manual and the International Mail Manual from the U S Government Printing Office by writing to the following address for subscription prices MAIL STOP SSOM
139. ted with the fold at the bottom and the tab s or glue spot s at the top Booklets The required minimum basis weight of paper for covers on booklet type mailings is 20 pounds weight of 500 17 by 22 inch sheets See DMM C810 Booklets must be constructed to meet these requirements The bound edge or spine must be at the bottom edge of each booklet parallel to the lines of the delivery address The open edge of each booklet must be at the top and secured with at least two tabs One tab must be placed within 1 inch of the left edge and the other tab must be placed within 1 inch of the right edge Instead of tabs wafer seals or tape may be used Tabs or closures may be affixed to the top edge or to the right and left edges within 1 inch of the top edge Exhibit 2 3 shows the proper placement of tabs on booklets Publication 25 July 2003 Automation Design Standards ig Exhibit 2 3 Folded Self Mailers not drawn to scale K may be more than 1 1 may be than 1 but must not interfere with iu FIM or postage K 1 max Postage Jo haat LLL c c NS Specifications for Automation Compatible Letter Size Mailpieces Double Postcard Tabs 1 middle Folded Edge Top or Bottom Sheets Single Basis Weight 75 Ib Folded Self Mailer Tabs 2 start lt 1 inch o o from edges Folded Edge Top or Bottom Sheets Single Basis Weight
140. tems Products and Services Publication 40 A guide to products for improving the quality of address files ZIP Codes National Five Digit ZIP Code and Post Office Directory Publication 65 Lists ZIP Codes for every mailing address in the United States 110 Publication 25 July 2003 Getting More Information B Training Program Mailpiece Quality Control MQC Training Program A self study course to aid in designing mailpieces with an emphasis on automated mail processing Includes workbook video DMM and reference materials Required for Systems Certification participants but recommended for all mailers This program is now available on Postal Explorer http pe usps gov From the home page select Mailpiece Design in the left frame Mailers AT anon Newsletters Mailers Companion Available on a free subscription basis Issued monthly Covers changes in regulations and new services mostly in the form of highlights and interpretations Subscribe by email to mncsc email usps gov Postal Bulletin Available on a paid subscription basis Issued biweekly with supplementary issues Covers changes in regulations and new services often reprinting revisions in full Memo to Mailers Available on a free subscription basis Issued monthly Articles on postal topics Subscribe by email to mmailers email usps gov Available on USPS web site http www usps com Available on Pos
141. tification to manufacturers of barcoding software and hardware Certifying the barcoding equipment ensures that it can produce dimensionally correct barcodes that meet postal specifications Certification does not ensure that the barcodes produced from that equipment will meet the requirements for automation rates because many other variables such as ink color and quality paper color and contrast and equipment operation and maintenance affect the quality of the printed barcodes Manufacturers who want their products tested and mailers who want information on available certified products should contact the National Customer Support Center at 1 800 238 3150 or www usps com ncsc Designing Letter and Reply Mail 47 POSTNET Barcodes 48 Publication 25 July 2003 5 Reply Mail Basic Information If your business receives most of its orders and payments by mail your business depends financially on its incoming mail Orders and payments are usually a response to a mailing to customers which is why these responses are called reply mail Naturally you want to get as many responses as you can as quickly as you can And the Postal Service wants to help you do just that By using special reply mail formats and features you can increase responses and receive them sooner Choosing Reply Mail Type Basic Types There are two basic types of reply mail business reply mail BRM and courtesy reply mail CRM and several specialized var
142. tion 25 July 2003 Business Reply Mail Postage Endorsement You must place the postage endorsement NE PAS AFFRANCHIR NO POSTAGE NECESSARY IF MAILED TO THE UNITED STATES in the upper right corner You must print this endorsement with a partial diagonal bar see Exhibit 6 21 Exhibit 6 21 Postage Endorsement not drawn to scale 1 3 4 max AIR MAIL NO POSTAGE PAR AVION NECESSARY IF MAILED IBRS CCRI No 1234 Neo E SSeS SSS __ INTERNATIONAL BUSINESS REPLY MAIL REPONSE PAYEE PERMIT NO 1234 WASHINGTON DC l POSTAGE WILL BE PAID BY ADDRESSEE 9 9 2 c e SSS ua ALEXANDER ENTERPRISES PO BOX 6805 WASHINGTON DC 20260 9900 UNITED STATES OF AMERICA Designing Letter and Reply Mail 83 B Business Reply Mail 84 Horizontal Bars You must print a series of horizontal bars parallel to the length of the IBRS piece directly under the postage endorsement The bars must be of uniform length at least 1 inch long and 1 16 inch to 3 16 inch thick evenly spaced The bars must not extend below the delivery address line the line above the city state and ZIP 4 line The left edge of the bars may be no more than 1 3 4 inches from the right edge of the IBRS piece see Exhibit 6 22 There also must be at least 1 2 inch of clearance between the ZIP 4 and the bars Exhibit 6 22 Horizontal Bars not drawn to scale AIR MAIL NO POSTAGE PAR AVION
143. tion Addressing Word Spacing To separate each word in the address the MLOCR requires a horizontal clear space that is at least equal to the width of one full size capital M see Exhibit 3 9 Spacing between words should not exceed five of these character spaces This includes spacing between the two letter state abbreviation and the ZIP Code information Exhibit 3 9 Word Spacing not drawn to scale M MM ARLINGTON VA 22209 2240 1 min Line Spacing To separate each line in the address the MLOCR requires a vertical clear space that is at least 2 points see Exhibit 3 10 The maximum space between lines is the height of two full size characters Exhibit 3 10 Line Spacing not drawn to scale Designing Letter and Reply Mail 33 Automation Addressing Address Block Skew If the address block is slanted too much the MLOCR might not be able to see a Clear vertical space between each character For this reason the address should not be slanted or skewed more than 5 degrees relative to the bottom edge of the mailpiece see Exhibit 3 11 This standard is especially important for the proper application of address labels Exhibit 3 11 Address Block Skew NWILU 5 RON TIS COAST HN g277 4234 f s 9027 ote EACH 5 P p NDO Interfering Print You should avoid using preprinted forms labels or inserts containing lines such as dotted rules for address placement out
144. tomation standards is entitled to automation rates This Quick Service Guide summarizes the standards for mail with 100 delivery point barcodes and mail without barcodes processed on USPS optical character readers OCRs Must meet all physical standards in C810 Shape rectangular Aspect ratio from 1 3 to 2 5 C810 2 Dimensions m Minimum 3 1 2 inches high 5 inches long and either 0 007 inch thick if not more than 4 1 4 inches high and 6 inches long or 0 009 inch thick if more than 4 1 4 inches high or 6 inches long or both wm Maximum for cards at card rates 4 1 4 inches high 6 inches long and 0 016 inch thick m Maximum for letters and other cards 6 1 8 inches high 11 1 2 inches long 1 4 inch thick Maximum Weight m First Class Mail Machinable Presorted 3 3 ounces 0 2063 pound First Class Mail Automation 3 3 ounces 0 2063 pound Periodicals Automation 3 3 ounces 0 2063 pound Standard Mail Machinable Presorted 3 3 ounces 0 2063 pound Standard Mail Automation Regular 3 5 ounces 0 2188 pound Enhanced Carrier Route High Density and Saturation 3 5 ounces 0 2188 pound Enhanced Carrier Route Automation 3 5 ounces 0 2188 pound Letters weighing over 3 ounces must bear an address block delivery point barcode under C840 be part of a 10096 delivery point barcoded mailing and be prepared in a sealed envelope Heavy letters may neither contain stiff enclosures nor be prepared as a self mailer or booklet
145. ublication 25 July 2003 Automation Benefits POSTNET Code Eyepiece With Reticle This eyepiece see Exhibit 1 3 is used to determine whether a barcode meets POSTNET specifications The eyepiece is placed on a bar or barcode so it can be examined The cost of the eyepiece varies according to any added features Order it from GAGE LINE TECHNOLOGY INC 121 LAGRANGE AVE ROCHESTER NY 14613 1577 Phone 716 458 5310 Fax 716 458 0524 Exhibit 1 3 POSTNET Code Eyepiece With Reticle not actual size U S POSTAL SERVICE POSTNET BARCODE TOLERANCES Horizontal Spacing gn PITCH 2 L1 1 1 1 1 1 11 4 5 BARS gt 10 BARS amp SPACES TH HHH pedes 0 050 100 200 300 400 500 l o SPACE BAR SKEW oS c E BAR BETWEEN BARS Tees 05 01 SZE 040 a TENE 10 l zi chem u ws yy i y y LY y af LL BASELINE SHIFT b ce 015 OFFSET FROM AVERAGE BASELINE 040 MIN CLEARANCE MIN CLEARANCE ABOVE amp BELOW LEFT amp RIGHT ALL BAR CODE DIMENSIONS IN THOUSANDTHS OF AN INCH Designing Letter and Reply Mail 9 Automation Benefits Barcoding Software and Equipment Equipment and software that print the POSTNET barcode as part of the delivery address are available from many vendors The prices vary according
146. very points in the United States This barcode system significantly reduces the time it takes carriers to sort letter mail before delivery The DPBC is formed by adding 10 bars to an existing ZIP 4 barcode see Exhibit 4 1 The 10 bars represent two additional digits normally the last two digits of the street address post office box rural route number or highway contract route number address coding rules for the DPBC including rules for handling address anomalies Designing Letter and Reply Mail 37 POSTNET Barcodes Exhibit 4 1 Delivery Point Barcode not actual size MARK POLLAN 101 MAIN ST ANYTOWN US 12345 6789 ZIP Code gt lt Delivery Point i Correction character Frame bars POSTNET Format 38 Description The POSTNET barcode is always printed in a format that begins and ends with a frame bar full or tall bar To ensure POSTNET accuracy during mail processing a correction character five bars must be included immediately before the rightmost frame bar of all POSTNET barcodes see Exhibit 4 3 The correction character is always the digit that when added to the sum of the other digits in the barcode results in a total that is a multiple of 10 For example the sum of the ZIP 4 barcode 12345 6789 is 45 The next higher multiple of 10 is 50 so the correction character is 5 50 minus 45 Nine Digit ZIP 4 Code 52 Bars The distance from the leading ed
147. y Business Reply Mail Paying for 78 You may choose to have BRM pieces returned to you by using business reply service processed as Priority Mail Priority Mail BRM is rated zone 4 if the zone cannot be determined from the cancellation or your complete delivery address on the BRM pieces In addition to meeting the BRM technical format requirements your pieces must include the marking PRIORITY or PRIORITY MAIL placed prominently on the address side of each piece This marking must not interfere with any required BRM endorsements Priority BRM is not eligible for QBRM Replies Choose from the following ways to pay for BRM replies Regular Per Piece Fee lIn this option the carrier delivers your BRM pieces and charges you First Class Mail postage plus a BRM per piece fee You pay the carrier directly or through a regular postage due account This method is recommended if you receive a small volume of BRM pieces Advance Deposit Account You can set up a BRM advance deposit account with the Postal Service and place money on deposit Your per piece BRM fee is lower than the regular per piece fee Your mail is processed in a postage due unit that counts the number of pieces calculates postage charges and debits your postage account A BRM advance deposit account requires a separate annual accounting fee QBRM This option is best if you receive a large volume of BRM letter size pieces or want to benefit from the lowest

Pub 25, Designing Letter and Reply Mail

Contents

Download Pdf Manuals

Related Search

Related Contents