• Addressing
• Fonts
• Enclosures
• Envelopes
• Classes of Mail
• Endorsements
• Express Mail Service
• International Mail
• Reply Mail
• Large Mailings
• Personal Mail

Effective May 14, 2007, First Class Mail (letters, large envelopes/flats and packages) had a new rate--depending on weight in ounces.  Also, an item once considered a letter is now classified as a letter, flat or package--based on its thickness.  Thickness is measured with the item lying on a flat surface--NOT pressed down.

A LETTER is usually a #10 envelope with correspondence.  It can not be over 6 1/8 high x 11 long and must be LESS than thick.

A FLAT is a large envelope with correspondence.  It must not be larger than 12 high x 15 long and must be LESS than thick.

Tip for saving postage:

If a letter is over thick, it will most likely be classified at the lower-cost letter rate if it is folded and placed in a 6 x 9 envelope.

A. ADDRESSING FOR SUCCESS

• Specific Format
  The following is recommended in the sequence and position indicated for addressing to insure efficient handling and delivery by the US Postal Service.

  
  
  
  Exhibit 2

   

  You will get the best possible service if you:

  • CAPITALIZE EVERYTHING IN THE ADDRESS
  • Use 2-letter state abbreviations (Exhibit 5)
  • Eliminate all punctuation (except the hyphen between ZIP Code and plus four)
  • Use common abbreviations (Exhibit 6)
  • Use ZIP + 4 Codes

  Make sure the place where you want the mail delivered appears on the line immediately above the city, state and ZIP code line. Never put the APT# on the line just above the city and state (See Exhibit 2).
  
  If both the street address and the P O Box are on the same line, the mail piece will be delivered to the P O Box. Example: in Exhibit 2, you will notice our physical address and our PO BOX DELIVERY ADDRESS.
   

• Address Placement
  Envelopes
  Placement of the address on the face of an envelope should conform to USPS specifications as shown on (Exhibit 4).
  
  Labels
  Labels for use on parcels, packages or large envelopes must be addressed according to the recommended format in (Exhibit 2).  Improperly prepared labels will be returned to you for correction and/or completion.  Labels that are applied must be parallel to the bottom edge of the envelope to be processed by the USPS on automation equipment.

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B. FONTS

FONT STYLE SHEET

ADDRESSING 'BEST PRACTICES' AND FORMAT

• Type or machine-print all address information.
• Make sure print is clear and sharp.
• Ensure address characters don't touch or overlap.
• Black ink on a white background is best.
• Maintain a uniform left margin.
• Use upper-case letters
• Omit all punctuation
• Include floor, suite and apartment numbers whenever possible.
• Put the city, state and ZIP Code or ZIP + 4 code in that order on the last line. If there's not enough room, you can put the ZIP Code or ZIP + 4 code alone on the bottom line.
• Use standard two-letter state abbreviations.
• When using window envelopes, make sure the complete address is always visible, even when the insert moves.
• Leave one or two spaces between words and between the state abbreviation and ZIP Code or ZIP + 4 code.
  
   

  1.  The Address Area.  The complete address should be located within the OCR read area (no return address information).  Extraneous (non-address) printing or markings should appear as high on the mail piece and as far away from the address as possible.

  2.  Barcode Read Area.  Please make sure that this area remains clear of all printing.  It's reserved for the bar code that will be printed by the Multi-Line Optical Character Reader (MOLCR).

  Exhibit 3

   

Exhibit 4


 

• States & Directional (Exhibit 5)
• Street Designators (Exhibit 6)
   

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C. ENCLOSURES

• Correspondence
  Mail of any kind for transport by the US Postal Service should be enclosed in an appropriate envelope or parcel and sealed. The types of enclosures determine the mailing classification.
   
• Non-mailables
  The following are samples of non-mailables in envelopes:
  
  Paper Clips, Metal Pieces, Glass Chips, Sand
  
  In addition to jamming and/or damaging the mailing machines, these items can also cause serious injury to Mail Center employees.
  
  The following are also classified as non-mailables and may be returned to sender:

Envelopes and Cards if pieces are less than:
3 1/2" in height
or
5" in length
or
.007" in thickness (thickness of a post card)

All foreign countries also impose various restrictions depending on country and item(s) being mailed. It is recommended that when mailing questionable items to US or foreign destinations, the mailer should call Mail Services for assistance.
 

• Window Envelope Enclosures
  Enclosures must be designed so that the address appears in the window and should not be stapled to prevent movement of the address from window view. If the addressed enclosure does not properly fit the window, use an envelope without a window.

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D. ENVELOPES

• Sizes and Types
  The size of the envelope should properly accommodate the contents. In the US Postal System there are two categories of envelopes: letter size and flats.
  Letters, non-letters and bar-coded flats are rated differently by the USPS. To assure the best rate, call Mail Services for size and rates before preparing the mail piece. Use light colored envelopes for legibility and please avoid brilliant colors.
   
• Letter Size
  Letter size mail must be rectangular in shape for automated processing by USPS.
  To ensure prompt and efficient processing of First-Class mail, it is recommended that all envelopes and cards:
  
  a) Have an aspect ratio (length divided by height) between 1 to 1.3 and 1 to 2.5 inclusive. See Mail Services for envelope template if you are not sure of sizing.
  b) Be sealed or secured on all four edges so that they can be handled by machines.
  c) Meet the following dimensions for automated processing by USPS:

Height 3 1/2" Min 6 1/8" Max
Length 5" Min 11 1/2" Max
Thickness* .007 Min 1/4" Max
* Firmly compressed
Card Stock should not exceed .016"

Note: Maximum thickness for automated processing is 1/4". Mail that does not meet automated processing size may not qualify for discounted rates. Letter size envelopes (up to 6 1/8" x 11 1/2") over 1/4" thick will be returned to originator for re-enveloping.

• Non-Letter (Flats)
  Non letter size envelopes are larger than the maximum letter size, but not larger than 12" high by 15 3/4" long and 1 1/4" thick.
• International Letter Size Envelopes
  Mail going to foreign countries should be banded separately and marked "FOREIGN MAIL".  Complete name, addresses, country and zip must be used or the USPS will not accept them.
• Plain White or Manila - Can be used for first class or standard mail.
• Padded - These envelopes contain a cushioned lining to provide a degree of safety for mailing small and fragile merchandise.
• Priority - Should be used for First-Class mail weighing over 13 ounces and up to 70 pounds, or any other mail under 13 ounces requiring expedited delivery. Priority Mail provides two-day service between major metropolitan areas.

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E. THE VARIOUS CLASSES OF MAIL AND USPS SPECIAL SERVICES

The cost of mailing varies with each classification.

• Oversize/Underweight Mail
  First-Class, Standard Mail and International Letter-Post Mail weighing one ounce or less is non-standard* if it exceeds any of the following size standard limits:
  

  6 1/8" in height
  or
  11 1/2" in length
  or
  " in thickness
  or

  Its aspect ratio (length divided by height) does not fall between 1 to 1.3 and 1 to 2.5 inclusive.
  
  

• There is an additional charge on each piece of mail that is found to be non-standard.
  In addition, pieces which are less than the following dimensions are non-mailable in the US Postal Service and will be returned to you.
  

  3 1/2" in height
  or
  5" in length
  or
  .007" in thickness (thickness of a postcard)
  
  

• First-Class Mail
  Any mailable matter may be mailed as First-Class Mail. The following examples are considered First-Class matter and must carry postage at First-Class or Priority Mail rates.
  a) Matter wholly or partially handwritten or typewritten (including identical copies prepared by automatic typewriter), originals or carbons, invoices, (except when accompanying the matter to which they relate), postal cards, post cards.
  b) Matter sealed against postal inspection. "Standard" mail can be sealed and opened by the USPS for inspection.
  c) Bills and statements of account.
  d) Price lists with written-in figures changing items or prices.
  e) Blank printed forms filled out in writing, including canceled or un-canceled checks.
  f) A computer printout may or may not be First-Class matter. It depends on the content. Contact Mail Services for additional information.
  g) If you are not sure if it is First-Class, ask us!
  h) Discounted presort rates are available for 500 or more pieces.
  
  

• Priority Mail
  All First-Class mail exceeding 13 ounces and not exceeding 70 pounds is considered priority mail and at the option of the mailer, any mail weighing 13 ounces or less.
  Use Priority Mail when 2 to 3 day service is desired.
  Use Flat Rate Priority Envelopes when possible. These free envelopes allow any weight of material for the 1-pound rate.  DO NOT use tape to seal the envelope.
  
  Note: Priority Mail is a 2 day service between 64 major markets i.e. Atlanta to Dallas or Chicago to New York. When using Priority Mail we recommend use of priority envelopes available at no charge from your local Post Office.
  
  
• Standard Mail
  The following is considered Standard Mail Matter:

  • Circulars
  • Booklets
  • Merchandise
  • Photographs
  • Catalogs
  • Newsletters
  • Product Samples
  • Printed Matter
  • Advertising

  To qualify for Standard Mail rates, you must mail at least 200 pieces or a mailing that weighs 50 pounds. Each piece of Standard Mail must be less than 16 ounces. Anything heavier must be mailed as Package Services or Priority mail.
  
  

• Package Services
  The following is considered Package Services Matter:

  Packages or Parcels

  Library Materials

  Bound Printed Matter

  Sound Recordings

  Merchandise

  Computer Media

  Books

  Films

  Video Tapes

  Each piece of Package Service Mail must not exceed 70 pounds in weight and a maximum size of 130" in length and girth combined. All oversized pieces, regardless of actual weight, will be charged at an "oversized" rate based on zone or entry, which is a higher rate than the 70-pound rate. A number of quantity discounts are available for bulk mailings. Call Central Mail Operations.
  
  There are four sub-categories of Package Service Mail that might save postage. They are:

  - Media Mail (Known as "Book Rate", but not just for books)
  - Library Mail
  - Bound Printed Matter
  - Parcel Post

  Call Central Mail Operations for qualifying items and postage rates.
  
  

• Special Services
  Accountable Mail includes all Certified, Registered and Insured mail. Do not place critical mail for these categories in the internal mail.
  
  Certified Mail - provides you with a mailing receipt and a record of delivery is maintained at the recipient's post office. A return receipt provides you with proof of delivery and can be obtained for an additional fee. Certified mail service is available only for First-Class Mail. No insurance coverage is provided. A numbered label and completed receipt must be affixed. These labels can be obtained from mail services.
  
  Registered Mail - the registered mail system is designed to provide added protection for valuable mail. Postage insurance may be purchased to cover articles valued up to $25,000. Registered mail is the most secure mail the Postal Service offers. It incorporates a system of receipts to monitor registered articles from the point of acceptance to delivery. Return receipt and restricted delivery services are available for additional fees. Added security may delay delivery by 24 - 48 hours.
  
  Insured Mail - you can obtain payment for domestic mail that has been lost, rifled or damaged by having it insured. You can buy insurance up to $5,000 for Package Services mail. It is also available for items mailed at the Priority mail or First-Class mail rates. Express Mail includes  insurance at no extra charge.
  
  Return Receipts - A return receipt is your proof of delivery. It is available for insured mail, certified, registered and domestic Express mail shipments. The return receipt identifies the article number, who signed for it and the date it was delivered. It is not necessary to utilize a return receipt on all certified or registered mailings. Be certain to identify your department with provider code on the return side.
  
  TRACKING - Certified and registered mail can not be tracked until an attempt of delivery is made. Go to USPS.COM to track and confirm.

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F. ENDORSEMENTS

Changes to endorsement procedures by the USPS require all envelopes to be re-evaluated to insure proper handling. The following information will help determine the proper endorsement to meet our objective for undeliverable mail.

TYPE, SIZE AND PLACEMENT

Endorsements must be at least 8-point type and appear in one of the following locations:

• Immediately below the return address.

• Immediately above the delivery address.

• Immediately to the left of the postage area and below any rate marking.

• Immediately below the postage area and below any rate marking.

In addition, there must be at least 1/4" clear space around the endorsement.

TREATMENT BY CLASS

Ancillary service endorsements will be the same for all classes of mail.  Treatment for each class and applicable charges generally remain unchanged with the exceptions described in the following paragraphs. 

• First-Class Mail: "ADDRESS SERVICE REQUESTED".  Months 1 through 12:mail piece forwarded and a separate notice of new address is provided at a cost of $0.70.  Months 13 through 18 the mail piece will be returned to sender with the new address attached at no charge.  After 18 months, the mail piece will be returned and reason for non-delivery attached.

• First-Class Mail: "RETURNED SERVICE REQUESTED".  Mail piece will be returned at no charge with the new address or reason for non-delivery attached.

• Standard Mail. Standard Mail mailers who do not want forwarding service will have three options:  UAA "UNDELIVERABLE AS ADDRESSED".
  

  1. No endorsement. An unendorsed UAA piece will be discarded and the mailer will not get a notice of address change or the reason for non-delivery.
  2. "Return Service Requested" endorsement.  A UAA piece will be returned to the mailer with the new address or the reason for non-delivery attached.  The mailer will pay first class postage when returned.
  3. "ADDRESS SERVICE REQUESTED".  Months 1 through 12:mailpiece forwarded and a separate notice of new address is provided at a cost of $0.70.  Months 13 through 18 the mail piece will be returned at the "FIRST CLASS RATE X 2.472" ex.$0.39 x 2.472 =$0.96.

• Express Mail
  Express Mail is handled the same as First-Class.

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G. EXPRESS MAIL SERVICE

Provides next day or second day service to all major markets in the United States. Express Mail can weigh up to 70 lbs., and is delivered 7 days a week at no extra charge.

Do not place critical mail for this service in the internal mail system.

Express mail offers a variety of service options to meet your mailing needs. The following is a list of these options. Contact the Mail Center for further details.

• Post Office to Addressee
• Post Office to Post Office

Domestic Overnight Delivery is guaranteed by the US Postal Service (to most locations), and provides for a full postage refund if the item is not delivered on time.

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H. INTERNATIONAL MAIL

Most items are mailable to foreign countries. However, there are certain restrictions. It is important that mailers contact Mail Services to determine the proper classification and documentation required.

If customs regulations are not followed and documentation is not exact, the item will be impounded by customs until the addressee makes arrangements for clearance and the payment of whatever duties required for the release of the item. Custom rules apply the same whether mail is sent by USPS or other couriers.

The last line of any foreign address should be the country name spelled out in capital letters, in English.

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I. REPLY MAIL

All business reply postage and handling charges are billed back to using departments.  When you decide to design any business reply envelope or card, please call mail services supervisor at extension 221 for proper format.  Your department provider code must appear in the address for billing.

• BUSINESS REPLY MAIL (BRM)
  BRM service enables mailers to receive First-Class mail by paying postage only on the mail which is returned. We guarantee payment of the appropriate First-Class postage plus a handling charge per piece. A special return zip+4 will be assigned.
• METER REPLY MAIL
  In some instances Meter Reply Mail is the best method. For information, contact Central Mail Operations.
• COURTESY REPLY MAIL
  Pre-printed envelopes with special formats are available. Mailers returning these to us must prepay the postage. A special zip+4 will be assigned.

CONTACT CENTRAL OPERATIONS prior to designing or printing any BUSINESS REPLY mail pieces to insure the most cost-efficient method.

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J. LARGE MAILINGS

Before producing a large or specialized mailing, include Central Mail Operations in your mailing arrangements to ensure your mailing program is timely and cost effective.

Advance notice is required to effectively handle and process large or specialized mailings. Large mailings are considered any mailing consisting of 2,500 or more pieces.

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K. PERSONAL MAIL - INCOMING AND OUTGOING

• Personal mail should not be sent through Central Mail Operations.  Central Mail Operations is for official state business only.
   

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