Unaddressed Mail Preparation Business Letter Services

Unaddressed Mail PreparationBusiness Letter Services

IntroductionUnaddressed Mail is an Australia Post service for the delivery of mail which does not include a delivery address, and is used to deliver leaflets, catalogues, merchandising samples etc to all letterboxes in a geographical area.

In this module

This module introduces you to Australia Post’s requirements for Unaddressed Mail preparation.

Learning outcomes

By completing this module, you will be able to:

• specify Unaddressed Mail article size, weight and type requirements

• identify the correct addressing conditions for Unaddressed Mail articles

• identify the booking requirements for Unaddressed Mail articles

Unaddressed Mail at a glance Unaddressed Mail is an Australia Post service for the delivery of mail which does not include a name or specific delivery address. This mail can be enveloped, wrapped or unwrapped.

Businesses can design and produce Unaddressed Mail articles for delivery to geographic areas, targeting business addresses, residential addresses or both. They can use the service to contact prospective customers without needing to have a name and address on the article.

With Unaddressed Mail, you can:

• target either businesses or private addresses with advertising material

• maximize the space available for creative artwork

• start building a customer database as a first step in creating direct mail

• acquire new customers or build store traffic

• communicate to prospective customers without having to acquire their name and address

• target a specific geographical area at a low cost.

Unaddressed Mail at a glance The Unaddressed Mail service can deliver to all private, and/or business delivery points in Australia that do not bear the message “No Unaddressed Advertising Material” or similar words, with the exception of Community notices lodged under the Authority of:

• Local, State or Federal governments or their agencies1

• political organisations1

• religious institutions

• educational institutions

• charitable bodies, including benevolent and welfare societies.

1 Political organisations should contact the Unaddressed Mail service team, or their Australia Post Account Manager to arrange lodgements.

Unaddressed Mail at a glance

More information

More detailed information is available in the Unaddressed Mail Fact Sheet and Unaddressed Mail service guide.

Prices for Unaddressed Mail are available in the Post Charges booklet and at auspost.com.au

These guides are also available at any Australia Post outlet.

Unaddressed Mail preparation

Preparation overview

To qualify for Unaddressed Mail prices, customers need to meet Australia Post’s bulk mail preparation requirements. Each requirement is covered on the following pages.

Unaddressed Mail preparation Size, weight and type requirements

Introduction

To ensure Unaddressed Mail articles can be delivered correctly customers need to follow Australia Post’s bulk mail requirements regarding the size, weight and article type. The requirements for Unaddressed Mail articles include:

• size and weight

• shape

• type

These requirements are explained in more detail on the following pages.


Size, weight and shape

The size categories eligible for the Unaddressed Mail service are Small and Large.

All articles in a lodgement must be within the same size and weight category.

Variations to size, weight or type requirements should be submitted for approval.

Refer to ‘Other considerations’, later in this module.

* A square is an equilateral rectangle.

Unaddressed Mail preparation Size, weight and shape requirements

Enveloped, wrapped, unwrapped or irregular

Unaddressed Mail articles can be envelopes or postcards, brochures, wrapped articles, folded or unwrapped articles, or even product samples. Irregular shapes can be accepted with prior approval.

Unenveloped and unwrapped articles that are on a single sheet of paper should be folded at least once. Please discuss with your lodgement point or refer to the contacts at the front of the Unaddressed mail service guide for single sheet large article presentation requirements.

Research has shown that Unaddressed Mail in envelopes is likely to result in higher readership and response rates.

Unaddressed Mail research undertaken by One to One Communications and McGregor Tan Research in April/May 2003. The research findings are available from the Australia Post website.

If an article measures more than 360mm x 260mm when flat and unopened, then it must be folded flat prior to lodgement to a maximum width of 125mm (any number of folds is acceptable) and a maximum thickness of 20mm


Type

The sender should ensure the Unaddressed Mail article does not:

• breach the copyright, trademark or other intellectual property rights of any person

• contain anything that is defamatory or offensive.

A sample may be required by Australia Post before the distribution is approved.

Australia Post may refuse to accept articles that do not satisfy the conditions above.

If product samples are to be included, you must provide a sample to the Unaddressed Mail service team, before the distribution is approved.


Summary

Size, weight and type requirements for Unaddressed Mail articles are:

• size and weight• shape • type

All Unaddressed Mail items in a single lodgement must be identical in size and weight.

Unaddressed Mail preparation Barcodes and Addressing

There is no requirement for any form of recipient name or address on Unaddressed Mail.To qualify, it is recommended that you observe the following:1. you may include a salutation like “To The Householder” or similar words on the article2. do not include a return address for unclaimed articles as Unaddressed Mail does notinclude a return-to-sender service3. there is no requirement to print a “Postage Paid” imprint on the article, though youmay do so if you wish.

To the Householder

Unaddressed Mail preparation Barcodes and Addressing

Summary

There are no mandatory inscriptions for Unaddressed Mail articles.

However it is recommended that Unaddressed Mail articles include a salutation such as “TO THE HOUSEHOLDER”

Unaddressed Mail articles should not contain a return address.

Unaddressed Mail preparation Booking requirements

Introduction

It is necessary to book delivery in advance using an Unaddressed Mail Booking Request form, which can be obtained from the Unaddressed Mail Coordination Team on 1300 223 571 . This ensures that Australia Post is able to deliver the articles within the nominated delivery period.

Customers need to:

• complete and submit an Unaddressed Mail booking request form

• determine the delivery area to be covered

• be aware of the possibility of shortages and surpluses


Booking requirementsIntroduction

Booking request form

You are required to submit your booking request form no earlier than three months prior to the Monday of the nominated week of delivery and no later than three weeks prior to the Monday of the nominated week of delivery (with the opportunity to alter the booking), or two weeks prior to the Monday of the nominated week of delivery, (no alterations will be accepted).

Failure to complete all required sections of the form may result in delays in processing the booking.

The Unaddressed Mail Booking request form needs to be faxed or posted to the Unaddressed Mail Coordination Team on 1300 223 571, where the experienced staff will assist you through the booking process to ensure that your needs are identified and met.

Unaddressed Mail preparationBooking requirements

Introduction

Example of a hypothetical Unaddressed Mail booking

A charity called the “Eastern Suburbs Animal Hospital” want to send a fundraising appeal campaign to residents in their local area.

• They have selected Monday 5th to Friday 9th May as their preferred delivery week.

• The earliest they can book this campaign is 5th February (three months prior to first delivery date) and the latest is Monday 21st April (two weeks prior).

• Booking earlier than two weeks in advance is recommended.


Booking requirements

December deliveries

Australia Post is able to offer Unaddressed Mail delivery in the first week of December only.

Role of Unaddressed Mail service teamThe Unaddressed Mail service team is a crucial link in the management of the service, and fulfils the following roles:

• Direct contact between you and Australia Post

• Maintains delivery point databases

• Provides delivery point data on request

• Checks Australia Post network capacity

• Approves your booking

• Provides confirmation and lodgement details

• Provides details to Australia Post delivery network.

Refer to the front of the Unaddressed Mail service guide for the contact details for the Unaddressed Mail

service team.

Website: auspost.com.au/unaddressedmailPhone: 1300 223 571Fax: 1300 797 855Email: [email protected]:Australia Post Unaddressed Mail service team Centralised Services GPO Box 9911 IN YOUR CAPITAL CITY


Introduction

Booking confirmation advice

The Unaddressed Mail service team will provide you with confirmation of your booking, and the information required to prepare and lodge your mail. The booking confirmation advice will confirm the number of delivery points per suburb/town, price, lodgement office and delivery details.

Please check it to ensure it accurately reflects your requirements. If any corrections are required, you should notify the coordination office in writing within 24 hours of receipt. A revised booking confirmation will then be issued.

If you have booked three weeks or more in advance of the Monday of the nominated week of delivery, and require changes to your booking, please notify the service team in writing within 24 hours of receipt. A revised booking confirmation will then be issued.

You should receive a booking confirmation advice within three business days of submitting the booking request form. If you do not receive confirmation in this period you should contact the Unaddressed Mail service team

A copy of the booking confirmation advice should be presented with the completed lodgement document when you are lodging your mail


Plan your distribution

Step 1 Choose localities

Suburbs/towns are selected by postcode, as shown in the example booking below. The minimum selection is one suburb, town or postcode.

Step 2 Choose private or business addresses

The Regular service allows selection of all private and/or all business delivery addresses in the chosen localities.The Unaddressed Mail service team can provide data on the number of private and business delivery points by suburb/town.




Step 3 Choose Select service options if required

The Select service allows for targeting less than all private and/or less than all business delivery points, for example, delivering to 1,000 addresses only in a town of 2,100 addresses.

Select service also allows you to select from the following address types:

• Street addresses

• PO Boxes

• Counter pickup (used in some country areas)

• Roadside delivery (used in some country areas)

The Unaddressed Mail service team can provide data on the number of delivery addresses of each type.

Post Office Counter Pickup/Roadside Deliveries: Some country areas will also have customers who pick up their mail from the post office counter or from a roadside delivery point. These delivery points can also be selected for Unaddressed Mail deliveries.



Delivery point databases

Australia Post maintains two national databases on the number of delivery points. They are classified into two categories:

1 In Victoria due to Environment Protection Bill: If a community notice from religious, educational, charitable bodies, benevolent and welfare societies advertises goods or services, regardless of whether the sale is for a charitable purpose, it will be treated as normal Unaddressed Mail and delivered to all delivery points other than those bearing a “No Unaddressed AdvertisingMaterial” message or similar.2 Political organisations should contact the Unaddressed Mail service team, or their Australia Post Account Manager to arrange lodgements.

Delivery point reviews

Australia Post conducts regular reviews of the number of delivery points by suburb/town.You should be aware that the number of delivery points change over time for a number of reasons, including:• placement of “No Unaddressed Advertising Material” messages on delivery points• natural growth as suburbs/towns expand• hiring or cancellation of PO Boxes.



Shortages and surpluses

Australia Post is not able to guarantee the exact number of delivery points by suburb / town at any given time. It is therefore necessary to have processes in place to manage any surplus or shortage of articles received for delivery.

The policy is:

• Where the number of articles lodged for points in an area equals the number of actual delivery points, one article shall be delivered to each point.

• Where the number of articles lodged is less than the number of actual points, Australia Post shall select the points to be serviced and deliver one article to each point selected.

• Where the number of articles lodged exceeds the number of actual points, the excess shall be disposed of in any manner as Australia Post in its absolute discretion decides.



Plan your distributionAustralia Post delivery policy

Australia Post services are regulated by the Australia Post Terms and Conditions, which are made pursuant to Section 32 (1) (b) of the Australian Postal Corporation Act 1989.

The terms and conditions expressly limit Australia Post’s liability for any claimed loss or damage associated with mis-delivery, delayed delivery, early delivery or failure to deliver, or any other loss or damage of any kind associated with its services.

Whilst every possible effort is made to ensure the accuracy of information, Australia Post cannot guarantee the complete accuracy of the data provided. Ongoing demographic changes, private and commercial building growth, and associated postal round changes make it difficult to guarantee absolute accuracy at any point in time.


Other considerations

Cancellation of booking

If you find it necessary to cancel your confirmed booking, it is important to contact the Unaddressed Mail service team as soon as possible. A cancellation fee may apply.

Unaddressed Mail preparationCost

Prices for Unaddressed Mail depend on which service type is chosen. You can choose between the Regular and Select services.

Regular Service:

• when you decide to target all private and/or all business delivery points in the chosen localities.

Select service:

• when you decide to target less than all private and/or less than all business delivery points in the chosen localities. You may request partial delivery to any of the delivery channels (street, PO Boxes, counter mail, roadside delivery points)

• This option is most often used by customers who have a limited advertising budget, or wish to undertake test mailings. The higher price per item reflects the higher administrative and delivery costs incurred by Australia Post.


Example 1. – A Computer shop

A Sydney computer shop targets a total of 10,000 business street addresses in 6 suburbs. Two of the suburbs also have PO Boxes available. The entire lodgement is classified as ‘Select”, as less than all the Business Delivery Points have been selected.

Example 2. – A Pizza parlour

An Adelaide suburb has both private street addresses and private PO Boxes available. A Pizza parlour chooses delivery to only private street addresses in that suburb.

Example 3. – A Florist shop

A Melbourne suburb has 2,100 private street addresses available but the local florist chooses to do a test mailing to 1,000 of them. Australia Post will select the addresses to be delivered.

Examples of ‘Select’ service mailings

Unaddressed Mail preparation Cost

Prices for Unaddressed Mail are available in the Unaddressed Mail service guide and at auspost.com.au

You can choose Regular or Select services.

Articles attract Same State prices when the article is lodged within the same state as the delivery (for example the articles are lodged in Queensland and delivered in Queensland).

For charging purposes, the ACT is considered to be part of NSW, and South Australia does not include Northern Territory.

Contracts may be available if you post more than 250,000 Same State articles per annum. Please contact your account manager or call 1300 223 571 for more details.

The mailing must be paid for at the time of lodgement.

Australia Post provides a variety of payment options. For details, please discuss with your lodgement point or Account Manager, or call 1300 223 571.

If using an Australia Post Business Credit Account you will need to lodge your articles at the office at which you hold the account. Otherwise you will need to arrange with your account manager or Australia Post credit management for your account to be made available at the selected lodgement office.

Regular service applies if you decide to target all private and/or all business delivery points in your chosen localities.Australia Post will deliver to all available street, PO Boxes, counter mail and roadside delivery points.

Select service applies if you decide to target less than all private and / or less than all business delivery points in your chosen localities.You may request partial delivery to any of the delivery channels of street, PO Boxes, counter mail and roadside delivery points.The select service has a higher price per article, which reflects the higher administrative and delivery costs incurred by Australia Post.

SummaryYou have now completed this module.

The key points covered were:

Size, weight and type requirements for Unaddressed Mail articles include:• Size and weight• Shape• Type

Unaddressed Mail articles:• Do not require any form of recipient name or address• Should not include a Return address• Have no requirement for a “Postage Paid” imprint to be printed• It is recommended that a salutation like “The Householder” is included• Can be delivered to business or private addresses or both

Unaddressed Mail lodgements must:• be booked a minimum of two weeks prior to the Monday of the nominated week of delivery, • but the booking period is open for three months prior to the delivery start date.

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.

Assessment

a. True

b. False

Assessment

1

Correct answer = BThere is no requirement for a Postage Paid imprint or a return address on an Unaddressed Mail.

True or false? A postage paid imprint and a return address are mandatory inscriptions on an Unaddressed Mail article.

a. This is a ‘Select’ service mailing

b. This is a ‘Regular’ service mailing

Assessment

2

Correct answer = A‘Select’ is when you decide to target less than all private and/or less than all business delivery points in the chosen localities.

An Adelaide suburb has both private street addresses and private PO Boxes available. A Pizza parlour chooses delivery to only private street addresses in that suburb.

a. Do nothing

b. Ring the delivery office and advise the Manager that you are not going to proceed with the Unaddressed Mail campaign

c. Contact the Unaddressed Mail service team as soon as possible to discuss the situation.

Assessment

3

Correct Answer = CAs delivery space has been allocated for the Unaddressed Mail campaign it is important to contact the Unaddressed Mail service team as soon as possible to discuss the situation.

What should you do if your Unaddressed Mail campaign does not proceed?

a. Three business days prior to the Monday of the nominated week of delivery.

b. One week prior to the Monday of the nominated week of delivery.

c. Two weeks prior to the Monday of the nominated week of delivery.

Assessment

4

Correct Answer = CYou are required to submit your booking request form no earlier than three months prior to the Monday of the nominated week of delivery and no later than three weeks prior to the Monday of the nominated week of delivery (with the opportunity to alter the booking), or two weeks prior to the Monday of the nominated week of delivery, (no alterations will be accepted).

What is the minimum time prior to an Unaddressed Mail campaign that a booking with Australia Post should be made?

a. Yes, so long as they booked in advance

b. No, Australia Post is able to offer Unaddressed Mail delivery in the first week of December only.

c. Yes, but at select pricing

Assessment

5

Correct answer = BAustralia Post is able to offer Unaddressed Mail delivery in the first week of December only.

Can a supermarket send a Christmas Greeting as Unaddressed Mail to every household in its catchment suburbs during the week before Christmas, including a clever promotional offer?

a. Regular

b. Select

Assessment

6

Correct answer = BThe entire lodgement is classified as ‘Select”, as less than all the Business Delivery Points have been selected.

A Sydney computer shop targets a total of 10,000 business street addresses in 6 suburbs. Two of the suburbs also have PO Boxes available. Would this mailing be charged as Regular or Select?

a. Street Letterboxes

b. PO Boxes

c. Both

Assessment

7

Correct answer = CYou can choose for your Unaddressed Mail to be delivered to street letterboxes or PO Boxes or both.

A customer is planning a mailing to business points in selected suburbs. What choices of points does he have?

a. Anybody who wants good coverage

b. Anybody who wishes to get past ‘NO UNADDRESSED MAIL’ stickers on letterboxes

c. Only the government can post to everyone

d. Government, political, religious*, educational* and charitable organisations* including benevolent and welfare societies* can request delivery to the total database (*except Victoria)

Assessment

8

Correct answer = DGovernment, political, religious*, educational* and charitable organisations* including benevolent and welfare societies* can request delivery to the total database (*except Victoria)

Australia Post maintains 2 national databases on the number of delivery points:• Total Delivery Point database • Advertising Delivery Point database Who can have their mail piece delivered to the Total Delivery Points database?

a. Like all others - they are regular addresses

b. Post Office Counter Pickup/Roadside Deliveries

c. A greater number of PO Boxes are available in rural areas

Assessment

9

Correct answer = BPost Office Counter Pickup/Roadside Deliveries: Some country areas will also have customers who pick up their mail from the post office counter or from a roadside delivery point.

How does Australia Post effectively include country and rural addresses in its databases?

a. It is difficult to keep any database up to date

b. Australia Post policy means there are no guarantees

c. Ongoing changes, residential and commercial make it difficult to guarantee absolute accuracy at any point in time

Assessment

10

Correct answer = COngoing demographic changes, residential and commercial building growth, and associated postal round changes make it difficult to guarantee absolute accuracy at any point in time”

Whilst every possible effort is made to ensure the accuracy of information, Australia Postcannot guarantee the complete accuracy of the data provided. Why is this?

Documents

Unaddressed Mail Preparation Business Letter Services