User Guide - Royal Mail
Contents
1. USER GUIDE for Marketing Royal Mail Advertising Mail Sustainable Advertising Mail Advertising Mail with Response Publishing Royal Mail Publishing Mail General Correspondence Royal Mail Business Mail 1 Class Business Mail PRODUCT SELECTION Business Mail 1 Class Business Mail Effective for Royal Mail Mailmark mailings Issued 13 November 2013 Effective from 1 January 2014 PRODUCT SELECTION Business Mail 1 Class and Business Mail Contents Le Dish me 3 2 Entry criteria reet oris ee Iano had uda o Da VUL EP SUE er E accaenes sedapnassecasoaseedseooveed cotevelss 4 3 Business Mail 1 Class and Business Mail no sortation eese 5 4 Business Mail 1 Class and Business Mail sorted options eere 9 5 Availability of Business Mail 1 Class and Business Mail with other Royal Mail offers 11 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 ECAY OHQ Issued 13 November 2013 Effective 1 January 2014 2 1 Introduction PLEASE NOTE References in this section to the user guide are references to the User Guide Effe2. option Main Stage Multistage option Secondary Stage Volume Related Discounts Term Contracts CLASS q5 Economy Not available Not available Not available Not available Not available Available Not available Not available Not available Available Available Available Not available Not available Available Available Available Available Available Available Available UNSORTED 1 and 2 Class MACHINE READABLE CLASS Not available Not available Not available Available Available Available Available Available Not available Not available Available Available Not available Not available 1 and 2 Class NON MACHINE READABLE AND UNSORTED CLASS Not available Available with Multistage the mailing must have advertising content only Issued 13 November 2013 Effective 1 January 2014
3. the Low Sort or High Sort options Issued 13 November 2013 Effective 1 January 2014 3 Business Mail 1 Class and Business Mail no sortation Volume 1 Class and 2 Class with gt no additional options Not machine readable Machine readable Machine readable Plus Machine readable Advanced letter large letter letter large letter letter large letter letter large letter letter only volumes are per class per day and per site Delivery speed choices r i no minimum volume no minimum volume no minimum volume no minimum volume minimum 500 minimum 250 minimum 500 minimum 250 minimum 500 items to obtain a discount gt 1 Class Business Mail 1 Class only we aim to deliver on the next working day after posting gt 279 Class Business Mail only we aim to deliver within three 3 working days after the day of posting There are no volume restrictions applicable to Business Mail Advanced We accept any volume from a single item upwards but price discounts only apply from 500 items per mailing the minimum volume for discount Issued 13 November 2013 Effective 1 January 2014 Format and weights 1 Class and 2 letter up to 240mm x 165mm x 5mm maximum 100g Class with no large letter up to 353mm x 250mm x gt maximum 750g additional options 25mm Not machine gt letter up to 240mm x 165mm x 5mm gt maximum 100g readable gt la
4. al requirements for using OCR and Barcode as well as the accreditation process which must be undertaken in the Machine readable letters and large letters section of the User Guide for Marketing Publishing and General Correspondence Products you must comply with these requirements or your mailing may be subject to surcharges or loss of discount or may be sent as an alternative product Issued 13 November 2013 Effective 1 January 2014 8 4 Business Mail 1 Class and Business Mail sorted options Volume Volumes are per class per day and per site Fr letters minimum 4 000 unless combined with International Letters Country Sort High Volume when the overall total must be a minimum of 4 000 large letters minimum 1 000 unless combined with International Flats Country Sort High Volume when the overall total must be a minimum of 1 000 Please note that we are currently investigating how international items can be included in mailings that use the Mailmark option For details on International Country Sort High Volume please refer to www royalmail com internationalletters or www royalmail com internationalflats Delivery speed choices y 1 Class Business Mail 1 Class only we aim to deliver by the next working day after the day of posting 2 Class we aim to deliver 2 Class sorted mail within two 2 working days after day of posting Economy we aim to deliver within four 4 working days after the day
5. arcode Mailmark on the item which is an iteration of the recipient s postcode and premise number or name with some additional information It does not offer reporting Please note x the maximum size for a machine readable large letter is smaller than that for a non machine readable large letter due to sorting machinery and traying constraints you will find full details of minimum sizes in the Machine readable letters and large letters section of this user guide you will find full details of the technical requirements for using Mailmark barcode in the Mailmark Machine readable letters and large letters section of this user guide you will find full details of the technical specification for using OCR and Barcode as well as the accreditation process which must be undertaken in the Machine readable letters and large letters section of the User Guide for Marketing Publishing and General Correspondence Products You must comply with these requirements or your mailing may be subject to a surcharge or a loss of discount or may be sent as an alternative product you are not required to undergo a separate accreditation process to send Low Sort large letter postings Issued 13 November 2013 Effective 1 January 2014 10 5 Availability of Business Mail 1 Class and Business Mail with other Royal Mail offers LOW SORT amp HIGH SORT Sustainable Advertising Mail First Time User Tailor Made Incentives Multistage
6. ctive for Royal Mail Mailmark Mailings found at www royalmail com mailmark unless stated otherwise Business Mail 1 Class and Business Mail share the same product features other than delivery speed For all product options set out below the same choices apply to Business Mail 1 Class and to Business Mail unless stated otherwise Your Business Mail 1 Class and Business Mail product options at a glance Options Choices Delivery Speed e 1 Class Business Mail 1 Class only e 29 Class Business Mail only e Economy Economy deferred Business Mail only Format e letter e large letter Machine readable e not Machine readable e Machine readable e Machine readable Plus e Machine readable Advanced Sorting e no sortation e Low Sort e High Sort Containers e bags e trays e unbagged Tessa e available with no additional options Class In order to receive discounts for machine readability you have the following options gt letters must have a Barcode or meet our OCR Mailmark barcode or machine readable Advanced specifications including minimum volume entry levels gt large letters must meet our OCR or Mailmark barcode specifications Issued 13 November 2013 Effective 1 January 2014 2 Entry criteria All items to qualify for Business Mail 1 Class and Business Mail must gt be correctly addressed and postcoded gt be letter or large letter format when sorted be correctly presented as per
7. d there are some design and presentation constraints Variations of this specification are available for letters and large letters t does not offer reporting Issued 13 November 2013 Effective 1 January 2014 6 gt Barcode this option is for letters only and is recommended for more creative items as there are fewer design constraints than OCR You are required to print a 4 state barcode which for clarity is not a 4 state Mailmark barcode on the item which is an iteration of the recipients postcode and premise number or name with some additional information It does not offer reporting Machine readable Plus gt OCR this requires certain clear zones and areas to be left on the envelope and there are some design and presentation constraints Variations of this specification are available for letters and large letters It does not offer reporting gt Barcode this is for letters only and is recommended for more creative items as there are fewer design constraints You are required to print a 4 state barcode which for clarity is not a 4 state Mailmark barcode on the item which is an iteration of the recipient s postcode and premise number or name with some additional information It does not offer reporting Machine readable Advanced Machine readable Advanced items require a licence number and if posting on Account as opposed to franking through a meter a licence barcode to be printed on them You will receive a disc
8. e for that mailing our machines will read the licence number licence barcode and address of your item and conduct an OCR read of the address of your item They will then check the accuracy of its address and automatically sort it Addresses and postcodes must be PAF compatible every item processed which meets the specification for machine readable Advanced will be allocated its own discount Issued 13 November 2013 Effective 1 January 2014 7 Fr envelopes with machine readable Advanced licence numbers and licence barcodes printed on them should not be used for posting any other Royal Mail product including 1 and 2 Class on account mailings OBA order code BPL or STL please note that the minimum size of a machine readable Advanced item 145mm x 110mm x 0 25mm is slightly larger than the minimum envelope size for the rest of Business Mail Please note the following requirements in relation to all machine readable items y the maximum size for a machine readable large letter is smaller than that for a non machine readable large letter due to sorting machinery and traying constraints you will find full details of minimum sizes in the Machine readable letters and large letters section of this user guide you will find full details of the technical requirements for using Mailmark barcodes in the Mailmark Machine readable letters and large letters section of this user guide you will find full details of the technic
9. of posting Economy deferred we aim to deliver within four 4 working days after a date stipulated by you Format and weights Low Sort letter up to 240mm x 165mm x 5mm maximum 100g gt large letter up to 345mm x 245mm x 25mm gt maximum 750g High Sort letter up to 240mm x 165mm x 5mm maximum 100g gt large letter up to 353mm x 250mm x 25mm gt maximum 750g Issued 13 November 2013 Effective 1 January 2014 9 Low Sort options Low Sort with Mailmark option this option is for letters and large letters and offers Batch level reporting This requires a Mailmark barcode to be applied to each item There are fewer design and presentation constraints with the Mailmark barcode than there are with OCR The Mailmark barcode is unique to the mail piece and contains data e g sender recipient postcode mail piece characteristics encoded within it There are two types of Mailmark barcode 1 a 2D data matrix Mailmark barcode 2 a 4 state Mailmark barcode OCR this requires clear zones and areas to be left on the envelope and there are some design and presentation constraints Variations of this specification are available for letters and large letters t does not offer reporting Barcode this option is for letters only and is recommended for more creative items as there are fewer design constraints You are required to print a 4 state Barcode which for clarity is not a 4 state b
10. ount for each item posted above the minimum volume entry level with a machine readable address licence number and licence barcode that can be sorted by us automatically You must print a licence number and a licence barcode on the envelope record your posting details on an OBA confirmed sales order using the same licence number as on the envelope and present the items in trays The Licence barcode contains encoded information about the service i e BMA format speed and Licence number An Artwork Generator to create the Licence barcode will be available on our website in early 2014 Discount requirements gt our sorting machines will count the number of letters which qualify for an item based discount the volume related discount VRD is determined by the volume per class you record on the confirmed sales order and the volume of mail successfully read discount is granted on an item by item basis providing that the minimum volume required for a discount has been met gt you are able to post any quantity of mail bearing Advanced licence numbers and licence barcodes i e there is no minimum volume of items with the licence number and licence barcode printed on it required per day but the discount is only made available once the minimum volume of 500 items per mailing required for the discount is achieved If less than the minimum volume of items per mailing required for the discount is posted you will be charged a non discounted rat
11. rge letter up to 353mm x 250mm x gt maximum 750g 25mm Machine readable letter up to 240mm x 165mm x 5mm maximum 100g gt large letter up to 345mm x 245mm x maximum 750g 25mm Machine readable letter up to 240mm x 165mm x 5mm maximum 100g Plus gt large letter up to 345mm x 245mm x gt maximum 750g 25mm Machine readable gt letter no smaller than 145mm x 110mm x gt maximum 100g Advanced 0 25mm up to 240mm x 165mm x 5mm Options 1 Class and 2 Class with no additional options There are no restrictions other than minimum mail piece dimensions in terms of design volume and addressing standards for this product Non machine readable There are no restrictions other than minimum mail piece dimensions in terms of design volume and addressing standards for this product Machine readable gt Mailmark this is an option for letters and large letters and offers Batch level reporting This requires a Mailmark barcode to be applied to each item There are fewer design and presentation constraints with the Mailmark barcode than there are with OCR The Mailmark barcode is unique to the mail piece and contains data e g sender recipient postcode mail piece characteristics encoded within itx There are two types of Mailmark barcode 1 a 2D data matrix Mailmark barcode 2 a 4 state Mailmark barcode gt OCR this requires certain clear zones and areas to be left on the envelope an
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