WHAT
YOU WILL LEARN ABOUT REQUIREMENTS FOR NONAUTOMATION MAILPIECESSometimes, it is simply not possible to design a mailpiece that qualifies for postal automation discounts. For a variety of reasons, you may be unable to meet the specifications outlined in the previous modules. Your client's needs or desires for a unique message or medium may override the potential benefits and savings of automation-compatible mailpieces. The Postal Service does not require that all mailings be automation-compatible, only that they be properly prepared to qualify for the class and rate for which they are submitted.
The USPS continues to offer a range of options for nonautomation-compatible mailpieces of all classes, albeit at somewhat higher postage rates. While it is beyond the scope of this course to cover preparation requirements in depth, we will direct you to where more information is available, based on the class and size of your mailpiece.
We will also cover how to design your mailpieces to be compatible with the Postal Service's optical character readers, which can add barcodes to pieces not originally bearing them. If you do not prebarcode your mailpieces, it is likely that the Postal Service will attempt to do so itself.
WHAT
YOU WILL LEARN ABOUT REQUIREMENTS FOR NONAUTOMATION MAILPIECESUpon completion of this module, you should be able to do the following:
Workshare discounts include nonautomation presort options for mailings that are NOT barcoded. These nonautomation rate mailings consist of either machinable mail or nonmachinable mail. The design you choose determines whether or not the piece is machinable or nonmachinable. It also determines whether or not the piece is subject to a nonmachinable surcharge.
First-Class Mail and Standard Mail letters that are not barcoded, but are designed in a manner that will allow the USPS to process them on high speed automation equipment are referred to as "machinable". The term "machinable" is also used to describe a presort preparation method for this type of mailpiece that does not require mailers to package their mailings into bundles as defined in QSG 240a. The only bundles required in machinable mailings are mail for the origin SCF, less than full trays and postcard-size pieces. Machinable letters must:
The term "machinable" is not typically used for flats. There is no "machinable" presorting option for First-Class Mail or Standard Mail flats. However, Standard Mail letters and flats may be considered Not Flat-Machinable if they do not meet certain physical requirements. First-Class Mail flats may be considered a parcel if they do not meet certain physical requirements.
First-Class Mail parcels (single-piece or presorted) weighing two ounces or less are subject to a surcharge.
The term "machinable", when used in conjunction with parcels, refers to parcels that meet the BMC machinable parcel criteria described in Module 3 and DMM 101.0 & 401.1.
Nonmachinable mail is mail that is not able to be sorted on mail processing equipment because of its size, shape, content, or address orientation. Nonmachinable letter-size mailpieces (of any class) are ineligible for USPS letter-size automation rates.
The DMM defines a nonmachinable surcharge as 'A surcharge on some First-Class Mail, Standard Mail, and Parcel Post pieces that have physical characteristics that prevent the pieces from being processed on automated equipment'. Some mailpieces that are nonmachinable, that must be excluded from automated processing and handled manually, are charged a nonmachinable surcharge.
Other types of mailpieces such as parcels and Not Flat-Machinables (NFM) may get surcharges if they are lightweight (First-Class Mail parcels under 2 ounces) or not properly barcoded. We will discuss more about NFMs later in this module.
First-Class Mail postcard postage rates are not subject to the nonmachinable surcharge as defined in DMM 201.2.
First-Class Mail letters that meet one or more of the nonmachinable characteristics as outlined below in DMM 201.2.
First-Class Mail parcels are assessed a surcharge for:
| MINIMUM | MAXIMUM | |
|---|---|---|
| HEIGHT | 3 1/2" | 6 1/8" |
| LENGTH | 5" | 11 1/2" |
| THICKNESS | 0.007" | 1/4" |
Letter-size pieces which are more than 4 1/4" high or more than 6" long (maximum postcard size) are required to be at least .009" thick to be automation compatible.
Letter-size pieces must also meet an aspect ratio (length divided by height) of between 1.3 and 2.5. The maximum letter weight that can be processed through the OCR is 3.3 ounces.
The OCR barcodes your letter-size mail and sorts it to its proper destination by looking for the delivery address within an imaginary rectangle on the address side of the mailpiece. The entire delivery address should appear in this area. This imaginary rectangle is called the OCR Read Area.
As depicted by the diagram below, the OCR Read Area begins 5/8" from the bottom of the mailpiece and extends 2 3/4" from the bottom of the mailpiece. The side parameters are 1/2" margins on both the left and right edges. Special care should be taken so that no part of the return address falls inside this area. The possibility exists that the OCR could read your return address. If it does, it could apply a barcode for your return address and you would get your mailpieces sent back to you.
It is best to place nonaddress printing such as logos and teaser copy above the delivery address line and as far away from the address block as possible.
Always keep the barcode clear zone (5/8" from bottom of the mailpiece and 4 3/4" from right side of envelope to the left) clear of any printing.
The barcode clear zone is a rectangular area in the lower right corner of the address side of the postcard or letter-size mailpiece. It extends from the bottom edge of the mailpiece up 5/8" and from the right edge of the mailpiece, it extends to the left 4 3/4". This is the area where the OCR will apply a barcode. Please keep this area clear of any print.
Mailpieces qualifying for automated discounts and pieces submitted as machinable are eventually sorted by the Postal Service on the same pieces of equipment, the barcode sorters. Therefore, the physical construction for machinable mailpieces is exactly the same as pieces submitted for barcoded mailings (see previous module). This includes the sealing, folding, and tabbing requirements for self-mailers.
Paper stock for letter-size mail must be of a light color (white or pastel), and the address print must be black (or very dark) to provide adequate contrast for automated processing.
The address bearing surface, whether on an envelope, card, label, or insert, must have the ability to reflect sufficient light. White backgrounds are preferred, but light pastels are acceptable if they meet the reflectance guidelines. The background reflectance should be at least 50 percent in the red portion and 45 percent in the green portion of the optical spectrum to be successfully processed through the automation equipment.
Certain materials are incompatible with postal automation because they cannot be transported at high speeds through mail processing equipment or they do not allow quality printing of a barcode on the mailpiece for optimal scanning.
These materials include polywrap, shrinkwrap, spun-bonded olefin, and other plastic-like coverings. Certain types of coated papers should also be avoided if the coating is so glossy that it prevents the water-based ink used to print a postal-applied barcode from drying within one second.
Avoid using textured paper (paper with other than a smooth surface) if the texture adversely affects print quality (that is, causes broken characters or smudged spaces). Because fluorescent paper can confuse the postage detector on the postal facer-canceler machines, you should also avoid using such paper. Translucent style envelopes can cause readability and machinability problems. Check with our Mailpiece Design Analyst.
Consult the mailpiece design analyst about paper stock before you produce your mailpiece.
Envelope paper and paper material on other letter-size mailpieces, such as folded self-mailers, should have sufficient opacity (density) to prevent any printing on the inside of the mailpiece from showing through in the OCR read area or in the barcode clear zone.
Some ink patterns used to make security envelopes (designs placed on the inner walls of an envelope) can permeate the envelope material and show (bleed) through. To ensure that nonaddress printing does not interfere with the OCR, the print contrast ratio (PCR) of any print bleed through must be less than 15 percent, as measured on the outside of the envelope, in both the red and green portions of the optical spectrum.
Paper containing dark fibers or background patterns is not recommended. These can cause interference during OCR and BCS processing. The dark patterns can be mistaken for part of the address or barcode information, causing missorts and delays.
If you use such paper, make sure that the print contrast ratio (PCR) between the fibers (or pattern) and the background does not exceed 15 percent in the red and the green portions of the optical spectrum. The mailpiece design analyst can test the print contrast ratio for you.
Background colors printed in halftone screens (colors and images formed from patterns of dots) that are less than 200 lines per inch or less than 20% screen cannot be detected by the OCR and should not be used. The OCR can actually image the individual dots when the screens are less dense.
Protruding closures can cause damage to postal equipment and your mailpieces during processing. If you use clasps, strings, buttons, or similar closure devices, a nonmachinable surcharge may be applied.
Often mailers will design letter-size mailpieces using window envelopes. If using window envelopes for more than one style or size of insert, be sure that the window is positioned properly to accommodate address placement for each insert. The address should be completely visible as the insert shifts within the envelope. Ensure that the window is positioned within the OCR read area. For optimal OCR readability, a minimum of 1/8" clearance should be maintained between the address block and the top, bottom and side edges of the window when the insert is moved to its full limits in each direction within the envelope. The bottom edge of the address window must not extend more than 1/8" into the barcode clear zone. An envelope that contains a window that intrudes into the barcode clear zone is not eligible for automated rates.
Window cover material, if used over the address window, should be made of a nontinted clear or transparent material (e.g., cellophane, glassine, or polystyrene) and should permit the address, as viewed through the window material, to meet the print contrast ratio standards in DMM 601.6.3. Glassine may be used for window cover material providing all edges are glued securely to the envelope. Recycled window cover material should be avoided. Any material used should be free of creases, wrinkles, streaks, fogging or any other condition that may obscure the address. Mailpiece Design Analysts are able to test the print contrast ratio, print reflectance difference and background reflectance using the envelope reflectance meter.
As with automation rate pieces, your nonautomation letter-size mailpiece and its contents should be reasonable flexible to be able to pass around revolving wheels and belts in automated processing equipment.
Address labels and stickers should be applied using permanent glue designed to stay adhered to the mailpiece throughout the entire mailstream.
Exercise 7 - 1Directions: Remove this page from the binder. Take out the Notice 67. It is the large 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 bold corner marking in the lower right, with the text: "ALIGN WITH RIGHT BOTTOM CORNER OF MAILPIECE TO CHECK BARCODE AND ADDRESS BLOCK LOCATIONS."
Align the corner marking on Notice 67 with the lower right corner of the samples. Using the shaded area in the center of the overlay marked "OCR READ AREA," determine the answers for each sample question. Circle the letter of the correct answer.
1. Is the address in sample A correctly positioned for automation processing?
a. yes
b. no
SAMPLE B
2. Is the address in sample B correctly positioned for automation processing?
a. yes
b. no
3. Is sample B a good candidate for automated processing?
a. yes
b. no
Hold the Notice 67 again at arm's length. At the left edge, in the center of the template, you should see a shaded form in the shape of a capital "C" marked "ADDRESS / WINDOW CLEARANCE".
Remove this page from the binder. Use the gauge to verify whether or not the samples below meet the 1/8-inch clearance requirement of address printing to label or window edge or diecut.
Circle the correct answer to each question. Replace all pages, and check your answers against the answer key on the following page.
4. Is the address in sample C correctly positioned?
a. yes
b. no
1. no; it is not at least 5/8 inch above the bottom edge of the mailpiece.
2. yes; the address is completely contained within the OCR read area.
3. no; there is printing (teaser copy) in the barcode clear zone, and there is nonaddress printing (teaser copy) in the OCR read area that is below the delivery address line (1 ANY LANE).
4. no; there is not at least 1/8 inch clearance between the left edge of the address printing and the label or window edge.
A machinable letter-size mailpiece requires accurate, complete, readable addresses that can be successfully scanned and interpreted by an OCR.
Typography is the typesetting of letters and characters to form words that can be printed and read. The two most important factors in typesetting are legibility and readability. Legibility measures whether type face characters can be perceived and distinguished from one another. Readability measures how easily and quickly typeset words can be read.
Type styles that are pleasant to the human eye are not necessarily easily readable by the OCR. Simple sans serif (nonserifed) type styles with uniform stroke width are best for OCR processing.
Avoid type styles described as bold, script, extended, condensed, italicized, and highly stylized; these styles are not OCR-readable.
Type sizes between 8 and 18 points (a printer's unit of measurement) are suitable for automated processing; however, 10- or 12-point type size is preferred. Character height will vary from one type style to another. In fact, some 8-point type might be too small for the OCR to read.
If either 8- or 18-point type is used, character height and width should be checked carefully to ensure that they meet requirements. When 8-point type is used, the address should be printed in all uppercase characters to achieve the minimum 80 mil (0.080 inch) character height.
Aa Bb Cc
12-, 14-, and 16-point "Arial"
Use the CHARACTER HEIGHT gauge, inscribed in the upper left of Notice 67, Automation Template, to measure whether the above type style meets the minimum and maximum character height requirements for all illustrated point sizes.
Notice 67, Automation Template
Generally, the stroke width depends on the character size. The width of address character strokes should be uniform and between 3/4 point and 2 points. Light or bold type styles do not meet this requirement and are not compatible with OCR processing.
The height of the address characters divided by their width should be between 1.1 and 1.7. Most normal type styles (fonts) fall within this range; however, many extended fonts include characters that do not meet this requirement.
Character spacing is one of the most important parameters for OCR readability. A clear vertical column of 3/4 point to 3 points should be maintained between characters; 1 point character spacing is preferred. The OCR requires this clear space in order to successfully image and read the individual characters.
Kerning, the overlapping or nesting of characters (used in some font styles for easier reading), is not compatible with OCR processing. When kerning is used, the OCR may force the segmentation of some of the characters. This results in split characters that are difficult to read.
The center-to-center spacing between two adjacent characters in a word is known as character pitch. When the pitch of the characters is equal, each character uses the same amount of space regardless of the letter. This style of type presentation is referred to as monospacing and results in an equal number of characters per inch. The use of 10 to 12 characters per inch is recommended for OCR readability.
A clear vertical space of 1 to 5 "em" (width of a full "M" character) spaces should be maintained between words of the address. This includes spacing between the state abbreviation and the ZIP+4 code. The recommended spacing between words is one to two "em" spaces.
A clear space is required between each line of the address to allow the OCR to properly interpret the address information. Line spacing is measured from the lowest hanging character in the upper line to the highest standing character in the line below. Characters in one line of the address should not touch characters in another line. Spacing should be uniform and not less than 2 points or more than 29 points; the preferred line spacing is 4 points.
All lines of text contained in the address block should be left justified. Address block content and format was covered in module four; Addressing.
Due to improved character recognition, the USPS prefers that you print all delivery address information in capital letters.
To reduce the amount of data necessary for the OCR to interpret, the USPS prefers that you omit all punctuation in delivery addresses.
Notice 67, Automation Template has lines inscribed in the upper left corner of the template in 1/2-point increments that can be used to measure these spacing requirements.
The performance of the optical character reader (OCR) depends upon the print quality of addresses. Successful OCR interpretation is best accomplished when you use the following guidelines:
Maximum Spacing
The ink used to print the address must contain at least one part carbon black ink in order to ensure the required print contrast ratio (PCR) between paper and ink. Two parts black is preferred. Fluorescent and phosphorescent inks are not suitable for automated processing.
The address block should not be slanted or skewed (tilted) by more than 5 degrees relative to the bottom edge of the mailpiece. This standard is especially important for the proper application of address labels.
You should avoid using forms, labels, or envelope inserts containing preprinted lines, outline boxes, or prompting words such as "TO:" or "FROM:" in the delivery address area. These nonaddress elements can interfere with successful OCR recognition and interpretation of the delivery address information.
Exercise 7 - 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. OCRs read addresses on letter-size mail and print a barcode in the barcode ____________ zone in the lower right corner of the mailpiece.
2. Mailpieces prepared as part of a machinable mailing never need to be presorted into packages.
a. true
b. false
3. You should place the delivery address on a letter-size mailpiece entirely within the OCR ____________ area.
4. The delivery address on a letter-size mailpiece should be placed no closer than 5/8 inch to the bottom edge of the mailpiece and no higher than:
a. 2 1/4 inches
b. 2 1/2 inches
c. 2 3/4 inches
d. 4 inches
5. Which of the following best describes a characteristic of an OCR-readable type style?
a. italicized
b. sans serif
c. condensed
d. script
6. An OCR-readable mailpiece should include a delivery address printed with ink containing at least __________ part carbon black ink.
7. Reverse printing (characters printed as white knock-outs on black paper or dark background) is OCR-readable.
a. true
b. false
1. clear; the barcode clear zone extends 5/8 inch up from the bottom and 4 3/4 inches in from the right edge of a letter-size mailpiece. No discernible printing of any kind should appear in this clear area (other than a properly formatted POSTNET barcode).
2. b, false; machinable mailings will be packaged in less-than-full- trays, origin SCF trays and postcard-size mailings.
3. read; the OCR "looks" for the delivery address within this imaginary rectangle.
4. c, 2 3/4 inches; the delivery address on an OCR-compatible mailpiece should be entirely within the "OCR read area" as defined by these boundaries:
5. b, sans serif; a simple, monospaced, sans serif type style is preferred for OCR recognition.
6. one; ink colors consisting of two parts carbon black are recommended.
7. b, false; the OCR is incapable of properly interpreting reverse printing.
Nonautomation flats are flats not bearing POSTNET barcodes. Mailers who meet the following voluntary guidelines ensure that their flat size-mailings receive the most expeditious postal processing possible.
For automation rates, see standards in DMM 301.3.
| Dimension | MINIMUM | MAXIMUM |
|---|---|---|
| HEIGHT | 6 1/8"* | 12" |
| LENGTH | 11 1/2"* | 15" |
| THICKNESS | 0.250" (1/4")* | 3/4" |
* Must exceed at least one of these letter-size maximums.
Pens, pencils, keys, large coins, and/or rigid items are not recommended for inclusion in flats because they can damage the mailpiece and the flat mail processing equipment. Items such as credit cards, which are attached to the contents of the mail, are machinable. The contents should be uniformly and securely enclosed to avoid shifting. Shifting can jam the flat sorting machine because of the erratic movement as the flat moves towards its designated bin. Flats containing rigid contents or are not uniform in thickness or rectangular in shape may be subject to the Not Flat-Machinable (NFM) postage rates or parcel rates.
The delivery address should be at least 1" lower and 1" to the right of the return address. Both the delivery address and return address should be printed in the same direction. In a landscape flat design, the return address and delivery address should be separated as much as possible from each other and the delivery address should appear in the lower right hand quadrant. A clear space of 1/2" is recommended in each direction around the address block. Keep the address tilt less than 5 degrees off the horizontal or vertical axis. In a portrait flat design the preferred delivery address block location is the upper right hand quadrant of the mailpiece adjacent to the bound edge.
The following fonts read very well:
Saturation mailings of unaddressed Periodicals flats, Standard Mail flats or merchandise samples or Bound Printed Matter mailpieces under DMM 602.4.0 may (at the mailer’s option) be mailed using detached address labels (DALs). A saturation mailing is defined as a mailing sent to at least 75% of the total addresses within each carrier route or 90% of the residential addresses within the carrier route, whichever is less. Deliveries need not be made to every carrier route of a delivery unit.
Each delivery office to receive a DAL mailing must be notified in writing at least 10 days before the requested delivery period.
Each DAL must be made of paper or cardboard stock that is not folded, perforated, or creased, and that meets these measurements:
The address for each item must be placed on a DAL, parallel to the longest dimension of the DAL, and may not appear on the item it accompanies. The DAL must contain the recipient’s delivery address and the mailer’s return address. A ZIP+4 code or 5-digit ZIP Code is required unless a simplified address format is used. The delivery address may include the correct delivery point barcode.
The prior notification letter must either request that the delivery office contact the mailer (or representative) about excess DALs or items, or provide instructions for their treatment. (If the mailer does not provide information about excess DALs or items, the leftover material is disposed of as waste by the USPS.) The mailer must choose one of the following options for each DAL mailing and the items:
Postage is based on the total number of DALs mailed. Postage for Periodical flats must be prepaid. Postage for Standard Mail flats and merchandise samples and Bound Printed Matter pieces must be paid by permit imprint, which must appear on each DAL. DALs used with standard mail incur an additional postage surcharge.
Certain flat-size pieces may be subject to Not Flat-Machinable rates or parcel rates.
Categorize Standard Mail with the following characteristics as Not Flat-
Machinable pieces:
1. At least 4 inches high, but not more than 12 inches high.
2. At least 4 inches long, but not more than 15-3/4 inches long.
3. At least 0.009 thick, but not more than 1-1/4 inches thick. (Pieces less
than 5 inches long must be over 1/4 inch thick.)
1. Over 15 inches long, but not more than 15-3/4 inches long.
2. Over 3/4 inches thick, but not more than 1-1/4 inches thick.
Unless prepared in carrier route or 5-digit/scheme containers, Standard Mail parcels and Not Flat-Machinable pieces are subject to a surcharge if:
a. The machinable or irregular parcels do not bear a UCC/EAN Code 128
barcode (see 708.5.0).
b. The Not Flat-Machinable pieces weigh 6 ounces or more and do not bear a
UCC/EAN Code 128 barcode (see 708.5.0).
c. The Not Flat-Machinable pieces weigh less than 6 ounces and do not bear a
By definition, only those parcels adhering to the parameters given for machinable parcels (module three, Processing Categories ) are compatible with USPS mechanized parcel sorting equipment.
Poorly written or poorly placed addresses slow down parcel sorting operations. This is a major cause of parcels being sent to the wrong destination. Parcels are sorted primarily by their destination ZIP Code until they reach the Post Office of delivery. The identification and readability of the address is critical to the sorting process.
Even if you are not barcoding, you can help ensure the efficient handling of your parcels if you follow the proper address format covered in module four, Addressing, and ensure that the:
The USPS continues to offer a wide array of preparation options for mailpieces that are not, or cannot be, submitted for automation discounts. Each class of mail, and each processing category, offers nonautomation preparation options for the mailer.
However, by continuing to adhere to as many of the automation construction, positioning, and printing requirements as possible, you can help ensure that your mailings are handled in the most efficient manner possible: by USPS automated equipment.
These requirements, as well as the automation requirements from the previous module, are summarized in Publication 25, Designing Letter and Reply Mail. Publication 25 is an important reference for anyone involved in the design and production of letter-size mailpieces.
Pub 25, Designing Letter and Reply Mail
Your local mailpiece design analyst (MDA) can guide you in every phase of the design process, ensuring that your mailpieces qualify for the discount and preparation option you have chosen. This, combined with an effective internal quality control process, will guarantee you a smooth and uneventful mailing experience.
Exercise 7 - 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. A clear space of 1/2" is recommended in each direction around the address block.
a. true
b. false
2. 12" x 15 3/4" is the maximum dimension for a nonautomated flat.
a. true
b. false
3. Flat-size mailpieces can also benefit from improved service and handling by following the OCR addressing requirements.
a. true
b. false
4. Which of the following is a characteristic of a good, readable, delivery address:
a. good contrast between the address printing and the background
b. all lines left justified
c. a clear zone around the entire delivery address
d. all of the above
5. The mailer must notify the local delivery Post Offices, in writing, 10 days prior to submitting a Detached Address Label (DAL) mailing.
a. true
b. false
6. The delivery address should be in the same direction as the return address.
a. true
b. false
7. When addressing a parcel, ensure that the ____________ address, the ____________ address and any endorsements all read in the same direction.
8. What is the maximum length for a rigid NFM mailpiece?
a. 15"
b. 12"
c. 15 3/4"
9. A NFM mailpiece weighing less than 6 ounces which doesn’t contain a barcode and is not prepared in a carrier route or 5-digit scheme incur a surcharge?
a. true
b. false
1. a, true
2. b, false; the maximum dimension of a nonautomated flat is 12" high x 15" long x 3/4" thick.
3. a, true; even if not processed on sorting machinery equipped with optical character recognition capability, following these requirements also helps to ensure human readability.
4. d, all of the above; these are all attributes of a good, readable, delivery address.
5. a, true; the local delivery office needs notification in order to be properly prepared to handle this type of mailing.
6. a, true; the delivery address and return address must be printed in the same direction.
7. delivery, return; this helps to ensure efficient postal handling.
8. c, 15 3/4"
9. a, true; There would be a 5 cent surcharge.