PRICING AND CLASSIFICATION Table of Contents

Appendix  

POSTAL CONTACTS

The following is a list of Postal Service job titles and position descriptions that you will find useful. These are postal employees to contact for information when performing your duties as mailpiece quality control specialist at your company.

MAILPIECE DESIGN ANALYSTS

The mailpiece design analysts' primary job is to help customers design mailpieces that meet postal standards and to increase the amount of mail compatible with the sorting technology used by the Postal Service. They visit customers to suggest ways for mailers to conform to barcode standards so that customers can take full advantage of the automated processing equipment of the Postal Service. Mailpiece design analysts can also determine the causes for failure of automated equipment to correctly handle customer mail and suggest improvements for the customer's mailpiece design.

CONSUMER AFFAIRS REPRESENTATIVES

Consumer affairs representatives respond to customer complaints, inquiries, and suggestions. They provide for the collection, tracking, and analyzing of complaint data and make recommendations for corrective action to improve service to customers. They also supervise the We Want to Know (WWTK) program, which enables customers to register complaints, offer suggestions, and give complements about postal products and services via direct contact with their local Post Office, by calling 800-ASK-USPS, or at www.usps.com.

ACCOUNT REPRESENTATIVES

Account representatives analyze needs of large volume mailers to determine the best postal programs, products, and services to help the customer's mailing operations. Their primary job is to ensure that customers understand how the Postal Service functions and how the customer's organization can work with the USPS to provide them with the best possible service.

NATIONAL CUSTOMER SUPPORT CENTER, MEMPHIS, TENNESSEE

The National Customer Support Center (NCSC) in Memphis, Tennessee (1-800-238-3150) handles customer requests for postal products and services. Postal products include files containing postal address information, such as the Carrier Route Information System (CRIS), Drop Shipment locations, Delivery Sequence Files, and ZIP+4 code data. Services include ZIP+4 code conversion of customer address files, ordering postal publications, and the testing of CASS/PAVE software. Hours of the NCSC are 8:00 a.m. to 5:00 p.m. Central Time.

POSTMASTER

The postmaster manages, often through subordinate supervisors, the operation of a Post Office, providing distribution, delivery, collection, and window services. The postmaster may also provide for the operation of carrier stations or finance branches within a large area, such as a multi-ZIP Code city, where two or more additional facilities are used to handle the mail.

CUSTOMER SERVICE SUPERVISOR

The customer service supervisor directly supervises employees engaged in the distribution, dispatch, collection, and delivery of mail in a delivery unit. Customer service supervisors report to postmasters.

POSTAL INSPECTOR

The postal inspector investigates criminal acts involving the use of the postal system. Inspectors are responsible for protecting postal consumers, the mail, postal funds and property, and conducting internal audits.

BUSINESS MAILER SUPPORT ANALYST

PRICING AND CLASSIFICATION SERVICE CENTER (PCSC)

PCSC provides oversight, support, and guidance for local Post Offices engaged in acceptance and classification activities. PCSC issues higher level rulings on classification and acceptance decisions.

The address and telephone numbers of the PCSC is listed in DMM 608.8.4.

MANAGER, BUSINESS MAIL ENTRY

Manages activities related to mailing requirements, business mail acceptance, and revenue protection for a USPS district. Provides program and technical guidance on mail preparation and business mail entry operational procedures to all Post Offices within a district.

A complete listing of USPS Managers, Business Mail Entry, by District, with coverage ZIP Codes, is in DMM 608.8.4.

DMM 608

SUPERVISOR, BUSINESS MAIL ENTRY UNIT (BMEU)

The supervisor at the business mail entry unit ensures that all bulk, presort, and automation mail is accepted properly. The supervisor ensures that employees observe proper acceptance procedures regarding classification, weighing, computing postage, and recording of BMEU transactions. The  BMEU supervisor reports to the manager, business mail entry at a designated district.

DETACHED MAIL UNIT CLERKS

Detached mail unit clerks are Postal Service bulk mail clerks physically assigned to a mailer's facility. They are responsible for verification, acceptance, and dispatch of bulk mail directly from the mailer's plant.

MAILING REQUIREMENTS CLERKS

Mailing requirements clerks are a part of the business mail entry department. Typically located at major Post Offices throughout a district, they are available for customer applications for permits and nonprofit authorizations. They assist customers with questions about the preparation of bulk mailings. In some locations, free classes in bulk mail preparation are given by the mailing requirements clerks. Mailing requirements clerks can interpret regulations outlined in the Domestic Mail Manual and can answer questions concerning classification of mailpieces.

   BMEU Supervisors are key decision makers and influencers in the USPS acceptance process. Establish a good working relationship with your local BMEU supervisor!

CHECKLISTS

LETTER-SIZE MAILPIECE DESIGN CHARACTERISTICS CHECKLIST FOR OCR (OPTICAL CHARACTER READER) "READABILITY"

The ideal characteristics of an addressed letter-size mailpiece:

• mailpiece material—envelopes: minimum, 16-pound paper; cards (such as reply cards, postcards): minimum, 75-pound offset paper.
• mailpiece color (includes inserts showing through windows)—preferably white. If colored, reflectance of at least 50 percent in the red portion and 45 percent in the green portion of the optical spectrum.
• mailpiece dimensions—minimum: 3 1/2" (3.500") high, 5" long, 0.007" thick; maximum:
  6 1/8" (6.125") high, 11 1/2" (11.500") long, 1/4" (0.250") thick; aspect ratio 1.3 - 2.5.
• address block location—1/2" (0.500") vertical clear space (margin) from left and right edges of envelope; at least 5/8" (0.625") but no more than 2 3/4" (2.750") horizontal clear space from bottom edge of envelope.
• address format—uniform left margin, all caps (all uppercase characters), two-letter state abbreviation, ZIP Code or ZIP+4.
• address font style—uniform stroke widths, simple sans serif style.
• address character height—8 to 18 points (80 to 200 mils).
• address character stroke width—3/4 to 2 points (10 to 30 mils).
• address character spacing—3/4 to 3 points (10 to 40 mils) between characters.
• address word spacing—1 to 5 "em" spaces (1 to 5 full-size character spaces) between words.
• address line spacing—2 points to 2 "em" spaces (28 mils to 2 full-size character heights) between lines.
• address skew—maximum 5 degrees.
• mailpiece clear zones—OCR read area free of return address with logos and other extraneous printing above delivery address line. POSTNET clear zone free of all printing and patterns except barcode. FIM clear zone free of all printing except FIM.
• window-edge clearance—through full range of insert shift 1/8" (0.125").
• print contrast ratio—40 percent minimum in the red and the green portions of the optical spectrum; 45 percent if glassine windows used.
• print quality—sharp, uniform contrast; no voids, extraneous ink, or smudges.
• ink color—black or dark color.
• background interference—underlines, halftone backgrounds, nonaddress printing avoided.

FLAT-SIZE MAILPIECE DESIGN CHARACTERISTICS
CHECKLIST FOR PREBARCODING

The characteristics of a prebarcoded flat-size mailpiece:

• Placement—The barcode and address should be on the same side of the mailpiece. Either a ZIP+4 barcode or a delivery point barcode is acceptable.
• Reflectance—Barcode and background reflectance for automation flat-size mail are the same as address block barcoding requirements for letter-size mail.
• Clearances—No printing 1/8 inch to the left and right of the barcode. No printing 1/25 inch above and below the barcode. The barcode must be placed at least 1/8 inch from any edge of the mailpiece.
• Skew/Rotation—Bar rotation must not exceed 10 degrees.
• OCR readability—Address should be OCR readable, if possible.
• Tabs—Tabbing is not required for flats.
• Polywrap—Polywrap and shrinkwrap are not permitted unless their design is evaluated by the USPS and approved for use (see DMM Quick Service Guide 820).
• Flexibility/Rigidity—Barcoded flat-size pieces must meet flexibility and rigidity requirements in DMM 301.3.0.

BARCODES

General checklist for POSTNET barcodes:

• barcode locations—lower right: no more than 5/8" (0.625") from bottom edge of envelope and no more than 4 3/4" (4.750") from lower right edge of envelope; address block: above recipient line or below the city, state, and ZIP Code line of address.
• window-edge clearance—through full range of insert shift, barcodes must maintain 1/8" (0.125") clear space on left and right sides and 1/25" (0.040") clear space above and below.
• bar size—full bar: 0.125" (±0.010") high; half bar: 0.050" (±0.010") high; both bars: 0.020" (±0.005") wide.
• bar pitch—22 bars per inch (±2 bars).
• bar tilt—5 degrees maximum.
• print reflectance difference—30 percent minimum in the red portion of the optical spectrum.
• ink color—black or dark color.
• print quality—sharp, uniform contrast; no voids, extraneous ink, or smudges.

FACING IDENTIFICATION MARKS

Checklist for proper FIM use:

• proper type—FIM A for courtesy reply mail; FIM C for prebarcoded business reply mail.
• location and clear zone—right most bar of FIM must be 2" ± 1/8" (±0.125") from the right edge and the leftmost bar no more than 3" from right edge of envelope. The tops of the FIM bar must be no lower than 1/8" (0.125") from the top edge of each mailpiece and may extend over the top edge to the flap.
• bar dimensions, pitch, and tilt—5/8" (0.625") ± 1/8" (±0.125") long; 1/32" (0.03125") ± 1/128" (±0.008") wide; no more than 5 degrees combined positional and rotational skew.
• print reflectance difference—30 percent minimum in the red portion of the optical spectrum.
• ink color—black or dark color.
• print quality—sharp, uniform contrast; no voids, extraneous ink, or smudges.

BUSINESS REPLY MAIL CHECKLIST

Checklist for required BRM elements:

• No Postage Necessary Endorsement
  You must print the endorsement "NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES" in the upper right corner on the face of the BRM piece. The endorsement may not extend any farther than 1 3/4 inches (1.750 inches) from the right edge of the BRM piece. It is recommended that the endorsement be enclosed in a box. The top of the box should be 1/2 inch (0.500 inch) from the top edge of the BRM piece.
• Horizontal Bars
  You must print a series of horizontal bars immediately below the no postage necessary endorsement. The bars must be uniform in size, at least 1 inch long (not longer than 1-1/2 inches (1.500 inches)), 1/16 inch (0.0625 inch) to 3/16 inch (0.1875 inch) thick, and evenly spaced. The bars must not extend below the top of the delivery address line — the line directly above the city, state, and ZIP Code line. There must be at least a 1/2-inch (0.500 inch) clearance between the ZIP Code and the series of horizontal bars.
• Facing Identification Mark
  You must print a facing identification mark (FIM) in the top right portion of the BRM piece. Use FIM B for BRM printed without a barcode. Use FIM C for BRM printed with a barcode.
• Business Reply Legend Box
  You must print in capital letters (uppercase) "BUSINESS REPLY MAIL" above the complete delivery address. The letters must be at least 3/16 inch (0.1875 inch) high. Immediately below the business reply legend, you must print in capital letters "FIRST-CLASS MAIL," "PERMIT NO." followed by your permit number, and the issuing Post Office name (city and state). You must enclose those two lines in a rectangular box.
• Postage Endorsement Line
  You must print in capital letters the line "POSTAGE WILL BE PAID BY ADDRESSEE" below the business reply legend box and above the complete delivery address.
• Complete Delivery Address
  You must print the complete delivery address — including the permit holder's name — directly onto the BRM piece or insert (for window envelopes). The bottom line of the address must be at least 5/8 inch (0.625 inch), but no more than 2-1/4 inch (2.250 inch), from the bottom edge of the BRM piece. A clear 1/2-inch margin is required on both the left and right edges of the BRM piece (excluding the horizontal bars).
• POSTNET Barcode
  A barcode is a series of full (tall) bars and half (short) bars printed at the bottom of a mailpiece. The barcode for BRM represents the ZIP+4 barcode. A camera-ready barcode positive may be obtained at no charge from the Postal Service (see Appendix I for the nearest postal business center). A unique ZIP+4 code is issued to each BRM permit holder. Always make sure that the proper ZIP+4 code and barcode are printed on your BRM piece. If in doubt, contact your local mailing requirements office for assistance.
• Permit Holder's Space
  You may use the upper left corner of the address side for a return address, logo, attention line, distribution code, or form number.
• Company Logo
  You may use your company logo in the address block if the logo does not extend below the top of the delivery address line. If the BRM piece is barcoded, the logo may extend no lower than 5/8 inch from the bottom edge of the mailpiece. The logo must not interfere with any required business reply endorsements.
• Attention or Information Lines
  If you use an attention or information line in your complete delivery address, you must place that line above the delivery address line. Determine with your mailpiece design analyst how many production sample BRM pieces must be submitted for a test before the Postal Service can approve your QBRM application. Participation in QBRM depends on whether your BRM pieces meet automation requirements.
• Size Standards
  To be automation-compatible, BRM letter-size pieces must measure no less than 3 1/2 inches (3.500 inches) high and 5 inches long and no more than 6 1/8 inches (6.125 inches) high and 11 1/2 inches (11.500 inches) long. To qualify for the postcard rate, BRM cards must be at least 3 1/2 inches (3.500 inches) high by 5 inches long, but no larger than 4 1/4 inches (4.250 inches) high by 6 inches long. Larger card sizes are mailable; however, they are charged at the regular First-Class Mail letter rates. Pieces formed of a single piece of cardstock, larger than the card maximums of 4 1/4 x 6 inches, must be a minimum of 0.009 inch in thickness.
• Ink/Paper Colors and Type Styles
  Not all paper and ink colors and not all type styles are compatible with automated sorting equipment. Contact your mailpiece design analyst for guidance on paper colors, ink colors, and readable type styles. Both the FIM and the barcode must have at least a 30 percent print reflectance difference. The combined effects of positional and rotational skew must be limited to ±5 degrees from the FIM or barcode to the top or bottom edge of your BRM piece.

QBRM REQUIREMENTS

Checklist for QBRM qualification:

• BRM Account
  You must have a valid business reply mail account with annual BRM and annual accounting fees paid..
• Automation Standards
  You must make sure that the physical characteristics of your BRM pieces meet all automation standards and these standards:
  • Properly assigned ZIP+4 code for postcard, 1-ounce envelope, or 2-ounce envelope.
  • Corresponding preprinted barcodes on the pieces.
  • FIM C printed on the pieces.
  • Envelope stock:
  • Minimum thickness: 0.007 inch.
  • Maximum thickness: 1/4 inch (0.250 inch).
  • Card stock:
  • Minimum thickness: 0.007 inch.
  • Maximum thickness: 0.016 inch.
  • Minimum basis weight: 75 pounds.
• All other BRM requirements
• Application
  Submit Form 6805, QBRM Application, to the postmaster or business mail entry unit.
• Stock Samples
  Submit ten samples of paper or card stock for approval with your letter or application.
• Authorization
  Authorization is issued by copy of the approved application from the Post Office or business mail entry unit.
• Sample of the Order
  Submit a small sample of your BRM pieces for final review before acceptance into QBRM. That way, in case a format change must be made, you can make the change before printing a full supply of incorrect BRM pieces.
• Post Office (MDA) Review
  The Post Office reviews artwork and assists you if needed. Every effort should be made to create a perfect BRM piece before printing. Do not forget to read and verify the FIM and ZIP+4 barcode.

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