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1. Each selection in the Mailsort Database is allocated a unique numeric code the Standard Selection Code SSC The main purpose of the Code is to identify Direct and Residue selections for computer sorting SSCs are also used for bag label identification this is discussed in section 3 Presstream A Direct selection has a five digit SSC A Residue selection has a three digit SSC the first three numbers of the direct selection code Mailsort amp 120 Your mail only needs to be sorted to the Residue level i e the first three digits of the SSC Mailsort amp 700 For your Mailsort 700 mailing a number of your MS 700 Direct selections are combined reflecting the fact that mail is sorted by a mechanised process This level of sorting is abbreviated to the term Mech Direct selections The minimum number of items for Mech Direct selections is the same as for Mailsort Letters 25 items Important For Mailsort 700 only e Only the first four digits of the SSC are used to define the Mech Direct selection code e Only items with a full postcode and therefore a customer barcode can be assigned to a Mech Direct selection Your Mailsort 700 mailing will also include Residue selections Mailsort 1400 and Presstream Like Mailsort 700 your Mailsort 1400 and Presstream mailings will include both Direct and Residue selections Important 1 f your items do not fall within our Direct or Residue selection categories t
2. Royal Mail LE CUSTOMER REF NAME NO MAILSORT PRESSTREAM WALKSORT MAILMEDIA PLEASE TICKIDELETE WHERE APPLICABLE 120 700 1400 CLASS POSTING DAY DATE TITER JOB NUMBER ecce ACCOUNT NUMBER FORMAT TO BE COMPLETED BY ROYALMAIL 1ST CLASS POSTINGS ONLY TIME AVAILABLE FOR COLLECTION TICK ALPHA CODES FOUND IN CAGE amp PASS CARD TO PRESSTREAM MONITOR DUTY ABCDEHJUJKIL MNPRSTUWX Y Z C VU 51 Cleanmail york cages york cards and Royal Mail International cards 52 York cages Your local Mail Centre will provide you with York cages to transport and store your trays of Cleanmail And Cleanmail Plus York cage cards Your account manager will also provide you with tailored York cage cards containing details of the Cleanmail and Cleanmail Plus services you re using and your company name These cards simply slot in the cages Bulk Mail Royal Mail International Bulk Mail International elements must be identified using a Royal Mail International Bulk Mail cage card It is possible to mix International and Inland bags in a cage but the cage must then have a cage card attached for both An example of an Royal Mail International Bulk Mail cage card is shown below Please note that if the international element is made up o
3. e Not weigh more than 100g e Beno smaller than 90mm x 140mm and not larger than 165mm x 240mm Thickness Items must be between 0 25mm and 5mm thick Paper weight Envelopes 7Ogsm minimum Postcards 200gsm minimum with a minimum thickness of 0 25mm Flexibility Items must be flexible enough to bend easily into an S shape along their longest edge You must not enclose inflexible objects such as coins keys and thick card coupons Material You cannot use polythene plastic or transparent items or aperture envelopes i e window envelopes without a plastic film Perforated strips or tear off envelopes are also not allowed Design If you need to print a separate barcode for your own use on the front of the envelope please contact your Royal Mail account manager for advice on positioning to ensure that this does not affect our ability to read the Royal Mail barcode Sealing Seal each item well taking care to avoid too much gum e You must not use metal clips or staples e The items must be sealed on all sides Using window envelopes If you intend your barcode to be read through a window please follow these requirements e The window position must be at least 15mm from the left hand edge of the envelope and at least 18mm from its bottom edge e The maximum gloss value of the window material should be 150 when measured at 60 in accordance with ASTM 2457 Standard test method for specular gloss of
4. Mailpiece parameters Maximum weight of items 1kg Minimum item size 70mm x 100mm Maximum size B4 353mm x 250mm Maximum thickness 10mm Send Letters or Packets Letters are mailing pieces which are C5 size 240mm x 165mm or less are not more than 5mm thick and weigh less than 100g Packets are mailing pieces which are larger than C5 size or weigh more than 100g but not more than 1kg or are more than 5mm thick but not more than 10mm Mixed weight mailings Normally all items with a Walksort mailing are of the same size and weight However it is possible to mail mixed weight items subject to the following conditions e The items must be similar in size and shape such that they can be securely bundled e Additional documentation will be required with the mailing please contact your account manager for further details To be eligible for this service each address must match a Walksort selection code To achieve this you need a full and accurate Postcode on every item This point will become clearer once you have read through the technical requirements section of this guide Entry requirements Sending Letters Each of your Walksort mailings must consist of at least 4 000 Letters or 2 000 Letters sent within the same Postcode area to which they were posted Sending Packets You need to send at least 1 000 Packets per mailing Delivery speeds All items in one mailing must be for the same delivery speed Y
5. e 99895 for Economy items International items which cannot be matched should be tagged to e 99899 International Unmailable Example If all international items are Priority you will create a single selection for 99891 It may be helpful when combining Royal Mail International Bulk Mail with a Walksort or Presstream Walksort mailing to extend the Standard Selection Code by adding three zeroes to produce an 8 digit code as per Walksort 29 30 Sequencing of International and Inland mailings You need to hand over all International items at the same time on the same collection so it is best practice to produce all International items at the same time It is also good practice to sequence the International items first especially if you have Priority items Computer Output It is advisable to electronically sort your mailing list with the help of our Databases Whether you have an Inland element to your mailing or not the following must be produced e Computer planning report extended to include Royal Mail International Bulk Mail selections alongside direct and or residue selections e Aline listing extended to include separate lines for each international element of the mailing i e 99891 99893 99895 e The addresses on labels etc All addresses must contain the destination country name on it s own spelt correctly in upright capitals on the last line of the address regardless of individual c
6. 10000 eee Apply a Customer Barcode CBC 4000 0 o o o or 2000 if items are for delivery within the same postcode area in which they were posted 4000 00o oo or 2000 if items are for delivery within the same postcode area in which they were posted 4000 000900909 or 2000 if items are for delivery within the same postcode area in which they were posted Only available for periodicals as defined by the Presstream Schedule Sending Packets Levels of Service workshare Minimum number of items per defined on page mailing 5 Delivery Speeds defined opposite defined opposite Royal Mail International Bulk Mail Cleanmail 1 and 2 No Cleanmail Plus Mailsort 120 1 2 3 and 3 deferred Yes Mailsort 700 1 2 3 and 3 deferred Yes Mailsort 1400 1 2 3 and 3 deferred Yes Presstream 1 and 2 Yes Presstream Walksort Walksort 1 and 2 Yes Compatible with Royal WET International Bulk Mail 1000 Flatsort 3 and 3 deferred 1000 o o o o Mailsort 1400 1 2 3 and 3 deferred Yes 1000 0o o o o Presstream 1 and 2 Yes 0 1000 0 o 0o oo Walksort 1and2 Yes 1000 o o o oo Presstream 1and2 Yes Walksort amp For Mailsort 1400 items weighing over 100g an additional discount is available as long as the following requirements are met e terns are flat and of uniform thickness throughout the mailpiece i e like a catalogue e Items are no more than 10mm thick tems are no lar
7. Mail will respect your confidentiality a Maximum weight is 750g 13 Your Reference To help with your accounts any b Maximum height is 353mm reference you choose to give here will appear on your invoice from us along with the Posting Cheque number Mailsort 700 Mailsort 1400 Walksort Presstream Presstream Walksort International Bulk Mail customer collection receipt and cage card Customer Collection Receipt A Customer Collection Receipt CCR must be completed for each collection It indicates the number of cages collected for each separate posting and the service level used It will be signed by both a member of Royal Mail s staff and the customer unb Customer collection receipt Customer cage card For each mailing collected by or delivered to Royal Mail the customer must affix a customer cage card supplied by Royal Mail using adhesive strips or string to each cage to indicate its contents This helps us identify consignments on arrival at the Distribution Centre We can also ensure that the contents receive the correct treatment and are recorded against the appropriate job and customer The account number and job number reference must be entered for easy identification in case we need to discuss your mailing For deferred mail there is a deferred customer cage card which should be completed to clearly identify the commence delivery date CY NJ CUSTOMER CAGE CARD
8. Please check with your account manager which Centre s sequencing you should use or visit www royalmail com mailsorttechnical Important The order of posting is subject to change with each new release of the Mailsort Database Computer output With all pre sorted services it s advisable to electronically sort your mailing list with the help of our Mailsort Database When a computer runs a sortation program it should output the following e Acomputer planning report e Aline listing e The addresses on labels etc e Bag labels or information required to produce them You should produce the line listing addresses and bag labels in the same sequence The output from the computer can be customised It is possible to sort your mailing manually but you should give careful consideration to the amount of time and work this would involve Input information Data known as mailing parameters must be fed into the computer for each mailing Information required includes e Class of service Mailsort has a choice of 1 2 or 3 Presstream has 1 or 2 e Sortation level Mailsort 120 700 or 1400 e Minimum selection size The standard minimum for letters is 25 and 5 for packets This can be set higher but not lower in order to reduce the number of bags that are required to be made up however this will increase the number of residues and hence the cost of the mailing e tem weight s This is required to calculate the c
9. Trak 102 152mm Descender 1 60 216mm Code Density 20 24 bars per 25 4mm and must be equally spaced Vertical alignment Jie TT 73 iv Finding out the Delivery Point Suffix Creating the DPS including a Default DPS A Delivery Point Suffix consists of a number then a letter The number can be 1 2 3 4 5 6 7 8 or 9 t cannot be O The letter can be any letter of the alphabet except for C K M O or V Some addresses do not have a specific DPS In such cases you should use a default DPS either 9U 9W 9X 9Y or 9Z Whichever default DPS you use is up to you and the same one can be used for all addresses There are a number of ways in which you can find out the DPS If you get PAF direct from Royal Mail The DPS will be included with PAF in both Compressed Standard or Main file format However if you take the information in any other format you ll need to access the DPS through the Postcode Information File PIF see opposite If you get PAF from a Value Added Reseller You will need to talk to your supplier to arrange access to the Postcode Information File data see opposite If you get address information from a bureau The bureau can hard code their customer lists on an agency basis much the same way as you may already have your lists Postcoded They can add the DPS to your lists at the same time Hard coding lists Once a Postcode and DPS are allocated to an address it is
10. Using window envelopes If you are using window envelopes please see the guidelines on page 69 appendix C using CBC ii Designing your items for CBC continued Example of barcode location on a mail item a CBC template Please note that this template is currently being amended to include square mail pieces CBC Mailpiece Guide Top clear zone for square E Maximum envelope size 240mm x 165mm amp landscape letters fr Y Clear Zone y Royal Mail Piece barcode in inner box PI b d b ace barcode in inner box 2mm area all around barcode to be clear PEAMH101 0796 CDM Yann Barcode Zone Minimum envelope size 140mm x 90mm Maximum envelope size These instructions only apply to square and landscape mailpiece formats See separate instructions for items in portrait format Place the bottom left corner of the mailpiece into the red corner and check the entire baicoce remains within the pink barcode zone Place the bottom right comer of the mailpiece inta the blue corner and check a the entire barcoce remains within the pink barcode zone b the mailpiece is larger or equal ta the minimum envelope size c the mailpiece dees not exceed the maximum envelope size Postcodes 6 Character Postcodes 7 Character Postcodes E O E o a x _ G o o Oo 5 Character Position start bar in centre of clear area Place the top right corner of the mailpisce into the yellow corner and check the barc
11. efficiently you need to meet all the relevant requirements This guide will help you We realise that preparing your mail for the first time is a complicated process If you have any queries whatsoever please contact your Royal Mail account manager who will be happy to help Mailsort 120 Mailsort 700 Mailsort 1400 Walksort Cleanmail Presstream Presstream Walksort International Bulk Mail 1 addressing your mail Getting the address right on every item you send is essential Appendix A on pages 59 62 explains why what you need to do and how we can help you maintain an accurate mailing database Benefit by including a return address Include a return address when paying with We always recommend that you include a return a Printed Postage Impression PPI address on every item that you send preferably The inclusion of a return address is mandatory if on the reverse of the envelope and in clear type you wish to have your undeliverable items returned See page 55 for details This simple inclusion pays dividends It means that we re able to swiftly return any undeliverable mail Help and advice to you That way you can update your database If you have any queries on the PPI conditions cut wastage reduce costs and improve targeting please contact your Royal Mail account manager or for future mailings call your local Royal Mail Sales Centre on 08457 950 950 Royal Mail International Bulk Mail All items must carr
12. including Presstream Walksort When to use Presstreaam Presstream is our service dedicated to Publishing It is designed for the regular distribution of periodicals You can send both letters and packets using Presstream however almost all periodicals owing to their dimensions and weight will be considered packets The definitions of letters and packets vary slightly from Mailsort and are summarised opposite The periodical must meet Presstream s entry criteria and Royal Mail must assess each title before a Presstream contract can be set up Once accepted each title is given a unique periodical code which must be used on each posting cheque For Presstream a periodical must e Be published on a regular basis at least twice a year e Carry details of the title and date issue number or month or season of publication on the front cover e Contain at least one sixth editorial content Further guidelines can be found in the Presstream Schedule available from www royalmail com library When to use Presstream Walksort Presstream Walksort offers additional discounts over Presstream Presstream Walksort mailings must be sent to at least one in fifty of all the households within the mailing coverage area Presstream Walksort is designed for either e High density mailings within localised regions or e Large national mailings When to use Presstream Premium Presstream Premium is our specialist distribution servic
13. PAID GB SOUTHAMPTON 2500 Please check the table opposite for the relevant appendices select the relevant appendix Appendix A contains important information on addressing your items and is relevant for all services If you ve chosen to apply an Optical Character Recognition OCR font or Customer Barcode CBC please make sure you read the relevant Appendix B or C in detail Mixed weight mailings are covered in Appendix D nee your e OCR te CBC um weight M Forms items mailings Mailsort 120 OCR v Up to 100g only Mailsort 120 CBC v Up to 100g only Mailsort 700 v v Up to 100g only Mailsort 1400 v v Presstream v v Walksort v v Presstream Walksort v v Royal Mail v v v v International Bulk Mail Cleanmail Cleanmail v v Up to 100g only Plus OCR Cleanmail Cleanmail v v Up to 100g only Plus CBC 58 appendix A addressing your items i Inland services To benefit from any inland service your mail must be accurately addressed For Mailsort 120 700 1400 Presstream and Cleanmail services at least 90 of your addresses must carry an accurate address and Postcode Royal Mail s Postcode Address File PAF will help you to achieve this For Cleanmail Plus 95 and all of your Walksort and Presstream Walksort addresses must carry an accurate address and Postcode Managing Address Data There are many benefits to maintaining your customer database with a high level of address quality incl
14. Walksort code on each bundle label Bundling your mail Face and tie To help prevent your mail from being damaged or delayed during transit you must face and tie items as follows e Gather together items of one Walksort selection e Order them so that the addresses all face towards you and are the same way up e Cross strap with an elastic band string or similar material Don t tie a bundle any thicker than can be easily picked up with one hand approximately 10 15cm Group according to walks Your Walksort items must be securely bundled into individual walks and faced in the same direction Where there are too many items per walk to go into a single bundle i e more than can be comfortably held in the hand a walk may be split across more than one bundle However it s extremely important that you do not place items destined for different walks within the same bundle Important e For heavy items ege g periodicals catalogue or annual reports bundles should be securely tied e Odd or wedged shaped items must be counter stacked with the top half facing the opposite way to the bottom half Whichever method is used the bundles must be securely tied Remember to check that your Walksort items meet our mailpiece parameters see page 14 For Presstream Walksort see page 12 There is also no equivalent of a Mailsort Residue selection within Walksorted mailings those items without a Postcode or to which a Walksort co
15. by 5 00pm Cleanmail and Cleanmail Plus mailings For Cleanmail the latest acceptable time is 6pm under standard contract terms This can move to 6 30pm or 7pm dependant on which postcode area you are posting into Please check with your account manger or the local Royal Mail Sales Centre on 08457 950 950 to find out which time is specific to you Royal Mail International Bulk Mail The International elements must be handed over with the Inland elements Where there are Priority elements and more than one collection the international elements must be sent on the earliest collection Mailsort 120 Mailsort 700 Mailsort 1400 Walksort Cleanmail Presstream Presstream Walksort International Bulk Mail paying for your delivery Payment methods There are a number of ways in which you can indicate that postage has been paid These payment methods are outlined in the table below Please note that all items in one mailing need to be paid by the same method Where payment has been made in advance either pre paid franking machine or stamps discounts will either be refunded directly to you or credited to a postage account Printed Postage Impressions PPIs Payment for a PPI may be in advance or if you have been accepted for a credit account via a postage account Examples of PPIs for all services are shown on the Opposite page Walksort Postage stamps and franked mail Where posta
16. from The 5 digits of the Mailsort Standard Selection Code SSC this assigns the items to a Delivery Office 3 digit walk identifier this assigns the item to a specific walk within that Delivery Office area A single digit this assigns the database version identifier The Walksort code is always numeric Walksort code r M PEPEHA beere _ Mailsort SSC Walk identifier For further details on Mailsort SSCs please see page 24 Walksort Presstream Walksort The Walksort data files The Walksort Database consists of two files called WALKA and WALKB The WALKA file the format of which is outlined below consists of a record for each Postcode with its associated Walksort selection code a Postcode District Alphanumeric Left justified uppercase only Inward Postcode 3 Alphanumeric Uppercase only Walksort code 8 Numeric Mailsort Standard Selection Code SSC and walk identifier For example a typical record within WALKA is Postcode District Inward Postcode Walksort code Pjoj2 elai 2 9 151 1 051 2 The second file WALKB contains the required bag label text for your Walksort bags see Labelling your mail page 37 This is the same text as for Mailsort Direct Selection bags LENECHLNEN RN Standard Numeric Unique identifier of Selection Code Selection Code Direct Selections Label Text 75 Alphanumeric Bag label text for this Direct Selection including Delivery Office Postcode group and
17. from above or below Menor Road eRe e Disproportionally or unevenly spaced text characters or words which have too much space between them more than four character widths or 10mm in size Manor Road e Typeface styles italic inclined graphic pseudo script or handwriting imitations Typefaces with excessive serifs which touch or overlap adjacent characters or serifs Script handwriting Generally sans serif fonts below right are preferable to serif fonts below left Street Street e Print contrast printing white type on a black background or similar or combinations of colours such as black print on a strong red background appendix C using CBC i What kind of items you can send Help and advice If you have any questions please contact your Royal Mail account manager The company that provides your paper or prints your items should also be able to help What kind of items you can send Though some of them may seem confusing the guidelines opposite are basically the standards of normal paper and unless you use an unusual type of paper your items will probably comply Mailsort 700 or 120 items of differing sizes e g C5 and DL can be part of the same day s mailing but they must be the same class of service and use the same payment indicator Issues such as colour design and layout of items are covered later in these guidelines CBC mail Size and weight Each item must
18. least 0 25mm between the extremities of adjacent characters If 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 5 points recommended typefaces Arial regular 10 12pt Avant Garde regular 10 15pt Century Schoolbook roman and bold 10 11pt Courier regular and bold 10 15g Franklin Gothic book 10 14pt Geneva regular 10 12pt Helvetica regular and bold 10 15pt News Gothic MT regular and bold 10 12pt Univers regular and bold 10 15pt Verdana regular 10 12pt 67 68 Things to avoid The following are typical problems which can prevent your mail from being processed by an OCR machine e Characters with incorrect proportions Stretched or cone typefaces Overlarge or small characters e Quality of characters which are poorly printed or defined either because they have been printed by low quality printers or low resolution dot matrix printers or because the printer needs maintenance worn ribbon low on toner etc e Characters with poor outlines fuzzy or blurred or strokes which are incomplete broken or smeared for any of the above reasons e Close character spacing characters which touch adjacent characters whether on the same line or those
19. library or call 08457 950 950 45 Mailsort 120 46 Mailsort 700 Mailsort 1400 Walksort line listing Presstream Presstream Walksort International Bulk Mail The line listing is one of the elements produced by your Mailsort Presstream and Walksort software What it contains The contract holder s name The date of the mailing Information on the amount of items that fall under each Standard Selection or Walksort code A cumulative total on each line for items and bags It should also show a subtotal for each Standard Direct 5 digit selection code including Royal Mail International Bulk Mail where appropriate What it s for The line listing will Help you complete the posting cheque so that the total quantity to be dispatched can be easily identified Help your mail room handle your mailings more effectively Reduce errors on posting cheques for example when a posting is split over a weekend or public holiday period How many copies you need You will probably need three copies e One for your own records which will probably also be marked up by the person filling in the posting cheque e One for use on the production line which may be written on and thrown away once the job is complete e One to hand to us at the time of the first collection of the mailing or beforehand where possible Customers who wish to submit an electronic line listing may do so by prior arrangement Please see you
20. or month ahead If you re a less regular user of our range of services you must provide at least two working days notice of intention to post This will enable our Accepting Office to provide the appropriate resources Also for Cleanmail you are required to give us 24 hours notice if you are posting 4 000 letters above your normal levels Important Failure to give the required period of notice or other information required will entitle Royal Mail to refuse to accept or collect the posting on the date requested Arranging a collection Free collection from your premises is provided for UK mainland customers only Mailsort Presstream and Walksort delivery speed 1 If you re sending Mailsort Presstream or Walksort by delivery speed 1 we ll need your mailing by the published latest posting time for this speed Please contact your account manager or visit www royalmail com mailsorttechnical for details Mailsort Presstream and Walksort mailings delivery speeds 2 and 3 Under standard contract terms Mailsort 120 700 and 1400 Presstream and Walksort mailings must be ready for collection from customer premises by 5 00pm at the latest unless otherwise specified by Royal Mail For collections originating in Northern Ireland and Scotland mail should be available for collection by 3pm with the exception of DD1 1 EH FK 6 KA1 7 ML PA1 15 and PH1 2 postcode areas where mail should be available for collection
21. plastic films e The window haze should not exceed 75 in accordance with ASTM D1003 Standard test method for haze of plastic films e The item inside the envelope must fit securely and not move around For CBC items the barcode must always be fully visible with at least a 2mm clearzone around it and straight never rotating more than 5 compared to the edge of the envelope The address must always be fully visible The window should not infringe any of the clear zones on the mailpiece see the template on page 64 69 70 ii Designing your items for CBC Before proceeding please make sure that you have read Appendix A page 61 Addressing your items When addressing your items please also note the following CBC items including a Delivery Point Suffix A Postcode is not always sufficient to uniquely identify each delivery point in the UK for example in shared buildings Some Postcodes relate to only one delivery point while others may cover up to a hundred The average is 18 For that reason a Delivery Point Suffix DPS has been developed The DPS is a two character code a number then a letter which enables each delivery point to be identified The steps in finding the correct DPS for an address are explained on page 74 The DPS should be included in the data converted into and printed as a barcode on all your CBC mail All barcodes must include a DPS This can be a default DPS e g 9Z or the accurate
22. sign a Posting Cheque if this is you just give your own name or write as above Booking Reference If you book Mailmedia services over the phone you re given a reference number to quote on your Posting Cheque Cheque _ Of Large mailings may need more than one Cheque If so we need to know how many Cheques are accompanying your mailing and in which order they appear for example Cheque 1 of 4 Consignment reference Use a consignment reference when sending a single large mailing It will give you the right volume based discount Remember a consignment reference number links same postings together so we can calculate an overall discount Contract Code Your Royal Mail account may have several users each identified by a unique code Refer to your contract to check yours or if in doubt use 01 Directs Direct Selection A selection sorted to local Delivery Office level The Mailsort Database contains about 1400 Direct Selections Flatsort The Flatsort service will be withdrawn from August 21st 2006 After that date please use the Packetsort product with the large letter format Issue Identification date An identifying publication date in dd mm yy format ensures the accuracy of the data included in your Circulation Audit Report Letter not used until August 21 2006 An item whose a Maximum weight is 100g b Maximum height is 165mm c Maximum width is 240 mm d Maximum thickness is 5mm Large Letter not used
23. unlikely the address will change although this may be necessary from time to time It can therefore be beneficial to hard code address lists with at least the DPS This makes it easier to access the information needed for the barcode for the addition of just two bytes per record one Kbyte per 500 records The checksum digit could also be hard coded or could be allocated automatically at the time of printing through the use of a program 74 Postcode Information File PIF We offer a file which enables you to identify the exact delivery address when for example the Postcode is shared by several addresses and match it to the correct DPS and checksum character The file gives the Postcode DPS and checksum character plus an extra field Delivery Point Data DPD that uniquely identifies the address For example Postcode Checksum Delivery Point character Data 1 S031 6XY 1A S S0316XY 1B T Sea Breeze S0316XY 1D V 3 S0316XY 1E W Rose Cottage S031 6XY 1F X 5 The DPD will be the house number or name For flats the relevant information from the Postcode Address File will appear You should link this file either to PIF or to address lists which have a high level of Postcoding PIF file size The sizes for the various elements in PIF are Delivery Point Information 50 bytes Postcode 7 bytes Delivery Point Suffix 2 bytes Checksum character 1 byte Total size per record 60 bytes With 24 5 million re
24. until August 21 2006 An item whose 13 14 15 16 17 18 19 20 H Okos 041213042 a Maximum weight is 750g b Maximum height is 353mm c Maximum width is 250mm d Maximum thickness is 25mm Magazine Code Issued when your publication is approved and then a Presstream account is opened Please refer to your contract to check yours You must enter both the magazine code and magazine title which relate to each other and to the magazine being sent Mailing House Code A unique code we issue to each mailing house for identification OCR Residue Claims We use our machines to sort mail If youre sending Residue selections that meet OCR specifications you can claim a saving Just copy across the number of items you recorded in the previous box entitled number of residues to claim your discount Please note this service will be withdrawn from 21st August 2006 Packet not used until August 21 2006 An item that is not a letter large letter or A3 packet and whose Maximum length is 610mm Maximum height is 460mm Maximum width is 460mm Maximum length for rolled items is 900mm with the length plus twice the diameter not exceeding 1040mm PPI and PPI Number Printed Postage Impression is a pre printed alternative to stamps or franking to show postage has bee
25. A user s manual for Mailsort Presstream Walksort Presstream Walksort and Cleanmail including Royal Mail International Bulk Mail with us it s personal contents So many ways to save 3 Choose a service option 4 Quick service guide 6 A checklist for each service 8 Technical specifications of mail preparation 20 Addressing your mail 21 Sorting your mail 22 Bundling bagging and traying 31 Labelling your mail S Documentation 43 Essential steps 53 Arranging your collection 54 Paying for your delivery 55 Appendices 57 Other related literature 77 How to use this manual Refer to the tabs at the top of each page in order to locate the details on each of the service options Mailsort 120 Mailsort 700 Mailsort 1400 Presstream Walksort Cleanmail Presstream Walksort Royal Mail International Bulk Mail Mailsort 1400 Walksort Cleanmail Presstream Presstream Walksort International Bulk Mail so many ways to save This manual will show you how to get the best use from Mailsort Presstream amp Walksort Cleanmail Cleanmail Plus and Presstream Walksort It also introduces Royal Mail International Bulk Mail which integrates with the sorted services All the services are based on the idea of sharing the work of mail preparation in order to cut the cost of the mailing The more you do to prepare your mail the more you ll save To qualify for savings you need to ensure your mai
26. DPS for that address Default DPSs are explained on page 74 If we require an accurate DPS to be applied to each item we will give you 12 months notice Important The DPS should never be printed or written on the item except as part of the encoded barcode Using colour and logos As well as gaining additional discount a benefit of adding a barcode is greater creative flexibility in mailpiece design You can use a greater range of colours and fonts and the only clearzone required is 2mm around the CBC Paper colour Please do not use a red or dark coloured background as our machines cannot see a barcode printed upon them Printing The barcode must be darker than the paper For example dont print the barcode in white ink on dark paper Background Printing or embossing of security backgrounds if essential should be faint of uniform consistency and be on the inside of the envelope The contrast factor must not be greater than 105 Barcode orientation The barcode can be printed in any of the following orientations with reference to the bottom edge of the mail item e Normal horizontal e Inverted horizontal e Normal vertical e Inverted vertical Printing the barcode For details on how and where to print the barcode please follow the specifications on page 73 The CBC template on the next page illustrates the minimum maximum mailpiece sizes and the positioning of barcodes which are described in detail within this guide
27. Network Sortation code A typical record within WALKB showing the Mailsort SSC Delivery Office and Postcode group is Boc uM SSC Delivery Office EE EEEEL e uIxIrloINT LZ T E T sikat pP r Postcode group 27 28 Walksort Using the Walksort Database Coding and sorting your mail There are basically two separate processes for both Walksort and Presstream Walksort The first process is allocating selection codes to your addresses with the WALKA data file The second process is sorting your mail according to these selection codes to bundles which relate to the postal walk All bundles for a Delivery Office are then put into a bag subject to the 11kg limit What the software produces When you run the computer program that enables you to sort your Walksort or Presstream Walksort mailing it should produce the following e Acomputer planning report see page 44 e Aline listing see page 46 e The addresses on the labels or envelopes etc e Bag labels or information required to produce them see page 37 Presstream Walksort Updating your Walksort database The Mailsort database is updated every 12 to 24 months and remains fairly consistent with itself However our postal walks at local level change more frequently As a result the Walksort database is updated monthly You can access the new Walksort database on the first Monday of each month by visiting www royalmail com mailsorttechnical He
28. OST ndicates all mandatory information International Bulk Mail Presstream Walksort Mailsort 1400 Posting Date 30 May 2005 3 254 65g Priority 21482 20321 347 814 20668 94 0 1 8 95 8 4 2 Number Items Match Bags 208 10551 42 322 81 10117 41 1594 2 4261 17 63 289 20668 100 481 20668 65 For up to date prices please refer to the rate cards by visiting www royalmail com library or call 08457 950 950 Walksort Presstream Walksort Example of a Walksort or Presstream Walksort Computer planning report XYZ Company 123 A Street Town Postcode Walksort Parameters Walksort Service Weight of item Presortation Statistics Address Records Processed 115 000 Postcodes Matched to Walksort Code Postcodes Unmatched Penetration of Addresses Total Walks in Posting Area e g Estimate Total Addresses walks X average deliveries per walk Walksort Mailing Penetration Sortation Statistics Walksort Selections Cost amp Discounts Total Number of Items Postal Rate p Straight line Item Cost Straight line Total Cost Walksort Selection Discount 112 875 Items e XX Total Discounted Cost Walksort Posting Date 30 May 2005 2 45g 115 000 112 875 2125 421 estimate of total addresses must be above 10 Number Items Match 421 112 875 98 112 875 Bags 603 For up to date prices please refer to the rate cards by visiting www royalmail com
29. Other qualifications International Mail stream OCR CBC and per class These items are machine sorted by us using a Customer Barcode CBC or coded and sorted using Optical Character Recognition OCR technology e Maximum weight of a Mailsort 120 item is 100g e Maximum thickness 5mm e For more information on OCR technical specifications please see Appendix B pages 63 68 For CBC technical specifications please see Appendix C pages 69 75 You must ensure that for each posting at least 90 of the addresses are fully and accurately postcoded and addressed Royal Mail s Postcode Address File PAFG will help you do this For details see Appendix A pages 59 62 e tems must carry either a barcode or have their addresses printed in an OCR machine readable font e Mailsort 120 sorting must be followed please see Technical requirements starting on page 20 e Customer Final Labelling CFL is mandatory please see pages 38 42 e You must pass an up front Quality Assurance process before a Mailsort 120 contract can be issued and you can start mailing This process tests your ability to prepare and sort items to our technical specification It also confirms that your addresses meet our required level of accuracy and postcoding For more information on what you need to provide for this process please contact your account manager International Mail can now be processed prepared and sent at the same time as y
30. aced into a selection according to speed Reduced processing and handling not only will your software once upgraded be able to process your entire mailing list at the same time but all items will be collected as a single mailing Competitive pricing prices are generally slightly above the current Destination Sort prices however with the reduced sortation cost and time savings may be made All the benefits of E Pro Royal Mail s web based invoicing system once linked to your software removes the pain of posting cheque completion and gives you control and visibility You need to have E Pro to access the Royal Mail International Bulk Mail service Region Western Rest of North Middle Central amp Africa amp Far East amp Europe Europe America East S America Asia Australasia Priority 3 5days 3 5days 5 7days Standard N A N A 10 14 days Economy 5 10 days 5 10days 6 8 weeks 5 7days 5 7days 5 7days 10 14 days 14 21days 14 21days 14 21days 8 12 8 12 8 12 weeks weeks weeks A checklist for each service This is a useful section to double check that you ve chosen the right service and to ensure that you re prepared to meet the technical requirements for your service Mailsort 120 Mailsort 700 Mailsort 1400 Walksort Cleanmail Presstream Presstream Walksort International Bulk Mail look at your checklist now to save time later Having selected your service please take five minutes to r
31. alifies Please use the table opposite to check that your mailing qualifies Before using Mailsort 120 or Mailsort 700 you need to pass a Quality Assurance process see the Other qualifications section in the table opposite Accurate addressing It s essential that at least 90 of your mail is fully and accurately Postcoded and addressed Royal Mail s Postcode Address File PAF will help you do this For details see Appendix A on pages 59 62 OCR or CBC If you opt to apply an OCR font an option for Mailsort 120 please bear in mind that you re required to keep certain parts of the envelope free of text and artwork so that we can print and recover route codes as your mail is machine sorted Perforated strips or tear off envelopes are not allowed as our sorting machines can t process them With CBC an option for Mailsort 120 and mandatory for Mailsort 700 you have freer artistic licence Applying an OCR font Full guidance on designing your items and meeting our OCR specifications is provided in Appendix B pages 63 68 Applying a Customer Barcode Full guidance on designing your items and meeting our CBC specifications is provided in Appendix C pages 69 75 Supporting material As well as this guide you ll need e A copy of the Mailsort Database available free of charge from us e A pricing guide please refer to the Rate Cards by visiting www royalmail com library or call 08457 950 950 e Alist o
32. an S along their longest edge Don t enclose inflexible objects such as coins keys and thick card coupons Material You cannot use polythene plastic or transparent items or aperture envelopes i e window envelopes with no plastic film Sealing Seal each item well taking care to avoid too much gum e You must not use metal clips or staples e The items must be securely sealed on all sides e Perforated and tear off slips are not acceptable Using window envelopes If you intend your address to be read through a window please follow these requirements e The window position must be at least 15mm from the left hand edge of the envelope and at least 18mm from its bottom edge e The maximum gloss value of the window material should be 150 when measured at 60 in accordance with ASTM 2457 Standard test method for specular gloss of plastic films e The window haze should not exceed 75 in accordance with ASTM D1003 Standard test method for haze of plastic films e The item inside the envelope must fit securely and not move around The address must always be fully visible with the required clear zone around the block The window should not infringe any of the clear zones on the mailpiece see template on page 66 63 ii Designing your items Important International items This page applies to Royal Mail International Bulk Mail letter flat and packet formats Before proceeding please make sure that yo
33. ay need more than one bag for a selection To make sure you will not go over the 11kg weight limit you can mark the bag breaks on the labels Items for a single selection should be placed into a single bag If that bag is full or has reached 11kg a further bag should be used Please note that each selection should have only one bag which is not either full or at its maximum weight Important e There is no minimum weight requirement as long as the selection criteria are met e Each bag must contain bundles for only one Direct or one Residue selection e You must attach the correct bag label for the selection inside the bag Mailsort Presstream amp Royal Mail International Bulk Mail Geographic sequencing For 1 class mailings you must sequence your mail geographically to ensure that for mailings over one collection the most distant are collected and processed by us first The UK has been divided into 7 regions labelled with a letter The order of posting changes depending on the Distribution Centre into which you are posting Please check with your account manager which centre s sequencing you should use or visit www royalmail com mailsort Presstream International Bulk Mail Spread of posting We understand that it is not always practical to complete an entire posting in one day Postings may therefore be spread over a number of days by arrangement with Royal Mail In all cases the minimum quantity p
34. barcodes Or we can provide a list of third parties who can carry out barcode printing on your behalf To install the font onto a printer you must purchase the font from the printer supplier Position The exact positioning of your barcode is given below In practice it s very straightforward to get the positioning right because we can provide you with the relevant template to overlay on top of your sample barcode see page 71 The barcode must appear e On the front of your item e At least 18mm from the bottom edge and no more than 120mm from the bottom edge e Atleast 15mm from the top edge e At least 15mm from the right and left edges Length The barcode must be a continuous string of characters without gaps or space characters You must set it at between 20 to 24 bars per 25 4mm The characters must be equally spaced The length of the barcode will vary depending on the number of characters in the Postcode The minimum possible length is 35 31mm for a five character Postcode at 24 bars per inch per 25 4mm The maximum is 54 37mm for a seven character Postcode at 20 bars per inch per 25 4mm See example shown opposite Code Mark Density 5 Character bar to 6 Character fall Postcodes within Postcodes GU Position start bar in centre of clear area Overlay template We can provide you with simple overlays which show if you have the correct length and density of the barcode Clear zone Pleas
35. cheque incomplete or missing posting cheques may delay your mail Mailsort Presstream and Walksort posting cheques The figures on the posting cheque may differ slightly from the computer planning report This is to allow for late changes which may include e Adifferent letter or packet weight e Production changes due to wastage during machine enclosing e A lower print run All changes resulting from production difficulties must be reflected in the posting cheque The computer planning report is a plan of intention while the posting cheque needs to be accurate as it forms the basis of the invoice Presstream Presstream Walksort International Bulk Mail Mailsort Presstream and Walksort posting cheques only The posting cheque reflects quantities of a given mailing posted up to Royal Mail s cut off time of 5 00pm in some cases later posting times may vary Contact your Distribution Centre or Customer Operations Manager for details and times for your posting area In the case of multiple posting days a copy of the line listing must be sent with the first collection Subsequent posting cheques should include the range of selection codes which apply to that posting cheque Volume Related Discounts Mailsort 1 2 and 3 700 and 120 only and Mailsort 3 1400 To gain the benefits of discounts on one day s posting for Mailsort 1 2 and 3 there are two options The preferred option is as follows complete o
36. choice of delivery speeds If your mailing has an international element you can now add Royal Mail International Bulk Mail to a Mailsort Walksort or Presstream mailing See pages 16 and 17 for details What are you sending Is your item classed as a Letter or a Packet Letters are items which Weigh no more than 100g Are no smaller than 90 x 140mm Are no larger than C5 165 x 240mm Are no thicker than 5mm Packets are items which Weigh no more than 2kg or 1kg for Walksort items Are no smaller than 70 x 100mm in either dimension i e 70 x 90mm is not acceptable e For rectangular items are no larger than 610 x 460 x 460mm For cylindrical packages have a maximum length of 900mm In addition the item s length when added to twice the diameter must not exceed 1 040mm Mailsort 1400 Are no smaller than 70 x e 100mm Walksort only items no thicker than 10mm Presstream dimensions please see page 13 How many items are you sending The quick service guide overleaf provides details for all Bulk Mail services Important All letters or packets in your mailing should be the same shape size and weight for exceptions see Appendix D page 76 Presstream Presstream Walksort Five levels of workshare Here is your key to the quick service guide overleaf Cleanmail and Cleanmail Plus do not require you to sort your items Simply apply an Optical Character Recognition OCR specifica
37. column 5 Write these down in a grid like this we ve used an example Postcode of SN3 4RD and DPS of 1A then add them up LALE S N 4 R D 1 A WAEN re DPS ER EE ER a ea ee ENS 0 4 5 2 4 2 5 27 75 appendix D mixed weight mailings 76 An option for all services What you need to do Normally all items in a Mailsort Presstream Walksort or Presstream Walksort mailing are of the same weight and size However it is possible to send mixed weight items in a single mailing subject to the following conditions e The items are similar in size and shape so that they can be securely bundled e The items are all sent by the same service either Mailsort 120 Mailsort 700 Mailsort 1400 Presstream Walksort or Presstream Walksort e The items must be sent by the same delivery speed 1 2 or 3 e Royal Mail International Bulk Mail can also be made up of mixed weight items Ensuring the postage is right We don t want you to overpay or underpay for your mixed weight mailing so slightly modified documentation is required The documentation we need depends on the service you re using and the weight profile of the items in your mixed weight mailing Mailsort amp 1400 and Walksort For mixed weight mailings sent using these services you need to supply e Amixed weight computer planning report e Either a standard line listing if the maximum weight of your items is 60g or less or a mixed weight line listing
38. cords the total size of the file is 1 495 Mbytes Format PIF can be supplied on standard tape at 6250 bpi ASCII or EBCDIC with or without standard labels or IBM 3480 or IBM 3490E cartridges Help and advice Please contact your account manager for assistance in obtaining this information appendix C using CBC v working out the checksum character Checksum characters can be automatically produced Step two through the software available from co suppliers They are Divide the totals by six it s always six no also available on the Postcode Information File PIF matter how many characters are in the Postcode and note the amount left over In They can however also be calculated by following these this example steps e 6 goes into 22 three times with 4 left over e 6 goes into 27 four times with 3 left over Step one Use the table to find row and column references for the Step three characters in the Postcode and Delivery Point Suffix Note Refer these left over figures back to the table that the sixth row column is numbered O not 6 finding the character where they intersect nll nocent row 4 and column 3 gives the ee ee checksum character K Even if your left over character is zero i e 6 into 24 goes four times with zero left over this will relate to a row or column on the grid co ooo lt ve OVP Soxmon x lt xwDremn wo WwW lt N ZODA NAZIOJ For example the letter S is in row 5 and
39. count level Which typeface to use There are a variety of fonts you can use though we would recommend using one from the list opposite wherever possible We would 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 Important OCR machines can read anything up to 32 characters per line including spaces OCR cannot recognise computer zero and ampersand amp Script type or italic typefaces also cannot be read Opposite is the list of recommend typefaces 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 1 LTABCabc c Consistency each line of the address should be in the same typeface and size 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 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 Character spacing there should be a fixed pitch of between 10 and 12 characters per inch or between 15 and 8 point size with clear vertical gaps of at
40. cter spaces and that the Postcode is on the last line of the address 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 Help and advice The simplest way to ensure an address is correct is to check that all the elements in the appropriate PAF record is present 60 1 Premise elements You must include at least one of these four elements so that a single delivery point is defined For CBC mail this does not define a single delivery point it must correspond to the accurate Delivery Point Suffix DPS if there is one in the barcode You don t have to include all the premise elements even if they are included in PAF J Bloggs Organisation Royal Mail Sub building South Wing Building name Bell House Building number B 25 Bell Complex Dependent thoroughfare The Mews Thoroughfare 300 Western Road Double dependent locality Otterley Dependent locality Hedge End Post town OXFORD Postcode OX4 5ZZ 4 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 one premise element one thoroughfare element and one locality element The Postcode should always appear in capital letters on its own as the last line of the address A postcode may be pr
41. ddressing It s essential that at least 90 for Cleanmail and 95 for Cleanmail Plus of your mail is fully and accurately postcoded and addressed when compared to Royal Mail s Postcode address File PAF See Appendix A on page 59 62 for further details Delivery speeds Cleanmail offers a choice of two delivery speeds e Cleanmail 1 and Cleanmail plus 1 For mail to be delivered next working day after the day of posting e Cleanmail 2 and Cleanmail Plus 2 For mail to be delivered within three working days after the day of posting OCR or CBC Applying an OCR font If you opt to apply an OCR font please bear in mind that youre required to keep certain parts of the envelope free of text and artwork so that we can print and recover route codes as your mail is machine sorted Perforated strips or tear off envelopes are not allowed as our sorting machines cant process them Full guidance on designing your items and meeting our OCR specifications is provided in Appendix B pages 63 68 Applying a Customer Barcode With CBC you have freer artistic licence Full guidance on designing your items and meeting our CBC specifications is provided in Appendix C pages 69 75 19 technical specifications of mail preparation Depending on the service you ve chosen there are up to five stages to preparing your mail Each stage is equally important To qualify for a discount and ensure your mail is delivered
42. de is not added cannot be posted under Walksort or Presstream Walksort If any of your mail cannot be matched to a Walksort selection code it must be sent through another Royal Mail service normally the Standard Tariff Walksort Bundle and bag labels We will provide you with bundle and blank bag labels as well as any other stationery that you may require to undertake your Walksort mailing Having bundled your items by Walksort code you must label each individual walk bundle with a standard Walksort bundle label as shown below This mail has been WALKSORTED Not to be split before Delivery Frame Alternatively a Walksort identifier can be included on bundle strapping or on each individual mailpiece Bagging your mail Walksort bundles destined for the same Mailsort selection 5 digit SSC are put into the same bag To ensure the health and safety of your staff and ours it s essential you ensure that none of your bags weigh more than 11kg Never mix mailings for different services Your Walksort or Presstream Walksort mailings must never be mixed with a Mailsort mailing even if you have Mailsort items Walksort and Presstream Walksort items destined for the same delivery office Walksort 1 and Presstream Walksort 1 Geographic sequencing For 1 class mailings you must sequence your mail geographically to ensure that for mailings over one collection the most distant are collected and processed by
43. dimension and 1 weight criteria they must be classified as such International Bulk Mail Mixed weight mailings Normally all items with a Royal Mail International Bulk Mail mailing are of the same size and weight However itis possible to mail mixed weight items subject to the following conditions e The items must be similar in size and shape such that they can be securely bundled e The documentation must be extended to include the weight of each selection Customer Final Label Database Final bag labels are mandatory for Royal Mail International Bulk Mail To print labels you ll need a CFL Database see page 38 42 or alternatively make use of our bureau service Mail a summary Entry requirements Sending Letters Each of your Royal Mail International Bulk Mail mailings must consist of at least 4 000 Letters unless it is part of a Mailsort Presstream or Walksort mailing when there is no minimum Sending Flats or Packets If you are mailing only International you will need to send at least 1 000 Flats or Packets per mailing otherwise there is no minimum limit Delivery speeds All items in one mailing must be for the same delivery speed You have a choice of three speeds e Priority Mail leaves the country on the next available flight and is delivered using the receiving countries equivalent of 1 Class e Standard Mail travels by air when there is capacity and is delivered using the receiving countries
44. e electronic posting cheques E pro offers a host of benefits over paper cheques including greater visibility of your finances and the ability to produce reports See page 48 for details For Royal Mail International Bulk Mail E pro is mandatory Documentation Mailsort MEUG GLAS Mailsort Walksort Cleanmail Presstream Presstream Royal Mail 120 700 1400 Cleanmail Walksort International Plus Bulk Mail Computer v v v v v v v planning report Line listing v v v v v v v E Pro Posting v v v v v v cheque Customer v collection receipt Customer cage v v v v card York cage card v 43 Mailsort 120 Mailsort 700 Mailsort 1400 Walksort computer Presstream planning report Example of a Mailsort 1400 or Presstream incorporating Royal Mail International Bulk Mail computer planning report You must provide a computer planning report shown opposite with your Mailsort Presstream Walksort and Presstream Walksort postings Where Royal Mail International Bulk Mail is combined with one of these mailings the Sortation Statistic section should be extended as shown on the example on this page This report may give an indication of the cost of your mailing However the actual mailing might vary slightly and consequently so will the actual cost The report can be tailored to suit your needs but it must contain the e Name and address of the poster or contract holder e Service required includ
45. e only Contents Description indicator valid for Mailsort 700 is BARCODED and this must appear on Mailsort 120 label OCR the Final Label Tm tu w TH F sa 16000 Mailsort 700 Direct selection label SHCDC 51 amp AAAOO GLASGOW m tu w tH F sa 22330 PLAN 6 RES J E ene 3 OCR 3 amp z T eee o OLDHAM e PLAN 27 01 Mailsort 120 label CBC BARCODE z 16000 swcoc M aoo Mailsort 700 amp Residue selection label GLASGOW PLAN 6 RES m tu w tH F sa 16000 BARCODE SHCDC 31 GLASGOW PLAN 6 RES 0 BARCODE MAX BAG WGT i kgs 40 Walksort Presstream Walksort Examples of final labels Walksort and Presstream Walksort Final labels Walksort and Presstream Walksort The bag labels for Walksort postings are identical to Mailsort Direct labels except for the contents description which is Walksort Walksort and Presstream Walksort 1 label m tu w tH F sa 22334 e ASHTON UNDER LYNE OL5 OL7 MAX BAG WGT 11 kgs WALKSORT Walksort and Presstream Walksort 2 label M TU W TH F sa 22334 SHCDC 31 e AAAOO C ASHTON UNDER LYNE g OL5 0L7 WALKSORT z Important Customer Final Labels are mandatory for Walksort and Presstream Walksort 41 International Bulk Mail Examples of final labels Royal Mail International Bulk Mail Final labels Royal Mail Inter
46. e print the barcode plus an additional 2mm clear zone around it on a background with a constant reflectance Edges of the barcode These must be sharp and clearly defined This helps eliminate misreading Sizes of the bars The range of sizes are shown opposite Vertical alignment The track element of the bars must be symmetrical to the centre line C L see opposite Skew Each bar of the code should be perpendicular to the edge of your item as possible and to other bars The most you can skew each bar is 5 in either direction Optical specification Please print your barcode so it contrasts with the underlying colour for example black bars on a white background There must be at least 30 difference in reflectance between the bars and the background Print quality should be consistent throughout the code You ll need to take into account the print process youre using and the material onto which youre printing Creating the checksum character If you don t use proprietary software from PIF Postcode Information File or a Royal Mail approved co supplier then you ll need to work out the checksum character yourself This involves using an algorithm described on page 75 The checksum character is used as a means of error detection to ensure that the rest of the barcode iS correct Clear zone Substrate ELT ML 2m Clear Zone Size of bars Bar Width 0 38 0 63mm Ascender 160 216mm
47. e service on 08457 640 640 77 Know how a user s manual for Mailsort Walksort Presstream Cleanmail Presstream Walksort and Royal Mail International Bulk Mail March 2006 Produced by Royal Mail Royal Mail Group 2006 Service terms and conditions apply All rights reserved This brochure contains trademarks registered or otherwise of Royal Mail Group plc in the UK and other countries including the marks Royal Mail and the Royal Mail Cruciform Royal Mail Group plc registered in England and Wales Number 4138203 Registered office 148 Old Street London EC1V 9HQ P6434
48. e that enables publishers to get their periodicals into their subscribers hands even more quickly It has been designed to help publishers hit deadlines Presstream Premium operates in key urban areas For more information please speak to your Royal Mail Account Handler 12 Check your mailing qualifies We can provide you with a list of software suppliers who will analyse your mailing list free of charge to check whether it qualifies for Presstream Walksort The software supplier will calculate the delivery point penetration figure of your mailing This figure must be at least 2 to qualify for Presstream Walksort Accurate Addressing It s essential that at least 90 of your mail is fully and accurately Postcoded and addressed for Presstream and 100 for Presstream Walksort Royal Mail s Postcode Address File PAF will help you to do this Items which don t meet the criteria must be sent via another service e g standard tariff Supporting material e As well as this guide you ll need e Acopy of the Mailsort Database available free of charge from us e A pricing guide please refer to the Presstream rate card e A list of software suppliers For Presstream Walksort instead of the Mailsort Database you ll need a copy of the Walksort Database which is also available free of charge The Mailsort and Walksort Databases The Mailsort Database provides the key data to enable you to sort your item
49. ead through the relevant checklist You need to be certain that your mail qualifies for that service Your checklist also includes details of essential supporting material that you ll need to prepare your mail correctly and qualify for a discount As a general rule all items in your mailing should be the same shape size and weight However for all services there is an option to send mixed weight mailings Please see Appendix D page 76 Mailsort 120 Mailsort 700 Mailsort 1400 Mailsort 120 700 amp 1400 checklist When to use Mailsort Mailsort enables you to send both Letters and Packets The definitions of both these formats are summarised on page 4 Mailsort is intended for large business mailings where you can undertake some sorting of your mail before handing it to us There is flexibility in how much sorting you need to do to save postage costs If your item is classed as a Letter it can with your help be machine sorted by us Sending machinable mail There s no doubt that sorting by machine is the most efficient way for us to process your mail For Letter sized mail to be processed by machine there are two mailing options Mailsort 120 and Mailsort 700 see overleaf Sending manually sortable mail If you re unable to meet our machinable requirements or are sending larger items such as Packets you ll still qualify for discount with our Mailsort 1400 option see overleaf Check your mailing qu
50. eathrow Worldwide Distribution Centre so it must carry an OCR font on the address For letters this is exactly the same as for Mailsort 120 or Cleanmail Flats should contain the address block on one of the two largest sides and packets should contain the address on one of the four largest sides If your mailing is part of an Inland mailing then there is no International minimum volume if the mailing is purely International then you need to send at least 4 000 letters or 1 000 packets If your mailing consists of both International and domestic elements then the total must reach the minimum of 4 000 letters or 1 000 packets For example a mailing of 3 000 domestic letters and 1 000 International letters would qualify Accurate Addressing It s essential that every item has the destination country in the last line of the address on it s own in upright capitals Supporting material For Royal Mail International Bulk Mail as well as this guide you ll need e Acopy of the International Mailsort Database available free of charge from us e A pricing guide please refer to the Royal Mail International Bulk Mail rate card on our website www royalmail com mailsorttechnical e Alit of software suppliers The International Mailsort Database The International Mailsort Database provides the key data to both physically sort your items to bags and electronically sort your items so that the information can be linked to E pro Impo
51. eceded by a County on the last line of address provided that there are no more than one or two character spaces between both elements Please do not e underline or punctuate it Please put two character spaces between the two parts of the Postcode The first part i e OX4 is the outward code the second i e 5ZZ is the inward code appendix A addressing your items ii International items Sample addresses Western Europe Herr Franz Huber Beethovenstrasse 12 1010 WIEN AUSTRIA M Emile Dubois Rue du Diamant 215 4800 VERVIERS BELGIUM Mr Thor 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 Lange Str 12 04103 LEIPZIG GERMANY Mr George Latsis Alkamenou 37 117 80 ATHENS GREECE Mr Jon Jonsson Einimel 80 107 REYKJAVIK ICELAND Mr Gerard Carey 45 O Connell Street DUBLIN 1 REPUBLIC OF IRELAND Only Dublin has postcodes Sig Giovanni Masci Via Garibaldi 27 47037 RIMINI RN TALY M Jaques Muller 71 route de Longway 4750 PETANGE LUXEMBOURG MONACO As France Mr J van Dieten Morsstr 111 2312 BK LEIDEN THE NETHERLANDS There should be a double space between the postcode a
52. equivalent of 2nd Class e Economy Mail travels by land and sea to the destination country where is treated as 2nd Class 17 Cleanmail Cleanmail checklist When to use Cleanmail and Cleanmail Plus Cleanmail and Cleanmail Plus enable you to send Letters Letters are mailing pieces which are C5 size 240mm by 165mm or less are not more than 5mm thick and weigh 100g or less Cleanmail and Cleanmail plus are ideal if you do not wish to sort your mail Simply apply either an Optical Character Recognition OCR font or Royal Mail Customer Barcode CBC to your items to qualify for discount That way our machines can read your addresses and sort your items automatically Important If your item is thicker than 5mm larger than C5 or contains inserts that are not of uniform size your mail cannot be machine processed Please consider using Mailsort 1400 or Walksort 18 Cleanmail and Plus Meeting the requirements You ll need to pass a one off Quality Assurance process before a Cleanmail contract can be issued and you can start mailing This process tests your ability to prepare items to our technical specification It also confirms that your addresses meet our required level of accuracy and Postcoding For more information on what you need to provide for this process please contact your account manager or call your local Royal Mail Sales Centre on 08457 950 950 local rate Cleanmail Accurate a
53. er day should not be less than 1 000 packets or 4 000 letters except on the final day of the mailing Postings of up to 250 000 items may be made over a maximum period of five working days Postings of more than 250 000 items may be made up to a maximum period of 20 working days depending on the volume The maximum number of working days permissible is calculated by dividing the total number of items by 50 000 Number of items being Max number of days to post posted items 250 000 5 300 000 6 350 000 7 400 000 8 500 000 10 600 000 12 700 000 14 800 000 16 900 000 18 1 000 000 20 These recommendations will help ensure a fluid handover of mail and may be varied in light of the nature of the posting When the posting has to be spread over a number of days early notification is important A posting cheque see page 48 must accompany each day s posting and should be handed over with the last collection of the day Important e Inthe case of Presstream any mailing or part of a mailing which fails to meet the minimum volume will be charged the straight line price for the minimum volume In order to minimise mailing costs the minimum volume should be met on all days of a spread mailing e All International items must be handed over at the same time on the same collection 33 Walksort Presstream Walksort Walksort amp Presstream Walksort bundling and bagging 34 Preparing for despatch Walksor
54. f Mailsort software suppliers The Mailsort amp Database The Mailsort Database provides the key data to enable you to sort your items into Mailsort order for 120 700 and 1400 selections It s available free of charge in both electronic and paper based formats It can be easily downloaded from our website www royalmail com mailsorttechnical The Mailsort Database is data only and not software You ll need to write a software program to sort your mailings or purchase a tailor made product from a software supplier A list of suppliers is available from www royalmail com mailsorttechnical Customer Final Label Database Final bag labels are mandatory To apply labels you ll need a CFL Database page 38 Alternatively your Customer Operations Manager can supply them to you Important Please make a note of which Mailsort service you re using for your mailing either 120 700 or 1400 The technical requirements differ between these Services Mailsort 700 Mailsort 1400 Mailsort 120 Mailsort 120 Mailing volumes The minimum entry requirement for Mailsort 120 is 4 000 items per mailing per Mailsort 700 Mailsort 1400 The minimum entry requirement for The minimum number of items per mailing Mailsort 700 is 10 000 items per is 4 000 letter sized items or 1 000 packet mailing per stream and per class sized items Letters and packets are defined Mailing volumes Mailing item specifications Address quality
55. f more than one speed all relevant boxes must be ticked Ean INTERNATIONAL CUSTOMER CAGE CARD CUSTOMER 1 e tscntece me PLEASE TICK DELETE WHERE APPLICABLE INT MAILSORT INT PRESSTREAM INT PACKETSORT FLATSORT C werrens rats O packets C TO BE COMPLETED BY ROYAL MAIL FOR ALL INTERNATIONAL POSTINGS TIME AVAILABLE FOR COLLECTION International Bulk Mail essential steps How much notice to give us of your mailing how to arrange a collection and how to pay for your service Mailsort 120 Mailsort 700 Mailsort 1400 Walksort Cleanmail International Bulk Mail Presstream Walksort Presstream arranging your mail collection 54 Planning in your mailing To ensure adequate planning please give suitable notice of posting including accurate forecast of number of items bags and cages This allows not only staff planning but also planning of collections supply of bags cages documentation labels and so on It also ensures efficient despatch of your mailing How much notice is required If you are posting continuously daily or regularly at least once a week you do not need to notify us of individual mailings However you should provide your local Accepting Office with a rolling forecast of the daily weekly or monthly postings as appropriate Regular planning meetings should be scheduled to allow both parties to identify the resources required for the week
56. g the International Mailsort Database The International Mailsort Database is subject to constant but irregular amendments Once you have registered in order to download the database you will receive notification of updates Help us to help keep you informed by keeping your details up to date Please register online at www royalmail com mailsorttechnical Mailsort 120 Mailsort 700 Mailsort 1400 Walksort Cleanmail Presstream Presstream Walksort International Bulk Mail 3 bundling bagging and traying We ll provide everything you need to gather your mailing items together including labels and ties for customers adding final labels If you re using Cleanmail or Cleanmail Plus you simply need to place your items in trays please turn to page 36 If you re using Mailsort Presstream Walksort or Presstream Walksort you first need to bundle your items correctly and then put your mail in the bags provided Each bag should not weigh more than 11kg a manageable weight to be carried by hand Please turn to page 32 for Mailsort or Presstream and page 34 for Walksort and Presstream Walksort Royal Mail International Bulk Mail can be found on page 32 Mailsort 120 Mailsort 700 Mailsort 1400 International Bulk Mail Presstream Mailsort Presstream amp Royal Mail International Bulk Mail bundling and bagging All items for a single Direct or Residue selecti
57. ge stamps are cancelled there is a charge of 10 of the gross postage Envelopes must be presented to us before sortation is undertaken Help and advice Please contact your Royal Mail account manager for details about setting up a postage account and obtaining PPI artwork Don t forget to include a return address on every item see page 21 Payment Mailsort Mailsort Mailsort Option 120 700 1400 Printed v v v v Postage Impression PPI Franking v v v v Machine Impression Not MS3 Not MS3 Not MS3 Postage v Stamp s Cleanmail Presstream Presstream Royal Mail Cleanmail Walksort International Plus Bulk Mail V v V v v Vv V v V 55 Mailsort 120 56 Mailsort 700 Mailsort 1400 Mailsort PPls ROYAL MAIL POSTAGE PAID GB SOUTHAMPTON 2500 ROYAL MAIL POSTAGE PAID GB SOUTHAMPTON 2500 ROYAL MAIL POSTAGE PAID GB SOUTHAMPTON 2500 International Items Walksort Cleanmail Presstream Walksort Presstream and Presstream Walksort PPIs ROYAL MAIL POSTAGE PAID GB SOUTHAMPTON 2500 ROYAL MAIL POSTAGE PAID GB SOUTHAMPTON 2500 Royal Mail International Bulk Mail items must carry a PPI The PPI will be determined by the Inland element and will not affect the service the items receive Presstream Walksort International Bulk Mail Cleanmail and Cleanmail Plus ROYAL MAIL POSTAGE PAID GB SOUTHAMPTON 2500 ROYAL MAIL POSTAGE
58. ger than B4 250mm x 353mm See packet definition on page 4 Only available for periodicals as defined by the Presstream Schedule Packets are mailing pieces which are larger than C5 size or weigh more than 100g but no more han 1kg or are more than 5mm thick but not more than 10mm tems can weigh up to 2kg and no maximum hickness Only available for periodicals as defined by the Presstream Schedule For up to date prices please refer to the Rate Cards by visiting www royalmail com library or call 08457 950 950 International Bulk Mail Royal Mail International Bulk Mail Royal Mail International Bulk Mail is a new service which allows you to process prepare and send the International elements of a mailing with the corresponding Inland Mailsort Presstream or Walksort elements It can also be used to send a purely international mailing There is no minimum volume for the international element if sent as part of a Mailsort Presstream Walksort or Presstream Walksort mailing If the mailing is purely international you will need to send at least 4 000 letters or 1 000 Flats or Packets see quick service guide on page 6 for definitions Delivery Speeds International items have a choice of Priority Standard and Economy See table below Delivery Speeds Royal Mail International Bulk Mail offers the following Minimal sortation of the International items all international items regardless of destination are pl
59. hey are not eligible for discount and should be sent by First or Second Class tariff depending on when you wish your mail delivered 2 You may be able to post Residue items from a Mailsort 1400 or Mailsort 700 mailing as a Mailsort 120 mailing as long as all specifications are met This is a cost effective alternative Mailsort 120 Mailsort 700 Mailsort 1400 Presstream Sequencing of Direct and Residue selections Most of the time it s advisable to have all the Direct selections sequenced first followed by Residue selections However for Mailsort 1 1400 Mailsort 1 700 Mailsort 1 120 and Presstream 1 mailings you must sequence your mail geographically to ensure that for mailings over more than one collection the most distant selections are collected and processed by Royal Mail first You have two options for sequencing your mail by geographic area 1 Each Residue selection follows the Direct selections to which it relates 2 All Residue selections come after all the Direct selections It s advisable to use the first of these options to ensure that you meet the 1 class latest posting times for each geographical region Posting times can be obtained from your account manager or at www royalmail com mailsorttechnical Geographic sequencing The UK has been split into geographic regions each labelled with a letter The order of posting changes depending on the Distribution Centre into which you are posting
60. icient although both parts are preferred The abbreviation USA is also acceptable appendix B using OCR i What kind of items you can send Important International items This page applies to Royal Mail International Bulk Mail letter formats Though some of them may seem confusing the guidelines opposite are basically the standards of normal paper and unless you use an unusual type of paper your items will probably comply Mailsort 120 items of differing sizes e g C5 and DL can be part of the same day s mailing but they must be the same class of service and use the same payment indicator Issues such as colour design and layout of items are covered later in these guidelines Help and advice If you have any questions please contact your Royal Mail account manager The company that provides your paper or prints your items should also be able to help OCR mail Size weight and format Each item must e Not weigh more than 100g e Rectangular items should be no smaller than 90mm x 140mm and not larger than 165mm x 240mm e tems printed in a portrait format are not allowed e Square items should be no smaller than 140mm and 140mm and not larger than 165mm x 165mm Thickness Items must be between 0 25mm and 5mm thick Paper weight Envelopes 70gsm minimum Postcards 200gsm minimum with a minimum thickness of 0 25mm Flexibility Items must be flexible enough to bend into
61. if the maximum weight of your items is 61g Or over e All other standard documentation for your service see page 43 Presstream and Presstream Walksort As the majority of items will be over 60g you will need to supply a mixed weight computer planning report and a mixed weight line listing along with the other documentation mentioned on page 43 Mailsort 120 and Mailsort 700 The maximum item weight for both these services is 100g You can mix all items up to this maximum weight We ll need you to supply e A mixed weight computer planning report e A standard line listing e All other standard documentation for your service see page 43 Sending both Letters and Packets in your mixed weight mailing Your Direct selection depends on whether your mixed weight mailing comprises more Letters or more Packets If you re sending more Letters the minimum Direct selection is 25 items If you re sending more Packets the minimum Direct selection is 5 items For definitions of Letters and Packets please see page 2 Alternatively you may use the Daily Rate option where all items are above 60g We weigh the entire mailing and divide by the number of mailpieces to work out an average weight It s quicker and simpler Cleanmail and Cleanmail Plus with OCR and CBC All items must be 100g or less All we require is a standard posting cheque see page 50 Royal Mail International Bulk Mail All items w
62. ing the International Service Speed where appropriate e Number of Direct and for Mailsort and Presstream Residue selection items for international selections the number of international items e Number of Direct and for Mailsort and Presstream Residue bags for international selections the number of international bags e Percentage of mail Postcoded e Weight of each letter or packet e Percentage of DPS accuracy CBC only e Job reference number Customers who wish to submit an electronic computer planning report may do so by prior arrangement Please see your Customer Operations Manager for more details 44 XYZ Company 123 A Street Town Postcode Mailsort Service Minimum Selection Size Weight of Item Royal Mail International Bulk Mail Service Presortation Statistics Address records processed Postcodes matched Post towns matched Addresses not matched Number suitable for Mailsort Postcode Statistics of address records processed Full Postcode Outward Postcodes only Postcode level No Postcode Sortation Statistics Direct selections Residue selections Royal Mail International Bulk Mail selections Totals COST amp DISCOUNTS Number of Mailsort items Item Weight g Postal Rate p Straight line item cost Straight line total cost Direct selection discount 10551 items at XX Residue selection discount 10117 items at XXX Mailsort Discounted cost TOTAL DISCOUNTED C
63. ining large amounts of data and can be hi Tak produced by all types of printing systems Resear Each character consists of four bars Two of these have ascenders and two have descenders There is also a track element in all bars E Width 0 38 0 63mm There are 38 valid characters R scender e Numbers 0 9 1 60 216mm es Track e Letters A Z TTAR Gomer e Open and close brackets NER 1 60 216mm A typical complete barcode A complete customer barcode consists of e Astart bar positioned at the normal left hand end next to the first significant data character e A set of characters each consisting of distinct bars and spaces which give the Postcode outward code then inward code e Two characters a number plus a letter which give the Delivery Point Suffix see pages 70 and 74 e A checksum character This helps us spot errors Checksum characters are explained on page 75 e A stop bar at the normal right hand end of the complete code next to the checksum character Code Density 20 24 bars per 25 4mm and must be equally spaced See the illustration below These elements should only be printed in barcode format and are in addition to the normal address and Postcode Checksum Character Data Characters appendix C using CBC iii Sending CBC mail continued Printing the barcode Royal Mail can supply you with a typeface for common software applications that produce
64. ithin a Royal Mail International Bulk Mail mailing must be of the same format i e either all letters all flats or all packets as defined on page 17 You will need to supply a mixed weight line listing regardless of whether all items are above or below 60g as International prices vary at all weight steps Help and advice Please ask your Royal Mail account manager for further details on sending mixed weight mailings or visit www royalmail com mailsorttechnical for further details other related literature For service backgrounds and benefits Introducing Mailsort Introducing Walksort Cleanmail and Cleanmail Plus Machine readable mail to cut your costs Spread the Word an Introduction to Presstream For service discounts and prices Please refer to the Rate Cards These are available to download at www royalmail com library or www royalmail com mailsorttechnical For terms and conditions Please refer to the Schedules by visiting www royalmail com library or contact your account manager or local Royal Mail Sales Centre on 08457 950 950 For further technical details all services Mailsort User Guide is available to download at www royalmail com mailsorttechnical Please refer to our website at www royalmail com library or Please contact your account manager or local Royal Mail Sales Centre on 08457 950 950 local rate for copies of the above literature If you are deaf or hard of hearing we offer a Textphon
65. l preparation meets various specifications You ll find these specifications defined in this manual We ll take you through the whole process step by step First things first Help and advice Before beginning to prepare your mail you need Your Royal Mail account manager will be happy to to be certain of the service you wish to use help if you have any questions about services preparing and sorting your items or whether your The following two pages will help you select the mail meets our specifications best service for your mailing Then turn to page 8 where you ll find separate service checklists You can also contact your local Royal Mail Sales Centre on 08457 950 950 for advice on our You can then go to the technical requirements range of business mailing services pages 20 52 and finally logistics how much notice you need to give us of your mailing Comprehensive information is published online at arranging a collection and payment methods www royalmail com library pages 53 56 A price calculator can be found at www royalmail com mailsorttechnical under the Pricing Information menu option Mailsort 120 Mailsort 700 Mailsort 1400 Walksort choose a service option The service you select is determined by three factors the type of item you re sending the volume of items in your mailing and how much mail preparation you Cleanmail wish to carry out to make savings Discounts go up to over 40 and there is a
66. ld be required Marking selection breaks is the same as detailed above Bundling your mail Face and tie your mail To help prevent your mail from being damaged or delayed during transit you must face and tie items as follows e Gather together items of one selection e Order them so that the addresses all face towards you and are the same way up e Cross strap with an elastic band string or similar material Don t tie a bundle any thicker than can be easily picked up with one hand approximately 10 15cm Whichever method is used the bundles must be securely tied Royal Mail does not provide the material for bundling Important e For heavy items e g periodicals catalogues or annual reports bundles should be securely tied e Odd or wedged shaped items should be counter stacked with the top half facing the opposite way to the bottom half e For large packets it may be easier to handle the items singularly Mailsort 700 Mailsort 1400 Bagging your mail Please use a separate bag for each selection Once your mailing list has been sorted you ll know the number of selections and bags you need This information can be quickly looked up in the line listing The number of labels required matches the number of bags you need You can put as many items for one selection in a bag as will fit so long as the bag weighs no more than 11kg and can still be securely tied Depending on the volume of your mailing you m
67. lica 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 62 Mr Yushi Morimoto 504 Kasumigaseki 1 chome Chiyoda ku TOKYO 100 JAPAN Mr Hong Kil Dong 100 Sejongno Jongno gu SEOUL 110 050 REPUBLIC OF KOREA Mr Joaquim Cepeda San Antonio Abad 120 Piso 4 06820 CIUDAD DE MEXICO MEXICO Mr B Parker 64 Waterloo Quay WELLINGTON 1 NEW ZEALAND Mr Jan Kalinkowski ul Cicha 5 62 806 KALISZ POLAND Mr Gheorghe Petraru Bd Golescu 38 77113 BUCHAREST ROMANIA RUSSIAN FEDERATION 103375 MOSCOW K 375 Medyn oulitsa Gazagin 7 vanova l S RUSSIAN FEDERATION Mr Stevan Raukovic Palmoticeva 2 11001 BELGRADE SERBIA Items for the former Yugoslavia should be addressed to the Republic concerned Mr Tan Kay Hui 532 Chai Chee Road SINGAPORE 1646 REPUBLIC OF SINGAPORE M Jan Kemr Olsanka 18 820 01 BRATISLAVA 1 SLOVAK REPUBLIC Mr Sudhorn Yoothong 13 54 26 Chaeng Waltana Road Bang Kehn BANGKOK 10002 THAILAND Mr Mazhar Alkan Iskele Caddesi 35 06101 ANKARA TURKEY Mrs L Projivalsky 252001 KIEV Prospect F Skaryna UKRAINE Mr Joe Engle 1612 Dexter Street FORT WAYNE IN 46805 UNITED STATES OF AMERICA 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 suff
68. ling house for identification Cheque Of Large mailings may need more than one 8 Packet not used until August 21 2006 An item that is Cheque If so we need to know how many Cheques are not a letter large letter or A3 packet and whose accompanying your mailing and in which order they a Maximum length is 610mm appear for example Cheque 1 of 4 b Maximum height is 460mm Contract Code Your Royal Mail account may have c Maximum width is 460mm several users each identified by a unique code Refer to d Maximum length for rolled items is 900mm your contract to check yours or if in doubt use 01 with the length plus twice the diameter not Flatsort The Flatsort service will be withdrawn from exceeding 1040mm August 21st 2006 After that date please use the 9 PPI and PPI Number Printed Postage Impression is a Packetsort product with the large letter format pre printed alternative to stamps or franking to show Letter not used until August 21 2006 An item postage has been paid whose 10 RP Code This is for Royal Mail use only so please a Maximum weight is 100g ignore b Maximum height is 165mm 11 Size You are not required to use this column until the c Maximum width is 240 mm service is introduced on August 21 2006 d Maximum thickness is 5mm 12 Your Notes This space is for you to write down anything Large Letter not used until August 21 2006 An item you may need to remember about your mailing Royal whose
69. lp us to help keep you informed by keeping your details up to date Please register online at www royalmail com mailsorttechnical We recommend that you download the latest version of the Walksort database before you process each mailing Although it is not compulsory for you to use the latest Walksort database please bear in mind e You must always use a database that is no more than four months old e You must if you access your database from a Compact Disc CD ensure that the CD is the latest version Where there is a delay between the sorting of your mailing and its collection by Royal Mail you need to take care that the Walksort database you initially used is still current Your Walksort database needs to be updated to account for changes in e The Mailsort database from which it is derived e Postal walks e Postcodes We will advise you of changes and arrangements for implementing updates International Bulk Mail Royal Mail International Bulk Mail computer sorting The International Mailsort Database Royal Mail International Bulk Mail allows you to sort your international items at the same time as your Mailsort Presstream or Walksort inland items In addition to the processes described over the last few pages the software will now need the international addresses to be added from the International Mailsort Database The delivery speed and address can then be validated The International Mai
70. lsort Database is currently used to process Destination Sort mailings and is free to download from www royalmail com mailsorttechnical Software The website above also provides a list of software suppliers who supply accredited Royal Mail International Bulk Mail software If you wish to write your own software we will need to test it The site also contains details of how to download the test data and where to send your results If you are only sending International items and your address list is relatively small you may not wish to purchase a standalone software package In these instances you may be able to produce a spreadsheet which generates the documentation as well as a data file for E Pro An example of how this can also be found at the website above We will need to check that the E Pro file is suitable As with all mailings if discrepancies arise between a physical mailing and the accompanying documentation loss of discount and ultimately service suspension can result We do recommend that a full software solution be utilised International Selections and Standard Selection Codes SSCs An Inland SSC denotes a delivery office however all International items are bound initially for our Heathrow Worldwide Distribution Centre HWDC The items will be processed according to their service speed There are three International SSCs for within the Mailsort Database e 99891 for Priority items e 99893 for Standard items
71. ms are sent as a single selection to Heathrow Worldwide Distribution Centre HWDC where they are sorted by machine to destination country We have four different levels of customer sort Mailsort amp 120 sorting When you use Mailsort 120 you re sorting your items to approximately 120 different selections the 120 Postcode areas or so which are served by Mail Centres So by sorting your items they go straight from your premises to our Mail Centres At the Mail Centre your mail is further sorted by machine to a Walksort level for local Delivery Offices and individual postal walks Mailsort amp 700 sorting Like Mailsort 120 your Mailsort 700 items go straight to the Mail Centre However you ve refined your sorting further to 700 machine sort plans This extra preparation reduces the level of machine sorting that we have to do before passing it to the local Delivery Offices where your items are received pre sorted to individual postal walks Mailsort amp 1400 and Presstream sorting By sorting your mail to approximately 1400 selections we can send it straight to the local Delivery Offices of which there are around 1400 in the UK There we manually sort your mail to individual postal walks Walksort and Presstream Walksort sorting Walksort mail is sorted right down to the individual postal walks and therefore attracts the highest level of discount 23 International Bulk Mail Mailsort 120 Mail
72. n label M LT w TH F sa 22334 m ru w TH 22334 SHCDG S1 AAAOO 2 aa e i ASHTON UNDER LYNE o ASHTON UNDER LYNE OL5 OL7 x OL5 OL7 i MANUAL z MANUAL z Mailsort 3 Deferred Mailing Direct selection label py aN 03 90 3004 22334 COMPLETE WITHIN FURTHER WORKING DAYS C AAAQ0 x o ASHTON UNDER LYNE OL5 OL7 x MANUAL 2 39 Mailsort 120 Mailsort 700 Examples of final labels Mailsort 120 and Mailsort 700 Final labels Mailsort 120 Final labels Mailsort 700 Customer Final Labelling is mandatory for Mailsort 120 Customer Final Labelling is mandatory for Mailsort 700 The final bag labels and the information displayed on Mailsort 700 final labels look different from Mailsort them depend on the Mailsort 120 service used 1400 ones e The barcode option requires yellow labels and the e They are yellow text from the mechfl dat data file on the Mailsort e The Delivery Office in each case is replaced by the Database Mail Centre e The OCR option requires yellow labels and the text e The Second Destination line always shows the Mech from the msortfl dat data file on the Mailsort Plan number on which the contents of the bag are to Database be sorted e The Contents Description indicator for Mailsort 120 e For Residue selections the additional characters should be either BARCODED or OCR depending on RES are added to the Mech Plan number which option is being used e Th
73. n paid Residues Residue selection A selection sorted to postcode area level The Mailsort database contains about 120 Residue selections RP Code This is for Royal Mail use only so please ignore Your Notes This space is for you to write down anything you may need to remember about your mailing Royal Mail will respect your confidentiality Your Reference To help with your accounts any reference you choose to give here will appear on your invoice from us along with the Posting Cheque number anp 49 Cleanmail Example of a Cleanmail posting cheque CA80 posting cheque Jahn Seit Associotes Ltd Joka Seni avocwtn Utd N OM5ATeS EY Hee nah haere PS High Street T High Street d dentem 042110042 POST TOWN POST TOWN Leme m rey Pot c POST CO Standard Tariff Letters Packetpost and Cle O o waco Up wand tut crt t m LJ Pena 2 oa 50 c Maximum width is 250mm 1 Cleanmail m ja eee Ld UM ae ores MEM TE P nein pee e connie 1 Authorised by A person in your organisation with the d Maximum thickness is 25mm authority to sign a Posting Cheque if this is you just give 7 Mailing House Code A unique code we issue to each your own name or write as above mai
74. n the posting has to be spread over a number of days early notification is important A posting cheque see page 48 must accompany each day s posting and should be handed over with the last collection of the day 35 Cleanmail Cleanmail amp Cleanmail Plus traying 36 Presenting your mail in trays Cleanmail and C eanmail Plus items must be presented in trays which are provided by us Your items shou front of the tray d all be upside down and facing the Please do not m speeds i e First ix mail being sent by different delivery or Second class Nor should mail with Customer Barcodes CBC and Optical Character Recognition OCR fonts be placed in the same trays Your Customer Operations Manager will also provide you with labels fi or your trays Please state which delivery speed you re using 1 or 2 and whether you re sending items wi ith a CBC or OCR font Cleanmail CBC or Cleanmail OCR Company Class name A B C 1CL CL EANMAIL CBC PRODUCT MAILST Mail Cen Informat REAM 9 tre OCR or ion CBC Important Cleanmail and Cleanmail Plus items of differing sizes e g C5 amp DL can be part of the same day s mailing but they must be the same class of service and use the same payment indicator see page 56 Mailsort 120 Mailsort 700 Mailsort 1400 Walksort Cleanmail Presstream Presstream Walksort International Bulk Mail 4 Labelling you
75. national Bulk Mail Labels can be either yellow or white this is determined Customer Final labelling is mandatory for Royal Mail by the colour of the labels on the Inland element International Bulk Mail Examples of the labels are shown below As all bags are bound for Heathrow Worldwide Distribution Centre HWDC and the speed amp format determine the way the mail is handled the final labels differ from those required for the Inland elements Priority Letter uu g E 5 in 99891 PRIORITY es adio em P MAX BAG WGT 11 kgs Standard Flat E x A ESC 32 CUST ID 99893 STANDARD W hi FLATS G gt MAX BAG WGT 11 kgs Economy Packet D ESC 32 CUST ID 99895 ECONOMY HWDC PACKETS E MAX RAG WGT 1 kgs N 42 Mailsort 120 Mailsort 700 Mailsort 1400 Walksort Cleanmail Presstream Presstream Walksort International Bulk Mail 5 documentation The fifth and final stage of the technical requirements is to enclose the correct documentation with your mailing which is summarised below and set out on the following pages For most services you ll need to enclose similar documentation Cleanmail and Cleanmail Plus are the exceptions requiring a posting cheque and a York Cage Card only You can save time and transactional handling costs by using E Pro our online facility to complet
76. nd the post town Herr Hans Hansen Svingen 22 9230 BEKKEHAUG NORWAY Senhor Carlos Manuel Pereira Av das A Augsa 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 The province should be included in brackets after the town Fru Inger Lilja Vasavagen 3 4tr 582 20 LINKOPING SWEDEN M Andre Perret Schanzenstrasse 7 3030 BERNE SWITZERLAND Important 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 e Use the five digit postcode e Put the postcode before the town name e Put the house number after the street name If the above is not carried out your mail may be returned with no attempt at delivery Some items are still being received with old four digit postcodes thus causing serious delays 61 Sample addresses Rest of World Mr J Brownhall 264 High Street ALLAMBIE NSW 2100 AUSTRALIA The State 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 Sao Paulo SP BRAZIL Dr Tzantcho Gantchev Dimo Hadjikimov 6 1606 SOFIA BULGARIA M Jen Durand 150 Rue Nepeau App5 OTTAWA ON K1P 2P6 CANADA Ana Car l
77. ne posting cheque for the entire day s posting You will need to show in the comments field all the jobs or part jobs included on that cheque We will include the volume related discount in your invoice This option we believe is most beneficial to you as it eases accounting If you cannot show all postings for one day on a single posting cheque usually because postings are at different weights complete a number of posting cheques using the same reference number 001 999 on each cheque see point 5 on the next page In this case the volume related discount will be sent to you by credit note Important Postings across more than one product different delivery speeds and different sites cannot be combined for Mailsort 1 and 2 700 and 120 volume related discounts Help and advice For help filling out posting cheques please refer to www royalmail com To learn more about the benefits of E Pro visit www royalmail com epro Mailsort 120 Mailsort 700 Mailsort 1400 Walksort Cleanmail Presstream Presstream Walksort Example of a Mailsort 120 700 and 1400 Presstream and Walksort posting cheque CA81 10 11 posting cheque 51 Standard Tariff ains NN See Fr A3 packet not used until August 21st 2006 a Maximum weight is 750g b Maximum height is 420mm c Maximum width is 297mm d Maximum thickness is 25mm 12 Authorised by A person in your organisation with the authority to
78. ode dees not infringe the grey clear zore Minimum Envelope Size See separate instructions for other functians 18mm Mail items must fit through this slot maximum thickness of mailpiece 5mm Barcode location For portrait items the bottom edge is The barcode must be printed on the front whichever of the longer edges to which the face of the mailing piece within the shaded barcode is nearest and the barcode must area illustrated above for landscape not fall within 18mm of this edge of items No part of the code may impinge 15mm of any other edge on the unshaded area as shown here For square items the barcode must not fall within 18mm of the bottom edge or 15mm of any other edge 71 iii Sending CBC mail How it works Customer Barcoding means printing a barcode on the item as well as the address and Postcode The barcode gives our machines the exact information they need to sort the item for delivery Mail with a correctly prepared and printed barcode passes swiftly through our machines and as there are fewer reading problems items are rarely rejected and defaulted to manual sorting n ill ull 0 1 2 3 p io op 5 6 7 ii j IU ili 8 9 A B EE NE ME C D E F Ho ho hup dy G H J ll D i K L M N o p Q R bo dh M Hy 5 T U V lp h p o W x Y Z 72 The basic principles of barcodes We ve developed a unique barcoding system for our mail sorting machines It is capable of Ascender conta
79. on must be bundled and bagged 32 Please remember that a bag may only contain items for a single Direct or Residue selection Preparing for despatch Mailsort Presstream and Royal Mail International Bulk Mail mailings which do not meet our specification may need additional manual sortation by Royal Mail In such circumstances you will not qualify for a discount and your mail may be delayed Please ensure you meet the following guidelines Selection break marking To determine when a new bag must be started and a new label provided you ll need to distinguish where the items for one selection end and a new selection begins There are a variety of ways to do this e When you print the Mailsort Standard Selection Code SSC near the address you know it s time for a new bag when the code changes e You can have your software set up to print a distinguishing mark e g three asterisks on the last item in each selection or work through the printout of your sorted mailing list and mark it by hand e You can produce a blank label or a selection break indicator label between each selection Royal Mail International Bulk Mail selection break marking A single selection will be sufficient for the majority of your mailings Where a service speed is not available to a particular destination you will need to select another and it is possible that a mailing may contain Priority Standard and Economy items In this case three bags wou
80. on please contact your Account Handler 13 Walksort Walksort checklist When to use Walksort Walksort enables you to send Letters or Packets summarised opposite To qualify for Walksort a mailing must be sent to at least one in ten of all the households within its coverage area Walksort is intended for either e High density mailings within localised regions or e Very large national mailings Check your mailing qualifies We can provide you with a list of software suppliers who will analyse your mailing list free of charge to check whether it qualifies for Walksort The software supplier will calculate the delivery point penetration figure of your mailing This figure must be at least 10 to qualify for Walksort The delivery point penetration figure calculation is illustrated on the Walksort Rate Card which you can access by visiting www royalmail com library or call 08457 950 950 14 Accurate addressing It s essential that 100 of your mail is fully and accurately postcoded and addressed when compared to Royal Mail s Postcode Address File PAFG See Appendix A on page 59 62 for details Supporting material e As well as this guide you ll need e A copy of the Walksort Database available free of charge from us in a variety of electronic formats e A pricing guide please refer to the Rate Card by visiting www royalmail com library or call 08457 950 950 e A list of Walksort software su
81. orking days after the day of posting excluding Saturdays for delivery and collection Mailsort 3 Deferred Delivery This is only available as part of Mailsort 3 You can prepare and lodge your mailing with us until an agreed commence delivery date We ll need to receive your mailing at least seven calendar days before the commence delivery date and up to 28 days beforehand We ll deliver your mailing by the fourth working day after the commence delivery date excluding weekends and public holidays Presstream Presstream Walksort International Bulk Mail If these services aren t right for you If your items fall outside Mailsort dimensions or you re sending less than 1 000 items per mailing we offer a range of other cost effective services Please contact your account handler for details or call your local Royal Mail Sales Centre on 08457 950 950 Mailsort 120 Mailsort 700 Mailsort 1400 Walksort Cleanmail quick service id Sending letters Levels of workshare defined on page 4 Minimum number of items per mailing Other Requirements to ensure your mail can be read by our sorting machines Presstream Presstream Walksort International Bulk Mail Delivery Speeds Compatible with 1000 e Ap ther e An Optical Character Recognition OCR spec ply either A Customer Barcode CBC 4000 ee Ar r e An Optical Character Recognition OCR spec e A Customer Barcode CBC
82. ost of the mailing You also need to input this data so that the computer can determine how many bags are needed for your mailing there is a maximum bag weight of 11 kg and to help produce bag labels Updating the Mailsort amp Database The Mailsort Database is updated every 12 24 months to reflect any Postcode changes As a registered database user you ll be advised of changes and the arrangements for implementing updates Help us to help keep you informed by keeping your details up to date Please register online at www royalmail com mailsorttechnical Denotes mandatory documentation 25 Walksort Walksort and Presstream Walksort computer sorting Presstream Walksort The Walksort Database In the same way as Mailsort 1400 and Presstream are sorted identically Walksort and Presstream Walksort are sorted in the same way using the same software program The Walksort Database available free of charge contains all the data you need to sort your mailing so we can deliver items directly to each postal walk You ll need to write or commission software to use the Database Walksort software is available from software suppliers please see the Walksort Checklist on page 14 for details The Walksort code The Walksort Database contains a record for every Postcode and assigns to the Postcode an 8 digit Walksort code which is unique to each individual postal walk This 8 digit code is made up
83. ou have a choice of two speeds e Walksort 1 For mail to be delivered the next working day after the day of posting e Walksort 2 For mail to be delivered within three working days after the day of posting 15 International Bulk Mail Royal Mail International Bulk Mail checklist When to use Royal Mail International Bulk Mail You can use Royal Mail International Bulk Mail to send the international elements of a Mailsort Presstream or Walksort mailing at the same time as the inland elements as the mail processing for both is identical You can use the software to process international items only This service aims to make mailing international as easy and as accessible as inland mailing International mailing standards are slightly different to those used in the UK Items are classed as a letter a flat or a packet Within a mailing all items must be of the same format The definition of a letter flat and packet are summarised opposite You also have a choice of three delivery speeds Priority Standard and Economy Please note that not all destinations offer all three speeds This means that a mailing may contain items of more than one speed although they must be separated out by speed No further physical sortation is required as all items of the same speed are placed into a single bag This reduces processing time and costs 16 Check your mailing qualifies Your mail will be sorted by machine at H
84. ountry protocol e Bag labels or information required to produce them e A data file which contains the information required for E Pro This file will contain a count of items by country along with weight and format information This is key to Royal Mail International Bulk Mail in order to simplify the billing complexity It is possible to sort your mailing manually although the manual transfer of information into E pro would negate the cost and time savings made International Bulk Mail Input information Data known as mailing parameters must be fed into the computer for each mailing Information required includes e Class of Service Priority Standard or Economy Please note that not all service speeds are available to all locations Therefore a decision process must be put in place to determine which service an item should default to when the requested service is not available e tem weight s This is required to calculate the cost of the mailing You also need to input this data so that the computer can determine how many bags are needed for your mailing there is a maximum bag weight of 11kg and to help produce bag labels e Format All items within a mailing must be of the same format The format determines the price e Destination country This information will need to be picked up from the address file recognised validated and added to the E Pro data file in order for correct invoicing Important Updatin
85. our Mailsort mailing using Royal Mail International Bulk Mail See pages 16 and 17 for details Trays These items are machine sorted by us using a Customer Barcode CBC Maximum weight of a Mailsort 700 item is 100g Maximum thickness 5mm For more information on CBC technical specifications please see Appendix C pages 69 75 As for Mailsort 120 Items must have a barcode on the mailpiece to allow us to process this mail more effectively Mailsort 700 sorting must be followed please see Technical requirements starting on page 4 Customer Final Labelling CFL is mandatory please see pages 38 42 You must pass an up front Quality Assurance process See Mailsort 120 for details Please note that we are gradually rolling out the use of trays for Mailsort 120 on page 4 The minimum falls to 2 000 if all the letters are for delivery within the same Postcode area in which they were posted We manually sort these items Letter sized items letters are mailing pieces which are C5 size 240mm x 165mm or less are not more than 5mm thick and weigh ess than 100g Packet sized items packets are mailing pieces which are larger than C5 size or weigh more than 100g but not more than 2kg or are more than 5mm thick As for Mailsort 120 e Mailsort 1400 sorting must be followed see Technical requirements starting on page 20 11 Presstream Walksort Presstream Presstream checklist
86. ppliers e Acopy of the Customer Final Bag Label Database is available as final bag labels are now mandatory see pages 38 42 The Walksort Database The Walksort Database provides the key data to enable you to sort your items into Walksort order To make use of this database for computer sorting you ll have to purchase appropriate software or write your own A list of suppliers is available from your local Royal Mail Sales Centre or at www royalmail com mailsorttechnical International Mail International Mail can now be prepared processed and sent at the same time as your Walksort Mailing using Royal Mail International Bulk Mail See page 16 and 17 for details Walksort Obtaining the Databases The Walksort Database is available free of charge from Royal Mail but you must sign a licence agreement in order to obtain it Further details are available from your account manager or www royalmail com mailsorttechnical where the database can also be downloaded Data groupings The Walksort Database is available for either the whole of the UK or for selected areas The latter is appropriate if like most of our Walksort customers you only require data for a particular area within the UK As the two data files for the whole of the UK take up about 30 Megabytes we have split the Walksort Database into Postcode area segments so that you may specify for which areas you would like data supplied Walksort a summary
87. ptions e n paper based formats including the Postal Address Book a single regional source of correct addressing and general postal service information Where to go for more information Royal Mail For more information or to order Managing Address Data products e Call us on 08456 039038 e Visit the Royal Mail website at www royalmail com atwork amc e Order products via the Royal Mail website shop at www royalmail com shop e Order products from Royal Mail Address Management Products FREEPOST SCO5731 EDINBURGH EH12 9PG Direct Marketing Association UK Contact the DMA for free lists of computer bureaux database consultants and computer software suppliers As DMA members all companies are subject to a strict approval process to ensure they meet quality standards and best practice Members must abide by the DMA Code of Practice which is monitored and administered by the independent authority of the DMA For further details please contact Direct Marketing Association UK DMA House Haymarket House 70 Margaret Street LONDON W1W 8SS Tel 020 7291 3300 Email dma dma org uk Web www dma org uk Don t forget to include a return address Including a return address on every item you mail always makes good business sense It means we can return undeliverable items swiftly to you reducing wastage cutting costs and improving targeting for future mailings If you re paying for your service by appl
88. r Customer Operations Manager for more details Mailsort 120 Mailsort 700 Mailsort 1400 Walksort Presstream Example of a Mailsort 1400 or Presstream line listing with Royal Mail International Bulk Mail elements XYZ Company Mailsort 1400 Line Listing Letters Volume 115 000 Selection Code Selection name No of Cumulative Estimated Cumulative items No of items No of ES No of E 99891 Priority International Items 99893 Standard International Items 20112 Bolton BL1 BL2 BL11 BL78 BL80 20121 Bury BL8 BL9 BLO 20223 Wigan WN4 WN6 20311 Stockport SK2 20341 Macclesfield SK10 SK11 20631 Manchester M31 M41 URMSTON 20911 Oldham OL1 OL3 OL4 OL9 OL95 20931 Rochdale 0L11 0L12 0L16 28021 Preston PR1 PR2 PR11 PRO 28032 Preston PR5 SOUTH 28042 Southport PR8 Mailsort 1400 Posting Date 30 May 2005 2931 214 114 49 84 75 34 28 89 47 46 44 22 Example of a Walksort or Presstream Walksort line listing XYZ Company Walksort Line Listing Letters Volume 112 875 Selection Code Total No Of items Cumulative No of items Estimated No of bags Cumulative No of bags Walksort Posting Date 30 May 2005 20112001 236 236 20112002 114 350 20112003 312 662 20112006 24 686 20112007 403 1089 20112011 212 1301 20112012 52 1353 20112 1353 20121001 284 1637 20121003 362 1999 20121004 255 2254 20121013 163 2417 20121 1064 Presstream Walk
89. r mail For Cleanmail and Cleanmail Plus mailings you simply need to label your trays This is covered on the previous page For all Mailsort Walksort Presstream including Presstream Walksort and Royal Mail International Bulk Mail services you must always use Customer Final Bag Labels which indicate the full route taken by the bag These are available through our Bureau service or in some instances we ll supply you with a printer Your software may be able to print these as part of the sortation process 37 Mailsort 120 Mailsort 700 Mailsort 1400 Walksort Cleanmail Presstream Presstream Walksort International Bulk Mail customer final labels CFL 38 Final bag labels contain sorting information for the journey from the Royal Mail Distribution Centre where the mail is accepted to the Delivery Offices CFL Database We will provide you with a database containing the final labelling information including Royal Mail geographic and network segregation codes You ll need your own software to access this database and print out the final bag label information onto backing labels You ll be updated when we make alterations to this routing data We can also provide you with a label printer where appropriate Please consult your account manager Free bureau service Alternatively we also produce final bag labels for free from the line listing supplied by you A minimum of 48 hours notice is
90. required Please ask your account manager for further details Label layout Mailsort 1400 and Presstream Customer Final Labels are illustrated on the opposite page Please see the following pages for examples of Mailsort 120 Mailsort 700 and Walksort labels which all vary slightly Royal Mail International Bulk Mail labels differ again Examples can be found on page 42 Despatch Office This field contains the abbreviation for the Distribution Centre where we accept the mail Day of posting The text for the day of posting varies according to the delivery speed chosen For Mailsort Presstream Walksort and Presstream Walksort 1 and 2 you indicate which day of the week you want your mail to be posted For Mailsort 3 the Delivery By field should be left blank unless you re presenting the mailing in pre segregated cages For Mailsort 3 Deferred Delivery you add the date of the first day you want your items to be released for delivery Customer ID This field contains the customer s name or reference number Alpha code This code denotes the geographic region to which your mail is being posted It allows us to sequence your mail for processing Standard Selection Code SSC This defines the Postcode range of the mail contained within the bag Destination description For Mailsort Presstream Walksort and Presstream Walksort mailings the Destination Description contains the Postcode group For barcoded mailing
91. rtant Please note that not all delivery speeds are available to all locations Therefore a mailing may contain some priority items and some standard items Where this occurs these will be allocated to different selections and bagged separately Obtaining the database The database is available free of charge and can be easily downloaded from our website at www royalmail com mailsorttechnical The International Mailsort Database is data only and not software You ll need to write some software to sort your mailings or purchase a tailor made product from a software supplier A list of suppliers is available from the website address above Royal Mail International Bulk Letters Flats and Packets Letters must be at least 140 x 90 x 0 25mm there is no minimum weight The maximum dimensions are 245 x 165 x 5mm and weight of up to and including 100g Flats cannot exceed 381 x 305 x 20mm or 500g Packets are all items exceeding any of these dimensions up to 2Kg Items may be square or rectangular provided dimensions fall within those specified above Items presented as tubes rolls circular shaped or with cover mounts are not acceptable through this service as they are not machinable Such items must be posted as an independent Zone and Format mailing Important If any one dimension or weight specification is exceeded the item defaults to the next category moving from letters up to packages If items are fully within all 4 3
92. s this field contains the appropriate Royal Mail Sorting Machine Plan number Destination Office The Destination Office for Direct selections is usually the Delivery Office to which the bag is sent The Destination Office for Residues Mailsort and Presstream is usually the Mail Centre to which the bag is sent Contents description This indicates the type of mail contained within the bag There are four types available listed below Please consult with your Royal Mail account manager to determine which should be used Class indicator This refers to the delivery service There are up to four classes 1 2 3 and Defer refer to the example labels opposite Bag contents description codes Contents of bag Mailsort 120 CBC 700 Barcoded BARCODE Mailsort 120 OCR OCR Compatible OCR Mailsort 1400 amp Non machineable MANUAL Presstream letters Default Walksort amp Walksorted WALKSORT Presstream Walksort Mailsort 1400 Presstream Examples of final labels Mailsort 1400 amp Presstream Mailsort 3 Direct selection label Despatch Day of Customer ID Alpha code Standard Selection Code Office posting SSC SHCDC 31 DELIVER BY 22334 AAAOO e eo ASHTON UNDER LYNE o OL5 OL7 MANUAL Destination Destination Contents Class Description Office description Indicator Mailsort 1 and Presstream 1 Direct selection label Mailsort 2 and Presstream 2 Direct selectio
93. s into Presstream order This is the same order as required by Mailsort 1400 The Walksort Database provides the key data to enable you to sort your items into Presstream Walksort order You can download the whole UK database or just the sections for the postcode area you require International Mail International Mail can now be prepared processed and sent at the same time as your Presstream Mailing using Royal Mail International Bulk Mail See pages 16 and 17 for details Obtaining the Databases Both are available free of charge from Royal Mail but you will need to sign a licence agreement form for the Walksort Database The databases can be easily downloaded from our website at www royalmail com mailsorttechnical The Mailsort Database and the Walksort Database are data only and not software You ll need to write some software to sort your mailings or purchase a tailor made product from a software supplier A list of suppliers is also available from at www royalmail com mailsorttechnical Presstream a summary Send Letters and Packets by Presstream Letters are mailing items which are no more than 6mm thick and weigh not more than 60g Packets are mailing items which are more than 6mm thick or weigh more than 60g The maximum weight for a Packet is 2kg The maximum size for a Presstream item is 610mm x 460mm x 460mm Entry requirements Sending Letters Each of your Presstream mailings must con
94. sist of at least 4 000 Letters or 2 000 Letters sent within the same postcode area to which they were posted Sending Packets You need to send at least 1 000 Packets per mailing Presstream Presstream Walksort Mixed weight mailings Normally all items with a Presstream or Presstream Walksort mailing are of the same size and weight However it is possible to mail mixed weight items subject to the following conditions e The items must be similar in size and shape such that they can be securely bundled e The documentation must be extended to include the weight of each selection Customer Final Label Database Final bag labels are mandatory for all Presstream mailings To print labels you ll need a CFL Database see pages 38 42 You can also contact your Distribution Centre or Customer Operations Manager for a supply of CFL labels Presstream Walksort Your mailing must reach a penetration index of at least 2 Delivery speeds All items in one mailing must be for the same delivery speed You have a choice of two speeds e Presstream 1 Presstream Walksort 1 For mail to be delivered the next working day after the day of posting e Presstream 2 Presstream Walksort 2 For mail to be delivered within three working days after the day of posting e Presstream Premium For mail handed to over to us as late as 1am and delivered the same day Monday Saturday excluding Bank Holidays For more informati
95. sort 2931 3145 3259 3308 3392 3467 3501 3529 3618 3665 Bisel Sub 2700 BS eS ES ES ES ESQ CSS es es eS eS wa International Bulk Mail 4 46 47 48 49 50 bii 52 53 54 55 56 C7 47 Mailsort 120 posting cheque 48 Mailsort 700 Mailsort 1400 Walksort Cleanmail Save time and money with electronic posting cheques An alternative option to paper posting cheques is our electronic E Pro system allows you to complete and send posting cheques online To do this all you need is access to Internet Explorer 5 5 E Pro posting cheques provide priced information as cheques are submitted and additional reporting facilities are available online To access Royal Mail International Bulk Mail you must use E Pro Paper cheques can be used for other products where E Pro is not required To register or find out more please contact your account manager Each posting must have a cheque You ll also need to provide a daily posting cheque for postings spread over more than one day Posting cheques vary per service e For Mailsort 120 700 and 1400 Presstream and Walksort services please use posting cheque CA81 e For Cleanmail posting cheque CA80 should be used Examples of both posting cheques are shown on the opposite page Any spoilt posting cheques should be marked spoiled and sent with the others in an envelope It s essential you forward a correctly completed posting
96. sort 700 Mailsort 1400 Mailsort amp Presstream computer sorting 24 Using the Mailsort Database The Mailsort Database available free of charge contains all the data you need to sort your items provided you have the appropriate software An introduction to the Mailsort Database can be found under the Mailsort checklist page 10 Mailsort 700 1400 and Presstream mailings are split into Direct and Residue selections Mailsort 120 mailings are only sorted to a Residue selection level What are Direct selections Direct selections are sorted to the level of a local Delivery Office or sort plan and generate a higher discount The Mailsort Database contains around 1400 Direct selections What are Residue selections Residue selections are sorted to a Postcode area level As the name suggests these selections are remainders or residues from Direct selections They could be Residue selections for a couple of reasons First there might not be enough items to meet the minimum volume criteria for a Direct selection 25 items for Letter sized items or five items for Packet sized items Or they may be Residue selections because the item didn t include a Postcode or only part of a Postcode and therefore needed to be matched via the post town The Mailsort Database contains about 120 Residue selections Standard Selection Codes SSC This is the third and final term you need to understand for computer sorting
97. square mail pieces In the meantime point 1a on the template itself does not apply at present to square mailpieces 1 The address can appear anywhere Important within the pink shaded area but must This diagram is be at least 15mm from any edge and not to scale 5mm away from logo design 2 Please leave clear a zone 18mm from the bottom edge and 115mm from the right edge This is for Royal Mail codemarking 3 Please leave clear a zone 115mm from the right edge and 10mm high with its top edge 70mm from the bottom edge This is for Royal Mail codemarking 4 No part of the address can fall within 40mm of the top of the mailpiece appendix B using OCR iii Sending OCR items Important International items This page applies to International Bulk Mail Letter Flat and Packet formats How it works Using Optical Character Recognition enables you to print your addresses in a typeface that our sorting machines are able to read by breaking each line down into separate characters or words and looking for vertical white paths between them However in order for OCR to function properly only certain fonts can be used and print quality must be of a certain standard For example using typefaces that are more unevenly spaced than others or printing labels on a printer where the ink is running low may cause the item to be rejected and us having to resort to manual sorting mode which can cause delay and affect your dis
98. t and Presstream Walksort mailings which are not presented to our specification may require additional manual sorting by Royal Mail In such circumstances you will not qualify for a Walksort or Presstream Walksort discount and your mail may be delayed Please ensure you meet the following guidelines Selection break marking To determine when a new bag must be started anda new label provided you ll need to distinguish where the items for one selection end and a new selection begins There are a variety of ways to do this e When you print the Walksort Standard Selection Code near the address you know it s time for a new bag when the Mailsort element first 5 digits of the code changes e You can have your software set up to print a distinguishable mark e g three asterisks on the last item in each selection or work through the printout of your sorted mailing list and mark it by hand e You can produce a blank label or a selection break indicator label between each selection You must also use a similar method to distinguish between different delivery walks for bundling Address labels You can choose whether to print your addresses on a label or directly onto your Walksort item All items must show the Walksort code on the address label or through the envelope window This helps in the correct allocation of your items to both bundles and bags at the end of the mailing Alternatively you may choose to put the relevant
99. tion or Customer Barcode CBC to your mail so that it can be machine sorted Mailsort 120 requires you to sort your mail to approximately 120 delivery selections and apply an Optical Character Recognition OCR specification or Customer Barcode CBC to each item so that it can be machine sorted further Mailsort 700 offers a larger discount if you sort your mail to a wider number of delivery selections approximately 700 You ll need to apply a Customer Barcode CBC to each item Mailsort 1400 offers discounts if you sort your mail to approximately 1400 delivery selections Presstream offers savings over Mailsort 1400 for sending periodicals i e newsletters magazines or journals Walksort attracts the highest level of discount because you sort your mail right down to the postal delivery walk of our stafflevel Presstream Walksort offers additional discounts for Presstream mailings which are sorted to walk level See the Checklists starting on page 8 for further details International Bulk Mail Mailsort 700 Mailsort 1400 Walksort Cleanmail Delivery speeds Delivery speeds for each service are listed opposite and defined below Mailsort 91 For mailings targeted for delivery the next working day after the day of posting Mailsort 2 For mailings targeted for delivery within three working days after the day of posting Mailsort 3 For mailings targeted for delivery within seven w
100. u have read Appendix A pages 59 62 Addressing your items Using colour and logos Paper colour If your Mailsort items are to be delivered in envelopes the most suitable colours for your envelopes are white cream or buff Other colours are possible as long as they are light or pastel shades which contrast by at least 50 in tone with the address Please do not use red or dark coloured envelopes as it makes it difficult for our machines to read the address or codes Printing The address must be darker than the paper For example dont print the address in white ink on dark paper Please do not use red or dark colour ink for printing logos designs or text behind the address as our machines cannot read against it Background Printing or embossing of security backgrounds if essential should be faint of uniform consistency and be on the inside of the envelope The contrast factor must not be greater than 10 Advertising logos and other devices These can be used on the envelope as long as they do not fall into any of the clear zones They must not look like an address or a barcode The address Please follow these guidelines e All lines of the address must be left justified e The extremities of the address block must be at least 5mm away from the edge of the label or window e Excessively skewed addresses cannot be read OCR can only tolerate a maximum skew of plus or minus five degrees from the horizontal e P
101. uding e Improved perception of your company and your mailings by the recipient which may lead to increased response rates e Enhanced ability to target your mailings using demographic profiling tools e Reduced production and postage costs through the elimination of duplicate records and undeliverable items It s important to remember that cleaning your address data should not be a one off activity but an ongoing process You need to take into account changes to Postcodes and other address information over time and ensure that new records added to your database are accurate The best way to maintain the accuracy of your addresses is to link your customer database to Royal Mail s Postcode Address File by using one of the large number of products and services based on PAF which are available PAF contains 27 million UK addresses including 1 7 million business addresses and 1 7 million Postcodes which we constantly update to maintain its accuracy Managing Address Data products and services derived from PAF are available in a variety of formats so you can choose the one most suitable to your business needs e As integrated solutions from our Data Solution Providers independent licensed companies who use PAF to develop and sell a range of address management products and tools e As raw electronic data which you can process to suit your IT applications e Ona CD ROM with search sort export and print software o
102. unctuation should be avoided if possible for example don t put commas or full stops at the end of lines The address block The address block is defined as an imaginary box which surrounds the address including the addressee s name There must be a 5mm clear zone around this block The address block must be at least 2mm away from the edge of any label or envelope window provided that there is a total of 5mm clear area between the edge of the address block and any print graphics or patterning on the envelope or any other surrounding material 5mm If you want to print a reference number or code near the address this must be printed either 1 Within the address block as the top line of the address and left justified to form part of the address Emm Smith 2 Great Clarendon Road 3 And here is the clear zone requirement with a window envelope shaded area represents the envelope L Smith 52 Great Clarendon Road Wood Green Note that whilst the window edge within the 5mm zone needs to be clear of print graphics or patterning it can be any colour even black as long as it is clear and solid appendix B using OCR ii Designing your items continued Important International items This page applies to Royal Mail International Bulk Mail letter formats On other Royal Mail International Bulk Mail items the address can appear anywhere on the largest two sides of a flat or on any of the fo
103. ur largest sides of a packet Areas you must not print in You should leave the following areas clear of any markings These areas are called clear zones and are used by our machines to print and read codes on mail items and locate the address The address must not encroach into any of these clear zones 1 5mm around the address 2 18mm from the bottom edge and 115mm from the right edge 3 Azone 15mm from the right hand edge and 70mm from the bottom edge 4 Azone 115mm from the right hand edge and 10mm high with the zone s top edge starting 70mm from the bottom edge of the item In addition no part of the address should fall within 40mm of the top of the mailpiece Please see the OCR template opposite which illustrates these clear zones This is also available as a plastic template Help and advice Getting the clear zones correct is very important if you need help please contact your Royal Mail account manager Can we check it for you Once you have passed the Quality Assurance process if you are unsure whether a particular mailpiece complies with all the conditions why not send us a sample in advance We will advise you of any problems and suggest ways of redesigning it For more information please contact your Royal Mail account manager or call your local Royal Mail Sales Centre on 08457 950 950 65 Example of an OCR template Please note that this template is currently being amended to include
104. us first The UK has been divided into 7 regions labelled with a letter The order of posting changes depending on the Distribution Centre into which you are posting Please check with your Customer Operations Manager which centre s sequencing you should use or visit www royalmail com mailsort Presstream Walksort Spread of posting We understand that it is not always practical to complete an entire posting in one day Postings may therefore be spread over a number of days by arrangement with Royal Mail In all cases the minimum quantity per day should not be less than 1 000 packets or 4 000 letters except on the final day of the mailing for Walksort Within a Presstream Walksort mailing every day must meet the minimum volume otherwise it will be charged at the straight line price for the minimum volume Postings of up to 250 000 items may be made over a maximum period of five working days Postings of more than 250 000 items may be made up to a maximum period of 20 working days depending on the volume The maximum number of working days permissible is calculated by dividing the total number of items by 50 000 Number of items being Max number of days to post posted items 250 000 5 300 000 6 350 000 7 400 000 8 500 000 10 600 000 12 700 000 14 800 000 16 900 000 18 1 000 000 20 These recommendations will help ensure a fluid handover of mail and may be varied in light of the nature of the posting Whe
105. y a valid UK return address 21 Mailsort 120 Mailsort 700 Mailsort 1400 Walksort Cleanmail Presstream Presstream Walksort International Bulk Mail 2 sorting your mail If you ve opted to send your items by Cleanmail or Cleanmail Plus you do not need to sort your mail before handing it to us Please skip to stage 3 page 31 If you re sending your items by Mailsort 120 700 or 1400 Presstream Walksort Presstream Walksort or Royal Mail International Bulk Mail you are required to sort your mail to varying levels of detail These pages provide the necessary guidance Mailsort 1400 Walksort Cleanmail Presstream Presstream Walksort If you re wondering how sorting your mail is processed through our system so we can reward you with a discount we ve included a brief explanation here The journey of unsorted mail When unsorted mail is put into the Royal Mail system it s first sorted at one of our Mail Centres the office that s local to where the mail was posted or collected It then travels to the Mail Centre nearest the delivery address There mail is sorted again to the appropriate Delivery Office At the Delivery Office our postmen and women sort the mail to its postal walk The journey of sorted mail Mailsort uses Postcodes to sort your mail according to specific Mailsort plans which we ll supply Royal Mail International Bulk Mail items The international ite
106. ying a Printed Postage Impression PPI and would like us to return your undeliverable mail it is now mandatory that you include a return address Please contact your account manager for further details 59 The elements of an address You must include one premise element one thoroughfare element one locality element and the Postcode as a minimum Other elements may be included If there is no thoroughfare element contained in PAF this need not be included To fully describe these requirements each element is defined here 2 Thoroughfare elements PAF will give one of three possible combinations e No thoroughfare no need to include anything in this part of the address e A thoroughfare but not a dependent thoroughfare include the thoroughfare e Both a dependent thoroughfare and a thoroughfare include the former If space allows you can also include the thoroughfare though it s not compulsory 3 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 always be printed in capital letters upper case for example BIRMINGHAM on a single line and the rest of the address can be either in all capital letters or in capital and non capital letters The post town may be 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 chara

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Presstream®, Walksort®, Presstream® Walksort® or Royal Mail