WHAT
YOU WILL LEARN ABOUT AUTOMATION REQUIREMENTS FOR LETTER-SIZE MAILPIECESTo qualify for Postal Service automation discounts, the appropriate barcode from the previous module must be correctly applied to a mailpiece that meets the physical requirements for processing on the Postal Service's automated equipment. Automated processing introduces additional standards to those of the basic processing categories covered in module three. This is due to the capabilities and limitations of the equipment on which this type of mail is processed.
In this module you will learn the design and layout features required for qualification for USPS automation discounts for each processing category, including:
All the requirements outlined in this module must be met in order for your mailpieces to qualify for USPS automation discounts.
WHAT
YOU WILL LEARN ABOUT AUTOMATION REQUIREMENTS FOR LETTER-SIZE MAILPIECESUpon completion of this portion of the module, you should be able to do the following:
AUTOMATION RATES FOR LETTER-SIZE MAIL
USPS automation discounts now apply only to mailpieces that are prebarcoded by the mailer. Automation rate discounts for letter-size mail require a qualifying delivery point barcode. In addition, the mailpiece itself must meet the physical requirements for automated letter sortation. This applies equally to all letter-size mailpieces, regardless of class.
Letter mail barcode sorters (BCSs) can scan and locate a barcode across a generous portion of the face of a mailpiece.
All letter-size mailpieces submitted for automation discounts must fall within the size standards for letter mail as previously discussed in module three, Processing Categories.
| Dimension | Minimum | Maximum |
|---|---|---|
| Height | 3-1/2 inches | 6-1/8 inches |
| Length* | 5 inches | 11-1/2 inches |
| Thickness | 0.007 inch | 1/4 inch |
*Length is the dimension parallel to the address as read. Height is the dimension perpendicular to the length
Letter-size mail which is more than 4-1/4 inches high or more than 6 inches long (card size maximums) must be at least 0.009 inch thick.
Qualifying postcards must meet all the basic size and construction requirements for card rates as outlined in module three. Pieces formed from a single piece of cardstock that exceeds the postcard-size maximum dimensions of 4-1/4 inches by 6 inches will qualify for letter-size automation rates.
| Dimension | Minimum | Maximum |
|---|---|---|
| Height | 5 inches | 6 inches |
| Length | 3-1/2 inches | 4-1/4 inches |
| Thickness* | 0.007 inch | 0.016 inch |
*Pieces exceeding either the height or length maximums for postcards must be at least 0.009 inch thick to continue to qualify for letter-size (not card) automation rates.
For a letter-size automation-compatible mailpiece, meeting the aspect ratio of 1.3 to 2.5 (as measured by the length of a piece divided by its height) is required. Pieces not meeting the aspect ratio requirement tend to jam USPS high-speed automated sorting equipment. If the aspect ratio of a letter-size mailpiece is not between 1.3 to 2.5, the piece is not eligible for automation discounts.
6 inches (length) by 4 inches (height)
6 ÷ 4 = 1.5 Aspect Ratio
This applies to cards as well, since the transport mechanism is the same. While still mailable, pieces not meeting the required aspect ratio are not eligible for automation rates.
The weight per piece must not be more than 3.5 ounces for automation letter mail.
The Postal Service permits heavy letter mail (barcoded letter-size mail weighing more than 3 ounces) if the mail is prepared in envelopes, bears a delivery point barcode in the address block, and meets the physical standards in DMM 201.3.13.4. The maximum weight for heavy letter mail is explained above. Heavy letter mail may not include stiff enclosures nor be prepared as a folded self-mailer or booklet.
The kind of high-speed sorting equipment used by the Postal Service prohibits the use of polywrap or shrinkwrap for letter-size mailpieces. Staples or saddle stitching may be used only on the bound edge (spine) of booklet-style mailpieces. Due to flexibility requirements, enclosing rigid items such as pens, pencils, or bottle caps is prohibited in letter-size automation rate mailings. The Postal Service also prohibits any protrusions that may damage mail processing equipment.
Requirements for paper and card stock refer to minimum basis weight of the materials. Basis weight is defined as the weight (in pounds) of a ream (500 sheets) cut to a standard size for that grade.
Envelopes must be constructed of paper weighing at least 16 pounds (minimum basis weight). The specific grade of 16-pound paper required for envelopes is defined as the weight of 500 sheets measuring 17 inches by 22 inches.
To avoid the possibility of damage during processing or bleed through of printed information, 20-to-24 pound paper is recommended for envelopes.
Automation requirements for cards (mailed at the First-Class Mail postcard rate) and mailpieces constructed of cardstock (not mailed at card rate) are generally the same as those for letter-size mailpieces. The primary difference is the minimum thickness requirement. For all mailpieces, up to and including the maximum size for cards (4 1/4 inches high by 6 inches long), the minimum thickness is 0.007 inch. However, if a mailpiece exceeds either 4 1/4 inches in height or 6 inches in length, it must be at least 0.009 inch thick to qualify for automation rates.
Cards mailed at the card rate must be printed on paper stock with a minimum basis weight of 75 pounds (25 inches by 38 inches sheet size for 500 sheets). Maximum thickness for cards mailed at card rate is 0.016 inch. Further details on automation-compatible stamped cards, postcards, and other types of cards are in DMM 201.3.0.
Currently, an experiment exists for a product called Repositionable Notes. Repositionable Notes are small notes, approximately 3” X 3”, affixed by a machine and adhered by a glue strip to the outside envelope or paper cover of First-Class Mail, Standard Mail or Periodicals rate mailpieces to call attention to a product or service. They must be obtained from an approved Repositionable Notes vendor listed in www.usps.com. The complete standards for Repositionable Notes experiment can be found in DMM 709.6. These notes can contain messages for your customers to use as reminders by repositioning them to computers, telephones, calendars, refrigerators, desks, etc.
Envelopes and other mailpieces securely sealed on all four edges provide the best assurance for successful automated processing. However, an open or folded mailpiece also qualifies for automation rates when it has been properly tabbed or sealed.
Folded self-mailers and booklets must be tabbed closed to prevent the open edges from fanning out and jamming during high speed processing. The standards for these types of mailpieces are generally based on the basis weight of the paper stock and the location of the folded or bound edge.
The minimum basis weights indicated below are mandatory for automation discounts. Designing folded self-mailers so that the final folded edge is at the bottom and the opening is at the top gives you greater flexibility regarding the number of tabs that are required. If you design your folded self-mailer with the fold at the top, you are always required to tab twice on the bottom (one inch in from the right edge and one inch in from the left edge) regardless of the basis weight of the paper (20 pound minimum). If you design your folded self-mailer so that the fold is on the bottom, you may be required to tab only once on the top, depending on the basis weight of the paper. Paper weights are based on 500 sheets cut from different dimensions. Below are the minimum required weights that require only one tab to close the top of the folded self-mailer.
In specifically identified formats, a self-mailer may have the final fold on the right side (leading edge) of the piece. The left edge and other open edges must be secured with at least one tab or glue line. Additional tabs, seals or glue spots or glue lines may be used.
Tabs, wafer seals, cellophane tape, or permanent glue (continuous or spot) may be used as sealing devices on folded self-mailers. Sealing materials cannot interfere with the recognition of the barcode, rate markings, postage information, or delivery or return addresses. Use of cellophane tape is prohibited within the barcode clear zone. Tabs placed in the barcode clear zone must be a material that contains a paper face meeting the standards for background reflectance (DMM 709.4.1) and acceptance of water-based ink. Tabs must have a peel adhesion value strong enough to stay intact during mail processing (DMM 201.3.10). All tabs and wafer seals must be applied flush to the edge of the mailpiece. Tabs that protrude or extend beyond the trimmed edge of the mailpiece are considered improperly sealed. These seals have been found to slide off the edges of the pieces or cause increased incidence of opened edges on automated equipment.Clasps, strings, buttons and wax are prohibited sealing methods.
Folded Self-Mailer
|
Tabs |
2 (start – 1 inch from edges) |
|
Fold |
Top or Bottom |
|
Sheets |
Single |
|
Basis |
Weight 20 lb. |
Folded Self-Mailer
|
Tabs |
1 (middle) |
|
Fold |
Bottom |
|
Sheets |
Multiple |
|
Basis |
Weight 24 lb. |
Booklet
|
Tabs |
2 (start – 1 inch from edges) |
|
Spine |
Bottom |
|
Sheets |
Multiple with Cover |
|
Basis Weight |
20 lb. (Cover) |
Perforated tabs and plastic wafer seals that have become brittle and do not maintain their sealing strength are unacceptable for automation rate mailpieces. For the same reasons, perforated tabs are not recommended closures at the bottom of the mailpiece.
When using perforated tabs, the tabs should not contain more than a 50 to 60 percent perforation (eight perforations to an inch). Tabs with 12 perforations to an inch are not allowed on self-mailers claiming automated rates.
For a representative sampling of allowable self-mailer formats for tabbed or glue-sealed self-mailers, refer to Publication 95, Quick Service Guide, QSG 201b.
Pub 95, QSG 201b
Local MDAs can review and approve other proposed formats. Samples of mailpieces constructed of newsprint, and prepared with the final fold on the right or left edges (as opposed to top or bottom) must be submitted to the MDA for approval before full production.
Preparation of self-mailers and other tabbed pieces in these formats does not guarantee acceptance at automation letter rates. Any piece that does not meet postal machinability standards and cannot be processed on postal automated equipment may require changes in the sealing methods in order to qualify for automated discounts.
In addition to size, shape, and material used to create letter mail, flexibility and rigidity of the mailpiece are important. The contents of mail must be reasonably flexible to ensure proper transport through postal processing equipment.
At the same time, if your mail is too flimsy, it might catch in the metal joints of the processing equipment. Extremely flimsy or thin mailpieces also tend to stick together or adhere to other pieces easily, causing missorts and possible delays in delivery of the mail.
Pens, pencils, keys, large coins, and other rigid items can damage mail and mail processing equipment; they are prohibited in letter-size mail submitted for automation rates.
Items such as credit cards and small coins firmly attached to the contents of the mailpiece are usually acceptable if the mailpiece and its contents can bend easily around an 11-inch diameter steel drum (11-inch diameter drums are used in the USPS's automated machinery's belt transport system). CD/DVDs must be pre-tested and pre-approved by the Mailpiece Design Analyst for automation discounts.
Exercise 6 - 1Directions: Circle the best response to answer the following questions. Check your answers when you have completed the exercise.
1. In order to qualify for automated rates, letter-size mailpieces that are more than 4 1/4 inches high or 6 inches long must be at least:
a. 0.007 inch thick
b. 0.011 inch thick
c. 0.009 inch thick
d. 0.25 inch thick
2. If the aspect ratio of a letter-size mailpiece is not between 1.3 to 2.5, it may still qualify for barcoded discounts.
a. true
b. false
3. Mailpieces designed as envelopes sealed on all sides, and submitted for automated rates, must be constructed of paper with a minimum basis weight of:
a. 14 pounds
b. 16 pounds
c. 18 pounds
d. 20 pounds
4. Letter-size mailpieces submitted for barcoded discounts may contain rigid items such as pens or bottle caps.
a. true
b. false
5. A folded self-mailer must be tabbed in order for the mailpiece to be eligible for barcoded rates.
a. true
b. false
6. Folded self-mailers eligible for barcoded discounts may be sealed with:
a. string
b. spot glue
c. staples
d. buttons
7. The following methods are acceptable means of closure on folded self-mailers.
a. wafer seals
b. cellophane tape (if not placed in the barcode clear zone)
c. tabs
d. all of the above
1. c, 0.009 inch thick; letter-size mailpieces larger than the postcard maximums must be at least 0.009 inch thick in order to maintain the necessary rigidity required for high-speed transport on USPS automated sorting equipment.
2. b, false; letter-size mailpieces with an aspect ratio outside this range do not qualify for automated discounts.
3. b, 16 pounds; as measured by a ream of 500 17-by 22-inch sheets.
4. b, false; rigid items in letter-size envelopes tend to jam USPS automated equipment, resulting in lost productivity and damaged mail.
5. a, true; if tabbing of folded self mailers is fully defined in DMM 201.3.13.
6. b, spot glue; in addition to spot glue, other
acceptable methods of sealing include
self-adhesive tabs, wafer seals, glue strips, and cellophane tape (with certain
restrictions).
7. d, all of the above; Tabs, wafer seals, cellophane tape (if not placed in the barcode clear zone), or permanent glue (continuous or spot) may be used as sealing devices on folded self-mailers.
The enhanced capabilities of current USPS barcode readers allow for the placement of barcodes in either of two possible locations on the face of a letter-size mailpiece. The barcode must appear either in the lower right corner of the mailpiece in the barcode clear zone, or if printed as part of the address, in the address block barcode read area.
So long as you meet the reflectance requirements described in module five, USPS Barcodes, you can print the barcode either on a label, an insert, or directly on the mailpiece itself.
The barcode clear zone is an imaginary rectangle in the lower right corner of a letter-size mailpiece. The bottom and right sides of the mailpiece form the bottom and right edges of this rectangle. The left side of the rectangle is at least 4 3/4 inches in from the right edge of the mailpiece and the top of the rectangle is 5/8 inch up from the bottom of the piece.
If the barcode is printed in the barcode clear zone, the first (leftmost) bar
must be positioned between 3 1/2 inches to 4 1/4 inches from the right edge of
the mailpiece. The baseline of the barcode (the bottom of each bar) must be at
least 1/4 inch as measured
up from the bottom of the mailpiece, with a tolerance of plus or minus 1/16
inch. The barcode and all the bars that comprise it must be within 3/16 inch and
7/16 inch as measured from the bottom edge of the mailpiece.
Only delivery point barcodes may appear in the lower right corner of letter-size pieces submitted for automation discounted rates. POSTNET barcodes consisting of only ZIP+4 or 5-digit ZIP Code information are prohibited from appearing in the barcode clear zone on letter-size mailpieces submitted for automation discounts.
LOWER RIGHT CORNER BARCODE
The barcode clear zone must be kept clear of any extraneous printing that might confuse the barcode readers. The Postal Service will disqualify a mailpiece barcoded in the lower right if any print or bleed-through appearing in the barcode clear zone has a print contrast ratio (PCR) of more than 15 percent (see previous module).
You can determine correct lower right barcode placement and clear zone location using the clear plastic overlays; ITEM 07 and NOTICE 67, both part of the course's optional resource kit.
Item 07, Automation Gauge
Not. 67, Automation Template
Item 04A
For particular applications, mailers will sometimes elect to print the barcode on an insert that will show through a window in the lower right corner of the mailpiece. The barcode window must be covered and conform to the following specifications:
The bottom edge of the barcode window must wrap around and form the bottom edge of the mailpiece. The window material must be clear and allow the barcode to meet the reflectance requirements outlined in module five.
In addition, throughout the full motion of the insert, the entire barcode must remain in the barcode clear zone and maintain the following clearances:
Exercise 6 - 2Directions: Take out Item 07. It is the small clear plastic overlay included with the resource kit. Hold the template at arm's length against a neutral background.
You will see a number of positioning marks and inscribed gauges. For now, look for the lower right alignment mark on the template. You should see a corner marking in the lower right, with the text: "ALIGN WITH RIGHT BOTTOM CORNER OF MAILPIECE."
Align this corner marking with the lower right corner of the samples below. Using the areas in the lower right of the overlay marked "BARCODE FULLY WITHIN THIS AREA," and "FIRST BAR MUST BE WITHIN SHADED AREA," determine the answers for each sample question. Circle the letter of the correct answer.
1. Is the barcode correctly positioned?
a. yes
b. no
2. Is the barcode correctly positioned?
a. yes
b. no
Recheck your answers using the ruler inscribed on the top edge of the template:
Is the barcode baseline at least 1/4 inch from the bottom edge? Is the first (leftmost) bar between 3 1/2 inches to 4 1/4 inches from the right edge?
3. If located in the barcode read area of the barcode clear zone on a letter-size mailpiece, the leftmost (first) bar of the barcode must be positioned no further than:
a. 4 1/4 inches in from the right edge
b. 4 1/4 inches in from the left edge
c. 4 3/4 inches in from the left edge
d. 4 3/4 inches in from the right edge
1. yes; both the first bar and the baseline of the barcode are correctly positioned.
2. no; the first (leftmost) bar is more than 4 1/4 inches from the right edge.
3. a, 4 1/4 inches in from the right edge; when printing a barcode in the barcode clear zone, the first bar must be located between 3 1/2 inches to 4 1/4 inches in from the right edge of a letter-size mailpiece.
With this method, the barcode is not subject to the strict positioning requirements
of the barcode clear zone. The address block barcoding option is the most desirable
method of choice. If you desire printing the POSTNET barcode as part of the
address block, you must locate the barcode in one of the following positions
in the address. The delivery point barcode is prohibited between the delivery
address and the city, state, ZIP lines. If an address block barcode is used,
the bottom line of the address block, including the barcode, must be at least
5/8" from the bottom of the mailpiece.
An address block barcode requires certain clearances relative to any printing
and the edges of the window or address label. This allows the barcode sorter
to successfully locate the barcode. As shown in the
diagram below, a clear space of 1/25" is required above and below the barcode
and 1/8" is required to the left and the right of the barcode.
Below are examples of the acceptable barcode placement in address blocks.
When you print a barcode in the address block, the automation capabilities of the Postal Service's barcode readers allow greater latitude in placement. The positioning requirements are as follows:
You can visualize the address block barcode placement requirements, along with the barcode clear zone, as another imaginary rectangle on the face of the mailpiece. To qualify for automation discounts for letter-size mail, the address block barcode must be completely within this rectangle.
Printing an address block barcode on inserts that show through an address window is also a very popular option. This allows the mailer to gain additional efficiencies by eliminating the need to apply address labels. It also makes the enclosed information more personal.
You must locate the address window so that the barcode, as visible through the window, will meet the positioning requirements for address block barcoding. The Postal Service prefers window coverings, but does not require them except for the previously described heavy letter mail.
Window coverings, if used, must be sufficiently transparent to allow the barcode and its background to meet the reflectance requirements for POSTNET barcodes covered in module five, USPS Barcodes. The Postal Service makes this determination by measuring the barcode through the window material using a USPS envelope reflectance meter.
The 1/8 inch and 1/25 inch clearance requirements to label edges, for address block barcodes, also apply to address window edges or die cuts. These requirements are summarized in the following graphic:
Note: Not drawn to scale.
You must maintain these clearances throughout the full range of insert motion. If you use the same envelope for multiple inserts, be sure these requirements are met for every combination.
Mailings prepared in window envelopes and claimed at automation rates must pass a tap test during acceptance. Envelopes are tapped to the left, right, and bottom. The pieces must meet the required clearances after being tapped in each of these directions.
USPS acceptance personnel will conduct the "tap test" to check insert
motion. The piece is tapped on the left, right and bottom.
The background reflectance minimums and print reflectance difference (PRD) contrast requirements for POSTNET barcodes described in module five; USPS Barcodes, must be met by both the barcode and the surface on which it is printed. This ensures that the barcode can be successfully read and interpreted on postal sorting equipment.
Permanent labels and stickers designed to not be removed or relocated must be affixed directly to the outside of the mailpiece with permanent adhesive with a peel adhesion to stainless steel of 8 ounces/inch. Placing the label straight on the mailpiece is very important. Labels skewed or tilted more than 5-degrees cannot be read by the automated equipment.
In addition to the basic rate marking, if the barcode has been applied in the lower right corner, the marking “AUTO” is also required. The “AUTO” marking may be printed or produced as part of, or directly below or to the left of, the postage. It may also be placed in the line directly above or two lines above the address or to the left of the barcode clear zone. If the barcode is placed in the address block, the word “AUTO” is not required. Please refer to DMM 202.3.4.c for markings when barcode is applied by an MLOCR.
Exercise 6 - 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 barcode clear zone extends 5/8 inch up from the bottom edge of a letter-size mailpiece and:
a. 4 1/4 inches in from the right edge
b. 4 1/4 inches in from the left edge
c. 4 3/4 inches in from the left edge
d. 4 3/4 inches in from the right edge
2. When printing a barcode in the barcode read area of the barcode clear zone on a letter-size mailpiece, the barcode clear zone must not contain any printing with a PCR of greater than 15 percent.
a. true
b. false
3. Which of the following is not an acceptable position for a barcode printed as part of the address block:
a. above the address
b. below the optional endorsement line and above the recipient's name
c. between the delivery address line and the city and state information
d. above the optional endorsement line and/or keyline information
4. When printed as part of the address block on a letter-size mailpiece, the entire POSTNET barcode or IBM must be located no higher than __________ inches up from the bottom edge of the mailpiece.
5. An address block barcode requires a clearance above and below the barcode to any printing, window, or label edge of at least:
a. 1/15 inch
b. 1/25 inch
c. 1/4 inch
d. 1/8 inch
1. d, 4 3/4 inches in from the right edge; these measurements define the barcode clear zone in the lower right corner of a letter-size mailpiece.
2. a, true; extraneous printing in the barcode clear zone with a PCR (print contrast ratio) of greater than 15 percent (as measured by a USPS envelope reflectance meter) can confuse USPS barcode sorters and prevent them from successfully interpreting the ZIP+4 code and delivery point information encoded in the barcode.
3. c, between the delivery address line and the city and state information; placing an address block barcode anywhere between the recipient's name and the city, state, and ZIP Code information would unacceptably separate and break up address information critical to the proper and efficient delivery of the mailpiece.
4. 4; USPS barcode sorters will scan for POSTNET barcodes on the face of a letter-size mailpiece no higher than 4 inches up from the bottom.
5. b, 1/25; a properly positioned address block barcode maintains a clearance of 1/25 inch above and below, and 1/8 inch to the left and right, between the barcode and any other printing, markings, and window die cuts or label edges. These clearances must be maintained throughout the full range of motion of an insert showing through a window in a window envelope.
The Postal Service offers an automation discount for flat-size barcoded mailpieces. Our Flat sorting machines (FSMs) are designed with barcode readers that can locate and scan a barcode almost anywhere on the address side of a flat-size mailpiece. In this section, we cover the standards for barcoding flats.
Qualifying flat-size mailpieces must meet the size and construction requirements for processing on USPS automated flat sorters. While automated letters are limited to the definition of the basic processing category, flat-size standards actually expand upon the flat-size category discussed in module three. The structure and dimensional tolerances of the POSTNET barcode used for flat-size mail is the same as previously discussed for letter-size mail.
WHAT
YOU WILL LEARN ABOUT AUTOMATION REQUIREMENTS FOR FLAT-SIZE MAILPIECESUpon completion of this portion of the module, you should be able to do the following:
USPS automation discounts apply to flat-size mailpieces that are barcoded by the mailer. Automation rate discounts for flat-size mail allow for either a ZIP+4 code or a delivery point barcode. In addition, the mailpiece itself must meet the physical requirements for automated flat sortation. This applies equally to all flat-size mailpieces, regardless of class.
The POSTNET barcode print quality, tolerances, clearance, reflectance, and accuracy requirements discussed in module five, USPS Barcodes, apply equally to flat-size mailpieces. Mailpieces that do not meet these requirements are not eligible for the automation discount.
The following classes of mail include discounted rate options for barcoded mailings of flat-size mailpieces:
The USPS Flat Sorting Machines can currently read delivery point or ZIP+4 barcodes. The barcode may be read virtually anywhere on the address side of a flat-size mailpiece as long as it is at least 1/8" away from any edge.
A clear space of 1/25" is required above and below the barcode and 1/8" is required to the left and the right of the barcode.
If window envelopes are used for barcoded flat-size mail, the address on the insert showing through the window must remain in view when the insert moves the full range within the envelope.
When a window envelope is used, the clearance between the leftmost and rightmost bars and any printing or window edge must be at least 1/8”, and the clearance between the barcode and the top and bottom window edges must be at least 1/25”. These clearances must be maintained during the insert’s full range of movement in the envelope.
Flat-size mailpieces must be uniformly thick so that any bumps, protrusions, or other irregularities do not cause more than ¼ inch variance in thickness. Exclude the outside edges of a mailpiece (1 inch form the edge) when determining variance in thickness. Mailers must secure contents to prevent shifting of more than 2 inches within the mailpiece. A flat-size mailpiece must have a smooth and regular shape and be free of creases, folds, tears, or other irregularities not compatible with automation equipment. The exterior surface must not have protuberances caused by prohibited closures; attachments (except as provided below); irregularly shaped or distributed contents; or untrimmed excess material from the envelope, wrapper, or sleeve.
Unlike letter-size mail, there is no aspect ratio requirement for automation-compatible flat-size mailpieces. Flats must be rectangular or square in shape.
Permanently adhesive sealing devices may be used as long as they don’t interfere with the recognition of the barcode, rate marking, postage information and delivery and return address on the piece. Sealing devices, however, are not required to qualify for automation rates.
Clasps, strings, buttons, or similar materials or other protrusions that impede or damage mail processing equipment are not allowed. Staples used as tabs or wafer seals are not permitted. Staples may be used as a binding method, placed in the fold or spine of a magazine or booklet-type or similar mailpiece if parallel with the bound edge. The staples must be tightly and securely inserted, and not protruding to damage or interfere with mail processing equipment
Flats may be prepared with a cover page or protective cover that is more than 3/4" from each edge if the cover page is secured with at least two tabs, wafer seals, or glue spots placed 1” of the top and bottom edges of the cover page or protective cover.
Labels and stickers must be affixed to the outside of the piece with a permanent adhesive that cannot be removed or relocated once affixed.
The length and height of an automation-compatible flat-size mailpiece is not determined by the orientation of the address, but by the preparation of the piece:
A flat-size piece with a final fold must be designed so that the address is in view when the final folded edge is at the bottom of the piece and any intermediate bound or folded edge is to the right.
The piece must meet the DMM standards in 301.3.3.4 for turning ability and deflection.
First-Class Mail and Standard Mail flats do not require an “AUTO” marking. First-Class Mail flats not marked “AUTO” must bear both the “Presorted” or “PRSRT” and “First-Class” markings. Standard Mail flats not marked “AUTO” must bear the appropriate basic marking, “PRESORT STANDARD,” PRSRT STD,” “NONPROFIT ORGANIZATION” or “NONPROFIT ORG.”
| MINIMUM | MAXIMUM | |
| HEIGHT | 5" | 12" |
| LENGTH | 6" | 15" |
| THICKNESS | 0.009" | 3/4" |
The maximum weight for qualified piece by class:
1. For pieces prepared under DMM 301.3.
Flat-size pieces must be flexible. Boxes—with or without hinges, gaps, or breaks that allow the piece to bend—are not flats. Tight envelopes or wrappers that are filled with one or more boxes are not flats. Test flats as follows:
A. All flats (see Exhibit 1.3a):
1. Place the piece with the length parallel to the edge of a flat surface and extend the piece halfway off the surface.
2. Press down on the piece at a point 1 inch from the outer edge, in the center of the piece's length, exerting steady pressure.
3. The piece is not flexible if it cannot bend at least 1 inch vertically without being damaged.
4. The piece is flexible if it can bend at least 1 inch vertically without being damaged and it does not contain a rigid insert. No further testing is necessary.
5. Test the piece according to 1.3b. or 1.3c. below if it can bend at least 1 inch vertically without
being damaged and it contains a rigid insert.
B. Flats 10 inches or longer that pass the test in 1.3a and contain a rigid insert (see Exhibit 1.3b):
1. Place the piece with the length perpendicular to the edge of a flat surface and extend the piece 5 inches off the surface.
2. Press down on the piece at a point
1 inch from the outer edge, in the center of the piece's width, exerting steady pressure.
3. Turn the piece around and repeat steps 1 and 2. The piece is flexible if both ends can bend at least 2 inches vertically without being damaged.
C. Flats less than 10 inches long that pass the test in 1.3a and contain a rigid insert ( see Exhibit 1.3c):
1. Place the piece with the length perpendicular to the edge of a flat surface and extend the piece one-half of its length off the surface.
2. Press down on the piece at a point 1 inch from the outer edge, in the center of the piece's width, exerting steady pressure.
3. Turn the piece around and repeat steps 1 and 2. The piece is flexible if both ends can bend at least 1 inch vertically without being damaged.
An automation flat-size mailpiece must be flexible (see 1.3) and must meet maximum deflection standards. Test deflection as follows:
A. For pieces 10 inches or longer (see Exhibit 3.2.3a):
1. Place the piece with the length perpendicular to the edge of a flat surface and extend the piece 5 inches off the surface. Turn the piece around and repeat the process.
2. The piece is automation-compatible if it does not droop more than 4 inches vertically.
B. For pieces less than 10 inches long (see Exhibit 3.2.3b):
1. Place the piece with the length perpendicular to the edge of a flat surface and extend the piece one-half of its length off the surface. Turn the piece around and repeat the process.
2. The piece is automation-compatible if it does not droop more than 1 inch less than the extended length. For example, a piece 8 inches long would extend 4 inches off a flat surface. It must not droop more than 3 inches vertically.
C. For pieces with bound or folded edges, perform the test in 3.2.3a or 3.2.3b above by placing the bound or final folded edge perpendicular to the edge of the flat surface.
The polywrap must completely cover the flat. The wrap direction must be around the longer axis of the mailpiece. The seam must be parallel to the longest dimension. The seam placement is preferred on the nonaddressed side of the mailpiece. If seam is placed on the addressed side, it must not cover any part of
the address and barcode areas.The overhang (selvage) must not be more than 3/4" from the top of the mailpiece and 3/4" from the bottom of the mailpiece when the contents are centered inside the polywrap or not more than 1.5" at the top of the mailpiece when the contents are totally positioned at the bottom of the polywrap. Overhang (selvage) on each side must not be more than 1/4". The polywrap covering must not be so tight that it causes the piece to bend inside the polywrap.
Strictly for the purposes of determining the polywrap standards for overhang (selvage), the top and bottom are always the two longest edges of the mailpiece regardless of the address orientation. Any polywrap overhang (selvage) around the four edges of the mailpiece (top, bottom, and left and right sides) must meet these standards:
A flat-size piece with a final fold must be designed so that the address is in view when the final folded edge is at the bottom of the piece and any intermediate bound or folded edge is to the right.
The following diagrams depict the suggested/preferred address placements on flats:
Exercise 6 - 4Directions: Circle the best response or fill in the blank to answer the following questions. Check your answers when you have completed the exercise.
1. What is the maximum thickness for an automation flat size mailpiece?
a. 1/2 inch
b. 3/4 inch
c. 1 inch
d. 1 1/4 inches
2. For a flat-size, automation rate mailpiece determined to be AFSM 100 qualified, the dimension parallel to the bound or folded edge is the:
a. length
b. height
c. thickness
3. There is no aspect ratio requirement for prebarcoded flats.
a. true
b. false
4. The material used to polywrap a barcoded flat-sized mailpiece must be an approved product listed on the RIBBS web site.
a. true
b. false
5. If a polywrap flat measures 9 inches by 12 inches, what dimension is the top for the purposes of determining overhang?
a. 9 inches
b. 12 inches
6. A qualifying POSTNET barcode must be placed at least __________ inch from the edge of any flat-size mailpiece.
7. To qualify for automated flat rates the mailpiece must be tabbed.
a. true
b. false
1. b, 3/4 inch; 3/4 inch is the maximum thickness, flat must be uniform in thickness
2. a, length; due to the transport method the length is determined by the final fold or binding. The height is the dimension perpendicular to the bound or folded edge.
3. a, true; only letter-size pieces submitted at automation rates must meet the aspect ratio requirement. However, even though they may qualify for barcoded discounts, First-Class Mail flat-size pieces weighing less than 1 ounce are subject to the nonmachinable surcharge.
4. a, true; in order to be processed successfully on the flat sorting machines the polywrap used must meet 6 specific properties. Manufacturers who have passed a stringent test process are listed on the RIBBS Web site.
5. b, 12 inches; the longest edge is considered the top
6. 1/8 inch; a minimum clearance of 1/8 inch to the edge of a flat-size mailpiece is required to allow the flat sorters to successfully locate and decode the barcode.
7. b, false; There are no tabbing requirements for automated flat rates except for short covers.
The USPS offers discounts for Package Services machinable parcels bearing a correct parcel barcode (covered in module five, USPS Barcodes). Any qualifying Package Services machinable parcels routinely processed at a bulk mail center (BMC) or auxiliary service facility (ASF) with parcel sorters qualify for this discount.
However, eligibility for this discount is dependent on the proper application of a correct, readable, 5-digit parcel barcode. The required barcode format was covered in module five, USPS Barcodes. The definition of the requirements for machinable parcels is in module three, Processing Categories.
The final portion of this module deals with the application and positioning of the 5-digit barcode on a qualifying machinable mailpiece.
WHAT
YOU WILL LEARN ABOUT AUTOMATION REQUIREMENTS FOR PARCELSUpon completion of this portion of the module, you should be able to do the following:
Barcoded parcel discounts apply to single-piece mailings of 50 or more machinable parcels for the following subclasses:
Barcoded parcel discounts also apply to presorted mailings of 300 or more machinable parcels for the following subclasses:
For a full description of parcel barcode discounts, consult the individual subclass requirements in DMM 708.5.0 or contact your local postmaster or business mail entry personnel.
Only Package Services mailpieces adhering to the standards for machinable parcels (covered in module three, Processing Categories) are eligible to receive the barcoded parcel discount. The Postal Service’s automated parcel sorters can only process pieces that meet these criteria. These parcels must also meet the general mailability standards as outlined in module one, Classes of Mail and DMM 601.1.0, General Mailability Standards.
The address and barcode must be placed on the side of the mailpiece with the largest surface area. The address and barcode must be placed on the top surface of the parcel if its shape requires a particular orientation for stability during processing. The barcode should be placed immediately adjacent to the address and at least 1-inch from the edge of the mailpiece. The delivery address or barcode may be printed as an insert providing it meets the reflectance requirements in DMM 402.4.2. No printing may appear in an area 1/8” above and below the barcode regardless of location. In addition to this, a minimum clear zone equal to 10 times the average measured narrow element (bars or space) width must be maintained to the left and right of the barcode.
Exercise 6 - 5Directions: Circle the best response or fill in the blank to answer the following questions. Check your answers when you have completed the exercise.
1. Barcoded parcel discounts apply to single-piece mailings of __________ or more pieces for each subclass of Package Services parcels.
2. Barcoded parcel discounts are available for all Package Services subclasses.
a. true
b) false
3. Package Services barcoded parcel discounts are available only for:
a. machinable parcels
b. outside parcels
c. irregular parcels
d. all of the above
4. In general, the delivery address and parcel barcode must be placed on the face of the parcel with the:
a. smallest surface area
b. average surface area of all sides
c. largest surface area
d. the most stable surface
5. How far away from the mailpiece edge should the barcode be placed?
a. 1/8 inch
b. 1/4 inch
c. 1/2 inch
d. 1 inch
6. Printing may appear either above or below a parcel barcode, but no closer than:
a. 1/8 inch
b. 1/4 inch
c. 1/2 inch
d. 1 inch
1. 50; you must have at least 50 pieces for each single-piece Package Services mailing per subclass to claim a barcoded parcel discount.
2. a, true; the barcoded parcel discounts are available for Parcel Post, Media Mail, Library Mail, and Bound Printed Matter.
3. a, machinable parcels; only parcels that are machinable on USPS parcel sorters fitted with parcel barcode readers are eligible for the barcode discount.
4. c, largest surface area; the address and barcode must be placed on the face of the parcel with the largest surface area.
5. d, 1 inch; parcel barcodes must be placed no closer than 1 inch to the edge of the parcel.
6. a, 1/8 inch; this clearance is required to ensure that the barcode readers can successfully locate and decode the barcode.
Pub 95, Quick Service Guide
The table below lists processing categories by class and the pertinent QSG reference for each automation preparation option.
| Category | First-Class | Periodicals | Standard | Package Services |
|---|---|---|---|---|
| Letters | QSG 230d | QSG 707f | QSG 240c | N/A |
| Cards | QSG 230d | N/A | N/A | N/A |
| Flats | QSG 330b | QSG 707g | QSG 340b | QSG 360 |
| Machinable Parcels | N/A | N/A | QSG 440a | QSG 401a |