| Glossary of Mailing Terms |
Address Block
The space intended for an address and barcode to receive full Automation postage discounts.
Ancillary Service
Forwarding, Return, or Address Correction service included within a mail class. Depending on the mail class, these services are performed at a nominal charge or at no additional charge, if and when the service is actually provided.
Aspect Ratio
The dimension of a mail piece expressed as a ratio of length divided by height. For letters and cards, length is the dimension parallel to the address as read. An aspect ratio between 1.3 and 2.5 is required for automation compatibility. Example: a postcard 5-1/2 inches long by 3-1/2 inches high has an aspect ratio or 1.57, which falls within the automation compatible category.
Automation Discount
A reduced postage rate for mail pieces with a complete address and barcode that also meet other requirements for processing on automated equipment.
Barcode Clear Zone
A rectangular area in the lower right part of a letter-size piece that must be kept free of printing and symbols, except for the barcode itself. This area should be a minimum of 4-3/4 inches long and 5/8 inches high.
Business Mail
1. Communication by a business to its customers or prospective customers to establish or enhance commercial relationship.
2. Mail usually posted at less than 37 cents prepared according to USPS quality standards for discounted mail, including Standard Class mail.
3. One component of an overall marketing plan to drive customers to your business or website.
Business Reply Envelope
An envelope used by mailers for their customers to mail back, with the postage paid by the mailer only on the envelopes actually returned. A Business Reply Mail (BRM) permit is required and available at the US Post Office for an annual fee.
CASS
Coding Accuracy Support System - A service that improves the accuracy of matching to delivery point codes, ZIP+4 codes, 5 digit ZIP codes, and carrier route codes on mail pieces. CASS sets a standard to measure the quality of address matching software and to diagnose and correct software problems. Any mailing claimed at an automation postage rate is required to be produced from address lists properly matched and coded with CASS-certified address matching methods.
Endorsement
An authorized marking on a mail piece that shows handling instructions, a service, or a request for an ancillary service.
First Class Mail
A class of mail that includes all matter wholly or partly in writing or typewriting, all actual and personal correspondence, all bills and statements of account, and all matter sealed or otherwise closed against inspection. Any mailable matter may be sent as First Class mail. Delivery of First Class mail is within 3 days. Maximum weight 3.3 oz.
Flat-Size
A mail piece that exceeds 11-1/2" in length, 6-1/8" high, 1/4" thick but does not exceed the maximum dimension for the mail processing category of 15" long, 12" high and 3/4" thick.
Indicia
An imprinted designation on mail that denotes postage payment (e.g. Permit imprint).
Letter-Size
Length: minimum 5" / maximum 11-1/2"
Height: minimum 3-1/2" / maximum 6-1/8"
Thickness: minimum 0.007" / maximum 1/4"
Mail Merge
The process by which the personal information such as name and address are merged with the generic text of a document or letter. The data can be sorted for postage discounts and be printed inline with the document. The personal information is not limited to an address and barcode. It can include salutations, account numbers or other personal variable data that can be dropped into the document.
Mail Tracking Delivery
A service of tracking mail out for delivery. A Planet Code is printed on the mail piece, which is then recorded by the USPS Confirm System as it is processed through postal equipment.
Merge
The process of combining two or more lists into a single one using the same sequential order, then sorting them together, usually by Zip code.
NCOA
National Change of Address: An address correction service that matches mailing lists against change-of-address information for the entire country from all Computerized Forwarding Systems units. This electronic process returns your database with the moved addresses flagged for correction. This process is used to comply with the USPS regulation required for mailing First Class at discounted postage rates. An address list must be updated every 6 months or 180 days. There is a minimum charge for this service with costs generally ranging from $2.00 to $5.00 per thousand addresses.
Nonmachineable
The inability of a mail piece to be sorted on mail processing equipment because of size, shape, content, or address legibility. Such mail must be processed manually and could be subject to a surcharge. This term also applies to the flap, seam & size configuration of envelopes for machine inserting abilities.
Non-Profit Class
A subcategory of Standard Class. A mailer must apply with the USPS for the ability to mail at Non-Profit postage rates.
Permit
A printed indicia, instead of an adhesive postage stamp or metered postage, which shows postage prepayment by an authorized mailer. A permit requires an annual fee and mailings must be made at least once a year. A separate annual mailing fee may also be due, depending on the class of mail to be prepared.
Planet Code
A Planet Code represents the assigned unique number of a mail piece. It can also contain other information designated by the mailer. Planet codes are used primarily to track the delivery timing of outbound mail and to track the approach arrival of inbound mail. Those tracking inbound mail (like payments or other response types) often include information in the code to represent client number or dollar value. Although the tracking offers proof of mailing, it cannot substantiate the actual delivery. It can only assume delivery to the actual recipient was made.
Postage Statement
Documentation provided by a mailer to the USPS that reports the volume of mail being presented and the postage payable or affixed, and certifies that the mail meets the applicable eligibility standards for the rate claimed. USPS requires several forms be submitted with a presorted mailing of either First or Standard Class.
Post Card
Length: minimum 5" / maximum 6"
Height: minimum 3-1/2" / maximum 4-1/4"
Thickness: minimum 0.007" / maximum 0.016"
Postnet Barcode
A series of vertical bars and spaces, which represent any numerical series, most often a correct Zip code for the delivery address on a mail piece. This is required for Automation postage discounts.
Presort
The process by which a mailer groups mail by ZIP code so that it is sorted to the finest extent required by the standards for the rate claimed. Generally, presort is performed sequentially, from the lowest (finest) level to the highest level, to those destinations specified by standard, and is completed at each level before the next level is prepared. Both First Class & Standard Class can be produced as a presorted mailing.
Presorted First Class
A presorted First Class mailing requires a minimum of 500 pieces. The mailing consists of addresses that have been sorted according to zip codes, printed and submitted in that order. The postage discounts are determined by the quantity of pieces with the same 5 digit zip codes or 3 digit zip codes, etc. For Automation postage discounts the mail piece must meet size, addressing space and tabbing requirements.
Presorted Standard Class
A presorted Standard Class mailing requires a minimum of 200 pieces. The mailing consists of addresses that have been sorted according to zip codes, printed and submitted in that order. The postage discounts are determined by the quantity of pieces with the same 5 digit zip codes or 3 digit zip codes etc. For Automation postage discounts the mail piece must meet size, addressing space and tabbing requirements.
Purge
The process of eliminating duplicates and/or unwanted names from one or more lists.
Standard Class Mail
A class of mail that weighs less than 16 oz. It's comprised of the subclasses of Regular Standard Mail and Nonprofit. This class includes circulars, brochures, pamphlets, newsletters, and most advertising business mail. Pieces exceeding 3.3 oz are subject to a surcharge. Delivery of Standard Class mail may take up to 7 to 10 days.
Tabs or Wafer Seals
Self adhesive paper or plastic spheres used to secure the open edge of a non-enveloped letter-size mail piece to prevent jamming in high-speed processing equipment. Tabs are required when this type of mail piece is submitted at automation postage rates. Tabs can also be used to help contain loose inserts within a non-automated mail piece. The design and construction of the mail piece play an important part in determining the number and placement of the tabs required to mail at automation discount rates.
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