User Guide - Royal Mail
Contents
1. USER GUIDE for Marketing Advertising Mail Sustainable Advertising Mail Publishing Publishing Mail General Correspondence Business Mail 1 Class Business Mail GLOSSARY Glossary Effective for Royal Mail Mailmark mailings Issued 21 March 2014 Effective from 31 March 2014 Royal Mail the cruciform Royal Mail Advertising Mail Sustainable Royal Mail Publishing Mail Royal Mail Business Mail Royal Mail Mailmark and Mailmark are trade marks of Royal Mail Group Ltd Copyright Royal Mail Group Ltd 2013 All rights reserved Royal Mail Group Limited registered in England and Wales number 4138203 registered office 100 Victoria Embankment London EC4Y OHQ GLOSSARY PLEASE NOTE References in this section to the user guide are references to the User Guide Effective for Royal Mail Mailmark Mailings found at www royalmail com mailmark unless stated otherwise 1 Definitions If you are not familiar with any of the words or phrases in this user guide please refer to the Glossary of terms table below which provides definitions for the various words or phrases used in each section Glossary of terms 1 Class 2 Class A3 parcel account handler ADS ALP bags bag break mark a delivery speed for all products where applicable where the aim is for the item s to be delivered the next working day after the day of posting providing that the latest posting ti2. a bag label which carries detailed information which must be applied to bags a tray label which carries detailed information which must be applied to trays a description of whether a mail item is a letter large letter A3 parcel or parcel A large letter which comprises of or contains anything including but not limited to printed material which has an intrinsic or resale value whether or not it has been paid for by the addressee or other recipient such as e goods and articles sent in fulfilment of an order or request made to the sender seller supplier or publisher e gifts and unsolicited goods e collectibles and e spares and replacement parts This is the point at which we collect and or accept a posting or number of postings from you products which are sorted to either c 1500 Direct and or c 85 Residue selections This option is only for non machine readable variants of Advertising Mail Sustainable Advertising Mail Publishing Mail Business Mail 1 Class and Business Mail the arrangement under which we may ask you without obligation for your agreement for us to collect elements of your mailing early for items that are larger than a letter sent overseas from the UK either as a solus international mailing or as part of an Advertising Mail Publishing Mail or Business Mail 1 Class or Business Mail posting Items are required to be presented in alphabetical order by country Issued 21 March 2014 Effect
3. the Manual Data Entry Centre optical character recognition mail whose address can be read by our automated sorting machines The machines read the printed readable address on a letter check the postcode and apply a phosphor barcode a mail item comprising a single sheet of paper which has been folded and glued and may contain an insert These items can be machine readable providing that the design requirements are met a specific online business account giving you access to our secure online system through which you can order the products on account also known as a postcode district the first part of a postcode usually 2 4 digits before the space It is used to specify the town or district to which the letter is to be sent for further sorting an item which is not a letter large letter or A3 parcel and is no larger than 460 millimetres by 610 millimetres by 460 millimetres and no heavier than 2 kilograms For tubular and long rectangular packages the length plus twice the diameter must not go over 1040 millimetres or be more than 900 millimetres long Postcode Address File Royal Mail s file of all correct postal addresses in the UK for Mailmark barcode mailings a Participant is each of the Mail Originator Mail Producer Carrier and Bill Payer Legal entity which together make up the Supply Chain for Mailmark barcode mailings this is the unique identity number assigned to a Participant Only one Participant ID is perm
4. MHS for each Supply Chain per day A Batch or Batches are submitted to the eManifest and once confirmed the eManifest contains a record of your Mailmark barcode items which is used to provide Batch level reporting if you are set up for automatic sales order generation the eManifest Confirmation Receipt eCR is generated automatically once the eManifest is confirmed The eManifest Confirmation Receipt eCR must be presented instead of a confirmed sales order with the last collection on each handover date It provides evidence that the eManifest has been created and confirmed the web based interface which enables the creation of the eManifest and is used for all actions relating to the eManifest such as submitting Batches the unique identifier that is assigned to an eManifest once that eManifest has been created Issued 21 March 2014 Effective 31 March 2014 enhanced line listing final bag label final tray label format goods fulfilment item handover High Sort hold and release arrangements International Business Mail Large Letters Country Sort High Volume specifically for postings mailings which are sorted and are of mixed weights or where the items cross one or more weight bands The information includes the selections the items are destined for the actual and assumed weights within each selection and the number of bags trays or bundles per selection and is expressed as enhanced
5. able Please note Barcode is not the Mailmark barcode and does not offer reporting an item to which you have applied a software generated Barcode a selection of Mailmark barcode items that meet the minimum entry volume requirement for the service being used and which are all of the same class format sortation and machine readability option A Batch is submitted to the eManifest as part of a Mailmark barcode mailing A Batch is also commonly referred to as a consignment or mailing the unique identifier that is assigned to a Batch once it has been submitted to the eManifest for Mailmark barcode mailings the Bill Payer is the Participant in a Supply Chain responsible for paying Royal Mail rigid stackable containers see RSC These are attached to the cages RSCs and provide information such as the job number service speed product and options the segregation codes where applicable and the account number Network cage cards provide routing information for Mailmark mailings the Carrier is the Participant in a Supply Chain responsible for carrying the Mailmark barcode items to Royal Mail s inward Mail Centre the report produced when a computer sorts an address list in preparation of a mailing the document you create when you or your agent confirm an order using your OBA Issued 21 March 2014 Effective 31 March 2014 Contract Holder Customer Collection Receipt or CCR Customer Final Lab
6. ail depot where your business or residential mail is delivered from and from where undelivered items can be collected an element within the Barcode Mailmark barcode and or eManifest which identifies a house number name or where registered on PAF the delivery point for business addresses It is always made up of a letter and a number Issued 21 March 2014 Effective 31 March 2014 direct selection discount distribution centre Economy eManifest eManifest Confirmation Receipt or eCR eManifest Handling System or eMHS eManifest ID a group of postcode districts or sectors for sorting Advertising Mail Sustainable Advertising Mail Business Mail 1 Class Business Mail and Publishing Mail only with the High Sort option It allows the bags or trays or bundles of mail to be despatched directly to a local area Delivery Office rather than be sorted at a mail centre the amount set out as a discount in each Rate Card a regional office which collects mailings from customers or receives mailings from neighbouring centres This office also despatches mailings to and from mail centres for delivery in the local area covered by that mail centre this applies to sorted products only and defines a delivery speed for applicable products where the delivery aim is within 4 working days after posting providing that the latest posting time has been met this is the electronic file created via the eManifest Handling System e
7. al Mail checks and processes the bags or trays of pre sorted mail before dispatching them to mail centres and delivery offices a set of data files defining the Direct and Residue selections by postcode for High Sort options and the Low Sort selections for our machine readable products They are used to sort mail for Advertising Mail Sustainable Advertising Mail Publishing Mail Business Mail 1 Class and Business Mail usually in conjunction with a software program The selection files also give bag label and geographic sequencing information and are updated approximately every 12 18 months rigid stackable containers see cages a type of equipment which is used for the second stage when manually sorting mail items the dividing point between two selection areas the means of indicating where a break should occur see standard selection code also referred to as sortation software this is used in conjunction with the Royal Mail Selection Files to enable computer sortation Programs can be written in house or purchased from software suppliers a mandatory requirement for all sorted mailings postings this details the selections you are mailing to and the number of items and the number of bags trays or bundles going to each Depending on the weights of the items in the mailing you will present this as a Standard line listing Issued 21 March 2014 Effective 31 March 2014 11 Standard Selection Code or SSC or Roya
8. diately above the recipients name for machine readable postings this is the element of a single posting which is handed over to us A number of mailings which are all clearly identified on the same set of documentation line listing planning report may make up a posting the voluntary mailing standards levy set by the Advertising Standards Board of Finance ASBOF which is charged and collected by postal operators on behalf of ASBOF to help finance the self regulatory system administered by the Advertising Standards Authority The levy equates to 0 2 of the price charged for each direct mailing item and is payable by you in addition to the prices quoted in our rate cards a barcode which is either a Royal Mail 2D data matrix barcode or a Royal Mail 4 state barcode which contains encoded data and offers Batch level reporting this is the IT system that manages the allocation of Participant and Supply Chain IDs and provides Participants with access to Royal Mail Mailmark barcode reporting an option for making letters and large letters machine readable involving the addition of a Mailmark barcode to each item to make that item uniquely identifiable The Mailmark option provides Batch level reporting Issued 21 March 2014 Effective 31 March 2014 MDEC OCR readable mail one piece mailer Online Business Account or OBA outward postcode parcel PAF Participant Participant ID periodical postcode
9. elling or CFL Customer Reference Number or CRN deferred deferred delivery delivery address Delivery Address Block delivery office Delivery Point Suffix or DPS the person who has a contract agreement with and is invoiced by us the document with that name which we provide for you to complete or another form of this document which we have previously agreed with you the labelling of bags or trays or bundles where permitted for Advertising Mail Sustainable Advertising Mail Publishing Mail Business Mail 1 Class Business Mail in each case when items are sorted by the customer with labels containing detailed routing information This is the reference number given to the posting you have presented to us The reference number should be used on all paperwork associated with that mailing posting This is where you have stipulated delivery of your items to commence from a given date where you have chosen an Economy service presented your posting to us within a defined period and requested delivery to be completed within 4 working days after a date you have stipulated the address on the item where you would like the item delivered includes the recipient s name job title and company where appropriate the geographic address including the post code Where information has been included above the recipient s name and the line spacing is the same this also forms part of the delivery address block the local m
10. itted per Legal entity a magazine newsletter or journal which meets the conditions set out in the Publishing Mail chapter of this user guide an alphanumeric code allocated by us to identify location of an address or group of addresses and made up of an outward postcode and an inward postcode Issued 21 March 2014 Effective 31 March 2014 postcode district postcode sector postcoded posting PPA PPI or printed postage impression primary frames products Profile Price prohibited packaging QA rate cards Residue selection the geographical area indicated by the outward postcode made up of the postcode District and first number of the Inward postcode an address with a full and accurate postcode at least down to the postcode sector a consignment of your items prepared in line with the terms and conditions of our agreement with you Professional Publishers Association a pre printed alternative to the traditional postage stamp or franking to indicate that postage has been or will be paid a type of equipment which is used for the first stage when manually sorting mail items the products covered by this user guide which are listed at the beginning of the introduction to this user guide a pricing offer for Publishing Mail based on a minimum of 3 000 items being sent predominantly to a specified selection of city centres A large letter which comprises of or contains anything including but not limi
11. ive 31 March 2014 International Business Mail Letters Country Sort High Volume International Business Parcels Zero Sort High Volume inward postcode item or items large letter High Sort large letter Low Sort letter High Sort letter Low Sort licence barcode line listing for letters being sent overseas from the UK either as a solus international mailing or as part of an Advertising Mail Publishing Mail or Business Mail posting Items are required to be presented in alphabetical order by country for items that are larger than an international large letter sent overseas from the UK either as a solus international mailing or as part of an Advertising Mail Publishing Mail or Business Mail 1 Class or Business Mail posting the second half of the postcode used to sort mail for final delivery letters large letters automated large letters A3 parcels or parcels which we agree to handle and deliver under the terms of our agreement with you an item which is no larger than 250mm x 25mm x 353mm and no heavier than 750gms an item which is no larger than 245mm x 10mm x 345mm no smaller than 162mm x 1mm x 229mm and no heavier than 750gms and no lighter than 10gms an item which is no larger than 240 mm by 165 mm no thicker than 5 mm and no heavier than 100 grams An item which is no larger than 240mm x 165mm x 5mm and no smaller than 140mm x 90mm x 0 25mm A barcode that is a required part of the desig
12. l Mail Selection File code straight line pricing Supply Chain Supply Chain ID or SCID trays tray labels Unique Item ID VRD or volume related discount Working days a unique numeric code for each Direct five digits or Residue or Low Sort three digits selection used to sequence addresses identify selection breaks and match items to mailing bag labels a pricing system used by Advertising Mail Sustainable Advertising Mail Advertising Mail with Response Publishing Mail Business Mail 1 Class or Business Mail for determining prices of items over 250g according to weight of items being posted a Supply Chain is formed of all four Participants Mail Originator Mail Producer Carrier and Bill Payer and is required for each Mailmark barcode mailing relating to those specific Participants this is the unique identifier assigned to each Supply Chain these are hard plastic rectangular containers which are used by customers to contain selections of mail when preparing and presenting postings of letters or large letters up to 10mm thick labels inserted into the tray label slot to indicate the routing and or destination of the tray this is the unique identifier assigned to each Mailmark barcode item uploaded and submitted to the eManifest in Batches The Unique Item ID must remain unique for 90 days before it can be used again within the same Supply Chain ID SCID volume related discounts in addition to an
13. me has been met a delivery speed for all products where applicable where for sorted items the aim is for the item s to be delivered within 2 working days after the day of posting and for products with no sortation within 3 working days after the day of posting providing that the latest posting time has been met an item which is not a letter or large letter and is no larger than 420 millimetres by 297 millimetres no thicker than 25 millimetres and no heavier than 750 grams your Royal Mail representative who manages and looks after your account alternative delivery specification where you have specified a delivery point at your address which is close to the letter box should we be unable to deliver your item auto levelling parcel sleeved York container these are sacks which are used by customers to contain selections of mail when preparing and presenting postings in a set of addresses a mark to distinguish the point where a new bag starts Issued 21 t March 2014 Effective 31 March 2014 bag labels Barcode Barcode item Batch Batch ID Bill Payer cages cage cards Carrier computer planning report confirmed sales order labels tied around the neck of a Royal Mail bag to indicate the routing and or destination of the bag the current Royal Mail 4 state barcode RM4SCC or custcode ttf which is an iteration of the postcode and DPS and is an option for making letters and large letters machine read
14. n specification for Business Mail Advanced items when posted on account A licence barcode encodes information including the licence number and details of the service used a mandatory requirement for sorted mailings postings this details the selections you are mailing to and the number of items and the number of bags trays or bundles going to each selection Depending on the weights of the items in the mailing you will present either a standard line listing or an enhanced line listing Issued 21 March 2014 Effective 31 March 2014 Low Sort Mail Originator Mail Producer mailer defined information MDI mailing Mailing Standards Levy Mailmark barcode Mailmark Management System or MMS Mailmark option products which are sorted to c 85 selections This sorting option is only for machine readable options within of Advertising Mail Sustainable Advertising Mail Publishing Mail Business Mail 1 Class and Business Mail for Mailmark barcode mailings the Mail Originator is the Participant in a Supply Chain on whose behalf the Mailmark barcode items are produced and delivered for Mailmark barcode mailings the Mail Producer is the Participant in a Supply Chain responsible for producing including printing and enclosing the Mailmark barcode items any optional additional single line of typefaced text letters numerals punctuation marks ideograms or symbols which has been placed imme
15. ted to printed material which has an intrinsic or resale value whether or not it has been paid for by the addressee or other recipient such as e goods and articles sent in fulfilment of an order or request made to the sender seller supplier or publisher padded envelopes e cardboard and e any other stiff or inflexible packaging that cannot easily be manually folded quality assurance our standard charges for each product areas defined by a postcode which receives mail unable to be sorted into Direct selections This may happen because there are not enough items to satisfy the minimum Direct selection requirement or because it has not been adequately postcoded or because the customer has chosen to sort in this way Mail in a Residue selection has to be sorted by staff at a mail centre Issued 21 March 2014 Effective 31 March 2014 10 response licence response services Royal Mail accepting office Royal Mail Selection Files RSCs secondary frames selection break selection code software program standard line listing a licence for which there is a fee which allows you to provide your customers the opportunity to respond to you by post at no cost to themselves the options available for customers who have chosen to pay for their clients responses either by providing an address to write to or printing envelopes or labels to a certain specification a regional distribution centre where Roy
16. y sortation or machine readable discounts you are entitled to These discounts are calculated on a daily basis per site per account per product per format and per class of mailing Monday to Saturday inclusive excluding public holidays Issued 21 March 2014 Effective 31 March 2014 12
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