WHAT YOU WILL LEARN ABOUT REPLY AND RETURN MAILAs a mailer, you want to provide current and potential customers with an easy and inexpensive way to do business with you by mail. Reply mail service enables you to enclose convenient, preprinted reply pieces in outgoing mail to customers for return by domestic mail.
Reply mail, whether it is prepaid with stamps or whether postage is collected as it is delivered to you, is a cost-effective and convenient feedback system to market products and services or to obtain payment for them. There are three basic types of reply mail:
When designing your BRM and CRM pieces, you want to ensure that the
addresses, the overall formats, the physical characteristics, and the facing
identification marks (FIMs) are compatible with postal automated processing
equipment. Producing reply pieces that meet postal automation standards ensures
that you get the most efficient processing possible for your reply pieces and
prompt, accurate delivery.
WHAT YOU WILL LEARN ABOUT REPLY AND RETURN MAILUpon completion of this module, you should be able to do the following:
Business reply mail (BRM) is a service that allows a mailer to distribute preprinted First-Class Mail reply pieces to customers. The mailer pays the return postage only on the pieces customers send back.
The Postal Service collects single-piece First-Class Mail postage, plus a per piece charge, from the BRM permit holder (or authorized representative). A lower First-Class Mail postage rate and per piece charge applies to qualified business reply mail (QBRM) pieces. A BRM permit holder has these three options for paying postage and fees on returned pieces:
1. Cash (or check) payment upon delivery.
2. Automatic deduction from a postage due account prior to delivery.
3. Automatic deduction from an advance deposit account.
Authorized BRM permit holders may distribute BRM cards, envelopes, self-mailers, or cartons. Permit holders may also distribute business reply mail labels. Customers can affix these labels to items being returned.
The Postal Service requires an annual fee to set up and maintain a business reply mail permit. To apply, mailers must submit Form 3615, Mailing Permit Application and Customer Profile, to the issuing Post Office. Establishing a business reply mail advance deposit account requires payment of an additional fee.
Paying an annual accounting fee reduces the per piece charge. An annual accounting fee provides a separate accounting for BRM charges.
The BRM permit holder guarantees to pay postage and fees upon delivery of all returned BRM pieces. Mailers must pay the appropriate charges for pieces returned to them. Refusal to accept and pay the required charges is grounds for revocation of a permit holder's BRM permit.
Contact your local mailing requirements office, postmaster, or postal representative for more information. They will help you analyze your options and can provide additional information, such as how to receive BRM at multiple Post Offices using the same permit.
You should consult your local mailpiece design analyst for guidance in
designing BRM pieces and for publications about business reply mail.
Business reply mail can significantly boost response rates for mailing
campaigns, particularly the return of surveys and questionnaires.
All forms of printing are acceptable if sufficiently legible. You may not use handwriting to prepare the address side of BRM. Typewriting and hand-stamping are acceptable only on penalty BRM used by government agencies.
All ink colors are acceptable if there is a 40 percent print contrast ratio between the ink in the address and the paper, in both the red and the green spectrums.
We recommend that mailers obtain approval from their local postmaster or mailpiece design analyst (MDA) prior to printing. Mailpiece design analysts can review mechanicals or bluelines for this purpose. The MDAs can also supply you with camera ready artwork for your business and courtesy reply pieces. The complete requirements for BRM use and formatting are in DMM 507.8.4.
The following format elements must appear correctly on each BRM piece. The permit holder is responsible for correcting any format errors. Repeated violations can result in revocation of the mailer's BRM permit. A complete description of BRM format elements is in DMM 507.8.
You must print the endorsement "NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES" in the upper right corner of the address side of the BRM piece. The left edge of the endorsement must be no more than 1 3/4 inches from the right edge of the piece.
BUSINESS REPLY MAIL FORMAT
The correct business reply mail legend must appear above the permit holder's address in capital letters. Each letter in the legend must be at least 3/16 inch high. Use the two legends as follows:
Pieces printed with the legend "BUSINESS REPLY MAIL," including envelopes and cards, may not be used as BRM labels.
The Post Office assigns a BRM permit number when it accepts and processes your Form 3615 and annual fee. When designing a business reply mailpiece, please verify your BRM permit number is correct prior to printing. Directly below the BRM legend, the words “FIRST-CLASS MAIL PERMIT NO.” (followed by your business reply permit number) and the name of the issuing Post Office (city and state) must appear in capital letters. Directly below that , the endorsement “POSTAGE WILL BE PAID BY ADDRESSEE” appears all in capital letters. This is the permit holder’s statement of responsibility for all postage charges.
The complete address (including the permit holder’s name, delivery address, city, state, and BRM ZIP Code) must be printed directly on the piece, subject to these conditions:
A vertical series of horizontal bars parallel to the length of the piece must be printed directly below the imprint “NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES.” The bars must be uniform in length, evenly spaced and at least 1" long and 1/16" to 3/16" thick. On letter-size nonbarcoded BRM, the bars must not extend below the delivery address line. On barcoded BRM, the bars must not extend lower than 5/8" from the bottom edge of the piece. The purpose for these bars are for clerks to recognize this type of mail as postage due.
A FIM must be printed on all letter-size BRM and on business reply labels affixed to letter-size mail. One purpose for FIMs is to face the mail as it is processed through the advanced facer canceller machine. The other purpose is to direct the mailpiece to either the optical character reader or the barcode sorter, depending on whether it has a barcode applied. FIMs should be placed in to the left of the “NO POSTAGE NECESSARY…” as follows:
FIM A is used for Courtesy Reply Mail and Metered Reply Mail with a preprinted barcode.
FIM B is used for BRM without a preprinted BRM ZIP+4 barcode.
FIM C is used for BRM with a preprinted BRM ZIP+4 barcode.
FIM D is used only with information based indicia (IBI) postage.
MDAs can verify these and other design standards. DMM 708.9 contains the regulations governing construction and placement of the FIMs.
The paper used for all envelopes must have a minimum basis weight of 20-pound bond paper (500 17" X 22" sheets). The Postal Service must preapprove any designs for nonpaper envelopes. BRM pieces must meet the reflectance requirements for automation-compatible mailpieces.
Mailpieces less than 4 1/4" high by 6" long must be at least .007" thick. Mailpieces exceeding this dimension must be at least .009" thick.
You must make sure that the material used for your BRM pieces produce a background reflectance of at least 50 percent in the red portion and 45 percent in the green portion of the optical spectrum, measured with a USPS reflectance meter.
Material must have a fluorescence of no more than 4.0 phosphor meter units. (due to the sensors on the advance facer canceller equipment). Fluorescent colors generally do not meet this requirement. Fluorescent colors should be tested and approved by the Postal Service.
If your BRM pieces contain dark fibers, make sure that the print contrast ratio between the fibers and the material is 15 percent or less in the red and the green portions of the optical spectrum, measured with a USPS reflectance meter.
If the material on which the delivery address is to appear is printed in a halftone screen, the screen should be at least 200 lines per inch (dot size) or at least a 20 percent screen.
BRM window envelopes are designed so that the delivery address and barcode are printed on an insert appearing through an open or covered window. Window envelopes must meet specific specifications as follows.
The “NO POSTAGE NECESSARY” endorsement, the horizontal bars, and the business reply mail legend must be printed either directly on the envelope or on the insert appearing through the covered window. The minimum size of the information appearing in the covered window is 2" high and 4-1/4" long. The FIM must be printed on the envelope. Other required elements, including “FIRST-CLASS MAIL” “PERMIT NO.,” city, state, “POSTAGE WILL BE PAID BY ADDRESSEE,” and the permit holder’s name and complete delivery address may be printed on the insert that appears through the window.
Regardless of how much the insert containing the address and barcode shifts inside the envelope, the entire address, including the barcode, must show through the window with at least a 1/8-inch clearance on all sides. This clearance must be maintained throughout the insert’s full range of movement (shift) in the envelope. No printing other than the elements listed above may be visible through the window. The address must be readable through any window-covering material that permits the barcode and its background, as viewed through the window material, to meet the reflectance standards in DMM 708.4.3. The edges of the window cover must be securely glued to the envelope. The address on the insert showing through the window must be that of the permit holder or an authorized representative.
The bottom edge of the window must be at least 1/2 inch from the bottom edge of the envelope.
In addition to the standards mentioned above, self-mailers and reusable mailpieces must meet the standards for automation compatibility. Permit holders must provide instructions to the user for refolding and sealing so that upon return, the piece meets sealing and folding requirements for automation compatibility as mentioned in Module 6.
BRM cards must meet the design standards for First-Class Mail postcards. Any postcards larger than 4 1/4" X 6", must be at least .009" thick.
For general use, the minimum size of a BRM label is 2" high and 3" long. BRM labels are not required to have a FIM or a ZIP+4 barcode, but all other format standards mentioned above must be met. In cases where a BRM card or letter is used improperly as a label, the USPS treats the item as waste.
For labels on letter-size BRM pieces, the following standards apply:
barcoding of BRM is optional except for letter-size BRM enclosed in automation rate discounted mailings. The USPS however, strongly recommends the use of BRM with preprinted barcodes. A barcode on your BRM piece reduces postal handling and improves the delivery of your mail. In addition, properly formatted barcoded letter-size BRM may qualify for QBRM which offers lower per piece charges.
The mailpiece design analyst can inform you of the appropriate ZIP+4 code and provide camera ready artwork for both the correct barcode and FIM C.
Barcoded BRM must bear all the required format elements previously covered. You must also maintain the barcoding specifications outlined in module five, USPS Barcodes. The following is a summary of the additional requirements for prebarcoded BRM:
1. In the barcode clear zone in the lower right of the mailpiece.
OR
2. In the address block location only if printed on an insert intended to
show through a window on a window envelope.
All BRM pieces measuring over 4 1/4" high by 6" long must be at least 0.009" thick.
Domestic BRM may not be sent to foreign countries. The standards for International Business Reply Mail (IBRS) are in the International Mail Manual (IMM). No special services (e.g., certified, insured, registered) are permitted with BRM.
The delivery address on a BRM piece may not be altered to redirect the mailpiece to any address other than the one preprinted on the piece.
BRM may not be used for any purpose other than that intended by the permit holder, even when postage is affixed. In cases where a BRM card or letter is used improperly as a label, the USPS treats the item as waste. Preprinted labels with only delivery address information (including a ZIP+4 barcode as part of the address block) are permitted, but the permit holder’s name and other required elements must be printed directly on the BRM piece.
Handwriting, typewriting, and handstamping may not be used to prepare BRM. Printed borders are not permitted on letter-size BRM, but are permitted on business reply labels and cartons and envelopes greater than letter-size.
BRM pieces that are not automation-compatible are not allowed in automation
rate mailings.
BRM pieces that exceed maximum postcard size that are less than 0.009"
thick are not permitted.
You may distribute BRM pieces to your customers inside other mailpieces. You may also use any other legal means to distribute BRM, such as distribution through flyers, take-ones, leave-behinds, and private carriers. Recipients may tender BRM to the Postal Service by any method appropriate for First-Class Mail, including collection boxes.
For QBRM, the mailer must use the unique ZIP+4 code assigned to them by the Postal Service for use with BRM. The mailer must represent this unique ZIP+4 code by a ZIP+4 barcode printed on the mailpiece.
The ZIP+4 code assigned by the Postal Service is unique for that category of letter-size BRM. The ZIP+4 barcode provides for sortation on postal automated equipment by specific size and rate categories (i.e., cards, 1 oz. letters or 2 oz. letters).
To participate in QBRM, you must complete Form 6805, QBRM Application and Approval. Contact your postmaster, mailpiece design analyst, or business mail entry personnel for more information.
The BRM format standards are more stringent under QBRM. In addition to meeting the requirements for prebarcoded BRM, the permit holder must also:
In return for following the relevant standards, the mailer receives a discount not only on their per piece charge, but also in actual First-Class Mail postage rates. This is possible because of the efficiency of the Postal Service’s high-speed barcode sorters. BRM and QBRM postage rates and fees are listed in DMM 507.8.0.
BRM allows customers to send replies and orders to your company without affixing postage. You pay only for the pieces returned, not the total distributed.
To use BRM, you must apply for a BRM permit and choose a level of service appropriate to your needs and budget.
All BRM pieces, cards, letters, flats, and parcels, are returned to you as First-Class Mail. The Postal Service collects the appropriate postage and per piece charges either prior to or upon delivery, depending on the option you select.
Exercise 9 - 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. BRM pieces are prepaid.
a. true
b. false
2. Which endorsement must be printed in the upper right corner of the address side of a BRM mailpiece?
a. "BUSINESS REPLY MAIL"
b. "POSTAGE WILL BE PAID BY ADDRESSEE"
c. "FIRST-CLASS MAIL PERMIT NO. (##), (CITY/STATE)"
d. "NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES"
3. The characters used to print the legend "BUSINESS REPLY MAIL" on a BRM piece must be:
a. at least 3/16 inch high
b. printed in Arial font only
c. in at least 12 point type
4. Which of the following endorsements must appear below the "FIRST-CLASS MAIL PERMIT NO. (##), (CITY/STATE)" on a BRM mailpiece?
a. "BUSINESS REPLY MAIL"
b. "POSTAGE WILL BE PAID BY ADDRESSEE"
c. "NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES"
d. none of the above
5. FIM stands for ____________ Identification ____________ .
6. Which FIM is required to be printed on prebarcoded BRM?
a. FIM A
b. FIM B
c. FIM C
7. QBRM requires the assignment of a ____________ ZIP+4 code by the USPS prior to printing the barcode on the mailpiece.
1. b, false; BRM pieces are not prepaid. Payment for returned BRM pieces is due prior to delivery to the BRM permit holder.
2. d, "NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES"; this is a required element.
3. a, at least 3/16 inch high; this requirement helps ensure ready identification of BRM pieces in the mailstream.
4. b, "POSTAGE WILL BE PAID BY ADDRESSEE"; this is a required element.
5. Facing, Mark; the appropriate FIM is required on all letter-size BRM.
6. c, FIM C; identifies prebarcoded BRM.
7. unique; for qualifying QBRM, a unique ZIP+4 code must be assigned for each weight increment and type of letter-size BRM piece.
Courtesy Reply Mail (CRM) is a term used to describe preprinted addressed and barcoded return envelopes. Companies supply these envelopes to their recipients for return use. The most common example of courtesy reply mail is an envelope included in a utility bill for sending payments back to the company. Many businesses who bill and fulfill via the mails supply CRM envelopes to their customers.
Companies usually distribute CRM envelopes without a postage stamp affixed. The recipient must place a postage stamp on the envelope before mailing it back. Individual customers pay postage with adhesive stamps or meter stamps.
The USPS requires no fees or prior authorization to distribute CRM.
The purpose of CRM is to move the piece through the system using high-speed automation equipment. This ensures that you receive the piece from the customer as soon as possible.
Although there are no DMM design standards for CRM, you should follow the requirements for automated processing. Reply envelopes often contain a monetary payment. A properly designed CRM envelope ensures expeditious and accurate delivery—a true bottom line feature.
The convenience of a handy reply envelope also encourages a faster response and
boosts total response rates.
The elements common to all types of CRM are:
The placement, envelope construction, and address printing guidelines for CRM are the same as those for automation-compatible mail.
CRM that is barcoded enjoys the maximum benefits of postal automated sortation. The Postal Service encourages all mailers who distribute letter-size CRM to barcode their reply pieces.
Barcoded CRM may bear either a delivery point barcode, or if the business has an exclusively assigned ZIP+4 code, a Firm Unique ZIP+4 barcode. You may position the barcode either in the address block, or in the lower right corner in the barcode clear zone. In either case, maintain the positioning, clearance, and printing standards covered earlier in module five, USPS Barcodes, and module six, Automation Requirements.
All prebarcoded CRM envelopes should bear a facing identification mark (FIM) A. The FIM A identifies the mailpiece to postal cancellation and automated equipment as prebarcoded CRM. This allows the piece to be sent directly to dedicated high-speed barcode sorters.
Although the bar pattern is different, the printing and positioning requirements for a FIM A on courtesy reply mail is the same as for BRM.
Your local mailpiece design analyst can verify your correct ZIP+4 code and provide camera-ready artwork for both the barcode and the correct FIM A. The MDA will also provide feedback and guidance on positioning requirements during the design stage.
CRM is subject to the same limitations and standards as all mailable matter. Other than these basic standards no additional standards apply.
All letter-size CRM pieces enclosed in barcoded First-Class Mail, Periodicals, and Standard Mail mailpieces claiming automation rates must bear the correct FIM and barcode, and meet all the requirements for CRM.
You may send CRM pieces to your customers inside other mailpieces. You may also use any other legal means of distribution for CRM. Most commonly, recipients deposit CRM envelopes in postal collection boxes or leave them for pickup by their letter carrier.
CRM is subject to the First-Class Mail nonmachinable surcharge if outside the
acceptable aspect ratio if 1 ounce or less in weight.
Meter reply mail is essentially CRM with a meter stamp preapplied as return postage. Print a meter stamp (see module eight, Postage Payment Methods) directly on a mailpiece or address label that bears the return address of the meter holder.
Meter stamps may prepay return postage for:
You must use a meter stamped address label for Priority Mail (over 13 oz.), single-piece Media Mail, and Library Mail. When using a label, ensure that it is affixed so that it cannot be removed in one piece. This prevents reuse of postage.
Other than the costs associated with leasing a postage meter and postage, the USPS requires no fees or prior authorization to distribute meter reply mail.
All forms of printing are acceptable if sufficiently legible. You may not use handwriting, typewriting, or hand-stamping to prepare the address side of metered reply mail.
The phrase "NO POSTAGE STAMP NECESSARY, POSTAGE HAS BEEN PREPAID BY" must appear on the piece directly above the delivery address of the meter license holder. The preprinted address side must appear as shown below. The USPS permits no additions or alterations to this format.
The postage amount must be enough to prepay the postage in full. Because the date of deposit by the recipient for return is unknown, the meter impression must not have a date. Meter stamps used to prepay postage must not show the date, except for Information-Based Indicia's (IBI's) generated from a PC Postage System which must include the words "Reply Postage".
Meter reply mail that is prebarcoded enjoys the full benefits of postal automated sortation. As with courtesy reply mail, the Postal Service encourages all mailers who distribute letter-size meter reply mail to prebarcode their reply pieces.
Barcoded meter reply mail (MRM) may bear either a delivery point barcode, or if the business has an exclusively assigned ZIP+4 code, a Firm Unique ZIP+4 barcode. You may position the barcode either in the address block, or in the lower right corner in the barcode clear zone. In either case, maintain the positioning, clearance, and printing standards covered earlier in module five, USPS Barcodes, and module six, Automation Requirements.
All barcoded meter reply envelopes should bear a facing identification mark (FIM) A. The FIM A identifies the mailpiece to postal cancellation and automated equipment as barcoded reply mail. This allows the piece to be sent directly to dedicated high-speed barcode sorters.
The printing and positioning requirements for a FIM A on meter reply mail is the same as for CRM and BRM. A complete description of BRM format elements as in DMM 507.8.
FIM A
For PC Postage, a FIM D is required for prepay reply mail when the indicium is printed directly on the mail piece.
The Postal Service delivers meter reply mail only to the address of the meter license holder. If the address is altered, the mail is held for proper postage from the addressee prior to receipt.
All letter-size MRM pieces enclosed in prebarcoded First-Class Mail, Periodicals and Standard Mail mailpieces claiming automation rates must bear the correct FIM and barcode, and meet all the requirements for MRM.
You may send meter reply pieces to your customers inside other mailpieces. You may also use any other legal means of distribution. Most commonly, recipients deposit MRM envelopes in postal collection boxes or leave them for pickup by their letter carrier.
Your local mailpiece design analyst can verify your correct ZIP+4 code and provide camera-ready artwork for both the barcode and the correct FIM A. The MDA will also provide feedback and guidance on positioning requirements during the design stage.
Exercise 9 - 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. Courtesy Reply Mail (CRM) is returned postage due to the original sender.
a. true
b. false
2. Which FIM is used on prebarcoded CRM pieces?
a. FIM A
b. FIM B
c. FIM C
d. FIM D
3. A FIM D is required for:
a. PC Postage
b. Metered Reply Mail
c. Courtesy Reply Mail
d. Business Reply Mail
4. All letter-size reply pieces included in mailings sent at the barcoded automated rates must bear the correct FIM and barcode.
a. true
b. false
5. The postage costs for meter reply mail are prepaid by the original sender.
a. true
b. false
6. On a meter reply piece, directly above the delivery address of the original sender, the following endorsement must appear:
a. "NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES"
b. "POSTAGE WILL BE PAID BY ADDRESSEE"
c. "NO POSTAGE STAMP NECESSARY, POSTAGE HAS BEEN PREPAID BY"
d. none of the above
7. Barcoded meter reply mail can bear either a ____________ point barcode or a ____________ unique ZIP+4 barcode.
1. b, false; postage is typically applied by the recipient prior to the return of the piece. The original sender may preapply the postage, if desired.
2. a, FIM A; identifies prebarcoded CRM.
3. a, PC Postage; A FIM D is required for prepaid reply mail when PC Postage is printed directly on the mailpiece.
4. a, true; this is a requirement for automated rates.
5. a, true; the original sender preapplies postage in the form of a meter stamp or PC Postage.
6. c, "NO POSTAGE STAMP NECESSARY, POSTAGE HAS BEEN PREPAID BY"; this is a required element.
7. delivery, firm; either type of barcode may be used. ZIP+4 barcodes assigned to BRM may not be used on CRM and vice versa.
Another method of providing a return or reply vehicle for your correspondents is a reusable mailpiece. Reusable mailpieces are outgoing mailpieces designed so that your customers can reuse and return them after receipt.
The recipient reconfigures or modifies the reusable mailpiece to cover the original delivery address and expose the delivery address of the sender. Your design must take this into consideration.
The USPS requires no fees or prior authorization to distribute reusable mailpieces.
The recipient either refolds or removes part of a reusable mailpiece to prepare it for return. This process must allow the recipient to cover the original delivery address and reveal that of the sender for return.
During all phases of postal handling, it must be clear which is the intended delivery address. You must design a reusable mailpiece so that:
A reusable mailpiece, once reconfigured, may be designed to return as any one of the reply mail types previously covered in this module.
An alternative for mailings originating as permit imprint mailings, both addresses may be visible on the original outgoing mailpiece. This applies to presorted, prebarcoded, permit imprint mailings only. In this case, you must locate the originator's address (where the reusable piece is returning to) on the reverse side of the mailpiece. The piece must also meet the following requirements:
The Postal Service allows this option because permit imprints are not valid as return postage. Therefore, postal personnel can tell the difference between the outgoing (original) address and the return address.
Reusable mailpieces not meeting these requirements must be completely re-enveloped. Recipients must apply new postage before return.
By definition, mailers distribute reusable mailpieces via the mail. If required
by postal standards, you must present the original mailing for acceptance.
The proper design of a reusable mailpiece is more of an art than a science. Be
sure to consult closely with your local mailpiece design analyst to ensure
compliance with these standards.
Merchandise return service allows mailers to receive mailable goods from their customers. The permit holder pays the postage and fees for the returned items. To return a piece, customers affix a merchandise return label to the parcel.
You may return parcels at the single-piece rates for First-Class Mail, Priority Mail, and Package Services. Permit holders may add postal insurance, Delivery Confirmation, pickup service, registered mail service, or special handling to the basic service.
The Postal Service requires an annual fee for merchandise return service. Mailers must have a Form 3615, Mailing Permit Application and Customer Profile, on file at the Post Office which will receive the returning parcels. A sample of the merchandise return label and customer's instructions for use must accompany the Form 3615.
If the permit holder desires registered mail service they must note "Registered Mail" on the application. Permit holders must also provide notice to the Post Office of any changes to the merchandise return label.
In addition to the annual MRS fee, the permit holder must pay an annual accounting fee. The Postal Service deducts the appropriate single-piece rate postage and special service fees for parcels returned from an advance deposit account. The mailer can use an existing postage due account for this purpose but must still pay the annual accounting fee..
Contact your local mailing requirements office, postmaster, or mailpiece design analyst for more information. They will help you analyze your options and can provide additional information on options such as receiving returned parcels at multiple Post Offices.
All forms of printing are acceptable if sufficiently legible. You may not use handwriting, typewriting, or hand-stamping to prepare the label. The background may be any light color.
You may print the label format directly on the mailpiece or produce it as a label, a facsimile transmission (fax), or an electronic file that includes instructions. The label adhesive must be strong enough to bond securely to the parcel.
The merchandise return label may include a detachable acknowledgment of mailing. If included, you must perforate the acknowledgment for easy removal. Do not glue it to the parcel. You must also provide written instructions to the customer on how to use the label and mail the parcel.
Obtain guidance from your local postmaster or mailpiece design analyst (MDA) prior to printing. The Postal Service must approve merchandise return labels before use. The complete requirements for merchandise return service and label formatting are in DMM 507.9.6.
Merchandise return labels must bear the following elements:
You must print the endorsement "No Postage Necessary If Mailed In The United States" in the upper right corner of the label. The left edge of the endorsement must not extend more than 1 3/4 inches from the right edge of the label.
Position the following text, directly above the delivery address, enclosed in the "Merchandise Return Label" rectangle:
You must follow the format and order shown in the illustration for this information.
If the permit holder wants to receive the piece back as either Priority Mail, First-Class Mail, Media Mail, or Library Mail, you must add the appropriate class markings. Print the marking above and to the right of the merchandise return label rectangle. The marking must be at least 1/4 inch high. It may be either printed or rubber stamped. Only the permit holder may apply this marking.
Pieces without rate markings are returned as Parcel Post.
If no special service is requested, the text "POSTAGE DUE COMPUTED BY DELIVERY UNIT" must appear in capital letters above and to the left of the merchandise return label rectangle.
Directly below the "POSTAGE DUE..." endorsement you must print, in capital letters, a list for computing the postage due charges:
As marked with an asterisk below, insurance, special handling,
Delivery Confirmation, return receipt for merchandise, and pickup service fee
entries may not appear if the permit holder does not choose the corresponding
service(s). As appropriate, these postage and fee markings must appear:
POSTAGE $____
*INSURANCE FEE (IF ANY) $____
*DELIVERY CONFIRMATION FEE (IF ANY) $____
*RETURN RECEIPT FOR MERCHANDISE FEE (IF ANY) $____
*SPECIAL HANDLING FEE (IF ANY) $____
*PICKUP SERVICE FEE (IF ANY) $____
TOTAL POSTAGE AND FEES DUE $____
INSURANCE DESIRED BY $____
PERMIT HOLDER FOR (VALUE)
Show the return address of the customer mailing back the parcel in the upper left corner. If not preprinted, provide space for the customer to apply their return address.
Above the delivery address print the lines "POSTAGE DUE UNIT" and "US POSTAL SERVICE," in capital letters. Follow with the delivery address of the postage due unit at the office where the permit is authorized. This text must be at least 1 inch from the left edge of the piece.
Place a series of horizontal bars below the "No Postage
Necessary..." endorsement. The bars must be the same size, at least 1 inch
long, and 1/16 inch in thickness. Evenly space the vertical column of bars and
do not extend them below the delivery address (street or
PO Box #) line.
Do not use a facing identification mark (FIM) on merchandise return labels.
If the permit holder desires additional special services like registered mail, insurance, Delivery Confirmation, pickup service, or special handling, various format elements must be changed or added. For instance:
Seek postal guidance for the proper way to combine and format your label for these additional services.
The Postal Service computes postage for zone-rated parcels with no cancellation or return address at zone 4.
The Postal Service returns to the sender parcels requiring registered or insurance service deposited in collection boxes. If no return address is present, these parcels are treated as undeliverable.
The permit holder may distribute merchandise return labels as enclosures with merchandise or as separate items, as a facsimile transmission (fax), or as an electronic transmission for customer downloading and printing.
Merchandise return labels may be distributed as the reply half of a qualifying double postcard. For this method you must have prior approval from the Pricing and Classification Service Center (PCSC).
The customer must mail the parcel in the service area of the Post Office shown in the return address. Parcels with special services or mailing acknowledgments must be tendered directly to postal personnel.
Mailers of Standard Mail machinable parcels who have their undeliverable parcels returned via an ancillary service endorsement can now participate in Bulk Parcel Return Service (BPRS). Participation in BPRS can represent significant savings in return charges.
The service is limited to mailers who have over 10,000 undeliverable parcels returned per year. Only machinable parcels weighing less than one pound and originally mailed as Standard Mail are eligible for BPRS.
The Postal Service returns BPRS pieces to a designated postal facility such as a Processing and Distribution Center (P&DC). Mailers can then pick them up or the Postal Service will deliver them if more efficient for postal operations.
Mailers must submit a written request to the postmaster at the office where the parcels will be returned. This request must include the annual permit fee and annual accounting fee and:
The mailer must have an advance deposit account. The permit holder pays the BPRS per piece charge via this account. Mailers using BPRS pay only the per piece charge for each parcel returned.
Each piece must bear one of the qualifying BPRS endorsements. The return address must be in the delivery area of the issuing Post Office. Valid BPRS endorsements are:
The piece must meet all requirements for the use of ancillary service endorsements. The Postal Service only charges the BPRS fee for returned pieces, not the weighted fee (see module four, Addressing).
The assigned BPRS permit number must not appear on the mailpiece. Any Standard Mail piece that qualifies for a single-piece Package Services rate, and is so endorsed, is not eligible for BPRS.
No extra services are allowed.
You must initially present BPRS eligible pieces as part of a presorted Standard Mail mailing. All relevant standards apply. Undeliverable parcels are returned by postal delivery personnel.
Reply mail, sent by your business to customers or potential customers, is a type of return mailpiece with a request for a response. Order forms and invoices are common types of reply mail.
Reply and return mail envelopes and labels are the vehicle for this communication with your customers. The Postal Service offers a number of options for your use. You may simply provide return envelopes for your customers (CRM). You may prepay the postage for all envelopes you distribute with meter reply mail.
Business reply mail, on the other hand, allows you to distribute many more pieces than you anticipate might be returned. You pay only for those pieces that are actually returned to you. Postal reply mail options allow your customer contacts to be truly interactive, further enhancing an already attractive and effective communications medium.
The MQC program is meant to provide a thorough exposure to all options and relevant standards for reply mail. Publication 25, Designing Letter and Reply Mail, provides complete coverage and illustrations for BRM, CRM, and meter reply mail. Publication 25 is intended as a key reference for all designers.
Pub 25, Designing Letter and Reply Mail
Exercise 9 - 3Directions: Circle the best response to answer the following questions. Check your answers when you have completed the exercise.
1. Unless originally mailed using a permit imprint, a reusable mailpiece must show only the recipient's address at the time of mailing.
a. true
b. false
2. Which of the following special services are available for use with merchandise return service?
a. bulk insured service
b. collect on delivery (COD) service
c. restricted delivery
d. registered mail service
3. Pieces bearing merchandise return labels without a clear rate marking are returned as:
a. First-Class Mail
b. Parcel Post
c. Priority Mail
d. Library Mail
4. A properly designed merchandise return label includes the correct facing identification mark (FIM).
a. true
b. false
5. To be eligible for Bulk Parcel Return Service (BPRS) a mailer must receive returned parcels totaling at least __________ a year.
a. 1,000
b. 10,000
c. 100,000
d. 1,000,000
6. Bulk Parcel Return Service (BPRS) is available for:
a. Package Services parcels only
b. Package Services machinable parcels only
c. Standard Mail parcels only
d. Standard Mail machinable parcels only
1. a, true; unless mailed using a permit imprint, a reusable mailpiece must be configured to obscure the original sender's address when mailed.
2. d, registered mail service; postal insurance and special handling may also be included with merchandise return service.
3. b, Parcel Post; pieces may be returned, at the discretion of the permit holder, as either Priority Mail, First-Class Mail, Media Mail, or Library Mail if properly marked.
4. b, false; facing identification marks are not used on merchandise return labels.
5. b, 10,000; is the minimum volume requirement for returned parcels to qualify for Bulk Parcel Return Service (BPRS).
6. d, Standard Mail machinable parcels only; weighing less than 16 ounces and originally mailed as part of a presorted Standard Mail mailing.