Envelope + Postcard Layout Standards

Transcription

1 Envelope + Postcard Layout Standards Domestic Bulk Mail July 2015 Mr AB Sample 126 Sample Street Sample Suburb Sample City 9965 Mr AB Sample 126 Sample Street Sample Suburb Sample City 9965 You can make a BIG CHANGE with your small change on Giving Tuesday Alan 2nd December is Giving Tuesday Mr AB Sample 126 Sample Street Sample Suburb Sample City 9965

2 Contents These standards outline the requirements for both machine sorted and manually sorted Bulk Mail. Machine sorted requirements apply to: VolumePost Business Standard and Approved FreePost. Manually sorted requirements apply to: GoFlexible Business Flexible PrintPost Volume PreSort Print PreSort and Adcard Bulk Mail overview 1 Introduction Machine sorted standards Key areas Clear zones Mail piece construction and materials Address printing Sender address area Permit Post Impressions Approved FreePost 21 Checklist For machine sorted mail Manually sorted requirements 26 Contacts 29

3 Bulk Mail overview This table provides an overview of the general requirements for domestic Bulk Mail products. For full product specifications, please refer to the Postal Users Guide. Bulk mail products can be used with window and non-window envelopes and postcards. Flow wrapped items are permitted when using manually sorted items. Bulk Mail Statement Of Posting No prohibited or dangerous contents VolumePost 1 Minimum Quantity VolumePost Business Standard PrintPost 300 GoFlexible 1000 Business Flexible Volume PreSort Medium: 240 x 130mm Medium: 240 x 130mm Magazines & catalogues lodged >2 times a year 5000 Print PreSort Machinable Envelope Layout Standards AdCard General Checks Envelope flexibility Envelope matte finish 2 SR#Er { #45678/#Z hoolqj wr q#p dlo#fhqwuh/#z hoolqj wr q#8378 Indicia Area 5-10mm Min 5mm Max 40mm Sender Address Area 10mm 10mm 5-10mm Max 100mm Maximum Dimensions Medium: 240 x 130mm Medium: 240 x 130mm Medium: 240 x 130mm Large: 240 x 165mm Large: 240 x 165mm Large: 240 x 165mm Oversize: 385 x 260mm Large: 240 x 165mm Large: 240 x 165mm Oversize: 385 x 260mm Oversize: 385 x 260mm Medium: 240 x 130mm Large: 240 x 165mm Oversize: 385 x 260mm Medium: 240 x 130mm Large: 240 x 165mm Maximum Thickness 6mm 6mm Permit (including New Zealand Post logo) Delivery Address format Sender Address All items must have the same dimensions Maximum Weight Presentation Items must be trayed Address Data Items must be faced (all items oriented same way) Tray must be labelled 12kg Envelope Layout Standard M 55g L 75g M 55g L 75g Maximum tray weight M 55g L 75g 20mm PPSAM up to 40mm SOA SOA Address match to New Zealand Post postal address file Address match to New Zealand Post postal address file Machinable Machinable NO SOA REQUIRED Machinable 20mm 1kg 1kg Lodge 8am 5pm Monday Friday Before 5pm 20mm 1kg SOA SOA Address match to New Zealand Post postal address file Manual PermitPost impression M 75g L 100g Sequenced & unsequenced items trayed separately Unsequenced items sorted in ascending postcode order Sorted in ascending postcode order Address match to New Zealand Post postal address file Manual 3 Address Area Sorted in ascending postcode order Sorted in ascending postcode order New Zealand Post credit account Common Requirements 6mm Sr vwdo#uhi2eduf r gh D1#E1#Vdp soh 456#Vdp soh#vwuhhw Vdp soh#dgguhvv Vdp soh#wr z q# Se der ddress NO SOA REQUIRED Manual SOA Address match to New Zealand Post 1mm 20mm 1kg M 25g L 35g Sequenced & unsequenced items trayed separately Unsequenced items sorted in ascending postcode order Sequenced & unsequenced items trayed separately Unsequenced items sorted in ascending postcode order SOA SOA Address match to New Zealand Post Address match to New Zealand Post sequence file + in delivery run order sequence file + in delivery run order sequence file + in delivery run order Manual Manual Manual (sequenced item address includes delivery round number) (sequenced item address includes delivery round number) (sequenced item address includes delivery round number) New Zealand Return Address Use the correct product code ABC Delivery Address clear zone Sort Code clear zone - must be clear of logos, graphics and text but can be an approved Pantone colour 11 Sender Address area Location 22 Permit/Indicia area Location Current approved design 33 Delivery address Font colour Font size No Bold, italics or underlined Skew Customer reference Recipient details Postcode location 44 Delivery Address clear zone around the window around the delivery address text 55 Sort Code clear zone 15mm across the bottom of the envelope Min 15mm Address Data SOA / Statement of Accuracy Matches a sender s address list to the New Zealand Post postal address file A minimum declared SOA of 70% is required to use SOA pre-requisite products. The amount between 70% and 85% is charged at non-conformance rate. SOA certificate is valid for 12 months SOA is available from any SendRight certified provider go to Address Sequencing Required to use Volume PreSort and Print PreSort bulk mail products Matches a sender s address list to the New Zealand Post postal address file and sorts into the postie delivery run order; the physical route each postie takes, to achieve best results A minimum 85% sequence rate is required Each lodgement must have data sequenced Sequencing is available from any PreSort certified provider go to Please note this guide is intended as a summary only. The standard terms and conditions of the products and services offered by New Zealand Post Limited, including information on the extent of our liability, are set out in the Public Contract and the Postal Users Guide. These are available for reference at PostShopTM stores and selected New Zealand Post retail outlets, or can be viewed on our website at Other conditions for New Zealand Post Account customers are contained in the terms and conditions provided when credit was arranged. New Zealand Post reserves the right to change the product specifications. VolumePost, PrintPost, GoFlexible, Volume PreSort, Print PreSort and PostShop are trade marks of New Zealand Post Limited. ADV396DG15 March 15 1

4 Introduction This guide will help you to meet the envelope layout standards for machine sorted and manually sorted Bulk Mail products which include: VolumePost Business Standard Approved FreePost GoFlexible Business Flexible PrintPost Print PreSort Volume PreSort Adcard These standards apply from 1 July 2015 and replace all previous versions. Key changes from the July 2014 edition New product information for Adcard Page 26 New approved permit colour Page 20 New approved font Page 17 Key changes from the July 2013 edition The term mail piece is used to refer to enveloped items and postcards. Section 1.6 is now called Permit Post Impressions. Lodging your mail piece Mail piece is used throughout this document to refer to window envelopes, non-window envelopes and postcards as applicable. Before you lodge your mail piece please check that: you have completed the lodgement documentation correctly your mail meets the applicable minimum volumes and product requirements. Bulk Mail Trays, Lids & Labels You can collect Trays and Lids from your local Business Mail Centre, or If you need more than 50 trays, they can be preordered by calling press 1 for business Tray labels for non mailhouse customers can be printed from nzpost.co.nz/traylabels Additional information To ensure your mail piece meets our addressing accuracy and address layout standards, including terms and conditions and other product requirements, refer to our website at and If the documentation does not reflect the characteristics of the actual lodgement, we ll change it and notify you of the change this could involve a higher postage rate being applied. Please note, when developing this guide we have endeavoured to make this as comprehensive as possible. However, if you are unsure about any aspect of your envelope design and layout, please contact us on

5 1.0 Machine sorted requirements This section outlines the requirements for machine sorted mail, which applies to: VolumePost 1 and 3 Business Standard Approved FreePost. This table lists envelope stock currently used in the domestic New Zealand market whose dimensions are compatible with our machines. The same height and length dimensions also relate to postcards. The maximum machinable dimension is 165mm high by 240mm long. Anything larger e.g. a C4 sized envelope is NOT able to be machine sorted. Please refer to the manually sorted products on page 26. Envelope type E8 E9 E16 DLE DLEE Max POP Specialist Max POP C6 CM C5 Industry standard envelope sizes (height x length) 90mm x 152mm 92mm x 165mm 92mm x 191mm 114mm x 225mm 114mm x 235mm 120mm x 235mm 120mm x 235mm 114mm x 162mm 102mm x 215mm 162mm x 229mm 3

6 1.1 Key areas Our sorting machines detect information printed in three key areas, specifically the: 1. Sender address area 2. Address block and object area 3. Indicia area You can print in these areas, subject to the clear zone requirements on page Sender address area When the sender address is located on the front of the mail piece it must be located in the top left hand corner in an area no larger than 40mm high by 100mm wide. The specific formatting requirements for the sender address are on page Address block and object area The delivery address (or envelope window) can be located anywhere within the address block and object area that extends across the width of the mail piece subject to the clear zone rules on pages 5 6. As well as the delivery address, the address block and object area can also contain other text, graphics or colours providing they don t contain or resemble an address, as this could be interpreted as a delivery address. If using a window envelope the contents need to be sufficiently secure to prevent movement that may: obscure or prevent the complete delivery address being read, or result in a paper edge exposing the back of the envelope through the window. A typical situation where movement can occur is when a Max POP envelope is used for a folded DL letter. 3. Indicia area (PermitPost impression/ FreePost impression) The indicia and delivery address must be on the same side of the mail piece. Page 20 outlines the requirements for the PermitPost impression. Page 22 outlines the requirements for the FreePost impression. 3.1 Machine sorted mail The PermitPost or FreePost impression must be located in the upper right hand corner in an area no larger than 40mm high by 80mm wide. Standard format only permitted (this relates to Permit Post only). 3.2 Manually sorted mail The PermitPost or FreePost impression can be located anywhere on the front of the mail piece (ie same side as the delivery address). Standard and customised formats allowed (this relates to Permit Post only). 3.3 Reusable mail If using reusable envelopes, the PermitPost or FreePost impression must be positioned top centre on the delivery address side of the envelope. 4

7 1.2 Clear zones Clear zones enable the sorting machines to locate or read specific information that is critical for us to process your mail efficiently. There are three areas where clear zones apply 1. Delivery address clear zone 2. Indicia area clear zone 3. Sortcode clear zone 1. Delivery address clear zones A clear zone is required to ensure that the machines can accurately read the delivery address. The requirements for this clear zone depend on whether you are using a window envelope or printing the address directly onto non-window envelopes or postcards. This is because with window envelopes the contents, and therefore location of the address, may move. Please ensure there is minimal movement of the insert within the envelope. Where addresses are printed directly onto envelopes or postcards the location of the address is fixed. The clear zone requirements for the delivery address details are as follows: With window envelopes There needs to be an clear zone around both: the perimeter of the delivery address on the insert the outside perimeter of the window. Other content can appear elsewhere in the window providing it does not resemble an address (ie. left justified blocks of text.) For DLE and E8 envelopes, some of the clear zone below the window can overlap with the 15mm sortcode clear zone. With non-window envelopes and postcards There needs to be an clear zone around: the perimeter of the delivery address only. For both window and non-window envelopes and postcards the clear zone around the perimeter of the delivery address can include: a horizontal customer reference and/or barcode (please refer to page 18) white and/or an approved Pantone colour (please refer to page 16) other graphics providing they have a black content of less than 30%. We will need to assess and approve these graphics on a case by case basis, before they go to print. 2. Indicia area clear zone The indicia area is a maximum of 40mm high by 80mm located in the upper right hand corner of the mail piece (or top centre for reusable envelopes). It is critical that aside from the indicia itself, the area be kept clear of logos, graphics and text, unless they are an approved Pantone colour and/or white. 5

8 Clear zones continued When using a Facia Indicia Mark (FIM), make sure there is: a minimum clearance of 10mm all the way around the FIM bars (Approved FreePost envelopes use the type 3 FIM i.e. the triple black bars) a minimum 10mm clearance between the FIM and any product logo. If any graphics spill over into this clear zone, they must be white and/or an approved Pantone colour. 3. Sortcode clear zone The sortcode clear zone is a 15mm high area that runs across the entire bottom edge of the mail piece. It is critical that the entire area be kept clear of logos, graphics and text, unless they are an approved Pantone colour and/or white. 6

9 Front of DLE sized mail piece measurements (diagram shown at 100%) Length = 225mm Height = 114mm This example shows the clear zones for a DLE window mail piece. If you are printing the delivery address directly onto the envelope or postcard only one clear zone is required around the delivery address itself. PO Box 12345, Wellington Mail Centre, Wellington mm 32.5mm 27.5mm Sender address area Max 40mm 40mm 10mm New Zealand Permit No mm Indicia area 10mm 14mm 5-10mm Max 100mm 80mm Object area Min <Postal ref/barcode> <4> A B Sample 123 Sample Envelope Street Address block Min Sample Address Min (can extend Sampleton 0000 across the width Min of the mail piece) Object area * Sortcode clear zone can be white and/or an approved Pantone colour but must be clear of logos, graphics and text. 15mm * For DLE, Max POP, E8 there may be insufficient space for an clear zone below the window. In these cases the clear zone can overlap with the 15mm sortcode clear zone. 7

10 Front of DLE sized mail piece colour guide (diagram shown at 100%) = any colour can be used in this area = only approved Pantone colours or white can be used in this area PO Box 12345, Wellington Mail Centre, Wellington 5045 New Zealand Permit No Sender address area Indicia area Object Area <Postal ref/barcode> <4> A B Sample 123 Sample Envelope Street Sample Address Sampleton 0000 Address block (can extend across the width of the mail piece) Object area Sortcode clear zone can be white and/or an approved Pantone colour but must be clear of logos, graphics and text. 8

11 Front of Max POP mail piece measurements (diagram shown at 100%) Length = 235mm Height = 120mm This example shows the clear zones for a Max POP mail piece. If you are printing the delivery address directly onto the envelope or postcard only one clear zone is required around the delivery address itself. PO Box 12345, Wellington Mail Centre, Wellington mm 32.5mm 27.5mm Sender address area Max 40mm 40mm 10mm New Zealand Permit No mm Indicia area 10mm 14mm 5-10mm Max 100mm 80mm Object area Min <Postal ref/barcode> <4> A B Sample 123 Sample Envelope Street Min Sample Address Min Sampleton 0000 Min Address block (can extend across the width of the mail piece) Object area * Sortcode clear zone can be white and/or an approved Pantone colour but must be clear of logos, graphics and text. 15mm * For DLE, Max POP, E8 there may be insufficient space for an clear zone below the window. In these cases the clear zone can overlap with the 15mm sortcode clear zone. 9

12 Front of Max POP mail piece colour guide (diagram shown at 100%) = any colour can be used in this area = only approved Pantone colours or white can be used in this area PO Box 12345, Wellington Mail Centre, Wellington 5045 New Zealand Permit No Sender address area Indicia area Object Area <Postal ref/barcode> <4> A B Sample 123 Sample Envelope Street Sample Address Sampleton 0000 Address block (can extend across the width of the mail piece) Object area Sortcode clear zone can be white and/or an approved Pantone colour but must be clear of logos, graphics and text. 10

13 Front of E8 mail piece measurements (diagram shown at 100%) Length = 152mm Height = 90mm This example shows the clear zones for a E8 mail piece. If you are printing the delivery address directly onto the envelope or postcard only one clear zone is only required around the delivery address itself. Max 34mm 5-10mm 32.5mm 27.5mm PO Box 12345, Wellington Mail Centre, Wellington 5045 Sender address area** 10mm New Zealand Permit No mm 14mm Indicia area 10mm 5-10mm Object area Max 64mm <Postal ref/barcode> <4> A B Sample 123 Sample Envelope Street Sample Address Sampleton 0000 Address block (can extend across the width of the mail piece) 70mm Object area * Sortcode clear zone can be white and/or an approved Pantone colour but must be clear of logos, graphics and text. 15mm * For DLE, Max POP, E8, there may be insufficient space for an clear zone below the window. In these cases the clear zone can overlap with the 15mm sortcode clear zone. ** For E8 envelopes the maximum sender address area is 34mm height x 64mm length. 11

14 Front of E8 mail piece colour guide (diagram shown at 100%) = any colour can be used in this area = only approved Pantone colours or white can be used in this area PO Box 12345, Wellington Mail Centre, Wellington 5045 Sender address area New Zealand Permit No Indicia area Object Area <Postal ref/barcode> <4> A B Sample 123 Sample Envelope Street Sample Address Sampleton 0000 Address block (can extend across the width of the mail piece) Object area Sortcode clear zone can be white and/or an approved Pantone colour but must be clear of logos, graphics and text. 12

15 Front of C5 mail piece measurements (diagram shown at 85%) This example shows the clear zones for a C5 mail piece. If you are printing the delivery address directly onto the envelope or postcard only one clear zone is required around the delivery address itself. Length = 229mm Height = 162mm PO Box 12345, Wellington Mail Centre, Wellington mm 32.5mm 27.5mm Sender address area Max 100mm Max 40mm 40mm 10mm New Zealand Permit No mm Indicia area 10mm 14mm 5-10mm 80mm Object area Min <Postal ref/barcode> <4> A B Sample 123 Sample Envelope Street Min Sample Address Min Sampleton 0000 Min Address block (can extend across the width of the mail piece) Object area Sortcode clear zone can be white and/or an approved Pantone colour but must be clear of logos, graphics and text. 15mm 13

16 Front of C5 mail piece colour guide (diagram shown at 90%) = any colour can be used in this area = only approved Pantone colours or white can be used in this area PO Box 12345, Wellington Mail Centre, Wellington 5045 Sender address area New Zealand Permit No Indicia area Object area Min <Postal ref/barcode> <4> A B Sample 123 Sample Envelope Street Min Sample Address Min Sampleton 0000 Min Address block (can extend across the width of the mail piece) Object area Sortcode clear zone can be white and/or an approved Pantone colour but must be clear of logos, graphics and text. 14

17 1.3 Mail piece construction and materials Mail piece dimensions Mail pieces must be rectangular with an aspect ratio 1 of To ensure your mail piece can be machine sorted, its dimensions must be: Minimum Maximum Height 8 165mm Length mm Thickness 0.15mm 6mm Weight DL 55g C5 75g Mail piece construction and envelope weight The minimum paper weight for machine sorted envelopes is 70gsm. Postcards To machine sort postcards effectively, they must have a paper weight of at least 230gsm. We recommend using 230gsm to minimise the potential for damage. Self mailers Folded self mailers (i.e. mail pieces made from a folded single sheet of paper) and other similarly built mail pieces must be fully sealed with gum, tape or glue all the way around the mail piece. Clasps, buttons, string, staples, glue dots and similar devices are not compatible with the machines and cannot be used. The paper weight for self mailers needs to be at least 70gsm. Paper type and sealing methods The paper used for the envelope (and the insert if using window envelopes) must be opaque or dense enough to prevent any printing or graphics from the inside of the mail piece clearly showing through. Envelope paper for machine sorted mail items must: be constructed of paper only and not be synthetic not be phosphorescent be suitable for ink to dry in less than a second have a matt finish Kraft envelopes and recycled paper (bleached or non bleached) are acceptable paper types for machinable mail products. If overprinting in a colour other than black, variation in the final tone can occur, especially on non bleached paper stock. Please us your mail piece design for assessment before printing, even if using an approved pantone colour on fp.pp@nzpost.co.nz. Incompatible paper types for machine sorted items include: Decorative paper containing dark fibres, background patterns or textures polywrap shrinkwrap spunbonded olefin (sheet product made of high-density polyethylene fibres) silver foil flow wrap any material containing metal Mail pieces must not be sealed using clasps, buttons, string, staples, glue dots or similar devices. If using any of the above, please refer to our manually sorted products see section 2.0. Inserts Mail pieces must not contain magnetic items or items causing an uneven thickness, such as pens, pencils and loose keys or coins. This includes product samples as they cause uneven surfaces and pose a risk to the machine and the mail piece itself should any breakages occur. 1 To determine the aspect ratio, divide the mail piece length by its height. 15

18 Mail piece construction and materials continued Envelopes, postcards, insert material and address labels The envelope or postcard, any visible insert material and address labels must be white and/or an approved Pantone colour in all clear zones (see section 1.2 on page 5). This is to ensure there is sufficient contrast between the background and the text/graphics. Outside the clear zones any colours may be used. Acceptable Pantone colours The acceptable range of Pantone colours for use in the clear zones with machine sorted mail is shown in the table. Key points to note are: 1. The actual colours shown below are approximate representations only 2. Acceptable Pantone colours can be created as solid pantone colour or replicated out of CMYK 3. Screens of acceptable Pantone colours are also acceptable 4. CMYK colours with a black component of less than 30% may also be acceptable. We will need to assess and approve these envelope designs on a case by case basis 5. If in doubt, please ask us! We will be happy to help. You can us your mail piece design and layout at fp.pp@nzpost.co.nz or call Multiple window envelopes Multiple windows can be included on the envelope providing they do not conflict with the clear zones or contain information that may be interpreted as a delivery address. Window covering The envelope window must be transparent and the delivery address must be clearly visible through it. Window coverings must be tight and free of any wrinkles, streaks, fogging or colour. Open windows are not permitted. Gloss/shine The mail piece material must be matt and non-reflective. Glossy or shiny materials are not compatible with our sorting machines. If in doubt please ask. Mail piece flexibility The mail piece must be flexible enough to go through the sorting machine without damaging the mail piece or the machine. As a guide, the mail piece and its contents must be easily bent evenly around a 280mm diameter circular surface Want to use a colour you can t see here? Refer to our manually sorted products on page

19 1.4 Address printing The table below shows the current list of machine readable fonts and sizes. Not all font sizes can be used for all fonts. Any font style/size not included cannot be used with our machine sort products. Please use one of the approved fonts or alternatively select a manually sorted product (see section 2.0). Font 9pt 10pt 11pt 12pt Arial Arial Narrow Bookman Old Style Calibri Century Font 9pt 10pt 11pt 12pt Letter Gothic Lucida Sans Meta Myriad Pro Font style Please do not use the styles below (or other highly ornamental/stylised versions of the fonts shown on the left), as they cannot be read by the machines: Bold Underlined Italic. Upper case must be used for the first letter of each word and the remaining letters can be written in all upper or all lower case. For more information about addressing layout standards, refer to our website at Century Oldest Courier New Quay Sans Basic B5 Plain Want to use a font you can t see here? Refer to our manually sorted products on page 26. Din StoneSans Times New Roman Foundry Sans Gothic 720 Helvetica Trade Gothic Trade Gothic Light Verdana ITC Avant Garde Book Formata BQ 17

20 Address printing continued Font colour Fonts must be in black or dark blue (see page 20 for approved Pantone colours for delivery addresses, PermitPost impressions and FIMs). Print quality The characters forming the delivery address must be clean, sharp, dark and uniformly printed. The address must be printed clearly (i.e. dark text on a light background). Left justification The delivery address must be left justified. Character spacing There must be a minimum space of 0.3mm and a maximum space of 1.5mm between characters. Word spacing There must be a minimum of 1 and a maximum of 2 character spaces between words/numbers. Line spacing There must be a minimum space of 0. and a maximum space of 6mm between address lines. This spacing must be consistent between each of the address lines and the customer number and/or barcode if included. Address characters All address characters must appear in the window if using a window envelope. The address block skew must be less than 5 degrees relative to the bottom edge of the mail piece. Address labels Address labels must be fastened securely. The address label skew must be less than 5 degrees relative to the bottom edge of the mail piece. All addressing information on the label must be legible and oriented to the longest edge of the mail piece. Customer reference and/or barcodes in the address block In addition to the delivery address, the address block can also contain a customer reference (which can be alphanumeric) and/or barcode. The location of the customer reference and/or barcode must meet the following requirements to ensure it does not impact on the reading of the delivery address: it must be on one single line on the line above the recipient name the line spacing must be consistent with the rest of the address wording needs to be printed in a font size of 8pt or less it can be left or right justified, but it cannot extend further than 100mm to the right of: the left hand edge of the envelope window, or the left hand edge of the recipient address if this is printed onto the envelope or postcard Alternatively, the barcode can be printed anywhere as long as it is more than away from the delivery address. Acceptable example with even line spacing Unacceptable example due to uneven line spacing 18

21 1.5 Sender address area All machine sorted mail items must include a sender address. This can be located on the front or the back of the mail piece. Sender address area front of mail piece The sender address must include a postcode and must appear in the sender address/company logo area in the top left-hand corner of the mail piece. The sender address area is a maximum of 100mm length x 40mm height. For E8 envelopes, the maximum sender address area is 64mm length and 34mm height. Sender address area Max 100mm Diagram not to scale Max 40mm To prevent the sender address being read as the delivery address, the sender address must be printed on the mail piece as follows: font size must be 8pt or less but still needs to be easily legible preferably written on one line with commas separating the address line if it is written over multiple lines include a sender keyword (please refer to sender keywords ) the sender address area can also include graphics and logos. Sender address area back of mail piece The sender address can be located anywhere on the back of the mail piece. It must include a postcode and can be written as a block or on one line with commas separating the address lines. The sender address font size must be 8pt or less. Sender keywords Sender keywords are specific words that are included at the beginning of a sender address. Sender keywords need to be used when the: 1. sender address on the front of the mail piece extends over more than one line, or 2. sender address is included on the reverse of the mail piece. Valid keywords are; Sender, Return, From and Undeliverable and can be used by themselves, in a combination or with other words. Common examples include: Return to sender: Return to: From: If undeliverable return to: Sender keywords need to be located to the left or immediately above the first line of the sender address. Example 1: sender address written as one line A B Sample, 123 Sample Street, Sample Address, Sampleton 0000 Example 2: sender address written as a block (with sender keyword) a) with sender keyword to left of the first line of the address If undeliverable return to: A B Sample 123 Sample Street Sampleton 0000 b) with sender keyword immediately above the first line of the address If undeliverable return to: A B Sample 123 Sample Street Sampleton

22 1.6 Permit Post Impressions PermitPost impressions must be located on the front of the mail piece on the same side as the delivery address. PermitPost impressions can be designed as Standard or Customised formats and are required for both machine sorted and manually sorted mail piece. Only Standard PermitPost impressions are permitted for machine sorted mail. The table on the right lists the requirements for both types. A PDF of an approved Standard PermitPost impression is available for you to download and use at All you need to do is insert your allocated PermitPost number. Requirements Location Clear Zones 32.5mm Standard format (can be used with machine and manually sorted mail) Must be in the indicia area in the upper right-hand corner of the mail piece 5 10mm 27.5mm between the PermitPost impression and the top and right-hand edges of the mail piece Customised format (can be used with manually sorted mail only) Anywhere on the front of the mail piece (on the same side as the delivery address) Colour Approved black or dark blue Pantone colours Any (see page 20) 14mm Font size and style Approved fonts only, size 9pt Any font style. Must be at least 8pt for ease of reading Mandatory features 60mm The left side of the PermitPost impression must include: New Zealand Permit No. [Permit Number] the New Zealand Post Permit logo Other 32.5mm PermitPost 27.5mm impressions must be printed directly onto the mail piece in the correct location as shown below. Hand stamps and labels are not permitted. None PermitPost impressions can appear on labels however hand stamps are not permitted. 14mm 60mm Type 3 FIM for Approved FreePost Max 40mm Indicia area Approved Pantone colours for delivery addresses, 2 4 PermitPost mm impressions and FIMs 32.5mm 27.5mm Max 80mm mm mm 2767 Black 3mm 14mm Diagram not to scale 60mm 20

23 1.7 Approved FreePost FreePost is a versatile, cost-effective service for businesses, organisations or individuals wanting to maximise the response rates to their mailings, advertising and direct marketing promotions. It s the mail version of a freephone number, enabling customers to contact businesses by mail free of charge. Approved FreePost can be used on medium-sized, non-window envelopes and postcards which meet machine sorted envelope layout standards. Key elements The minimum mail piece size is 92mm high and 165mm long. Only medium-sized non-window envelopes and postcards can be used for Approved FreePost. If using postcards, the minimum stock weight is 230gsm. The FreePost Authority Number must be written on one line and located in the sender address/company logo area. Use approved Pantone black or dark blue type 3 FIM indicia (i.e. triple bars), FreePost and New Zealand Post button impressions (please refer to page 22). Address panel bar widths (i.e. the black bars located at each end of the envelope) must be a minimum of 2mm and a maximum of 5mm, and cannot extend into the indicia area. The same approved fonts and colours apply as for Volume Post 1 and Volume Post 3 see page 17. Please see pages for further information about layout. For more information on the FreePost service please refer to our website at 21

24 Indicia area for Approved FreePost envelopes and postcards Facia Indicia Marks (FIM) Type 3 FIM for Approved FreePost FIMs must be located within the indicia area. Max A type 3 FIM is used on Approved FreePost envelopes. 40mm Indicia area Each contrast bar must measure 20mm length x 2mm width. Max 80mm There must be a 4mm space between each contrast bar. The FIM skew must be 0 degrees relative to the bottom edge of the mail piece. There must be no other objects between the FIM bars mm 14mm 20mm There must be a clearance of at least 10mm around the FIMs. FIMs can be black or dark blue (see page 20 for approved Pantone colours for PermitPost Indicias and FIMs). 22

25 Non-window envelopes and postcards, FreePost DLE measurements (diagram shown at 100%) Length = 225mm Height = 114mm 80mm FreePost Authority Number and company logo area Max 40mm 40mm 20mm 10mm Max 100mm 59.6mm mm Min 5mm Max 10mm 10mm AB Company PO Box 123 Box Lobby City 1234 Object area 10mm Min 5mm Max 10mm Bar width: minimum 2mm maximum 5mm 15mm Sortcode clear zone can be white and/or an approved Pantone colour but must be clear of logos, graphics and text. 15mm 23

26 Non-window envelopes and postcards, FreePost DLE colour guide (diagram shown at 100%) = any colour can be used in this area = only approved Pantone colours or white can be used in this area FreePost Authority Number and company logo area AB Company PO Box 123 Box Lobby City 1234 Object Area Sortcode clear zone can be white and/or an approved Pantone colour but must be clear of logos, graphics and text. 24

27 Checklist For machine-sorted mail pieces Before going to print, please use the following checklist to ensure you ve met all the requirements. If you have any questions, please call our customer service centre on , or us at * mail piece refers to window envelopes, non-window envelopes and postcards as applicable. ~ Is your mail piece a machinable size? ~ Have all the clear zone requirements been met? See section 1.2. ~ Have you got an approved Standard PermitPost impression (or FIM if using Approved FreePost) overprinted onto your mail piece? ~ Check that all dimensions for the Standard PermitPost impression match those shown on page 20. ~ Have you used machinable colours and materials? ~ Is your font size and style machine compatible? ~ Have you included a sender address and is it in the right place? If you can t meet this checklist, please refer to our manually sorted requirements on page

28 2.0 Manually sorted requirements This section will help you to design your mail piece so it meets the envelope layout standards for our manually sorted mail products. Requirements GoFlexible Business Flexible PrintPost Volume PreSort Adcard Volume Print PreSort 26 GoFlexible Business Flexible PrintPost Print PreSort Volume PreSort Adcard As they don t go through the machines, there are far fewer requirements as captured in the table. Our manually sorted products are ideal solutions for creative and/or direct mail pieces as there are no limitations on colours, font styles or graphics. With the exception of Adcards, all mail pieces can also be flow-wrapped. PermitPost indicia required Font size and style Mail piece and insert colour Delivery address Return to Sender address Full product specifications Yes can be anywhere on the same side as the delivery address Standard or Customised format permitted Must be a valid New Zealand Post address and be clearly visible on the front of the mail piece. Any style. At least size 8 font for the delivery address. Any colour permitted Must be a valid New Zealand Post address and be clearly visible on the front of the mail piece. The delivery addresses in the sequenced portion of the lodgement must have a Round Number as well as a postcode. The Round Number must be address line 1, be font size 12 and left justified. Must be a valid New Zealand Post address, can be anywhere on the mail piece and be clearly distinguishable from the delivery address. Full product specifications are set out in the Public Contract and Postal Users Guide.

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30 Contact Us For more information, please visit our website or call our Customer Service Centre on This guide is correct at the time of going to press and is subject to change. The standard terms and conditions of the products and services offered by New Zealand Post Limited, including information on the extent of our liability, are set out in the Public Contract and the Postal Users Guide. These are available for reference at PostShop stores and selected New Zealand Post retail outlets, or can be viewed on our website Other conditions for New Zealand Post Account customers are contained in the terms and conditions provided when credit was arranged. New Zealand Post reserves the right to change the product specifications. VolumePost, FreePost, GoFlexible, PrintPost, PermitPost, Volume PreSort, Print PreSort and PostShop are trade marks of New Zealand Post Limited. ADV391IG15 (July 2015)