User Guide - Royal Mail
Contents
1. USER GUIDE for Marketing Advertising Mail Sustainable Advertising Mail Advertising Mail with Response Publishing Publishing Mail General Correspondence Business Mail st Class Business Mail 5 PRODUCT SELECTION Advertising Mail Page 3 Page 3 Page 5 Page 5 7 Page 8 Page 8 2 3 PRODUCT SELECTION Advertising Mail Contents 1 Introduction 2 Entry criteria for Advertising Mail 3 Entry criteria for our Advertising Mail with Big Book and Heavyweight options 4 Advertising Mail no sortation 5 Advertising Mail sorted options 6 Advertising Mail with Big Book and Heavyweight options sorted options only 7 Multistage option 8 General Information 9 Audit after posting December 2012 1 Introduction Your Advertising Mail product options at a glance Delivery Speed e 56 e 56 e Economy Economy deferred Format e letter e large letter e packet e Book amp Heavyweight catalogues Machine readable e Machine readable e Machine readable e Machine readable Plus Sorting e sortation Sort e High Sort Containers e 5 e trays e unbagged Multi stage e if you re doing a Multistage campaign price your items together and earn savings When you use our Advertising Mail product options you will pay a lower price for 2 Class and Economy delivery speeds than you would with our Business Mail product options I2. Mail with Multistage option Not available Not available Available Multistage Secondary Stage Volume Related Discounts Available Available Available Available Available Available NO SORTATION amp MACHINE READABLE CLASS SPEED OPTIONS Sustainable Advertising Mail Not available Not available First Time User Not available Available Available Available UW dtm Available Available Main Stage Advertising Mail with Multistage option Multistage Secondary Stage Volume Related Discounts Term Contracts NO SORTATION amp NOT MACHINE CLASS SPEED Not available Not available Available Available Not available Not available READABLE OPTIONS Available Not available December 2012 General information and requirements for our Advertising Mail with Big Book and Heavyweight options lt your Big Book option mailings need to be flexible i e they need to fold in half if necessary to go through the letterbox To help you make sure your items meet our service specification you will be able to send us samples for testing We can offer advice if you are uncertain whether your item qualifies lt there must be a delivery instruction printed on your Heavyweight option item so that it can be left a
3. item s Your advertising campaign lt Multistage option mailings have to be 100 advertising content for the whole campaign both main and Multistage stages gt all your mailing main and Multistage must be part of a single advertising campaign gt you must send your Multistage mailing in addition to a main mailing gt you can either choose to send an introductory teaser that precedes your main mailing or reminders that follow it or you can do both there are no restrictions on the number of teasers or reminders you can do within a permitted period gt your Multi stage mailing must be directly related to your main mailing bear the same branding and feature the same customer offer gt both stages of your advertising campaign main and Multistage must take place within a six month period gt mailings main and Multistage in a single advertising campaign must total at least 40 000 items You must ensure that the volume of Multistage mailings whether teasers or reminders does not exceed the volume of the main mailing itself lt you must always use all or part of the same address database for the Multistage mailings as for the main mailing gt you cannot use Advertising Mail with Multistage option to send bills statements or other commercial communications December 2012 Your main mailing items main stage You can choose to use any addressed Royal Mail product when sending the main stage mailing but it must be adverti
4. Advertising Mail specification lt you must send samples together with a copy of your confirmed sales order from OBA to the following address Royal Mail Advertising Mail Team 5 Almeida Street London N1 5 2 A consent based file is a data list where it be proved that all customers and prospects have consented to receive direct marketing A suppression file is a list of names and associated personal details of individuals and organisations that have requested not to receive direct marketing communication 4 When using our Advertising Mail with Machine readable Plus option the minimum address accuracy is 95 December 2012 3 Entry Criteria for our Advertising Mail with Big Book and Heavyweight options All items to qualify for our Big Book and Heavyweight options must gt be correctly addressed gt contain 100 advertising items gt be packet format as specified in section 6 below lt be correctly presented as per the High Sort option 4 Advertising Mail no sortation Volume Volumes are per class per day and per site gt letters minimum 1 000 gt large letters minimum 250 Delivery speed choices gt 1 Class aim to deliver on the next working day after the day of posting gt 2 Class aim to deliver within working days after the day of posting Format and weight Not machine gt letter up to 240mm x 165mm x5mm gt maximum 1009 readable gt large letter up to 353mm x 250mm x 25m
5. ater than 30 days mailing files should be checked for recency 30 days or less before the items are despatched to Royal Mail and transit time to UK should be no longer than 90 days gt you must keep and maintain an internal suppression file to ensure that customers and prospects who request to opt out of your mailings are properly logged This data must be checked 30 days or less before you post the item that uses the data For mail produced overseas where the transit time to the UK is greater than 30 days the data must be checked 30 days or less before the items are despatched to Royal Mail and transit time to UK should be no longer than 90 days gt all items must be fully and accurately addressed and postcoded accordance with Royal Mail s PAF and to the levels determined in the Machine readable letters and large letters section of this user guide currently 90 address accuracy against PAF Sample items gt for each posting you must provide us with a sample of the item being posted at the same time as posting You must provide a sample that is an exact reproduction of the items posted in terms of both envelopes used and contents enclosed for each Advertising Mail posting It is not necessary to supply a sample from each cell of a mailing gt you must ensure you highlight the correct sales order line for the associated mailing sample on the accompanying confirmed sales order as we will check samples to ensure they conform to the
6. cket gt packets minimum 1 000 unless combined with International Packets Unsorted High Volume when the overall total must be a minimum of 1 000 December 2012 For details on International Country Sort High Volume please refer to www royalmail com internationalletters www royalmail com internationalflats or www royalmail com internationalpackets Delivery speed choices gt 1 Class aim to deliver on the next working day after the day of posting gt 2 Class aim to deliver within 2 working days after the day of posting lt Economy aim to deliver within 4 working days after the day of posting lt Economy deferred aim to deliver within 4 working days after a date stipulated by you up to 28 days after posting Format and weight Product Format Weight option Low Sort gt letter up to 240mm x 165mm x5mm gt maximum 100g gt large letter up to 345mm x 245mm x 25mm gt maximum 750g High Sort gt letter up to 240mm x 165mm x5mm gt maximum 100g gt large letter up to 353mm x 250mm x 25mm gt maximum 750g gt packets Shoebox size up to 120mm 250mm x 350mm gt maximum 2000g Board Game size up to 60mm x 350mm x 450mm gt maximum 20009 Low Sort options gt Low Sort with OCR this requires certain clear zones and blank areas to be left on the envelope and there are some design and presentation constraints Variations of this specification are available for letters and large letters gt Lo
7. e this is for letters only and is recommended for more creative items as there are fewer design constraints You are required to print a 4 state barcode on the item which is an iteration of the recipient s postcode and premise number or name with some additional information Please note the following requirements in relation to machine readable items lt the maximum size for a machine readable large letter is smaller than a non machine readable large letter due to sorting machinery and tray constraints gt you will find full details of minimum sizes in the Machine readable letters and large letters section of this user guide gt you will find full details of the technical requirements for using OCR and Barcode as well as the accreditation process which must be undertaken the Machine readable letters and large letters section of this user guide gt you must comply with these requirements or your mailing may be subject to a surcharge or a loss of discount or may be sent as an alternative product 5 Advertising Mail sorted options Volume gt letters minimum 4 000 unless combined with International Letters Country Sort High Volume when the overall total must be a minimum of 4 000 gt large letters minimum 1 000 unless combined with International Flats Country Sort High Volume when the overall total must be a minimum of 1 000 Please note the format definition for overseas postings may make the international item a pa
8. irements as well as the OCR letter specification detailed in the Machine readable letter and large letters section of this user guide gt if you have chosen Business Mail please refer to the Business Mail 1 Class Business Mail and Packets section of this user guide for our Business Mail with Low Sort option requirements and our Business Mail with High Sort option requirements Please note if you chose the High Sort option your items must also meet the OCR letter specification and all items must be advertising content lt this option is not available for Sustainable Advertising Mail or for our product options requiring no sortation 10 December 2012 Savings available with Advertising Mail with Multistage option gt your saving is in addition to the normal Business Mail or Advertising Mail price gt you will receive an invoice for the normal discounted price of Advertising Mail with Low Sort options Advertising Mail with High Sort options Business Mail with Low Sort options or Business Mail with High Sort options gt your Advertising Mail with Multistage option savings are paid as retrospective postal credits provided that you meet all the Advertising Mail with Multistage option qualifying criteria once we have received your claim application How to claim your Advertising Mail with Multistage option saving gt you can claim your saving as soon as you have sent all the mailing items main and Multistage that make up yo
9. m gt maximum 750g Machine readable gt letter up to 240mm 165mm x5mm gt maximum 100g gt large letter up to 345mm x 245mm x 25mm gt maximum 750g Machine readable gt letter up to 240mm x 165mm x5mm gt maximum 100g Plus Product options Not machine readable There are no restrictions in terms of design but the items must meet the address and data standards as detailed in the paragraph on customer data above 5 defined as a posting comprising a largely uniform message to all addressees with the purpose of promoting the sale or use of products or services or to encourage contribution to or support of a cause 5 December 2012 Machine readable gt OCR this requires certain clear zones and areas to be left blank on the envelope and there are some design and presentation constraints Variations of this specification are available for letters and large letters lt Barcode this is for letters only and is recommended for more creative items as there are fewer design constraints You are required to print a 4 state barcode on the item which is an iteration of the recipient s postcode and premise number or name with some additional information Machine readable Plus gt OCR this requires certain clear zones and areas to be left blank on the envelope and there are some design and presentation constraints Variations of this specification are available for letters and large letters gt Barcod
10. n order to receive discounts for machine readability lt letters must have a Barcode or meet our OCR specifications gt large letters must meet a specification which is based on OCR requirements 2 Entry criteria for Advertising Mail All items to qualify for Advertising Mail must gt be correctly addressed gt contain 100 advertising items gt be letter large letter or packet format gt when sorted be correctly presented as per the Low Sort or High Sort options gt meet the requirements of the data specification below gt meet the requirements for providing samples below 1 defined as a posting comprising a largely uniform message to all addressees with the purpose of promoting the sale or use of products or services or to encourage contribution to or support of a cause 3 December 2012 We reserve the right to check any part of an Advertising Mail posting and to undertake regular audits to ensure all items sent as Advertising Mail comply with the requirements of our Advertising Mail agreement with you Customer data improving targeting gt where data is not from a consent based file you must maintain a documented procedure for suppressing customer and prospect data against the Mail Preference Service MPS including MPS deceased This must be in place and mailing files checked for recency 30 days or less before you post Advertising Mail items For mail produced overseas where the transit time to the UK is gre
11. sing content Please remember that the main stage mailing itself is not eligible for the Advertising Mail with Multistage option savings Your Multistage mailing items Multistage gt your Multistage mailings whether teasers or reminders can be sent by Business Mail or by Advertising Mail but must be advertising content gt our Advertising Mail with Multistage option has the following features e Economy delivery speed only with a delivery aim of 4 working days after the day of posting e option choices for the Multistage stage Advertising Mail with Low Sort option Advertising Mail with High Sort option and meeting OCR requirements Business Mail with Low Sort option Business Mail with High Sort option and meeting OCR requirements gt items must have a maximum weight of 15g either for a postcard a fully sealed envelope with contents Preparation of your mail gt your Advertising Mail with Multistage option items are processed automatically by our machines As a result you must ensure that your items are designed and addressed in the appropriate way e for any Low Sort option your items must meet the Barcode specification or the OCR specification The technical requirements can be found in the Machine readable letters and large letters section of this user guide e for the High Sort option if you choose to do this level of sortation and to present your mail to these requirements your items must meet the High Sort requ
12. t the property if the recipient is out Please see the Sorting section of this user guide for more information on our Alternative Delivery Specification ADS gt our Big Book and Heavyweight options includes a supply to you of average national daily fall to earth delivery data specific to your mailings 9 Audit after Posting If during or following an audit of your mailings we reasonably believe that you have not complied and or cannot comply fully with the Advertising Mail terms amp conditions for example the advertising content or data recency requirements we will be entitled to lt suspend your ability to send Advertising Mail until such time as we are satisfied of your ability to comply with the necessary terms and conditions and or lt terminate our Advertising Mail agreement with you Where we can demonstrate that you have not fully complied with the requirements of Advertising Mail in respect of specific posting s where you have benefited from the Advertising Mail rates we may require you to pay us a sum equal to the difference between the aggregate Advertising Mail postage rate paid as part of such posting s and the appropriate charge that you would have had to pay us for the equivalent Business 1 Class or Business Class posting s that do not qualify as Advertising Mail as well as our reasonable costs and expenses incurred in carrying out the audit and calculating any amount due from you 13 December 2012
13. ur advertising campaign We regret that we will not be able to process your claim if you fail to send us the information we require gt you must make only one claim per advertising campaign and we therefore advise you to only submit the claim once you have completed all the stages of your campaign gt you must make a claim for your Advertising Mail with Multistage option saving within 6 months of completing your entire advertising campaign claims will not be accepted after that period gt for each claim you must supply and send in the following documents to the address stated on the Advertising Mail with Multistage option application form or if agreed in advance the claim can be sent to your account manager e the completed and signed Advertising Mail with Multistage option application form for the credit to your account you can download this from the Advertising Mail Multistage page at www royalmail com advertisingmail e alive addressed sample of both the main mailing and the Multistage mailings 11 December 2012 8 General Information Availability of Advertising Mail with other Royal Mail offers LOW SORT amp HIGH SORT CLASS SPEED OF DELIVERY Economy Sustainable Advertising Mail Available Available Available Not available Not available Available Tailor Made Incentives Available Not available Available Advertising Mail with Multistage option Available Available Available Main Stage Advertising
14. w Sort with Barcode this is for letters only and is recommended for more creative items as there are fewer design constraints You are required to print a 4 state Barcode on the item which is an iteration of the recipient s postcode and premise number or name with some additional information December 2012 6 Advertising Mail with Big Book and Heavyweight product options sorted options only Volume gt minimum 12 000 items per posting gt maximum 2 000 000 items per collection and delivery per week Delivery speed The majority of items are likely to be delivered on Mondays amp Tuesdays when our delivery network has the most capacity Format and weight Big Book B4 up to 353mm x 250mm x 25mm gt minimum 751g gt maximum 1500g Heavyweight B4 up to 353 x 250mm with no maximum depth gt minimum 751g gt maximum 30009 Flexibility gt Big Book capable of being flexed 180 degrees without unsealing the wrapping gt Heavyweight no restrictions on flexibility Big Book 25mm 180 Flex EGE December 2012 Heavyweight ideally for shrinkwrapped or polywrapped items 250mm by ESE 7 Multistage option To find out whether your mailing items qualify for an Advertising Mail with Multistage option saving you need to consider 3 things 1 your advertising campaign 2 your main mailing item 3 your Multistage teaser or reminder
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