Posts Tagged mailpiece

Addressing Your Mailpiece!

Where To Put The Address On Your Mailpiece!

We’ve discussed many times the importance of your address list – quality, completeness, Move Update compliant and list hygiene. Now that you know what you need for your address list, where oh where to put the address on your mailpiece!

The delivery address instructs the USPS where to deliver the mailpiece. You want to make sure you are giving all the necessary information as well as placing it on the mailpiece that makes it most efficient for the USPS.

Outgoing Address must include:

  • Recipients name or other designation
  • Street number and name (including any pre-or post-directional), or PO Box number, rural or highway route or box number, and secondary description such as a suite or apartment number.
  • City and state
  • ZIP Code or ZIP+4

Alternative Addressing Formats:

  • Simplified addressing is used for general distribution to all residences/businesses on a rural route, highway contract route or all boxholders at a Post Office.  In this case “Postal Customer” is used in place of a person’s name.
  • “Occupant” can be used instead of a recipients name on a mailpiece with a complete delivery address.
  • “Or Current Resident” can be used in addition to a recipient name. This indicates that the mailpiece should be delivered to the specific address even if the person named has moved.

Return Address:

  • A return address tells the USPS where the sender wants the mail returned if it is undeliverable. A return address is required on certain types of mail. The USPS preferred placement of the return address is the upper left portion of the mailpiece on the side bearing the postage.
  • Include all the necessary information as for the outgoing address

Tips:

  • The USPS prefers a simple sans serif typeface (some examples are Helvetica or Arial).
  • Use a minimum of 8 point type unless the address bears an Intelligent Mail Barcode, in which case you can go to 6 point in all caps.
  • Type or machine print in dark ink on a light background. Reflectivity between the ink color and the paper stock color may effect whether your mailpiece will qualify for automation rate discounts.
  • Left justify every line.
  • Use two letter state abbreviations.
  • There should be one space between city and state, two spaces between state and ZIP Code.

Now that you have all the address components down, where should you place the address on the mailpiece?

The address must always appear on the side of the mailpiece bearing postage. In order to claim automation postage rates, it must be parallel to the top edge.

The USPS will want to place a barcode on your mailpiece. The barcode acts as a driver for the mailpiece. USPS sorting equipment reads the address and sprays a corresponding barcode onto the mailpiece. For this reason you need to keep a clear space (Barcode Clear Zone in USPS speak) 5/8” from the bottom edge and extending 4 ¾” from the right edge. If you plan to seek automation discount postage rates, keep this area free from any logos, artwork or messages.

The outgoing address block needs to appear in an area that begins 2 ¾” from the bottom edge, and leaves a ½” space on the left and right edges.

Dark shaded area indicates “free space” for nonaddress printing.

Light shaded area indicates preferred clear zone to enhance readability.

If using a window envelope, make sure your address shows completely within the window and leaves at least an 1/8” clearance between the address and/or barcode and the edges of the window. Tap the envelope on a solid surface to make sure address doesn’t shift outside of window – perform this tap test on all four sides of the mailpiece.

Address placement for flat size mail differs slightly. As in letter size mailpieces, the address must appear on the same side as the postage. It should placed in the upper portion of the flat (top half) and should be parallel to the top edge although it may be placed perpendicular to the top, near or at the open or bound edge.

Now that your mailpiece is designed to meet postal requirements, you’ve included a great offer or call to action, you’ve compiled a clean, targeted mail list and perfect address placement you are ready to mail away! Happy mailing and good luck!

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Penalties Assessed by USPS June 2014

Penalties Assessed by USPS June 2014

Screen_Shot_2011-10-02_at_3_22_44_PM_large_verge_medium_landscapeOccasionally readers ask me why I spend so much time reviewing postal rules and regulations. Most often these questions are regarding meeting Move Update requirements, specs for postcards, self-mailers and letters vs flats.

In the news this week were two good examples of why understanding these regulations is crucial.

The postal service hit Southern California Edison with $7.6 million in penalties for allegedly not keeping its address lists up to date. The postal service noted a “suspiciously high increase” in the amount of undeliverable and return-to-sender First Class mail SCE sent between 2006 and 2008.

SCE acknowledged two errors in managing its address correction procedures. These errors showed up in missing apartment or suite numbers and how to handle fractional number street address (such as 29 ½ Elm Street). They contend that these instances did not cause an appreciable increase in bad addresses.

The postal service ordered a refund of postage discounts SCE earned for mail presented between May 14, 2007 and November 26, 2008. The estimate was 82 million pieces of mail at a total penalty of $7.6 million.

The second news story involved Sears allegedly violating rules for folded self-mailers. The trouble was over the placement and type of seals used on 6.3 million folded Standard Class self-mailers sent out for promotions in 2009.

Sears stated that the pieces met postal regulations or were specifically approved by postal officials because they were designed not to jam letter sorting machinery. USPS determined that the pieces needed a second tab and that some were improperly sealed with glue instead of tabs.

Sears was dinged with $1.1 million for the alleged violation.

Both Sears and Southern California Edison have filed appeals of the USPS decisions with the U.S. District Court in Washington.

Keeping up-to-date on postal rulings and regulations is no laughing matter when your company is fined for non-compliance. Please reach out to USPS Mailpiece Design Analysts and/or your outsource mail vendor. Both are there to help guide you through maximizing your mailings.

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USPS | Picture Permit Promotion

Picture Permit Promotion

August 1 – September 30, 2013

0612_PicturePermit_storyAdd value to your mailpiece in a creative way using the new Picture Permit Imprint Indicia.  Incorporate a company logo, brand image or trademark to the area where a stamp, meter imprint of permit imprint would appear.

Boosting your brand recognition, logos, products and promotions could improve the overall effectiveness of your mailing.

Picture Permit mail is available for presorted First Class mail and Standard letters. Full Service Intelligent Mail barcode is a requirement.

There is an extra fee per piece – for First Class letters and cards the additional fee is $0.01, for Standard letters the fee is $0.02 per piece.

The USPS will begin a promotion of Picture Permit mail beginning August 1, 2013 and running through September 30, 2013.  Registration for the promotion begins June 1.

This promotion will eliminate the per piece fees for both First Class and Standard letters and cards.  There is a 4 step application process which must be approved by the USPS Program Office prior to promotion registration.

Picture Permit Requirements:

  • Logos, brand images or trademarks
  • Color images only
  • Mailpiece must include Intelligent Mail barcode
  • Application, design approval and sampling prior to mailing

Benefits:

  • Boost mailpiece visibility, value and potential open rate
  • Increase brand awareness
  • Promote company products and services

How would you use Picture Permit Imprint Indicia to benefit your company? We would love to hear your ideas and successes!

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