1 north dakota napus fall conference louise potocki mailing standards specialist 701-221-6532

11

NORTH DAKOTANORTH DAKOTANAPUS NAPUS

FALL CONFERENCEFALL CONFERENCE

Louise PotockiLouise Potocki

Mailing Standards SpecialistMailing Standards Specialist701-221-6532701-221-6532

22

TRUTHSTRUTHS• Six Truths in Life Six Truths in Life

1. You cannot stick your tongue out and look up at 1. You cannot stick your tongue out and look up at the ceiling at the same time, a physical the ceiling at the same time, a physical impossibility. impossibility.

2. All postal employees, after reading #1 will try it. 2. All postal employees, after reading #1 will try it.

3. And discover #1 is a lie. 3. And discover #1 is a lie.

4. You are smiling now because you are a PE 4. You are smiling now because you are a PE

5. You soon will forward this to another PE. 5. You soon will forward this to another PE.

6. There is still a silly smile on your face. 6. There is still a silly smile on your face.

33

• Tabbing - Self Mailers vs BookletsTabbing - Self Mailers vs Booklets

• Mailing IssuesMailing Issues

• DPBC - RetiredDPBC - Retired

• IMsb ToolIMsb Tool

• Business Customer GatewayBusiness Customer Gateway

44

DEFINITION - FSMDEFINITION - FSM

•A folded self-mailer is formed of panels created when a single or multiple unbound sheets of paper are folded together and sealed to form a letter-size mailpiece.

55

DEFINITION - BOOKLETDEFINITION - BOOKLET

• A booklet is formed of printed sheets A booklet is formed of printed sheets that are that are permanently boundpermanently bound with at with at least 2 staples, saddle stitiched, or least 2 staples, saddle stitiched, or glued in the fold.glued in the fold.

66

BOOKLETSBOOKLETS

Spine on the leading (shorter) edge

• 5” to 9” long

• 60-pound paper

•Over 9”,up to 10.5” long

•70-pound paper

•Two tabs on top edge - 1 inch from left and right edge

•One tab on trailing edge - in the middle.

Booklets now need 3 tabs in most cases.

Tabs must be 1½”

77

BOOKLETSBOOKLETSSealed with tabs:Sealed with tabs:

• 5” to 9” long 5” to 9” long – 50-pound paper50-pound paper

• Over 9” up to Over 9” up to 10.5” long 10.5” long – 60-pound paper.60-pound paper.– Spine on the Spine on the

bottombottom

Notice: 3 tabs & larger size

88

FOLDED SELF-FOLDED SELF-MAILERSMAILERS• Effective January 5, 2013Effective January 5, 2013

• Minimum size for FSM – 3 ½ X 5”Minimum size for FSM – 3 ½ X 5”

• Maximum sizeMaximum size – 6 X 10 ½” (note – 6 X 10 ½” (note shorter height/length)shorter height/length)

• Maximum weightMaximum weight – 3 oz – 3 oz

• Minimum number of tabsMinimum number of tabs – 2 – 2

• Fold MUST be on the bottomFold MUST be on the bottom

99

FSMsFSMs

• Maximum number of panelsMaximum number of panels – 12 – 12

• Example: Example: – Single sheet folded in half = 2 panelsSingle sheet folded in half = 2 panels– Single sheet tri-folded = 3 panelsSingle sheet tri-folded = 3 panels

• Minimum paper weightMinimum paper weight – 28 lb bond/70 lb – 28 lb bond/70 lb book weight (FSM weighing 1 oz or less)book weight (FSM weighing 1 oz or less)

• INVITATION FOLD NO LONGER INVITATION FOLD NO LONGER ACCEPTABLEACCEPTABLE

1010

FSMsFSMs

• More than 1 ozMore than 1 oz – 31 lb bond/80 lb book – 31 lb bond/80 lb book weightweight

BASIC SELF-MAILERSBASIC SELF-MAILERS

• Will continue to use 1” tabs on pieces Will continue to use 1” tabs on pieces that weigh 1 oz or lessthat weigh 1 oz or less

• Pieces weighing more than 1 ozPieces weighing more than 1 oz -will -will require (2) 1.5” tabsrequire (2) 1.5” tabs

1111

TABBING CHANGESTABBING CHANGES

• Tabs may be placed on top within 1” of Tabs may be placed on top within 1” of the leading/trail edge OR on the the leading/trail edge OR on the lead/trail edge within 1” of the top edgelead/trail edge within 1” of the top edge

• The middle panel will be the address The middle panel will be the address panel on a tri-folded self-mailerpanel on a tri-folded self-mailer

UPDATE - JUNE 2013UPDATE - JUNE 2013Mailer may have the address on the top Mailer may have the address on the top

panel IF they use a third tab placed ½” panel IF they use a third tab placed ½” from the bottom on the leading edgefrom the bottom on the leading edge

1212

FSMsFSMs

• Location of tabs for basic FSMLocation of tabs for basic FSM

1313

TABBING CHANGESTABBING CHANGES

• Location of tabs for basic FSMLocation of tabs for basic FSM

This is where you would add the 3rd

Tab for the May2013 update..

1414

FSMs – QUARTER FOLDFSMs – QUARTER FOLD

QUARTER FOLDED SELF-MAILERQUARTER FOLDED SELF-MAILER– The first fold must be on the leading edgeThe first fold must be on the leading edge– Quarter folded self mailers weighing 1 oz Quarter folded self mailers weighing 1 oz

or less will require (2) 1” tabsor less will require (2) 1” tabs– Quarter FSM weighing over an oz. will Quarter FSM weighing over an oz. will

require (3) 1.5” tabsrequire (3) 1.5” tabs– Glue is not allowed on quarter folded self-Glue is not allowed on quarter folded self-

mailersmailers

1515

TABBING – BOOKLETS AND TABBING – BOOKLETS AND FSMsFSMs

• Tabbing rules apply to letter sized Tabbing rules apply to letter sized pieces onlypieces only

• Tabbing rules apply to both single piece Tabbing rules apply to both single piece and discounted First-Class and and discounted First-Class and Standard/Nonprofit letter sized piecesStandard/Nonprofit letter sized pieces

• If the FSM comes over the retail If the FSM comes over the retail counter improperly prepared, we counter improperly prepared, we assess the $0.20assess the $0.20

nonmachineable surcharge.nonmachineable surcharge.

1616

BULK MAILERSBULK MAILERS

• If the improperly prepared folded If the improperly prepared folded self-mailers is part of a bulk mailing self-mailers is part of a bulk mailing we move the rates claimed to the we move the rates claimed to the nonmachineable letter section.nonmachineable letter section.

• In associate offices that means any In associate offices that means any pieces the mailer claimed on B1 will pieces the mailer claimed on B1 will move to B7; pieces claimed by the move to B7; pieces claimed by the mailer on B2 will be moved to B9mailer on B2 will be moved to B9

1717

Postage StatementPostage Statement

1818

• Tabbing- Self mailers vs. bookletsTabbing- Self mailers vs. booklets


• DPBC - retiredDPBC - retired



1919

POSTAGE POSTAGE STATEMENTSTATEMENT

112 13

2

3

56

78

910

4

11

15 16 17 18

14

2020

CARRIER CARRIER ROUTE/AUTOMATIONROUTE/AUTOMATION

• Within 90 days for carrier routeWithin 90 days for carrier route

• Within 185 days for automation Within 185 days for automation pricesprices

2121

MOVE UPDATEMOVE UPDATE

• Every discounted First-Class and Every discounted First-Class and Standard mailer must have Standard mailer must have something checked in this sectionsomething checked in this section

• If they do not, they are not entitled If they do not, they are not entitled to automation or carrier route ratesto automation or carrier route rates

2222

POSTALONE!POSTALONE!

2323

POSTALONE!POSTALONE!

2424


2525

DEFINITIONSDEFINITIONS

• DDU – Destination Delivery UnitDDU – Destination Delivery Unit

• DSCF – Destination Sectional Center DSCF – Destination Sectional Center FacilityFacility

• DNDC – Destination Network DNDC – Destination Network Distribution CenterDistribution Center

• NONE- All other officesNONE- All other offices

2626

POSTAGE STATEMENTPOSTAGE STATEMENT

• DDU – For carrier route pieces for DDU – For carrier route pieces for delivery in the office you are entering delivery in the office you are entering them in.them in.

• DSCF – Only if dropped in a sectional DSCF – Only if dropped in a sectional center such as Grand Forks, Bismarck, center such as Grand Forks, Bismarck, or Fargoor Fargo

• DNDC- Only if dropped in FargoDNDC- Only if dropped in Fargo

• NONE – Everyone elseNONE – Everyone else

2727

• Tabbing – Self mailers vs. bookletsTabbing – Self mailers vs. booklets


• DPBC - RetiredDPBC - Retired



2828

DPBC RETIREDDPBC RETIRED

• Federal Times Proposal dated March Federal Times Proposal dated March 2, 20122, 2012

• Delivery Point Barcodes (DPBC) were Delivery Point Barcodes (DPBC) were discontinued January 28, 2013.discontinued January 28, 2013.

2929

JACK SMITH

101 MAIN ST

JACKSONVILLE FL 32241-3045

IMBIMB

All mail claimed at automation rates must have an accurate intelligent mail barcode .

3030

FULL SERVICE FULL SERVICE IMBIMB

• Federal Register dated April 20, 2012 – Federal Register dated April 20, 2012 – Effective January 26, 2014Effective January 26, 2014

• Only Mailers who are able to do full service Only Mailers who are able to do full service IMB will receive the automation discountsIMB will receive the automation discounts

• Full Service mailers must submit their Full Service mailers must submit their paperwork electronicallypaperwork electronically

3131

• Tabbing- Self Mailers vs bookletsTabbing- Self Mailers vs booklets


• Retiring the DPBCRetiring the DPBC



3232

IMsb ToolIMsb Tool

• Designed for the small mailer ( mails Designed for the small mailer ( mails 1000-9999 pieces per mailing1000-9999 pieces per mailing

• Allows the mailer to claim the Full Service Allows the mailer to claim the Full Service barcoded discountbarcoded discount

• Annual fee will be waived as long as the Annual fee will be waived as long as the mailer qualifies for the Full Service mailer qualifies for the Full Service DiscountDiscount

• PostalOne will monitor the Full Service PostalOne will monitor the Full Service discount and annual feediscount and annual fee

3333

IMsb ToolIMsb Tool

• Postage statement must be entered Postage statement must be entered electronicallyelectronically

• Postal Service is providing the tools Postal Service is providing the tools to allow the mailer to CASS certify to allow the mailer to CASS certify their mailing list prior to mailingtheir mailing list prior to mailing

• Mailer must register on the Business Mailer must register on the Business Customer GatewayCustomer Gateway

3434

IMsb ToolIMsb Tool

• IMsb Tool allows the mailer to upload IMsb Tool allows the mailer to upload their mailing list and print on labels, their mailing list and print on labels, envelopes or inserts placed in envelopes or inserts placed in window envelopeswindow envelopes

• This tool is designed for mailers who This tool is designed for mailers who do their own mail rather than taking do their own mail rather than taking it to a mail preparerit to a mail preparer

• Ideal candidates are already using Ideal candidates are already using the Business Customer Gatewaythe Business Customer Gateway

3535

• Tabbing – Self mailers vs bookletsTabbing – Self mailers vs booklets


• Retiring the DPBCRetiring the DPBC



3636

BUSINESS CUSTOMER BUSINESS CUSTOMER GATEWAYGATEWAY

3737

Questions?Questions?

3838

Methods of Postage PaymentMethods of Postage PaymentPrecanceled StampsPrecanceled Stamps• Special stamps available in specific Special stamps available in specific

denominations for Presorted First-Class denominations for Presorted First-Class MailMail®®, Nonprofit and Standard Mail, Nonprofit and Standard Mail™™

*Note: only one (1) pre-canceled stamp may be affixed to each *Note: only one (1) pre-canceled stamp may be affixed to each mailpiece.mailpiece.

3939

Methods of Postage PaymentMethods of Postage Payment

Precanceled StampsPrecanceled StampsAvailable in four denominations:Available in four denominations:

• 2525¢ ¢ for Presorted First-Class Mailfor Presorted First-Class Mail®®

• 1515¢¢ for Presorted First-Class Cards for Presorted First-Class Cards • 1010¢¢ for Regular Standard Mail for Regular Standard Mail™™

• 55¢¢ for Nonprofit Standard Mail for Nonprofit Standard Mail

4040


Postage MeterPostage Meter

• Prints postage directly on mailpiece Prints postage directly on mailpiece (or meter tape)(or meter tape)

• Meter size varies by needMeter size varies by need

4141

Authorized Meter ProvidersAuthorized Meter ProvidersNEOPOST INCNEOPOST INC30955 HUNTWOOD AVE30955 HUNTWOOD AVEHAYWARD CA 94544-HAYWARD CA 94544-

70847084800-624-7892800-624-7892www.neopostinc.com

PITNEY BOWES INCPITNEY BOWES INC1 ELMCROFT RD1 ELMCROFT RDSTAMFORD CT 06926-STAMFORD CT 06926-

07000700800-322-8000800-322-8000www.pitneybowes.com

DATA-PAC MAILING SYSTEMS CORP1217 BAY RDWEBSTER NY 14580-1958800-355-1755www.data-pac.com

FRANCOTYP-POSTALIA INC140 N MITCHELL CT STE 200ADDISON IL 60101-5629800-341-6052www.fpusa.net

HASLER INC19 FOREST PKYSHELTON CT 06484-6140800-243-6275www.haslerinc.com

http://www.neopostinc.com/

http://www.pitneybowes.com/

http://www.data-pac.com/

http://www.fpusa.net/

http://www.haslerinc.com/

4242


Permit ImprintPermit Imprint• Most popular and convenient way Most popular and convenient way

to pay postageto pay postage

• Postage information printed in Postage information printed in upper right corner of mailpieceupper right corner of mailpiece

• Postage block = "indicia" Postage block = "indicia"

4343


Permit ImprintPermit Imprint• Set up postage account at Post Office Set up postage account at Post Office

• Postage deducted from accountPostage deducted from account

• All mailpieces must be same weightAll mailpieces must be same weight

4444


Permit ImprintPermit Imprint• Simple and convenient Simple and convenient

• May use rubber stamp to imprintMay use rubber stamp to imprint

• No need to buy postage in advanceNo need to buy postage in advance

4545

Mailpiece CharacteristicsMailpiece CharacteristicsSize and ShapeSize and Shape• The Postal Service separates mail into The Postal Service separates mail into

four shape categories:four shape categories: – cardscards– letters letters – large envelopes and "flats"large envelopes and "flats"– parcelsparcels

• Different rates and preparation Different rates and preparation standards depending on the shapestandards depending on the shape

• Questions directed to Business Mail Entry Questions directed to Business Mail Entry staff or a Mailpiece Design Analyst (MDA)staff or a Mailpiece Design Analyst (MDA)

4646

Classification

Physical Standards for Cards

4747

ClassificationClassification

Physical Standards for Letters

4848

ClassificationClassification

Physical Standards For Flats

All flats must be flexible, uniformly thick, and rectangular in shape

4949

• MachinableMachinable

• NonmachinableNonmachinable

• AutomationAutomation

Categories of Mail

5050

• Complete delivery address

• No nonmachinable characteristics

• May be prepared as letters, folded self-mailers, or booklets

• Booklets and folded self-mailers must be tabbed according to DMM specifications

MachinableMachinable

5151

Maximum Weight

Presort First-Class Mail = 3.3 ounces

Standard Mail = 3.3 ounces

Self-Mailers = 3 ounces

Machinable Letters

5252

Nonmachinable CharacteristicsNonmachinable Characteristics

MR JOHN CORREY111 MAIN STCITY, STATE ZIP CODE

Address parallel toshorter dimension

Square

PRESORTEDFIRST CLASS

POSTAGE PAIDPERMIT NO. 23NORMAN, OK

Length divided by height must be at least 1.3 but not more than 2.5

Aspect Ratio

5353

AMY JONES4532 WEST DRIVESAN ANTONIO TX 78284-9623

Mailpieces over 4 ¼ inches high or 6 inches long

Must be at least .009 inchMust be at least .009 inch

Nonmachinable Characteristics

4 ¼”4 ¼”

6”6”

5454

Nonmachinable Nonmachinable CharacteristicsCharacteristics

Pieces that contain odd-shaped contents

Pieces that are polywrapped, or have clasps, strings, or buttons or envelopes not made of paper

Pieces that are too rigid

5555

A folded self-mailer that is not folded and tabbed according to DMM specifications

Nonmachinable CharacteristicsNonmachinable Characteristics

FRANK FISHER

52 BOGGESS ST

BUCKHANNON WV 26201-2144

STD PRSRTDU.S.POSTAGE

PAIDNORMAN, OK

PERMIT NO. 353

KOI FARM

P.O. BOX 999

NORMAN OK 73070-0999

FOLD

5656

Tabs Wafer Seals Spot Glue

TABBING – SELF-MAILERS

BOOKLET

FOLDEDSELF-MAILER

FOLDEDSELF-MAILER

FOLDED

28 lbs. 24 lbs. 20 lbs.

60 lbs. BOOK TEXT

Single Sheet Multiple Sheets Single/Multiple Sheets

Is the fold on top? If so, two tabs are required on the bottom (1” in from either side).

5757

Booklets that are not tabbed per DMMor spine at the top

OCCUPANT

52 BOGGESS ST


NONPROFITU.S.POSTAGE

PAIDNCED, OK

PERMIT NO. 999

CHURCH OF NCED

P.O. BOX 999

NCED OK 73070-0999

SPINE

Nonmachinable Nonmachinable CharacteristicsCharacteristics

Nonmachinable regardless of tabs

Machinablewith tabs per DMM

8¼”

OCCUPANT

52 BOGGESS ST


SP

INE

NONPROFITU.S.POSTAGE

PAIDNCED, OK

PERMIT NO. 999

CHURCH OF NCED

P.O. BOX 999

NCED OK 73070-0999

5858

Booklets Mailpiece Design – Booklets Mailpiece Design – Closure MethodClosure Method

• Tabs:Tabs:

– Three 1.5-inch tabs required on all bookletsThree 1.5-inch tabs required on all booklets

– Non-perforated tabs required on all piecesNon-perforated tabs required on all pieces

– Recommend white paper tabsRecommend white paper tabs

– Recommend 2-inch tabs on booklets over 2.5 Recommend 2-inch tabs on booklets over 2.5

ouncesounces

1.5” - 2” width

5959

DMM Exhibit 201.3.15.4 DMM Exhibit 201.3.15.4

6060

Mailpiece CharacteristicsMailpiece Characteristics

BarcodesBarcodes• Series of long and short bars that Series of long and short bars that

represent numbersrepresent numbers

• Represent ZIP CodeRepresent ZIP Code™™, ZIP+4, ZIP+4®®, and , and delivery addresses delivery addresses

• 2 types of barcodes – POSTNET2 types of barcodes – POSTNET™™ and and Intelligent MailIntelligent Mail®® Barcode Barcode

6161

Mailpiece CharacteristicsMailpiece Characteristics

Automation Priced MailAutomation Priced Mail • 100% barcoded and prepared for 100% barcoded and prepared for

high-speed mail processinghigh-speed mail processing

• Prices available for letters, cards, Prices available for letters, cards, flats (large envelopes), and parcelsflats (large envelopes), and parcels

6262

JACK SMITH

101 MAIN ST

JACKSONVILLE FL 32241-3045

DPBC or IMBDPBC or IMB

All mail claimed at automation rates must have an accurate delivery point or intelligent mail barcode .

6363

ADDRESS BLOCK ADDRESS BLOCK BARCODEBARCODE

ALEX ALEXANDRIAPO BOX 9623SAN ANTONIO TX 78284-9623

#JAN84 000 CA #15081T 52 20 30SUSAN HURLEYPO BOX 9623SAN ANTONIO TX 78284-9623

* * * * * * * * * * 5-DIGIT 78284 ATTN TIMOTHY HURSTXYZ SALES COMPANYPO BOX 9623 SAN ANTONIO TX 78284-9623

XYZ Sales Company212 N LIBERTY ST SAN ANTONIO TX 78284-9623

1/25”Minimum

1/8”Minimum

1/25”Minimum

1/8”Minimum

TRAVIS MC GEEPO BOX 9623SAN ANTONIO TX 78284-9623

* * * * * * * * * * 5-DIGIT 78284 #JAN84 000 CA #15081T 52 20 30

6464

The HEARTThe HEART

of any mailpiece is

the delivery address

6565

1. NON-ADDRESS DATA #JAN00 000 CA#1508 LT 52

2. INFORMATION / ATTN MR J BROWN

3. RECIPIENT CENTRAL LIBRARY

4. DELIVERY ADDRESS 3915 E CHAIN BRIDGE RD

5. CITY, STATE, ZIP CODE FAIRFAX VA 22030-3999

PRESORTEDSTANDARD

U.S.POSTAGEPAID

VARTEC

Standardized Addressing Format.

6666

Postal Addressing Standards

____________________

Postal Addressing StandardsPostal Addressing Standards

PUB 28PUB 28

Best resource Best resource for comprehensive for comprehensive addressing informationaddressing information

Available online at Available online at http://pe.usps.gov/text/pub28/welcome.hhttp://pe.usps.gov/text/pub28/welcome.htmtm

Publication 28 July 2008

6767

FLATS ADDRESSING FLATS ADDRESSING

6868

Address AccuracyAddress Accuracy

Address ListsAddress Lists• You can buy or rent a mailing listYou can buy or rent a mailing list

– Yellow Pages under "lists“, "mailing lists” Yellow Pages under "lists“, "mailing lists” or “mailing services”or “mailing services”

– On-line search for list providers in your On-line search for list providers in your areaarea

6969

Address AccuracyAddress AccuracyWhy bother checking the accuracy of Why bother checking the accuracy of

your address list?your address list?

• 17% of Americans move annually17% of Americans move annually

• 43 Million people move yearly 43 Million people move yearly

• 1 out of every 6 families move yearly1 out of every 6 families move yearly• Address lists bought/rented must be Address lists bought/rented must be

checked to ensure they are correctchecked to ensure they are correct

7070


• For Presorted Standard MailFor Presorted Standard Mail™™ and and First-Class MailFirst-Class Mail®® rates, ZIP Codes rates, ZIP Codes™™ MUSTMUST be checked for accuracy be checked for accuracy within the last 12 monthswithin the last 12 months

• When you complete and sign a When you complete and sign a postage statement you certify your postage statement you certify your mailing qualifies for the rates mailing qualifies for the rates claimedclaimed

7171


Address Quality ChoicesAddress Quality Choices• Use www.usps.com to check the ZIP CodesUse www.usps.com to check the ZIP Codes™™

• Process your address list through CASS-certified Process your address list through CASS-certified softwaresoftware–CASS improves the accuracy of carrier route, CASS improves the accuracy of carrier route, five-digitZIPfive-digitZIP®®, ZIP + 4, ZIP + 4®®, and delivery point codes , and delivery point codes that appear on mailpiecesthat appear on mailpieces

• Address List Correction ServiceAddress List Correction Service

7272


Address Quality ChoicesAddress Quality Choices

• Move Update required for all presorted Move Update required for all presorted First-Class and Standard/Nonprofit First-Class and Standard/Nonprofit mailingsmailings

• Within 95 days of the date of mailing Within 95 days of the date of mailing

7373

Move Update OptionsMove Update Options

• Ancilliary Service EndorsementsAncilliary Service Endorsements

• Address Change ServiceAddress Change Service

• National Change of AddressNational Change of Address

• FastforwardFastforward

7474

Ancilliary Service Ancilliary Service EndorsementEndorsement

ADDRESS SERVICE REQUESTED


APPLETREE POINT123 MAPLE ST.SOUTH EUCLID OH 44121-4912 ADDRESS SERVICE REQUESTED

101 Maple St

#BWNCXBB**AUTOCR**C003

Mary LaCroix

Avon, OH 44001


2

4

3

1

101 Maple St

1/4”

7575

Ancilliary Service Ancilliary Service EndorsementEndorsement

• Printed directly on the mailpiecePrinted directly on the mailpiece

• Mailer receives hard copy change of Mailer receives hard copy change of address or reason for nondeliveryaddress or reason for nondelivery

• Information available for 18 monthsInformation available for 18 months

• Permanent change of address Permanent change of address information onlyinformation only

7676

RETURN SERVICE REQUESTEDRETURN SERVICE REQUESTED

• No forwardingNo forwarding

• Mailpiece returned with new address Mailpiece returned with new address or reason for nondeliveryor reason for nondelivery

• Standard mailerStandard mailer pays appropriate pays appropriate First-Class rate for mailpieceFirst-Class rate for mailpiece– 1 oz letter - $0.451 oz letter - $0.45– 1 oz flat- $0.901 oz flat- $0.90

• First-Class First-Class – no charge– no charge

7777

Change Service Change Service RequestedRequested

• No forwarding or return of the mailpieceNo forwarding or return of the mailpiece

• Mailpiece is disposed of by the USPSMailpiece is disposed of by the USPS

• For Standard/ Nonprofit mailersFor Standard/ Nonprofit mailers - - Separate notice sent to the with the Separate notice sent to the with the new address or reason for nondeliverynew address or reason for nondelivery

• Charge - $0.50Charge - $0.50

• First- Class mailersFirst- Class mailers – MUST BE ACS – MUST BE ACS participants to use this endorsementparticipants to use this endorsement

7878

Address Service Address Service RequestedRequested

• Forwarding service provided for months 1-Forwarding service provided for months 1-1212

• Separate notice with new address Separate notice with new address provided to the mailer – Charge $0.50provided to the mailer – Charge $0.50

• If the mailpiece is undeliverable for any If the mailpiece is undeliverable for any reason, the piece is returned to the sender reason, the piece is returned to the sender with the reason for nondeliverywith the reason for nondelivery

• First- Class mailersFirst- Class mailers – no charge – no charge

• Standard mailersStandard mailers – pay the weighted fee – pay the weighted fee

7979

Temp-Return Service Temp-Return Service RequestedRequested

• AVAILABLE TO FIRST-CLASS MAILERS ONLYAVAILABLE TO FIRST-CLASS MAILERS ONLY

• If the receiver has a temporary change of If the receiver has a temporary change of address on file the piece is forwardedaddress on file the piece is forwarded

• Mailer does NOT receive temporary Mailer does NOT receive temporary change of address informationchange of address information

• If the receiver has a permanent change of If the receiver has a permanent change of address, the piece is returned to the address, the piece is returned to the sender with the new address or reason for sender with the new address or reason for nondeliverynondelivery

8080

Address Change ServiceAddress Change Service

Manual address corrections reducedManual address corrections reduced

Timely information provided on a schedule Timely information provided on a schedule you determineyou determine

Changes can be made electronically rather Changes can be made electronically rather than manuallythan manually

Fees: First- Class $0.10Fees: First- Class $0.10

Standard Mail - $0.28Standard Mail - $0.28

8181

Address Change ServiceAddress Change Service

Billed by San Mateo Accounting Center Billed by San Mateo Accounting Center once a monthonce a month

Mailer is assigned a “Participant code” by Mailer is assigned a “Participant code” by the NCSCthe NCSC

Code is placed in the address blockCode is placed in the address block

Service provided by the National Customer Service provided by the National Customer Support Center 800-238-3150Support Center 800-238-3150

8282

National Change of Address National Change of Address (NCOA)(NCOA)

•Provides COA information for 48 Provides COA information for 48 mos.mos.

•List processed before the mailing List processed before the mailing is doneis done

•Available through licensed Available through licensed vendors onlyvendors only

•Reduces undeliverable mailReduces undeliverable mail

8383

FastforwardFastforward

• Used by mailers who process mail Used by mailers who process mail with an OCRwith an OCR

• Commonly used by Presort housesCommonly used by Presort houses

• Address change information is Address change information is sprayed immediately above the sprayed immediately above the barcode in the lower right hand barcode in the lower right hand corner of the mailpiececorner of the mailpiece

8484

Mail PreparationMail Preparation

Prepping Your MailPrepping Your Mail • SuppliesSupplies

• Presorting your letter mailPresorting your letter mail

• Prepare containers (trays/sacks)Prepare containers (trays/sacks)

• Prepare postage statementPrepare postage statement

• Drop off your business mailDrop off your business mail

8585

Alternative Alternative addressingaddressing

• If you DO NOT want to use one of the If you DO NOT want to use one of the previously listed MOVE UPDATE previously listed MOVE UPDATE methods you may use an methods you may use an ALTERNATIVE ADDRESSING FORMATALTERNATIVE ADDRESSING FORMAT– John Doe or Current ResidentJohn Doe or Current Resident– Current ResidentCurrent Resident

8686

Mail PreparationMail PreparationSuppliesSuppliesThe Postal Service supplies the following items The Postal Service supplies the following items for freefor free::–TraysTrays–Tray "sleeves" or lidsTray "sleeves" or lids–Bundle labelsBundle labels–Container labelsContainer labels–Labeling lists – online DMMLabeling lists – online DMM–Quick Service Guides -- online Quick Service Guides -- online –Postage statement – onlinePostage statement – online

*Note: Strapping material is required but not provided *Note: Strapping material is required but not provided by USPSby USPS

8787

MACHINEABLE LETTERSMACHINEABLE LETTERS

QUICKSERVICE

GUIDE 240B

8888

NONMACHINABLE LETTERSNONMACHINABLE LETTERS

QUICKSERVICEGUIDE240A

8989

NONMACHINEABLE LETTERSNONMACHINEABLE LETTERS

QUICK SERVICEGUIDE240A

9090

BARCODED LETTERSBARCODED LETTERS

QUICK SERVICEGUIDE240C

150 PIECES

REQUIRED

QSG240C

9191

FLATSFLATS

QUICK SERVICEGUIDE340A

9292

FLATSFLATS

9393


Containers of Letter Mail Containers of Letter Mail • Trays must be sleeved and strappedTrays must be sleeved and strapped

• Affix correct label to each trayAffix correct label to each tray

• Secure each tray with a single strap Secure each tray with a single strap around it’s lengtharound it’s length

9494


Postage StatementPostage Statement• Documents the number of pieces in Documents the number of pieces in

your mailing and the postage your mailing and the postage you're paying you're paying

• Includes spaces for your company Includes spaces for your company name and permit number name and permit number

• All unshaded sections must be All unshaded sections must be completed by mailercompleted by mailer

9595

DEFINITIONSDEFINITIONS

• DDU – Destination Delivery UnitDDU – Destination Delivery Unit

• DSCF – Destination Sectional Center DSCF – Destination Sectional Center FacilityFacility

• DNDC – Destination Network DNDC – Destination Network Distribution CenterDistribution Center

• NONE- All other officesNONE- All other offices

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POSTAGE POSTAGE STATEMENTSTATEMENT

• DDU – For carrier route pieces for DDU – For carrier route pieces for delivery in the office you are entering delivery in the office you are entering them in.them in.

• DSCF – Only if dropped in a sectional DSCF – Only if dropped in a sectional center such as Grand Forks or Fargocenter such as Grand Forks or Fargo

• DNDC- Only if dropped in FargoDNDC- Only if dropped in Fargo

• NONE – Everyone elseNONE – Everyone else

9797


112 13

2

3

56

78

910

4

11

15 16 17 18

14

9898


19

20 21 22

12

13 14 15

9999


100100


101101


102102


103103


104104


105105


106106

Mail PreparationMail PreparationWhere to Drop Your Where to Drop Your Business MailBusiness Mail

•Business Mail Entry Unit (BMEU)Business Mail Entry Unit (BMEU) – Locate a BMEULocate a BMEU

www.usps.com/ncsc/locators/find-www.usps.com/ncsc/locators/find-bme.htmlbme.html

**Note: You Note: You MUST NOTMUST NOT give presorted or permit imprint give presorted or permit imprint mail to a letter carrier or deposit in a collection box. mail to a letter carrier or deposit in a collection box.

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Mail PreparationMail PreparationWhat to Take to the Post OfficeWhat to Take to the Post Office

• Signed and dated postage statement(s) Signed and dated postage statement(s) • Supporting documentation Supporting documentation • Check, credit card or cash to cover Check, credit card or cash to cover

additional postageadditional postage• A check for your annual mailing feeA check for your annual mailing fee

*Note: A meter strip may be affixed to postage statement to pay *Note: A meter strip may be affixed to postage statement to pay for the additional postagefor the additional postage

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Mail AcceptanceMail Acceptance

What Happens at the Post What Happens at the Post OfficeOffice

• Eligibility of contentsEligibility of contents

• Markings and endorsements Markings and endorsements

• SortationSortation

• Postage paymentPostage payment

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ChecklistChecklist

• Decide on a class of mailDecide on a class of mail• Create your mailpieceCreate your mailpiece• Obtain an address listObtain an address list• Check the accuracy of your address listCheck the accuracy of your address list• Address your mailAddress your mail• Choose a postage payment methodChoose a postage payment method• Obtain a mailing permitObtain a mailing permit• Pay an annual mailing feePay an annual mailing fee• Pick up suppliesPick up supplies• Sort your mailSort your mail

110110

Quality Mailpiece DesignQuality Mailpiece Design $$aves Dollars and Makes aves Dollars and Makes

$$ense ense

111111

Templates

Notice 3-A

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TemplatesTemplatesMailpiece Design Analyst

Notice 67

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TemplatesTemplates

Notice 3-S

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TemplatesTemplates

Notice 04-A

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NOTICE 04ANOTICE 04A

Latest version – December 2009 Revision Latest version – December 2009 Revision GG

Measures:Measures:

Barcode lengthBarcode length

SkewSkew

PitchPitch

Clear ZonesClear Zones

Bar ParametersBar Parameters

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ResourcesResources

• Mailpiece Design Analysts (MDAs) Mailpiece Design Analysts (MDAs)

• Quick Service Guides (QSG) Quick Service Guides (QSG)

• Postal ExplorerPostal Explorer

• MailProMailPro

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District ResourcesDistrict Resources

• Mailpiece Design AnalystsMailpiece Design Analysts

• Mailing Requirements OfficeMailing Requirements Office

• Business Mail Entry ManagerBusiness Mail Entry Manager

• Mailing Standards SpecialistMailing Standards Specialist

• Supervisor, Business Mail EntrySupervisor, Business Mail Entry

• Business Mail Entry TechniciansBusiness Mail Entry Technicians

118118

Additional ResourcesAdditional Resources

• www.usps.comwww.usps.com• Domestic Mail Manual, Mailing Domestic Mail Manual, Mailing

Standards of the United States Standards of the United States Postal ServicePostal Service®®

• DMM located at DMM located at http://pe.usps.comhttp://pe.usps.com

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Questions?Questions?

1 north dakota napus fall conference louise potocki mailing standards specialist 701-221-6532

Documents

tabs slide

tabs pieces

tabs larger size slide

minimum number of tabs

panels minimum paper

acceptable slide

minimum size

book weight fsm