state mail user’s forum march 25, 2010 “basic mail design”

State Mail User’s State Mail User’s ForumForumMarch 25, 2010March 25, 2010

““Basic Mail Design”Basic Mail Design”

AgendaAgenda

Powerpoint PresentationPowerpoint Presentation Question and Answer PeriodQuestion and Answer Period

You have some info to You have some info to send out.send out. Who are the recipients?Who are the recipients?

– State Mail customers.State Mail customers.– Non-State Mail customers.Non-State Mail customers.

How many pieces is the job?How many pieces is the job?– 3 or 4 pieces.3 or 4 pieces.– 200+ pieces.200+ pieces.

Who are the Who are the Recipients?Recipients? State Mail customersState Mail customers

– Send interoffice.Send interoffice.– State Mail customers can be found State Mail customers can be found

on the website under the “Box on the website under the “Box Numbers and Route Schedule” icon.Numbers and Route Schedule” icon.

Non-State Mail customersNon-State Mail customers– SMA Card jobs.SMA Card jobs.– Work Order Jobs.Work Order Jobs.

Interoffice MailInteroffice Mail

Holey Joes – Interoffice envelopes.Holey Joes – Interoffice envelopes. Address – Please address Address – Please address

interoffice mail as carefully as you interoffice mail as carefully as you would a letter for the Post Office.would a letter for the Post Office.

Important Interoffice Mail – Important Interoffice Mail – MailTrac.MailTrac.

MailTrac EnvelopesMailTrac Envelopes

Date

Delivery Name and Box #

Barcode Label

Return Name and Box #

Number of Pieces in Number of Pieces in the job.the job. First Class PresortFirst Class Presort

– Metered – Any number of pieces.Metered – Any number of pieces.– Indicia – 500+ pieces.Indicia – 500+ pieces.

Standard PresortStandard Presort– Indicia – 200+ pieces.Indicia – 200+ pieces.

First Class Full PriceFirst Class Full Price– Metered – Any number of pieces.Metered – Any number of pieces.

What tasks need to be What tasks need to be done?done? Tasks performed by State MailTasks performed by State Mail

– Metering and SortingMetering and Sorting

SMA Card JobsSMA Card Jobs

Seal.Seal.– All flaps up.All flaps up.– All flaps down.All flaps down.

Meter.Meter.– Return Service Requested.Return Service Requested.– Address Service Requested.Address Service Requested.

Sort (OCR).Sort (OCR).– Follow Automation Guidelines.Follow Automation Guidelines.

What tasks need to be What tasks need to be done?done? Tasks performed by State MailTasks performed by State Mail

– Metering and SortingMetering and Sorting– Folding and InsertingFolding and Inserting– AddressingAddressing– Tabbing and LabelingTabbing and Labeling– Package shippingPackage shipping

Work Order JobsWork Order Jobs

(anything more than meter and (anything more than meter and sort)sort)

Setting up a Work Setting up a Work OrderOrder Call 801-323-4305Call 801-323-4305 Email Email statemail@utah.govstatemail@utah.gov Online at Online at

www.purchasing.utah.govwww.purchasing.utah.gov– State Mail IconState Mail Icon– Rate Calculator IconRate Calculator Icon

www.purchasing.utah.gwww.purchasing.utah.govov

Click on State Mail

Work Order GeneratorWork Order Generator

Work Order Generator

Automation Automation CompatibleCompatible Follow Automation Compatible Follow Automation Compatible

guidelines for both SMA Card and guidelines for both SMA Card and Work Order Jobs.Work Order Jobs.

Automation Compatible qualifies Automation Compatible qualifies mail pieces for postage discounts.mail pieces for postage discounts.

Automation Automation Compatible Guidelines.Compatible Guidelines. Endorsement.Endorsement.

– Return Service Requested. (free)Return Service Requested. (free)– Address Service Requested. ($)Address Service Requested. ($)

Address Placement.Address Placement.– Between 5/8” – 2 ¾” from the bottom.Between 5/8” – 2 ¾” from the bottom.– At least ½” from the left and right At least ½” from the left and right

side.side.

(show the USPS template).(show the USPS template).

Automation Automation Compatible Guidelines.Compatible Guidelines. Address Format.Address Format.

– Capitalize everything in the address.Capitalize everything in the address.– Use Arial or Courier 10 – 12 point font.Use Arial or Courier 10 – 12 point font.– Eliminate all punctuation except the Eliminate all punctuation except the

hyphen in the zip code.hyphen in the zip code.– Use two-letter state abbreviations.Use two-letter state abbreviations.– Left justify the address block.Left justify the address block.– Use Black ink on white envelopes.Use Black ink on white envelopes.– Ensure only the address shows through Ensure only the address shows through

the window.the window.

Automation Automation Compatible Guidelines.Compatible Guidelines. Dual Address Format:Dual Address Format:

Jeff MottishawState Mail & Distribution Services250 N 1950 W STE CP O BOX 141106SALT LAKE CITY UT 84114-1106

Correct Layout:P O Box on 2nd to last lineCity State Zip on last lineNo punctuationZip matches P O Box

Jeff MottishawState Mail & Distribution ServicesP O Box 141106250 N. 1950 W. Ste. CSalt Lake City, Utah 84114-1106

Incorrect Layout:P O Box is above 2nd to last lineZip doesn’t match street addressLowercase and has punctuation

Sort (Sort (OOptical ptical CCharacter haracter RReader)eader)

How many pieces don’t How many pieces don’t qualify?qualify?

Total Pieces Full Price Percentage Mail Discount

536,015 27,661 5.70% $2,706.86

322,836 7,620 3.01% $742.16

144,091 12,416 9.48% $1,223.14

16,351 1,812 10.46% $177.57

1,183,499 36,668 3.52% $3,600.13

43,691 3,912 9.10% $378.77

132,271 6,652 5.33% $655.43

306,362 16,549 5.74% $1,668.64

2,685,116 113,290 6.17% $11,152.70

Quick Review of the Quick Review of the new USPS rate new USPS rate changes.changes.

Mail Shape CategoriesMail Shape Categories

PostcardPostcard

LetterLetter

FlatFlat

ParcelParcel

11stst Class Rates by Class Rates by ShapeShape

Postcards - $0.28 from Postcards - $0.28 from $0.24$0.24

Letters - $0.44 from $0.39Letters - $0.44 from $0.39 Flats - $0.88 from $0.63Flats - $0.88 from $0.63 Parcels - $1.22 from $0.63Parcels - $1.22 from $0.63

Shape Matters Shape Matters –– Letters Letters Maximum weight 3.5 ouncesMaximum weight 3.5 ounces

– Pieces that exceed 3.5 ounces or any Pieces that exceed 3.5 ounces or any letter-size dimension are charged as flatsletter-size dimension are charged as flats

Shaping a More Efficient Future

First-Class Mail®

Length

Height

Thickness

Minimum

5 inches

3-1/2 inches

0.007 inch

Maximum

11-1/2 inches

6-1/8 inches

1/4 inch

Nonmachinable letters will be charged 17¢ nonmachinable surcharge.

Shape Matters Shape Matters –– Flats Flats Maximum weight 13 ouncesMaximum weight 13 ounces

– Pieces that exceed any dimension are Pieces that exceed any dimension are charged as parcelscharged as parcels

Shaping a More Efficient Future

First-Class Mail®

Length

Height

Thickness

Minimum*

11-1/2 inches

6-1/8 inches

1/4 inch

Maximum

15 inches

12 inches

3/4 inch

*Flats exceed at least one of these dimensions.

Flats with the following characteristics are also subject to parcel prices:

Not flexible Not rectangular Not uniform in thickness

Other mail piece Other mail piece design options.design options. Shape matters –Shape matters –

– Parcel to a flat to a letter to a Parcel to a flat to a letter to a postcard.postcard.

– (Shape based demonstration)(Shape based demonstration)– Using 6” X 9” envelopes.Using 6” X 9” envelopes.

Mail Design Mail Design Consultation Consultation

Andy WrightAndy Wright– Email - Email - awright@utah.govawright@utah.gov– Phone # 801.323.4305Phone # 801.323.4305– 250 N 1950 W Ste C Salt Lake City, 250 N 1950 W Ste C Salt Lake City,

UTUT

Questions?Questions?