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USER GUIDE for Marketing Publishing General

1. Please note Only one Undersized Direct may be sent per Residue selection i e if a Residue selection in a posting has items in it from two or more Direct Selections then Undersized Directs cannot be used The following example for letters illustrates the Undersized Directs principle 12348 53 Direct 12349 50 Direct 12351 56 Direct 12352 20 Residue 123 0 No residue coded mail In this example the total number of selections with no Undersized Directs would be three Direct selections and one Residue selection making a total of four selections However if the Undersized Directs rule is implemented the mail for 12352 becomes a Direct selection because there is no residue mail for any other SSCs within the 123 code thus giving five Direct and no Residue selections The Undersized Directs principle can apply equally to letter large letter A3 parcel or parcel postings Issued 13th November 2013 Effective 1 January 2014 34 Dividing your posting into Direct and Residue selections High Sort options Check the address Flexibility in number of selections for High Sort product options With High Sort options you can choose to sort to only a proportion of available selections How you make this choice largely depends on whether you think the benefits of handling fewer Direct selections out
2. the post town and postcode can be on the same line provided that the post town precedes the postcode and the space between the two elements is one or two character spaces Ibo TV e fe eT 1Te 0 i eTe 144 Otterley DITT GAA Olis Hedge End KAALA OXFORD Postcode The address must contain the full and accurate postcode the postcode must be able to generate an address from PAF which can be matched to the minimum requirements above at least 1 premise element one thoroughfare element and one locality element the postcode should always appear in capital letters on the last line of the address please do not underline or punctuate it gt please put 1 or 2 character spaces between the two parts of the postcode The first part i e OX4 is Issued 13th November 2013 Effective 1 January 2014 the outward code the second i e 5272 is the inward code For Royal Mail s International Contract Services depending on the options you select we offer a free returns service for items which cannot be delivered overseas Please note that all items must carry a valid UK return address You cannot use an overseas address for any items you wish to be returned should it be unable to be delivered Issued 13th November 2013 Effective 1 January 2014 Summary of postcode and address reguirements 1 Products and options Advertising Mail with Low Sort Mail
3. Number of selections National sorting plans We have created a series of National sorting plans designed to help people who have chosen to sort to a smaller number of selections These plans comprise of all of the Residue selections currently eighty six 86 in the Database with the most heavily used Direct selections If the National plans do not match your mailing profiles you may compile your own selections using all the Residue selections and your most heavily used Direct selections Three hundred 300 selections is normally an appropriate amount and the National three hundred 300 meets this requirement For information on the National 300 other National plans or for help in devising your own set please call the Royal Mail Technical Helpline on 0207 371 6957 Low Sort If you have a Low Sort option which you wish to manually sort to the number of selections are the number of selections in the Royal Mail Selection files And they are the same postcode areas as those of the Residue selection element for High Sort postings Therefore should you wish to manually sort a Low Sort option please only follow the guide where Residues are mentioned as the principle of sorting is the same Manual sorting is permitted for EIB postings provided that the correct selections are sorted to an eManifest can be successfully uploaded and EIBs can be correctly created Frame l
4. USER GUIDE for Marketing Royal Mail Advertising Mail amp Sustainable amp Advertising Mail Advertising Mail with Response Publishing Royal Mail Publishing Mail amp General Correspondence Royal Mail Business Mail amp 1st Class Business Mail SORTING Effective for Royal Mail Mailmark mailings Issued 13 November 2013 Effective from 1st January 2014 Sorting Contents ao e CT AT un er eire me rie oS n qt a EDU sees 3 2 POSICOdGS sa teretes esee EE e at al DICTI RN RM E CEU IET 17 3 The Royal Mail Selection Files eese entente 20 4 Sorting your Mall 520 cuatro UN NE PUN MN UN MM M 22 5 Setting up a sortatl nsystelYr peer eee tasted eaten 24 6 Standard Selection Codes or SSCs eerte 29 7 The Royal Mail Selection Files structure eerte 37 8 How Standard Selection Codes are allocated 43 9 SORTATION implementing the Royal Mail Selection Files sortation CI LOHI E E NO sea 48 10 Geographic order of posting essere 53 TI Preparing your tels oos bo aaaea iaaa RR PERRA PSA 57 12 High Sort Iteifis urere eene aD UREEE MEME 58 13 LOW SOMiItEMS ue ne err ieee tenn Ciro He YAN RE eere E v n SETIN 59 14 No SOFfatiOli ssi e ebbe teitubbaldtebelebibatut tubus abet itte aeann 60 15 Manual song steer irte tese pete Nee ete bier keko viih in e
5. you simply begin at the left hand box every time you start a new row Frames for the National 300 Selections The frame layouts we produce are divided up into one primary frame and a number of secondary frames How each frame is arranged depends on the type of labelling used Ideally each box on the frame layout should show the label text as shown in the chapter about the Royal Mail Selection Files together with the SSC Examples MELTON MOWBRAY 14581 LE13 LE14 LEICESTER 145 LE Residue Examples are for illustrative purposes only When making up your labels pleas us the Royal Mail Selection Files to obtain full postcodes This is because the National Selections printout doesn t have enough room to list all the possible postcodes in every case Handling High Sort Residue selections The position of Residue boxes can differ from frame to frame Except in the case of unusually sized and geographically biased postings or residue only postings there are no Residue boxes on primary frames on alphabetically designed frames by selection name and alphanumerically by postcode frames they are grouped together after the Direct selections on ergonomically designed frames they are normally in the centre of the frame gt on the numerically designed frame by SSC secondary frame each Residue selection precedes the corresponding Direct selections This is especially
6. 1 creating a temporary address file with the associated SSC as additional information to each address record 2 extending the original mailing list to enable the Storage of the SSC for each address Once the appropriate method has been chosen the allocation process is the same This diagram illustrates the general logic flow and it is followed by a more detailed description Issued 13th November 2013 Effective 1 January 2014 43 Is address Postcoded MATCHED UNMATOHED MATCHED UNMATCHED Please note It is important to note that for the purpose of describing this process postcoded means an address with a full and accurate postcode at least down to the postcode sector as this is reguired for an item to achieve Direct selection status If the address is postcoded the first step is to check whether the postcode sector portion of the postcode exists in the SORTA file Record types 0 which represent postcode districts completely encompassed by one SSC are not currently used although they may be re introduced at some stage in the future Issued 13th November 2013 Effective 15 January 2014 44 The postcode sector from the address record should be checked against the type 1 records in the SORTA file For example the figure below indicates that postcode sector LL14 1 addresses have an SSC of 12775 This example is
7. E E NO N P MM MC C E E E JE QUEM F K IK K II K O K IK K D D H H H H DEM P L L L HIL N G G GIF F G GG G M N F F OA CIA MF F F K K J J J J CHEE O O IO II ID II J PP P I I I I I fi Mel G Gis js J c e je C J J JC Je Ic fe NNN B M MH K H D D DID PP D D D D INC N NIE MIE F E JE JE M M F F F F ik D P P G F IG I O OO HH N N N N EI k ID D IC IG IC G HIH IH IN IN o lo O O IE J C C D A D E A A A LL MMM M KSM A B BF JE IF H L IL IL O O P JP IP P Areas and area codes are for illustrative purposes only and subject to change with each new release of the Royal Mail Selection Files Issued 13th November 2013 Effective 1 January 2014 56 Channel Islands and Isle of Man Despite the fact these areas do not fall under the Royal Mail postcode system they are still included within the Royal Mail Selection Files Please note gt Isle of Man postcodes IM1 9 gt Jersey postcodes JE1 5 Guernsey including Alderney and Sark postcodes GY1 9 has its own Direct selection code 11 Preparing your items For full details on how to prepare and present your items please refer to the Containerisation section of this user guide Issued 13th November 2013 Effective 1 January 2014 57 12 High Sort items The High Sort option is for you if you wish to sort your mail gt up to 1 527 ways for Direct selections gt up to as many eighty six 86 ways for Residue
8. Sort items are divided into either Direct or Residue selections a SSC is allocated to an item and the total number of items being sent to that SSC determine which Residue or Direct selection the item falls into once the Direct and Residue selections have been determined the mailing list should be grouped by SSC and sorted into the appropriate sequence Low Sort For Low Sort the sorting stage merely groups together postcode areas as defined by the Royal Mail Selection Files Stage 3 Production The production stage generates the documentation needed for the posting For further details on the production of documentation please refer to the Documentation section of this user guide The following paragraph summarises the structure of the SSC and where you can obtain them Levels of selection within the files The Royal Mail Selection Files currently contain a sorting plan of 1 527 selections and is applicable to all Advertising Mail Sustainable Advertising Mail Advertising Mail with Response Publishing Mail Business Mail 1 Class and Business Mail with High Sort options It is possible to manually sort your items details on how to do this are described later and further information can be found in the Manual Sorting paragraph of this section of the user guide Issued 13th November 2013 Effective 1 January 2014 2T There are 2 selection levels within t
9. abbreviation should be inserted on the same line as and between the town and the postcode Sr Ronaldo Ganclaves Av Paulista 952 Apto 16 B VISTA 01311 300 S o Paulo SP BRAZIL Dr Tzantcho Gantchev Dimo Hadjikimov 6 1606 SOFIA BULGARIA M Jen Durand 150 Rue Nepeau App5 OTTAWA ON KIP 2P6 CANADA Ana Car Ilica 25 41 000 ZAGREB CROATIA M Miroslav Ondevejka Fibichova 92 125 02 PRAGUE 3 CZECH REPUBLIC Issued 13th November 2013 Mr Stevan Raukovic Palmoticeva 2 11001 BELGRADE SERBIA Items for the former Yugoslavia should be addressed to the Republic concerned RUSSIAN FEDERATION 103375 MOSCOW K 375 Medyn oulitsa Gazagin 7 Ivanova I S RUSSIAN FEDERATION Mr Gheorghe Petraru Bd Golescu 38 77113 BUCHAREST ROMANIA Mr Jan Kalinkowski ul Cicha 5 62 806 KALISZ POLAND Mr B Parker 64 Waterloo Ouay WELLINGTON 1 NEW ZEALAND Mr Joaguim Cepeda San Antonio Abad 120 Piso 4 06820 CIUDAD DE MEXICO MEXICO Mr Bill Harrison 347 L Enfant Plaza SW WASHINGTON DC 20260 6500 USA If only the first half of the postcode is known this will be sufficient although both parts are preferred Th abbreviation USA is also acceptable Mr Joe Engle 1612 Dexter Street FORT WAYNE IN 46805 UNITED STATES OF AMERICA Mrs L Projivalsky 252001 KIEV Prospect F Skaryna UKRAINE Mr Mazhar Alkan Iskele Caddesi 35 0
10. addresses including approximately 1 7 million business addresses including circa 200k vacant organisations and approximately 1 7 million postcodes which we constantly update to maintain its accuracy Royal Mail supplies PAF as raw data There are thr different PAF files available 1 Main File The master database Main File contains complete postcode and address information for over 29 million UK addresses Main File contains no software Issued 13th November 2013 Effective 1 January 2014 and the raw data within it must be processed for use through IT applications 2 Compressed Standard File An expanded form of the Main File with over 29 million UK addresses in seguential order as well as Delivery Point Suffix data 3 Ranges File A similar format to the Compressed Standard File it takes up less space by ranging numbered properties on the same postcode together in one record Address format The addresses held on PAF are in a relational format i e they are held as a series of alpha numeric keys or pointers which relate to supporting files of Address element text rather than text The supporting text files are gt Localities File Thoroughfares File Thoroughfare Descriptor File Building Names File Sub Building Names File Organisations File VV VN Each address on PAF has an eight digit number associated with it the Address Key This number in conjunction with the Organisatio
11. for Sustainable Advertising Mail intermediate level with Low Sort and Mailmark options Issued 13th November 2013 Effective 1 January 2014 12 The elements of an address international mail Sample addresses Western Europe Herr Franz Huber Beethovenstrasse 12 1010 WIEN AUSTRIA M Jagues Muller 71 route de Longway 4750 PETANGE LUXEMBOURG MONACO As France Mr Thor Nielsen Tietgensgade 137 8800 VIBORG DENMARK Mr Torben Raldorf Mr P Kunde Lange Str 12 04103 LEIPZIG GERMANY Sra Ana Jimenez Mimbreras 4 03201 ELCHE Alicante SPAIN The province should be included in brackets after the town r Jon Jonsson inimel 80 07 REYKJAVIK CELAND lr Gerard Carey PO Box 100 COPENHAGEN 1004 VIBORG DENMARK Mr Asko Teirila PO Box 511 39140 AKDENMAA FINLAND Robert MARIN Rue de l Eglise Dunes 82340 AUVILLAR FRANCE Ime Marie PAGE 23 Rue de Grenell 75700 PARIS CEDEX FRANCE Mail to France when addressing mail to France 45 O Connell Street DUBLIN 1 REPUBLIC OF IRELAND Only Dublin has postcodes Sig Giovanni Masci Via Garibaldi 27 47037 RIMINI RN ITALY Emile Dubois Rue du Diamant 215 4800 VERVIERS BEL
12. geographic order main sequences Residues with Directs followed by their related Residues within each geographic area or all Residues produced first followed by the Directs in geographic sequenc Issued 13th November 2013 Geographic sequencing is recommended for 1 Class mail where you have a number of collections during the course of the day Effective 1 January 2014 Sd 12234 12234 12236 12235 12235 12237 12236 12236 12234 12237 12237 12235 12348 122 122 12349 12348 12348 12351 12349 12349 12352 12351 12352 12353 12352 12353 s 12353 12366 12366 i 12533 12366 12351 T 123 123 12403 12401 12401 12402 12402 12532 12403 12403 12533 i id 124 124 122 12532 12532 123 12533 12533 124 125 125 125 Issued 13th November 2013 Effective 1 January 2014 32 10 Geographic order of posting When posting 15 Class mail you must produce and present your mail by our latest acceptance time and we recommend that you present the mail in the preferred order of posting This reflects the distance which mail has to travel This will ensure that when a 1 Class mailing is posted across multiple collections we receive first the mail which has furthest to go Therefore if you re posting from area B Scotland you must send o
13. in paragraph of this section of the user guide Tagging Tagging requires each address record to be tagged to indicate if it is a Direct or Residue One way to achieve this is to add an extra character to all SSCs This will identify Residue and Direct selections enabling addresses for a Direct selection to change to a Residue selection without changing the assigned SSCs when there are not enough items to meet the minimum Direct selection size Example COULD BE MODIFIED TO GIVE OR WHERE 1 INDICATES A RESIDUE SELECTION Please note If an address is Residue coded by matching Post Town using SORTC then to keep a consistent representation of the selection code two zeros may be added after the three digit Residue code The sortation process using tagged records can be broken down as follows Issued 13th November 2013 Effective 1 January 2014 48 RESIDUE OODED ONLY WHERE 1 INDICATES A RESIDUE SELECTION in order to simplify the tagging process that the address list is first sorted by SSC the count of records per SSC will be required to enable implementation of the sortation well as the reporting described in the stage below when a Direct selection is tagged as a selection because it does not contain items to form a Direct bag the counts criteria we recommend as production Residue sufficien for both the Direct a
14. posting Job reference number eManifest details Sortation sequencing Maximum 10kg You must fill a tray or each selection before starting to fil that selection Maximum 6 4kg The actual accurate we item is needed to calc your posting estimate trays required and gen l another tray for 4 ight and format of the ulate the price of the number of bags or rate labels for each selection Delivery speed must be printed on bag or tray labels and planni know which delivery sp calculate the item cos ng reports We need to eed it is in order to t and the discount we can give you for your posting This specifies from wh country your posting w ich area of the ill be made It is also used to determin geographic sequence to or very large postings This is a customer gen the correct be used for 1st Class rated referenc number which is unique posting which must be documentation for each mailing The eManifest handling provide an eManifest I integrated into the so to each and every consistent across all posting of that System eMHS will D that must be can be rtation process There are a number of different sequences that can be used for ordering of output used are The three 3 1 SSC order with all Directs preceding all 2 SSC order with Directs followed by their related Residue 3
15. save you processing time Creating a self contained system This method takes the output from your current mailing program or a supplied mailing list and processes it ready for your chosen product Most of the companies on our software suppliers list see below for further details will provide you with this type of system A self contained system is often easier to create and update than an integrated solution However it will perform all the processes for each posting and may therefore be less time efficient Buying a software package In most cases particularly if you use PCs it is better to buy a software package to perform your sorting tasks for your products We can provide a software suppliers list of approved suppliers that provide solutions for the majority of systems However before buying any package you should take all appropriate measures to ensure it will do the job you require For our most up to date information on approved software suppliers please contact your account manager or visit our website at www royalmailtechnical com Issued 13th November 2013 Effective 1 January 2014 21 4 Sorting your mail Product amp Service level has been selected now you need to sort the mail Issued l 13th November 2013 I Effective 1 January 2014 22 Computer programmes to facilitate sorting You can use a computer to run the sorting program fo
16. service e g 1 Class 2 Class and Economy gt where appropriate additional documentation i e computer planning report and enhanced line listing must be provided in addition to the confirmed sales order Where the posting is a large letter format Mailmark posting the enhanced line listing as well as the eManifest must be received Mixed weight letters large letters A3 parcels or parcels If all items in a mixed weight large letter A3 parcel or parcel posting fall completely within the 0 100gms weight band or completely within the 101 250gm weight band then the method of documenting this type of posting will be by producing the standard line listing which details the total number of items within each selection and the number of bags per selection within the mailing You will not be required to produce enhanced documentation as required for higher weight band mixed weight mailings Mixed weight large letters Mixed weight large letter is a method of documenting a posting where the item weights can vary from 0 750g Mixed weight A3 parcels Mixed weight A3 parcel is a method of documenting a posting where the item weights can vary from 0 750g Issued 13th November 2013 Effective 1 January 2014 TS This option does not apply to Advertising Mail Advertising Mail with Response Sustainable Advertising Mail Business Mail 1 Class or Bu
17. the minimum Direct selection reguirement for large letters is ten 10 and for A3 parcels or parcels it is five 5 items increasing your minimum selection size may be more appropriate to minimise handling costs For further details on how to bundle and present your items please refer to the Containerisation section of this user guide Dealing with filled boxes and Royal Mail documentation The way you handle boxes as they fill as well as moving from one frame to another will vary with the amount of space you have available and the number of frames Here are a few tips you might find useful 5 r when working on a primary frame and one of the boxes reserved for secondary frames is full put its contents in a container or bag for sorting onto the appropriate frame later when all the mail has been sorted for a particular frame you should empty every box Handle any remaining Direct selections in one of two 2 ways e if a direct bundle exists or there is enough mail left to form a Direct selection make up a direct bundle count the items and add it to any others you may have for that selection You will then be able to bag that particular selection e if there are not enough items to form a Direct selection on a primary frame bundle the items and place them in the hopper or bag for the corresponding secondary frame They will then form part of a Residue selection on that frame If you re already on
18. the posting is split between Please note Splitting a posting over a number of sites may have an effect on the VRDs that are available Splitting a posting is not permitted for postings being sent using the Mailmark option because each posting is identified by a unique Supply Chain ID which identifies all the Participants If the end client wishes to have their posting split over a number of mailing houses then they must be classed as separate postings and all have individual and unique Supply Chain IDs and must meet the relevant product entry and presentation criteria Consolidated postings Consolidated postings are only available with Advertising Mail Advertising Mail with Response Sustainable Advertising Mail gt Business Mail 1 Class Business Mail A consolidated posting is made up of a combination of mailing lists or a number of separate mailings for example from more than one client and must consist of Issued 13th November 2013 Effective 1 January 2014 77 gt a single set of Direct selections applicable to High Sort gt a single set of Residue selections applicable to High Sort a single set of selections applicable to Low Sort a single computer planning report a single line listing the same PPI number of the customer who is making the consolidated posting confirmed sales order s or for Mailmark optio
19. your items are mostly letters a standard box will be fine However large letters would need something wider and in the case of parcels you may find it easier to use drop bags if you decide to use drop bags you might find the most convenient layout to be in an H shape This enables it to be used by two 2 people one either side or more Additional tips you fill a box on a frame remove the mail in that box as a bundle Please remember that all bundles have to be faced and the items securely banded together Issued 13th November 2013 Effective 1 January 2014 64 when you come to the end of a frame put any Direct selections left in the frame with other similar bundles but ensure that you do not mix selections any Direct selections that have not met a minimum of fifty 50 letters ten 10 large letters or five 5 A3 parcels or parcels will have to be bundled as Residues To save time later it might be easier to mark these with a specific frame box reference so that when you come to combine these selections into a Residue you can do so quickly by selecting only those not marked as having already produced a Direct selection Labelling methods There are 4 methods used in labelling frames Methods 1 and 2 are more commonly used though methods 3 and 4 may be helpful for more frame layouts Method 1 Alphab
20. 2 Wigan WN5 12563 Wigan WN6 Using the SSCs Showing the SSC code on each of your items is not a mandatory requirement but it is recommended as it may be useful to identify selection breaks at the end of a production line We recommend you print it above the name and address Selection breaks How you identify selection breaks is determined by whether addresses are in the form of labels cut forms or laser printed output the nature of the labelling medium Cheshire labels self adhesives etc the proposed sequence of mailroom handling the type of posting you re sending limitations imposed by the mailer the weight of the items the bundling method V VY NON Bag or tray breaks Each selection whether Low Sort or High Sort will require one or more bag or tray labels depending on how many bags or trays you use This has to be built into the handling system Where postings are large or items are heavy a selection will require more than one bag tray or bundle Tray weights are a fixed figure lkg but since the weight of Issued 13th November 2013 Effective 1 January 2014 30 a bag is not a totally fixed figure marking bag breaks on labels is not as vital as marking selection breaks on items as long as each bag is no heavier than 11kg or each tray no heavier than 10kg However applying bag or tray breaks can help maximise efficiency Special Selection Codes We have s
21. 6101 ANKARA TURKEY Mr Sudhorn Yoothong 13 54 26 Chaeng Waltana Road Bang Kehn BANGKOK 10002 THAILAND M Jan Kemr Olsanka 18 820 01 BRATISLAVA 1 SLOVAK REPUBLIC Effective 1 January 2014 14 M Horvath LASZLO Mr Hong Kil Dong Budapest 100 Sejongno Jongno Kossuth u 7 gu 1055 SEOUL 110 050 HUNGARY REPUBLIC OF KOREA Mr G Kaul Mr Yushi Morimoto 27 Rue Yafo 504 Kasumigaseki 1 91999 JERUSALEM chome ISRAEL Chiyoda ku TOKYO 100 JAPAN Return addresses undeliverable mail We always recommend tha every item that you send that we re able to swift to you Mr Tan Kay Hui 532 Chai Chee Road SINGAPORE 1646 REPUBLIC OF SINGAPORE t you include a return address on This simple incl usion means tly return any undeliverable mail If you wish us to return undelivered items gt clearly mark all your items with a return address correctly postcoded on the back of the envelope and if sending Mailmark barcode enabled mail pieces include the postcode of Mailmark barcode the return address in the Please note We always require a human readable return address to be visible we will use all letter or parcel reason is undeliverable reasonable attempts to return any included in a posting which for any but we will only return it if it bears a legible return address on the item any undeliverabl items with a P
22. Files postcode lookup table Direct Reside amp Mail Centre selections line listing text and geographical sequencing details making up the MS Selection Files Index for non postcoded addresses Geographic area definitions O s in SORTA DAT or Record revert to the use of Selection Files are lows by by by by by EES tes tes tes tes SORTA DAT file provides the major mechanism for address matching It contains all postcode district and required sector records with their corresponding Direct selection 13th November 2013 Issued Effective 1 January 2014 37 codes The districts and sectors do not represent selections in themselves but are kept as separate record types as a system will first attempt to match the district then the sector All records in SORTA DAT have been sector based although we may revert to district based records in the future Record type 1 postcode sector structure The postcode sector is the first character of the inward part of a postcode For example in the postcode CF6 9DX the sector is represented by the figure 9 Records contain both the district and sector A postcode sector record is broken down in a similar way to a postcode district record The only difference is the inclusion of the sector Example of postcode sector record i amk L m Record type Numeric Always 1 to indicate postcode sector postcode
23. GIU E rs F Meier Veberstr 2 53113 BONN 1 GERMANY surname in CAPITAL letters Issued 13th November 2013 M Andre Perret Schanzenstrasse 7 3030 BERNE SWITZERLAND Mr J van Dieten Morsstr 111 2312 BK LEIDEN THE NETHERLANDS There should be a double Space between th postcode and the post town Senhor Carlos Manuel Pereira Av das A Augsa Livres lonte Trigo 7220 PORTEL PORTUGAL Rosalina Silva R Conde Redondo 80 1192 LISBOA CODEX PORTUGAL Mr George Latsis Alkamenou 37 117 80 ATHENS GREECE Fru Inger Lilja Vasavagen 3 4tr 582 20 LINKOPING SWEDEN Herr Hans Hansen Svingen 22 9230 BEKKEHAUG NORWAY write the Effective 1 January 2014 13 Mail to Germany due when accepting mail five digit postcode Put the house numb not carried out delivery digit postcodes to Germany s strict conditions for addressing your items you must e Use the Put the postcode befor r after the street name Some items are still the town name If the above is your mail may be returned with no attempt at being received with old four thus causing serious delays Sample addresses rest of the world Mr J Brownhall 264 High Street ALLAMBIE NSW 2100 AUSTRALIA The State
24. ORTC if the first ten characters of the Post Town match a record in SORTC then the associated Residue Code High Sort for that record is allocated to the address Issued 13th November 2013 Effective 1 January 2014 45 0 BOLTON 1 2 4 any non postcoded items with BOLTON as the Post Town would be allocated 124 as a Residue code the SORTC file used for matching Post Towns to Residues does not contain town names of which the first ten characters are duplicated within Great Britain For example Newport is a town that occurs more than once in the UK It does not appear in the SORTC file because it cannot be uniquely identified to one SCC if the address cannot be matched at all you may want to allocate a dummy selection code such as 99999 or 00000 This would indicate that the address does not qualify for any of the sorted products available and you may wish to subsequently check all such addresses to correct the problem for the future Issued 13th November 2013 Effective 1 January 2014 46 Check the address Issued 13th November 2013 Effective 15 January 2014 47 9 SORTATION implementing the Royal Mail Selection Files sortation criteria Sortation methods There are a number of methods by which the Royal Mail Selection File sortation criteria can be implemented 2 of these are outlined
25. PI will only be returned to the sender if a return address is shown Charges We currently do not charge for the return of undeliverable mail Please note for our machine readable products we do have specific rel letters this user guide Issued 13th November 2013 large letter tter letter and large turn address requirements which are detailed in the Machine readable letter and Machine readable letter and large 1 Mailmark and sections of Effective 1 January 2014 15 gt our Advertising Mail with Big Book and Heavyweight options make no additional charges for undelivered or returned items This makes it easy for you to reissue returned items and systematically clean up your database gt where a recipient has moved address and an active redirection is in place we will forward the item with no additional charges allowing you to stay in touch with your customer wherever they are Please note Some categories of mail originating from government departments are not redirected Issued 13th November 2013 Effective 1 January 2014 16 2 Postcodes What are postcodes and why are they vital to our products Postcodes are an alphanumeric code allocated by us to identify the location of an address or group of addresses and it comprises of an outward postcode and an inward postcode Postcode formats Whilst it s not p
26. Setting up a sortation system The Royal Mail Selection Files are the key to sorting your postings They contain the entire list of postcode details grouped into the following selections The way thes are used depends on the product that you have selected gt final or local delivery office Direct selections within High Sort postings gt sorting offices based on postcode areas Residue selections within High Sort postings gt selections for machine sorting Low Sort selections mail centre selections Your sortation system will need to cover all aspects of a posting including gt allocating selection codes gt sorting items gt producing reports and bag labels Issued 13th November 2013 Effective 1 January 2014 24 How sorted mail differs from mail with no sortation no sortation e g mail which is Sorted mail collected from e g Business postboxes Mail High Sort Issued 13th November 2013 Effective 1 January 2014 25 3 stages of setting up a sortation system PRE SORTATION Evaluate Postcode level Assign Standard Selection Codes SORTATION Implement sortation criteria Apply seguencing PRODUCTION Generate reports Generate addresses amp bag labels Stage 1 Pre sortation The pre sorting stage will evaluate the postcode level and assign a SSC Your software should perform these two tasks separately and it can be done either gt once per lis
27. a secondary frame add them to the other Residue selections only after every bundle has been counted should you transfer the final totals onto the confirmed sales order If you already know the total count for the posting there s no need to count the Residue Issued 13th November 2013 Effective 1 January 2014 68 selections just subtract the Direct selections from the total once you know the total weight of the posting an efficient way for you to work out the number of items in Direct and Residue selections is to weigh the Residue selections only and deduct that weight from the total to obtain the number of items in Direct selections This system will only work however where all the items are the same weight and your method of weighing is very accurate Please note If you sort manually you do not need to give us a full computer planning report and line listing with your postings except in the case of mixed weight postings However as a minimum you will still need to provide us with all the mandatory information stated on the full computer planning report and line listing and the other documentation outlined in the Documentation section of this user guide 16 Sorting your Advertising Mail with Big Book and Heavyweight options You are required to sort your Big Book or Heavyw
28. able for gt Advert gt Advert tising Mail parcels tising Mail Publishing Mail A3 parcels and parcels Entry criteria you can opt to use ADS for your Advertising Mail and Publishing mail parcel format items only when posting using High Sort If you select this option your items are too large to fit through a letterbox we will deliver that item to an alternative point in line wit lab at let our delivery office for el The al terbox Big Book and Heavyweight options because delivery thin the delivery instruction on the ternative delivery point may be a place the recipient s address which is close to the out of public view and under shelter you must put an alternative delivery label on each item otherwise the item will be returned to cannot be delivered through the letterbox must book your Advertising Mail or Publishing Mail gt you alt ernative delivery specification least 7 days in advance of the mailing date Issued 13th November 2013 Effective 1 January 2014 see below the recipient to collect if it mailing with us at 73 DELI VERY Delivered by INSTRUCTION pesi ROYAL MAIL il POSTAGE PAID GB SOUTHAMPTON 2500 If not at home leave out of public view sheltered from the weather and notify customers via P739 If no suitable place use standard P739 procedures amp return to the D
29. al options 90 10 Business Mail with no additional options 90 10 Business Mail with no additional options 95 5 Business Mail with no additional options Issued 13th November 2013 Effective 1 January 2014 Products and options Minimum postcode Maximum partial postcode Options for remainder of mail where AND Address match e g NE and or Post town the address elements could not be to PAF match to PAF matched to PAF oe Sustainable Advertising Mail with 95 5 Business Mail with no additional Low Sort OCR and Barcode options Intermediate Level oe Sustainable Advertising Mail with 95 5 Business Mail with no additional High Sort Intermediate Level options Business Mail lst Class with Low Not applicable but please note that you should always maximise the level of Sort Mag mark address Postcode amp DPS accuracy We strongly recommend that at least 90 of your items are fully and accurately matched to PAF in order to avoid invoice adjustments Business Mail 1 Class with Low 90 10 Business Mail with no additional Sor OCR and Barcode Business Mail 1 Class with High 90 10 Business Mail with no additional Sort options Business Mail 1st Class with Not applicable but please note that you should always maximise the level of Machine readable Mailma
30. an automated sorting machine Line listing A line listing must be produced to reflect the make up of the final posting and where a posting contains items of differing weights the enhanced mixed weight documentation where applicable must be produced Where Issued 13th November 2013 Effective 1 January 2014 78 you have mixed your formats please note that you will be charged for the largest format within the posting Spreading a consolidated posting For all of our sorted product options a consolidated posting may be spread over a number of working days depending on the overall volume Payment As the customer producing the consolidated posting is deemed to be the customer and holds the Royal Mail agreement they will also have a Royal Mail account and hold their own OBA to enable a confirmed sales order to be provided on each day of the mailing No third party OBA can be used only one payment channel PPI or stamps may be used in a single posting consolidated mail cannot be presented as a single posting if items use different payment channels gt where a printed PPI is used as the postage indicator a single posting must have the same PPI licence number on all items consolidated mail cannot be presented as a single posting with different PPI numbers gt a customer may use any or all of the four permissible sizes for PPIs i
31. ant to sort your mail All you have to do is make sure the addresses on your letters are up to date and can be read and we will do the rest You are not required to undertake any sorting for the no sortation mail options Issued 13th November 2013 Effective 15 January 2014 60 15 Manual sorting When manual sorting should be considered There are circumstances where computer sorting might not be possible and alternative Man where it the discount the discount For example small ual sor ms ting is worth considering xceed 100g in weight local can make manual sor postings sorting manually might be a viable The combination of and the item price from which to subtract ting a viable option where selections from different cells or postings are combined within higher proport you a higher Points to consider r Extr sorting manual increase the will al if you large le National of Direc range of Direct selections ting has an even delivery spread across the UK ters or 7 000 post anyone mailing more than about 35 000 let A3 parcels or parcels should sort to large tters letters a High Sort posting to tion of Direct selections level of discount A3 parcels or parcels 300 may give much the same result t selections as would sorting to This assumes level of discount you can earn lso take l
32. ayouts To help you prepare your manual sort we can provide you with a list of the 300 standard National Selections based on the number of delivery points per Direct selection We can also provide you with a list of Direct selections based on your actual mailing list so it is more appropriate to your requirements Issued 13th November 2013 Effective 1 January 2014 62 Please note that the software we use to generate selections is based on a model that assumes a nationally spread posting to calculate the optimum layout for sort frames The process for creating these selections is based on a model This may mean it is not necessarily the most suitable for your needs so before you decide on the frame layout to use please read this section to see if the National Selections frame layouts are suitable if not suitable please discuss the other frame layouts available with your account manager or call the Royal Mail Technical Helpline on 0207 371 6957 if none of these are suitable we can also provide you with a customised list of Direct selections For more details contact the Royal Mail Technical Helpline on 020 7371 6957 if you ask for a customised list of Direct selections we can also give you an estimate for the level of discount you might earn using those layouts this may vary depending on the product option and service chosen Sorting frames Once w
33. centage of addresses with a full and accurate postcode to sector level as validated against the PAFG the postcode level relates only to the items in your posting and not to the mailing list from which they were extracted For example a company s entire list may be 95 fully postcoded but the portion of the list selected for posting may only be 85 fully postcoded This portion of the list therefore would not be eligible for Advertising Mail Sustainable Advertising Mail with Low Sort and High Sort Entry level Advertising Mail with Response Publishing Mail Business Mail 1 Class or Business Mail as it does not achieve the 90 minimum entry level to meet the product postcode level your postcodes must be valid against the PAF and of a valid format If a postcode fits one of these formats then for sortation purposes it is deemed to have a full postcode Is there a Postcode VALID VALID Step 1 Locate the postcode within the address if it is not held separately from the other address text Issued 13th November 2013 Effective 1 January 2014 18 Step 2 The outward portion postcode district needs to be checked against the list of valid formats see table on previous page If the outward postcode format does not exist in the table the postcode is considered invalid and added to the no postcode count At this point it would be beneficial to highlight this incorrect
34. cord type Numeric Always 3 to indicate Residue Selection Standard Numeric Unique identifier Residue Selection Selection Code Label 50 Alphanumeric line listing text for this Selection including Selection name and postcode group Geographic 32 Numeric for 16 two bytes sequenced indicating Sequence postings order Issued 13th November 2013 Effective 1 January 2014 39 The last field enables you to make decisions about posting 1 Class mailings in a sequence compatible with latest posting times A typical record would look like this Residue code Record Type Line Listing text 7 9 LON DON WEST ENW 2 1 4 R jE M 14 0 6 Line Listing text continued Geographic sequence Please note Sequencing 1 Class mail is useful should you have a number of collections spread throughout the day But in all instances you must ensure that your mail is ready for collection by the latest acceptance time for your postcode area Sequencing is described in more detail in the section on Geographic order of posting later in this chapter Record type 4 Post Town structure Type 4 records contain Post Towns within the UK They are used if an address does not have a valid postcode They contain the first ten characters of a Post Town The file does not contain references to Post Town names duplicated within the UK e g Newport or Post Town names where the first ten 10 c
35. ddressing Address accuracy Your mail must be addressed in accordance with the address accuracy requirements set out in the following table Accuracy Products and options reguirements No minimum gt 15 and 2 Class with no additional address options accuracy gt Business Mail 1 Class Business Mail and Publishing Mail with Mailmark option Advertising mail which is not machine readable gt Business Mail 1 Class and Business Mail with Machine readable Advanced 90 address and The following products other than those postcode specific product options requiring no accuracy minimum address accuracy listed above 90 DPS or 95 minimum address accuracy listed accuracy for below Barcode letters Advertising Mail including with Mailmark option Sustainable Advertising Mail including with Mailmark option Advertising Mail with Response Publishing Mail except when using the Mailmark option Business Mail 1st Class except when using the Mailmark option Business Mail except when using the Mailmark option 95 address and Advertising Mail with Machine readable Issued 13th November 2013 Effective 1 January 2014 postcode Plus accuracy Sustainable Advertising Mail with Low 95 DPS Sort Intermediate level including accuracy for with Mailmark option Barcode letters Sustainable Advertisin
36. district 4 Alphanumeric UPPERCASE only postcode sector 1 Numeric Sector number Standard 5 Numeric Unique identifier Direct selection Selection Code Here is a typical record Record Type Postcode Sector SSC 1 W 1 4 8 1 7 9 6 6 Postcode Residue Identifier Direct within District Identifier Residue Record type 2 Direct selection structure The Direct selection records contain the bag label text for each Direct selection Issued 13th November 2013 Effective 1 January 2014 38 Example of Direct selection record Record type Numeric Always 2 to indicate Direct Selection Standard 5 Numeric Unigue identifier Direct Selection Selection Code Label 75 Alphanumeric line listing text for this Direct Selection including Direct Selection name and postcode group Filter 5 Blank Spaces filler to make record length the same as type 3 Here is a typical record Residue code Record Type Direct within Residue Line Listing text 2 111 7 9 66 L ON D ON WES T WwW 14 Line Listing text continued Please note These records must not be used for matching postcodes to Direct selections The SORTA DAT file must be used for this Record type 3 Residue and Low Sort structures Records contain the line listing text for each Residue and Low Sort selection Example of a Selection record TEUER E n Re
37. e This can be achieved via the table in the the mailing location or the SORTD file contained within the postcode area that needs to be referenced in the tables Alternatively the postcode will enable the related Residue Code to be extracted And by using the Royal Mail Selection Files booklet using the postcode of the Royal Mail Selection Files The postcode will specify Residue Code the geographic area to which it belongs can be extracted from the SORTD file Applying a geographic sequence with the Royal Mail Selection Files requires access to the last 32 characters of the type 3 records in SORTB These represent 16 two digit numeric codes each code representing a geographic area from which the posting is to be made So if you re posting from area D you would need columns 7 8 representing the fourth two digit code The records in SORTB represent a table of geographic sequences as below For each Residue area the mailing sequence is given by geographic area Please note The Residue codes for each region are available from the SORTD DAT file of the Royal Mail Selection Files Or the Selection Files booklet A priority table is also included in the Royal Mai Selection Files and indexes to each of the Residue an Low Sort selections can be found at the end of th SORTB MECHB files This enables you to decide in whic order to post a mailing from a particula
38. e Royal M Selection File information on the SSC counts 2 Set Direct count to O for those that form Residue bags Sortation parameters Specific parameters to All sortation systems require enable correct sorting and for reports to be produced Even if you run a stable environment where the profile of your posting rarely changes we recommend that you use parameters Parameters to consider Minimum selection size Maximum bag weight Issued wherever possible letters fifty 50 items large letters ten 10 items A3 parcels five 5 items parcels five 5 items V V VY WV If you wish to post using trays letters or large letters only for High and Low Sort you need an average of at least 100 letters or 25 large letters across all the selections being mailed to note this is an average across the entire posting You do not need to have one hundred 100 letters twenty five 25 large letters in every selection Maximum 11kg a You must fill a bag for each selection before commencing filling another bag for that selection and you must also ensure that each individual bag weight does not exceed 11kg 13th November 2013 Effective 1 January 2014 50 Maximum tray weight Maximum bundle weight for unbagged postings only Item weight Delivery speed 1 Class 2 Class Economy or deferred Economy Geographic region of
39. e have details of your mailing list we can provide you with the list of Direct selections designed specifically for the area corresponding to your posting We can help you optimise the layouts of your sorting frames by determining which of those should be primary frames and which should be secondary frames The number of frames will depend on the number of selections you want to attempt and available space Primary frames are designed to deal with as many of the major Direct selections as possible thereby reducing the amount of re sorting on subsequent frames as well as handling costs All the frames are arranged in such a way to make finding the correct box as easy as possible Normally with this sort of design there should be no need for you to ask us to come up with a special frame layout for you However if this is the case please discuss this with your account manager Choosing sort frames Sort frames are an important part of manual sorting as are choosing the right type of frame and locating it in a suitable area A frame might take the form of conventional pigeonholes or else frame mounted drop bags or perhaps some other system It all depends on what Issued 13th November 2013 Effective 1 January 2014 63 you need to sort The most important criterion though is that you choose the right frame for the job Frame size and layout we recommend you begin with an 8 by 6 frame gi
40. eight option items according to the High Sort selections supplied by us in the Royal Mail Selection Files Sequencing of Direct and Residue selections You must sequence your mail geographically to enable us to process items through our network using 9 way segregation You have two 2 options for sequencing your mail by geographic area each Residue selection follows the Direct selections to which it relates all Residue selections come after all Direct selections It is advisable to use the first of these options Input information Data known as mailing parameters must be fed into the computer for each mailing Information required includes sortation level in this case High Sort parcels minimum selection size 5 for Big Book and Heavyweight options Issued 13th November 2013 Effective 1 January 2014 69 gt item weights Issued 13th November 2013 Effective 1 January 2014 70 17 Direct selection estimates The following table shows the approximate number of Direct selections you can achieve Figures are based on nationally spread postings and assume that 100 of your addresses carry a full and accurate postcode If your posting has any sort of regional bias the proportion of Directs will conseguently rise The table should enable you to estimate what proportion of your list is likely to achieve Direct discount status This in t
41. election Files up to date You must update your sorting systems each time a new version of the Royal Mail Selection Files is issued by us If you don t you risk delaying the delivery of your mail and losing your discount We will always give you advance notice of any change but implementing those changes will remain your responsibility Please ask your account manager for further details The Royal Mail Selection Files contain 5 Direct and 3 Residue digit reference numbers for all the outward postcode areas listed on PAF Sortation software is used to match the postcodes and or post towns on your address data to the Royal Mail Selection Files and the data is then sorted into an order as specified by yourself Implementing the Royal Mail Selection Files You can choose to implement the Royal Mail Selection Files by either implementing computer sorting or purchasing a software package Issued 13th November 2013 Effective 1 January 2014 20 Implementing computer sorting Given the wide range of computer languages and operating environments it is impractical to provide comprehensive programming information for all systems Integrating the products within your current IT system Each of the processes needed to sort your postings can be integrated into your existing system Because some of these need not be performed every time a mailing is created this method will
42. elivery Unit Full customer name and address to be printed in this area Advertising Mail ADS item DELIVERY Delivered by ROYAL MAIL de INSTRUCTION n If not at home leave out of public view sheltered from the weather and notify customers via P739 If no suitable place use st amp return tothe andard P739 procedures Delivery Unit Full customer name and address to be printed in this area Publishing Mail ADS item Issued 13th November 2013 Effective 1 January 2014 74 19 Mixed formats and mixed weight Mixing different weight items and formats In certain cases it is possible to submit mixed weight amp format postings for Advertising Mail Sustainable Advertising Mail Advertising Mail with Response Publishing Mail Business Mail 1 Class and Business Mail Your posting may contain items that vary in size and shape but please note that postings which consist of mixed format items will have their price based on the largest format item present in the mailing and depending on the item size and weight you may need to bundle these items To make a mixed weight posting you must meet the following conditions all items are broadly similar in size and shape so that they can be securely bundled together but may vary in weight and thickness the variation in weight may mean that the items are a mixture of formats all items are to be for the same standard of
43. ery item of mail goes into the correct box as putting mail into the wrong box will delay it and also jeopardise any discount you receive If you have problems sorting to multiple boxes another option is to group them all into one corresponding Residue selection box effectively substituting any additional Direct selections you might want to make Bundling The process of bundling is a requirement of every Advertising Mail Sustainable Advertising Mail Advertising Mail with Response Publishing Mail Business Mail 1 Class or Business Mail posting Even when you sort manually to drop bag frames you will still need to sort tip count and bundle where quantity dictates for both Direct or Residue selections Issued 13th November 2013 Effective 1 January 2014 67 5 empty any boxes for Direct selections as they fill At this stage you may want to count the contents and bundle it it may help your counting process if you bundle in units of 50 letters or 10 large letters A3 parcels or parcels However you will need to make sure you have a system in place for ensuring that Direct selections for a particular destination remain together remember that you need to enter exact individual totals of both direct and Residue items on the confirmed sales order It may help you to keep a running tally as you bag each direct or Residue bundle instead of counting them all at the end though
44. et aside a range of numbers to help you handle items which are not being posted as one of our pre sorted products The numbers are in the range 00000 09999 and codes begin 999 These will not be used as Royal Mail Selections and have been set aside for your own coding purposes Such items may not be included in your sorted posting Selection size there are two 2 selection levels for our High Sort options but to qualify for the best discounts you should try to assign mail to Direct selections an alternative to Direct selections is to sort to Residue selections which you should do if you can t reach the required number of items for a Direct selection either if the address details are incomplete or time and resources are a constraint The sorted plan contains eighty six 86 Residue selections These consist of a group of adjacent Direct selection areas items that do not carry a postcode printed as part of the address but can be given a Residue code via the Post Town or the outward part of the postcode or where the number of items for a Direct selection is below the minimum must be sorted into a Residue selection bag Minimum selection sizes There are two 2 selection levels you need to consider 1 Direct Selections affects your level of discount 2 Average number of items across all selections being mailed to affects the presentation options you have trays or bags D
45. etically by Selection Name for example Aberdeen at the top left and York at bottom right Where you have several boxes for the same town but with different postcodes these can be sequenced by alphanumeric postcode Method 2 Alphanumerically by postcode for example AB10 in the top left ZE3 at the bottom Method 3 Numerically by SSC this requires the codes to appear on each item to be sorted This method is normally used when selections are being combined and re sorted to earn more discount Sorting a general mailing purely by SSC may be more difficult On the other hand sorting by numbers requires less training or geographic knowledge Method 4 Ergonomically for highly trained sorters who are thoroughly acquainted with their frames and are using them regularly For this method labelling of the frames is made spirally with the most frequently used box in the centre of the frame and the least frequently used at the edges Please note For methods 1 2 and 3 you can choose from either a snaking sequence or a left to right sequence With snaking the sequence will start from top left proceed to top right then drop down to the next row and proceed in reverse order i e right to left until the next row where it reverts to left to right again and so on Issued 13th November 2013 Effective 1 January 2014 65 With the left to right
46. eu eue 61 16 Sorting your Advertising Mail with Big Book and Heavyweight options RN NUNT Pan ae ta nana ME DNA NL MIN DIE TREE ER EE 69 17 Direct selection estimates eee tt a a aa tt a eene ente tntntntn 71 18 Alternative Delivery Specification or ADS sess 73 19 Mixed formats and mixed weight eese 75 20 Presenting your mails ne tit m te t vtik valheita s n 77 21 Machine processing of postings presented as High Sort or non machine readable secure tr Re REG QU IPIE RR epe Kes Koh pare e che n Ee i velasta 81 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 O 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 OHO Issued 13th November 2013 Effective 1 January 2014 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 Addressing You will find general advice on how best to set out your addresses in the Clear Addressing Guide which is available on our website at Guide For Clear A
47. f the area Example of a Geographic Area record Field Type Comments Sz Record type Numeric Always 5 to indicate Residue Selection Area identified 1 Alpha Geographic area identifier Area Title 50 Alpha Geographic area title A typical record would look like this Record Type Area Title 5 MIDLANDS 7 Area Issued 13th November 2013 Effective 1 January 2014 41 Record type 6 Residues and mail centre for Low Sort structure Geographic areas encompass several Residue areas each The relationship between Residue and Mail Centre areas is given in type 6 records Example of Geographic Area Residue record Field Type Comments i Record type Numeric Always 6 to indicate geographic area Mail Centre or Residue relationship Area identified 1 Alpha Geographic area identifier Mail Centre 3 Numeric Selection identifier Residue Identifier Filler 47 Blank Spaces filler to make record length the same as type 5 A typical record would look like this Record Type Area Title Filter 6 M A 1 0 2 P Area Issued 13th November 2013 Effective 1 January 2014 42 8 How Standard Selection Codes are allocated Methodology Although the methods outlined here for SSC allocation are by no means the only ones there are only two 2 main methods to allocate codes to your mailing lists
48. for illustrative purposes only 1 L L 1 4 MEO 1121 71 75 Please note gt if type 0 records were to be re introduced in the future care would need to be taken when matching against both record types 0 and 1 Postcode districts can have between two and four characters However the address file may hold the postcode in a single field and have a variable number of spaces between the sections of the postcode if no match is found either the postcode does not exist or it is invalid In this case the address itself needs to be checked against the list of Post Towns which is contained in SORTC Record Type 4 If a Post Town match is found the address will be allocated a Residue Code This will then enable items for that address to be sent using one of our sorted products but they will only achieve a Residue discount In order to maximise your discounts you should improve the level of postcode accuracy within your address list records without postcodes should be matched only to Post Towns There is no provision for matching them to counties to check the address against SORTC the Post Town will need to be extracted from the address text and if the matching process is case sensitive converted to upper case if this has not already been done The Post Town should be found in the last two lines of the address excluding the postcode with precedence given to the last line to avoid the possibility of matching a locality to S
49. g Mail with High Sort Intermediate level Business Mail 1st Class with Machine readable Plus Business Mail with Machine readable Plus address accuracy is still as important for our Mailmark option mailings as it is for any mailing The Mailmark option allows Business Mail 1 class Business Mail and Publishing Mail mailings to dip below 90 address and postcode accuracy compared to PAF legitimately although invoice adjustments may be made for mailings that do Mailmark mailings that dip significantly below 90 will see invoice adjustments to cover the costs of processing mail pieces with poor quality addresses Advertising Mail and Sustainable Advertising Mail mailings may not dip below the levels of address and postcode accuracy shown above accurate addresses will help you maximise your discount Managing Address Data Clear Prospects To help you check and improve the address accuracy of your database we ve created Clear Prospects It s a fast easy to use online tool which can improve the accuracy of your data in just a few minutes Visit our website at www royalmail com clearprospects to sign up and get a FREE audit of your data PAF Postcode Address File The best way to maintain the accuracy of your addresses is to link your customer database to our PAF by using one of our products based on PAF PAF contains over 29 million UK
50. haracters are duplicated as these could not be uniquely linked to a Residue selection m To make matching records easier all Post Towns appear in alphabetical order and are in UPPERCASE only in line with addressing convention If you have addresses containing Post Towns in lower case characters you may have to convert that line of address text to uppercase in order to make comparisons Towns whose names include punctuation e g Stratford upon Avon or St Albans have been included both with and without punctuation to make matching easier If addresses do not carry sufficient postcode information to match them to a Direct selection they can only be matched to Residue selections record type 4 Issued 13th November 2013 Effective 1 January 2014 40 Example of Post Town record a Record type Numeric Always 4 to indicate Residue Selection Post Town m Alpha First 10 characters of Post Town Residue Code 3 Numeric Unigue identifier Residue selection A typical record would look like this Record Type Post Town Residue Identifier 4 NEWQUAY 2 0 2 Record type 5 geographic area structure Geographic areas are used to define the order in which 1st Class mailings should be posted Type 5 records contain details of these geographic areas Each record contains the area identifier made up of a single alphabetic character and the title o
51. he example below for large letters or polywrapped letters depending on the design and envelope used either a single luminescent Barcode or a removable adhesive label with a black ink Barcode will be applied to the front of the mailpiece If you wish to design your items with these barcode and label areas in mind please refer to the Machine readable letter and large letter section of this user guide Example of luminescent codes as applied to machine processed letters ET 190108 Please PRINT the im Postcode 100 Victoria Embankment London EC4Y 0HQ RM C E O Royal Mail Group Ltd Example of adhesive label and Barcode as applied to machine processed polywrapped letters and large letters Issued 13th November 2013 Effective 1 January 2014 81 Chose Issued Delivered by 13th November 2013 I ROYAL MAIL POSTAGE PAID GB SOUTHAMPTON 2500 Effective 1 January 2014 82
52. he files High Sort Direct selections These are sorted to local Delivery Office level There are approximately 1 527 groups of postcodes identified as Direct selections within the Royal Mail Selection Files The selections for the following 2 product variant options are identical but labelling reguirements will differ gt High Sort Residue selections these are sorted to postcode area level As their name suggests they are for mail that cannot be or through choice is not sorted into Direct selections There are 86 Residue selections in the Selection Files Low Sort selections these selections are used when you have chosen to use one of our machine readable Low Sort products where the mail is sorted according to the Mail Centre There are 86 Low Sort selections and they are the same as the High Sort Residue selections above Issued 13th November 2013 Effective 1 January 2014 28 6 Standard Selection Codes or SSCs The SSC is a unique numeric code for each Direct 5 digits or Residue or Low Sort 3 digits selection used to sequence addresses identify selection breaks and match items to mailing bag labels SSC breakdown The SSC is a number comprising up to five digits made up OL the first three digits identifying the Residue Low Sort selection code for example 125 is the Residue selection code for the CW WA and WN postcode areas This defines the area o
53. helpful if you are merging Residue selections from a Issued 13th November 2013 Effective 1 January 2014 66 number of postings since they are already likely to have been partially sorted Handling secondary boxes on primary frames All primary frames should reserve a number of boxes for mail intended for secondary frames These boxes should carry clear and meaningful labels that immediately alert the person using the frame to what it should be used for names that include the first three digits of the selection codes for that box e g Northern Ireland and parts of Scotland SSCs beginning 102 109 a list of the areas covered by each secondary frame on the side of the box You could also obtain an outline map and put it close to the frame to show which parts of the country are sorted on which secondary frame You should keep a miscellaneous box for any items which do not obviously match any selection so that they can be looked at separately or if necessary sent via Business Mail with no sorting or machine readable options Direct selection boxes with the same names There are some cases where a particular city carries more than one Direct selection e g Glasgow or Coventry In these cases frames should have a number of adjacent boxes all bearing the city and the various postcode ranges within that city However you will still need to make sure that ev
54. ional options IS KIRISTI R N MAA Nui oN UKToleRNeI tukaSf Kof NoNKSWM NOt applicable but please note that you should always maximise the level of Mailmark address Postcode amp DPS accuracy We strongly recommend that at least 90 of your items are fully and accurately matched to PAF in order to avoid invoice adjustments 10 Business Mail with no additional Business Mail with Machine readable 90 OCR and Barcode options oo Business Mail with Machine readable 95 5 Business Mail with no additional Plus options PUREREN ERU e NIUToleRNel Mukaf Kof NoNKSMM NOt applicable but please note that you should always maximise the level of Advanced address Postcode amp DPS accuracy We strongly recommend that at least 90 of your items are fully and accurately matched to PAF in order to maximise discounts Publishing Mail with Low Sort Not applicable but please note that you should always maximise the level of Mailmark address Postcode amp DPS accuracy We strongly recommend that at least 90 of your items are fully and accurately matched to PAF in order to avoid invoice adjustments O oo Business Mail with no additional ptions Publishing Maa L Low Sort OCR 90 O oo Business Mail with no additional Publishing Mail Hugi sort 90 B o B options B o B Publishing Mail w
55. irect selections A software program does not only order by SSC but also determines whether there are enough items to justify a Direct There is no minimum number of items for either Residue selections forming part of a High Sort posting or for Low Sort selections where mail is posted in bags but for a selection to be classed as a Direct for High Sort options the minimum quantities required for Advertising Mail Sustainable Advertising Mail Advertising Mail with Issued 13th November 2013 Effective 1 January 2014 3T Response Publishing Mail Business Mail 1 Class or Business Mail are as follows letters fifty 50 items large Letters ten 10 items A3 parcels five 5 items Publishing Mail only parcels five 5 items Advertising Mail only Average number of items across all selections being mailed to For Low Sort options our pre sorted machine readable option there is only a single set of selections to sort to and there is therefore no minimum number of items per selection For High Sort options you can sort up to 1529 ways If you wish to use trays for either Low Sort or High Sort options you must ensure that you meet the following minimum average no of items per selection across the entire mailing 100 letters or 25 large letters Please note This average number of items requirement does not apply when posting parcels or using bags or the u
56. ith Protile High 90 10 Business Mail with no additional Sort ptions 90 10 Business Mail with no additional Publishing Marl with 250k options Issued 13th November 2013 Effective 1 January 2014 11 Products and options Minimum postcode Maximum partial postcode Options for remainder of mail where AND Address match e g NE and or Post town the address elements could not be to PAF match to PAF matched to PAF ssa Publishing Mail with Premium Business Mail with no additional Country Sort Hugh Volume PAF matching is not applicable for international elements however if part D of an inland mailing the inland elements must meet the product chosen Columns 1 the address must match the postcode both sets of information must be on PAF 2 the address must match the partial postcode if included and the Post Town both sets of information must be on PAF 3 this is the element of address data which cannot be matched to PAF and which therefore cannot be matched to any Royal Mail Selection File code Direct or Residue All Low Sort and Machine readable Advertising Mail and Sustainable Advertising Mail with Mailmark options postings have a requirement for either 90 or 95 address and postcode accuracy in order to ensure that the items in the posting are adequately targeted towards the audience 1 95
57. ly postcoded address for checking and amending at a later time This will improve the quality of subsequent lists Step 3 If the outward postcode is valid the inward portion also needs to be checked This is a lot simpler as there is only one valid format see postcode format table If however this portion is invalid the outward postcode count should be updated It would be helpful to highlight these addresses as well for later checking Step 4 When these checks are complete only those addresses passing both checks should be added to the full postcode count Issued 13th November 2013 Effective 1 January 2014 19 3 The Royal Mail Selection Files The Royal Mail Selection Files are 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 gt Business Mail 1 Business Mail usually in conjunction with a software program Class Obtaining a copy of the Royal Mail Selection Files gt the Royal Mail Selection Filescan be accessed by visiting our website at www royalmailtechnical com if you cannot download the Royal Mail Selection Files please contact the Royal Mail Technical Helpline on 020 7371 6957 Keeping your copy of the Royal Mail S
58. mark Minimum postcode AND Address match Maximum partial postcode e g NE and or Post town Options for remainder of mail where the address elements could not be Advertising Mail with Low Sort OCR and Barcode Advertising Mail with High Sort Advertising Mail with Machine readable Mailmark Advertising Mail with Machine readable OCR and Barcode Advertising Mail with Big Book Advertising Mail with Machine redda Pils Advertising Mail with Response Advertising Mail with Heavyweight Sustainable Advertising Mail with Low Sort Mailmark Entry Level Sustainable Advertising Mail with Low Sort OCR and Barcode Entry Level Sustainable Advertising Mail with High Sort Entry Level Sustainable Advertising Mail with Low Sort Mailmark Intermediate to PAF match to PAF matched to PAF 90 10 Business Mail with no additional options 90 10 Business Mail with no additional options 90 10 Business Mail with no additional options 90 10 Business Mail with no additional options 90 10 Business Mail with no additional options 95 5 Business Mail with no additional options 90 10 Business Mail with no additional options 90 10 Business Mail with no additional options 90 10 Business Mail with no additional options 90 10 Business Mail with no addition
59. n mailings an eManifest Confirmation Receipt from the customer making the consolidated posting gt for Mailmark option mailings an eManifest VV VV Please Note A single set of selections is defined as bundles for a particular selection postcode area included in a single bag or tray If that bag or tray is full or has reached the maximum weight allowed a further bag must be used Each selection must have only one bag or tray which is not either full or at its maximum weight Consolidated Mailmark option mailings are only permitted where the Supply Chain ID reference is the same and the items meet the above criteria The consolidated posting must meet all the contractual terms and conditions for the product used including entry levels and documentation You cannot simply combine a number of separately sorted postings without integrating them into a single Advertising Mail Sustainable Advertising Mail Advertising Mail with Response Business Mail 1 Class or Business Mail mailing i e for any High Sort posting you can only have a single set of Direct selections and a single set of Residue selections This must be don ither electronically by combining the mailing lists into a single line listing and sorted to that line listing before production or physically by combining a number of already produced mailings to create a single set of selections either by a manual re sort or by use of
60. n Key and Postcode Type identifies the address PAF is available in both physical CD and electronic SFTP media formats The elements of an address inland mail You must include at least gt one premise element one thoroughfare element gt one locality element gt postcode If there is no thoroughfare element contained in PAF this need not be included each address element as shown in the examples below must be on a separate line of the address with the postcode included as the last line of the address the county although not required may be included as the penultimate line of the address Issued 13th November 2013 Effective 1 January 2014 the phrases England Great Britain or United Kingdom must not be used for addresses to the UK and posted within the UK Example address Please note ERN vc Faydherbe The e e NW Royal Mail simplest way to SU 0 CE South Wing ensure an address IUIRPNCRN NIS Bell House To SUP 3 B 25 Bell Complex a ote i 3 1 35 aN OONA The Mews check that all n e Collleiily NA4 300 Western Road the elements fe 0 18 0 2 73 5 M Ree AINA Otterley in the appropria DIAAN DIANAN aA Hedge End a SIMIN OXFORD recorra are ekw ee 3 OX4 5ZZ present Premise elements You must include at least one of these 4 elements so that a single delivery point is defined You don t have to include all the premis lements even if the
61. n a single posting provided all items display the same licence number different third party return addresses may be used within a single posting undeliverable PPI items will only be returned if they carry a valid UK return address Issued 13th November 2013 Effective 1 January 2014 79 Consoidat aa railing Please Note gt gt consolidating postings are NOT allowed with Publishing Mail it is not possible to combine postings of different Royal Mail products into a single posting We will consider the party who is consolidating postings as the customer and that customer must hold the appropriate agreement for the product which is being used Issued 13th November 2013 Effective 15 January 2014 80 21 Machine processing of postings presented as High Sort or non machine readable Any letter including polywrapped letters or large letter format items presented in any of our product streams is liable to be presented to one or more of our sorting machines during the course of its journey Unwrapped items with very high gloss print finishes may suffer scuff marks as a result of machine handling It is recommended that these items are wrapped Items which are successfully processed through our machines will have code marks applied gt for letters this is a maximum of two luminescent codes sprayed in specific areas on the front of the mailpiece as shown in t
62. nbagged option gt you may choose to increase the minimum selection volumes noted above and this is recommended in order to maximise bag tray fills and reduce the number of labels printed and bags trays used when sending mixed weight postings containing letters large letters A3 parcels and parcels the minimum Direct selection size will depend on what format the items are being billed at and the percentage of large letters A3 parcels and parcels in the posting If letters form the greater percentage then the Direct selection minimum is fifty 50 items If it is large letters it is ten 10 and if A3 parcels and or parcels make up the bigger percentage it is five 5 items items not meeting the minimum volume requirements of a Direct selection must be brought together under the appropriate Residue selection Issued 13th November 2013 Effective 1 January 2014 32 Sorting into Direct or Residue selections DIRECT OODED ITEMS Direct selection achieves the minimum guantity specified e 50 letters e 10largeletters 5 A3 pkts packets RESIDUE CODED ITEMS No minimum volume for a Residue selection Is there only one set of Direct s within that Residue selection DIRECT SELECTION DIRECT SELECTION undersized direct RESIDUE SELECTION The foll
63. nd its associated Residue selection need to be updated once all the Direct and Residue selections have been decided then the list should be sorted There are a variety of possible sorting sequences Using the SORTB file Another method of performing your High Sort is to hold a list of all Direct selection codes derived from the SORTB file and include a mailing list item count for each SSC As each record is processed the count is updated against the appropriate SSC in the list once the table of SSC item counts has been completed Royal Mail Selection File sortation criteria are applied to the table rather than to the address file This should greatly reduce the processing required for this phase as these criteria are applied any Direct selections updated that are assigned to Residue must have their count the reassigned Direct Selection Code should indicate the additional items zero items and the associated Residue Selection Code when the table has been processed it will require sorting according to the sequence required Once the new order table is sorted into the order for production then the address list must be sorted to match the table s Issued 13th November 2013 Effective 1 January 2014 49 Sorting your posting using the SORTB file Count the number of items for all SSCs Sort per th
64. onger to prepare are sending around 20 000 letters or 4 0 bu generate a which can earn lly to more than 300 selections may E TE 00 sor the ting in n fu the full list of selections if at all possible before choosing one of also consider the space sorting more than 300 selections if you do no as even if you split t will make to handle them For example i across the same frames i complex and probably slow if you wish you can opt only This may make manual sorting more viable although you will not receive any Direct selection discounts and not all products attract VRDs on either the Directs or the Residues a costs the posting options you have at your disposal for t may not be practical it down the mai t have the sor to the umbers 11 that your you should to use the space ling L more to sort to Residue selections There are extra costs involved in manual sorting compared to computer sorting Issued 13th November 2013 Effective 1 January 2014 61 gt when posting to High Sort selections checking weights and numbers of Direct and Residue selections is labour intensive and can significantly add to the extra costs of processing a mailing manual sorting of letter large letters A3 parcels or parcels may not be viable because of the cost and Space requirements of setting up such an operation
65. ossible to without accessing our PAF validate full postcode postcodes formats can be validated using the following guidelines Valid Example Example of Example of formats postcode postcode postcode district sector AN NAA E2 5BZ E2 E2 5 ANN NAA M34 3AB M34 M34 3 AAN NAA DN5 7XY DN5 DN5 7 AANN NAA DN16 3HB DN16 DN163 ANANAA W1A 4WW W1A W1A4 AANA NAA EC1A 1AA EC1A EC1A 1 AAA NAA GIROAA GIR GIR 0 GIR OAA is a postcode that was issued historically and does not conform to current rules on valid postcode format It is however still in use Please note gt the letters 0 V and X are not used in the first alpha position the letters I J and Z are not used in the second alpha position gt the only letters to appear in the third position are A B C D E F G H J K S T U and W gt the second half of the postcode is always of consistent numeric alpha and alpha format and the letters C I K M O and V are never used These conventions may change in future if operationally required Issued 13th November 2013 Effective 1 January 2014 17 Evaluating the postcode level A process of evaluation must be performed on all addresses within the mailing list in order to be presented as a sorted posting that requires a minimum level of address accuracy the postcode level is indicated by the per
66. owing example demonstrates how sorting to Direct and Residue selections works in practice that this example is for illustrative purposes on Items Letters 12348 52 Direct 12349 10 Residue 123 12351 50 Direct 12352 20 Residue 123 12353 60 Direct The exception to v Undersized Directs rule Undersized Directs optional The use of Undersized Directs will maximise the amount of discount available to you for a posting But this method is more complicated and may increase the processing of your posting Please note this sortation is known as the as set out below Please note ly time Undersized Directs are not permitted with Low Sort or no sortation postings Issued 13th November 2013 Effective 1 January 2014 33 Undersized Direct selection or Residue selection The Undersized Directs principle is that if a Residue bag or tray contains mail for only one Direct selection and no others then the items can be sent as a Direct selection bag tray and obtain Direct selection discounts regardless of the number of items in the bag tray and even where the volume is below the minimum selection volume for a Direct selection This is acceptable because additional information regarding the contents of the bag tray is provided in the form of Direct bag tray label text and no additional bags trays of mail are created
67. r your posting Where you do so the computer programme may produce some or all of the following gt a computer planning report gt a line listing showing a breakdown of the items and bags bundles or trays in your posting by selection and on a cumulative basis with final totals gt the addresses on labels or printed directly onto items bag bundle or tray labels these items must either precede or accompany the mailing on its first collection The line listing addresses and bag labels must always be produced in the same sequence Any which are not produced by the computer have to be manually prepared and provided as per the product requirements Software solutions that enable Mailmark barcode mailings are being developed These solutions will build upon the existing sortation software solutions to also produce eManifests and pass the Batch information through to our eManifest Handling System eMHS Please note Please make sure you speak with the person producing or supplying your software to ensure you get exactly what you need for us to handle your mail It can be costly to revise your sortation programme if it does not include all the necessary information or provide the required documents Advice on questions to ask software suppliers is available on our website at www royalmailtechnical com Issued 13th November 2013 Effective 1 January 2014 23 5
68. r mail centre to which it belongs for High Sort options a further two digits is added to identify the position of the Direct selection code within the Residue for example 12553 for St Helens WA11 The only valid format for a Direct selection code is all 5 digits including its associated Residue Code defined as the first three 3 digits described above Example of a Standard selection code LOW SORT amp RESIDUE CODE HIGH SORT DIRECT CODE 11215 112 15 5 3 MAIL CENTRE IDENTIFIER RESIDUE CODE DIRECT CODE 15 the two valid forms for a High Sort posting are the full SSC e g Direct selection code 12553 and the Residue selection code e g 125 or 12500 the only valid form for a Low Sort posting is the three digit code You do have the option to add two 0 to the end for example 12500 if your software reguires all fields to be used Issued 13th November 2013 Effective 1 January 2014 29 Example of some Direct SSCs for the North West of England SSC DIRECT SELECTION NAME POSTCODE GROUP 12549 Skelmsersdale WN8 12551 St Helens WA9 12552 St Helens WA10 12553 St Helens WA11 12554 Warrington WA1 WA2 12555 Warrington WA4 12556 Warrington WAS 0 3 WA5 6 9 12557 Widnes WA8 12558 Wigan WN1 WN3 12559 Wigan WN2 12561 Wigan WN4 1256
69. r region Th table below gives an example of this information an shows you how to arrange the posting from each of th regions Issued 13th November 2013 Effective 1 January 2014 5 l d e h e d e 5 If you are posting from a postcode in the North West England e g BL using the table of geographic regions in SORTD DAT place BL in region F North West England Reading down that column in the table below you would post to area B Scotland first region M South West England next and so on until region F North West England which you would post last Geographic sequencing is useful for any large mailings produced and posted over a number of days To find the order of posting determine from which geographic region A P you are posting search along the top of the table for the letter of the region you are posting from read down that column to find the order of posting for the 16 regions Royal Mail Selection Files geographic order of priority A B cto le F c H r jy k L mn o P EN gt gt s s B BB B B A A B B BB Ye MII I MIL M AIN N N IB B A A A A esil E H H P N P L I I I E E IK IK K K G JA A lo IP Jo k s eo c t t IL IL ii H
70. rk address Postcode amp DPS accuracy We strongly recommend that at least 90 of your items are fully and accurately matched to PAF in order to avoid invoice adjustments Business Mail I Class with 90 10 Business Mail with no additional Machine readable OCR and Barcode options Business Mail 1 Class with 95 5 Business Mail with no additional Machine readable Plus options Business Mail 1 Class with Not applicable but please note that you should always maximise the level of Machine readable Advanced address Postcode amp DPS accuracy matched to PAF in order to maximise discounts Business Mail with Low Sort Not applicable but please note that you should always maximise the level of Mailmark address Postcode amp DPS accuracy We strongly recommend that at least 90 of your items are fully and accurately matched to PAF in order to avoid invoice adjustments Issued 13th November 2013 Effective 1 January 2014 10 Products and options Minimum postcode Maximum partial postcode Options for remainder of mail where AND Address match e g NE and or Post town the address elements could not be to PAF match to PAF matched to PAF Business Mail with Low Sort OCR and 90 10 Business Mail with no additional Barcode options O A Business Mail with High Sort 90 1 Business Mail with no addit
71. rtant you attempt the right number of selections and those that are best suited to your needs If you need help with this process call the Royal Mail Technical Helpline on 020 7371 6957 or ask your account manager Issued 13th November 2013 Effective 1 January 2014 36 7 The Royal Mail Selection Files structure ection Files ections Sel sel The Royal Mail postcode defined programmes following addressing convention postcodes it is important to bear this performing comparisons Composition of the Royal Mail Selection contains which provided a of of list series the All files contain UPPERCASE characters only Post Towns and in mind when for Files Record Category Comments in postcode district SORTA DAT 4 postcode sector SORTB DAT 2 Direct Selections MECHB DAT 3 Mail Centre Residue selections 4 Post Town index SORTC DAT SORTD DAT 5 Geographic Areas 6 Geographic Areas amp Mail Centre Residue relationships Please note there are currently no record type type 2 in MECHB We may however record type 0 s in the future The 7 record types within the contained in 4 files Record size for each file is as fol gt SORTA DAT Record size SORTB DAT Record size 86 MECHB DAT Record size 86 SORTC DAT Record size 14 SORTD DAT Record size 52 Major index to Royal Mail Selection
72. selections that you have items bound for Entry criteria gt you cannot mix Directs and Residues in the same bag or tray gt you can only have one set of Directs or Residues per posting you must maximise the bag or tray for each selection you cannot mix delivery speeds within the same posting How to sort your posting into High Sort Residue selections Check the address Issued 13th November 2013 Effective 1 January 2014 58 13 Low Sort items This option is for you if you have chosen to make your mail machine readable and wish eighty six the sa Residu differ 86 ways me postcode groupings as e but the information on nt elements Entry criteria you you you you you V VY V VY ON Batch they must all be of the same class cannot mix selections in to sort your mail up to The 86 selections ar those for High Sort the ffectively labels will have the same bag tray or ALP can only have on must maximise the bag or cannot set selections per posting tray for each selection mix delivery speeds within the same posting cannot mix different Mailmark variants within a format sortation and machine readability option 13th November 2013 Issued Effective 1 January 2014 59 How to sort your posting to Low Sort selections Check the address 14 No sortation No sortation options are for you if you do not w
73. siness Mail Mixed weight parcels Mixed weight parcel is a method of documenting a posting where the item weights can vary from 0 2kg This option does not apply to Advertising Mail with Response Sustainable Advertising Mail Business Mail qt Claes or Business Mail Mixed weight daily rate As an alternative to producing an enhanced line listing where all items weigh over 250g the daily rate method may be used Issued 13th November 2013 Effective 1 January 2014 76 20 Presenting your mail Using a number of mailing houses for a large posting If you have a very large list where you need to mail all the items as guickly as possible you may decide to split the posting between a number of mailing houses If you do this you must sort the posting as a single posting with no more than one set of Direct and Residue selections for High Sort or a single set of selections for Low Sort relate the split of the posting geographically to the location of the mailing houses involved this will help to ensure a high quality of service reconcile the separate confirmed sales orders from each handover point to check that the complete posting has been made notify your Royal Mail account handler of your wish to Split a posting Where a mailing has been subcontracted to a mailing house Contract Holder must ensure that they are kept informed of any further mailing houses that
74. t and the results held as part of that list saving on processing time or performed every time a sortation run is required Evaluating the postcode level postcode statistics for a particular list can be stored and updated whenever an address is added changed or deleted The only information that would be required to maintain an accurate set of statistics is the number of full postcodes outward postcodes and no postcode records This method is useful mainly with lists that have relatively low rates of change and are always mailed in their entirety e g periodical subscription lists if you choose this method you should make sure that any new addresses added to the mailing list carry a full and accurate postcode and address Issued 13th November 2013 Effective 1 January 2014 26 Assigning SSCs gt to allocate an SSC to a postcode address only one of the database files is reguired the SORTA file This file is a look up table of postcodes and SSCs all postcode districts and where necessary postcode sectors which are valid at the time of the release of a new set of Royal Mail Selection Files and those anticipated changes due throughout the lifetime of the Royal Mail Selection Files are included in the SORTA file If the postcode district or sector does not exist at all in SORTA then the postcode is not current Stage 2 Sortation High
75. urn should help you to work out the cost of the posting VOLUME High Sort VOLUME High Sort High Sort Letters Letters 50 Large Letters Large Letter A3 Parcels directs A3 Parcels 10 Parcels Parcels directs directs 7000 0 4000 2 15 8000 0 5000 4 27 9000 0 6000 6 43 10000 0 7000 9 59 11000 0 8000 13 7i 12000 0 9000 19 80 13000 0 10000 24 86 14000 0 11000 30 90 15000 0 12000 39 94 16000 0 13000 46 97 18000 1 14000 53 98 20000 2 15000 60 99 25000 4 16000 66 99 30000 6 18000 76 100 35000 8 20000 83 100 40000 11 25000 93 100 45000 16 30000 98 100 50000 21 35000 100 100 60000 34 40000 100 100 70000 49 45000 100 100 80000 62 50000 100 100 90000 73 60000 100 100 100000 80 70000 100 100 Issued 13th November 2013 Effective 1 January 2014 71 150000 98 80000 100 100 200000 100 90000 100 100 250000 100 100000 100 100 500000 100 150000 100 100 1000000 100 200000 100 100 Issued 13th November 2013 Effective 1 January 2014 72 18 Alternative Delivery Specification or ADS ADS is avail
76. ut items for area J East Anglia first followed by areas I Midlands and H Nottingham Despite the fact that geographic sequencing of post is primarily designed for 1 Class mailings there is no reason why it should not be used for other geographic sequencing enables mail travelling further to be processed first therefore improving the overall guality of service Presenting mail in geographic sequence may also enable you to benefit from enhanced latest posting times see the Collections section of this user guide For the purposes of geographic sequencing of mailings the UK has been divided into a number of regions labelled A to P as shown in the following map Issued 13th November 2013 Effective 1 January 2014 53 Examples of UK Geographic Area Classification Codes Issued 13th November 2013 Effective 15 January 2014 54 Please note Areas C and D are combined With geographic sequencing the country is split into a Sixteen area grid each assigned a letter between A and P Through this grid we specify the areas which take the longest to reach and are therefore posted first and those which can be reached fastest and are therefor posted last These sequences can be found in this Chapter or in the SORTB file To obtain the required posting sequence you will need to first determine from which geographic area the mailing is to be mad
77. ving you a total of forty eight 48 selections per frame Clearly having just one of these frames will not be enough to sort to Residue selections only so you ll need several at least three 3 you ll also need to set up a system of primary frames and secondary frames as your mail will need to be Sorted to Direct selections on primary frames and secondary frames followed by Residue selections on secondary frames Suggestion for arranging frames if you only have limited space available you can use the same frame twice once for your primary frame sort and again for your secondary frame sort However where this is the case you ll also have to find a way of changing the selection labels above each box increasing the number of pigeonholes on a frame may reduce double handling as fewer frames will be needed If you choose a frame larger than 8 by 6 you will slow down the handling process both because of the greater number of boxes to choose from and the movement required to reach boxes at both edges of the frame However you could overcome this problem by angling your frame consider the size of the box Smaller boxes reduce the distance an operator needs to stretch but at the same time they will need to be emptied more frequently Normally we suggest each box measures 27cm deep by 18cm wide by 15cm high the type of item being posted may also dictate the shape of the frame box For example if
78. weigh the greater discounts you would earn for sorting to a higher number of Direct selections Issued 13th November 2013 Effective 15 January 2014 35 Please note not all Direct selections may be utilised on every posting However the larger the volume of the posting the more Direct selections there will ke Also with geographically concentrated postings a higher percentage of the posting will go into Direct selections even though there will be fewer Direct selections altogether you can sort your posting using a selection of Direct and Residue selections based specifically on your own needs This will enable you to maximise discount you earn If you use computerised sorting it is usually more efficient to make use available selections If you don t you can set a parameter that selec populated selections Generally i want the amount of of all to do this ts only the highest t is more practical to print all the Direct selection items first and then the Residue selections in geographic sequence We recommend that you ensure that each Residue follows the Direct selection to which it relates Do not leave all the Residues to the end of the process If you need further help to get this right please speak to a member of your account team if you are sorting manually it is impo
79. y are included in PAF but building numbers must be applied on the same line as the Dependent thoroughfare or thoroughfare information D Faydherbe Operations Director le EME Royal Mail Aie Ma South Wing SITIS ITP ETT Bell House B 25 Bell Complex Building number Thoroughfare elements PAF will give one of 3 possible combinations Issued 13th November 2013 Effective 1 January 2014 1 no thoroughfare no need to include anything in this part of the address 2 a thoroughfare but not a dependent thoroughfare include the thoroughfare 3 both a dependent thoroughfare and a thoroughfare include the former If space allows you can also include the thoroughfare though it s not compulsory DTS T HOI melee The Mews Lise 300 Western Road Locality elements You must include at least one locality element You don t have to include them all even if they are included in PAF The post town should have the first character s in capitals for example Wigan Milton Keynes Ross On Wye on a single line gt the post town maybe followed by a county on the penultimate line of the address provided that the space between post town and county is no more than two character spaces and that the postcode is on the last line of the address gt the county and the postcode may be on the same line provided there are one or two character spaces between the two elements

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