A user guide to International Mixed Mail
Contents
1. There must be a clear zone of 5mm around the address with no other information contained within the clear zone If a window envelope is used the address should be 5mm clear all round from the edge of the window The address must be in a font size and colour that is capable of being read by our machinery see Appendix B page 25 for further details Packet items must be addressed on their largest side Also to ensure the quick and efficient processing of your mail you must follow our addressing standards see page 10 for details 20 Label each bag Attach the appropriate label to each bag Remember to put your company name and address onto the back of each bag label and fully complete each one Use label a P5627C Priority or b P5629C Economy Royal Mail leternational Mixed Mail and Format Specific Services omg wun a pone Royal Maid Interastionsi Mixed Mail and Format Specific Services Mese complete cick ona os appropriate Prodent Mert teratete ned Mod e s O raten _ Thee Bag r rowed L S E a DO NOT OPEN AT MAIL CENTRE FORWARD TO HWD Somir w pak mame AAO and OOL DAAT oe 4 t PRIORITY ECONOMY Date i z f tag Pood L__ Lae Ne j OPEN AT MAIL CENTRE adio m tue re Sender to praak narar cu and scomumt mamba mar of tas Lib the revere of Cae bidet i PS36270 P369 Documentation When posting you will to need supp2. and the initials GB must appear in all PPI designs irrespective of which PPI you are using and the destination of your mail Airmail Indicator If you are sending an item through the Priority service it must have either An Airmail indicator BY AIR MAIL par avion An Airmail sticker Royal Mai To download airmail artwork go to www royalmail com internationalmixedmail or labels can be ordered on 08457 950 950 order code P25A You may also create your own indicator provided the words Airmail Par Avion or Prioritaire are used This should be positioned as close as possible to the top left hand corner on the front of the item Failure to apply a Priority Airmail indicator will result in them being delayed Economy mail must not have an Airmail indicator 14 Step 3 bag your mail Which bag to use Always use grey MB8 or opaque MB10 mail bags You can put as many items in a bag as you can fit so long as the bag labels ties and its content altogether weigh no more than 11kg Before placing your mail in bags you must bundle your letters and flat items together and ensure they are all faced the same way Step 4 the paperwork Each service requires you to complete and supply us with certain documentation at the time we collect your mail Information such as volumes of items or bags and the weight of your mail may all be required For further details on exactly what is required please refer to the service spe
3. Mr Tan Kay Hui 532 Chai Chee Road NGAPORE 1646 NGAPORE M Jan Kemr Isanka 18 20 01 BRATISLAVA 1 LOVAK REPUBLIC Mr Sudhorn Yoothong 13 54 26 Chaeng Waltana Road B B T ang Kehn ANGKOK 10002 HAILAND Mr Mazhar Alkan Iskele Caddesi 35 0 T 6101 ANKARA URKEY Mrs L Projivalsky 2 P U 52001 KIEV rospect F Skaryna KRAINE Mr Joe Engle 1 612 Dexter Street FORT WAYNE IN 46805 U NITED STATES OF AMERICA Mr Bill Harrison 3 47 LEnfant Plaza SW WASHINGTON DC 20260 6500 U SA Appendix A The Mixed Mail Unsorted and Zone Sort product codes are as follows Unsorted Priority Unsorted Economy Unsorted Priority Machinable Unsorted Economy Machinable Zone Sort Priority Zone Sort Economy Zone Sort Priority Machinable Zone Sort Economy Machinable wwi1 WW3 WW4 WW6 0Z1 073 0Z4 026 26 Appen dix B Addressing criteria for machinable mail There are a variety of fonts you can use though we recommend you use one from the list below wherever possible We also recommend you regularly check the quality of your print output for clarity If you have any doubts on either of these requirements please contact your account manager Here are examples of recommended typefaces Arial 10 12pt regular Avant Garde 11 15pt regular Century Schoolbook 10 11 pt roman and bold Courier 10 15pt regular and bold Franklin Gothic 11 14pt book Geneva 10 1
4. However you can send books and pamphlets i e any papers bound together up to 5kg Items between 2kg and 5kg in weight which contain books or pamphlets must be marked Printed Papers in the top left hand corner on the front of the packet You should not include personal correspondence with these items Please note Exceptions to the information above gt lreland only books can be above 2kg up to the limit of 5kg gt Cambodia no items above 2kg gt Canada no items above 2kg 10 Step by step guide Step 2 preparing your mail Address your mail Please address mail as clearly as possible Page 22 shows sample addresses for many countries There are a few basic rules to follow to help us get your mail to its destination safely gt All items must have a valid country on the last line of the address This must be in English and not abbreviated although USA is acceptable There must be nothing else on the last line of the address apart from the country name Items which do not have a destination country will be returned to sender for amendment as per the remedial work section of the Mixed Mail rate card gt The country should be in capital letters gt Many countries operate a postcode system A valid postcode must be included in the address for these countries gt There should be a clear zone of 5mm around the address with no other information contained within the clear zone If a window e
5. Nielsen Tietgensgade 137 8800 VIBORG DENMARK Mr Torben Raldorf PO Box 100 COPENHAGEN 1004 VIBORG DENMARK Mr Asko Teirila PO Box 511 39140 AKDENMAA FINLAND M Robert MARIN Rue de l Eglise Dunes 82340 AUVILLAR FRANCE Mme Marie PAGE 23 Rue de Grenell 75700 PARIS CEDEX FRANCE Mrs F Meier Weberstr 2 53113 BONN 1 GERMANY Mr P Kunde Langestr 12 04103 LEIPZIG GERMANY Mr George Latsis Alkamenou 37 117 80 ATHENS GREECE r Jon Jonsson Einimel 80 107 REYKJAVIK CELAND r Gerard Carey 45 O Connell Street DUBLIN 1 REPUBLIC OF IRELAND Sig Giovanni Masci via Garibaldi 27 47037 RIMINI RN TALY Jaques MULLER 71 Route de Longway 4750 PETANGE LUXEMBOURG ONACO FRANCE rJ van Dieten orsstr 111 2312 BK LEIDEN THE NETHERLANDS Herr Hans Hansen Svingen 22 9230 BEKKEHAUG NORWAY Senhor Carlos Manuel Pereira Av das AAugsa Livres Monte Trigo 7220 PORTEL PORTUGAL Rosalina Silva R Conde Redondo 80 1192 LISBOA CODEX PORTUGAL Sra Ana Jimenez Mimbreras 4 03201 ELCHE Alicante SPAIN Fru Inger Lilja Vasavagen 3 4tr 582 20 LINKOPING SWEDEN M Andre Perret Schanzenstrasse 7 3030 BERNE SWITZERLAND Mail to France When addressing mail to France write the surname in CAPITAL letters Mail to Germany Due to Germany s strict conditions for accepting mail when addressing your items you must Use the five digit postcode Put the postcode before the town name P
6. added to or withdrawn Up to date information is available at www royalmail com internationalcontractservices mera Royal Mail the Cruciform and the colour red are registered trade marks of Royal Mail Group Ltd International Mixed Mail Royal Mail Group Ltd 2012 All rights reserved P6652
7. 2pt regular Helvetica 12 15pt regular and bold Typefaces with the following characteristics are also suitable e Size Height 2mm min 7mm max Width 7mm max e Dimension minimum ratio of lower case height b to upper case height a of between 2 3 and 3 4 A ratio of width c to height a of approximately 2 3 e Consistency each line of the address should be in the same typeface and size e Quality characters must be complete clear uniform and of high resolution with individual stroke thickness of between 8 and 16 of the height of the character e Contrast there should be a contrast between the characters and the background on which they are printed of at least 50 55 if it is to be read through a window e Positive Contrast or Inverse Printing address block lighter than the background is not permitted e Character spacing there should be a fixed pitch of between 10 and 12 characters per inch or between 15 and 10 point size with clear vertical gaps of at least 0 25mm between the extremities of adjacent characters e f you are using proportionally spaced text please ensure you keep spacing of at least 0 75 as this significantly improves the rate at which addresses can be read e Line spacing allow uniform spacing between all lines of the address of at least 1mm 4mm There must be no blank lines Although correct at the date this booklet went to print from time to time services may be
8. 50 950 or you can download templates from www royalmail com customs CN 22 For use with items up to CN 23 For use with items over a value of 270 a value of 270 CUSTOMS DECLARATION CN 22 DECLARATION EN DOUANE ici ae pea ence Groat EritainGrarce Otagre Important See instre GMCateas Commmcal sanpielic Docanents _ Otere Tick one cual and etal denion of crt a Ee a ta a Canle ef description d nilie da con For commercial items aniy f hoon ES tri member and country et wrigh of grote Pits total Valeur tele Nain a Ktp ogre ts ardarda vaad in Ag fH the undersigned whose name and address are given on fhe ien cerfity Dal fre particalars tn Gis Geckaration ane correct and that his tom does net contain any Cangermes article or arbes protebted by lptslsdan or by posa of cakes yea bes Cote and sender s spare A Who pays customs duty Customs charges are the responsibility of the recipient For current rates and categories please contact the Department for Business Innovation amp Skills on 0207 215 5000 and ask to speak to the relevant country desk 12 Step by step guide PPIs and Airmail Indicators Printed Postage Impression PPI Each PPI design examples below has its own specification that has to be followed when you produce your artwork Each PPI
9. A user guide to International Mixed Mail A quick convenient and cost effective way to send your mail abroad Contents International Mixed Mail The 3 services Delivery Speed Options International Mixed Mail at a glance Step by step guide Step 1 getting ready Step 2 preparing your mail Step 3 bag your mail Step 4 the paperwork Step 5 despatch Service Specific Steps Premium Unsorted Unsorted and Zone Sort Help tips and FAQs Addressing your mail properly Western Europe Rest of World Appendix A Product codes Appendix B Addressing criteria for machinable mail o oO NOD A W 10 14 14 15 16 16 18 21 23 23 24 25 26 International Mixed Mail International Mixed Mail is a fast convenient and economical way to send your mail overseas Fast because it requires only a minimal amount of work by you convenient because there is a choice of delivery speeds and economical because it can save you money It is made up of 3 separate services gt Premium Unsorted gt Unsorted gt Zone Sort To qualify for this service you will need to spend in excess of 5 000 per annum across the International Contract Services portfolio This guide has been put together to show you how Mixed Mail works and to help you decide which service is right for you We d be glad to help with any questions you might have just call 08457 950 950 local rate The 3 services International
10. Mixed Mail is made up of 3 separate services Premium Unsorted Unsorted Zone Sort Here s an overview of all three Premium Unsorted With Premium Unsorted all you need to do is put your overseas mail in a mail bag with a consignment note It s as simple as that You don t need to count segregate or individually weigh it we ll do all this for you All you need to do is make a note of the number of bags on the consignment note We can also apply the necessary mail indicia a UK return address and bill by department if required it s that flexible We then send it by our fastest speed With this service VAT will be charged to EU countries So if you want your mail delivered swiftly but don t want the hassle of all the usual administration that goes with it Premium Unsorted is the service for you Unsorted Unsorted is designed to save you money by simply separating your international mail by service speed we ll then do the rest It also requires you to apply the necessary mail indicia account for your daily despatches by counting and weighing that day s mail and recording that information on a sales order With this service VAT will be charged on all the mail Zone Sort Zone Sort follows the same process as Unsorted but requires you to divide your mail into two selections European Union and Rest of World The purpose of this is that VAT will then only be levied on the mail to the EU area In shor
11. cific section on page 15 Work out the costs If you want to calculate the cost of your mailing please refer to the Mixed Mail Rate Card Costs are calculated by adding together the cost per item plus the cost per kg Remember to add any extras such as Mail Preparation Prices for this are given on the Rate Card which can be found at www royalmail com internationalmixedmail Step by step guide Step 5 despatch Make sure all bags are sealed around the neck and that they are securely tied with the appropriate bag label attached and that the bag label is fully completed Remember to put your i e poster s company name and address onto the back of each bag label and fully complete each label with the date and bag number Collection If you have a local daily collection of mail then International Mixed Mail can be collected at the same time If you require a collection please contact a Royal Mail Sales centre on 08457 950 950 to arrange this 16 Service Specific Steps In this section are the requirements relevant to a particular service Please ensure you read the appropriate section for the service you wish to use Premium Unsorted Mail Preparation amp Departmental Billing If you require us to apply the Printed Postage impression airmail indicator and your return address or any combination of these you must notify us of this when opening your account If you would like us to bill by department then you will ne
12. ed to a Create your departments via our Online Business Account OBA system OBA will then assign each department a numerical code For more information please visit www royalmail com oba or call us on 08457 950 950 b Bundle your mail by department with the appropriate numerical code attached to each bundle Remember when sending printed material over 2kg to add the words PRINTED PAPERS Polylopes When preparing your posting we highly recommend using our specially marked polylopes order code P6590 first for added security If you use these it is also recommended that you bundle your mail and arrange it so that all addresses face the same way and seal the polylope before placing it into our mail bags lf you require departmental billing use a polylope for each department J Basra wile and write or stamp the department number on the front in the space provided Bag Labelling Premium Unsorted has its own unique bag label which you must use bag label P5631C If you are sending more than one mail bag mark the sequence number on each bag label FSP e g 1 of 5 2 of 5 etc and ensure you tick the appropriate boxes if you require wot Cle our addon services as well as filling in aml BO SOT OPES AT MAIL CENTRE the consignment note number m m m Consignment notes Once you have bagged and labelled your mail you will need to fill out a consignment note stock item P5084 fo
13. illing performed indication required required applied required by Royal Mail required Premium Priority X v Or we Optional Or we V Or we v if required Optional X Consignment note EU Unsorted can apply it can apply it can apply it Sales order Zone Sort Priority v v Optional v X v v EU Economy vV v Optional X X v v Sales order EU t We recommend you apply a UK Return address to the outside of every item however you must include a UK return address if you send over 1 500 items in a posting to a country or over 5 000 items over a two week period to a country Your items may experience delays if you fail to apply a UK return address Step by step guide Everything you need to know from addressing your items to despatching them Here are the steps you need to take in order for us to get your mail where you want when you want it there At the end of this section is Service Specific Steps which explains the requirements that are only relevant for one particular service So once you ve decided which service you want make sure to check page 15 Step 1 getting ready Check what you re sending International Mixed Mail can be used to send any type of mail The price depends upon the weight number of items and where they are going The service can be used to send any personalised mail e g letters statements invoices contracts non personalised mail direct mail magazines books catalogues or good
14. is made up of two components the delivery speed indicator and the Delivered by Royal Mail mark The dimensions of the delivery speed indicator graphic must not be altered and must be one of the four sizes permitted The text with the delivery speed indicator e g Postage Paid and the initials GB and PPI licence details text in the PPI design must not be altered other than to insert the PPI licence number and where appropriate a town name All other text must remain fixed Both components must appear on the mailpiece for items being sent to addresses in the UK For items being sent abroad you can choose not to include the Delivered by Royal Mail mark within the PPI but you must have the delivery speed indicator You can select from four sizes of PPls Full details on PPls are available at www royalmail com ppi Example of an English PPI with both components Delivered by ROYAL MAIL gt PPI licence details Please note that SOUTHAMPTON 2500 provides an example of where your PPI licence number should appear Please replace this text with your PPI licence number PPI licence details must always appear below the words Postage Paid and the initials GB The PPI licence number must always appear after HQ if you are using a national PPI licence e g HQ 2500 or after the town name if you have a local PPI licence e g SOUTHAMPTON 2500 gt Postage Paid GB The words Postage Paid
15. l us at hwdc forecast group royalmail com to ensure there is no disruption to your service levels Please allow five working days for the change to be processed Unsorted and Zone Sort A few things specific to Unsorted and Zone Sort gt All mail items must have a Royal Mail UK Printed Postage Impression gt All items sent Priority must have an Airmail indicator applied gt Economy mail must not have an Airmail indicator Zone Sort mail must be split between EU and Rest of World Countries in the EU Austria Estonia Italy Portugal t Vatican City Belgium Finland oe SR Romania l except Aland Islands atvia Bulgaria ee eee Slovak Republic France Lithuania Cyprus Slovenia Germany Luxembourg Czech Republic Spain Greece Malta except Canary Islands Denmark except Faroe Islands Hungary Netherlands Sweden and Greenland lreland Poland Other destinations that are within Europe but are VAT exempt and therefore can be sent as a Rest of World selection include Andorra Gibraltar San Marino For a comprehensive list please visit www hmrc gov uk vat managing international esl country codes htm Machinable mail You can further reduce your mailing costs by ensuring that it can be processed by our machines The criteria is as follows All items regardless of format must be square or rectangular as rolls and irregular shapes are not permitted Flats and Packets must have the address on the largest side
16. ly us with the quantity of items and average weight For Zone Sort we will require this by each Zone To produce your posting documentation you will have to use our Online Business Account system OBA unless you use the Zone Sort service where paper based posting cheques can be used For further details please visit www royalmail com oba For a full list of the product codes please refer to Appendix A on page 24 Help tips and FAQs If your question isn t answered here call us on local rate and we ll do our best to help For us to provide you with the highest levels of service please notify 48 hours in advance by email hwdc forecast group royalmail com if in a single posting there are gt More than 30 000 letters 10 000 flats or 5 000 packets being sent worldwide gt More than 20 000 letters 5 000 flats or 1 000 packets being sent to a single country Failure to pre advise postings of these quantities may result in a delay to the delivery of the mail As you prepare your mail you should bundle your letters and flats by gt Gathering items of similar size and weight gt Arranging them so that the addresses all face you and are the same way up gt Cross strapping each bundle with an elastic band string or similar material gt Bundles shouldn t be thicker than can be easily picked up with one hand This will also help prevent your mail from being damaged or delayed during transit If y
17. nvelope is used the address should be 5mm clear all round from the edge of the window Return address If you would like your undeliverable items returned please put your UK return address on each item and ensure there is a company identifier e g company name or logo We will return any undeliverables free of charge A return address of any other country is not permitted according to UPU Universal Postal Union regulations We recommend you apply a UK Return address to the outside of every item however you must include a UK return address if you send over 1 500 items in a posting to a single country or over 5 000 items over a two week period Your items may experience delays if you fail to apply a UK return address Do you need a customs declaration If you are sending an item to a destination outside the European Union it will need a customs label if it is either gt An item of commercial value gt The item contains goods or gifts gt For printed papers it is advisable to add a customs declaration For items up to and including a value of 270 attach a signed CN 22 form to the front of the item For items with a value over 270 use a CN 23 form in a plastic wallet stock item code SP 301 and attach a commercial invoice On both you will need to sign to certify that the item does not contain any dangerous articles prohibited by postal regulations Customs declarations can be ordered by contacting Royal Mail on 08457 9
18. ou are using Premium Unsorted we strongly recommend placing your mail into our polylopes order code P6590 Write or stamp your account details onto the polylope and seal it before placing it into a mail bag 22 How do present my mail The standard way of presenting Mixed Mail is by placing your post into a mail bag By arrangement with your local mail centre it may be possible to present your mail in trays or yorks rather than using bags for the Unsorted and Zone Sort services If interested please contact us on 08457 950 950 How do work out the costs in advance of a posting We ve created a pricing calculator for you to download free within the document library at www royalmail com internationalmixedmail Order more supplies Once you ve completed your mailing you may need to replenish your stocks of bags bag ties labels polylopes if using Premium Unsorted and customs forms ready for your next mailing Please contact us on 08457 950 950 for more supplies and allow 72 hours for the delivery of stock Alternatively you can order your mail supplies when you log in to the Online Business Account system or visit www royalmail com mailsupplies Addressing your mail properly Here are examples of how you should address your mail depending on where you re sending it to Western Europe Herr Franz Huber Beethovenstrasse 12 1010 WIEN AUSTRIA M Emile Dubois Rue du Diamant 215 4800 VERVIERS BELGIUM Mr Thor
19. r each collection Once completed place the top copy note in the last bag Tick the documents enclosed box on the bag label to indicate the presence of the paperwork Give the second copy to the Royal Mail collection driver Keep the third copy for your own records You must ensure that the consignment note number is also written on all bag labels Please note Wrong or missing paperwork may delay your mail and result in rework charges being applied to your account We strongly recommend m aM that you tell us the weight of your mailing on your consignment note for accurate billing and your own records re 18 Online Business Account OBA OBA is a customer ordering facility for all of our account customers With Premium Unsorted billing is done automatically with no need for you to input any data into the system However you can check your spend by accessing Online Business Account at www royalmail com oba The benefits of OBA include gt Streamlined billing and online payment gt Easy yet secure access to your records gt Fast and easy account management all in one place When your posting account is opened your details and requirements are passed to our operational centre responsible for processing your mail If you need to make any changes after the initial set up such as changes to the department for departmental billing or you require indicia application then you will need to emai
20. s of commercial value Prohibited and restricted items There are certain prohibited items which you must not send What is prohibited or restricted can vary from country to country If you are unsure about any item please contact a Royal Mail Sales Centre on 08457 950 950 or visit www royalmail com countriesAtoZ Dangerous items and substances You must not send dangerous items and substances by any of Royal Mail s international services Major classes of dangerous substances include explosive fireworks gases flammable liquids toxic substances corrosive chemicals etc Please note aerosols cannot be carried in the postal network Classifications of dangerous items and substances may change so please check with us on 08457 950 950 or visit www royalmail com prohibitions Check the size and weight of your items Items must be within certain size and weight limits Items that exceed these limits may be sent through Parcelforce Worldwide Please go to www parcelforce com for more information Size Limits Items packed flat Minimum One surface at least 90mm x 140mm Maximum Length plus depth plus width 900mm No single side must be longer than 600mm Items rolled up Minimum length plus 2 x diameter should be at least 170mm No single side can be shorter than 100mm Maximum Length plus 2 x diameter should not be more than 1040mm Length not over 900mm Weight The maximum weight for an individual item is 2kg
21. t International Mixed Mail Premium Unsorted is for the mail you want to get there quickly with minimal preparation by you International Mixed Mail Unsorted and International Mixed Mail Zone Sort are about saving you money and having a choice about how quickly your mail gets there Delivery Speed Options With Premium Unsorted all mail is sent Priority however there are two options available for Unsorted and Zone Sort Priority or Economy Our delivery aims are Priority 3 5 days 3 5 days 5 7 days Please note All figures are in working days except where weeks are stated and exclude the day of posting To identify which zone a country is in please see the table below and any countries not mentioned are classed as Rest of World Western Europe Rest of Europe Austria Belgium Denmark inc Faroe Islands and Greenland Finland France inc Andorra and Monaco Germany Greece Iceland Ireland Rep of Italy inc San Marino and Vatican City Luxembourg The Netherlands Norway inc Spitzbergen Portugal inc Azores and Madeira Spain inc Canary Islands Sweden Switzerland inc Liechtenstein 6 International Mixed Mail at a glance This page has been designed to highlight the 3 services in International Mixed Mail and what s required for each Service Delivery Sorting PPI Return address Airmail Departmental Weight Item count Documentation VAT Speed required required required indication b
22. ut the house number after the street name If the above is not carried out your mail may be returned with no attempt at delivery Mail to the Republic of Ireland Only Dublin has postcodes Rest of World Mr J Brownhall 264 High Street ALLAMBIE NSW 2100 AUSTRALIA Sr Ronaldo Ganclaves Av Paulista 952 Apto 16 B VISTA 01311 300 Sao Paulo SP BRAZIL Dr Tzantcho Gantchev Dimo Hadjikimov 6 1606 SOFIA BULGARIA M Jen Durand 150 Rue Nepeau App 5 OTTAWA ON K1P 2P6 CANADA Ana Car llica 25 41 000 ZAGREB CROATIA M Miroslav Ondevejka Fibichova 92 125 02 PRAGUE 3 CZECH REPUBLIC M Horvath LASZLO Budapest Kossuth u 7 1055 HUNGARY Mr G Kaul 27 Rue Yafo 91999 JERUSALEM ISRAEL Mr Yushi Morimoto 5 C 04 Kasumigaseki 1 chome hiyoda ku TOKYO 100 JAPAN DWP 5 0 6 lt r Hong Kil Dong 00 Sejongno Jongno gu EOUL 110 050 EPUBLIC OF KOREA Mr Joaquim Cepeda an Antonio Abad 120 Piso 4 6820 CIUDAD DE MEXICO MEXICO Mr B Parker 4 Waterloo Quay WELLINGTON 1 NEW ZEALAND Mr Jan Kalinkowski u 6 P l Cicha 5 2 806 KALISZ OLAND Mr Gheorghe Petraru Bd Golescu 38 7 R 7113 BUCHAREST OMANIA Ivanova l S Medyn oulitsa Gazagin 7 1 R 03375 MOSCOW K 375 USSIAN FEDERATION Mr Stevan Raukovic P 1 S almoticeva 2 1001 BELGRADE ERBIA Items for the former Yugoslavia should be addressed to the Republic concerned 5 S 0 8 S
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