December 14, 2007Presented by: Elaine Robinson, Mail Design AnalystE-Mail: [email protected] # 212-330-2456
Business Reply Mail
BUSINESS REPLY MAILFIRST-CLASS MAIL PERMIT NO 1234 SANTA ANA CA
NO POSTAGE NECESSARY IF MAILED
IN THEUNITED STATES
POSTAGE WILL BE PAID BY ADDRESSEE
ABC INDUSTRIES 1234 S MAIN ST WASHINGTON DC 20260-9900
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BRM Overview
Postage paid reply mail service Postage is paid by YOU – (the sender) Only pay for pieces returned Used to receive First-Class Mail or Priority Mail Frequently used by direct marketers, for questionnaire responses,
magazine publishers soliciting subscriptions, & fund raising organizations
Preprinted return address BRM provides no extra services (e.g. certified, insured,
registered)
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Benefits of BRM
Faster responses Ensures more accurate delivery Eliminates need to affix postage (postcards,
letters, flats, self-mailers, cartons, labels) Domestic Mail
• Business Reply Mail (BRM)Business Reply Mail (BRM)
• Qualified BRM (QBRM)Qualified BRM (QBRM)
International Reply Mail Service (IBRS)
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Getting Started – PS FORM 3615
PS Form 3615 - Mailing Permit Application & Customer Profile Identification required - Acceptable identification includes but is
not limited to: Valid driver’s license or state non-driver’s identification card Armed forces, government, university or recognized corporate
identification card Passport or alien registration card or certificate of naturalization Current lease, mortgage or Deed of Trust Voter or vehicle registration card; or a home or vehicle insurance
policy Application and fee payment(s) must be presented in person to
local BME
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Applying OnLine
Complete PS Form 3615 electronically (www.usps.com) Permits issued for certain 5-digit Post Offices –
www.usps.com/replymail If 5-Digit Post Office is not listed must apply using hard
copy Form 3615 In person must inform local BME of permit # obtained
online and copy of online payment fee Obtain unique BRM Zip+4 Code and barcode from local
BME
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If BRM Fee is Paid in Another State
•Letter of Authorization from permit holder
•Copy of Paid Receipt showing BRM fee paid (PS Form 3544)
•In person provide copy of authorization letter, copy of Paid Receipt, and completed PS Form 3615 to local BME
•Annually provide copy of out-of-town Paid Receipt to local BME
Using Out-Of-Town Permits
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Creation of Account /Alias Names
Permit Number Issuance – Postal One!
1234-000 (Master Account) 1234-001 (Sub Account) 1234-002 (Sub Account) 5123-526 (Out-of-Town Permit)
Alias Names – submit letter requesting to add alternate name to BRM Account (ex: DBA, Care Of, subsidiary name) to BME
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First-Class Postage Rate plus
$.70 Per Piece Fee
Example:
Postcard .26 + .70 = $ .96
Letter (1 ounce) .41 + .70 = $1.11
Letter (2 ounce) .58 + .70 = $1.28
Flat (1 ounce) .80 + .70 = $1.50
Parcel (1 ounce) $1.13 + .70 = $1.83
Basic BRM Cost ($175 Annual Fee Only)
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Pay $175 Annual Business Reply Fee
Pay $550 Annual Account Maintenance Fee
Establish Advance Deposit Account
Worthwhile if 887+ pieces are expected annually
First-Class Postage Rate + $.08 Per Piece Fee
Example:
Postcard .26 + .08 = .34
Letter (1 ounce) .41 + .08 = .49
Letter (2 ounce) .58 + .08 = .66
Flat (1 ounce) .80 + .08 = .88
Parcel (1 ounce) $1.13 + .08 = $1.21
Account Maintenance Fee Cost ($550 Fee)
High Volume BRM + Advance Deposit Account
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Pay $175 Annual Business Reply Fee
Pay $550 Annual Account Maintenance Fee
Establish Advance Deposit Account
Worthwhile if 814+ pieces are expected annually
QBRM First-Class Postage Rate + $.05 Per Piece Fee
Example:
Postcard .23.23 + .05 = .28
Letter (1 ounce) .38.38 + .05 = .43
Letter (2 ounce) .38.38 + .17 +.05 = .60
QBRM Cost (High Volume BRM)
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Pay $175 Annual Business Reply Fee
Pay $550 Annual Account Maintenance Fee
Pay $1,800 Quarterly Fee
Establish Advance Deposit Account
Worthwhile if 36,036+ pieces are expected quarterly
First-Class Postage Rate + $.005 Per Piece Fee
Example:
Postcard .23.23 + .005 = 23.5
Letter (1 ounce) .38.38 + .005 = 38.5
Letter (2 ounce) .38.38 + .17 + .005 = 55.5
Quarterly Fee Cost (High Volume QBRM)
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QBRM Guidelines
Unique Zip+4 Code and Barcode assigned for each rate category Only available for postcards, 1 & 2 ounce rate letters Submit QBRM Application (PS Form 6805 – Qualified Business
Reply Mail Application) and ten samples/mock ups to the MDA to check formatting
Each rate category must be qualified Establish Advance Deposit Account BRM permits issued online – submit PS Form 6805 electronically Online permit holders are not required to submit pre-production
samples for QBRM approval Priority Mail BRM is not eligible for QBRM
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Renewal of Annual Permit Fee
Must be paid once each 12-month period (anniversary date) Fees may be paid in advance 60 days before due date For non-renewal of permit fee mail is treated as follows: Postcards – disposed as waste at delivery unit Pieces (excluding postcards) with a return address are marked
“Business Reply Permit Canceled” and returned to sender Pieces without a return address are endorsed “Business Reply
Permit Canceled” and forwarded to Mail Recovery Center (Atlanta Mail Recovery Center, USPS, 5345 Fulton Industrial Blvd SW, Atlanta GA 30378-2400)
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Renewal of Account Maintenance Fee
Must be paid once each 12-month period (anniversary date) where permit holder holds advance deposit account
Fees may be paid in advance 60 days before due date One billing statement is provided for each account
maintenance fee paid For different address locations (including POBs) under
one permit # at the same delivery unit, BRM is separated by each address but one billing statement is provided and only one account maintenance fee paid
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Renewal of Account Maintenance Fee (con’t)
If permit holder wants separateseparate billing must pay annual account maintenance fee for each separation
Must maintain sufficient balance in advance deposit account to cover cost of return mail
Permit holder is notified if funds are insufficient If after 3 calendar days, funds are not deposited,
BRM is charged basic BRM per piece fee (.70 cents) and postage is collected prior to delivery
If account maintenance fee is not paid permit holder is no longer eligible for QBRM discount, if applicable
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CAPS (Centralized Account Processing System)
Electronic postage payment system – eliminates the need of making payments of postage and fees at multiple post office locations
Centralized Trust AccountsCentralized Trust Accounts – electronic funds transferred -- via standard ACH banking mechanisms -- to the CAPS bank
Centralized Debit AccountCentralized Debit Account – permit holder establishes a bank account for postage charges. Account is debited the next business day -- via standard ACH banking mechanisms
Assigned a unique ID # and password (CAPS website)
Ability to download account information
CAPS Service Center # (650) 377-1334 (CAPS Service Center, 2700 Campus Drive, San Mateo CA 94497-9442)
http://caps.usps.gov
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Permit Holder Request - Refund of Postage
Refunds from Advance Deposit Account/Postage Due Account are initiated at the local station where deposits are made
Customer provides request in writing including PS Form 3533 (Application for Refund of Fees, Products & Withdrawal of Customer Accounts) to local station
Refunds take about 6-8 weeks to process – Scanning & Imaging Center, POB 9000, Sioux Falls SD 57117-9000
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Closing Inactive Accounts/ Refund Process
BME sends bi-monthly report to Station Manager listing BRM & PD accounts in Postal One!
BRM accounts become inactive after 24 months of non-use Postage Due accounts become inactive after 12 months of non-use Local station generates monthly a Balance Report listing inactive
accounts Local station sends certified letter & PS Form 3533 allowing 15 days
for a response (pay fee or request refund) USPS makes 2 attempts to contact permit holder via certified letter
with 15 day intervals in between Permit holder can pay annual permit fee to keep account open or
request a refund using PS Form 3533
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Closing Inactive Accounts/ Refund Process
Local station verifies if funds are available – amount withdrawn from account – transaction generates PS Form 3533X
PS Form 3533 signed by customer & PS Form 3533X forwarded to Scanning & Imaging for payment
If no response from customer by allotted time money goes into Postmaster’s account – PS Form 3533X generated, paperwork not forwarded to Scanning & Imaging
Forms and certified letters retained locally for 4 years
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BRM Returned with Postage Affixed
Permit holder may request refund or credit for postage affixed
Only the value of postage may be credited/refunded Refunds are not given to foreign postage affixed Permit holder submits PS Form 3533 to local station Present 100 identical BRM pieces properly faced and
banded bundles with identical amounts of postage to local station
USPS charges $35 per hour, or fraction thereof, for workhours used to process refund
Refunds not given for any BRM/QBRM per piece charges, annual accounting fees, or quarterly fees
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Paper Construction
All BRM must have straight (90 degree) edges Envelopes - minimum basis weight = 20 pounds (500
17-by-22-inch sheets) Postcards minimum basis weight = 75 pounds (500
sheets of 25-by-38-inch sheets)
BUSINESS REPLY MAILFIRST-CLASS MAIL PERMIT NO 1234 SANTA ANA CA
NO POSTAGE NECESSARY IF MAILED
IN THEUNITED STATES
POSTAGE WILL BE PAID BY ADDRESSEE
ABC INDUSTRIES 1234 S MAIN ST WASHINGTON DC 20260-9900
BRM pieces are not mailable if sealed with wax, clasps, string, staples, or buttons
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BRM Letter-size DimensionsBRM Letter-size Dimensions
6 1/8"Max.Height
Minimum thickness: .007”
Maximum thickness: .25”Mailpieces exceeding 4.25” high or 6” long must be .009” thick
11 1/2" Max. Length
3 1/2”Min.Height
5" Min. Length
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4 1/4"Max.Height
6" Max. Length
3 1/2”Min.Height
5" Min. Length
Pieces exceeding 4 1/4” high or 6” long must be at least .009” thick.
Thickness: .007" - .016"
BRM Postcard Dimensions
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BRM Flat-size DimensionsBRM Flat-size Dimensions
Exceeds minimum thickness .25”Maximum thickness .75”
15" Max. Length
Exceeds 6 1/8”Min. Height
Exceeds 11 ½ " Min. Length
12” Max Height
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Aspect ratio (length divided by height) is less than 1.3 or greater than 2.5.
5"
4"
4"
Acceptable4” X 6” = 1.5
Unacceptable4” X 5” = 1.25
6"
Nonmachinable Surcharge – Criteria - Aspect Ratio
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3.5” - 4.25” High
5” - 6” Long
Thickness: .007”- up to .016” for postcards - up to .25” for letters
4.25” - 6.125” High
6” - 11.5” Long
Thickness: .009” to .025”
Pieces exceeding 4 ¼” X 6” andless than .009” thick.
Nonmachinable Surcharge - Thickness
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Business Reply Mail Components
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“No Postage Necessary” Endorsement
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Horizontal Bars
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FIM (Facing Identification Mark)
Courtesy Reply Mail (CRM) with Preprinted Barcode
Information Based Indicia (IBI) meters & PC Postage
BRM with Preprinted Barcode
BRM without
Preprinted Barcode
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Facing Identification Mark
FIM C
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Business Reply Mail Legend
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Delivery Address
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Barcode Clear Zone
Delivery point barcodes not permitted on BRM
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Barcode Skew
BASELINE
BASELINE
POSITIONAL SKEW LETTERS 5º
ROTATIONAL SKEW LETTERS 5ºFLATS 10º
BASELINE SHIFT .015” FROM BASE
BASELINE
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Extraneous Ink Voids
SmearingDot Matrix
Barcode Readability
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Permit Holder’s Space
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Company Logo Placement
•Non-barcoded BRM - if placed outside OCR Read Area
•Letter-size barcoded BRM – no lower than 5/8” from the bottom edge
•On any piece, if logo does not interfere with required format elements
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Opened/Covered Window Envelopes
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Opened/Covered Window Envelopes
Open Panel Window Envelopes: Printed directly on envelope – “No Postage Stamp
Necessary”, BRM Legend, horizontal bars, FIM
Covered Panel Window Envelopes: Printed directly on envelope – FIM “No Postage Stamp Necessary”, BRM Legend,
horizontal bars – either directly on the envelope OROR as an insert appearing through the window
Window cover must be a non-tinted clear or transparent material (cellophane or polystrene)
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National Postal Forum 810 Mount Vernon Pl NW Washington DC 20001-3614
Allow a clear space of 1/8” to the left and right and 1/25” above and below the barcode
1/8”
Min.
1/25” Min.
1/8”
Min.
Postnet Barcode PlacementAddress Block or Window Envelopes
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Intelligent Mail® Barcode on BRM
Effective to use on BRM 11/8/07 in lieu of postnet barcode USPS-developed barcode containing 65 bars Used to sort & track letter and flat-size mail Expands ability to track individual pieces Provides greater visibility into the mailstream Uniquely identifies the sender Uniquely identifies the mailpiece Provides a destination ZIP Code™ for sortation & routing Encodes Special Services (OneCode Confirm & OneCode ACS) Mandatory requirement for all automation mail by 2009
NEW
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Intelligent Mail® - OneCode Vision™
Special Services (i.e. Certified Mail™)
PresentPresent
POSTNET™ Codefor Sortation
#BWNGKVN #9999 9920 0104 276
Address Service Requested
IRENE PAYNE6449 AMBERVIEW CVMEMPHIS TN 38141-8346
6060 PRIMACY PKWY STE 201MEMPHIS TN 38188-0001
6060 PRIMACY PKWY STE 201MEMPHIS TN 38188-0001
IRENE PAYNE6449 AMBERVIEW CVMEMPHIS TN 38141-8346
FutureFuture
Address Change Service™
Intelligent Mail Barcode
PLANET Code®
for Confirm™
6060 PRIMACY PKWY STE 201MEMPHIS TN 38188-0001
6060 PRIMACY PKWY STE 201MEMPHIS TN 38188-0001
Address Service Requested
CERTIFIED MAIL
One code on mail that points to a suite of servicesOne code on mail that points to a suite of services
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Intelligent Mail® Barcode vs. Existing Barcodes
Carries 2.5X the information of existing barcodes
Field Intelligent Mail® barcode POSTNET PLANET
Barcode ID 2 (2nd digit must be 0–4) 0 0
Service 3 0 2
Subscriber ID 6 0 5
Unique ID 9 0 6
Routing ZIP None, 5, 9, 11 5, 9, 11 0
Total Max Digits 31(20 digits - tracking)
(11 digits - routing information)
11 13
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Intelligent Mail® Barcode on BRM
Elements contained in Intelligent Mail Barcode: Barcode ID (generally 00) Service Type Identifier (BRM First-Class Mail is 700) Mailer ID (obtained from Postal One! Help Desk at
800-522-9085, Option#4) Sequence/Serial Number (uniquely identifies individual
mailpieces) http://ribbs.usps.gov/onecodesolution/
NEW
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Intelligent Mail® - Design
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National Postal Forum 810 Mount Vernon Pl NW Washington DC 20001-3614
Allow a clear space of 1/8” to the left and right and 0.028” above and below the barcode
1/8”
Min.
0.028” Min.
1/8”
Min.
Intelligent Mail Barcode PlacementAddress Block or Window Envelopes
NEW
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Insert Shift
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Tap Test
Then 2 taps on each end2 taps on bottom
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Automation Discounts
All BRM & QBRM (envelopes and postcards) enclosed in automation rate mailings must be automation compatible and bear the correct FIM and Zip+4 code and Postnet Barcode or Intelligent Mail Barcode and meet all barcoding standards in DMM Section 708.4.0 and all other mail design standards.
a
#150
Bill To:Smith, JohnXYZ Marketing Inc2200 Corporate
Account # Sold Reference Ship Via Term Dat097 DMM USP COD 11/23/9
Qty Qty Qty Bac kItem # Des c rip tion
Uni t Dis c .Ex t. Pric e
1.00 1.00 0.00 023 Perc onalCD
269.00 0.00 269.00
Sales Amount
Sales TaxFre ight
369.00
0.000.00
V 1234 123 890 203
MA R 1 0
U. S.
23.3¢6 8 2 1 4 5 2
P B ME T E R
NO PO STAG ENECESSAR YI F M AI LED
I N THEUNI TED ST ATES
BUSINESS REPLY MAILFI RST CLASS M AI L PERM I T NO 0000 ANYT O WN VA
PO ST AG E WI LL BE P AI D BY ADDRESSEE:
ABC INDUSTRIES901 CLIFTON A VEWASHINGTON DC 20260-
NO PO ST AG ENECESSAR Y
I F M AI LEDI N THE
UNI TED ST ATES
BUSINESS REPL Y MAILFI RST CLASS M AI L PERM I T NO 0000 ANYT O WN V A
POSTAGE WILL BE PAID BY ADDRESSEE:
ABC INDUSTRIES901 CLIFTON A VEWASHINGTON DC 20260-
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Business Reply Mail Labels on Envelopes
Placed on envelopes - Min. height 2 5/8” Min. length 4 ¼”
Label must be placed in OCR Read Area
For general use minimum size for a BRM label:
2 inches high
3 inches long
Pieces with BRM labels do not qualify for QBRM rates
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OCR Read AreaReturn Address AreaBarcode Clear Zone
2 3/4"
5/8"
4 3/4"
1/2" 1/2"OCR READ AREA
Barcode Clear Zone
50% of Length 33% of Height
Return Address Area
Be sure to position the return address above 2 ¾” from the bottom edge
Optical Character Reader (OCR)
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Self Mailers & Reusable Mailpieces
Self Mailers – must contain instructions to the user for folding and sealing
Reusable Mailpieces – Designed for 2-way mailing Piece must be designed and constructed
to allow the recipient to reconfigure or modify the piece
Instructions must be given to ensure piece is constructed correctly for re-mailing
DMM Section 201.3.13 and 601.6.4
Folded Self-Mailer
Folded Self-Mailer
Folded Self-Mailer
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Double Postcards – Reply Half
Consists of 2 attached cards Reply half must be used for reply purposes only and not
used to convey a message Address side of reply half must be placed on the inside
when double postcard is originally mailed Sealing on the left and right sides of the double postcard
is not permitted Reply half of card is detached and mailed for return
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OCR Readability
OCR
ABC
ABC
PAPER REFLECTANCE – 50% RED & 45% GREEN
PCR – PRINT CONTRAST RATIO – INK (ADDRESS) & BACKGROUND 40% RED & GREEN
PRD – PRINT REFLECTANCE DIFFERENCE – BARCODE & BACKGROUND 30% RED & GREEN
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National Postal Forum
810 Mount Vernon PL NW
Washington DC 20001-3614
National Postal Forum
810 Mount Vernon PL NW
Washington DC 20001-3614
National Postal Forum
810 Mount Vernon PL NW
Washington DC 20001-3614
National Postal Forum
810 Mount Vernon PL NW
Washington DC 20001-3614
National Postal Forum
810 Mount Vernon PL NW
Washington DC 20001-3614
National Postal Forum
810 Mount Vernon PL NW
Washington DC 20001-3614
National Postal Forum
810 Mount Vernon PL NW
Washington DC 20001-3614
National Postal Forum
810 Mount Vernon PL NW
Washington DC 20001-3614
National Postal Forum
810 Mount Vernon PL NW
Washington DC 20001-3614
Print Contrast
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White paper/black ink is BESTBEST!!Pastel colors with dark ink work
Automation Colors
Bes
tB
est
58
NATIONAL POSTAL FORUM810 MOUNT VERNON PLACE NWWASHINGTON DC 20001-3614
Background Patterns
DarkFibers
Background Interference
Bleed Through
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REPLY MAIL – Camera Ready Artwork
BUSINESS REPLY MAILFIRST-CLASS MAIL PERMIT NO. 1345 NEW YORK NY
NO POSTAGENECESSARY
IF MAILEDIN THE
UNITED STATES
POSTAGE WILL BE PAID BY ADDRESSEE
ABC COMPANY8801 MAIN ST STE 301NEW YORK NY 12345-9480
Call for FREEFREE artwork & your ZIP+4 Code & barcode
Unique ZIP+4 for Business Reply and specific format requirements
Please fax a copy of the mechanical to your local MDA before printing
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BRM Sample Artwork – Envelope
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BRM Sample Label
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BRM Sample Mechanical
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Similar to domestic BRM International Mail Manual (IMM) Section 373 Service limited to certain countries No special services allowed Must have valid BRM permit Annual account maintenance fee must be paid to participate
in QBRM Program Must provide in writing intent to distribute IBRS mail and
provide sample of mailpiece to BME Must meet all specifications of QBRM
International Business Reply Service (IBRS)
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IBRS Postage & Fees
Postage & fees (includes per piece fees):
Letters (up to 2 ounces): $1.40 Cards: $0.90
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IBRS Size & Weight Requirements
Postcards: Min size – 3 ½” (height) x 5 1/2” (length) Max size – 4 ¼” (height) x 6” (length) Thickness – min .007” max .016” Paper Weight – 75 lbs (500 sheets measuring 25-by-38)
Envelopes: Min size – 3 ½” (height) x 5 1/2” (length) Max size – 6 1/8” (height) x 11 1/2” (length) Thickness – min .007” max .2” Max. weight – 2 ounces
66
International Business Reply Service (IBRS)
67
Notice 67 – Automation Template
68
BRM Additional Resources
Mailpiece Design Analyst http://pe.usps.gov/mpdesign/mpdfr_mda_lookup.htm
http://pe.usps.gov Mailpiece Design Domestic Mail Manual (DMM) Section 507.8.0
www.usps.com/replymail Procedures and guidelines Reply mail options and rates Reply Mail Templates Create reply mail online Pay BRM fees Selected Post Offices (Zip Code Lookup) QBRM
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Additional Mail Resources
USPS Postal Explorer (http://pe.usps.com) Domestic Mail Manual International Mail Manual Quick Service Guide
www.usps.com/ratecase DMM Advisory [email protected] Mail Pro www.usps.com/mailpro
USPS RIBBS (http://ribbs.usps.gov) Business Publications Federal Register Notices Postal Bulletins
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Questions?Questions?
SEASON’S GREETINGS!SEASON’S GREETINGS!
HAPPY HOLIDAYS!HAPPY HOLIDAYS!