How to prepare Standard Mail with
Contents
1. Step 9 Assembling Your Mailpieces Into Containers Checklist L1 Insert barcoded tray tags into holders _J Place mailpieces into trays according to the Qualification Report Sleeve and strap 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 auto mated pieces first because packaging is not allowed Since the endorsement line reflects each tray match up pieces to the Tray Zip and Tray Level categories on the Qualifi cation Report and place the mailpieces into the tray Pieces in full trays should not be Joe Brown rubberbanded DIGIT 92672 123 Main Street kkkkkkkkkkkkkkkk I San Clemente CA 92672 I SAN CLEMENTE CA 92672 STD LTR 5D BO y i wm l Back Front Trays usually 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 SAN RSD BC CA 789 FAA LTR 926725421 123456789 000018 15 REKEKKEKEKERREREEERG D T 926 Joe Brown2. personal reference Postage Statement Standard Mail Standard Mail Standard Mail United States Postal Service Do Not Round Stamp Postage Statement Standard Mail Formi Holders Name and Address and Telephone Name and Address of Telephone Name and Address of Individual or Email Address If Any g49 586 5200 Malling Agent if other jorganization for Which Malling Is Prepared lan 9 f other than permit holder Ray Melissa 22382 Avenida Empresa aa RSM CA 92688 PETF CAPS Cust Ref No Customer No Customer No Customer No Ear aao Processing Category Malling Date Statement Seq No No amp Type of Contain ca 92673 E eters g cmm 8 2010 pa ONFM Weight of a singie piece Total Piecas z Permit morint C Parcels Macinable 1 Lanor Trays a precancled Stamps T 2m Lotter Trays Postage ted 3025 EWM Letter Trays Flat Trays Pallets other fixed column I Letters Paid as Nonauto Flats 0 0 9 3 8 pounds cRLsters Paitascrres M MlM t Formit For Mail Enclosed Within Another Class JPerodese if Sacked Based On Total Weight Bound rind Mater Cub Mst uesa aa Paral Pont 25 sbs tw 2B3 594 For Automation Pieces Enter Data For Carer Route Pieces Entar Date For Gamier Route Pieces Enter Date of For pieces bearing a simplified address enter date of Address Matching and Coding of Address Ma
3. 123 Main Street Anywhere USA 12345 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 Third Prepare Non Automation Sorts Next assemble the package based non au tomation mailing Now the endorsement line reflects packages not trays These non bar coded pieces must be rubberbanded according to the groupings Package Destination on the Qualification Report and then placed in the corresponding trays SANTA ANA CA STD LTR 3D MACH RSM CA 92688 123456789 926005551 128456789 000018 926 WE G Fourth Sleeve amp Strap Trays Sleeve all the trays and strap non local trays for transport 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 243 5 343 5 443 5 301 3 245 5 QSG 240a 240b 240c Step 10 Taking 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 Busi
4. ENGINEERING CORPO STE 368 77 MASSACHUSETTS AVE What are the Elements of an CAMBRIDGE MA 02139 43010 Address Label City State ZIP 4 Delivery Address ALPE CLL ee EL CLC etree Cree MEST ASARSATES EH DIGIT 021390 RICHARD SCHECHNER 77 MASSACHUSETTS AVE STE 36 CAMBRIDGE MA 02139 4301 Suite Apartment Company Name Attention Optional Endorsement Line Intelligent Mail Barcode POSTNET Barcode eseood 0086 12 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 address 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 At the Template tab create a new template Place the appropriate fields for your label design by double clicking the Field Names Save your template and click Next gt gt Add Template Template Name Basic address Field Names Template Layout New Line lt Barcode gt Participant Code ENDORSEMENT EKG NUMBER NAME PREFIX FIRST NAME LAST NAME S ADDRESS SUITE CITY STATE ZIPHPLUS4 Center Right Justily Text Font NewLine Save _ Cancel __ Font 4 Select the following Sequence comma
5. a database file You can open the file directly into MAILERS 4 or create a new one from scratch You must have a valid mailing permit be fore you can mail at presorted postage rates You ll pay a fee when you apply and when you renew the permit every 12 months Your post office can tell you how much the fee is Data Entry Using MAILERS 4 How to Apply complete and turnin the 4 Click Database gt Create application Form 3615 Mailing Permit Ap 2 Select the preset Quick Common Fields plication and Customer Profile When you and click OK to create an empty data apply for your permit you wil acedite iow structure Save the empty database in an which postage payment method you want to appropriate location si 3 Select the Format Fields button Click AutoFormat and then OK to format the Payment Types and Requirements fields in your new database Form 3615 Other Other 4 Click Tools gt Data Entry gt Design View Yearly fee Fees Forms A data entry template will appear Save Stamps xX and close the template Imprint X 5 Click Database gt Append Enter the Meter x names and addresses of your mailing list and click Save after each record Step 2 Designing Your Mailpiece Checklist I Verify your mailpiece qualifies for automation compatibility 1 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 proce
6. E bono nbs isan oobi 11 Step 7 Printing Your Address Labels Checklist Using Proper Type Style 1 Verify the data on the label is In order for your addresses to be easily printed according to USPS read by OCR s be sure to use the following guidelines guidelines 1 Verify automation barcodes V Use simple sans serif type like Arial are not truncated and have the with uniform thickness correct number of bars Y No bold italic extended or condensed type styles Y Point size between 10 12 points Formatting Addresses Correctly VY No kerning overlapping of characters Format your label keeping in mind the ot words too close together optical character reader OCR scans an ad WY Address block cannot be skewed dress from the bottom of the mailpiece to more than 5 degrees Be careful when the top attaching labels The Postal Service will deliver the mail VY Using uppercase characters throughout to the address designated on the delivery the address block is preferred but address line which is always the line initial or title caps are acceptable immediately above the city state and Y No punctuation ZIP 4 line V Left justify every line in the address block V Use two letter state abbreviations V Use one space between the city and state two spaces between the state and ZIP 4 code UT OTT rE TT OUTIL RICHARD SCHECHNER SCHECHNER
7. How to prepare with MAILERS How to Prepare Standard Mail using MAILERS 4 Table of Contents Welcome to Direct Mail Marketing with MAILERS 4 ccsssccsseecessseeseseeeeeeseeseseeeeees 1 Step 1 What You Need to Get Started ccccsccecsseeeeeeneeeeseeeeeseeeeeeneeseneeeeeeeeeeeseeeseneees 2 Obtain a Bulk Mail Permit Determine Payment Type Database Files Step 2 Designing Your Mailpiece cssccccseceesseeeeeeneeeeeeeeeeseeeeeeeeeeeseaeeeeeeeensnaeeeneees 3 Making Your Mailpiece Automation Compatible Step 3 Cleaning Your List Before YOU Mail cccseceeseeeeeeneeeeeeeeeesneeeeeeeeeesnaeeenenes 5 Maintaining Accurate Addresses Step 4 Presorting For Postal Discounts ccccsscceeeeeeeesseeeeseeeeneneeeesneeeeeseeeesnaeeeneees 8 Step 5 Forms You ll Need to Take to the Post Off iCe c cccesssseceeneeeeeeeeeneees 9 Postal Forms and Reports Automation Qualification Report Postage Statement Non Automation Qualification Report Step 6 Printing the Required Tray Tags for ContainelS sccccssseeeseeeessteeeeeeeeeneee 11 Step 7 Printing Your Address Labels cccscccssseceeeeeeeeseeeeeneeeeeseaeseneeeeseeeesenseeeeneas 12 Formatting Addresses Correctly Using Proper Type Style Step 8 Putting Labels on the Mailpiece ccsseccceeeceesseeeeneeeeeseeeseeseeesseneeenseeeeneas 14 Mailpiece Clear Zones Address Labels Step 9 Assembling
8. LERS 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 MP4STG Revision Number 110126 099 Last Update January 26 2011 Welcome to Direct Mail Marketing with MAILERS 4 Direct Mail enhances all other marketing campaigns Every piece of mail you send r
9. Your Mailpieces Into Containers cccccsseeesetesseeeeeeeenes 15 First Label Trays Second Prepare Automation Sorts Third Prepare Non Automation Sorts Step 10 Taking It All to the Post Office cccesccsseeeeeeeeeeenneeeeeeeeeeseaesenseeeesseesenseeeneas 17 Verification amp Acceptance of Mail Sources of Postal Information Where to Find More Information cccssccscssseccssssecnseesecneseceaessecnaseseaeseeuaesseaansessaees 18 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 MAI
10. all USPS rules and Maling Results Mailing regulations Po St al Fo rms an d Re po rt S Preson Time 5 09 seconds Total pieces 2035 Total cost 796 767 Any mailing identified by None Qualified Documentation must be generated by Pecetoceseavalsmaiy PAVE certified software like MAILERS 4 PAVE certified means e The rate levels your mailing qualified for that MAILERS 4 meets after presorting the USPS standard of excellence for presort software Certification e Your Total Cost and Savings of the at the Gold level TS mailing compared to single piece First your guarantee that MAILERS 4 surpassed Class postage Click Next gt gt the standard qualification criteria for presorting and accuracy that includes Standard Mail First Class and Periodicals e The number of pieces and cost at each rate Print the Qualification Report for all of the presorted mailings listed Highlight one mailing at a time ie STD Automation Letters select Qualification Report and click Print 3 Select Postage Report gt gt highlight the qualified mailings you want to mail and then Print to get the required Postage Statement 4 Click Finish Automation Qualification Report Non Automation Qualification Note The Qualification Report Postage Statement and CASS Report pg 5 is required by the USPS and must accompany your mailing to the post office The Mailing Summary and Presort Parameters reports are for your
11. are printed on correct paper stock color and size 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 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 Destination Line __ Content Line h Office of nee Additional Resources DMM 245 User s Guide Chapter 9 SAN CLEMENTE CA 92672 SAN CLEMENTE CA 92672 STD LTR 5D BC STD LTR 5D BC RSM CA 92688 123456789 RSM CA 92688 123456789 SAN CLEMENTE CA 92672 926725421 129456789 000028 STD LTR 5D BC RSM CA 92688 123456789 372 SAN CLEMENTE CA 92673 I WN w RSM CA 92688 123456789 ape EN il srt nan as seas zaiei ond SANTA ANA CA 926 SANTA ANA CA 926 STD LTR BC SCHEME STD LTR BC SCHEME RSM CA 92688 123456789 RSM CA 92688 123456789
12. ccurate truthful and complete that the mail and the supporting documentation comply with all postal standards and the mailing qualifies for the prices and fees claimed and that the mailing does not contain any matter prohibited by law or postal regulation understand that anyone who fumishes false or misleading information on this form or who omits information requested on this form may be subject to criminal and or civil penalties including fines and imprisonment Privacy Notice For information regarding our Privacy Policy visit www usps com Certification UsPs U Signature of Mailer or Agent Printed Name of Mailer or Agent Signing Form Telephone T Aired column Weight of a Single Piece Are postage figures at let adjusted from Amis maile s entries If yes reason O yen n resort Verification Performed Check One C Yes No eee eta ene elt ieee ay fo ean se ae 2 proper preparati Date Mailer Notified USPS Use Only To be completed in non PostalOne sites SOS jOUO E SOq UOU ul payejdwios aq oL Auo esn sasn Kiina 659 158 telan farda on dpost F required USPS Employee s Signature Print USPS Employee s Name Additional Resources SEC RSOR a ee tN TERI pi tender ana eon Ptel Enbrel mnpaa Form 3600 Postage Statement User s Guide Chapter 9 10 Step 6 Printing the Required Tray Tags for Containers Checklist 1 Ensure tray tags
13. ck with your direct mail market ing initiative If you need further assistance please call on our customer service or technical support staff at 1 800 MELISSA 635 4772 MAILERS 4 offers you a double benefit it is a powerful program that pro cesses your mailing for the best discounts possible and it is a unique program that can enhance your database for an efficient successful direct marketing campaign Additional Resources DMM 201 3 QSG 240a 240b 240c Step 1 What You Need to Get Started Checklist Determine Payment Type 4 Obtain a Bulk Mail Permit from Precanceled Stamps r local post office ili your local p If you want your mailing to look more personalized use precanceled stamps _1 Determine payment type and obtain authorization from the post office Get materials and supplies Meter from the post office including Using a postage meter is a rubber bands trays and convenient way to pay a sleeves for postage Meters are E Purchase tie straps leased from authorized g Pick up any books or Mitaro aoa pamphlets including the Quick Imprint Service Guide http pe usps You can have permit imprint PRSAT STD com information called an indicia U S POSTAGE PAID Obtain a mailing list or sales printed in the upper right corner ee leads that target your market of the mailpiece Obtain a Bulk Mail Permit P rice To process a mailing using MAILERS 4 you will need
14. eck button 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 CASS Form 3553 CASS Summary Report 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 an optional move update service that lets you update your database with the most cut rent 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
15. epresents an opportunity for you to conduct addi tional business with a customer or prospect Direct or advertising mail can be precisely aimed tested and measured It is a very efficient low cost way to enter a market to determine whether there is any interest in your products and services without a big capital investment You ll get the greatest return on your investment mailing at Standard Mail over First Class Mail because of the discounts offered for sharing the workload When you do some of the processing and sorting it saves the Postal Service time and money They pass those savings on to you in the form of postage discounts This manual provides you with a checklist of the steps necessary to process a mail ing for the automation and non automa tion Standard Mail discounts possible using MAILERS 4 It includes a list of important elements required to get you started as a direct mailer from mailpiece design for postal automation compatibility to properly packaging the mailpieces in their containers and taking them to the post office Will my mailing qualify for Standard Mail postage rates Yes if you have Sales or promotional messages Form letters At least 200 sorted addressed pieces or 50 Ibs all the same size shape and weight Mailpieces that weigh less than 16 oz No if you have Y Personal letters Y Bills invoices or statements Y Contracts Y Valuables or currency Good lu
16. etters must maintain an aspect ratio height width between 1 3 and 2 5 Additional Resources DMM 101 201 3 QSG 201a 201b 301a 4 Flats gt 15 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 minimums Notice 3 A Letter Size Mail Dimensional Standards Template Step 3 Cleaning Your List Before You Mail Checklist _1 Standardize addresses and add ZIP 4 Codes according to USPS requirements Perform NCOA processing within 95 days of mailing Remove costly duplicate records Print CASS Form 3553 sign and date it 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 mail ing must be matched using a CASS certified process within 95 days before the mailing date MAILERS 4 Address Check does this process for you The USPS requires that 100 of your automated mailing be CASS processed Verifying Addresses Using MAILERS 4 MAILERS 4 makes the process of stan dardizing addresses and adding ZIP 4 codes simple and easy 1 Click the Address Ch
17. have a ZIP 4 Code Direct mailers have three choices when addresses cannot be resolved coded 1 Do not mail to those people Depending on your mailing initiative it may not be necessary to mail to them 2 Send the mailpiece at a higher non automation rate The MAILERS 4 presort will separate the addresses accordingly 3 You can attach a stamp and mail it at First Class single piece rate Preparing Your List for Servicing Using MAILERS 4 1 Click Services gt Change of Address 2 MAILERS 4 will launch the ListWare application 3 Select applicable payment options 2 Format the required fields and start processing yout list 3 ListWare will assemble and compress your list Send the compressed file to Melissa Data via ListWare or using FTP e mail or regular mail 4 Update your original list with the returned data Melissa Data will notify you via e mail or telephone when your file is ready for return Average turnaround is 24 hours Additional Resources DMM 602 708 3 Pub 28 Postal Addressing Standards QSG 601 User s Guide Chapter 7 Checking Your List for Duplicate Records It is estimated that 10 of every list has duplicate records Run Duplicate Check to mark and or remove costly duplicates Identifying Duplicate Records 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
18. nds Presort Order Normal Sequence All Pages and click Next gt gt Additional Resources Pub 28 Postal Addressing Standards Notice 67 Automation Template DMM 602 708 QSG 708 User s 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 Presott Options Print To Summary Separator Label None O Marker O Pause Blank Label Header Label O On First Label of Package On Last Label of Package OnAllLabele 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 the 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 13 Step 8 Putting Labels on the Mailpiece Checklist 1 Peel labels in order from left to right _1 Keep labels and mailpieces in the same order as the Qualification Report Place labels in the proper location with less than five degree skew on the mailpiece Ensure OCR readability according to USPS guidelines Mailpiece Clear Zones Several places on the address side of a mail
19. ness Mail Entry Unit BMEV 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 it They will check your mailing for correct postage payment correct endorse ments 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 prepa ration of your mailing you may correct the errors or pay additional postage to compen sate the Postal Service for the errors found Remember the BMEU acceptance staff is there to help you They want your mail ing to be a success Using Standard Mail for direct mail advertising is an effective way to reach clients potential customers members friends and other businesses 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 DAN 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 Where to Find More Information Throughout this guide you may wan
20. own as residuals when the addresses have an invalid ZIP Code no ZIP at all or have international addresses How do I accurately measure my mailpiece Take 10 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 10 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 Presort For Postal Discounts Using MAILERS 4 1 Click the Presort button 2 Select New Mailing and click Next gt gt Post Office of mailing Ciy ETE State CA Sample Size and Weight Number of pieces in sample zip 4 92673 Sample Thickness in inches Sample weight in 8 C Save as default Mail Class O First Class Piece Dimensions O Periodicals Standard Height of mail piece in inches Mal Piece Type Width of mail piece in inches 39 Letter Card O Flat Rate Type Profit O Nonprofit Aspect Ratio Width Height FSM 1000 Destination Discounts My post office of mailing is Mail Processing Type Clanscr Clan BMC ASF re aes Nonmachinable C Help 3 Fill in Post Office of Mailing information This is where you obtained your bulk permit You should Save as Defaul
21. piece are reserved for addressing and related information only Always have your post office check the validity of your mail piece before applying labels OCR Read Area Extraneous non ad dress printing in the OCR read area can cause the rejection of the 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 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 print ing markings and colored borders Address Labels Be sure to use address labels that are at least 3 25 long to ensure proper fit of the barcode When applying labels to your mail piece be sure to place the label on straight within the OCR tread area so there is less than a five degree skew cen ee eee DIGIT Joe Brown 423 Main Street nere USA 12345 Anyw mailpiece Be sure to have _ 50 of Envelope Length gt at least 1 2 all the way around the label Return Address Area You may place non ad dress printing such as company logos advertis ing and die cuts within the OCR read area only if you position this printing OCR Read Area Position address biock in this area so that the lowest point is above the delivery ad dress line Not Actual Size 14 Additional Resources DMM 708 4 QSG 201a 601
22. s 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 detailed instuctions on using tab ot wafer seals see QSG 201b and DMM 201 3 14 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 Minimum and Maximum Sizes Cards Thickness stiffness and tear strength are the most important machinability character istics for cards Be sure to use at least a 75 pound card stock with a minimum thickness of 0 007 Use the following chart as a guide when designing your mailpiece Be aware of the differ ences 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 then you will pay flat rates If you fold 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 Letters Cards 6 1 8 0 gt 11 1 2 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 l
23. ssing categories of Standard Mail A include letters or cards and flats All the pieces in your mailing must be the same size shape and weight Making Your Mailpiece Automation Compatible Making your mailpiece automation com patible 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 VY 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 s S amp S S amp S SN 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 O a H Address L L Self Mailers and Booklets Mailpieces that are designed to be mailed without envelopes are called self mailers or 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 process ing equipment One of the easiest ways to keep the edges together is to use tab
24. t if this is the primary post office you use for bulk mailings 4 Mark your selections for Mail Class Mail Piece Type and Rate Type 5 The information you place in the Sample Size and Weight screen is very important for accurate tray sortations and weight rates Enter the information Permit Holder Fey ees Company Melissa Data Corp Address 22382 Avenida Empresa City RSM State CA ZIP 92668 Phone 949 586 5200 Email pay melissadata com Permit 123456789 Additional Information Seq Agency Code Payment Mail Date 4 8 2010 Meter O Imprint Receipt O Save as default Customer CAPS CTAS as accurately as possible and choose 7 The Suggested Mailings listing will Next gt gt show you what Presort levels your list 6 Complete the Postage Statement may qualify for and what levels it will Information including the permit holder attempt to sort to in descending order and payment type Click Next gt gt from the lowest rate Now click Go to initiate presorting Step 5 Forms You ll Need to Take to the Post Office Printing Postal Forms Using MAILERS 4 After running Presort the Mailing Results Summary screen will show you the following Checklist m Review the Qualification Report and Postage Statement and make a copy for your records 1 Prepare to pay the amount of postage due on the Postage Statement 1 Sign the Postage Statement certifying you are in accordance with
25. t to reference the USPS Quick Service Guide Pub 95 for more information You can get this free guide from your Network Distribution Center Be sure to jot down the information of your local Business Mail Entry Unit at your local post office or the nearest Postal Business Center Our technical support staff is always available to answer your questions regarding MAILERS 4 or postal regulations Feel free to give us a call at 1 800 MELISSA At the bottom of most pages are resources for additional information Most of these documents can be found in e Domestic Mail Manual DMM e Quick Service Guide QSG e MAILERS 4 User s Manual e Postal Explorer pe usps gov Additional Resources Notice 67 Automation Template DMM 602 708 4 QSG 240a User s Guide Chapter 7 18
26. tching and Coding Caer Route Sequencing of delivery statistics fle or altemative method Weed eee EREN eee eee ES AERE PEER Move Update Method Total Postage Ancillary Service Endorsement C FASTionvard JNCOALink JACS Alternative Method Multiple OneCode ACS C ma Altemative Address Format Parts Completed Select ali that apo AO BOCMOOQEQFOSCOX o o okot os Total Postage Total Postage Add Parts Totals 735 767 Fic Wich Postage Ained Check one Gormplote ve maling includes piecos beara metered or precangoled siames C Correct pE Lowest C Neither 3025 pexs 0 233 __ Postage Affixed 704 825 Net Postage Due Subtract postage affixed from total postage 30 942 Ise Postage aaationat Postage Payment State reason F ee teal aoe Total Adjusted Postage Affixed Toon imino P88 AIC 130 Total Adjusted Postage Permit Imprint The mailers signature certifies acceptance of liability for and agreement to pay any revenue deficiencies assessed on this malling subject to appeal If an agent signs this form the agent certifies that he or she is authorized to sign on behalf of the mailer and that the maller is bound by the certification and agrees to pay any deficiencies In addition agents may be liable for any deficiencies resulting from matters within their responsibility knowledge or control The mailer hereby certifies that all information fumished on this form is a
27. 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 How do I remove duplicate records from my list When you run duplicate check and select Mark records for deletion MAILERS 4 will only flag the dupli cate 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 This will permanently remove the records from your list It is recommended to make a backup before selecting Pack Running Pack will invalidate your CASS form Make sure you print your CASS form before packing or you will need to run Address Check again Step 4 Presorting For Postal Discounts 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 verfied have a ZIP 4 Code and labels must be barcoded To receive non automation rates addresses must have a valid 5 digit ZIP Code presorted packages must be rubberbanded and addresses do not need to be CASS verified Miscellaneous pieces are kn
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