Recipes for Design Success

1
Cookbook for Mail Design
FLORESA ROSS MAILPIECE DESIGN ANALYST USPS 900 E
FAYETTE ST RM 254 BALTIMORE MD 21233-9661
p. 410-347-4645 f. 410-234-8518

• Recipes for Design Success

2
Whats On The Menu?

• Have mailable pieces
• No damage to pieces
• Qualify for all discounts
• Faster mail processing

3
Choose Your Favorite Recipe

• Letters or Flats
• Envelopes
• Post Cards
• Folded Mailers
• Booklets
• Dimensional Mail

4
Postage Placement
ATTN TIMOTHY HURST XYZ SALES COMPANY PO BOX
6789 ANYTOWN MI 12345-6789
BULK RATE US.. POSTAGE PAID CLEVELAND OH PERMIT
NO. 17
5
Permit Imprints
PRESORTED FIRST-CLASS MAILUS POSTAGE FEES
PAIDCLEVELAND OHPERMIT NO. 9876
PRSRT STDUS POSTAGE PAIDCLEVELAND OHPERMIT
NO. 9876
MEDIA MAILUS POSTAGE PAIDCLEVELAND OHPERMIT
NO. 9876

• Pieces must be identical in weight.
• Payment must be made before mailing. You cannot
  use a credit card to pay the postage.
• Permit Imprints must always contain mail class,
  OR the mail class must be included in the
  immediate vicinity of the permit imprint.

6
Company Permits
PRESORTED STANDARDUS POSTAGE PAIDBEST XAMPLES
CORP

• A Company Permit is when you use your company
  name instead of the permit city, state and
  number.
• You must notify Business Mail Entry if you plan
  to use company permit status.
• You must have a permit in the city you wish to
  mail from.
• Your mail must have a return address.

You must use the same company name that you used
when applying for the permit.
7
Ancillary Service Endorsements
8
Shape for Letters and Flats

• Any piece that is not more than 1/4 thick

9
Shape Letter Mail Only
Height
Length
10
Custom Market Mail

• New program allows odd shapes to be mailed.
• Mail must be entered at DDU.

Presorted StandardUS Postage PaidPermit No.
5Cleveland OH
Ima Customer2400 Orange AveCleveland OH 44101
11
Letters Flats
Best Xamples Corp 2400 ORANGE AVE RM 24,
Cleveland OH 44101
Best Xamples Corp 2400 ORANGE AVE RM 24,
Cleveland OH 44101
IMA CUSTOMER 4550 GARFIELD PKWY GARFIELD HTS OH
44125
ANN OTHER CUSTOMER 18721 LORAIN RD FAIRVIEW PARK
OH 44126
12
Window Envelopes
1/8
MATT HELM 67 GLEN ALLEN PKWY SOLON OH 44139-2391
MATT HELM 67 GLEN ALLEN PKWY SOLON OH 44139-2391
PRESORTED FIRST- CLASS MAIL US POSTAGE
PAID CLEVELAND OH PERMIT NO 10
PRESORTED FIRST- CLASS MAIL US POSTAGE
PAID CLEVELAND OH PERMIT NO 10
SALLY SMITH 23200 CHAGRIN BLVD STE 15 BEACHWOOD
OH 44122-6801
SALLY SM 23200 CHA BEACHWO
1/8
13
Domestic Mail


11-1/2
5
Thickness
3-1/2
Minimum
6-1/8
Maximum .25
Minimum 6 or less 007 Over 6 .009
Maximum
14
International Mail

3-1/2
15
Postcard Design
Permit Information
Delivery Address Information
16
Double Postcard
17
Tabbing Double Postcards

• Fold can be at top or bottom.
• Open edge must be parallel to the address.
• Single Tab in center of long open edge.

18
Folded Mailers Booklets

• Double Postcard.
• Folded Mailer.
• Does not have any kind of binding.
• Booklet.
• Two or more staples used for binding. Opens and
  reads like a magazine.

19
Single Sheet vs. Multiple Sheets

• Multiple Sheets means that the piece contains at
  least 187 square inches of paper -- the
  equivalent of two full sheets of 8 1/2 X 11 inch
  paper.
• One piece of paper that measures 9 x 22 inches is
  a multiple sheet mailer.

• Anything that contains less than 187 square
  inches is a single-sheet mailer.
• Two pieces of paper that measure 8 x 6 inches is
  a single sheet mailer.

20
20 Pound Paper

• 20 lb. bond (17 x 22 inches) minimum.
• Half-folds and Tri-folds.
• Needs two tabs.
• Fold can be at top or bottom.

21
Fold at Bottom

• 28 lb. bond (17 x 22 inches) minimum.
• Half-folds and Tri-folds.
• Fold at bottom.
• Needs one tab at top.

22
Invitation Fold

• 20 lb. bond (17 x 22 inches) minimum.
• Invitation Fold.
• Open edge near center on either face or back.
• Bottom fold can be over or under top fold, or
  meet at the center.
• One tab, can use mailing label.

23
Fold at Bottom

• 24 lb. bond (17 x 22 inches) minimum.
• Half-folds and Tri-folds.
• Fold at bottom.
• Needs one tab at top.

24
Fold at Top

• 20 lb. bond (17 x 22 inches) minimum.
• Half-folds and Tri-folds.
• Fold at top.
• Needs two tabs at bottom.

25
Side-fold Mailers
Less than 7 inches long

• Side-fold mailers have the final fold on the
  short side, perpendicular to the address and
  length.
• The fold must be on the right (postage edge).
• Must be prepared from card stock.
• Needs one tab on left.

26
Side-fold Mailers
7 or more inches long

• Side-fold mailers have the final fold on the
  short side, perpendicular to the address and
  length.
• The fold must be on the right (postage edge).
• Must be prepared from card stock.
• Needs one tab each on top and bottom.

27
Accordion Folds

• Accordion Folds need four tabs.
• Accordion folds can be single or multiple sheets.
• Need to be 20 lb. bond or heavier.

28
Spine at Top

• Booklets with the spine at the top do not qualify
  for automation rates and must pay nonmachinable
  surcharge.

Spine
29
Spine at Bottom

• Booklets with the spine at the spine at the
  bottom must have two tabs at the top to qualify
  for automation rates.
• Cover must be 20 lb. bond paper or heavier.

Spine
30
Spine at Left

• Booklets with the spine on the left side are not
  eligible for automation rates and must pay the
  nonmachinable surcharge.

31
Spine at Right

• Small booklets with the spine on the right need
  one tab on the left.
• This is the only BOOKLET that can have one tab.

No larger than 4 1/4 inches high and no more than
6 inches long.
32
Spine on Right

• Larger booklets with the spine on the right need
  two tabs on the left.

Larger than 4 1/4 inches high or 6 inches long.
33
Odd Shaped Items
34
Address Placement
50 of Length
33 of Height
RETURN ADDRESS AREA
1/2
1/2
OCR READ AREA (Position address block in this
area)
2 3/4 max.
BARCODE CLEAR ZONE
5/8
4 3/4
35
Return Address Required

• Ancillary Service Endorsements.
• Precanceled Stamps.
• Company Permits.
• Package Services.
• Recommended for all First-Class Mail.
• Not required for Presorted Standard Mail without
  Service Endorsements.

PRESORTED STANDARDUS POSTAGE PAIDBEST XAMPLES
CORP
36
Nonprofit Organizations

• Return addresses are not required on Nonprofit
  mail that uses a permit imprint, but the
  organizations name and address must appear in a
  prominent place somewhere in the piece.
• If a return address is used, it must be the
  return address of the organization that has
  nonprofit status.

Nonprofit Status Approved ForGreater Cleveland
Animal Friends
37
Logos and Graphics
38
Inserts

• Inserts should not have prompt words in the
  address area.
• No non-address printing should be visible in the
  window immediately beside or the delivery address
  lines.

39
Checks

• Patterned backgrounds such as are commonly found
  on checks are not scannable.
• You should have a plain background for the
  address area, or use a non-window envelope.

40
Envelope Colors
41
Fibers, Inside Tints, Screens
Background Patterns
Bleed Through
MAX SMART 10605 CARNEGIE AVE CLEVELAND OH
44106 s441062134056s
Dark Fibers
42
Magnets in Mail

• Magnets must meet Hazard guidelines.
• Postcards that stick to each other may not be
  mailable.
• Put the magnetic side toward the back of the
  envelope and towards the stamp (front) edge.

43
Reply Mail Choices

• If you dont want to supply an envelope, be sure
  to provide your complete correct address.
• Include suite numbers.
• Include ZIP 4 Codes.
• Include ZIP 4 Codes.
• Check for standard address format www.usps.com
  and click on ZIP Codes.

44
Reply Mail Choices


PLACE STAMP HERE
NO POSTAGE STAMP NECESSARY POSTAGE HAS BEEN
PREPAID BY ABC INDUSTRIES 1220
LAKESIDE AVE E CLEVELAND OH 44114-1234
ABC INDUSTRIES 1220 LAKESIDE AVE
E CLEVELAND OH 44114-1234
Courtesy Reply Mail (CRM)
Meter Reply Mail
Business Reply Mail (BRM)
45
Facing Identification Mark
Courtesy FIM
Business Reply FIM

• Facing Identification Mark - FIM
• Barcode
• FIM and Barcode Provided
• Free-of-Charge from the US Postal Service

46
Courtesy Reply Mail
Courtesy Reply Mail (CRM)
47
Meter Reply Mail
Meter Reply Mail
48
Business Reply Mail
Business Reply Mail (BRM)
49
Automation Discounts

• All enclosed Courtesy, Metered and Business
  Reply Mail letter-size cards and envelopes
  must be automation compatible and bear correct
  FIM and barcode.

50
Address Quality
To control costs and provide quality service, the
USPS must automate processing.

• Cost-efficient, consistent and timely delivery
  of every mailpiece depends on an ACCURATE ADDRESS
  containing only elements that are complete and
  correct.

51
How Good Are Your Addresses?

• Is the address information complete and correct?
• Is the address formatted for maximum
  compatibility with automated mail processing
  equipment?
• Is the font acceptable for computer recognition?

52
Fonts

• Fixed pitch Vs proportional fonts
• If you have the option to choose, fixed pitch
  fonts are preferable to proportional fonts.
• If you must use a proportional font, choose one
  that resembles a fixed pitch font .

53
Fonts

• Some fonts are too small to be scanned
  successfully.
• Best font size is 10 or 12 points.
• A mix of upper and lower case letters requires a
  12 point font to make the lower case letters
  large enough to scan.

54
Fonts
55
Type Attributes
56
Print Quality

• Use the best print quality available.
• No smudges, no voids.
• No truncated characters.
• Print should be crisp, dark, and contrast with
  the background.

57
Typography

• Single Line Spacing, 2 points min.

• Character Spacing, min. required is 3/4 point.

CLEVELAND OH 44103-4567

• Word Spacing - Min ...1 space - Max...5 spaces

58
Prompt Words / Interfering Print
S O L D T O
Worst Xamples 2783 Euclid Ave Acct
7314 CLEVELAND OH 44115-1604
59
Address Format

• Preferred format is.
• to keep the left margin uniform.
• single space address lines.
• use all upper case letters.
• omit unnecessary punctuation in the last two
  lines of the address.
• use abbreviations correctly.

60
Address Format
WORST XAMPLES 14843 Northview Drive Apartment
3c Middlefield, Ohio !!!!
44062
TOM GEAUGA BEST XAMPLES INC 14843 NORTHVIEW DR
APT 3C MIDDLEFIELD OH 44062-9272
61
Last Line
CLEVELAND OH 44106
CLEVELAND OH 44106
CLEVELAND OH 44106 Personal Confidential
62
State Names
PITTSBURGH PA 15206
PITTSBURGH PENNA 15206
PITTSBURGH PENNSYLVANIA 15206
63
Post Office Names
BAINBRIDGE OH 44022
CHAGRIN FALLS OH 44022
CLEVELAND OH 44022
CLEVELAND OH 44106
64
City Names
MIDDLEBURG OH 44130
CLEVELAND OH 44130
CLEVE OH 44130
MIDDLEBURG HTS OH 44130
65
Delivery Address Lines

• Information should be placed in this order.
  Delivery address elements include.
• Primary number range.
• Pre-Directionals.
• Primary Street Name.
• Suffix.
• Post-Directionals.
• Secondary Designators. This line wraps up.

66
Numbered Streets

• Use ordinal numerics for numbered streets.
• Do not space between the number and the ordinal
  designator.
• Use upper case letters for the ordinal
  designator

67
Directionals

• Abbreviate directionals
• Do not abbreviate directional words that are
  primary street names

68
Suffixes

• Always use address suffixes.
• Use correct abbreviations for suffixes.

These addresses are not identical.
One address is in Cleveland Heights, one address
is in Parma!
69
State Route, County Road, etc.

• Use these formats
• 101 STATE ROUTE 303.
• 11216 COUNTY ROAD 19.
• 1155 US HIGHWAY 317.
• 3000 TOWNSHIP ROAD 20.
• Do not abbreviate STATE ROUTE.
• Do not omit any of the words, such as STATE or
  US.

70
Post Office Box Addresses

• Use this format PO BOX 5712.
• No other information should be on PO BOX line.
• For dual addresses, put the street address ABOVE
  the PO BOX.

71
Secondary Designators

• Multiple delivery points at one address require
  Secondary Designators.
• Suite/Room/Floor Numbers should be placed on the
  same line as the address or above the address.

What changed on August 1, 1998?
72
Non-address information

• Attention lines should be placed at the top of
  address blocks.
• Non-address information should never be placed
  below the address.

Personal Confidential
Personal Confidential
73
International Addresses

• The COUNTRY name must be the only information on
  the last line.
• Do not place international postal codes on the
  last line.
• The COUNTRY name must be the only information on
  the last line.
• Do not underline the COUNTRY name.

74
Canada only

• Use the standard two-character abbreviations for
  provinces and territories.
• Either of the following address formats may be
  used when you include the postal code.

75
Move Update
Over 40 million Americans change addresses
annually. You must have a move update mechanism
in place to obtain new addresses.
76
PostNET Barcode
JACK SMITH 101 MAIN ST JACKSONVILLE FL 32241-3045
Delivery Point
CC
ZIP Code
4
32241
3045
5
01
CC Correction Character
77
PostNET Barcode
Numeric Value
Bar Position Weights
Binary
Barcode
74210
74210
1
00011
2
00101
3
00110
01001
4
01010
5
01100
6
10001
7
10010
8
10100
9
0
11000
78
Barcode Placement
10 ½ inches max.
1/2
1/2
BARCODE READ AREA (Position address block barcode
in this area)
4 MAX
5/8 MIN
BARCODE CLEAR ZONE
5/8
4 3/4
79
Barcode Placement
1/8 Minimum
1/25 Minimum
1/25 Minimum
ALEX ALEXANDRIA PO BOX 9623 SAN ANTONIO TX
78284-9623
XYZ Sales Company 212 N LIBERTY ST SAN ANTONIO
TX 78284-9623
1/8 Minimum
5-DIGIT 78284
5-DIGIT 78284 JAN84 000 CA
15081T 52 20 30
ATTN TIMOTHY HURST XYZ SALES COMPANY PO BOX 9623
SAN ANTONIO TX 78284-9623
JAN84 000 CA 15081T 52 20 30 SUSAN HURLEY PO
BOX 9623 SAN ANTONIO TX 78284-9623
TRAVIS MC GEE PO BOX 9623 SAN ANTONIO TX
78284-9623
80
Quiet Space
1/8 Minimum
1/25 Minimum
1/25 Minimum
XYZ Sales Company 212 N LIBERTY ST SAN ANTONIO
TX 78284-9623
1/8 Minimum
81
Accuracy and Readability
Quality
Accuracy
ACCT 247953
Extraneous Ink
Voids
PAUL MARTIN JR. 212 N LIBERTY ST JACKSONVILLE FL
32241-3045
Dot Matrix
Smeared
82
Barcode Quality
Positional Skew
EDGE OF MAILPIECE

5o
-
Rotational Skew
BASELINE
Baseline Shift
BASELINE
83
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