WHAT
YOU WILL LEARN ABOUT ADDRESSINGThe purpose of an address is to specify the delivery location (mailing address) of a mailpiece. Mailpieces with complete and properly formatted addresses allow the Postal Service to provide consistent, on-time delivery. To receive proper delivery of your mailpieces, and to benefit fully from mail processing automation you need to correctly address your mailpieces.
The purpose of this module is to introduce you to the correct procedures for addressing and return addressing your mail. In addition, we will cover the methods available for updating and verifying your current addresses. We will also point out areas of special concern involving mailpiece design.
WHAT
YOU WILL LEARN ABOUT ADDRESSINGUpon completion of this module, you should be able to do the following:
All mail must bear a delivery address. Except for simplified addresses, a complete delivery address contains the following elements, from top to bottom.
A mailpiece may not have more than one delivery address.
Publication 28, Postal Addressing Standards, is a publication designed that provides guidelines for proper standardized addressing.
The Postal Service and the mailing industry have jointly developed standardized formats for addresses. These formats enhance the processing and delivery of mail and reduce Undeliverable-As-Addressed (UAA) mail. This provides for mutual cost savings through improved efficiency.
The Postal Service encourages mailers to use these standards to improve delivery of their mail. You will also improve the quality of the address information stored in your customer files.
To ensure compatibility with the Postal Service's Optical Character Readers, follow the address printing and location requirements outlined in the previous module.
Nonaddress data, such as accounting numbers, subscription codes, presort codes, advertising, or logos, if used, should appear on the topmost line, above the name of recipient line or above the information/attention line.
The line above the recipient line is an optional line for additional address information. Use this line to direct mail to the attention of a specific person or to provide other information that facilitates delivery (the name of a department within a company, etc.).
The name of the recipient (business or individual) should appear on the line above the delivery address line. This should be either the third or fourth line from the bottom, depending on possible overflow from the delivery address line.
The USPS designates the line immediately above the Post Office (city), state, and ZIP Code as the delivery address line. The street address, Post Office box number, private mailbox designator ("PMB" or alternative "#") and number if addressed to a commercial mail receiving agency (CMRA) address or rural route number and box number (or highway contract number and box number) should appear on this line.
Mail addressed to occupants of multiunit buildings should include the apartment number, suite, room, or other unit designation. Place this information immediately after the street address, on the same line.
If the delivery line is too long, place the apartment number or other secondary address element on the line above the delivery address line (wrap up). If a building name is necessary, place it on the line above the delivery address line.
For domestic mail, the Post Office (city), state, and ZIP Code or ZIP+4 code information should be the last line of the address. Always use the standard two-letter state abbreviations. ZIP+4 codes must be printed as five digits, a hyphen, and four digits.
If field lengths do not allow all three elements to fit on one line, place the ZIP Code or ZIP+4 code on the line immediately below the city and state (wrap down). Left justify the ZIP Code or ZIP+4 code with the other lines of the address (however, this is not a recommended procedure).
ZIP Codes are required on Express Mail, presorted and automation rate First-Class Mail, Periodicals mail, Standard Mail, Package Services mail (except single-piece Parcel Post), all mail sent to military addresses within the US and to APO and FPO addresses, all official mail (penalty mail), all business reply mail, and all merchandise return service mail. Although not recommended because it impedes service, ZIP Codes may be omitted from single-piece rate First-Class Mail (including Priority Mail), single-piece rate Parcel Post and pieces bearing a simplified address.
The Postal Service and the mailing industry have standardized abbreviations over the years to ensure recognition by automation equipment. Use abbreviations to keep the necessary information on one line whenever possible.
Generally, 28 spaces (positions) are available in a mailer's data line for use in addressing. The abbreviations will confine the necessary information of the delivery address line or the Post Office, state, and ZIP Code to the 28 space limitation.
Standardized two-letter state abbreviations are listed in Publication 28, Postal Addressing Standards, Appendix B.
Pub 28, Appendix B
The Postal Service prefers complete street names. Street names should always be spelled out in their entirety and never abbreviated. The Postal Service recommends abbreviations of street names only when necessary to contain the information on one line and directionals and suffixes have already been abbreviated. The abbreviations must be USPS-approved abbreviations.
All discounted mailings require a correct 5-digit or ZIP+4 code. Do not omit the hyphen in the ZIP+4 code! The hyphen is a required element in a proper ZIP+4 code.
At one time, there were 26 streets named "Peachtree" in the United States, with 15 of them in Atlanta, Georgia. These "Peachtree" streets were located in a total of 12 different ZIP Codes. A mailpiece addressed to Atlanta with the street name Peachtree, but with no suffix or secondary name, will likely be delayed in delivery.
The street suffix is very important in verifying the ZIP Code or ZIP+4 code. Always abbreviate the suffix using the postal-approved standard. When the street name contains two consecutive words that can be suffixes, spell out both words and abbreviate only the actual suffix.
EXAMPLE:
289 MAIN AVENUE DRIVE
Should be abbreviated as:
289 MAIN AVENUE DR
"AVENUE" is actually part of the street name and should not be abbreviated.
A list of USPS approved street suffix abbreviations is in Publication 25, Designing Letter Mail, Appendix D.
A street address can contain a predirectional and/or a postdirectional in its name. It is abbreviated if it is one of the eight official geographic directional abbreviations (i.e., N, S, E, W, NE, NW, SE, SW).
EXAMPLE:
101 WEST MAIN STREET
Should be abbreviated as:
101 W MAIN ST
Mail addressed to multiunit buildings should include the secondary address unit designator. Common designators include apartment number, suite number, room number, department name, floor number, and unit name. Abbreviate the designators whenever possible.
EXAMPLE:
101 W MAIN ST APARTMENT 12
Should be abbreviated as:
101 W MAIN ST APT 12
In this case, the designator is "apartment." Do not use the pound sign when the correct designator is known. However, if you must use the pound sign, leave a space between the sign and the number.
For a Post Office box address, use the prefix "PO BOX," followed by a space, and then the box number. In addition to being a proper address for an actual Post Office box, the PO BOX term is also used in caller service addresses.
The Postal Service discourages the use of dual delivery addresses including both a street address and a Post Office box number. If used, do not place both addresses on the same line.
Mail bearing both a street address and a Post Office box number should contain two separate address lines. The mail is delivered to the address appearing on the line immediately above the city, state, and ZIP Code line.
EXAMPLE:
ABC COMPANY
PO BOX 100
1 ANY LANE
ANYWHERE US 98765-4321
The Postal Service will deliver a mailpiece addressed as above to the street address, not the PO Box. This is because the street address is on the line directly above the city, state, and ZIP Code line. When a PO Box is included in an address, place it on the line directly above the city, state, and ZIP Code.
The very last line of mail addressed to a foreign country should contain the country name printed in capital letters (no abbreviations). When using foreign postal codes, place them on the line above the country of destination. For additional information on mailing to foreign countries, check the International Mail Manual or contact your local Post Office for assistance.
EXAMPLE:
MR THOMAS CLARK
117 RUSSELL DRIVE
LONDON WIP7HQ
ENGLAND
For mail addressed to Canada, the last line of the address must show only the country name, written in full (no abbreviations) and in capital letters. There must be two spaces between the province abbreviation and the postal code, as shown below between ON and K1A OB1.
EXAMPLE:
MRS HELEN K SAUNDERS
1010 CLEAR STREET
OTTAWA ONTARIO K1A OB1
CANADA
Overseas mail addressed to military personnel must show grade; full name, including first name and middle name or initial; and unit number. The last line must contain the APO or FPO designation and the appropriate two-letter "state" abbreviation (AA, AE, or AP), followed by the ZIP+4 or 5-digit ZIP Code.
EXAMPLES:
PC1 DAVID LEE JONES
X-1 DIV/ADMIN
USS KITTY HAWK (CVA-61)
FPO AP 96634-2770PFC SUSAN M SMITH
COMPANY A 122 SIG BN
UNIT 20511 BOX 4290
APO AA 34049-2342Mail for military addresses is often delivered overseas. You may need to include a customs declaration for your mailpiece. Check with your local Post Office prior to mailing.
The use of alternative address formats allows the mailer to simplify their address database management, and/or direct the delivery of their mailpiece to either a named recipient or generic occupant such as Postal Customer or Occupant.
The regulations governing the use of alternative addressing formats are in DMM 602.3.0.
Mailers have the option of using an "exceptional form of address" on their mailpieces. You may use either one or two lines for the exceptional form of address.
EXAMPLE:
JANE DOE OR CURRENT RESIDENT
1 ANY ST APT 2
ANYWHERE US 98765-4321JANE DOE
OR CURRENT RESIDENT
1 ANY ST APT 2
ANYWHERE US 98765-4321CURRENT RESIDENT OR
JANE DOE
1 ANY ST APT 2
ANYWHERE US 98765-4321
The word "Occupant" may be substituted for "Resident" and the word "Current" is not mandatory. The exceptional address format may not be used on:
To selectively address mail to a rural route and box number, a street address, or a Post Office box, without addressing the customer by name, use the following format:
1. "Postal Customer" (or "Occupant", "Householder", or "Resident").2. Delivery address (street and number, including apartment number, Post Office box and number, or rural route and
box number).3. Post Office (city), state, and ZIP Code.
EXAMPLE:
POSTAL CUSTOMER
1 ANY ST APT 2
ANYWHERE US 98765-4321
The Occupant address format may not be used on:
Mail may carry the simplified address format ("Postal Customer") in lieu of a complete delivery address when general distribution is desired to:
You may use a more specific address, such as "Rural Route Boxholder," followed by the name of the Post Office and state. The Postal Service does not permit more descriptive designations such as "Farmer," "Food Buyer," "Voter," etc.
As per DMM 602.3.2.2, only official matter mailed by agencies of the federal, state, or local government may be distributed to each stop or possible delivery on city carrier routes, or to each Post Office boxholder at a Post Office with city carrier service using the simplified address format.
A mailer may prepare mailings without applying pressure-sensitive package labels or facing slips to the top piece of packages. Instead, the mailer may use a specific optional endorsement line above the address block or on the address label on the top piece of mail in a package.
Strict requirements exist concerning placement, characters used, alignment of margins, and type sizes allowed in optional endorsement lines. Format specifications are in DMM 708.7.0.
Detailed information about ACS and mailer keylines can be found in Publication 8, Address Change Service. There are two types of keylines that may be placed on a mailpiece.
EXAMPLES:
ACS Participant using the ACS keyline option
(COA and Nixie records provided via ACS):
#BXBJDCK **********5-DIGIT 98765 (ACS participant code and presort level info)
#JSN0069TWK2874# (ACS Keyline)
llllllllllllllllllllllllllllllllllllllllllllllllllllllllll (Barcode)
POSTAL CUSTOMER
123 MAIN STREET
ANYTOWN US 98765-4321
ACS Participant using an internal keyline
(Only COA records provided via ACS):
#BXBJDCK **********5-DIGIT 98765 (ACS participant code and presort level info)
JSN0069TWK2874 (internal Keyline)
llllllllllllllllllllllllllllllllllllllllllllllllllllllllll (Barcode)
POSTAL CUSTOMER
123 MAIN STREET
ANYTOWN US 98765-4321
ACS Participant using neither the ACS keyline option nor an internal keyline
(Only COA records provided via ACS):
#BXBJDCK **********5-DIGIT 98765 (ACS participant code and presort level info)
llllllllllllllllllllllllllllllllllllllllllllllllllllllllll (Barcode)
POSTAL CUSTOMER
123 MAIN STREET
ANYTOWN US 98765-4321
The placement of an address on a mailpiece establishes the height and length dimensions. This is true on all mailable matter except automation rate flat-size mail, and parcels exceeding 1/4" thick.
The layout of your mailpiece must include a clear space for the delivery address, required markings, and postage. The address must be visible and legible. Place the address on the same side as the postage. For a parcel, this should be the side with the largest surface area.
On larger mailpieces, the address area may be simply a clear space on the face of the piece. If this is the case, format the address area so that the return address is in the upper left and the postage is in the upper right, relative to the delivery address.
For letter-size mailpieces, follow the layout/design guidelines below and those listed in Publication 25, Designing Letter and Reply Mail.
For letter-size envelopes, the delivery address window must be parallel with the longest edge. For flat-size, the window may be parallel with any edge. The window opening must be large enough to show the entire address throughout the full range of motion of the insert.
If covered, the window material must be transparent enough to allow the
address to be legible. Print the address on a white or lightly colored insert.
Exercise 4 - 1Directions: Circle the best response or fill in the blank to answer the following questions. Check your answers when you have completed the exercise.
1. The name of the recipient should be placed on a line ____________ the delivery address line.
2. If necessary, you may "wrap down" the ZIP Code or ZIP+4 code information from the city, state and ZIP Code line, to the last line of the address.
a. true
b. false
3. When printing a delivery address, which of the following should not be abbreviated:
a. the state name
b. the street name
c. the suffix
d. the predirectional
e. the secondary unit designator (e.g., "Apartment")
4. Which of the following is not an official pre- or postdirectional? a) North b) Southeast c) Below d) West 5. When dual delivery addresses are used (i.e., a PO box and street address on separate lines), the Postal Service always delivers to the Post Office box address.
a. true
b. false
6. The "exceptional address format" (e.g., Jane Doe or Current Resident) cannot be used on which of the following types of mail?
a. letter-size Standard Mail
b. flat-size First-Class Mail
c. mail with an ancillary service endorsement
d. all of the above
7. Any mailer can distribute mail bearing the "simplified address format" (i.e., Postal Customer) to both city delivery and rural carrier routes.
a. true
b. false
8. A covered window envelope's window material must be transparent enough to allow the address to be legible.
a. true
b. false
1. above; the name of the recipient should appear on a line above the delivery address information line(s).
2. a, true; if required by space constraints, the ZIP Code or ZIP+4 code may appear, by itself, left justified on the last line of the delivery address.
3. b, the street name; the street name should always be spelled out in its entirety.
4. c, below; the official directionals are North, South, East, West, Northeast, Northwest, Southeast, Southwest and are abbreviated as N, S, E, W, NE, NW, SE, SW respectively.
5. b, false; the Postal Service will deliver to whichever address (either PO Box or physical street address) is on the line directly above the city, state, and ZIP Code line. Therefore, it is important to place the PO Box on the line above the city.
6. c, mail with an ancillary service endorsement; mailpieces requesting either their return or updated delivery address information must be addressed to a specific individual or business.
7. b, false; only government agencies may distribute mailpieces with the simplified address format to city carrier routes.
8. a, true; the window's material must be transparent enough so that the automated equipment can successfully read the address block.
All pieces in a presorted, discounted First-Class Mail mailing must bear a delivery address that includes the correct ZIP Code or ZIP+4 code. Except for simplified addresses, all pieces in a Standard Mail presorted mailing must have a delivery address with the addressee's name and correct ZIP Code or ZIP+4 code.
All Package Services mailpieces must also have a delivery address, including the correct ZIP Code or ZIP+4 code except for single-piece Parcel Post on which the ZIP Code may be omitted. In addition, the sender's return address must appear on all Package Services (except unendorsed Bound Printed Matter) mailpieces.
The most complete ZIP Code is a nine-digit number consisting of five digits, a hyphen, and four digits. The first five digits represent the ZIP Code of the delivery area. The sixth and seventh digits (the first two after the hyphen) identify a smaller geographic area called a sector. The final eighth and ninth digits identify an even smaller area of that sector called a segment.
Together, the final four digits identify such discrete geographic areas as a street side between intersections, a building, or a group of floors in a building. The ZIP+4 code might also designate a span of boxes on a rural route, or a group of Post Office boxes to which a single USPS employee makes delivery.
Firms and businesses receiving large volumes of mail may be assigned a ZIP+4 code exclusive for their business. This type of ZIP+4 code is referred to as a "Firm Unique" ZIP+4 code.
The ability of the Postal Service to properly deliver a mailpiece to the intended recipient depends upon the quality of the address information. If the addressee has moved, the Postal Service may unavoidably delay, or even be forced to dispose of, the mailpiece.
Obviously, maintaining proper address list hygiene improves the deliverability of all mailpieces produced from a list. The quality of delivery depends on the accuracy of the mailing list.
The Postal Service requires mailers to verify the accuracy of their ZIP Codes for all discounted First-Class Mail and Standard Mail mailings. You must verify the ZIP Code accuracy of the addresses in your mailings at least once a year. Mailers meet this requirement by using a USPS-approved method for ZIP Code verification. These methods are:
The Coding Accuracy Support System, or CASS, is a certification test employed by the USPS to measure the quality of address matching software. This certification is offered to mailers, service bureaus, and software vendors to ensure the accuracy of delivery point barcodes, ZIP+4 codes, 5-digit ZIP Codes, and carrier route information.
Mailings claimed at carrier route rates are required to have their address records CASS certified within 90 days before the date of mailing. Mailings claimed at automation (barcoded) rates are required to have their address records CASS certified within 180 days before the date of mailing.
Mailers using privately owned Multiline Optical Character Readers (MLOCRs) must obtain Multiline Accuracy Support System (MASS) certification for the address matching software used on their MLOCRs. This certification is required to claim automation rates on mailpieces processed by these MLOCRs.
Call the National Customer Support Center (NCSC) at 1-800-642-2914 to obtain information on how to become a CASS-certified vendor or user, or for answers to other questions concerning the CASS-certification process. A complete list of vendors is also available on our website at http://www.usps.com.
To qualify for all First-Class Mail discounted rates the mailer must obtain current forwarding (Change of Address, COA) information for every address before they mail. Unless it is newly obtained from the customer, an address must be processed using an address update method within 185 days prior to the mailing date.
This is called the "move update" requirement. This ensures that the Postal Service will not have to rehandle and redeliver mailpieces that had previously received a discount from full rate postage.
The approved methods for obtaining forwarding information are:
1. National Change of Address Link (NCOALink ™) – This method is provided by licensed vendors. It accesses up-to-date address information for customers who have moved. It improves deliverability of mail and reduces the cost and the time required to forward the mail. This method is provided through licensed vendors.
2. FASTforwardSM for:
a. Multiline Optical Character Reader (MLOCR) – identifies mailpieces during processing that are addressed to intended recipients that have moved from the address on the mailpiece and forwards them by applying the new address and sorting to the address where the customer moved.
b. Mailing List Correction – provides a list processing method of identifying change of addresses (available now until 9/30/05).
3. Ancillary Service Endorsement – a request for updated address information using one of required endorsements (except for Forwarding Service Requested) printed directly on the piece (explained below).
4. Address Change Service (ACS) – an electronic format for notification using the Change Service Requested or Address Service Requested endorsements.
5. Mailer Move Update Process Certification and USPS-approved alternative method – Administered and approved by the NCSC.
PS Form 6014 Certification of Move Update Compliance is used by mail owners and mail preparers to acknowledge that the Move Update requirement has been fulfilled.
Although not required to receive discounts for Standard Mail mailings at the present time, periodic use of one of these methods will enhance the deliverability of your addresses. More information on these processes is available by calling the National Customer Support Center (NCSC) at 1-800-238-3150.
This course will focus on the ancillary service endorsements as a method of meeting the move update requirement and obtaining updated address information. The use of an ancillary service endorsement also allows the mailer to determine how the Postal Service will handle the piece if it is undeliverable.
Only the first three ancillary service endorsements on the following chart meet the "move update" requirements for First-Class Mail discounts. The table cross references the handling of Undeliverable-as-Addressed (UAA) mail for First-Class Mail and Standard Mail pieces.
For a detailed description of USPS actions, see 507.1.0.
| Mailer Endorsement and USPS Action |
Priority Mail and First-Class Mail | Standard Mail | Package Services |
|---|---|---|---|
| Address Service
Requested1 Forwarding and return. New separate address notification provided. |
|
|
|
| Months 1 through
12: mailpiece forwarded; separate notice of new address provided (manual $0.70, electronic $0.20 each). |
Forwarded at no charge. | Forwarded at no charge. | Forwarded locally at no charge; out of town as postage due. |
| Months 13 through 18: mailpiece returned with new address attached. | Returned at no charge. | Weighted fee charged.2 | Return postage charged at appropriate single-piece rate. |
| After 18 months or if undeliverable at any time: mailpiece returned with reason for nondelivery attached. | Returned at no charge. | Weighted fee charged.2 | Returned if undeliverable or if addressee refused to pay postage due. Forwarding (where attempted) and return postage charged at appropriate single-piece rate. |
|
Return Service Requested |
|||
| Mailpiece returned with new address or reason for nondelivery attached. | No charge. | Appropriate single-piece First-Class Mail or Priority Mail rate charged. | Return postage charged at appropriate single-piece rate. |
| Change Service
Requested1,3 No forwarding or return. New address notification provided. |
Manual
notice: N/A |
Manual
notice: $0.70 each. |
Manual notice: $0.70 each. |
| Separate notice of new address or reason for nondelivery provided; mailpiece disposed of by USPS. | Electronic notice: $0.20 each. | Electronic notice: $0.20 each. | Electronic notice: $0.20 each. |
| Forwarding
Service Requested Forwarding and return. New address notification provided only with return. |
|||
| Months 1 through 12: mailpiece forwarded. | Forwarded
at no charge |
Forwarded
at no charge. |
Forwarded locally at no charge; out of town as postage due. |
| Months 13 through 18: mailpiece returned with new address attached. | Returned at no charge. | Weighted fee charged.2 | Return postage charged at appropriate single-piece rate. |
| After 18 months or if undeliverable at any time: mailpiece returned with reason for nondelivery attached. | Returned at no charge. | Weighted fee charged.2 | Returned if undeliverable or if addressee refused to pay postage due. Forwarding (where attempted) and return postage charged at appropriate single-piece rate. |
| Temp—Return Service Requested | |||
| Piece returned with new address or reason for nondelivery attached. If temporary change of address, piece forwarded; no separate notice of temporary change of address provided. | No charge. | N/A | N/A |
| No Endorsement
UAA handled by class of mail. |
Same
as USPS action for “Forwarding Service Requested.” |
Mailpiece disposed of by USPS. | Same as USPS action for “Forwarding Service Requested,” except Bound Printed Matter disposed of by USPS. Parcel Post, Media Mail, and Library Mail with no endorsement obligates the mailer to pay any applicable forwarding and return postage charges at a single-piece rate (507.1.5.4). |
1. For Address Change Service with First-Class Mail and Priority Mail, see
507.1.5.1 for additional options.
2. Weighted fee (DMM 243.1.6.2, 343.1.5.5, 443.1.5.2) is the appropriate single-piece
First-Class or Priority Mail rate for the piece plus the nonmachinable surcharge
if it
applies
(DMM 133.1.10, 201.2.2.2, 233.4.3, 333.4.3),
multiplied by 2.472 and rounded up to the next whole cent.
3. For First-Class Mail and Priority Mail, Change Service Requested is only
available with electronic Address Change Service (ACS). Only available for Priority
Mail pieces containing perishable matter that bear the endorsement “Perishable.”
Delivery Confirmation and Signature Confirmation are the only two special services
permitted with this endorsement.
You may print the endorsements in one of the following locations:
1. Immediately below the return address.
2. Immediately above the delivery address.
3. Immediately to the left of the postage area, below any rate marking.
4. Immediately below the postage area and any rate marking.
You must print an ancillary service endorsement such as "Address Service Requested" in at least 8-point type. Maintain a minimum 1/4 inch clear space around (above, below, and to both sides) the endorsement to ensure legibility.
The Postal Service requires a return address on the same side of the piece bearing the ancillary service endorsement. Orient the endorsement so that it reads in the same direction as the return address.
Maintain a reasonable degree of color contrast between the endorsement and the background of the piece. Brilliant envelopes and reverse printing are not permitted.
Except for Bound Printed Matter, unendorsed Package Services must be either forwarded or returned as applicable by regulation; it may not be disposed of. If this mail is received at the wrong Post Office because it has an incorrect ZIP Code, it is not transported to the correct delivery unit. Unendorsed, undeliverable Bound Printed Matter, however, is disposed of as waste.
Correctly addressed, unendorsed Package Services that is misdirected or has the wrong sack label is redirected to the correct unit for delivery. This is just another example of the importance of address quality on your mailpieces.
Maintain the quality and the deliverability of your address lists using at least one of the options available. The Postal Service requires the use of one of the approved methods for all discounted First-Class Mail mailings.
Ancillary Service Endorsements cannot be used on mailpieces with an exceptional address format (i.e. Jane Doe or Current Resident). The complete rules and regulations governing the forwarding and return of mail for all classes are contained in Domestic Mail Manual, DMM 507.1.0.
Exercise 4 - 2Directions: Circle the best response or fill in the blank to answer the following questions. Check your answers when you have completed the exercise.
1. All pieces in discounted Standard Mail and First-Class Mail presorted mailings must bear a delivery address including the correct ZIP Code.
a. true
b. false
2. Mailers are required to use an approved method of verifying the accuracy of the 5-digit ZIP Codes in all discounted First-Class Mail and Standard Mail mailings within 12 months before the mailing date.
a. true
b. false
3. All mailings at automated (barcoded) rates must be produced from address lists that have been processed using CASS-certified software.
a. true
b. false
4. Which of the following is an approved method for obtaining the current forwarding information necessary to meet the "move update" requirements for discounted First-Class Mail?
a. list processing by CASS-certified software
b. National Change of Address Link (NCOALink ™)
c. a survey of the addressees
d. all of the above
5. Which ancillary service endorsement is not a valid method for meeting the "move update" requirement for First-Class Mail?
a. Return Service Requested
b. Forwarding Service Requested
c. Address Service Requested
6. Which of the following is a proper location on the face of a mailpiece for an ancillary service endorsement?
a. immediately below the return address
b. immediately above the delivery address
c. immediately below the postage area and rate markings
d. all of the above
7. Ancillary service endorsements such as "Address Service Requested" must be printed in at least __________ point type with a __________ inch clear space above and below the endorsement.
1. a, true; partially addressed pieces or pieces with an incorrect ZIP Code or ZIP+4 code are not acceptable for mailing at the discounted Standard Mail or First-Class Mail rates of postage.
2. a, true; the approved methods are: list processing via CASS-certified software, manual verification using the National Five-Digit ZIP Code Directory, survey of the addressees, USPS manual list correction service, and electronic lookup on the USPS web page (www.usps.com).
3. a, true; mailings claimed at automation (barcoded) rates are required to have their address records CASS certified within 180 days before the date of mailing.
4. b, National Change of Address Link (NCOALink ™); provides access to up-to-date address information for customers who have moved. It improves deliverability of mail and reduces the cost and the time required to forward the mail. This method is provided through licensed vendors.
5. b, Forwarding Service Requested; since the piece is forwarded for months 1-12, this service does not return to the mailer the updated address information necessary to meet this requirement.
6. d, all of the above; all of these are valid positions for an ancillary service endorsement.
7. 8, 1/4; both requirements ensure legibility. If these requirements are not met, the Postal Service cannot guarantee that the service will be rendered as requested.
A clear, correct, return address indicates to the USPS where the sender of a mailpiece wants it returned if it cannot be delivered. The USPS also uses the return address to provide ancillary services requested by the mailer (such as "Address Service Requested").
Clearly visible mailer endorsements ensure that letter carriers provide the service requested. Design mailpieces with the delivery address, return address, endorsement, and postage payment all clearly visible and printed in the same direction.
The return address contains elements corresponding to those for the delivery address. A return address is required in the circumstances that follow. If the sender’s name is not included in the return address, another clear designation (apartment, suite or room number) is required to ensure proper handling of ancillary services and/or return of the piece. ZIP or ZIP+4 codes are required in the return address of all mail on which postage is paid with precanceled stamps or company permit imprints. It is also required on Periodicals mail when “Address Service Requested” is specified. Official Mail (penalty mail also requires a ZIP Code in the return address.
The mailer’s actual return address must appear legibly on:
Postal regulations prohibit a return address from including more than one Post Office name. Therefore, mailpieces with more than one return address from different cities are not acceptable for mailing under any condition.
The return address should appear in the top left corner of the address side, or address area, of the mailpiece, parallel to the delivery address; the return address should not appear on the reverse side of a mailpiece.
When properly placed on a letter-size mailpiece, the return address should extend no more than half the length of the mailpiece from left to right, and no more than one-third the height of the mailpiece from top to bottom.
Additionally, the return address should be at least 2 3/4 inches above the bottom edge of the mailpiece. To help prevent OCR readability of the return address, the return address should be to the upper left of, and in a less prominent font than, the delivery address.
The use of a complete, correct and properly formatted delivery address is crucial to the timely delivery of your mailpieces. The Postal Service offers a number of methods to help ensure that the addresses in your database and on your mailpieces are current. In addition, through the use of ancillary service endorsements, you can designate how you want the USPS to handle any mailpieces that are Undeliverable-As-Addressed (UAA).
The intent of this module is to provide you with working knowledge of the factors that affect proper delivery addressing. Publication 28; Postal Addressing Standards, is the definitive, "must-have" postal resource for anyone involved in address database management and address printing for mailing.
Exercise 4 - 3Directions: Circle the best response or fill in the blank to answer the following questions. Check your answers when you have completed the exercise.
1. The elements of a proper return address are the same as those of a properly formatted ________________________ address.
2. The actual name of the sender is required to appear in all return addresses.
a. true
b. false
3. The sender's actual name and return address is required on any mailpiece:
a. sent as presorted First-Class Mail
b. sent at presorted Standard Mail rates
c. bearing an ancillary service endorsement
d. bearing a simplified address
4. Two return addresses are permissible on mail bearing a company permit imprint.
a. true
b. false
5. A return address should appear in the top ______________ corner of the address side or address area of the mailpiece, ________________ to the delivery address.
6. On a letter-size mailpiece, the entire return address should be located at least:
a. 2 inches above the bottom edge of the mailpiece
b. 2 1/4 inches above the bottom edge of the mailpiece
c. 2 1/2 inches above the bottom edge of the mailpiece
d. 2 3/4 inches above the bottom edge of the mailpiece
e. 3 inches above the bottom edge of the mailpiece
7. On a letter-size mailpiece, the entire return address should be no more than:
a. one-half the length of the mailpiece
b. one-third the length of the mailpiece
c. one-half the height of the mailpiece
d. one-third the height of the mailpiece
e. both a and d
f. both b and c
1. delivery; a return address consists of the same elements as a delivery address including a recipient line, a delivery address line, and a city, state, and ZIP Code line.
2. b, false; the name of the sender is only required to appear under certain circumstances. However, if the actual name of the sender is not used, then any pertinent secondary information, such as apartment or suite number, is required.
3. c, bearing an ancillary service endorsement; without the sender's name and return address, the USPS cannot render the service requested in the mailer endorsement.
4. b, false; mailpieces with more than one return address are not acceptable for a mailing under any condition.
5. left, parallel; this is the general standard for return address location.
6. d, 2 3/4 inches above the bottom edge of the mailpiece; this helps ensure that the OCR will not mistake the return address for the delivery address.
7. e, both a and d; this ensures that the return address does not dominate the face of the mailpiece and so obscure the efficient location of the delivery address.