Pre Sort Letters Preparation Business Letter Services Introduction
Pre. Sort Letters Preparation Business Letter Services
Introduction The Pre. Sort Letters service offers reduced prices to those customers who can apply barcodes to their articles, sort them into a particular order, place them into appropriately labelled trays, complete documentation prior to posting at a designated postal outlet and comply with relevant mailing conditions. In this module This module introduces you to Australia Post’s requirements for Pre. Sort Letters preparation. Learning outcomes At the end of this module you will be able to: • specify Pre. Sort Letters article size, weight and type requirements • identify the address layout and inscriptions on Pre. Sort Letters articles • identify the mandatory correct addressing conditions for Pre. Sort Letters articles
Domestic Registered Post offers Charity Mail is an Australia Post you: foridentification the delivery number of barcoded • service a unique for small article Pre. Sort Letters articles from every exempt charities. • income proof oftax posting when lodged. All at the mailings must meet the conditions of post office counter Pre. Sort Letters to access Charity Mail What is Pre. Sort Letters? • signature obtained on delivery rates. For more information see Charity • extra cover of upoftobarcoded $100 is included Pre. Sort Letters is an Australia Post service for the delivery of large volumes Mail course articles to addresses within Australia. The minimum lodgement is 300 barcoded letters. Additional services for Domestic letters: Companies can use Pre. Sort Letters for almost any mailing requirement. • delivery Confirmation – within Australia When a lodgement is prepared according to the conditions and of the Pre. Sort Letters service you International can: • Person-to-Person Delivery • lodge unbarcoded articles can with the barcoded articles • additional Insurance up to $5, 000 • access lower prices by sorting your articles Pre. Sort Letters at a glance • access an Off Peak delivery service (taking up to an additional 3 days for delivery) at lower prices for non time-critical mail • exercise the option to arrange your own transport to interconnect with Australia Post’s letter service network at designated facilities • use the Charity Mail and the Registered Post service in conjunction with the Pre. Sort Letters service • maximise the space available for creative artwork • track and segment results of mailings due to information contained in the barcode • access private box addresses • access the Redirection service
Pre. Sort Letters at a glance More information More detailed information is available in the Pre. Sort Letters Fact Sheet and Pre. Sort Letters service guide. Prices for Pre. Sort Letters can be found in the Post Charges booklet and the Australia Post website (auspost. com. au). These guides are also available at any Australia Post outlet.
Pre. Sort Letters preparation Preparation overview To qualify for Pre. Sort Letter prices, you need to meet the following Australia Post’s bulk mail preparation requirements.
Pre. Sort Letters preparation Size, weight and type requirements Introduction Pre. Sort letters can be either in envelopes, or as postcards and they can also be plastic wrapped. To ensure Pre. Sort Letters articles can be delivered correctly, you need to follow Australia Post’s bulk mail requirements regarding the size, weight and article type. The requirements for Pre. Sort Letters articles include: • • • Size, weight and type colour window panel envelopes plastic wrapping flexibility Each requirement is covered on the following pages.
Pre. Sort Letters preparation Size, weight and type requirements Size and weight The size categories eligible for the Pre. Sort Letters service are Small, Small Plus, Medium and Large. All articles in a lodgement must be within the same size and weight category. † Oblong: deviating from a square by being elongated in one direction. It is preferred A square that is anthe length is at rectangle least 1. 2 equilateral times the width. Articles with a length less than 1. 2 times the width may be accepted subject to satisfactory test results.
‘Reflectance’ is the degree to which light reflects from a surface. Barcode reader devices are sensitive to the reflectance of the following: Size, weight and type requirements • the printed barcode; • the space around the Article Shape type and colour barcode; and, Square articles are permitted in the Medium and Large size categories, but arematerial not permitted in the • the window through Small and Small Plus size categories. which barcodes are scanned, when a window face envelope Pre. Sort Letters articles can be either envelopes or postcards. Plastic-wrapped articles are also is used accepted (conditions apply). Pre. Sort Letters preparation Paper Stock Paper stock is an important consideration as it can affect the ability of high speed letter sorting equipment to process articles without damage. Australia Post recommends that envelopes and cards comply with Australian Standards for the production of envelopes, Spec 4611 – 1999 (available at: http: //infostore. saiglobal. com/store/). For details refer to your paper supplier or envelope manufacturer or visit www. auspost. com. au/bulkmail to access the fact sheet: Paper stock for bulk mail There are no restrictions on the article colour for envelopes, postcards or plastic wrapped articles and/or flysheets provided the background against which the barcode is printed meets the reflectance requirements contained at Barcoding Print Specifications - see Advanced: Barcoding module
Pre. Sort Letters preparation Size, weight and type requirements Window faced envelopes One of the main requirements of panel envelopes is that they have good, clear panels. However, even very clear panels can cause sorting difficulties if they reflect light to any great extent. Refer to section 9 of the Post Guide – Letters and Electronic Mail within Australia if required. This can be downloaded from the Australia Post website (www. auspost. com. au). The address area visible through the window panel must meet reflectance requirements. Open window panels are not permitted. The recommended minimum size for window panels is: • 30 mm high x 80 mm wide, for Small and Small Plus size articles (up to C 5) • 45 mm high x 95 mm wide, for Medium and Large size articles. The entire address block, including barcode, must be clearly visible through the window panel, when the article is presented for lodgement.
Pre. Sort Letters preparation Size, weight and type requirements Plastic wrapping of articles can provide an alternative to envelopes. If desired, artwork and delivery address details can be printed on a sheet of paper called a flysheet, which is visible through the plastic wrapping. Where the address or address label is shown under a transparent wrapping, the area of the wrapper overlapping the address must have a contrast ratio that does not exceed 25% when measured by a suitable photometric method. Even very clear plastic wrappers or window panels can cause sorting difficulties if they reflect light to any great extent. The following table shows the category of articles that are eligible for Pre. Sort prices when wrapped in plastic. Category Small Letters Small Plus Letters Medium Letters Large Letters Eligibility of Plastic Wrapping Eligible – Provided they are in Direct Trays Eligible
Pre. Sort Letters preparation Size, weight and type requirements Plastic wrapping requirements: Plastic wrapped Pre. Sort Letters articles are measured on the ‘total plastic size, ’ not the size of the contents The sealing seam (weld) must not intersect the address block or barcode either horizontally or vertically The hem (overlapping plastic area) must not intersect the address block or barcode either horizontally or vertically The maximum overhang (excess plastic wrap) is not to exceed: • 10 mm for all Small or Small Plus articles • 35 mm for Medium or Large articles up to 10 mm thick • 60 mm for Medium or Large articles over 10 mm thick
Pre. Sort Letters preparation Size, weight and type requirements Flexibility of Small and Small Plus letters Small and Small Plus articles must be reasonably flexible to ensure that they can be processed through high speed letter sorting equipment. Small and Small Plus articles that are too rigid or stiff are ineligible for the service (but may be accepted as Medium articles). Some examples of prohibited enclosures includes pencils, pens and items enclosed in a hard case.
Pre. Sort Letters preparation Size, Weight and Type Requirements Summary Size, weight and type requirements for Pre. Sort Letters articles are: • • • Size and weight Colour Window Panel envelopes Plastic Wrapping Flexibility Further information regarding Plastic wrap specifications can be located in the Pre. Sort Letters service guide, the Advanced Module: Plastic Wrapping and the Australia Post website (auspost. com. au).
Pre. Sort Letters preparation Barcodes and correct addressing requirements Introduction Pre. Sort Letters articles need to be barcoded. To qualify for Pre. Sort Letters prices, you need to pay particular attention to addressing. Australia Post has mandatory address requirements for Pre. Sort Letters, including: • Article layout and zones • Delivery address • Address and barcode location • Barcoding Each requirement is covered on the following pages.
Pre. Sort Letters preparation Barcodes and correct addressing requirements Article Layout and zones Pre. Sort Letters articles are made up of three printing zones. You need to ensure sufficient space in your design to clearly display the address details or affix a Return to Sender sticker. The following items are mandatory inscriptions for Pre. Sort Letters articles: • Postage meter impression or Postage Paid imprint • Off Peak indicator (if this service is chosen) • Return address • Delivery address
Pre. Sort Letters preparation Barcodes and correct addressing requirements Article layout and zones Postage Zone The postage zone contains a postage paid imprint or a postage meter impression, and an Off Peak indicator if the Off Peak delivery service is selected. No other inscriptions are permitted in this zone. Dimensions must be: • 90 mm across from the top right hand corner of the article • 40 mm down from the top edge of the article. Colour of postage zone inscriptions Any coloured ink can be used. Australia Post prefers dark colours such as black, dark blue and dark green.
Pre. Sort Letters preparation Barcodes and correct addressing requirements Article layout and zones Postage Paid Imprint All articles that are not metered should bear a Postage Paid imprint. The words POSTAGE PAID AUSTRALIA need to be printed in a rectangular box within the following dimensions: • maximum: 26 x 40 mm (see illustration) • minimum: 19 x 25 mm. Postage Meter Impression A postage meter may be used as a payment method for the Pre. Sort Letters service. The published price must be printed in the postage zone of each article. If a date is included in the meter impression it must be the date of lodgement. Return address details appearing in the postage zone as part of a postage meter impression are acceptable.
Pre. Sort Letters preparation Barcodes and correct addressing requirements Article layout and zones Off Peak indicator All articles for which the Off Peak delivery service is selected should bear an Off Peak indicator, located within the postage zone, to the left of the Postage Paid imprint or postage meter impression. The words OFF PEAK need to be printed in capital letters, centred in a rectangular box with the minimum dimensions of 25 x 19 mm.
Pre. Sort Letters preparation Barcodes and correct addressing requirements Article layout and zones Personalised Imprints Australia Post may approve a personalised imprint design for the Postage Paid Imprint or Combined Off Peak indicator / Postage Paid imprint. The design must not have the appearance of a postage stamp and the words POSTAGE PAID AUSTRALIA must be prominent (see example illustrations). For approval please refer to the contact details for your state on the inside of the front cover.
Pre. Sort Letters preparation Barcodes and correct addressing requirements Article layout and zones Return address zone An Australian return address is required to be shown on each article within a lodgement. Either a street address or a post office box address is acceptable. Australia Post prefers return addresses to be: • on the upper left-hand corner of the address side of the article no lower than 40 mm from the top edge • no larger than 8 point font preferred • with no bolding. • Alternatively, the return address may be printed on the back of the article. Return address details appearing in the postage zone as part of a postage meter impression are acceptable. It is preferred that the return address be prefixed with “If undeliverable, return to: ” Variations to these requirements should be submitted for approval.
Pre. Sort Letters preparation Barcodes and correct addressing requirements Article layout and zones Barcode and delivery address zone Contains the barcode and address to which the article is to be delivered. Small and Small Plus articles The complete barcode and delivery address must be positioned in the barcode and delivery address zone of the article: at least 15 mm from the bottom edge of the article no more than 100 mm up from the bottom edge of the article at least 10 mm from the left and right edges of the article outside of the postage zone.
Pre. Sort Letters preparation Barcodes and correct addressing requirements Article layout and zones Barcode and delivery address zone Medium and Large articles (landscape layout) Australia Post prefers that the complete barcode and delivery address are positioned in the barcode and delivery address zone of the article: at least 15 mm from the top and bottom edges of the article at least 15 mm from the left edge of the article at least 60 mm from the right edge of the article outside of the postage zone.
Pre. Sort Letters preparation Barcodes and correct addressing requirements Article layout and zones Barcode and delivery address zone Medium and Large articles (portrait layout) Australia Post prefers that the complete barcode and delivery address are positioned in the barcode and delivery address zone of the article: at least 60 mm from the top edge of the article at least 15 mm from the bottom edge of the article at least 15 mm from the left and right edges of the article.
Pre. Sort Letters basics Pre. Sort Letters requirements Barcodes and correct addressing requirements Delivery Address Any font can be used for the delivery address as long as it is clearly readable, preferably in 12 point size, and it is strongly recommended that print characters do not overlap. Whilst attributes such as italics, bolding, shadowing or underlining are permitted, their use should be avoided. Dark colours such as black, dark blue and dark green are preferred. Red, orange and yellow inks must not be used. 1 2 3 4 5 5 – Bottom line – Must contain locality, lines theaddress state Additional 13 the –– Address (excluding abbreviation and 4 – Second last line – Must information suchthe asmust business barcode placement) be 1 2 contain – Barcode. See Pre. Sort postcode. Australia Post the number and name or person’s aligned left. name, must be Letters Preparation for barcode requires thatorthis line of the street thoroughfare placed above the last is two or requirements printed in Leave PO box or CAPITALS. bag number lines of the address and not one or two spaces only below, alongside or within between locality, the state these twothe lines. abbreviation and the postcode. 1. Any application for variations or additions to this format should be submitted for approval prior to lodgement
Pre. Sort Letters preparation Barcodes and correct addressing requirements Address and Barcode location Address labels may be used but must be straight and firmly affixed. If using window panel envelopes, the entire address block, including barcode, must be clearly visible through the window panel when presented for lodgement. The barcode can be placed separately from the delivery address, so long as it remains in the Barcode and Delivery Address Zone. Letter Category Address and Barcode Location Small or Small Plus Must be parallel to the long side of the envelope. Medium or large Can be oriented to either portrait or landscape. It is recommended that the address and barcode are oriented in the same direction. When using window panel envelopes, it is recommended that the barcode is positioned below the address.
Pre. Sort Letters preparation Barcodes and correct addressing requirements Barcoding A barcode is a machine readable representation of information, usually printed as parallel lines, and improves the speed and accuracy of processing mail. The barcode used by Australia Post is called a 4 -state barcode and includes a Delivery Point Identifier (DPID) which is uniquely applied to Australian addresses. Barcodes must conform to specified barcode requirements. Dark colours such as black, dark blue, and dark green are preferred. Red, orange and yellow inks must not be used. The following items are important elements for Pre. Sort Letters articles: • Obtaining the DPID • Barcode clear zone • Customer appended information in barcodes • Unbarcoded Pre. Sort Letters
Pre. Sort Letters preparation Barcodes and correct addressing requirements Obtaining the DPID Australia Post maintains a comprehensive database of addresses, the Postal Address File (PAF), in which each address has a unique Delivery Point Identifier (DPID) number. The DPID is an 8 -digit number developed by Australia Post that enables each delivery point in Australia to be uniquely identified. You must use Address Matching Approval System (AMAS) certified software to obtain the correct DPID for each address. This DPID is then converted into a 4 -state barcode and printed onto the article as a barcode which is read by Australia Post’s mail processing machines. A list of AMAS software vendors is available on the Australia Post website at www. auspost. com. au/amas
Pre. Sort Letters preparation Barcodes and correct addressing requirements Obtaining the DPID – Address Matching Approval System (AMAS) The Address Matching Approval System (AMAS) is designed to improve the quality of addressing. AMAS is a software approval program that provides a standard by which to test and measure the quality of address matching software and its ability to correctly assign a unique Delivery Point Identifier (DPID) to each address record. To obtain AMAS approved software, a list of software vendors is available on the Australia Post website at www. auspost. com. au/amas
Pre. Sort Letters preparation Barcodes and correct addressing requirements Obtaining the DPID - Barcode Quality Program It is recommended that customers intending to lodge Pre. Sort Letters for the first time should submit sample letters to Australia Post for testing of barcode accuracy and readability. Australia Post provides the Barcode Quality Program (BQP) to both customers and suppliers to test the quality of barcodes prior to the print production stage. Information relating to the Barcode Quality Program is available on the Australia Post website at auspost. com. au/bqp.
Pre. Sort Letters preparation Barcodes and correct addressing requirements Barcode clear zone Barcodes require a clear zone that must be kept blank (free of printing or other distractions) immediately above, below, and to the left and right of the barcode. This is to ensure that the barcode can be detected by the reader and processed correctly. There must be a clear zone (no printing) around the barcode of at least 6 mm to the left and right and at least 2 mm from the top and bottom. Non-address information, such as your reference codes, sort plan number, etc, may be located above the bottom two lines of the address block provided the barcode clear zone is observed. There is no requirement for this information to be left aligned. Logos, advertising content and other printing may be added on the front and back of articles, so long as the clear zone around the barcode are observed.
Pre. Sort Letters preparation Barcodes and correct addressing requirements Customer appended information in barcodes The standard barcode contains 37 bars, however you have the opportunity to include your own information in 52 or 67 length 4 -state barcodes. This information can be used to monitor mail returns for campaigns or orders. The information is encoded and included in the additional bars. See Advanced: Barcoding module. .
Pre. Sort Letters preparation Barcodes and correct addressing requirements Unbarcoded articles It is important to note that not all addresses may result in a barcode assignment. To reduce the incidence of multiple lodgements from the same source data, there is the option to lodge barcoded and unbarcoded Pre. Sort Letters together as a single lodgement using the same lodgement documentation. It is a requirement of the service that all addresses within the lodgement are presented to current AMAS software and a DPID assignment attempted. You may be requested to provide an Address Matching Processing Summary Report as evidence. There is no restriction on the quantity of unbarcoded articles that may be included as part of a lodgement, provided that the lodgement meets the minimum volume of 300 barcoded articles. Identical addressing conditions apply for barcoded and unbarcoded articles in a lodgement.
Pre. Sort Letters preparation Barcodes and correct addressing requirements Non compliance Acceptance staff at the lodgement facility will perform an inspection to determine if a lodgement satisfies the access conditions and barcodes are valid. If articles within a lodgement do not satisfy the Pre. Sort Letters conditions, you have the option of: (a) withdrawing the lodgement, modifying and re-presenting it at a later date, or (b) lodging the articles at either the full rate ordinary prices applicable at the time, or Clean Mail if eligible. Note: Off Peak lodgements that do not qualify for Pre. Sort Letters prices, and are lodged in an alternate service, will be despatched in accordance with the delivery transport schedules of that service. Australia Post will do all it can to ensure that the lodgement meets those transport schedules but this cannot be guaranteed because of the OFF PEAK indicator on the articles.
Pre. Sort Letters preparation Barcodes and correct addressing requirements Summary Inscriptions for Pre. Sort Letters articles are: • • Postage meter impression or Postage Paid imprint Off Peak indicator (if this service is chosen) Return address Delivery address including barcode Correct addressing conditions for Pre. Sort Letters articles are: • • • Address formatting Address fonts Address and Barcode Location More information about barcodes and addressing can be found in these Advanced Modules: Correct Addressing and Barcoding.
Pre. Sort Letters preparation Other considerations How can I be sure an article is acceptable? If you are concerned that your articles may not satisfy all service requirements you can request a preliminary test prior to lodgement. Tests can be conducted on the following: • shape • window panel quality • article colour, patterns or watermarks • paper stock quality • plastic wrapping • flexibility • barcode readability • positioning of logos, advertising and other printing. Testing involves processing a sample of articles to determine if they are suitable for machine processing. Articles that pass the test will be accepted at the relevant price, provided that all other requirements have been met. Requests for testing should be directed to: Bqp. help@auspost. com. au Australia Post Business Letter Services GPO BOX 1777 MELBOURNE VIC 3001
Pre. Sort Letters preparation Pre. Sort Letters requirements What will it cost? Prices for Pre. Sort Letters articles vary by size and weight category, the sort category, the destination state and the delivery standard. Prices are available in the Pre. Sort Letters service guide, the Post Charges Guide (MS 11) and the Australia Post website (auspost. com. au). Articles attract Same State prices when lodged within the same state as the delivery address (as defined in the Barcode Sort Plan). For charging purposes, the ACT is considered to be part of NSW, and South Australia does not include Northern Territory. Australia Post provides a variety of payment options. For details, please discuss with your lodgement point or Account Manager, or the Pre. Sort Letters Coordination Team on 13 11 18. Note: If you want to pay using an Australia Post charge account you will need to lodge at the office at which you hold the account. Otherwise you will need to arrange with your account manager or Australia Post credit management for your account to be made available at the selected lodgement office.
Pre. Sort Letters preparation Summary The key points covered were: • A number of characteristics apply to Pre. Sort Letters envelopes, including colour, flexibility, window panel requirements and plastic wrap. • All Pre. Sort Letter categories can be plastic wrapped. • Plastic wrapped Small and Small Plus categories must be presented in Direct trays. • Logos, advertising content and other printing may be printed on the front and back of Pre. Sort Letters. This content must be kept clear of the “Quiet Zone” around the barcode. • The mandatory inscriptions on Pre. Sort letters are the Postage Paid imprint, the return address, the delivery address and the Off peak indicator if that service is chosen. • Correct addressing conditions apply. Locality, state or territory abbreviation and Postcode in all addresses is compulsory. • You must use Address Matching Approval System (AMAS) certified software to obtain the correct DPID for each address, and print this on the article as a barcode. • It is unlikely that you will be able to apply a barcode to all letters generated from a database. You have an option to lodge barcoded and unbarcoded Pre. Sort Letters together as a single lodgement using the same lodgement documentation.
Assessment You now need to complete a short assessment to check your understanding of the information covered in this module. This assessment consists of 10 multiple-choice questions and should take you approximately 10 minutes to complete. To pass the assessment, you need to answer at least eight of these questions correctly. Attempt this assessment as many times as you need to. If you do not pass, it is recommended that you review this module again.
Assessment 1 True or false? A postage paid imprint or postage meter impression, a return address, and a delivery address and, optionally an Off Peak indicator are mandatory inscriptions on a Pre. Sort Letters article. a. True b. False Correct answer = A This statement is True. All three items are mandatory inscriptions on Pre. Sort Letters articles.
Assessment 2 Correct addressing conditions apply to all articles in a Pre. Sort Letters lodgement. Please select the incorrect statement from the list below. a. Correct addressing conditions include the use of fonts and the format of the address. b. The complete address must be positioned in the address zone of the Pre. Sort Letters article c. The barcode placement must be left justified d. The second last line must contain the delivery address information. e. It is recommended that the bottom line is printed in CAPITALS with no punctuation and no underlining Correct answer = C The barcode is excluded from the requirement that address lines should be left justified.
Assessment 3 True or false? Plastic wrapped letters are measured on the total plastic size, not on the size of the contents. a. True b. False Correct answer = A Plastic wrapped letters are measured on the total plastic size, not on the size of the contents.
Assessment 4 Which categories of Pre. Sort letters can be plastic wrapped provided they are in Direct Trays? a. Small b. Small Plus c. Medium d. Large e. Small and Small Plus f. Medium and Large Correct answer = E Small and Small Plus Pre. Sort letters can be plastic wrapped provided they are in Direct Trays.
Assessment 5 True or false? Logos, advertising content and other printing may be printed anywhere on the front and back of Pre. Sort Letters. a. True b. False Correct answer = B Logos, advertising content and other printing may be printed on the front and back of Pre. Sort Letters. This content must be kept clear of the ‘Quiet Zone’ around the barcode.
Assessment 6 Barcodes require a Quiet Zone free of printing. Where is this located? a. b. c. d. e. f. Above and below the address zone To the left and right of the address zone Above and below the barcode To the left and right of the barcode Both a and b Both c and d Correct answer = F There must be a Quiet zone (no printing) around the barcode of at least 6 mm to the left and right and at least 2 mm from the top and bottom.
Assessment 7 In the Postal Address File (PAF), each address has a unique identifying number. What is this abbreviated to? a. The AMAS b. The PAF c. The RAAF d. The DPID Correct answer = D Australia Post maintains a comprehensive database of addresses, the Postal Address File (PAF), in which each address has a unique Delivery Point Identifier (DPID) number.
Assessment 8 What is the system which provides approval for address matching software called? a. Address Matching Software System (AMSS) b. Delivery Point Approval Process (DPAP) c. Address Matching Approval System (AMAS) d. Delivery Point Address Matching (DPAM) Correct answer = C Customers must use Address Matching Approval System (AMAS) certified software to obtain the correct DPID for each address.
Assessment 9 Why does Australia Post provide the Barcode Quality Program (BQP) to both customers and suppliers? a. To ensure that correct addressing conditions are complied with. b. To test the quality of barcodes prior to the print production stage. c. To provide a forum where barcode users can discuss the system. Correct answer = B Australia Post provides the Barcode Quality Program (BQP) to both customers and suppliers to test the quality of barcodes prior to the print production stage.
Assessment 10 What percentage of a Pre. Sort Letters lodgment is permitted to be unbarcoded? a. 30% b. 0% - all mail must be barcoded c. 50% d. As many as you like, so long as the minimum quantity of 300 barcoded letters are lodged. Correct answer = D There is no restriction on the quantity of unbarcoded letters that may be included as part of a Pre. Sort Letters lodgement, provided that the lodgement meets the minimum volume of 300 barcoded letters.
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