NORTH DAKOTA NAPUS FALL CONFERENCE

1
NORTH DAKOTANAPUS FALL CONFERENCE

• Louise Potocki
• Mailing Standards Specialist
• 701-221-6532

2
TRUTHS

• Six Truths in Life 1. You cannot stick your
  tongue out and look up at the ceiling at the same
  time, a physical impossibility. 2. All postal
  employees, after reading 1 will try it. 3. And
  discover 1 is a lie. 4. You are smiling now
  because you are a PE 5. You soon will forward
  this to another PE. 6. There is still a silly
  smile on your face.

3

• Tabbing - Self Mailers vs Booklets
• Mailing Issues
• DPBC - Retired
• IMsb Tool
• Business Customer Gateway

4
DEFINITION - FSM

• A folded self-mailer is formed of panels created
  when a single or multiple unbound sheets of paper
  are folded together and sealed to form a
  letter-size mailpiece.

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DEFINITION - BOOKLET

• A booklet is formed of printed sheets that are
  permanently bound with at least 2 staples, saddle
  stitiched, or glued in the fold.

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BOOKLETS
Booklets now need 3 tabs in most cases. Tabs
must be 1½

• Spine on the leading (shorter) edge
• 5 to 9 long
• 60-pound paper
• Over 9,up to 10.5 long
• 70-pound paper
• Two tabs on top edge - 1 inch from left and right
  edge
• One tab on trailing edge - in the middle.

7
BOOKLETS

• Sealed with tabs
• 5 to 9 long
• 50-pound paper
• Over 9 up to 10.5 long
• 60-pound paper.
• Spine on the bottom

Notice 3 tabs larger size
8
FOLDED SELF-MAILERS

• Effective January 5, 2013
• Minimum size for FSM 3 ½ X 5
• Maximum size 6 X 10 ½ (note shorter
  height/length)
• Maximum weight 3 oz
• Minimum number of tabs 2
• Fold MUST be on the bottom

9
FSMs

• Maximum number of panels 12
• Example
• Single sheet folded in half 2 panels
• Single sheet tri-folded 3 panels
• Minimum paper weight 28 lb bond/70 lb book
  weight (FSM weighing 1 oz or less)
• INVITATION FOLD NO LONGER ACCEPTABLE

10
FSMs

• More than 1 oz 31 lb bond/80 lb book weight
• BASIC SELF-MAILERS
• Will continue to use 1 tabs on pieces that weigh
  1 oz or less
• Pieces weighing more than 1 oz -will require (2)
  1.5 tabs

11
TABBING CHANGES

• Tabs may be placed on top within 1 of the
  leading/trail edge OR on the lead/trail edge
  within 1 of the top edge
• The middle panel will be the address panel on a
  tri-folded self-mailer
• UPDATE - JUNE 2013
• Mailer may have the address on the top panel IF
  they use a third tab placed ½ from the bottom on
  the leading edge

12
FSMs

• Location of tabs for basic FSM

13
TABBING CHANGES

• Location of tabs for basic FSM

This is where you would add the 3rd Tab for the
May 2013 update..
14
FSMs QUARTER FOLD

• QUARTER FOLDED SELF-MAILER
• The first fold must be on the leading edge
• Quarter folded self mailers weighing 1 oz or less
  will require (2) 1 tabs
• Quarter FSM weighing over an oz. will require (3)
  1.5 tabs
• Glue is not allowed on quarter folded self-mailers

15
TABBING BOOKLETS AND FSMs

• Tabbing rules apply to letter sized pieces only
• Tabbing rules apply to both single piece and
  discounted First-Class and Standard/Nonprofit
  letter sized pieces
• If the FSM comes over the retail counter
  improperly prepared, we assess the 0.20
• nonmachineable surcharge.

16
BULK MAILERS

• If the improperly prepared folded self-mailers is
  part of a bulk mailing we move the rates claimed
  to the nonmachineable letter section.
• In associate offices that means any pieces the
  mailer claimed on B1 will move to B7 pieces
  claimed by the mailer on B2 will be moved to B9

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Postage Statement
18

• Tabbing- Self mailers vs. booklets
• Mailing Issues
• DPBC - retired
• IMsb Tool
• Business Customer Gateway

19
POSTAGE STATEMENT
1
12
13
2
6
5
7
8
3
10
9
4
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15
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17
18
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20
CARRIER ROUTE/AUTOMATION

• Within 90 days for carrier route
• Within 185 days for automation prices

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MOVE UPDATE

• Every discounted First-Class and Standard mailer
  must have something checked in this section
• If they do not, they are not entitled to
  automation or carrier route rates

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POSTALONE!
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POSTALONE!
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Postage Statement
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DEFINITIONS

• DDU Destination Delivery Unit
• DSCF Destination Sectional Center Facility
• DNDC Destination Network Distribution Center
• NONE- All other offices

26
POSTAGE STATEMENT

• DDU For carrier route pieces for delivery in
  the office you are entering them in.
• DSCF Only if dropped in a sectional center such
  as Grand Forks, Bismarck, or Fargo
• DNDC- Only if dropped in Fargo
• NONE Everyone else

27

• Tabbing Self mailers vs. booklets
• Mailing Issues
• DPBC - Retired
• IMsb Tool
• Business Customer Gateway

28
DPBC RETIRED

• Federal Times Proposal dated March 2, 2012
• Delivery Point Barcodes (DPBC) were discontinued
  January 28, 2013.

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IMB
All mail claimed at automation rates must have an
accurate intelligent mail barcode .
JACK SMITH 101 MAIN ST JACKSONVILLE FL 32241-3045

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FULL SERVICE IMB

• Federal Register dated April 20, 2012
  Effective January 26, 2014
• Only Mailers who are able to do full service IMB
  will receive the automation discounts
• Full Service mailers must submit their paperwork
  electronically

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• Tabbing- Self Mailers vs booklets
• Mailing Issues
• Retiring the DPBC
• IMsb Tool
• Business Customer Gateway

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IMsb Tool

• Designed for the small mailer ( mails 1000-9999
  pieces per mailing
• Allows the mailer to claim the Full Service
  barcoded discount
• Annual fee will be waived as long as the mailer
  qualifies for the Full Service Discount
• PostalOne will monitor the Full Service discount
  and annual fee

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IMsb Tool

• Postage statement must be entered electronically
• Postal Service is providing the tools to allow
  the mailer to CASS certify their mailing list
  prior to mailing
• Mailer must register on the Business Customer
  Gateway

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IMsb Tool

• IMsb Tool allows the mailer to upload their
  mailing list and print on labels, envelopes or
  inserts placed in window envelopes
• This tool is designed for mailers who do their
  own mail rather than taking it to a mail preparer
• Ideal candidates are already using the Business
  Customer Gateway

35

• Tabbing Self mailers vs booklets
• Mailing Issues
• Retiring the DPBC
• IMsb Tool
• Business Customer Gateway

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BUSINESS CUSTOMER GATEWAY
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Questions?
38
Methods of Postage Payment

• Precanceled Stamps
• Special stamps available in specific
  denominations for Presorted First-Class Mail,
  Nonprofit and Standard Mail
• Note only one (1) pre-canceled stamp may be
  affixed to each mailpiece.

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Methods of Postage Payment

• Precanceled Stamps
• Available in four denominations
• 25 for Presorted First-Class Mail
• 15 for Presorted First-Class Cards
• 10 for Regular Standard Mail
• 5 for Nonprofit Standard Mail

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Methods of Postage Payment

• Postage Meter
• Prints postage directly on mailpiece
  (or meter tape)
• Meter size varies by need

41
Authorized Meter Providers
DATA-PAC MAILING SYSTEMS CORP1217 BAY RDWEBSTER
NY 14580-1958800-355-1755www.data-pac.com
FRANCOTYP-POSTALIA INC140 N MITCHELL CT STE
200ADDISON IL 60101-5629800-341-6052www.fpusa.n
et HASLER INC19 FOREST PKYSHELTON CT
06484-6140800-243-6275www.haslerinc.com

• NEOPOST INC
• 30955 HUNTWOOD AVE
• HAYWARD CA 94544-7084
• 800-624-7892
• www.neopostinc.com
• PITNEY BOWES INC
• 1 ELMCROFT RD
• STAMFORD CT 06926-0700
• 800-322-8000
• www.pitneybowes.com

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Methods of Postage Payment

• Permit Imprint
• Most popular and convenient way to pay postage
• Postage information printed in upper right corner
  of mailpiece
• Postage block "indicia"

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Methods of Postage Payment

• Permit Imprint
• Set up postage account at Post Office
• Postage deducted from account
• All mailpieces must be same weight

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Methods of Postage Payment

• Permit Imprint
• Simple and convenient
• May use rubber stamp to imprint
• No need to buy postage in advance

45
Mailpiece Characteristics

• Size and Shape
• The Postal Service separates mail into four shape
  categories
• cards
• letters
• large envelopes and "flats"
• parcels
• Different rates and preparation standards
  depending on the shape
• Questions directed to Business Mail Entry staff
  or a Mailpiece Design Analyst (MDA)

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Classification
Physical Standards for Cards
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Classification
Physical Standards for Letters
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Classification
Physical Standards For Flats

• All flats must be flexible, uniformly thick, and
  rectangular in shape

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Categories of Mail

• Machinable
• Nonmachinable
• Automation

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Machinable

• Complete delivery address
• No nonmachinable characteristics
• May be prepared as letters, folded self-mailers,
  or booklets
• Booklets and folded self-mailers must be tabbed
  according to DMM specifications

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Machinable Letters
Maximum Weight Presort First-Class Mail 3.3
ounces Standard Mail 3.3 ounces Self-Mailers
3 ounces

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• Nonmachinable Characteristics

Aspect Ratio
Length divided by height must be at least
1.3 but not more than 2.5
Address parallel to shorter dimension
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Nonmachinable Characteristics
Mailpieces over 4 ¼ inches high or 6 inches long
Must be at least .009 inch
Thick
4 ¼
AMY JONES 4532 WEST DRIVE SAN ANTONIO TX
78284-9623
6
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Nonmachinable Characteristics
Pieces that are polywrapped, or have clasps,
strings, or buttons or envelopes not made of paper

Pieces that contain odd-shaped contents
Pieces that are too rigid
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Nonmachinable Characteristics
A folded self-mailer that is not folded and
tabbed according to DMM specifications
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TABBING SELF-MAILERS
Tabs Wafer Seals Spot Glue
BOOKLET
60 lbs. BOOK TEXT
FOLDED SELF-MAILER
FOLDED SELF-MAILER
FOLDED
Single Sheet
Multiple Sheets
Single/Multiple Sheets
28 lbs.
24 lbs.
20 lbs.
Is the fold on top? If so, two tabs are required
on the bottom (1 in from either side).
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Nonmachinable Characteristics
Booklets that are not tabbed per DMM or spine at
the top
SPINE
CHURCH OF NCED P.O. BOX 999 NCED OK 73070-0999
NONPROFIT U.S.POSTAGE PAID NCED, OK PERMIT NO.
999
NONPROFIT U.S.POSTAGE PAID NCED, OK PERMIT NO.
999
CHURCH OF NCED P.O. BOX 999 NCED OK 73070-0999
8¼
SPINE
OCCUPANT 52 BOGGESS ST BUCKHANNON WV 26201-2144
OCCUPANT 52 BOGGESS ST BUCKHANNON WV 26201-2144
Machinable with tabs per DMM
Nonmachinable regardless of tabs
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Booklets Mailpiece Design Closure Method

• Tabs
• Three 1.5-inch tabs required on all booklets
• Non-perforated tabs required on all pieces
• Recommend white paper tabs
• Recommend 2-inch tabs on booklets over 2.5 ounces

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DMM Exhibit 201.3.15.4
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Mailpiece Characteristics

• Barcodes
• Series of long and short bars that represent
  numbers
• Represent ZIP Code, ZIP4, and delivery
  addresses
• 2 types of barcodes POSTNET and Intelligent
  Mail Barcode

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Mailpiece Characteristics

• Automation Priced Mail
• 100 barcoded and prepared for high-speed mail
  processing
• Prices available for letters, cards, flats (large
  envelopes), and parcels

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DPBC or IMB
All mail claimed at automation rates must have an
accurate delivery point or intelligent mail
barcode .
JACK SMITH 101 MAIN ST JACKSONVILLE FL 32241-3045

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ADDRESS BLOCK BARCODE
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
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
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• The HEART

• of any mailpiece is
• the delivery address

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Standardized Addressing Format.
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• Postal Addressing Standards
• PUB 28
• Best resource
• for comprehensive
• addressing information
• Available online at http//pe.usps.gov/text/pub28/
  welcome.htm

Publication 28 July 2008
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FLATS ADDRESSING
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Address Accuracy

• Address Lists
• You can buy or rent a mailing list
• Yellow Pages under "lists, "mailing lists or
  mailing services
• On-line search for list providers in your area

69
Address Accuracy

• Why bother checking the accuracy of your address
  list?
• 17 of Americans move annually
• 43 Million people move yearly
• 1 out of every 6 families move yearly
• Address lists bought/rented must be checked
  to ensure they are correct

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Address Accuracy

• For Presorted Standard Mail and First-Class
  Mail rates, ZIP Codes MUST be checked for
  accuracy within the last 12 months
• When you complete and sign a postage statement
  you certify your mailing qualifies for the rates
  claimed

71
Address Accuracy

• Address Quality Choices
• Use www.usps.com to check the ZIP Codes
• Process your address list through CASS-certified
  software
• CASS improves the accuracy of carrier route,
  five-digitZIP, ZIP 4, and delivery point
  codes that appear on mailpieces
• Address List Correction Service

72
Address Accuracy

• Address Quality Choices
• Move Update required for all presorted
  First-Class and Standard/Nonprofit mailings
• Within 95 days of the date of mailing

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Move Update Options

• Ancilliary Service Endorsements
• Address Change Service
• National Change of Address
• Fastforward

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Ancilliary Service Endorsement
1/4
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Ancilliary Service Endorsement

• Printed directly on the mailpiece
• Mailer receives hard copy change of address or
  reason for nondelivery
• Information available for 18 months
• Permanent change of address information only

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RETURN SERVICE REQUESTED

• No forwarding
• Mailpiece returned with new address or reason for
  nondelivery
• Standard mailer pays appropriate First-Class rate
  for mailpiece
• 1 oz letter - 0.45
• 1 oz flat- 0.90
• First-Class no charge

77
Change Service Requested

• No forwarding or return of the mailpiece
• Mailpiece is disposed of by the USPS
• For Standard/ Nonprofit mailers - Separate notice
  sent to the with the new address or reason for
  nondelivery
• Charge - 0.50
• First- Class mailers MUST BE ACS participants
  to use this endorsement

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Address Service Requested

• Forwarding service provided for months 1-12
• Separate notice with new address provided to the
  mailer Charge 0.50
• If the mailpiece is undeliverable for any reason,
  the piece is returned to the sender with the
  reason for nondelivery
• First- Class mailers no charge
• Standard mailers pay the weighted fee

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Temp-Return Service Requested

• AVAILABLE TO FIRST-CLASS MAILERS ONLY
• If the receiver has a temporary change of address
  on file the piece is forwarded
• Mailer does NOT receive temporary change of
  address information
• If the receiver has a permanent change of
  address, the piece is returned to the sender with
  the new address or reason for nondelivery

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Address Change Service

• Manual address corrections reduced
• Timely information provided on a schedule you
  determine
• Changes can be made electronically rather than
  manually
• Fees First- Class 0.10
• Standard Mail - 0.28

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Address Change Service

• Billed by San Mateo Accounting Center once a
  month
• Mailer is assigned a Participant code by the
  NCSC
• Code is placed in the address block
• Service provided by the National Customer Support
  Center 800-238-3150

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National Change of Address (NCOA)

• Provides COA information for 48 mos.
• List processed before the mailing is done
• Available through licensed vendors only
• Reduces undeliverable mail

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Fastforward

• Used by mailers who process mail with an OCR
• Commonly used by Presort houses
• Address change information is sprayed immediately
  above the barcode in the lower right hand corner
  of the mailpiece

84
Mail Preparation

• Prepping Your Mail
• Supplies
• Presorting your letter mail
• Prepare containers (trays/sacks)
• Prepare postage statement
• Drop off your business mail

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Alternative addressing

• If you DO NOT want to use one of the previously
  listed MOVE UPDATE methods you may use an
  ALTERNATIVE ADDRESSING FORMAT
• John Doe or Current Resident
• Current Resident

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Mail Preparation

• Supplies
• The Postal Service supplies the following items
  for free
• Trays
• Tray "sleeves" or lids
• Bundle labels
• Container labels
• Labeling lists online DMM
• Quick Service Guides -- online
• Postage statement online
• Note Strapping material is required but not
  provided by USPS

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MACHINEABLE LETTERS
QUICK SERVICE GUIDE 240B
88
NONMACHINABLE LETTERS
QUICK SERVICE GUIDE 240A
89
NONMACHINEABLE LETTERS
QUICK SERVICE GUIDE 240A
90
BARCODED LETTERS
150 PIECES REQUIRED
QUICK SERVICE GUIDE 240C
QSG 240C
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FLATS
QUICK SERVICE GUIDE 340A
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FLATS
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Mail Preparation

• Containers of Letter Mail
• Trays must be sleeved and strapped
• Affix correct label to each tray
• Secure each tray with a single strap around its
  length

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Mail Preparation

• Postage Statement
• Documents the number of pieces in your mailing
  and the postage you're paying
• Includes spaces for your company name and permit
  number
• All unshaded sections must be completed by mailer

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DEFINITIONS

• DDU Destination Delivery Unit
• DSCF Destination Sectional Center Facility
• DNDC Destination Network Distribution Center
• NONE- All other offices

96
POSTAGE STATEMENT

• DDU For carrier route pieces for delivery in
  the office you are entering them in.
• DSCF Only if dropped in a sectional center such
  as Grand Forks or Fargo
• DNDC- Only if dropped in Fargo
• NONE Everyone else

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POSTAGE STATEMENT
1
12
13
2
6
5
7
8
3
10
9
4
14
15
16
17
18
11
98
POSTAGE STATEMENT
19
12
20
22
21
13
15
14
99
Postage Statement
100
Postage Statement
101
Postage Statement
102
Postage Statement
103
Postage Statement
104
Postage Statement
105
Postage Statement
106
Mail Preparation

• Where to Drop Your Business Mail
• Business Mail Entry Unit (BMEU)
• Locate a BMEU
• www.usps.com/ncsc/locators/find-bme.html
• Note You MUST NOT give presorted or permit
  imprint mail to a letter carrier or deposit in a
  collection box.

107
Mail Preparation

• What to Take to the Post Office
• Signed and dated postage statement(s)
• Supporting documentation
• Check, credit card or cash to cover additional
  postage
• A check for your annual mailing fee
• Note A meter strip may be affixed to postage
  statement to pay for the additional postage

108
Mail Acceptance

• What Happens at the Post Office
• Eligibility of contents
• Markings and endorsements
• Sortation
• Postage payment

109
Checklist

• Decide on a class of mail
• Create your mailpiece
• Obtain an address list
• Check the accuracy of your address list
• Address your mail
• Choose a postage payment method
• Obtain a mailing permit
• Pay an annual mailing fee
• Pick up supplies
• Sort your mail

110

• Quality Mailpiece Design
• aves Dollars and Makes ense

111
Templates
Notice 3-A
112
Templates
Notice 67
113
Templates
Notice 3-S
114
Templates
Notice 04-A
115
NOTICE 04A

• Latest version December 2009 Revision G
• Measures
• Barcode length
• Skew
• Pitch
• Clear Zones
• Bar Parameters

116
Resources

• Mailpiece Design Analysts (MDAs)
• Quick Service Guides (QSG)
• Postal Explorer
• MailPro

117
District Resources

• Mailpiece Design Analysts
• Mailing Requirements Office
• Business Mail Entry Manager
• Mailing Standards Specialist
• Supervisor, Business Mail Entry
• Business Mail Entry Technicians

118
Additional Resources

• www.usps.com
• Domestic Mail Manual, Mailing Standards of the
  United States Postal Service
• DMM located at http//pe.usps.com

119
Questions?