1

DOC. 1

TECHNICAL

SPECIFICATIONS FOR

THE POSTEMINIBOX

RANGE OF PRODUCTS

CONTENTS

ATTACHED DOCUMENTS 1

1 PURPOSE AND SCOPE OF APPLICATION 2

2 TERMS AND DEFINITIONS 3

3 GENERAL CHARACTERISTICS 4

3.1 Quality objectives 4

4 ACCESS CONDITIONS 5

4.1 What to send 5

4.2 Territorial coverage 5

4.3 What not to send 5

4.4 Quantity 6

5 FRANKING AND PAYMENT METHODS 7

5.1 SMA logo 8

5.2 Payment methods 8 6 CHARACTERISTICS OF THE CONSIGNMENT 9

6.1 Formats and dimensions 9

6.2 Weight 9

7 METHOD OF PACKAGING THE CONSIGNMENT 10

8 CONSIGNMENT LAYOUT 12

8.1 Front layout of the consignment 12

8.1.1 Franking zone 13

8.2 Recipient address block specifications 14

8.2.1.1 Address block typographical specifications 14

8.3 Sender address block 15

8.4 Posteminibox Track barcode block 15

8.5 Labelling 16

8.6 Example layout images 17

9 AUTHORISATION FOR SELF PRINTING 19

10 CONSIGNMENT OF GOODS 21

10.1 Customs 21

10.1.1 Model CN22 22

10.1.2 Model CN23 23

11 ACCESSORY SERVICES ........................................................................... 25

11.1 Pick-Up 28

11.2 Posta easy 28

11.3 Cash on delivery (COD) 29

11.4 Advice of receipt 30

12 CONSIGNMENT PREPARATION METHODS 31

12.1 Preparation of consignments using the pick-up service 31

12.2 Preparation of consignments delivered directly to the Acceptance Centres 32

12.2.1 Preparation in boxes 32

12.2.2 Preparation in files 33

12.2.3 Preparation in pallets 33

12.2.4 Labelling 35

12.2.5 Preparation criteria for consignments in boxes 37

12.2.6 Preparation criteria for consignments in files 37

12.2.7 Pallet preparation criteria 37

13 ACCEPTANCE AND CONTROLS 39

13.1 Acceptance centres 40

13.2 Acceptance cut-off time 40

13.3 Delivery slips 42

14 APPENDIX 43

14.1 Technical characteristics of the product in an envelope 43

14.2 Envelope formats 43

14.3 Envelope materials 44

14.4 Material of window 44

14.5 Adhesives and closing flaps 44

14.6 Movement of the insert inside the windowed envelope 45

14.7 Packaging methods of consignments with contents other than paper 45

14.8 Packaging and liquids 45

14.8.1 Packaging 45

14.8.2 Liquids 45

14.9 Dangerous goods 46

DOCUMENTS ATTACHED

• SMA summary list

• Acceptance analytical list

• . GU electronic list technical annex

• barcode 3 of 9

• Process and procedure for authorisation for self printing registered

delivery post and related accessory services

• ASP model for self printing authorisation procedure registered delivery

post and related accessory services

1

1 PURPOSE AND SCOPE OF APPLICATION

The aim of this document is to provide a detailed description of the

technical characteristics of the Posteminibox range, so as to provide the

Customer with useful information in order to correctly prepare and

package the product, in compliance with Poste Italiane standards.

The range comprises three services:

• Posteminibox Economy non-tracked service with standard dispatch

• Posteminibox non-tracked service with quick dispatch

• Posteminibox Track tracked service with signature by recipient

A description follows of the characteristics of the product, preparation of

consignments and acceptance procedures.

2

2 TERMS AND DEFINITIONS

Code Description

Front of the consignment Side of the consignment displaying the recipient’s address

Line spacing Space between the lines of the address

Pantone International reference system for the selection, specification,

identification and control of colours

Back of the consignment Opposite side of the consignment to the front

PCL Poste Comunicazione e Logistica

UPU Universal Postal Union

DTS Droits de Tirage Spéciaux: name of the monetary unit

accepted by the UPU Member States

CN22 Customs declaration accompanying each dispatch to non-EU

destination, containing goods worth up to 300 DTS

CN23 Customs declaration accompanying each dispatch to non-EU

destination, containing goods worth more than 300 DTS

3

3 GENERAL CHARACTERISTICS

The Posteminibox range is the non-universal international postage service

suitable to send letters, documents and objects weighing up to 2 kg.

The main advantages are:

• simplicity: simply apply an adhesive label to the consignment

• Pick-up service (conditions paragraph 11.1)

• Easy Post service (conditions paragraph 11.2)

• price calculated on actual weight and not volumetric weight

• Tracking only for Posteminibox Track

For the Posteminibox and Posteminibox Economy services, only one

attempt to deliver will be made and no deposit service is required.

For the Posteminibox Track service, only one attempt to deliver will be

made but if the addressee is absent, a notice will be left to collect the

consignment from the offices made available by the Postal Operator of the

destination country. The consignment is held in the depot for up to 30 days

(depending on the regulation of the destination country).

For the whole range of products, any consignment considered as “unable

to be delivered” due to refused delivery, insufficient, inexact or non-

existent address or recipient unable to be located, unknown, deceased or

moved, will be returned to the sender.

3.1 Quality objectives

Average time necessary to deliver to the addressee abroad varies

depending on the service chosen. Information is available from the website

www.poste.it

4

4 ACCESS CONDITIONS

Customers accepting the general contractual conditions and complying

with these technical specifications in the production of consignments of the

POSTEMINIBOX range, can access the service.

4.1 What to send

Consignments may contain documents and objects for which there is no

ban on export or import in the destination countries and for which air

transport is not specifically prohibited.

4.2 Territorial coverage

The Posteminibox range can be sent to the destinations described in the

annex containing the table of prices.

4.3 What not to send

Any contents prohibited by the law or considered dangerous by national or

international legislation, or which, by nature or due to their packaging, may

endanger human or animal life or prejudice the means of transport, or

which may otherwise damage or contaminate other goods transported, or

whose transport, import or export is prohibited by any law, regulation or

statute pro tempore issued by any federal, state or local government of

any country from or through which the delivery may be made, shall not be

permitted.

5

Specific indications follow on some objects that are not permitted:

• cash in any currency, values, stamps, registered or bearer bonds;

• gold, processed and unprocessed precious metals, precious stones,

coal and industrial diamonds;

• weapons of any type or parts of such, explosive devices, including

dangerous or combustible materials;

• pornographic materials;

• obscene or immoral objects;

• counterfeit and pirated objects;

• animals, dead or alive, plants;

• perishable food produce or controlled temperature goods;

• perishable materials;

• articles subject to IATA restrictions (flammable materials and liquids);

• any dangerous substance.

More information about dangerous goods is available in Appendix 14.

4.4 Quantity

No minimum thresholds are established to access the service.

6

5 FRANKING AND PAYMENT METHODS

The franking method established for the Posteminibox range is SMA, upon

issue of the relevant authorisation by the commercial structures, once the

agreement has been signed.

It is not possible to frank with stamps.

Customers wishing to make dispatches of the Posteminibox range must

include the product logo in the area reserved for franking, by means of:

• printing on the envelope (recommended solution);

• printing on the label to be affixed to the envelope (as long as the label

cannot be removed and has high adhesive strength);

• affixing of non-removable stamp (as long as all the details contained,

including the authorisation code, are perfectly legible);

It is mandatory for the data regarding the authorisation issued by Poste, at

the time the contract is stipulated (authorisation number and validity date),

to be displayed on the consignment, in one of two possible alternative

manners:

• inside the logo;

• inside the address block, as the first line, for preference separated by a

blank line. In this case, we recommend using Times New Roman 8pt

font.

7

The authorisation code must not be handwritten.

5.1 SMA logo

The SMA logo must be prepared in one of the following dimensions:

• 45 mm x 26 mm

• 35 mm x 20 mm

Posteminibox Economy: Posteminibox: Posteminibox Track:

Any colour can be used as long as it has high chromatic intensity, no less than

30% of the background colour, in a way that ensures the certain legibility of

the logo and any other texts (authorisation).

The chromatic codes of the Posta target Gold trademark logo cannot be used:

• pantone: 872C

• four-colours: 20% Cyan / 30% Magenta / 70% Yellow / 15% Black

Additionally, it is necessary to avoid colors that could easily be mistaken for

the above shades. The logo must be placed on the same side as the address

block in the top right corner of the consignment. The logo in electronic format

is provided by the Territorial Sales Areas together with the SMA authorisation

following the signing of the contract.

5.2 Methods of payment

The product may be paid for in advance or deferredly.

8

6 CHARACTERISTICS OF THE CONSIGNMENT

Below are the characteristics of the consignment.

6.1 Formats and dimensions

Posteminibox consignments must respect the following dimensional limits:

• Minimum dimensions: 11 x 15 cm;

• Maximum dimensions: the sum of the three dimensions must not exceed

90 cm and the largest measurement must be no more than 60 cm.

Consignments exceeding the maximum dimensional limits cannot be

accepted.

6.2 Weight

The maximum weight for Posteminibox consignments is

2Kg.

There are 3 weightsteps

Weightstep Grams from

Grams to

1 0 500

2 501 1,000

3 1001 2,000

Consignments exceeding the maximum weight limit cannot be accepted.

9

7 METHOD OF PACKAGING THE CONSIGNMENT

The sender customer must package and close each consignment in a

manner appropriate to the weight, shape and nature of the contents. The

packaging and closure must protect the contents from deterioration and

tampering.

The sender shall take care in preparing the inner insulating packaging, to

guarantee the contents suitable protection during transport and

distribution, suitable resistance to climate changes and differences in

temperature, as well as changes in atmospheric pressure, given that

deliveries are made by air. The internal packaging must be suitable to

protecting the contents from impacts and vibrations.

Any packaging material and padding can be used (e.g. polystyrene

“peanuts”; bubble wrap, etc.).

Specific information about packaging and liquids is given in appendix 14.

Consignments can be packaged as follows:

• in a paper envelope

• in cellophane

• in packets

For packaging in envelopes, refer to the description given in paragraph 8.

If sending consignments packaged in cellophane or a packet, apply an adhesive label to the front of the box, preferentially in the bottom right, parallel to the longest side. Label specifications are given in paragraph 8.5.

10

The adhesive strength of the label must be such as to destroy it and in any

case not allow for it to be removed without leaving a trace.

For packets containing goods, add the wording ““SMALL PACKET” and

CONTENT printed in bold print below the sender address block,

respecting the clear zone.

11

8 CONSIGNMENT LAYOUT

8.1 Front layout of the consignment

The following must be given on the front of the consignment:

1. franking

2. recipient address block

3. sender address block with any logo

4. barcode 3 of 9 (for Posteminibox Track only)

5. if the consignment contains goods, the wording SMALL PACKET and

CONTENT must be included, printed in bold print and positioned below

the sender address block.

Below are example images of the front of a consignment:

Figure 1: Example front of a Posteminibox Economy and

Posteminibox consignment

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CONTENTS

Zone reserved for franking

Max. 140 mm

Max. 74 mm

Clear zone

Zone free from indications of any type.

5 mm

Figure 2: Example front of a Posteminibox Track consignment

3

Zone reserved for sender address block

5 SMALL PACKET

40mm mm

Max. 40

Zone reserved for franking

1

4

5 mm

2.5 mm

15 mm

15 mm

25mm

6

5mm

CONTENTS

Max. 140 mm

5 mm

ADDRESSEE

Clear zone

Max. 74 mm

2

15 mm

8.1.1 Franking zone The franking zone is an area (on the front of the consignment) measuring

74 x 40 mm, measured starting from the top right corner of the

consignment; the product logo must be added here.

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CONTENTS

Zone reserved for franking

Max. 140 mm

Max. 74 mm

Clear zone

Zone free from indications of any type.

8.2 Recipient address block specifications

“Recipient address block” means the series of lines that form the address.

For the sake of convenience, reference is made below to the address

block as a rectangle surrounding the lines of the address, as shown in the

following example:

UNIVERSITÄT KONSTANZ

UNIVERSITATSSTRASSE 10

78464 KONSTANZ

GERMANY

The standards for address composition are given on the Poste Italiane

website www.poste.it.

The recipient address block must comply with the image specifications

given in paragraph 8.2 and may be:

• printed directly on the consignment;

• printed onto a suitable label added thereafter to the envelope or packet

• placed inside the consignment and visible through a transparent

window, its material should comply with the characteristics defined in

paragraph 14.4.

8.2.1.1 Address block typographical specifications Below are the commonly-used typographical specifications for the

recipient address block:

• the address is typed with black ink on a white area.

• font style: only “normal” style is permitted.

• no other styles can be used, such as:

– bold print, underlined or condensed;

– giant, graphics, gothic, italics or similar;

– embellished (serif).

• the address block is free of logotypes or extraneous writing

(manufacturer’s brands, column divisions, writing in small print, sales

contacts, codes etc.).

• the distance between two successive words is between 1 and 3 characters.

• the line spacing is single and constant for all the address lines.

14

• the address lines are parallel.

• the address lines are left aligned.

• the inclination of the address lines are contained within an angle of 5°

compared to the base of the letter.

• no blank lines are left between the first and last of the address;

• fonts used:

Font Size (pt) Font spacing (pt) Recommended

Arial

from 10 to 12

from 0 (normal)

to 0.5 (expanded)

10pt expanded

Franklin Gothic Book 10pt expanded

Helvetica 10pt expanded

OCR 2-B 10pt normal

Trebuchet MS 12pt normal

Verdana 10pt normal

Lucida Console from 8 to 12 10pt expanded

8.3 Sender address block

The sender address block is placed on the front of the consignment, in the

top left corner.

The composition of the sender’s address follows the same rules as

regards information content as the address (Recipient, Street, Postcode,

City). As regards the typographical specifications of the sender address,

the same recommendations are made as for the recipient address block;

in any case, they must ensure legibility.

The Customer’s logo can be included in the sender address block, as long

as it contains all the information detailed above.

8.4 Posteminibox Track barcode block

For the Posteminibox Track product, consignments must have a barcode

and must comply with the related technical specifications applicable to the

printing of the 3 of 9 barcode published on the website www.poste.it

The barcode block comprises:

• the product identification letter (R);

15

• the minimum rectangular area that surrounds the bars and the spaces

and the clear information (alphanumeric characters) positioned just

below.

Poste Italiane offers two alternative manners by which to apply the

barcode block to consignments:

1. purchasing adhesive labels bearing the barcode. These can be

purchased from the Postal Centres or by means of the “sale of printed

materials” available from the Poste Italiane website at http://www.poste-

impresa.it/online/ pmi/postali/stampati/index.shtml

2. Printing your own barcode, respecting:

• the technical specifications published here: http://www. poste-

impresa.it/online/pmi/postali/estero/documenti-download.shtml

• the authorisation procedures indicated in paragraph 9.

The barcode block must be visible inside the label or window in the

dedicated area (see example layout), respecting the address zones.

Figure 3: Example barcode 3 of 9 layout

8.5 Labelling

If the Customer needs to send small packets, a label can be used, to be

affixed to the consignment, containing all the information indicated in

paragraph 8.1. If the consignment contains goods, the wording SMALL

PACKET and CONTENT must be included, printed in bold print and

positioned below the sender address block, as shown in the image here:

Alternatively, Poste Italiane makes a dedicated product label available to

the Customer, in an editable .PDF format, which allows for the compilation

and printing out of the data entered (format 14.5 x 10.5 cm).

16

This label is shown on the web page http://www.poste-

impresa.it/online/pmi/postali/estero/documenti-download.shtml dedicated

to the Posteminibox service.

Figure 4: Adhesive label for consignments in packets

8.6 Example layout images

1) Example Posteminibox Track layout in paper packaging with envelope

without window:

Figure 5: Example front of a Posteminibox Track consignment

17

CONTENTS

CONTENTS

Zone reserved for franking

Max. 140 mm

Max. 74 mm

Clear zone

Zone free from indications of any type.

Example Posteminibox Track layout in paper packaging with envelope with

window:

Figure 6: Example C6 envelope with three windows (front of a

Posteminibox Track consignment)

3) Example layout of Posteminibox Track packed with the use of adhesive

label (e.g. packet)

Figure 7: front of packet

18

CONTENTS

EXAMPLE

EXAMPLE

CONTENTS

9 AUTHORISATION FOR SELF PRINTING

Customers wishing to print their own Posteminibox Track products must

comply with the Procedure for Authorisation for Self Printing for Registered

Delivery Post, delivered upon the signing by the sales contact persons of

the contract/agreement and available together with the related Mod. ASP

(Authorisation Process Start form) on the website www.poste.it. The

Authorisation Procedure aims to verify, in advance, compliance with the

Product standards defined by Poste Italiane.

The Poste Italiane facility to which to apply to activate the procedure is the

Product Approval Centre:

Poste Italiane SpA

Posta, Comunicazione e Logistica

Centro Omologazione Prodotto

VIALE EUROPA 175

00144 ROMA RM

e-mail: infocat@posteitaliane.it

Tel. 06 5958 4012 Hours: Monday to Friday, 09:00 - 15:00

Fax 06 5958 8678

Following issue of the Authorisation for Self Printing, the COP assigns a

• code authorising self printing, which must be stated clearly and

legibly:

- for preference in the product logo, for reference just below the SMA

authorisation number.

The code must be printed in capital letters, in the bottom left corner of the

logo, with black contrast on white and a clear zone of at least 1mm; it may

be reported only on the positive version.

19

The font making up the approval code must have an inter-character

spacing of between 0.25 mm (2 pixels) and 0.5 mm (4 pixels) and a height

ranging between 1.5 mm (12 pixels) and 2.5 mm (20 pixels).

The approval code string must be in the left half of the logo.

• Alternatively, it can be printed in the recipient address block, for

preference separated by a blank line from it; in this case, we recommend

using Times New Roman 8pt font.

Self printing authorisation code

• The numerical range necessary to the customisation of the barcode that

uniquely identifies each consignment.

The authorisation for self printing and the respective Approval Code issued

will be valid until the expiry of the contract/agreement signed with Poste

Italiane for posting the product and, in any case, as long as maintenance of

the product standards (which is subject to verification in accordance with

the technical specifications in force) is guaranteed, in accordance with the

technical specifications in force.

20 DCOXX9999

XXXXXXXXXX

UNIVERSITAT KONSTANZ

GERMANY

self printing authorisation code

SMA authorisation

10 CONSIGNMENT OF GOODS

The Posteminibox range can be used to send packets containing goods

and samples of goods with or without commercial value or books weighing

up to 2 kg; in this case, the consignment must bear a label reading

SMALL PACKET and the wording CONTENT printed in bold print and

positioned below the sender address block, as shown in the image here:

10.1 Customs

In the case of consignments intended for non-EU countries, containing

small goods, the consignment must include one of the two customs

declarations, depending on the value of the object:

• Value < 300 DTS: the consignment must contain model CN 22

• Value > 300 DTS: the consignment must contain model CN 23

• It is also important to print the wording SMALL PACKET and

CONTENT below the sender address block.

21 CONTENTS

EXAMPLE

10.1.1 Model CN22 The model CN22 must have the following characteristics:

• Dimensions 74x97 mm

• White or green background colour (PANTONE process coated EURO

DE 2742 C)

• Language: English or French

• Text in black

Figure 8: Example model CN 22 (front) Figure 9: back model CN 22

The CN22 declaration can be:

• affixed in the form of an adhesive label (also available for purchase on e-

procurement)

• printed out together with the Posteminibox label

Figure 10: Example packaging with CN 22 separate from

Posteminibox Track label

22

CONTENTS

EXAMPLE

Figure 11: Example packaging with adhesive Posteminibox label

together with the CN22 label

10.1.2 Model CN23 If the declared value of the contents exceeds 300 DTS, the consignment

must also be accompanied by customs declaration CN23. For preference,

the declaration should be placed in a transparent, adhesive pocket

attached to the consignment. Alternatively, it can be included in the

consignment and an adhesive label affixed to it to indicate that the

declaration has been included.

The label is shown below and the technical characteristics are:

• Dimensions: 50x25 mm

• White or green colour (PANTONE process coated EURO DE 274-2 C)

• Language: English or French

Figure 12: Label indicating the presence of customs declaration

CN23

23

CONTENTS

EXAMPLE

Figure 13: Example CN 23 (front)

INSTRUCTIONS Attach the customs declaration and accompanying documents firmly on the outside of the consignment, for preference in a transparent adhesive pouch. If the declaration is not clearly visible from the outside, or if preferring to include it within the consignment, affix a label on the outside indicating that the customs declaration is included. The customs declaration must be prepared in English or French or another language admitted in the destination country. To have your consignment released from customs, the customs office of the destination country must know the exact contents. Consequently, the declaration must be compiled in full, precisely and legibly. Failure to do so may lead to delays in dispatching the consignment and other issues for the recipient. Any false, ambiguous or incomplete declaration may cause the consignment to be seized. It is also possible that the goods you are sending are subject to restrictions. It is therefore important that you find out about import and export possibilities (prohibitions, restrictions, such as quarantine, limits for pharmaceutical products, etc.) or documents (commercial invoice, certificate of origin, medical certificate, licence, authorisation for goods subject to quarantine, such as: products of animal or vegetable origin, food, etc.) as may be required by the destination country.

The term “commercial consignment” is used to mean any goods exported or imported, sold in exchange for monies or exchanged wi thout a cash payment as part of a transaction.

Box 1) Provide a detailed description of each object contained in the consignment, for example men’s shirts in settlement. Generic indications, such as

“commercial sample”, are not permitted. Box 2) Specify the quantity of each object and the unit of measurement used Box 3) Specify the net weight of each pack in kg Box 4) Specify the total weight in kg, including packaging, when preparing the consignment Boxes 5) and 6) Specify the value of each object or total, indicating the currency used. For example EUR for euro. Box 7) The tariff number must be based on the harmonised system SH ((Système harmonisé) with six figures of designation and encoding the goods prepared

by the World Custom Organisation. Box 8) The term “country of origin” means the country from which the goods originate, e.g. the country of production, manufacture or assembly. To facilitate the processing of consignments at customs offices, we recommend providing full details of all this data. Box 9) Specify the amount of the franking tax paid for the consignment and separately, all other costs (e.g. insurance). Box 10) Put a cross in the box or boxes, specifying the category of the consignment. Box 11) Precisely specify if the contents (products of animal or vegetable origin, food, etc.) are subject to quarantine or other restrictions. Box 12), 13) and 14) If your consignment is accompanied by a licence or certificate, put a cross in the relevant box and specify the number. Attach an invoice to all commercial

consignments. Box 15) The signature and date represent the sender’s guarantee of the data supplied.

Figure 14: Example CN 23 (back)

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11 ACCESSORY SERVICES

The following accessory services are available for the Posteminibox range.

11.1 Pick-Up

The Full Pick-Up Service for the Posteminibox Range includes the

collection from the domicile indicated by the Customer and is regulated by

the specific Pick-Up General Conditions of Service.

The service is provided weekly, from Monday to Friday, excluding

Saturdays and public holidays. Collection is made from the Customer, at

the ground floor of the address indicated, on the days and within the hours

specified on the Full Pick-Up customer card.

For more information on the Full Pick-Up Postal service, please refer to

the General Conditions of Service, available at the dedicated link (DOC.

2).

Additional prices related to an amount of collected consignments below a

given minimum threshold, are displayed in Annex 2.

11.2 Posta easy

Posta Easy is the pre-processing service, which enables the preparation of

the correspondence and the dispatch of consignments. Please note that

the Posta Easy services cannot handle:

• the compilation of customs declarations (CN 22/CN 23) where

necessary (for which the Customer therefore remains responsible)

25

• the cash on delivery service (related to the Posteminibox Track product

only)

For more details on the service, refer to the Full Easy Postal Product

Technical Specifications available from www.poste.it

11.3 Cash on delivery (COD)

If the accessory Cash on Delivery service is requested, model TFP3 must

also be filled in, to be included in an unsealed transparent pouch, attached

to the package.

This service can be used for Posteminibox Track only and only in certain

countries. For more information, see the relevant page of the website

www.poste.it.

Figure 15: Front model TFP3

26

Figure 16: Back model TFP3

11.4 Advice of receipt

The advice of receipt (model CN07) provides proof of delivery, bearing the

date and signature of the recipient. The technical specifications of CN07

are set out in the CN07 Product Technical Specifications available from

www.poste.it

This service is only available for Posteminibox Track.

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12 CONSIGNMENT PREPARATION METHODS

The criteria applicable to the preparation of dispatches vary according to

the method used to deliver consignments to the Acceptance Centres.

12.1 Preparation of consignments using the pick-up

service

Consignments using the pick-up service must be aggregated into bags

closed using yellow anti-tamper seals, complete with a label mod. 215 S.

If the entire quantity to be posted includes different product types and the

use of more than one bag, the Customer must place the Posteminibox

Track consignments in a dedicated bag.

The label should be filled in with the following information:

1. Customer name or business name

2. Wording:; “for acceptance of Business Customers”

3. Product name:

a. “name of product contained” - for bags containing a single type of

Posteminibox product (e.g. Economy Track)

b. MIX Posteminibox for a bag containing different types of Posteminibox

product.

If the Customer uses more than one Posteminibox range service, it must

divide up the consignments according to the service type (Posteminibox

Economy, Posteminibox, Posteminibox Track and Posteminibox Track

with cash on delivery)

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____________________________

_______________________________________

Figure 17: Example Model 215

12.2 Preparation of consignments delivered directly to

the Acceptance Centres

The customer presenting the dispatch at one of the authorised centres,

must group the product in one of the preparation methods suggested by

Poste Italiane. More specifically, the Poste Italiane preparation

specifications establish that:

• paper consignments shall be packaged into paper envelopes

• cellophane consignments shall be packaged into files

• packets shall be packaged directly onto pallets

12.2.1 Preparation in boxes Consignments prepared in boxes must all be directed and facing the same

way, and must not exceed the total weight of between 4 and 7 kg (with

tolerance of ± 2% in weight). The box dimensions must be compatible with

the format of the consignments contained (it is possible to reuse the same

boxes used to put into market the empty envelopes).

The boxes must be built in such a way as to guarantee the integrity of the

contents, to allow for movement and transport and, unless specifically

agreed otherwise, are disposable and the responsibility of the Customer.

29

POSTE MINIBOX

ACCEPTANCE MAJOR CUSTOMERS for

CUSTOMER

NAME from

SPECIAL DISPATCH P

os

teitalia

ne

Any size is acceptable for the boxes as long as it is within the following

maximum measurements:

• maximum height: 35 cm

• maximum width: 35 cm

• maximum length: 55 cm

max. height 35 cm

max. length 35 cm

Each box is accompanied by a specific label, stuck to the shortest side of

the box, with the following information: Product name, Allocation centre,

Sending company, SAP code, Destination, Weight, Number of

consignments contained in the box and box calibration.

Paragraph 12.2.4 gives example layouts.

The editable label will be available at http://www. poste-

impresa.it/online/pmi/postali/estero/documenti-download.shtml, dedicated

to the product.

12.2.2 Preparation in files Consignments that are prepared in files must have a cross strap with a

total weight of no more than 5 kg (with a tolerance of 2% in weight). The

file preparation must be such as to guarantee the integrity of the contents

during transport and sorting.

Consignments must be ordered with the address facing upwards.

Each file is accompanied by a specific label with the following information:

Production name, Allocation centre, Sending company, SAP code,

Destination, Weight, Number of consignments contained. Paragraph

12.2.4 gives example layouts.

The editable label will be available at http://www. poste-

impresa.it/online/pmi/postali/estero/documenti-download.shtml, dedicated

to the product.

12.2.3 Preparation in pallets Preparation in pallets completes the preparation of consignments. If

aggregating into pallets, they are packaged with plastic film to ensure their

integrity during transport and movement, as a rule a sufficient number of

turns around of the film is used such as to ensure that the whole of the

lateral surface is covered by at least two layers of plastic film.

30

max. length 55 cm

Unless otherwise specifically agreed, the pallets used are disposable and the responsibility of the Customer.

The plastic film must be transparent and preferably yellow

(recommended Pantone 109C). As an alternative to yellow film, it is

possible to use colourless transparent plastic film but an A4 sheet, also

yellow, must be placed under the cellophane on each side, as shown in

the figure.

Figure 18: Example pallet preparation

All the boxes and files must be contained within the outline of the pallet.

The pallets must have the following specifications:

• base dimensions: 80 x 120 cm (or modular measurements: 80 x 60 cm, 120 x 120 cm);

• maximum height: 150 cm.

• minimum volume: 0.5 m3

The upper weight limit is 700 Kg for non-stackable pallets and 300 Kg

for stackable pallets (the affixing of cardboard corners is mandatory in

this case).

The pallets are provided with appropriate labels, applied in such a way as

to be immediately visible.

The minimum label dimensions are those of A4 format (21 x 29.7 cm).

The following information is required: Product name, Allocation centre,

Sender company, Date of dispatch, Pallet ID, Net weight of the Pallet in

kg, Number of boxes, files or packets and destination.

31

12.2.4 Labelling To allow for a simple identification of the Posteminibox range, labels of a

size suitable to the chosen preparation, must be affixed to the file/box.

Below are some examples of labels:

Figure 19: Example label for Posteminibox preparation

Figure 20: Example label for Posteminibox Economy preparation

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Figure 21: Example label for Posteminibox Track preparation

Equally, specific A4 format labels must be affixed to the pallets. Below is an

example image.

Figure 22: Example A 4 format label for pallet preparation for the

Posteminibox range

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12.2.5 Preparation criteria for consignments in boxes A box is considered full when the contents within cannot move, the

consignments remain in an orderly fashion, in a vertical position and in

such a way as to guarantee that placing another box on top, does not

damage the contents.

The Customer is required to prepare homogeneous boxes according to:

• Type of service (Posteminibox, Posteminibox Economy, Posteminibox

Track, Posteminibox Track with cash on delivery)

• Consignment weights

• Progressive numerical sequence of barcodes (recommended only for

the Posteminibox Track product), foreign country of destination.

12.2.6 Preparation criteria for consignments in files The Customer is required to prepare homogeneous files according to:

• Type of service (Posteminibox Economy, Posteminibox, Posteminibox

Track, Posteminibox Track with cash on delivery)

• Consignment weights

• Progressive numerical sequence of barcodes (only for the Posteminibox

Track product)

• Foreign country of destination.

12.2.7 Pallet preparation criteria According to the composition and consistency of the shipment, different

consolidation methods are established.

The boxes, files and packets must be consolidated into pallets.

In order to guarantee the integrity and identification, boxes that are only

partially filled will always be positioned in the upper part of the pallet.

The editable label will be available here www.poste.it, in the part dedicated

to the product.

Paragraph 12.2.4 gives example layouts.

34

A. Pallets with same foreign country

Where there are sufficient boxes as to allow for the formation of dedicated

pallets (at least 0.5 m³) for an individual foreign country, for preference a

pallet should be prepared with the same foreign country of destination.

.

France Germany

B. Pallet mix

If the number of boxes, files or packets does not allow for different pallets

to be used for different destination countries, as described at the point

above, pallets will be prepared (at least 0.5 m³) containing consignments

intended for a mix of foreign countries.

35

13 ACCEPTANCE AND CONTROLS

All consignments will be subject to incoming controls by Poste Italiane,

according to the procedure in force.

The controls in the entry phase are aimed at checking the conformity of

the dispatch with the prerequisites necessary to access the service and for

the correct application of the price and, in particular, the Acceptance

Business Customers is required to:

a) check that the documentation attached to the shipment is complaint;

b) check that the number of consignments included in the container is

consistent with that declared on the list;

c) check the conformity of the consignments with the requirements

regarding weight, dimensions, type, integrity and content, admitted and

established by Poste;

d) check that the “SMA Summary List” is compliant for invoicing purposes;

e) check that the service chosen is consistent with the price indicated by

the Customer on the “SMA summary list”;

f) check the quantities consigned compared to those declared;

in order to verify the set quantities, the consignments will be weighed, in

order to obtain, on the basis of the total weight recorded and the unitary

weight declared, that the quantities coincide with those declared on the

list.

g) promptly notify the Customer of any irregularities or anomalies noted,

asking that the matter be remedied or consignment withdrawn;

h) return a stamped copy of the “SMA Summary List” to the Customer;

i) send correct shipments to the sorting Hub;

j) withhold the deeds and archive the “SMA Summary List” for 10 years

and the documentation relating to the pick-up service for 3 years.

In the event of deliveries made using the Full Pick-Up service, the AGC

operators shall check compliance with the minimum thresholds established

(see Annex 2) and return the stamped copy of the SMA Summary list and,

for the Posteminibox Track product only, also a copy of the Acceptance

Analytical list through the same entry channel, that the Customer will

receive at subsequent collection.

36

If successful, the dispatch will be accepted. If the check should be failed,

Poste will promptly inform the Customer of the irregularities or anomalies

noted, asking that they be remedied or the collection of consignments that

are not compliant with the requirements.

For dispatches exceeding 2,000 kg or 40,000 consignments per

individual dispatch, in view of the high volumes to be handled, the

customer shall schedule deliveries by contacting the sales contact person

so as to optimise the entire Poste Italiane production process.

13.1 Acceptance centres

Considering the volumes to be handled, the product preparation must take

place at:

• CMP (Centro di Meccanizzazione Postale): no quantitative limits

• Provincial centres: up to a maximum of 10,000 pieces or a limit of

1,000 kg

• CD (Centri di Distribuzione abilitati all’accettazione): up to a maximum of 5,000 pieces or a limit of 200 kg

Poste Italiane reserves the right to update the list of acceptance points

published on the website www.poste.it and to contact the sales contact

person for details on the acceptance service.

13.2 Acceptance cut-off time

The acceptance facilities will be accessible during the following opening

hours:

CMP

• 08:00 - 17:00, Monday to Friday

• 08:00 - 12:00 on Saturday

37

Please note that the CMP of Cagliari does not open to the public on

Saturdays.

Provincial centres

• 08:30 - 15:00, Monday to Friday

• 08:30 - 12:00 on Saturday, only at the centres of Perugia and Pisa

Distribution centres

• 08:30 - 15:00, Monday to Friday

According to the evolution of the organisational model, Poste Italiane

reserves the right to modify the public opening hours of the acceptance

points, notifying customers to this end. In any case, said times will be

affixed to the public at each centre.

In order for the delivery process to start from the acceptance day,

PosteMinibox consignments must be sent by the following cut-off times:

• Acceptance located at the CMP: 14:00, Monday to Friday

• Acceptance located at the Provincial centres: 11:00, Monday to Friday

• Acceptance located at the Distribution centres: 11:00, Monday to Friday

The following CMP are the exception

• CMP Bari: 12:00

• CMP Lamezia Terme: 10:00

• CMP Palermo: 12:30

• CMP Genoa: 10:00

For all consignments accepted within the time limit reported above, the

delivery service shall start from the same day as acceptance. Alternatively,

for the sole purpose of the delivery service, the shipments shall be

regarded as delivered on the working day after the day of acceptance.

Saturday is not counted for the purpose of calculating the delivery service,

including in the event acceptance remains active at the CMP and

provincial centres.

38

13.3 Delivery slips

The dispatch must be accompanied by:

• a SMA list, summarising the postal batch, also in duplicate,

containing all the information related to the delivery and the amount paid

(quantity of postal items, weight, format, etc.).

• an analytical list of registered post items, in duplicate, with an

indication of the first and last barcode number used for the entire

dispatch and separately indicate the barcode numbers that, although

included in the numerical range of the entire dispatch, are actually not

used;

• a GU format electronic list (the specifications of which are attached to

the Contract).

The lists are available on the dedicated web page http://www.poste-

impresa.it/online/pmi/postali/estero/documenti-download.shtml

SMA summary list - Posteminibox. The list is divided up into three areas,

two of which, related to the personal data and dispatch data, must be filled

in by the Customer; the third part must be filled in by Poste Italiane and

relates to the data validating Acceptance.

39

14 APPENDIX

14.1 Technical characteristics of the product in an envelope

Below are the technical specifications of the product defined by Poste

Italiane.

• Consignments must be inside an external envelope. Plastic cards can

be included, computerised storage devices (CDs, DVDs) and heat-

sealed sachets in compliance with the specifications given in paragraph

14.6;

• The formats and material used for the envelope are given in paragraph

14.2 and 14.3;

• If using an envelope with a transparent panel, the characteristics of the

material given in paragraph 14.4 must be applied;

• The following are not accepted:

– metal objects (clips, eyelets, folded hooks or staples);

– consignments with dragging holes on the side edges

– consignments with fluorescent or glossy paper

Below are the technical specifications of the product defined by Poste

Italiane.

14.2 Envelope formats

The recommended standard envelope formats are:

FORMAT DIMENSIONS

(width x height)

C6 162 mm x 114 mm

C5 229 mm x 162 mm

C4 324 mm x 229 mm

40

14.3 Envelope materials

The recommended characteristics for the material used to create the

envelope are:

ENVELOPE CHARACTERISTICS VALUES

Grams per square metre (UNI EN ISO 536/98) ≥ 80 g/m2

Thickness (EN 20534/94) 100 ÷ 150 µm

Opacity (UNI 7624/86) ≥ 90 %

Tear index (UNI EN 21974/95) ≥ 6 mNm²/g

14.4 Material of window

The recommended characteristics of the material for creating the envelope

window are:

CHARACTERISTICS - ENVELOPE WINDOW VALUES

Material Polystyrene type

Grams per square metre (UNI EN ISO 536/98) 34 g/m2 ± 5 %

Thickness (ASTM D 374 C) 32 µm ± 5 %

Gloss at 60°(ASTM D 2457/77) ≤ 60 %

Haze (ASTM D 1003/88) ≤ 25 %

Resistance to tear (ASTM D 1004– 94) (N/mm

thickness)

Long ≥ 50 N/mm Trasv ≥ 30

N/mm

14.5 Adhesives and closing flaps

Careful attention must be paid to the glues and adhesives used to prepare

the consignments and close the flaps. The preparation of the consignment

must make sure that:

• the consignment does not open during processing

• no glue leaks out

• gluing of any windows must not form folds in the transparent film

41

14.6 Movement of the insert within the consignment

with window

If an envelope with a window has an excessive movement of the insert

(sheet) within the consignment (envelope) this may result in:

the concealing of information below the windows, exceeding the

different thickness limits of the consignment

Suitable packaging must therefore be assured of consignments, so as to

avoid such problems (suitable envelope size with respect to the insert and

windows, central positioning of the address block and barcodes, etc.).

14.7 Packaging methods of consignments with

contents other than paper

Reference is made to the document by the same name (published on the website www.poste.it)

14.8 Casings and liquids

14.8.1 Casings All types of casing useful to sending objects can be used, as are available

on sale at the post offices.

14.8.2 Liquids Liquids can only be sent in special packaging. Liquids must be placed in

perfectly sealed recipients.

42

Envelope window Envelope window

Each recipient must then be placed inside a metal, wooden, plastic or

cardboard container, filled with sawdust or equivalent material, in sufficient

quantities to absorb the liquid, should the recipient break. Correct

packaging can be checked by shaking the container strongly and noting

that no sound can be heard.

14.9 Dangerous goods

Deliveries with the following contents will not be accepted. Therefore,

dispatches will not be accepted with the danger logos shown in the figures

below.

DANGEROUS GOODS

CLASSIFICATIONS CLASS 1:

EXPLOSIVES (munitions, grenades, detonators)

Background colour: orange

Symbol: exploding bomb: divisions 1.1, 1.2, 1.3

Black text: divisions 1.4, 1.5, 1.6

Text: Explosives

CLASS 2:

GASES (all aerosols, gas tanks, butane, propane, liquefied petroleum

gas, lighters)

Division 2.1: flammable gases, red background, flame symbol

Division 2.2: non-flammable gases, non-toxic, green background, gas

tank symbol

Division 2.3: toxic gas, white background, symbol of skull with two

crossbones

43

CLASS 3:

FLAMMABLE LIQUIDS (oil, petrol, some varnishes, solvent, white

spirit, alcohol)

Background colour: red

Symbol: flame

Text: Flammable liquid

CLASS 4:

FLAMMABLE SOLIDS, SPONTANEOUS COMBUSTION AND

DANGEROUS IF WET (matches, phosphor, lithium)

Division 4.1: solid flammable, white with seven vertical red stripes, black

flame

Division 4.2: spontaneous combustion, top half-white and bottom half-

black, black flame

Division 4.3: danger when wet, blue background, blue or white images

CLASS 5:

OXIDANTS AND ORGANIC PEROXIDES (oxygen, some industrial

bleaches, drain detergents)

Division 5.1: oxidant, yellow background, black flame on circle

Division 5.2: organic peroxide, yellow background, black flame on circle

44

CLASS 6:

Cat. B diagnostic and clinical biological substances

“Biological substance, category B” -”Diagnostic specimen” or “Clinical

specimen”

TOXIC AND INFECTIVE SUBSTANCES (weed killer, cyanide, samples

of infected foods)

Division 6.1: toxic substance, white background, symbol of skull with

two crossbones

Division 6.2: infective substance, white background, black symbol

(three overlaid sickles on a circle)

CLASS 7:

RADIOACTIVE MATERIAL (some fire extinguishers, medical

isotopes)

White category I, white background: black clover leaf

Yellow category II, top half yellow and bottom half-white; symbol: black

clover leaf

Yellow category III, top half yellow and bottom half-white; symbol: black

clover leaf

UN

3373

45

CLASS 8:

CORROSIVES (sulphuric acid, acid car batteries)

Background: top Half-white, bottom half black with white edge Symbol:

liquids poured from two glass test tubes that attack a hand and metal

CLASS 9:

SUNDRY DANGEROUS MATERIALS (dry ice, lithium batteries, some

life-saving equipment, magnetised materials)

Background: white

Symbol: seven vertical black stripes in the top half

MISCELLANEOUS CLASS TRANSPORT LABELS

46

47

How can we help you?

Contact us Go to the Assistance section on poste.it and fill in the form

Call us 800.00.33.22 operative Monday to Saturday from 08:00 to 20:00 (call free of charge from a landline)

199.100.160 for calls from a mobile network (the cost of the call depends on the operator used and is a maximum of Euro 0.60 per minute plus Euro 0.15 at response)

Write to us Casella Postale 160 – 00144 Rome E-mail servizio.clienti@posteitaliane.it