How to prepare First-Class Mail with
Contents
1. 926722421 123456789 000018 926002431 123456789 000058 Additional Resources DMM 707 21 User s Guide Chapters 9 and 10 13 Step 6 Printing Your Address Labels Using Proper Type Style Checklist gt In order for your addresses to be Q Verify the data on the label is easily read by OCR s be sure to use printed according to USPS the following guidelines guidelines gt Use simple sans serif type like Verify automation barcodes Arial with uniform thickness are not truncated and have 62 gt No bold italic extended or condensed bars POSTNET or 65 bars Sees Intelligent Barcode gt Point size between 10 12 points gt No kerning or overlapping of characters ot words too close together Formatting Addresses Correctly gt Address block cannot be skewed While formatting your label keep in mind oe than 5 degrees Be careful when the optical character reader OCR scans an attaching labels address from the bottom of the mailpiece to gt Using uppercase characters throughout the top the address block is preferred over initial The Postal Service will deliver the mail or title caps to the address designated on the delivery gt No P address line which is always the line gt Left justify every line in the address immediately above the city state and block ZIP 4 line gt Use two letter state abbreviations gt Use one space between the city and state two2. How do remove duplicates from my list When you run duplicate check and select Mark records for deletion MAILERS 4 will only flag the duplicate records In order to permanently remove them 1 Click the Browse button to verify the marked 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 yout list Make sure you print the CASS form before packing or you will need to run Address Check again Running Pack invalidates the CASS form Step 4 Presorting For Postal Discounts Checklist Q Measure and weigh your mailpiece and enter in the correct data in the Presort Wizard LJ Select the appropriate presort categories to sort to Sortation Categories You can receive a larger discount on postage if you share the work of processing the mail When you do some of the preparation and sortation it saves the Postal Service time and money and they pass the savings on to you To receive automation rates addresses must be CASS processed have a ZIP 4 Code and labels must be barcoded To receive non automation rates addresses must have a valid 5 digit ZIP Code and presorted packages must be rubberbanded Miscellaneous pieces are known as residuals when the addresses have an invalid ZIP Code no ZIP at all or have international addresses P
3. Sequence All Pages and click Next gt gt Additional Resources Pub 28 Postal Addressing Standards Notice 67 Automation Letters Template DMM 602 708 QSG 708 Users Guide Chapter 10 5 DIGIT 12345 3 DIGIT 123 MXD ADC 123 ALL FOR ADC 123 5 Select the following Presort Options The mailings from the Job List you wish to mail print the Endorsement Line on all pieces and a Header Label between tray changes Select Next gt gt Presort Options Fom Template Sequence Presort Options Print To Job List FCM Automation Letters Cards None Qualified FCM Nonautomation Let None Marker Pause Blank Label Header Label Oo Residual Mailing Endorsement Line On First Label of Package On Last Label of Package On All Labels 6 Select a compatible printer driver from the listing 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 7 Click Preview to verify your labels will print as expected and click Print to start printing labels 15 Step 8 Putting Labels on the Mailpiece Checklist Q Peel labels in order from left to right top to bottom LI Keep labels and mailpieces in the same order as the Qualification Report Return Address The return address must be above the OCR read area and should be printed in a type size smaller than the type size
4. be a success Using First Class Mail for direct mail delivery is the most effective efficient way to communicate with your customers and prospects As you gain experience preparing mailings you ll see how easy it can be Sources of Postal Information Business Mail Entry Unit BMEU 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 DISE 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
5. choose Next gt gt 6 Complete the Postage Statement Information including the permit holder and payment type Click Next gt gt Take 20 assembled mailpieces including labels inserts and rubberbands and flatten them by hand and release Measure the height of the stack to the nearest 1 8 inch and enter this amount as the thickness Weigh the same 20 pieces to the nearest 0 0001 pound or 0 1 ounce and enter this amount as the weight Enter in the height and width of the piece MAILERS 4 will do the calculations per piece and enter this information on the postage statement Permit Holder Prepared For Mailing Agent Name Ray Melissa Company Melissa Data Corp Address 22382 Avenida Empresa City RSM State CA ZIP 92688 Phone 949 586 5200 Email pay melissadata com Permit 123456789 Additional Information Payment Seq MailDate 4 2010 Meter O Imprint Agency Code Receipt C Save as default Customer CAPS CTAS ies 7 The Suggested Mailings listing will show you what Presort levels your list may qualify for and what levels it will attempt to sort to in descending order from the lowest rate Now click Go to begin presorting Suggested Mailings V FCM Nonautomation Letters Cards Residual Mailing Presort has suggested these mailings for you Press the Go button to begin presorting Comore Additional Resources QSG 230b 230c 601 Use
6. come in 1 foot and 2 foot lengths Look at the Qualification Report in the Tray Size column to determine which to use When placing pieces or packages into trays make sure the addresses face the front of the tray 92672 92672 92672 92672 92673 92673 926 926 C92672 gt SAN CLEMENTE CA FCM LTR 5D BC RSM CA 92688 123456789 9267 21 123456789 000018 224 17 Third Prepare Non Automation Sorts Report USPS Qualification Report must be rubberbanded according to the Entry RSM CA 92688 Pe as Sort First Class Mail DMM 235 5 eroupings Package Destination on the File SanClemDPV2008 dbf i MAILERS 4 Build 1800 Qualification Report and then placed in their Tray Tray Tray corresponding Size Lvl MXD SANTA ANA CA 926 trays FCM LTR MACH WKG DG RSM CA 92688 123456789 DG 3 3 3DG 3DG 3DG 3DG MAAD 926002601 123456789 000078 In this example each 3 DG package gets SS placed into its respective tray The remaining SY packages get placed into a final mixed tray Next assemble the package based non automation mailing Now the endorsement line reflects packages not trays These non barcoded pieces How do rubberband packages If your package is 1 6 thick place the first rubberband lengthwise and the second rubberband around the trays for transport height Strapping is n
7. established or controlled by the USPS Melissa Data receives weekly NCOALink updates DSF2 processing is performed by a nonexclusive 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 MP4FCG Revision Number 110125 084 Last Update January 25 2011 Welcome to Direct Mail Marketing with MAILERS 4 This manual provides you with a checklist of the steps necessary to process a mailing First Class Mail Consists of for the automation and non automation three subclasses First Class Mail discounts possible using MAILERS 4 It includes a list of important elements required to get you started as a gt P
8. size shape and weight Making Your Mailpiece Automation Compatible Making your mailpiece automation compatible is important Automated equipment can process mail quickly and more efficiently than manual operations can allowing the Postal Service to set lower rates for these pieces and increase delivery time Your automation compatible mailpiece should Y Meet size and weight standards The aspect ratio length divided by height is between 1 3 and 2 5 to 1 Be made of good quality white or light colored paper Contain no sharp items including staples Contain no bulky items larger than 1 4 thick Be sealed securely with wafer tabs if applicable Be readable by automation equipment XY SN XN NSN iN How to Measure Your Mailpiece The length is the edge that runs parallel to the lines of the delivery address The height is the perpendicular edge Self Mailers and Booklets Mailpieces that are designed to be mailed without envelopes are called self mailers ot booklets For these pieces to claim letter automation rates their open edges need to be fastened together This prevents an open edge from jamming the high speed processing equipment One of the easiest ways to keep the edges together is to use tabs or wafer seals but you can also use tape or glue Remember staples are not permitted The placement of the tabs depends on the weight thickness of the paper Spine For deta
9. spaces between the state and ZIP 4 code TTT os Phd Pall RICHARD SCHECHNER SCHECHNER ENGINEERING CORPO STE 360 77 MASSACHUSETTS AVE CAMBRIDGE MA 02139 43010 What are the Elements of an Address Label City State Zip 4 Delivery Address hhonbblbabahbhbablhbhalhhahanalhhah lh REREARAEERERERE DIGIT 021 3986 RICHARD SCHECHNER Suite Apartment Company 77 MASSACHUSETTS AVE STE 36 CAMBRIDGE MA 02139 4301 Name Attention Optional Endorsement Line Intelligent Barcode POSTNET Barcode oeooogog0 80 6 14 Do I need an Optional Endorsement Line An Optional Endorsement Line can save you time and money Instead of applying 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 i e Avery 5161 Select Next gt gt 3 Atthe Template tab create a new template Place the appropriate fields for yout label design by double clicking the Field Names Save your template and click Next gt gt Edit Template Template Name Field Names ADDRESS SCE ENDORSEMENT ADDRESS ERROR FIRST NAME LAST NAME ADDRESS SUITE CITY STATE ZIP gt Template Layout COMPANY DELIVERY POINT NIIP FRROR 4 Select the following Sequence commands Presort Order Normal
10. 00 j u 500 1000 217 1500 2000 2217 2241 2242 Pieces 2563 age ge Statement are required by the USPS and must ac com cd post office pany your mailing to the and Priority Mail for either First ress and Name and Address of Individual or Organization for Which Mailing S Prepared If other than permit holder box at left if prit prices are populated in this section Total Postage ers o amp Type of Contain Sacks Mailing Date Total Postage 5 6 20 10 Weight of a Single Piece Letters LD Flats SAN CLEMENT Permit Imprint 3 4 ft Letter Trays 798 100 Oo Automation Flats oO Parcels Type of Precanceled Stamps 2 ft Letter Trays Postage K Metered 0 093 8 EMM Letter Trays 266 546 For Mail Enclosed Within Another Class Oo Periodicals Media Mail 0 Parcel Post Flat Trays Oo Standard Mail O Bound Printed Matter o Library Mail 160 719 For Automation Price Pieces Enter Date of Address Move Update Method Oo Ancillary Service Endorsement 0 FASTforward o OneCode ACS Pallets Total Postage Matching and Coding p Address Format Other eet O NCOALink gacs o Alternative Method 1 Multiple g nra Alternat
11. 3601 A Data Entry Using MAILERS 4 1 2 Click Database gt Create Select the preset Quick Common Fields and click OK to create an empty data structure Save the empty database in an appropriate location Select the Format Fields button Click AutoFormat and then OK to format the fields in your new database Click Tools gt Data Entry gt Design View A data entry template will appear Select File gt Save View to save and close the template Click Database gt Append Enter the names and addresses of your mailing list and click Save after each record What if don t have a database or sales leads If you do not have your own mailing list finding the right leads may take some effort if you do it on your own At Melissa Data our Sales Leads specialists are eager to help you compile a list that best meets your needs Melissa Data offers Occupant Business and Residential Mailing Lists as well as targeted Specialty Sales Leads For more details call 800 635 4772 or visit www MelissaData com Lists Step 2 Designing Your Mailpiece Checklist L Verify your mailpiece qualifies for automation compatibility L Measure your mailpiece to determine if it qualifies for letter or flat rates The size of your mailpiece will determine the rates available to you The major processing categories of Standard Mail A include letters or cards and flats All the pieces in your mailing must be the same
12. 6 months before the mailing date a queens MAILERS 4 Address Check does this se ae sn sean process for you a The USPS requires that 100 of yout Tm ae 2 Date Signed Rancho Santa Margarita CA 92688 2112 automated mailing be CASS certified 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 National Change of Address NCOA is a move update service that lets you update your database with the most current forwarding information for individuals 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 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 those people Dep
13. How to prepare with MAILERS How to Prepare First Class Mail using MAILERS 4 Table of Contents Welcome to Direct Mail Marketing with MAILERS 44 ssscssssseesseeseeseees 1 Step 1 What You Need to Get Started cccccessececeneecesseeensescnneeeenseeenneesens 2 Obtain a First Class Mail Permit Determine Payment Type Database Files Step 2 Designing Your Mailpiece ccccssecsesseeesseecenseeesseeeeneesensesenseesees 4 Making Your Mailpiece Automation Compatible How to Measure Your Mailpiece Step 3 Cleaning Your List Before You Mail ccccssesseeeeeenseesseenneeesees 6 Maintaining Accurate Addresses Step 4 Presorting For Postal Discounts ccsssceseeeeeeeseeeeneeeeesenenseesees 9 Sortation Categories Step 5 Forms You ll Need to Take to the Post OffiCe c ccsseseeseeeeees 11 Postal Forms and Reports Step 6 Printing Your Address Labels cccccecsesseeceeseeseenseeeenseeneeenees 13 Formatting Addresses Correctly Step 7 Printing Required Tray Tags for Containers cccsseessseeeeeeeees 15 Tray Tag Information Step 8 Putting Labels on the Mailpiece ccccssseeseeseeceenseeeenneeneeenees 16 Mailpiece Clear Zones Address Labels Step 9 Assembling Your Mailpieces Into ContainersS c csseeeeeeeees 17 First Label Trays Second Prepare Automation Sorts
14. Third Prepare Non Automation Sorts Fourth Sleeve amp Strap Trays Step 10 Take It All to the Post Office cccceeeeceseneecenseeenseeenneeeensesennenes 19 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 reproduced or transmitted in any form or by any means electronic or mechanical for any purpose without 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 assumes 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 MAILERS 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
15. at target your market Obtain a First Class Mail Permit You must have a valid mailing permit before you can mail at presorted postage rates You ll pay a fee when you apply and when you renew the permit You can get Form 3615 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 3615 Mailing Permit Application and Customer Profile When you apply for your permit you will need to know which postage payment method you want to use Determine Payment Type ale ee Precanceled Stamps If you want your mailing use precanceled stamps Meter Using a postage meter is a convenient way to pay for postage Meters are leased from authorized manufacturers Imprint A permit imprint is a popular way to pay for postage Instead of using stamps or a meter to print postage on each piece you can have permit imprint information called an indicia printed in the upper right corner of the mailpiece PRESORTED FIRST CLASS U S POSTAGE PAID NEW YORK NY PERMIT NO 1 Database Files To process a mailing using MAILERS 4 you will need a database file You can open the file directly into MAILERS 4 or create a new one from scratch Payment Types and Requirements Form 3615 Other Other Yearly fee Fees Forms Stamps X Imprint X X Meter X
16. ation Report and click Print 2 Select Postage Report gt gt highlight the qualified mailings you want to mail and then Print to get the required Postage Statement 3 Click Finish 11 Qualification Reports Automation Report Entry USPS Qualifi ifi i RSM CA 92688 cation Report Sort Fi First Class Mail File San ClemDP e V2008 LERS 4 Build on DMM 235 6 Mai i MEER I Data Co ka ia 1234567890 ate 1 31 2008 Pa resort Version i a k n ped Tra Y Tray Tray Size Lvl 5DG 5DG 5DG 5DG 3DGS 3DGS 92672 9267 Report 92672 2 USPS Qualificati 92 Entry 92673 D aaa S CA 92688 926 First Class Mail r 926 286 File MAILERS 4 E E ROY E EE 500 Build 1800 MAAD Tray 4 Tray Size Tray Lvl 3DG 3DG 3DG 3DG 3DG 7 3DG Totals Rate Sumiary Sasaseete saine TERT Rate Summary Automati on 5 Digi Automati ie o Pioges on 3 Digi Sion eny otal i ARDC a E R cans aes a a Pieces Presorted Rat T re a AADC Mixed Rate e AB ee j TOTAL 0 322 2563 United States Postal Service Postage Statement First Class Mail SanClemDPV2008 dbf Non automation on Report DMM 235 5 Mai i ler Melissa Data Cor p Mai ees 1234567890 ate 1 31 2008 Page 1 of 1 Presort i Presort Version 7 70 00 1 Pieces Runnin 500 To i ta 5
17. ending on your mailing initiative it may not be necessary to mail to them The mailpiece is sent at a higher non automation rate The MAILERS 4 presort will separate the addresses accordingly You can attach a stamp and mail it at First Class single piece rate For more details call 800 635 4772 or visit www MelissaData com NCOA Additional Resources DMM 602 708 3 Pub 28 Postal Addressing Standards QSG 602 User s Guide Chapter 6 7 ListWare Help File Preparing Your List for Servicing Using MAILERS 4 1 Click Services gt Change of Address MAILERS 4 launches the ListWare application Select applicable payment options 3 Format the required fields and start processing your list 4 ListWare will assemble and compress yout list Submit the compressed file to Melissa Data via ListWare or using FTP or E mail 5 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 Identifying Duplicates Using MAILERS 4 1 Click the Duplicate Check button 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 User s Manual
18. es to pay any deficiencies In addition agents may be liable for any deficiencies resulting from matters within their responsibility knowledge oF i i truthful and complete that the mail and the supporting The mailer hereby certifies that all information furnished on this form IS accurate ili lifies for the prices and fees claimed and that the mailing does not contain any urnishes false or misleading information on this form or who omits matter pro information requested on this Policy visit www usps com 1225 365 ight of a Single Piece Are postage figures at left adjusted from mailers entries If yes reason O Yes L S T pound Total Pieces Total Weight 2 3 Dc oa c 5 2 liealreseee Round Stamp Required 7 oN O 2 2 Date Mail Released a P 2 20 Presort Verification Performed Check One Q S 5 T Yes No 93 S o A ea eae ta this mailing has been inspected Date Mailer Notified Contact Q a oO ooo a connate 730 oO 5 a eligibility for postage prices claimed se e c 2 proper preparation and presort where required 2 2 3 proper completion of postage statement By Initials Time AM 0 lt 4 payment of annual fee and PM 5 sufficient funds on deposit if required USPS Employee s Signature Print USPS Employee s Name 000 6217 This form and mailing standards available on Po
19. iled instuctions on using tab ot wafer seals see QSG 201b and DMM 201 314 Letters Although the post office allows letter mail to be a maximum of 11 5 in length to ensure accurate and efficient processing the USPS recommends your letter size mailpiece be less than 10 5 in length Letters 6 1 8 3 1 2 5 a aca y 11 172 Min Max Length 5 11 1 2 Height 3 1 2 6 1 8 Thickness 0 007 0 25 Weight up to 3 5 ounces Some restrictions apply verify with your post office Automation letters must maintain an aspect ratio height width between 1 3 and 2 5 Minimum and Maximum Sizes Use the following chart as a guide when designing your mailpiece Be aware of the differences between letter mail and flat mail and check with the USPS regarding the differences in postage rates For example if you design a newsletter as an 8 5 x 11 piece Additional Resources DMM 101 201 3 QSG 201a 201b 301a Notice 3 A Letter Size Mail Dimensional Standards Template Cards Thickness stiffness and tear strength are the most important machinability characteristics for cards Be sure to use at least a 75 pound card stock with a minimum thickness of 0 007 Flats Min Max Length 11 1 2 15 Height 6 1 8 12 Thickness 0 25 0 75 Weight less than 13 ounces One dimension must exceed at least one of the letter size maximums then you will pay flat rates If you fold
20. ive Ted Select all that apply A aB oe oo Cie iF os o Commercial Base EJ Commercial Plus oO Commercial Plus Cubic Total Postage Add parts Totals 1227 19 0 S a Price at Which Postage Affixed Check one Complete if the mailing includes pieces bearing metered or precanceled stamps M F LO Correct x Lowest LL Neither 608 Po x _ 0 460 gt Postage Affixed 1199 680 27 5 15 Net Postage Due Subtract postage affixed from total postage 1225 365 Additional Postage Payment State reason For postage affixed add additional payment to net postage due a A for permit imprint add additional payment to total postage Total Adjusted postage Affixed Permit Imprint Only Check One Gale 121 First Class Mail T otal Adj uste d P osta ge Per mit im usPS Use PM Report Total Postage in AIC L1 AIC 237 Priority Mail print ature certifies acceptance of liability for and agreement to pay any revenue deficiencies assessed on this mailing subject to appeal if The mailer s sign an agent signs this form the agent certifies that he or she is authorized to sign on behalf of the mailer an that the mailer is bound by the certification and agre
21. n address block in this area Barcode Clear Zone 4 3 4 x 5 8 Not Actual Size Additional Resources DMM 708 4 QSG 201 601 Step 9 Assembling Your Mailpieces Into Containers Checklist LI Insert barcoded tray tags into holders Q Place mailpieces into trays according to the Qualification Report LJ Sleeve appropriate trays First Label Trays Place a tray tag securely in the label holder on each tray Do not tape labels onto trays ot label holders Do not make handwritten changes to preprinted barcoded labels the machines read only the barcode Second Prepare Automation Sorts It is easiest to start assembling the automated pieces first Entry RSM CA 92688 File SanClemDPV2008 dbf MAILERS 4 Build 1800 because i Tray Tray Tray packaging is gizo uyl not allowed 1 2 5DG 2 2 5DG Since the o endorsement 4 2 5DG 7 5 2 3DGS line reflects each 6 1 3DGS tray match up pieces to the Tray Zip and Tray Level categories on the Qualification MAAD Report and place the mailpieces into the tray Pieces in full trays should not be rubberbanded In this example place the groups from 92672 into the tray labeled 92672 Report USPS Qualification Report Sort First Class Mail DMM 235 6 SAN CLEMENTE CA FCM LTR 5D BC RSM CA 92688 123456789 926722421 123456789 000018 224 Back Front Trays usually
22. ostcards gt Letters Cards direct mailer from mailpiece design for gt Flats postal automation compatibility to properly packaging the mailpieces in their containers Rules and taking them to the post office gt Atleast 500 sorted This information can also be found on addressed pieces all the the MAILERS 4 DVD ROM in tutorials same size shape and eight folder You can view a tutorial or print out a pdf file of a publication Other informative sources are the MAILERS 4 Manual How to Prepare a Standard Mailing Using MAILERS 4 publication and the Quick Start Guide Good luck with your direct mail marketing initiative To encourage barcoding automation rates are lower than Presorted rates MAILERS 4 offers you a double benefit it is a powerful program that can process your mailing for the best discounts possible and it is a unique versatile program that can enhance your database for an efficient successful direct marketing campaign Additional Resources DMM 201 3 233 QSG 230 330 Step 1 What You Need to Get Started Checklist Q Obtain a First Class Mail Permit from your local post Office Determine payment type and obtain authorization from the post office Get materials and supplies from the post office including rubber bands trays and sleeves Purchase tie straps Pick up any books or pamphlets including the Quick Service Guide Pub 95 Obtain a mailing list or sales leads th
23. ot If your package is less than 1 thick required for trays only place one rubberband around the going to your local height post office See 3 pA your Business Mail Entry Unit BMEU manager for details Fourth Sleeve amp Strap Trays Sleeve all the trays and strap non local Additional Resources DMM 235 6 233 3 301 3 QSG 230c 230d 18 Step 10 Take It All to the Post Office Checklist Signed CASS Form 3553 Signed Postage Statement Printed Qualification Reports Sleeved and strapped trays Payment ready Deposit mail early in the day Pick up extra supplies Verification amp Acceptance of Mail All presorted mailings are deposited at their designated Business Mail Entry Unit BMEV or drop points with completed accurate po stage statements Business mail acceptance clerks will make sure your mail is properly prepared so that the Postal Service can efficiently process and deliver it They will check your mailing for correct postage payment correct endorsements proper addressing and the contents eligibility for the class of mail indicated They will also check to see whether the mail is properly sorted and barcoded If problems are discovered with the preparation of your mailing you may correct the errors or pay additional postage to compensate the Postal Service for the errors found Remember the BMEU acceptance staff is there to help you They want your mailing to
24. resort For Postal Discounts Using MAILERS 4 1 Click the Presort button 2 Select New Mailing and click Next gt gt Presort Templates Saved Templates a New Mailing NY Select from a template of previous mailings for this presort or select the New Mailing template to create 4 new presort a 3 Fill in Post Office of Mailing information This is where you obtained your bulk permit You should save as Default if this is the primary post office you use for bulk mailings Post Office of mailing Sample Size and Weight Ciy IEEE State CA zip 4 92673 Number of pieces in sample 1 0 0 42 Sample Thickness in inches Sample weight in Ou 15 C Save as default O lbs Mail Class O First Class Piece Dimensions O Periodicals Standard Height of mail piece in inches 45 Mail Piece Type Width of mail piece in inches 3 Postcard Letter Card O Flat Rate Type Aspect Ratio Profit Width Height 20 O Non profit Science of Agr FSM 1000 Destination Discounts My post office of mailing is Mail Processing Type C an SCF C an BMC ASF Nonmachinable Mark your selections for Mail Class Mail Piece Type and Rate Type The information you place in the How do accurately measure my mailpiece Sample Size and Weight screen is very important for accurate tray sortations and weight rates Enter the information as accurately as possible and
25. rs Guide Chapter 9 10 Step 5 Forms You ll Need to Take to the Post Office Checklist Printing Postal Forms Using Q Review the Qualification Report MAILERS 4 and Postage Statement and After running Presort the Mailing make a copy for your records Results Summary screen will show you the Prepare to pay the amount of following postage due on the Postage e The rate levels your mailing Statement qualified for after presorting Sign the Postage Statement The number of pieces and cost at certifying you are in each rate accordance with all USPS rules e Your Total Cost and Savings of the and regulations mailing compared to single piece First Class postage Click Next gt gt Postal Forms and Reports Documentation must be generated by PAVE certified software like MAILERS 4 PAVE Presort Accuracy Validation and Evaluation arene certified by the USPS means MAILERS 4 meets the standard of excellence for presort Mailing FCM Auton ation Letters Cards ne Quand FCM Nonautomation Letters Cards ailing h pepe software Certification at the Gold level is iii hone ni Sameer cane your guarantee that MAILERS 4 surpassed pacas to asa nalian the standard qualification criteria for presorting and accuracy that includes First 1 Print the Qualification Report for Class Standard Mail and Periodicals all of the presorted mailings listed Highlight one mailing at a time ie FCM Automation Letters select Qualific
26. stal Explorer at pe usps com ps Form 3600 R1 March 2010 Page 1 of 8 PSN 7530 07 presort object Build 1567 presort version 9 00 00 K 12 Additional Resources al Resou orm 3600 Postage Sieh User s Guide Chapter 9 11 Step 7 Printing Required Tray Tags tor Containers Checklist LJ Ensure tray tags are printed on correct paper stock color and size LI Verify barcodes are not truncated when torn apart if using pre perforated paper Printing Tray Tags Using MAILERS 4 1 While still on the Presort Reports screen select Tray and Sack 2 Click Print Destination Line Content Line SAN CLEMENTE CA FCM LTR 5D BC RSM CA 92688 123456789 Office of Mailing Wl Tray Tag Information Destination Line shows the city state and ZIP Code 3 or 5 digits of the destination postal facility When required the destination 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 92672 cay cM ae CA 92672 TA a ee eee 92672 cay as CA Boh ae ae e AN On CA ME iB a 92673 ANTA ANA CA mi LTR BC SCHEME A 92688 123456789
27. the newsletter in half as an 8 5 x 5 self mailer you will pay lower letter rates This booklet will describe how to process and mail letter size pieces in more detail Step 3 Cleaning Your List Before You Mail Checklist Verifying Addresses Using MAILERS 4 Q Standardize addresses and MAILERS 4 makes the process of standardizing addresses and adding ZIP 4 Codes simple and easy Perform NCOA processing 1 Click the Address Check button Select Remove costly duplicate appropriate options for this mailing and records click Go Print CASS Form 3553 sign 2 MAILERS 4 verifies your addresses and date it against the USPS National Database and displays the results 3 Select Resolve Addresses and highlight the address you want to resolve add ZIP 4 Codes according to USPS requirements Maintaining Accurate Addresses Cost effective consistent and timely delivery of every mailpiece depends on an accurate address that is complete and CASS Form 3553 correct in all its elements An incomplete or umTeDsTaTES inaccurate address needs additional handling cass summary Report including manual processing sea which can delay delivery and increase cost Address Hygiene The addresses in an automation rate mailing must be matched using a Coding Accuracy Support System CASS certified process e a within
28. used in the delivery address Barcode Clear Zone To ensure that the barcode is readable by barcode sorters the barcode clear zone must be clear of all Place labels in the proper printing markings and colored borders location with less than five degree correct skew on the mailpiece Ensure OCR readability according to USPS guidelines Mailpiece Clear Zones Several places on the address side of a mailpiece are reserved for addressing and related information only Always have your post office check the validity of your mailpiece before applying labels OCR Read Area Extraneous non Address Labels Be sure to use address labels that are at least 3 long to ensure proper fit of the barcode When applying labels to your mailpiece be sure to place the label as straight as possible within the OCR read area so there is less than a five degree skew een 5 DIGIT Recipient Name Delivery Address City State ZIP Code a address printing in the OCR read area can cause the rejection of the mailpiece Be sure to have at least 1 2 all the way around the label You may place non address printing such as company logos advertising and die cuts within the OCR read area only if you position this printing so that the lowest point is above the delivery address line 16 50 of Envelope Length gt Postage Area Return Address Area Read Area Positio
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