Reply Paid Basics

1
Reply Paid Basics

• Business Letter Services

2
Introduction

• One of the most effective ways to increase the
  response to communications, and build goodwill
  with customers, is to use Australia Posts Reply
  Paid service.
• In this module
• This module introduces you to Reply Paid Letters
  (domestic) and provides an overview of Australia
  Posts requirements for the preparation and
  lodgement of Reply Paid (domestic) articles.
• Learning outcomes
• At the end of this module you will be able to
• list the features and benefits of Reply Paid
  Letters (domestic)
• identify Australia Posts requirements for
  Reply Paid Letters (domestic)
• locate current pricing information for Reply
  Paid Letters (domestic)

3
Reply Paid at a glance

• What is Reply Paid?
• Reply Paid Letters (domestic) is an Australia
  Post service for the delivery of response
  envelopes or cards to addresses within Australia.
• Businesses typically use Reply Paid with
  preprinted envelopes that are inserted into a
  direct mail campaign, or ask the recipient to
  respond to a campaign using their own envelope
  and handwriting the Reply Paid address.
• Reply Paid can be used for generating sales
  leads, building databases, raising funds,
  encouraging prompt payments, researching the
  marketplace and requesting information.
  Businesses use the Reply Paid service because
  they can distribute their campaigns knowing that
  recipients can conveniently respond to an offer
  in their own time.

4
Reply Paid at a glance

• Features and benefits
• With Reply Paid, you can
• use the service as a marketing tool, helping to
  encourage responses or provide a return service
• maximise the space available for creative
  artwork
• choose to personalise or brand your reply
  envelope or card
• provide an incentive to respondents by offering
  an easy, postage free way to respond in their own
  time
• save on costs by only paying for replies
  received
• measure response to a campaign or mailout.

5
Reply Paid at a glance

• What qualifies for Reply Paid
• There is no minimum volume for Reply Paid -
  businesses simply pay for the replies they
  receive.
• Reply Paid Letters (domestic) are only
  available and to be used in Australia.
• Large Volume Recipient (LVR) postcodes may not
  be used with Reply Paid.
• Reply Paid is commonly used with preprinted
  envelopes or cards inserted with a direct mail
  campaign. Preprinted articles are designed to
  ensure that addressing and layout are compatible
  with Australia Posts automated letter sorting
  equipment which can efficiently process articles.
• No supplementary services can be used with Reply
  Paid, however respondents can choose to pay for
  them when lodging their Reply Paid article for
  return to you (eg. Registered Post / Express
  Post).

• Domestic Registered Post offers you
• a unique identification number for every article
• proof of posting when lodged at the post office
  counter
• signature obtained on delivery
• extra cover of up to 100 is included
• Additional services for Domestic letters
• delivery Confirmation within Australia and
  International
• Person-to-Person Delivery
• additional Insurance up to 5,000

Including Norfolk Island 2899, Christmas Island
6798, Cocos (Keeling) Islands 6799 and Australian
Antarctic Territories 7151.
Express Post is the economical next business day
delivery service for letters, documents and
parcels. Next business day delivery is guaranteed
to all street addresses and post office boxes
within the Express Post next Business Day
network, if posted on a business day Monday to
Friday in accordance with conditions set out on
Express Post items.
LVR postcodes are allocated to some organisations
that receive large mail volumes.
6
Reply Paid at a glance

• What qualifies for Reply Paid
• A Reply Paid address must specify the name or
  business name of the customer and a valid address
  of
• the customer, or
• the authorised agent of the customer, or
• any other person who has provided written
  consent.
• Responses may contain different names at one
  address if each name is
• the registered name of a business carried out
  at that address by you, or
• the name of a company, partnership or
  association of which you are an employee or
  agent, and for which you have reason to receive
  Reply Paid articles at that address.

7
Reply Paid at a glance

• More information
• More detailed information is available in the
  Reply Paid Fact Sheet and Reply Paid service
  guide.
• Prices for Reply Paid can be found in the Post
  Charges booklet and the Australia Post website
  (auspost.com.au).
• These guides are also available at any Australia
  Post outlet.

8
Reply Paid requirements

• Overview
• To qualify for Reply Paid prices, customers need
  to meet Australia Posts bulk mail requirements
  in the following areas
• applications
• size, weight and type
• barcodes and correct addressing

9
Reply Paid requirements

• How to apply
• You need to apply to use the Reply Paid service
  by completing a Reply Paid Application form
  (8837249) available at post offices or on the
  Australia Post website at www.auspost.com.au/reply
  paid
• An Australia Post Business Credit Account is
  required to use the service.
• Post the Reply Paid application (along with a
  Business Credit Account application, if required)
  to the address listed on the application form in
  your state, or lodge it at a post office, or with
  the Reply Paid Coordinator in your state (please
  refer to the inside front cover of the Reply Paid
  service guide for contact details).

10
Reply Paid requirements

• Application requirements
• When the application has been processed,
  Australia Post will send you acceptance advice
  (normally by email), including
• the Reply Paid number this number forms part
  of the Reply Paid address and is a unique
  identifier for each customer
• the Reply Paid format or artwork including the
  unique barcode for the Reply Paid number.
• Australia Post will also notify the appropriate
  delivery office of these Reply Paid details

11
Reply Paid requirements

• Application requirements
• The Reply Paid number
• A Reply Paid number forms part of the Reply Paid
  address. It can only be issued by Australia Post
  and will not be valid if you change address,
  cancel a post office box or fail to pay your
  bill. The Reply Paid number will stay active
  until you advise Australia Post to cancel it.
• Notify Australia Post of any changes as soon as
  possible, to
• Reply Paid
• Operations and Industry Relations
• GPO Box 2995
• MELBOURNE VIC 3001
• or to replypaid_at_auspost.com.au

12
Reply Paid requirements
Customers with a need for a post office box in
each capital city GPO may apply for a Common Box.
Common Box holders are provided with a national
common box number. The only pre-requisite to
applying for a common box is that the applicant
must lease a box at all state capital city GPOs
Sydney, Adelaide, Perth, Brisbane, Melbourne, and
Hobart (Canberra GPO and Darwin GPO
optional).Common Boxes are assigned to the
postcode range 98009999.

• Application requirements
• In Your Capital City (IYCC) Guidelines
• If you have a Common Box or Locked Bag then you
  can use an IN YOUR CAPITAL CITY address on
  pre-printed domestic Reply Paid letters.
• You have two options when setting up an IYCC
  service, depending on where you want the Reply
  Paid responses to be delivered either to the
  capital city in the state in which each response
  is posted, or always to one specific city.
• ? IYCC National to all capital cities in the IYCC
  network This is used when you require responses
  to be delivered to the GPO of the state in which
  each response is posted. For example, a mail out
  is distributed to each state and the responses
  posted in Tasmania will be delivered to the GPO
  in Hobart. The delivery address used must be a
  valid GPO Box or Locked Bag for each of the
  capital cities in the network Brisbane,
  Melbourne, Sydney, Adelaide, Perth and Hobart.
  You can add Canberra and Darwin as extras if
  required.

13
Reply Paid requirements

• Application requirements
• In Your Capital City (IYCC) Guidelines
• ? IYCC to one specific city This is used when you
  require all responses to be delivered to a
  specific capital city regardless of which state
  they are posted from. For example, the articles
  are distributed to multiple states but the
  replies are all delivered to the GPO in
  Melbourne. The delivery address used must be a
  valid GPO Box or Locked Bag in the capital city
  where the mail will be delivered.
• It is important to understand that envelope
  artwork for both IYCC National ? and IYCC to one
  specific city ? appear identical. The only
  difference lies in the barcode.
• For further information, please contact
  
  
  the Reply Paid coordinator in you
  state.

14
Reply Paid requirements

• Application requirements
• Multiple Reply Paid numbers and response names
• You may have
• multiple Reply Paid numbers for different
  addresses
• multiple Reply Paid numbers to the one address,
  subject to availability and acceptance.
  (Additional charges may apply in addition to the
  annual fee and standard Reply Paid rates.)
• As an alternative to multiple Reply Paid numbers,
  you may request multiple Reply Paid response
  names (at no additional charge) to the same Reply
  Paid (number) delivery address to suit different
  business purposes.
• All responses must be registered with Australia
  Post using the Reply Paid Application form to add
  additional responses to an existing Reply Paid
  number.
• You can easily sort responses to the appropriate
  business area.
• Australia Post will sort and charge responses to
  the Reply Paid number only.

15
Reply Paid requirements

• Application requirements
• Changes to your existing Reply Paid service
• You may apply, using a Reply Paid Application
  form, at any time to vary the Business Credit
  Account number or other details, including the
  name and address appearing in the Reply Paid
  response.
• Please Note when relocating or changing
  addresses you must not use the same reply paid
  number or barcode with different details.
  Australia Post will issue new artwork at no
  charge.
• Changes to the Reply Paid details may be obtained
  from Australia Post as required for up to two (2)
  Reply Paid addresses without prior notice. Change
  requests that require modification of more than
  two Reply Paid artworks will be actioned as and
  when processing allows. Should change requests be
  urgent, additional charges may be applied. Please
  speak with the Reply Paid Coordinator in your
  state.

16
Reply Paid requirements

• Size, weight and type requirements
• Reply Paid Letters (domestic), is available for
  Small and Large size categories.
• Articles can weigh up to 500 grams.
• Articles can be either enveloped, as postcards or
  in irregular shapes.
• For Reply Paid Letters (domestic), there are two
  ways you can encourage your recipients to
  respond
• a preprinted envelope or card, commonly
  inserted with direct mail campaigns
• a Reply Paid address, whereby recipients use
  their own envelope and respond to an offer by
  handwriting the Reply Paid address from a TV,
  radio, newspaper, direct mail or other
  advertising medium.

Oblong deviating from a square by being
elongated in one direction. The length must be at
least 1.414 times the width.
17
Reply Paid requirements

• Barcodes and correct addressing requirements
• Pre-printed envelope or card
• Australia Post will provide the basic artwork in
  PDF format free of charge for preprinted letters
  suitable for printing onto envelopes or cards.
  The artwork is complete and ready to use.
• You, or your authorised printer, may modify the
  artwork to add your logo or other branding
  providing you observe the conditions detailed in
  the Reply Paid preparation module. Changes to
  address details should be obtained from Australia
  Post if required.
• The artwork includes a barcode, which facilitates
  faster processing of articles, and with correct
  formatting, assists in processing and cost
  reduction, meaning lower rates for you.
• Along with the barcode, preprinted articles will
  have the correctly formatted Reply Paid address
  and the other inscriptions, so you do not have to
  create the artwork yourself.

18
Reply Paid requirements

• Barcodes and correct addressing requirements
• Pre-printed envelope or card
• Domestic articles need the addressed side to be
  printed with
• ? your logo or branding (optional)
• ? a delivery address that observes the correct
  addressing conditions
• ? the Reply Paid address (including barcode) that
  observes the correct addressing conditions
• ? the Reply Paid imprint, containing three
  vertical bars and the text No stamp required if
  posted in Australia. The bars are required so
  mail processing equipment can recognise a Reply
  Paid article.

19
Reply Paid requirements

• Barcodes and correct addressing requirements
• Adding logos, advertising and other printing
• In order to access the service, preprinted
  articles must follow the requirements for clear
  zones on the front and back of articles.
• ? For domestic articles, any colour within a
  clear zone must approximate one of the 78
  approved PMS colours as detailed in the Reply
  Paid preparation module).
• ?The barcode clear zone must be kept clear of all
  printing.

20
Reply Paid requirements

• Barcodes and correct addressing requirements
• Unbarcoded articles
• Articles that do not comply with the preprinted
  barcoded correct addressing requirements, or are
  irregularly shaped, may instead be eligible for
  the unbarcoded articles pricing category. The
  correct addressing requirements for unbarcoded
  articles are simpler to observe.
• Unbarcoded articles need the addressed side to be
  printed with
• ? your logo or branding (optional)
• ? the delivery address (preferred, but not
  mandatory)
• ? the Reply Paid address that observes the
  correct addressing conditions (mandatory).
• The inclusion of an address barcode is
  discouraged.
• ? the Reply Paid imprint (preferred, but not
  mandatory)

21
Reply Paid requirements

• Barcodes and correct addressing requirements
• Hand-addressed envelope
• When inviting respondents to address their own
  article, you must ensure that the address is
  correctly represented in your promotional
  material and that respondents are asked to follow
  its format.
• You must indicate in your advertisement that No
  stamp is required, and advise respondents the
  Reply Paid name and address details.
• Respondents should be asked to use envelopes with
  preprinted postcode squares where possible.

22
Reply Paid requirements

• Barcodes and correct addressing requirements
• Delivery times
• Reply Paid is delivered Monday to Friday with
  letters and other mail.
• The delivery standards for regular mail are as
  follows (in business days).

For delivery Same state Other state
Within metropolitan areas of capital cities or within the same city or town and environs 1 day
Between metropolitan areas of capital cities 2 days
Between metropolitan areas of capital cities and country locations 2 days 3 days
Between country locations 2 days 4 days
These timetables are guidelines only and based on reasonable expectations and experience. Australia Post will not be liable for any loss or damage (including but not limited to consequential loss) resulting from a failure to deliver in accordance with these timetables. These timetables are guidelines only and based on reasonable expectations and experience. Australia Post will not be liable for any loss or damage (including but not limited to consequential loss) resulting from a failure to deliver in accordance with these timetables. These timetables are guidelines only and based on reasonable expectations and experience. Australia Post will not be liable for any loss or damage (including but not limited to consequential loss) resulting from a failure to deliver in accordance with these timetables.
23
Reply Paid requirements

• Barcodes and correct addressing requirements
• Delivery to post office boxes
• The best and most efficient way to receive Reply
  Paid mail is via a post office box or locked bag,
  as it may be received earlier than street
  deliveries. Of course you can choose to have mail
  delivered to your street address.
• If you already have a post office box or locked
  bag, it may be used as the delivery address (when
  your Reply Paid application has been approved).
• If you wish to use this facility, but dont have
  a box or bag, you should apply for the box or bag
  at your local Australia Post retail outlet before
  applying for a Reply Paid number.

24
Reply Paid requirements

• Barcodes and correct addressing requirements
• Undeliverable articles
• Reply Paid may be considered undeliverable if
• it is incorrectly addressed or has an incorrect
  barcode
• you have moved without notification
• you have cancelled the Reply Paid number
• you have cancelled, or Australia Post has
  cancelled your Business Credit Account
• delivery is prohibited by law.
• Undeliverable mail may be destroyed.

25
Reply Paid requirements

• Cost
• Prices for Reply Paid Letters (domestic) are
  available in the Reply Paid service guide, the
  Post Charges Guide (MS11) and the Australia Post
  website (auspost.com.au).
• Small Reply Paid items are charged as either
  barcoded, or non-barcoded (including hand
  addressed, incorrectly formatted or
  non-machinable).
• Large Reply Paid items are charged according to
  the weight of the envelope.
• An annual fee is charged for each domestic Reply
  Paid number.

26
Reply Paid requirements

• Cost
• How is Reply Paid charged?
• Payment for the service must be made by Australia
  Post Business Credit Account.
• To apply please call 13 11 18.
• This Business Credit Account is centrally
  administered and is required because Reply Paid
  is charged after delivery is made this differs
  from the ordinary prepaying of postage.
• Statements are issued on a monthly basis.
• You are obliged to pay all Reply Paid fees and
  charges for each article delivered, whether
  accepted or refused. Given the nature of the
  service, assessing of charges is made at the end
  point of delivery. Articles have been transported
  within the Australia Post network and costs
  incurred.

27
Reply Paid requirements

• Other considerations
• How can I ensure an article is acceptable?
• If you are concerned that your articles may not
  satisfy all service requirements you can request
  a preliminary test.
• Reply Paid coordinators are available in every
  state. Please refer to the inside front cover of
  the Reply Paid service guide for contact or to
  replypaid_at_auspost.com.au

28
Reply Paid requirements

• Other considerations
• More about barcodes
• Even though barcodes representing different
  delivery points can look nearly identical, the
  correct barcode is essential. Reply Paid articles
  must only use the specific barcode supplied by
  Australia Post.
• The Reply Paid barcode is not transferable. It is
  unique and cannot and should not be used if you
  have changed address or location.
• Because barcode details are unique, if a wrong
  barcode is used the Reply Paid response will be
  routed to the wrong location and may be severely
  delayed, misdirected, or even rejected.

29
Reply Paid Introduction

• Summary
• The key points covered were
• There are no minimum volumes.
• Reply Paid can help increase responses to
  communications and build goodwill.
• Reply Paid allows respondents to reply at no
  expense to them.
• You must complete a Reply Paid application to
  be allocated a Reply Paid number.
• Available for Small (domestic and
  International) and Large (domestic only) envelope
  and postcard size categories.
• You can use a preprinted envelope or card, or
  ask respondents to use their own envelope and
  hand write the Reply Paid address.
• You cannot combine supplementary services with
  Reply Paid but respondents may choose to pay for
  these services when they lodge an article.
• Australia Post provides artwork including a
  unique barcode for preprinting envelopes or
  cards.
• Continued

30
Reply Paid Introduction

• Summary, continued
• Responses can be delivered to a post office
  box, locked bag or street address.
• An annual fee is charged for each Reply Paid
  letter (domestic) number.
• You must have an Australia Post Business Credit
  Account.
• Prices can be located in the Post charges
  booklet (8833665) and the Australia Post website
  auspost.com.au.

31
Assessment
You now need to complete a short assessment to
check your understanding of the information
covered in this module. This assessment
consists of 10 multiple-choice questions and
should take you approximately 10 minutes to
complete. To pass the assessment, you need to
answer at least eight of these questions
correctly. Attempt this assessment as many times
as you need to. If you do not pass, it is
recommended that you review this module again.
32
Assessment
1
True or False? Reply Paid is an excellent
marketing tool because it helps increase
responses and build goodwill

• a. True
• b. False

Correct answer A Reply Paid is an excellent
marketing tool because it helps increase
responses and build goodwill
33
Assessment
What step/s must be taken in order to get a Reply
Paid number?
2

• a. Ask your local Postal Manager to give you one
• b. Get an official Australia Post Business
  Credit Account
• c. Correctly lodge a Reply Paid application form
• d. Both b and c.

Correct answer D Both an official Australia
Post Business Credit Account and a Correctly
lodged Reply Paid application form are required.
34
Assessment
3
Can you use medium letters in the Reply Paid
service?

• a. Yes
• b. No

Correct answer B Reply Paid is available for
Small or large letter sizes.
35
Assessment
The minimum size for a Reply Paid article is
4

• a. 110mm x 220mm
• b. 85mm x 138mm
• c. 90mm x 145mm
• d. 100mm x 200mm

Correct answer C The minimum size for a Reply
Paid article is 90mm x 145mm
36
Assessment
David is including a Reply Paid envelope in his
direct mail campaign, which goes to 1,000
recipients. What will he have to pay?
5

• a. 400 if a small envelope is used
• b. At least 1,100 if a large envelope is used
• c. David will only have to pay for the responses
  he receives

Correct answer C For Reply Paid, you only have
to pay for the responses you receive.
37
Assessment
Once a Reply Paid number is approved, what does
Australia Post supply to the customer?
6

• a. Confirmation of the new Reply Paid number
• b. Correctly formatted artwork for pre-printing
  the address
• c. The unique barcode for that Reply Paid number
• d. All of the above

Correct answer D When Australia Post confirms a
new Reply Paid number it supplies the correctly
formatted artwork for pre-printing the address
and the unique barcode for that Reply Paid number.
38
Assessment
7
What supplementary service can be used with Reply
Paid?

• a. Express Post
• b. Registered Post
• c. Cash on Delivery
• d. All of the above
• e. No supplementary services can be used by the
  Reply Paid customer, but Registered Post can be
  used by the respondent.

Correct answer E No supplementary services can
be used by the Reply Paid customer, but
Registered Post can be used by the respondent.
39
Assessment
8
Where can you find the correct price for a Reply
Paid article?

• a. Reply Paid service guide
• b. Australia Post web site
• c. Postal Charges Guide (MS11)
• d. All of the above

Correct answer D All of the above is the
correct answer.
40
Assessment
Can a Reply Paid number contain different
campaigns at one address?
9

• a. Yes
• b. No

Correct answer A A Reply Paid number can
contain different campaigns at one address.
41
Assessment
How are Reply Paid responses delivered to the
Reply Paid customer?
10

• a. They must be delivered to a PO Box.
• b. The customer must come to the Post Office to
  collect and pay for them.
• c. They just get delivered with the regular mail.
• d. They can be delivered to a PO Box, a Locked
  Bag or a Street address as the Reply Paid
  customer chooses

Correct answer D The best and most efficient
way to receive your mail is via a PO Box or
Locked Bag, as you may receive it earlier than
street deliveries. Of course you can choose to
have Reply Paid mail delivered to your street
address.