Ensure smooth handling of mail items. Guide to planning machine-handled items

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1 Ensure smooth handling of mail items Guide to planning machine-handled items

2 Good planning helps handling When you are planning an item for example, the appearance of an envelope please pay attention to Posti s requirements for machine handling. This ensures that the item proceeds quickly through all stages and is delivered to the recipient on schedule and in the correct form. Advertisement letters, customer newsletters, invitations, postcards and brochures can be sent as addressed marketing items. When mailing confidential and personal messages, use Priority or Economy letters. The following items are suitable for machine handling of letters and advertisements: Item An envelope closed on all sides, a package, or a postcard Rectangular shape, standard envelope sizes are recommended The basic color is light, or there is a lighter area along the edges and around the address information of a dark item The item or printing dyes do not contain fluorescent or phosphorescent chemicals Size E6 (110 x 16 mm) - B (20 x mm) Thickness C 1-20 mm, C mm Maximum weight 1 kg Address information The recipient s address information printed in black color directly in the white address area, or on a white address label placed in the item s address area, or in the item content in the address window area. Note! The entire address must be visible as the content moves inside the envelope. Contents The contents must be of an even thickness If the item contains hard or inflexible objects, such as plastic cards, coins, paper clips, keys, CD or DVD discs, fasten them in such a way that they cannot move inside the envelope and break the item. Check the suitability of these items for machine handling from Posti. The difference between the size of the contents and the envelope may be a maximum of 20 mm per side Mechanical handling is cost-effective!

3 Placing payment and delivery markings By following these instructions, you can ensure that your letter is routed directly to the recipient. You can avoid situations in which the sorting machine may interpret the sender as the recipient and return the letter back to the sender The sender s name and address, alternatively in the flap of the envelope Postal technical markings to the right of the preceding markings Payment markings Address area for the address field. If the recipient s address information is visible through the window of the envelope or in an address label, you can place other markings in the address area. However, please avoid numbers, texts, or other addresses that can be interpreted as the recipient s address. Address field with the recipient s name and address Do not place text or images in this area. In envelopes of size B and smaller this also applies to the bottom edge. 1 2 To design an attractive envelope, you can use the entire address area except for the address field and edges. 6 1 mm mm 6

4 Machine-sortable advertisement postcard Make sure that the recipient s information is clearly readable on the postcard. Do not place address-like markings that can be confused with the recipient s information near the recipient s address information (). Lorem ipsum dolor sit amet, consectetur adipisicing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur. Excepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est laborum. Address information printed on the envelope If the recipient s information is printed directly on the envelope, use a white or light-colored envelope without images, numbers, or messages (). Address information in a window-panel envelope In a window-panel envelope, the sender s information, and possibly also payment markings, are shown in the window. Please note that the sender s information must be placed a maximum of from the top edge of the envelope. In this way, they are not confused with the recipient s information. We recommend placing the sender s address information on the front, and the company phone number as well as street and website addresses on the back of the envelope for example, on the flap. Address label When using an address label, make sure that the sender s information (1) and recipient s information () as well as postal technical markings and payment markings (2, ) can be clearly distinguished from each other. Also make sure that the recipient s information is still readable. Do not place images or markings that can be confused with the address in the address field (). 1 2 The minimum size of the label is A6 or 10 x 18 mm The minimum font size for the recipient s information is 12 points, and for the sender s information, 10 points

5 Requirements for address field and address area The address field must be white or a light color The field around the address must have mm of empty space of the same background color as the field In window envelopes, the recipient s address must be readable in full and may not slip beyond the window The address is positioned parallel with the item s longer side in letters of size C or smaller, in larger letters it may also be parallel to the shorter side Bundling bands or glue lines of plastic wrapping may not overlap the address field Recipient s address information Printed mechanically Character height 2.2. mm (minimum font size 12 points) Font may not be in italic or bold The characters may not touch each other City/municipality in UPPER-CASE CHARACTERS For optical reading, the font type should clearly show the difference between numbers such as 6, 8, and 9 Marking the recipient s address For successful optical reading, the address lines must be in the correct order. The address information must be divided into five lines and empty lines can be removed. Line 0: Other information about the recipient: title, customer number, subscriber code or other customer-specific information Line 1: Recipient Line 2: Information supplementary to the recipient s name: organizational unit, department, office, handled by, occupant, c/o, etc. Line : Spare line: information supplementary to the recipient s name or company-internal mail forwarding service Line : Exact delivery address: street address or P.O. Box, but not both Line : Postal code and city/municipality Line 6: Destination country, if other than Finland Examples: 12/ Company Ltd John Smith Development Department P.O. Box HELSINKI 12/ Company Ltd Mary Smith Invoicing Street Address 6 A HELSINKI Street Address 12 DESTINATION COUNTRY An example of marking the address source in a publication: Address source: Population Information System, Population Register Centre PL 12, 001 HELSINKI Information provided by: Posti Oy, PL 7, POSTI Street Address 12 << A - Posti Ltd << Posti Green Sender s address information Located a maximum of below the top edge of the envelope to prevent the information from being interpreted as the recipient s information The sender s name is enough, and the address information can be on the back

6 Ensuring successful mechanical handling of items The size, contents, and envelope markings of the item are suitable for machine handling The recipient s name and address information is correct and correctly written The recipient s information can be read optically The sender s and recipient s information as well as mailing and payment indications on the item comply with the instructions If, after reading these instructions, you are still unsure whether an item is suitable for mechanical handing, contact Posti s machine sorting specialists to test the appearance in the design phase. This is particularly useful if you are mailing a large batch of items. Further information At From our service number Mon Fri 8 a.m. 6 p.m. (local network rate / mobile call charge) By mail

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