state mail user’s forum march 25, 2010 “basic mail design”
TRANSCRIPT
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 [email protected]@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 - [email protected]@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?