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Designing Letter and Reply Mail—Contentsoperations- Letter and Reply Mail 1 Introduction Purpose This publication can be used by anyone who wants to reduce mailing costs while benefiting

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  • Table of Contents

    Table of Exhibits

    Introduction

    1 Automation Benefits

    2 Automation Design Standards

    3 Automation Addressing

    4 POSTNET Barcodes

    5 Reply Mail

    6 Business Reply Mail

    7 Courtesy Reply Mail

    Designing Letter and Reply MailContents

    Appendixes

    A Ink/Paper Definitions

    B Ink/Paper Measurement

    C Glossary

    D Decimal Equivalents

    E Getting More Information

    F Checklists

    G Quick Service Guides

    H Ancillary Service Endorsements

    Publication 25, July 2003

  • Designing Letter and Reply Mail i

    Contents

    Exhibits ........................................................................ v

    Introduction ................................................................. 1Purpose .................................................................................... 1Checking the Source ................................................................ 1

    1 Automation Benefits ............................................... 3The Value of Automation .......................................................... 3Financial Savings ..................................................................... 3Postal Processing ..................................................................... 4Automated Letter Processing Equipment ................................. 4Postage Discounts.................................................................... 5Barcoding Specifications .......................................................... 6Assistance ................................................................................ 6Tools ......................................................................................... 7Barcoding Software and Equipment ....................................... 10

    2 Automation Design Standards ............................. 11Overview ................................................................................ 11Mailpiece Dimensions ............................................................ 11Mailpiece Materials and Construction .................................... 13Mailpiece Flexibility ................................................................ 17Incompatible Materials and Sealing Methods ........................ 17Window Envelopes and Inserts .............................................. 18Address Labels and Stickers .................................................. 23

    3 Automation Addressing ....................................... 25Overview ................................................................................ 25General Standards ................................................................. 25Mailpiece Clear Zones on Nonbarcoded Mailpieces .............. 26Address Printing Guidelines ................................................... 29Reflectance and Print Contrast .............................................. 34

  • ii Publication 25, July 2003

    Contents

    4 POSTNET Barcodes .............................................. 37Overview ................................................................................ 37Description and Benefits ........................................................ 37Delivery Point Barcode ........................................................... 37POSTNET Format .................................................................. 38Bar Spacing (Pitch) ................................................................ 42Barcode Locations ................................................................. 42Barcode Layout ...................................................................... 44Barcode Printing ..................................................................... 46

    5 Reply Mail .............................................................. 49Basic Information ................................................................... 49Choosing Reply Mail Type ...................................................... 49Selecting Facing Identification Marks ..................................... 52FIM Standards ........................................................................ 54FIM Positives .......................................................................... 55Obtaining FIMs and Barcodes ................................................ 55Avoiding Sorting Errors .......................................................... 57

    6 Business Reply Mail ............................................. 59Receiving Customer Responses ............................................ 59Following Design Formats ...................................................... 59Meeting Size Standards ......................................................... 67Meeting Printing Standards .................................................... 68Using Window Envelopes ....................................................... 70Prebarcoding Your BRM ......................................................... 73Adding Optional Elements ...................................................... 75Using BRM Varieties .............................................................. 77Priority Business Reply Mail ................................................... 78Paying for Replies .................................................................. 78Participating in Qualified Business Reply Mail ....................... 79Using International Business Reply Service .......................... 81

    7 Courtesy Reply Mail .............................................. 89Receiving Customer Responses ............................................ 89Following Design Formats ...................................................... 89Printing Your Mail .................................................................... 96Using Window Envelopes ....................................................... 96Meter Reply Mail .................................................................... 96

  • Designing Letter and Reply Mail iii

    Appendixes

    A Ink/Paper Definitions ............................................ 97

    B Ink/Paper Measurement ........................................ 98

    C Glossary............................................................... 100

    D Decimal Equivalents ........................................... 106

    E Getting More Information ................................... 107

    F Checklists ............................................................ 114

    G Quick Service Guides ......................................... 118

    H Ancillary Service Endorsements ....................... 130

    Contents

  • iv Publication 25, July 2003

    Contents

  • Designing Letter and Reply Mail v

    Exhibits1-1 Notice 3-A, Letter-Size Mail Dimensional

    Standards Template ..................................................... 71-2 Notice 67, Automation Template .................................. 81-3 POSTNET Code Eyepiece With Reticle ...................... 9

    2-1 Letter Mail Dimensions .............................................. 112-2 Aspect Ratio .............................................................. 132-3 Folded Self-Mailers .................................................... 152-4 Address/Window Clearance ...................................... 192-5 Excessive Address Insert Shift .................................. 192-6 Barcode/Window Clearance ...................................... 202-7 Excessive Barcode Insert Shift .................................. 212-8 Window Clear Space ................................................. 222-9 Address Label ........................................................... 24

    3-1 Mailpiece Clear Zones and Free Space .................... 273-2 Nonaddress Printing Space (Unshaded Area) .......... 283-3 Unacceptable Type Styles ......................................... 293-4 Preferred vs. Flat-Top Characters .............................. 303-5 Dot Matrix Characters ............................................... 303-6 Type Sizes ................................................................. 313-7 Character Stroke Width ............................................. 323-8 Character Spacing ..................................................... 323-9 Word Spacing ............................................................ 333-10 Line Spacing ................................................................ 333-11 Address Block Skew .................................................... 34

    4-1 Delivery Point Barcode .............................................. 384-2 POSTNET Barcode Specifications ............................ 394-3 Delivery Point POSTNET Format .............................. 404-4 Code Elements .......................................................... 414-5 Barcode Placement Areas ......................................... 424-6 Address Block Barcode Placement Options .............. 434-7 Lower Right Corner Barcode ..................................... 444-8 Bar Tilt ....................................................................... 454-9 Barcode Baseline Shift .............................................. 454-10 Overinking (Extraneous Ink) ........................................ 464-11 Voids ............................................................................ 47

    Exhibits

  • vi Publication 25, July 2003

    Exhibits

    5-1 BRM Postcard and Envelope ..................................... 505-2 CRM Postcard and Envelope .................................... 515-3 FIMs A, B, C, and D ................................................... 535-4 FIM Location .............................................................. 545-5 BRM Camera-Ready FIM and Barcode .................... 565-6 CRM Camera-Ready FIM and Barcode .................... 56

    6-1 BRM Design Forma

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