How to prepare Periodicals with
Contents
1. 926733421 123456789 000048 Office of Mailing 926723421 123456789 000018 6 SANTA ANA CA 926 PER LTRS BC SCHEME RSM CA 92688 123456789 RSM CA 92688 123456789 926003431 123456789 000058 926003431 123456789 000068 Additional Resources DMM 707 21 MAILERS 4 User s Guide Chapter 9 11 Step 7 Printing Your Address Labels Checklist LI Verify that the data on the label is printed according to USPS guidelines Q Verify that the automation barcodes are not truncated and that they have 62 bars Formatting Addresses Correctly While formatting your label keep in mind the optical character reader OCR scans an address from the bottom of the mailpiece to the top The Postal Service will deliver the mail to the address designated on the delivery address line which is always the line immedi ately above the city state and ZIP 4 line TTT Woe ed OT TY GTI RICHARD SCHECHNER SCHECHNER ENGINEERING CORP STE 360 77 MASSACHUSETTS AVE CAMBRIDGE MA 02139 43010 bhnbbllobhobbhbanbllobhulblolinlhhhilh amp PRE AISIAR EAE OT C T 021 3906 RICHARD SCHECHNER 77 MASSACHUSETTS AVE STE 36 CAMBRIDGE MA 02139 4301 12 Using Proper Type Style In order for your addresses to be easily read by OCR be sure to use2. Seq Mail Date 5 7 2010 Meter O Imprint Agency Code 7 Receipt C Save as default Customer CAPS CTAS 6 Complete the Postage Statement Information payment type does not apply to Periodicals mailings Click Next gt gt Publication Information Publication Name Publication 201 Date of issue 02 08 2010 Frequency Monthly Edition code key 898 Advertising 10 To qualify mail for In County tates you must format a County FIPS field in your list County Number Subscribers All For Presort to count subscribers ou must format your subscriber None eld field Press F1 for addititional help Post Office of Mailing isa DSCF C Post Office of Mailingisa DADC Select News if your periodical Mail Info News is issued weekly or more Barcoded Mail frequently Additional Information In the Publication Information box enter the descriptive information for your Periodicals mailpiece If your mailing will be delivered within the county where it is mailed check Use In County to use the 5 digit County Code in your FIPS field make sure there is a formatted FIPS field in your list To add subscriber data to your presort choose the options that apply to you you will need to format and populate a subscriber field If your periodical has a weekly or greater publication frequency check News To advance to the Mailing Summary screen click on the Next gt gt button
3. issue The publication must consist of printed sheets The publication s advertising must not exceed 75 of its content Good luck with your Periodicals mailing If you need further assistance please call our customer service or technical support staff at 1 800 MELISSA 800 635 4772 Additional Resources DMM 707 1 amp QSG 707a Step 1 Apply For Periodicals Mailing Privileges Checklist LJ Get a Periodicals mail permit from your local Post Office Q Obtain authorization from the Post Office to set up an advance deposit account Be prepared to pay an Address Correction Service fee for each notice issued ACS is mandatory for all Periodicals publications Pick up materials and supplies from the Post Office including rubber bands trays and sleeves Purchase tie straps Get relevant books and pamphlets i e QSG Pub 95 Obtain a Periodicals Mail Permit You must have a valid mailing permit be fore you can mail at Periodicals rates You ll pay a fee when you apply and when you renew the permit You can get Form 3501 3501 A 3502 or 3511 from any Business Mail Entry Unit BMEU or Postal Business Center PBC but you must turn it in at the Post Office to which you will bring your mailings How to Apply complete and turn in the application Form 3501 General 3501 A News Agents or Foreign 3502 In stitutions amp Societies or 3511 Requester Additional Resources D
4. Postage Statement 10 0 183 Postage Add lines A1 and A2 Total Postage Total Postage Total Postage ego nes B11 and B76 Step 6 Printing Required Tray Tags tor Containers Checklist Printing Tray Tags Using MAILERS 4 LJ Ensure tray tags are printed on correct paper stock color and size During the presorting process MAILERS 4 generates the required tray tags Q Verify barcodes are not truncated when torn apart if using pre perforated paper 1 From the Presort Reports screen select Tray and Sack 2 Click Print 3 MAILERS 4 sends the tags to your Tray Tag Intormation printer Destination Line shows the city state and ZIP Code 3 or 5 digits of the destina tion postal facility When required the des tination facility prefix for example ADC is used Content Line shows the mail class processing category and other information required Office of Mailing shows the origin or entry Post Office SAN CLEMENTE CA 92672 san CLEMENTE CA 92672 PERL PERL RSM CA Ue Se RSM CA Me eee 926723421 123456789 000028 Destination Line SAN CLEMENTE CA 92672 j PER LTRS 5D BC Content Line RECA Bi 2468700 2672 SAN CLEMENTE CA oe RSM CA 92688 123456789
5. by double clicking the Field Names Save your template and click Next gt gt Template Name Test IBC Field Names Template Layout ADDRESS a paren Barcode RHENDORSEMENT gt FIRST NAME LAST NAME ADDRESS CITY STATE ZIP PLUS 4 CITY CNTR NUMBER COMPANY M Commands Bold On a Bold Off Italic On a Italic Off Underline On v Text Font Regular Arial Black Color Size 10 New Line Save Cancel Font 4 Select the following Sequence commands Presort Order Normal Sequence All Pages and click Next gt gt Additional Resources Pub 25 Pub 221 amp Notice 67 DMM 602 amp 708 4 5 DIGIT 12345 3 DIGIT 123 MXD ADC 123 ALL FOR ADC 123 Select the following Presort Options The mailings from the Job List you wish to mail to print the Endorsement Line on all pieces and to add a Header Label between tray changes Click on Next gt gt Job List Separator Label VIPER Automation Letters E 01 None Qualified PER Nonautomation Lett None Residual Mailing Marker C Pause C Blank Label Header Label Endorsement Line On First Label of Package 7 C On Last Label of Package On All Labels e Cancel lt lt Back Next gt gt Select a compatible printer driver from the driver list Selecting Windows Driver is best for small ink jet and laser printers and will use your default printer in Windows Control Panel Select Next gt gt Click Preview to
6. click Print Mailing Results Mailing Containers Packages Pieces Amount Enhanced CRAT WS HD LOT Letters 39 1888 336 064 PER Automation Letters 717 None Qualified PER Nonautomation Letters Residual Mailing Presort Time 7 765 seconds Total pieces 2608 Total cost 1539 749 Any mailing identified by None Qualified indicates that the mailing did not have enough pieces to create a valid mailing Select Postage Report gt gt highlicht the qualified mailings that you want to mail and select Print to get the required Postage Statement Bundle Report Report Periodical Outside County Container Report Entry RSM CA 92688 Sort File Periodicals SanClemDPV2008 dbf Publication Name Mailing Monthly MAILERS 4 Build 1764 Qualification Cntr fi i Report USPS qualification eet CA 92688 7 24 4 Entry gicals DMM 7 Running gort Periodi y2008 dbf Total File aanl a mailing Mont 071206 Rates A AB Mp publication NAG 1764 ZAP 5B 3B 500 MATLERS 4 BU ay GrouP zone Copies moe E 13 Tray Trey ZIP oa 500 TA 1661 Trey size D o2672 18S 500 oo 2161 5pG 926712 92672 1862 375 286 2217 1 2 SDC 92672 92672 162 286 500 2241 2 2 92612 92673 500 56 2242 3 2 be 92673 926 m 56 24 1 2243 4 2 306s 226 926 a 24 2244 s 9 927 1 2245 A 1 3DGS a117 A 1 2247 A170 1 224 7 2 MERE A189 a 1 2249 A200 3 2 1 22
7. the following guidelines gt Use simple sans serif type such as Arial with uniform thickness gt No bold italic extended or condensed type styles gt Point size between 10 12 points gt No kerning or overlapping of characters or words too close together gt Address block cannot be skewed more than five degrees Be careful when attaching labels gt Uppercase characters throughout the address block are preferred over upper lower case characters gt No punctuation marks gt Left justify every line in the address block gt Use two letter state abbreviations gt Use one space between the city and state two spaces between the state and ZIP 4 code What are the Elements of an Address Label City State ZIP 4 Delivery Address Suite Apartment Company Name Attention Optional Endorsement Line Intellgent Mail Barcode or POSTNET Barcode 0000000 Do need an Optional Endorsement Line An Optional Endorsement Line can save you time and money Instead of ap plying stickers MAILERS 4 will print the endorsement information on the label to make packaging easier Printing Address Labels Using MAILERS 4 1 Click the Print Address Labels button 2 Select the appropriate label description from the list by highlighting it e Avery 5161 Select Next gt gt 3 At the Template tab create a new template Place the appropriate fields for yout label design
8. 50 A208 8 1 1 2251 A233 8 1 1 2252 A283 3 1 1 2254 A294 8 1 2 2256 A330 a 1 2 2257 a400 8 2 1 2258 A442 8 2 1 2263 a460 4 1 5 2264 A530 4 1 1 2265 A580 A 5 1 2266 A590 4 1 1 2261 A630 7 1 1 2268 A720 6 1 1 2270 5 i A 2274 5 2 6 5 4 2 Log 2 3 Report pe Entry Sort File Publica tion N MAILERS oa 4 Mailer DMM 707 24 Presort Version 7 70 00 I Container Report Mailer Hag Monthly riodical RSM 7 ut CA 92688 side County Bundle Report Periodicals DMM 707 SanClemDPV200 sag 8 dbf Mai Build 1764 Melissa Da A ta Corp Mail ID 1234567890 Date 2 7 2008 Page 1 of 1 Publicati Bundl Pre ation No 600 Melissa Data Corp ou Rates Copies Sort Version Mail ID 1234567890 Bundle Date 2 7 2008 7 70 00 1 Page 1 of 1 Publication No 600 Check box at left if prices are populated in this section Total Price Postage 0 141 tomat ne A tomation gasic B automation ADC AB automation TOTAL ar REPOS p postage P county outside Container summary gaigit Scheme 3digit SCF ADC oMx MADC Note The CASS Form Qualification oe Report Bundle i Report Container Report and Postage Statement are required by the USPS and must accompany your mailing to the Post Office age 3 of 8 PSN 7530 07 000 6223
9. 9 926723421 123456789 000018 Front Place a tray tag securely in the label holder on each tray Do not tape labels onto trays or label holders Do not make handwritten changes to preprinted bar coded labels the machines read only the barcode How do rubberband packages If your package is 1 6 thick place the first rubberband lengthwise and the second rubberband around the height If your package is less than 1 thick only place one rubberband around the 16 Fourth Sleeve amp Strap Trays Sleeve all the trays and strap non local trays for transpott Strapping is not required for trays going to your local Post Office See your Business Mail Entry Unit BMEU manager for details Additional Resources DMM 245 7 and 707 22 QSG 707d 707e 707f amp 707g Step 10 Take It All to the Post Office Sources of Postal Information Business Mail Entry Unit BMEU Checklist Signed CASS Form 3553 Signed Postage Statement Printed Qualification Bundle and Container Reports Sleeved and strapped trays Verification amp Acceptance of Mail All presorted mailings are deposited at their designated Business Mail Entry Unit BMEU or drop points with completed ac curate postage statements Business mail acceptance clerks will make sure your mail is properly prepared so that the Postal Service can efficiently process and deliver i
10. Additional Resources DMM 707 1 Notice 123 QSG 707a Postal Guidelines Mail Preparation MAILERS 4 Users Guide Chapter 9 Presort Suggested Mailings Suggested Mailings WRajEnhanced CART WS HD LOT Letters M PER Automation Letters Cards M PER Nonautomation Letters Cards Residual Mailing Presort has suggested these mailings for you tess the Go button to begin presorting Checklist Q Review the Qualification Report amp Postage Statement and make a copy for your records LI Sign the Postage Statement certifying that you are in accordance with all USPS rules amp regulations Postal Forms and Reports Documentation must be generated by PAVE Certified software like MAILERS 4 Printing Postal Forms Using MAILERS 4 After running Presort the Mailing Results Summary screen will show you the follow ing e The rate levels your mailing qualified for after presorting e The number of pieces and cost at each rate 8 The Suggested Mailings window indicates which Periodicals presort levels your list might qualify for and the levels it will attempt to sort to To begin the Presort process click on the Go button Your Total Cost and Savings of the mailing compared to single piece First Class postage Click Next gt gt to advance to the Reports screen Print the Qualification Report for all of the presorted mailings listed Highlight one mailing at a time select Qualification Report and
11. CASS Form 3553 UNITED STATES POSTAL SERVICEs CASS Summary Report a ZIP 4 File 01 15 2008 Z4Chang d eLOT 01 15 2008 e CRIS From To 01 29 2008 07 27 2008 From To 01 29 2008 01 28 2009 From To 01 29 2008 04 28 2008 From To 01 29 2008 04 28 2008 resa rgarita CA 92688 2112 0 Verifying Addresses Using MAILERS 4 MAILERS 4 makes the process of stan dardizing addresses and adding ZIP 4 codes simple and easy 1 Select List gt Address Check gt Options Select appropriate options for this mailing and click Go 2 MAILERS 4 verifies your addresses against the USPS National Database and displays the results 3 Select Resolve Addresses and highlight the address you want to resolve 4 Click Resolve Here you can edit the address and search the database for possible matches 5 Find and highlight the listing that matches the Range Directional and Street Name for your record 6 Click Replace to resolve the error replace the address data in your list and add the ZIP 4 Code 7 When you are finished resolving addresses click on Close 8 Click CASS Form 3553 and complete the on screen information 9 Select CASS Print and your CASS Form 3553 is ready for you to take to the Post Office Address Change and Correction Services NCOA is a m
12. ENTE CA 92672 7 2 MAAD 901 A117 RSM CA 92688 123456789 Al 7 0 A 39 rubberbanded In the above example place the pieces from ZIP Code 92672 into the three trays labeled 92672 926723421 123456789 000018 Second Prepare Non Automation Sorts Report USPS Qualification Report Entry RSM CA 92688 In this example each 5 DG package Sort Periodicals DMM 707 22 gets placed into its respective tray File SanClemDPV2008 dbf Publication Name Mailing Monthly Next assemble the package based non MAILERS 4 Build 1764 ZAP ZC 20071206 1 i automation mailing Now the endorse Tray Tray Tray Tray Pkg ment line reflects packages not trays Size Lvl ZIP Dest Copies P These non barcoded pieces must be 5DG 92624 92624 rubberbanded according to the group 5DG 92629 92629 a 5DG 92651 92651 ings Package Destination on the oper erie n Qualification Report and then placed in 92672 their corresponding trays 92672 92012 CAPO BEACH CA 92624 92672 PER LTRS 5D NON BC RSM CA 92688 123456789 926243507 123456789 000018 15 Third Label Trays Checklist LI Insert barcoded tray tags into holders Q Place mailpieces into trays according to the Qualification Report LJ Sleeve appropriate trays SAN CLEMENTE CA 92672 PER LTRS 5D BC RSM CA 92688 12345678
13. How to prepare with MAILERS How to Prepare Periodicals using MAILERS 4 Table of Contents Welcome to Periodicals Mailing with MAILERS 4 csscscsssessesseneeeseeeeseeeeeeeees Step 1 Apply For Periodicals Mailing Privileges cscccssesssseesesseeeeeeseeeees Obtain a Periodicals Mail Permit Payment Requirement Database Files Step 2 Designing Your Mailpiece cccsssccssseceeseeeeseeenseeeeseeeenseeeseeeneeseeeees Making Your Mailpiece Automation Compatible Order Your Mailing Supplies Online ccccessceesseceeseeeeseeenseeeeseesenseeenssseesesennees Tie straps tray and sack tags labels and more Step 3 Cleaning Your List Before You Mail ccccccssseeessesseeseeeeseeeseenseeeseeenees Maintaining Accurate Addresses Step 4 Presorting For Periodicals DiISCOUNKHS cccssssseeseeseeeeneeseeeeeeeeeseesees Sortation Categories Step 5 Forms You ll Need to Take to the Post OffiCe ccseseecenseeeneeeennees Postal Forms and Reports Step 6 Printing Required Tray Tags for Containers cccccseseeseeseeeseeeeseeeeeeeees Tray Tag Information Step 7 Printing Your Address Labels ccccssssscsssseeeeeseeeeeseeeeeneeeeeaeeennseenens Formatting Addresses Correctly Using Proper Type Style Step 8 Putting Labels on the Mailpiece cccsceceeeeeeeceeseeeeeneeseenee
14. MM 707 5 and 707 16 2 Payment Requirement Advance Deposit Account An advance deposit account is required for Periodicals postage payments This account must be at the original or additional entry Post Office with the exception of CPP or P950 An ID entry must also be printed on the first 5 pages or last 3 pages of your publication Permit imprints meter stamps postage stamps or precanceled stamps may not be used as postage for periodicals Database Files To process a mailing using MAILERS 4 you will need a database file You can open your file in MAILERS 4 or create a new one from scratch Data Entry Using MAILERS 4 1 Click Database gt Create 2 Select the preset Quick Common Fields and click OK to create an empty data structure Click Yes to save the empty database in an appropriate location 3 Select File gt Format Fields button Click AutoFormat and then OK to format the fields in your new database 4 Click Tools gt Data Entry gt Design View A data entry template will appear Save and close the template 5 Click Database gt Append Enter the names and addresses of your mailing list and click Save after each record Step 2 Designing Your Mailpiece Checklist Making Your Mailpiece Automation O Verify that your mailing qualifies Compatible for automation processing It is important to make your mailing L Measure and weigh your automation compatible as it will allow you to mailpiece to
15. RS 4 Presort Object ZIP USA Melissa Data and the Melissa Data logo Melissa Data is a nonexclusive NCOALink Interface Distributor and Full Service Provider Licensee of the USPS The prices for NCOALink processing are not established or controlled by the USPS Melissa Data receives weekly NCOALink updates DSF2 processing is performed by a nonexclu sive licensee of the United States Postal Service The following trademarks are owned by the United States Postal Service ACS CASS CASS Certified DMM DPV DSF eLOT First Class First Class Mail Intelligent Mail IM barcode LACS NCOA PAVE PLANET Code Post Office POSTNET Standard Mail Suite United States Postal Service USPS ZIP ZIP Code and ZIP 4 To view PAVE Gold Presort categories MelissaData com pave Melissa Data is a nonexclusive NCOA Licensee of Canada Post and SERP Certified The following trademark is owned by Canada Post Corporation NCOA MELISSA DATA CORPORATION 22382 Avenida Empresa Rancho Santa Margarita CA 92688 Phone 800 MELISSA 1 800 635 4772 Fax 949 589 5211 E mail info MelissaData com Internet www MelissaData com For the most recent version of this document visit http www melissadata com tech mailers 4 htm Document Code MP4PMG Revision Number 110126 060 Last Update January 26 2011 Welcome to Periodicals Mailing with MAILERS 4 If you distribute a newspaper magazine ot other publication and your primary goal i
16. d records Indicated by the checkbox Go to Database gt Pack and select deleted records It is recommended to make a backup before processing Packing will permanently remove the records from your list Make sure you print the CASS form before packing or you will need to run Address Check again Pack invalidates the CASS form Select Services gt Change of Address and click on a desired payment option Format the required fields MAILERS 4 will assemble and compress your list Submit the compressed file to Melissa Data using FTP or e mail Update your original list with returned data Melissa Data will notify you via e mail or telephone when your file is ready for return Average turnaround is within 24 hours Addtional Resources DMM 602 363 5 708 3 707 13 QSG 201a 301a 602 Pub 28 Postal Addressing Standards Users Guide Chapters 6 7 Step 4 Presorting For Perio dicals Discounts Checklist Using MAILERS 4 To Presort For m Measure and weigh your Periodicals Discounts mailpiece and enter the correct 1 Click the Presort button data in the Presort Wizard 2 Select New Mailing and click LI Select the appropriate Periodicals categories to sort to Sortation Categories You can receive a larger postage discount if you share the mail processing work When you do some of the preparation and sorta tion it saves the Postal Service time and money and they pass the savings
17. determine if it qualify for reduced automation rates qualifies for letter or flat rates Specific Regulations For specific regulations that apply to the The size and weight of your mailpiece will design of your mailpiece see Notice 3 A i l l aon Letter Size Mail Dimensional Standards major processing categories for Periodicals Template DMM 201 3 301 3 amp 701 3 and include letters or cards and flats All the QSG 707f 201a amp 301a and page 14 of ieces in your mailing must be the same size er P y 8 gt Are Periodical Rates For You from the Periodical Rates Information Packet determine the rates available to you The shape and weight Additional Resources DMM 602 363 5 707 708 3 USPS Publication 28 QSG 602 201a 301a MAILERS 4 User s Guide Chapters 6 amp 8 Order Your Mailing Supplies Online Tie straps tray and sack tags labels and more Melissa Data s new online Mailing Supplies page offers a convenient place where you can get materials for your direct mail projects You can access our Mailing Supplies web page directly from the Internet or from inside MAILERS 4 From MAILERS 4 go to the new Internet menu and select Mailing Supplies We now have tie straps tray tags sack tags and labels available for purchase on the Mailing NS Supplies page And there s more to come Mailing Supplies will be continually updated with new products so check back often Just go to ww
18. jection of the mailpiece Be sure to have at least 1 2 all the 80 of Envelope Length gt way around the label Postage Area You may place non ad Return Address Area dress printing such as com Recipient Name Delivery Address City State ZIP Code pany logos advertising and die cuts within the OCR read area only if you posi tion this printing so that the OCR Read Area Position address block in this area lowest point is above the Barcode Clear Zone 4 3 4 x 5 8 delivery address line Not Actual Size 14 Step 9 Assembling Your Mailpieces Into Containers First Prepare Automation Sorts It is easiest to start assembling the automated pieces first because Report USPS Qualification Report Entry RSM CA 92688 Sort Periodicals DMM 707 24 File SanClemDPV2008 dbf Publication Name Mailing Monthly MAILERS 4 Build 1764 ZAP Z2C 20071206 packaging is not allowed Since the endorsement line reflects each tray match up pieces to the Tray Tray Tray Tray Tray Group Size Lvl ZIP Dest H Zip and Tray Level categories 1 2 5DG 92672 92672 i 2 2 5DG 92672 92672 on the Qualification Report and 3 2 50G 92672 92672 7 7 4 2 5DG 92673 92673 place the mailpieces into the tray 5 2 3DGS 926 926 p 6 1 3DGS 926 926 Pieces in full trays should not be 927 SAN CLEM
19. lat Periodical mailings Rate Type Profit C Non profit Classroom C Science of Agriculture Destination Discounts My post office of mailing is E ji Cancel lt lt Back 5 The information you place in the Sample Size and Weight screen is very important for accurate tray sortations and weight rates Post Office of mailing City SS oes State CA ZIP 4 92673 C Save as default Mail Class O First Class Periodicals O Standard Mail Piece Type ostcard Letter Card O Flat Rate Type Sample Size and Weight Number of pieces in sample Sample Thickness in inches Sample weight in S e Piece Dimensions Height of mail piece in inches Width of mail piece in inches Aspect Ratio Profit Non profit Width Height Classroom O Science of Agriculture AFFET FSM 1000 Destination Discounts e FSM 1000 dimen My post office of mailing is di 2 Mail Processing Type n SCH hinable Enter the size and weight of your mailing sample and the dimensions and aspect ratio length divided by height of a mailpiece Check FSM 1000 if your Post Office of mailing has this machine and you need to presort oversize flats To advance to the Periodical Information screen click on Next gt gt Permit Holder Prepared For Mailing Agent Name Company i Nonmachinab Address City State Phone 94 Email Permit 1234 Additional Information Payment
20. on to you To receive automation rates addresses 2 must be CASS verified have a ZIP 4 code and use a barcoded label To receive non automation rates addresses must have a valid 5 digit ZIP Code and all presorted packages must be rubberbanded Next gt gt Saved Templates Select from a template of previous mailings for this presort Or select the New Mailing template to create a new presott Standard Mail Delete Cancel Fill in the Post Office of Mailing information I Azs is where you obtained your Periodicals permit You should Save as Default if this is the only Post Office you use for Periodicals mailings Click Next gt gt Miscellaneous pieces are known as residu 4 Choose the Periodicals Mail Class and als when their addresses are international or have an invalid or missing ZIP Code How do accurately measure my mailpiece 1 Measure the height of a sample stack to the nearest 1 8 inch and enter this amount as the thickness 2 Weigh this stack to the nearest 0 0001 pound or 0 1 ounce and enter this amount as the weight 3 Enter the height and width of a piece mark your selections for Mail Piece Type and Rate Type then click on Next gt gt ogi i bhp ziar ad Mail Class C First Class Periodicals Standard Select the Mail Class Mail Piece Type and Rate Type for your mailing Mail Piece Type Non profit rates apply to Standard and fe Letter Card F
21. ove update service that lets you update your database with the most current forwarding information for indi viduals families and businesses that have moved before you mail Approximately 15 of the people in your database move every year Update your records with NCOA move update service from Melissa Data and catch all the movers in your database MAILERS 4 now offers the option of Smart Mover which uses the Post Office s NCOA technology to do change of ad dress processing from within MAILERS 4 itself For more details call 800 635 4772 Identifying Duplicate Records On the average every list contains 10 duplicate records Run Duplicate Check to mark and or remove these costly duplicates 1 Select List gt Duplicate Check gt Options 2 Select the search criteria that you want MAILERS 4 to use to find the duplicate records and click Go MAILERS 4 will process and compile the duplicate records 3 View the duplicates on screen for editing or Print out the results report for future attention 4 To edit records or mark records for deletion refer to the MAILERS 4 User s Manual Preparing Your List for Servicing Using How do remove duplicates MAILERS 4 from my list When you run duplicate check and I select Mark records for deletion MAILERS 4 will only flag the dupli cate records In order to permanently 3 remove them 1 2 3 Click the Browse button to verify the marke
22. s to transmit information to subscribers or re questers this Periodicals Mailing Guide is for you When Periodicals mail is prepared and sotted according to USPS standards it may be eligible for a reduced rate All Periodicals mailings fall within a regular or preferred rate structure with preferred rates applying to publications that meet Nonprofit Class room Science of Agriculture or In County standards The preparation standards for regular and preferred automation rates are identical They are also identical for regular and preferred nonautomation rates We ve provided a checklist of the mail preparation and sortation steps that are required to process a Periodicals mailing in MAILERS 4 Other sources of information are the MAILERS 4 Usetr s Manual and USPS guides such as the Domestic Mail Manual DMM and Quick Service Guide QSG Periodicals Qualification Types General Publications Institution amp Society Publications State Agriculture Dept Publications Requester Publications Foreign Publications Periodicals Mailing Standards gt The stated frequency of publication must be at least 4 times a year The publication continuity must be maintained by serializing articles or by applying the same style theme format or subject matter to each successive issue The publication s primary purpose must be to share information Each issue s primary distribution must be made before the next
23. seeneeeeees Mailpiece Clear Zones Address Labels Step 9 Assembling Your Mailpieces Into Containelrs cccssseesseseeeeseseeeees First Prepare Automation Sorts Second Prepare Non Automation Sorts Fourth Sleeve amp Strap Trays Third Label Trays Step 10 Take It All to the Post Office cece ceeeeecenseeenseeenseeeeseecensecenseeeaseseanens Verification amp Acceptance of Mail Sources of Postal Information Copyright Information in this document is subject to change without notice Companies names and data used in examples herein are fictitious unless otherwise noted No part of this document may be repro duced or transmitted in any form or by any means electronic or mechanical for any purpose with out the express written permission of Melissa Data Corporation This document and the software it describes are furnished under a license agreement and may be used or copied only in accordance with the terms of the license agreement Copyright 2011 by Melissa Data Corporation All rights reserved Information in this document is subject to change without notice Melissa Data Corporation as sumes no responsibility or liability for any errors omissions or inaccuracies that may appear in this document Trademarks Windows is a registered trademark of Microsoft Corp The following names are registered trademarks of Melissa Data Corporation Address Object AddressPlus ListWare MAILE
24. t They will check your mail ing for correct postage payment correct endorsements proper addressing and the contents eligibility for the class of mail in dicated They will also check to see whether the mail is properly sorted and barcoded If problems are discovered with the prepa ration of your mailing you may correct the errors or pay additional postage to compen sate the Postal Service for the errors found Name of Unit Manager Extension Additional Contact Extension Address Telephone Number Telephone Number Account Balance Information Hours of Operation Postal Business Center PBC Address Telephone Number Hours of Operation MELISSA IBIN WAN 22382 Avenida Empresa Rancho Santa Margarita CA 92688 2112 800 635 4772 Office Hours Mon Fri 8 AM 5 PM PST Tech Support Mon Fri 6 AM 5 PM PST
25. verify your labels will print as expected and click Print to start printing labels QSG 708 MAILERS 4 User s Guide Chapter 10 13 Step 8 Putting Labels on the Mailpiece Checklist Return Address The return address must be above the OCR read area and should be printed in a type size smaller than the type LI Peel labels in order from left to right top to bottom LI Keep labels and mailpieces in the same order as the Qualification Report size used in the delivery address Barcode Clear Zone Yo ensure that the barcode is readable by barcode sorters the Place labels in the proper barcode clear zone must be clear of all print location with less than a five degree correct skew on the Address Labels mailpiece Ensure OCR readability according to USPS guidelines ing markings and colored borders Be sure to use address labels that are at least 3 long to ensure proper fit of the barcode When applying labels to your mail piece be sure to place the label as straight as Mailpiece Clear Zones possible within the OCR read area so there is less than a five degree skew Several places on the address side of a mailpiece are reserved for addressing and prx DIGIT kkkkkkkkkk related information only Always have your Post Office check the validity of your mail piece before applying labels OCR Read Area Extraneous non address printing in the OCR read area can cause the re
26. w MelissaData com software mailing supplies htm We want to be your online mailing resource center Step 3 Cleaning Your List Before You Mail Checklist LY Standardize addresses and add ZIP 4 codes according to USPS requirements Remove costly duplicate records Print CASS Form 3558 sign and date it Perform NCOA processing Maintaining Accurate Addresses Cost effective consistent and timely deliv ery of every mailpiece depends on an accu rate address that is complete and correct in all its elements An incomplete or inaccurate address needs additional handling including manual processing which can delay delivery and increase cost Address Hygiene The addresses in an automation rate mailing must be matched using a CASS Certified process within 6 months before the mailing date MAILERS 4 Address Check does this process for you The USPS requires that 100 of your automated mailing be CASS verified What about addresses that cannot be standardized or do not have a ZIP 4 Code Direct mailers have three choices when addresses cannot be resolved coded 1 Do not mail to any non subscrib ers Depending on your mailing initiative it may not be necessary to mail to them Send your mailpiece at a higher non automation rate The MAIL ERS 4 presort will separate your addresses accordingly 3 You can attach a stamp and mail it at the First Class single piece rate
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