Mail Quality & Designing Mail for Automation

1. Preparation, Entry and Delivery Track Mail Quality & Designing Mail for Automation Greater Birmingham PCC Lunch & Learn USPS Mailpiece Professional Certificate Program May 17, 2012 Andrée D. Kater Mgr. Business Mail Entry Alabama District

2. Workshop Agenda: This session covers the technical specifications for designing the following forms of mail: • Postcards • Letters • Flats

3. Workshop Objective - Twofold • Create mailpieces that perform well in the Postal automated mail stream. • To reduce the risk of additional postage being charged at the point of acceptance.

4. Postcards

5. Postcards – Dimensional Standards Reference: DMM Section 201.1.2.1. a-c.

6. Postcards – Vertically Divided You may use this area for your return address. It should not cover more than the left half or more than the top third of the mailpiece. POSTAGE AREA MESSAGE GOES ON THIS SIDE MAILPIECE DESIGN ANALYST UNITED STATES POSTAL SERVICE 1000 W VALLEY RD SOUTHEASTERN PA 19399-9605 This area is designated as the barcode clear zone and should remain free of any printing colors or patterns. This is the area where the USPS applies a barcode. Maintaining this clear space is recommended even when the customer applies their own barcode because there will almost always be residual mailpieces that the customer is unable to barcode. Reference: DMM Section 201.1.2.6.a

7. Postcards - Horizontally Divided MESSAGE GOES HERE MAIL PIECE DESIGN ANALYST US POSTAL SERVICE 1000 W VALLEY RD SOUTHEASTERN PA 19399-9605 FIRST-CLASS US POSTAGE PAID PERMIT 1234 ANYTOWN US DELIVERY ADDRESS AREA AT LEAST 1-1/2” HIGH If address block barcoded, the entire address block and barcode must be positioned to appear more than 5/8” inch from the bottom edge. Reference: DMM Section 201.1.2.6.b

8. Other Considerations: • Perforations or Tearing Guides – DMM Section 201.1.2.7 & Pub 25 • Aspect Ratio (For “Auto” Eligibility) – DMM Section 201.3.7 • Double Cards – DMM Section 201.1.2.8 • Barcode Placement and Readability Standards – DMM Sections 202.5.0 & 708.4.0

9. Letters

10. Shape Matters Letters must be rectangular, with four square corners and parallel opposite sides Exception: Letter-size pieces made of card stock may have “Finished Corners” that do not exceed a maximum radius of .125 inch (1/8” inch) Reference: DMM Section 201.1.1.c

11. 11-1/2” 5” 3-1/2” Aspect Ratio Length divided by Height must equal between 1.3 to 2.5 6-1/8” Minimum Maximum 3.3 oz. *3.5 oz. Dimensional Standards Thickness Maximum = .25” Minimum = .007” *If the design exceeds either 4-1/4” Height or 6” Length or both, must be minimum .009” *Heavy letter mail weighing more than 3 ounces must have a barcode in the address block and be prepared in a sealed envelope Maximum Weight for Machinable Envelopes Letters Maximum Weight for Automation Letters Reference: DMM Section 201.1.1 (Dimensions) & 201.3.5 (Weights)

12. Address Orientation Example 1 Example 3 6” Inches Height 1/8” Thick 9” Inches - Length Height Example 2 Length Height References: DMM Section 601.1.1 (Processing Categories) & 202.2.1 (Address Placement Causing Mail to be Non-Mailable and Non-Machinable) Length

13. Aspect Ratio 6 ÷ 6 = 1 1/8 inch thick Height 6 inches SQUARE HEAD 123 HOME ST PANAMA CITY FL 32975 Length 6 inches The result of the length of a design being divided by it’s height must fall between 1.3 to 2.5 (inclusive). Reference: DMM Section 201.1.1.d

14. Flexibility • Avoid Creating Rigid Mail • Your letter or card design must bend easily when subjected to a transport belt tension of 40 pounds around an 11-inch diameter turn Reference: DMM Section 201.3.12

15. Clasps, strings, buttons, or similar closure devices or. . . . Contains items such as pens, pencils, or loose keys or coins that cause the thickness of the mailpiece to be uneven Avoid Closures or Odd Shaped Items Reference: DMM Section 201.3.8

16. Avoid Plastic • Poly-bagged, polywrapped or enclosed in any plastic material AMY JONES 4532 WEST DRIVE SAN ANTONIO TX 78284-9623 Some translucent envelopes (made of sufficient paper material with an recommended minimum tear strength of 45gf) can qualify as being machinable/automation compatible. Reference: DMM Section 201.3.8

17. Construction & Sealing Requirements • Paper Basis Weight:DMM Section 201.3.2 • Unless otherwise stated, Book Weight used. • Paper Basis Weight Conversion Table– DMM Exhibit 3.2 • Tabs, Tape & Glue:DMM Section 201.3.11 • Larger tabs with “No Perfs” required on Booklets • Self-Mailers:DMM Section 201.3.14 • Closure method - Glue (adhesive or cohesive) • Closure method - Tabs (2 or 3 based on mailpiece design) • Booklet-Type Mailers:DMM Section 201.3.15 • 15 Design Options(Simple Spines, Wallet Style, Oblong and Folded Booklets)

18. Paper Stock & Background Considerations • Avoid These Types of Stock • Glossy • Porous – Barcodes will “Bleed” • Newsprint, Textured Stock, • Uncoated Corrugated Mailers • Thin paper stocks • Image bleed thru from inserts or other pages • Background Concerns • Recycled Paper • “Security Paper” • Patterns

19. “White” or light pastel colors work best for the background and “Black” ink works best for print color ABC Company 1 Main St LOS ANGELES CA 90214-1304 ABC Company 1 Main St LOS ANGELES CA 90214-1304 ABC Company 1 Main St LOS ANGELES CA 90214-1304 ABC Company 1 Main St LOS ANGELES CA 90214-1304 BOB SMITH XYZ COMPANY 9876 ELM ST STE 110 LOS ANGELES CA 90214-1304 BOB SMITH XYZ COMPANY 9876 ELM ST STE 110 LOS ANGELES CA 90214-1304 BOB SMITH XYZ COMPANY 9876 ELM ST STE 110 LOS ANGELES CA 90214-1304 BOB SMITH XYZ COMPANY 9876 ELM ST STE 110 LOS ANGELES CA 90214-1304 ABC Company 1 Main St LOS ANGELES CA 90214-1304 ABC Company 1 Main St LOS ANGELES CA 90214-1304 ABC Company 1 Main St LOS ANGELES CA 90214-1304 ABC Company 1 Main St LOS ANGELES CA 90214-1304 BOB SMITH XYZ COMPANY 9876 ELM ST STE 110 LOS ANGELES CA 90214-1304 BOB SMITH XYZ COMPANY 9876 ELM ST STE 110 LOS ANGELES CA 90214-1304 BOB SMITH XYZ COMPANY 9876 ELM ST STE 110 LOS ANGELES CA 90214-1304 BOB SMITH XYZ COMPANY 9876 ELM ST STE 110 LOS ANGELES CA 90214-1304 ABC Company 1 Main St LOS ANGELES CA 90214-1304 ABC Company 1 Main St LOS ANGELES CA 90214-1304 ABC Company 1 Main St LOS ANGELES CA 90214-1304 ABC Company 1 Main St LOS ANGELES CA 90214-1304 BOB SMITH XYZ COMPANY 9876 ELM ST STE 110 LOS ANGELES CA 90214-1304 BOB SMITH XYZ COMPANY 9876 ELM ST STE 110 LOS ANGELES CA 90214-1304 BOB SMITH XYZ COMPANY 9876 ELM ST STE 110 LOS ANGELES CA 90214-1304 BOB SMITH XYZ COMPANY 9876 ELM ST STE 110 LOS ANGELES CA 90214-1304 ABC Company 1 Main St LOS ANGELES CA 90214-1304 ABC Company 1 Main St LOS ANGELES CA 90214-1304 ABC Company 1 Main St LOS ANGELES CA 90214-1304 BOB SMITH XYZ COMPANY 9876 ELM ST STE 110 LOS ANGELES CA 90214-1304 BOB SMITH XYZ COMPANY 9876 ELM ST STE 110 LOS ANGELES CA 90214-1304 BOB SMITH XYZ COMPANY 9876 ELM ST STE 110 LOS ANGELES CA 90214-1304 *While other background and print color combinations are possible, consult with your local MDA for specific guidance Reference: DMM Section 708.4.0

20.     Barcode Positioning Options • Barcode Clear Zone • 5/8” from bottom • 4-¾ from right • Address Block • Barcode above or below address • Within 4” from bottom • ½” clearance rightand left • 5/8” from bottom • Separation between the barcode and top line or bottom line of the address block must < 5/8” • Leftmost bar < 10-1/2” from right edge of piece Leftmost edge of address block at 10 ½” (10.500”) max. from right edge of envelope 1/2” (0.500”) 1/2” (0.500”) Address Block Barcode Read Area 4” Conventional Lower Right Barcode Clear Zone 5/8” (0.625”) 4 ¾ (4.750”) Reference: DMM Section 202.5.0

21. Other Considerations: • Mailing CDs or DVDs – DMM Section 201.3.4 • Labels, Stickers, Release Cards & Perforated Pockets – DMM Section 201.3.13

22. Flats

23. Dimensional Standards - Automation Thickness .009” minimum 3/4” maximum 12 “ max. Height Maximum weight First-Class 13 oz. Periodicals 20 oz. Standard <16 oz. Bound 20 oz. Printed Matter 5” min. 6” min. 15” max. Length Reference: DMM Section 301.3.2.1 (Dimensions) & 301.3.2.2 (Maximum Weights)

24. Address Positioning TopHalf John Doe 123 Main St Anywhere, USA 12345 TopHalf John Doe 123 Main St Anywhere, USA 12345 John Doe 123 Main St Anywhere, USA 12345 Can be left or right justified, or centered Can face left or right Bound edge on right John Doe 123 Main St Anywhere, USA 12345 Cannot read upside down Bound edge on right Reference: DMM Section 302.2.0

25. Flexibility Reference: DMM Section 301.1.3

26. Deflection Reference: DMM Section 301.1.6

27. Barcode Placement - Flats Reference: DMM Section 302.5.2 (Applying One Barcode)

28. Other Considerations: • Uniform Thickness – DMM Section 301.1.4 • No more than 1/4-inch variance in thickness. • Polywrap Coverings – DMM Section 301.1.5 • Only products listed as approved on the USPS RIBBS Web site (http://ribbs.usps.gov) may be used on flat-size mailpieces.

29. Resources: POSTAL EXPLORER (http://pe.usps.gov) • Domestic Mail Manual (DMM) • Section 201 – Cards/Letters • Section 301 – Flats • DMM Advisory (Pending Changes & Clarifications) • Receive e-mail alerts (send request to dmmadvisory@usps.com & type Subscribe on the “RE” line RIBBS (http://ribbs.usps.gov) • Intelligent Mail Services • Address Quality Products • MOVE Update

30. Questions?