Conditions for Designing Mail Items What you have to take into account? You can browse through the conditions by clicking on the underlined links.
Postzegel niet nodig Contents Introduction 2 Size Categories 3 Envelopes 4 Cards 8 Self-mailers 11 Business Reply Items 13 Special Mail Items & Letterbox Packages 1 Special Mail Items in Plastic Film 17 Periodicals 19 MEDISCHE POST Medical Mail 21 Registered Mail 21 Appendices Appendix 1: Addressing and KIX Code 22 Appendix 2: Addressing International Mail 23 Appendix 3: Contrast and Reflection 24 1
Introduction Having your mail delivered quickly and correctly is crucial to you, so it s good to know that it s always in good hands with PostNL. We do everything we can to deliver your mail on time, to the right address and in good condition. Thanks to your help we are able to succeed in that. Because when you design your mail items according to the requirements, you help us process and deliver it efficiently. You can even reduce your costs this way. These Conditions designing mail items sets out all the guidelines that enables the right design of your mail items. To bulk mail up to 2.00 items or more these apply as conditions, voor smaller consignments they are guidelines. In Bulk mail we have defined clear categories: Small, Large and Special. A number of general conditions apply to these sizes; see page 3 under Size Categories. The conditions for bulk mail that includes various sizes (i.e. Small, Large and/or Special) mixed together are contained in the column Mixed. Aside from a mail item s size, it also is of a certain type. To all types of mail items specific design conditions apply that are separately set out in this brochure. These conditions apply to your national as well as for unsorted international mail (see unsorted bulk mail). Appendix 2 contains additional or specific conditions for addressing your international mail. For additional questions about the content of these conditions or about mail items heavier than 2 kg or larger than 380 x 26 x 32 mm, please contact your account manager or call our Business Service at +31 (0)88 868 6868. Tip! Did you know that with just a few simple changes to the design of your mail items you can reduce their impact on the environment? We will be happy to assist you. For tips on this topic visit milieukeurmerkpost.nl. 2
Size Categories Mixed Small Large Special Letterbox Packages Type of mail items Design, size and weight may vary Identical in design, size and weight (within weight category) Identical in design, size and weight (within weight category) Identical in design, size and weight (within weight category) Design, size and weight may vary Shape Rectangular Minimum size 140 x 90 mm Maximum size Maximum thickness Letterbox (380 x 26 x 32 mm) C (162 x 229 mm) C4 (229 x 324 mm) Letterbox (380 x 26 x 32 mm) 32 mm 10 mm 32 mm 32 mm Letterbox (380x26x32 mm) Maximum weight 2,000 grams 0 grams 30 grams 2,000 grams 2,000 grams Content Any sort, including goods Paper Paper Any sort, including goods Goods Packaging type Any sort Paper: sealed envelope, card, self-mailer Paper: sealed envelope, card, self-mailer Any sort, e.g. plastic film, cardboard Protective packaging * Zie voor meer informatie postnl.nl/selfmailer. In case your items do not meet the shape (rectangular), the sizes (minimum size), are light weighted (see material information at the various mailitems), address of the addressee is not readable or more than one sender is present on the mailpiece, PostNL will add an additional processingfee. Please note that this applies to all party sizes. 3
Envelopes Feature Sizes Shape, A dimensions, thickness, weight, content, packaging Small Large Special For general conditions for designing Small, Large and Special mail items see page 3. Envelope material Paper envelope, at least 70 g/m 2. Mail item sufficiently flexible. Address window B Address should be visible (the contents and the address must not be able to shift within the envelope). Film covering window not too glossy and completely transparent (see Appendix 3). Contrast and reflection C Good contrast between address and postage paid impression and background (see Appendix 3). The address side of the envelope not too glossy (see Appendix 3). Objects in envelope Envelopes with gadgets or samples must be sent as Special. See page 16 for the applicable conditions. Envelope closure D Completely sealed by means of adhesive, tapelock or sticker (not folding). No staples, paperclips, metal eyelets or folding corners. Layout E Subdivided into: 1.. 2. Franking zone. 3. Index zone (area within which PostNL prints the sorting codes). 4. Return address zone. See the conditions below for further clarification of these elements. 1 Address in the centre of the address zone, with due consideration to the franking zone, the index zone and the return address zone. Keep a distance of at least 10 mm between the smallest rectangle that can be drawn around the address and any other printing on the envelope. Adress zone at least 40 mm from the top and at least 1 from the other sides. Franking zone 2 Used for PostNL Port Betaald (Postage Paid) logo or franking mark (see Appendix 1). Area measuring a maximum of 74 mm wide by 40 mm tall in top right-hand corner. Maximum size of PostNL Port Betaald Postage Paid or franking mark is the maximum size of the franking zone. Index zone 3 Return address zone 4 Free from any printing and preferably white. Landscape: There should be a blank area with a height of at least 20 mm and a width of 140 mm on the long side at bottom right of the address. Portrait: There should be a blank area with a height of at least 20 mm and a width of 140 mm on the long side to the right of the address. Top left-hand corner. Size optional, taking into account specifications for the address, index and franking zones. Address* Address Font Font size Address labels Return address At least 3, but not more than 6 lines. In following order: name/company name, street, postcode, town/city. Addresses in the Netherlands only: add KIX code (customer index code) as last line (see Appendix 1). Sans serif font. No italic or gothic font. With sufficient spaces. At least 7-point font, but not larger than 17-point font. When 7 to 10-point font is used: print address in capital letters. Use a single font size for the entire address. KIX code in 10-point font. Rectangular. Place the address parallel to the bottom of the mail item. Every bulk mail item must have a fully return address within the Netherlands (street + house number, postcode, town/city). If on the address side: address and town/city on a single line and underlined. Smaller font than the delivery address. KIX code is inapplicable. * For detailed information on how to address mail destined for the Netherlands and abroad see Appendix 1 and Appendix 2. 4
D geen verschuiving A Shape: rectangular mail item B Address window: Content is not able to shift C Contrast: sufficient contrast with background E sluiting envelop D Envelope closure: Smooth without bumbs
F kleine envelop E Layout of envelope, landscape Small Large or Special 4 Return address Franking zone 74 x 40 mm 2 1 1 1 1 Index zone 140 x 20 mm 3 E Layout of envelope, portrait Small Large or Special Return adress Franking zone 74 x 40 mm 4 2 3 Adress zone 1 Index zone 140 x 20 mm 1 1 1 6
Cards Feature Sizes Shape, A dimensions, thickness, weight, content, packaging Small Large Special For general conditions for designing Small, Large and Special mail items see page 3. Card material Sufficiently rigid and flexible paper or cardboard; the following specifications apply to each size: - Small: minimum 180 g/m 2. - Large: minimum 210 g/m 2. - Special: all materials, minimum 210 g/m 2. Address side matt and with no varnish layer. The following finishing layers are recommended: glossy dispersion varnish, UV varnish and laminate. Contrast and Reflection B Good contrast between address and Postage Paid impression and background (see Appendix 3). The address side of the card not too glossy (see Appendix 3). Layout C 1 Subdivided into: 1.. 2. Franking zone. 3. Index zone (area within which PostNL prints the sorting codes). 4. Return address zone. See the conditions below for further clarification of these elements. Address in the centre of the address zone, with due consideration to the franking zone, the index zone and the return address zone. Keep a distance of at least 10 mm between the smallest rectangle that can be drawn around the address and any other printing on the card. Size Small: address zone at least 40 mm from the top and at least from the other sides. Size Large or Special: address zone at least 40 mm from the top and at least 1 from the other sides. For card with shared address side: - Division into a left-hand and a right-hand side by a line that is at least 1.2 mm thick. - At least 74 mm space on the right-hand side of the line. - Address on the right-hand side of the line. Franking zone 2 Used for PostNL Port Betaald (Postage Paid) logo or franking mark (see Appendix 1). Area measuring a maximum of 74 mm wide by 40 mm tall in top right-hand corner. Maximum size of PostNL Port Betaald (Postage Paid) logo or franking mark is the maximum size of the franking zone. Index zone 3 Free from any printing and preferably white. Landscape: There should be a blank area with a height of at least 20 mm and a width of 140 mm on the long side at bottom right of the address. Portrait: There should be a blank area with a height of at least 20 mm and a width of 140 mm on the long side to the right of the address. Return address zone 4 Top left-hand corner. Size optional, taking into account specifications for the address, index and franking zones. Address* Address At least 3, but not more than 6 lines. In following order: name/company name, street, postcode, town/city. Addresses in the Netherlands only: add KIX code (customer index code) as last line (see Appendix 1). Font Sans serif font. No italic or gothic font. Well-spaced (see Appendix 1). Font size At least 7-point font, but not larger than 17-point font. When 7 to 10-point font is used: print address in capital letters. Use a single font size for the entire address. KIX code in 10-point font. Address labels Rectangular. Place the address parallel to the bottom of the mail item. Return address Every bulk mail item must have a complete return address within the Netherlands (street + house number, postcode, town/city). Smaller font than the delivery address. KIX code is inapplicable. If on the address side: complete return address on a single line and underlined. If on a card with shared address side: preferably in the return address zone, but may also be positioned vertically in relation to the delivery address. * For detailed information on how to address mail destined for the Netherlands and abroad see Appendix 1 and Appendix 2. 7
A Shape: rectangular mail item B voldoende contrast B Contrast: sufficient contrast with background C indeling kaart 8
C Layout of card, landscape C Layout of card with shared address side, landscape Small Small Franking zone 74 x 40 mm Franking zone 74 x 40 mm 4 Return address 2 4 Afzenderadres 2 1 1 Index zone 140 x 20 mm 3 3 Index zone 140 x 20 mm C Layout of card, portrait Small Return address Franking zone 74 x 40 mm 4 2 1 Index zone 140 x 20 mm 3 9
F grote envelop C Layout of card, landscape F grote envelop C Layout of card with shared address side, landscape Large or Special Large or Special Return address Franking zone 74 x 40 mm Return address Franking zone 74 x 40 mm 4 4 2 2 1 1 1 1 1 1 1 Index zone 140 x 20 mm 1 Index zone 140 x 20 mm 3 3 C Layout of card, portrait Large or Special Return address Franking zone 74 x 40 mm 4 2 3 1 Index zone 140 x 20 mm 1 1 1 10
Self-mailers Feature Self-mailers general A Sizes Shape, B dimensions, thickness, weight, content, packaging A self-mailer is a (partly) closed and folded mail item, which is sent without any plastic film, envelope or wrapper. Small Large Special For general conditions for designing Small, Large and Special mail items see page 3. 11 Self-mailers material Sufficiently rigid and flexible paper or cardboard; at least 180 g/m 2. Contrast and reflection C Good contrast between address and franking mark and background (see Appendix 3). The address side of the self-mailer not too glossy (see Appendix 3). Fold and closure Folded in such a way that parts fit together fully with no protruding/uneven parts. Closure of the side to be opened by means of perforations, glue spots, stickers or tear-off edges. To be able to process self-mailers mechanically, they must comply with the following size-specific conditions: - Small or Large: closed on at least 3 sides; and at least closed on the side to the right of the address and the bottom side, preferably at bottom side the folding side. - Special: closed on at least 2 sides, preferably at bottom side the folding side. Layout D Subdivided into: 1.. 2. Franking zone. 3. Index zone (area within which PostNL prints the sorting codes). 4. Return address zone. See the conditions below for further clarification of these elements. 1 Address in the centre of the address zone, with due consideration to the franking zone, the index zone and the return address zone. Keep a distance of at least 10 mm between the smallest rectangle that can be drawn around the address and any other printing on the self-mailer. Size Small: address zone at least 40 mm from the top and at least from the other sides. Size Large or Special: address zone at least 40 mm from the top and at least 1 from the other sides. For self-mailer with shared address side: - Division into a left-hand and a right-hand side by a line that is at least 1.2 mm thick. - At least 74 mm space on the right-hand side of the line. - Address on the right-hand side of the line. Franking zone 2 Used for PostNL Port Betaald (Postage Paid) logo or franking mark (see Appendix 1). Area measuring a maximum of 74 mm wide by 40 mm tall in top right-hand corner. Maximum size of PostNL Port Betaald logo (Postage Paid) or franking mark is the maximum size of the franking zone. Index zone 3 Free from any printing and preferably white. Landscape: There should be a blank area with a height of at least 20 mm and a width of 140 mm on the long side at bottom right of the address. Portrait: There should be a blank area with a height of at least 20 mm and a width of 140 mm on the long side to the right of the address. Return address zone 4 Top left-hand corner. Size optional, taking into account specifications for the address, index and franking zones. Address* Address At least 3, but not more than 6 lines. In following order: name/company name, street, postcode, town/city. Addresses in the Netherlands only: add KIX code (customer index code) as last line (see Appendix 1). Font Sans serif font. No italic or gothic font. With sufficient spaces (see Appendix 1). Font size At least 7-point font, but not larger than 17-point font. When 7 to 10-point font is used: print address in capital letters. Use a single font size for the entire address. KIX code in 10-point font. Address labels Rectangular. Place the address parallel to and at the bottom of the mail item. Return address Every bulk mail item must have a complete return address within the Netherlands (street + house number, postcode, town/city). Smaller font than the delivery address. KIX code is inapplicable. If on the address side: complete return address on a single line and underlined. If on a card with shared address side: preferably in the return address zone, but may also be positioned vertically in relation to the delivery address. * For detailed information on how to address mail destined for the Netherlands and abroad see Appendix 1 and Appendix 2.
G self mailer A Self-mailer A rechthoekige zending B Shape: rectangular mail item B voldoende contrast C Contrast: sufficient contrast with background D Layout of self-mailer D Layout of self-mailer with shared address side Small, Large or Special Small, Large or Special Franking zone 74 x 40 mm Franking zone 74 x 40 mm 4 Return address 2 4 Return address 2 3b Large self-mailer index zone 100 x 30 mm 3a Small self-mailer index zone 140 x 20 mm Large self-mailer index zone 100 x 30 mm 1 1 3b 3a Small self-mailer index zone 140 x 20 mm 12
Business Reply Items Feature Business reply items general Sizes Shape, A dimensions, thickness, weight, content, packaging These conditions apply to mail items that you prepare for your customers and that they can return via your business reply number. Small For general conditions for designing Small mail items see page 3. Business reply mail material Sufficiently rigid and flexible paper or cardboard; at least 180 g/m 2 (small size). At least one side matt and without veneer layer. Contrast and Reflection B Good contrast between address and franking mark and background (see Appendix 3). The address side of the business reply item not too glossy (see Appendix 3). Layout C Subdivided into: 1. 2. Franking zone. 3. Index zone (area within which PostNL prints the sorting codes). 4. Return address zone. See the conditions below for further clarification of these elements. Franking zone Index zone Return address zone Address* Address Font Font size 3 Address labels Return address 1 2 4 Address in the centre of the address zone, with due consideration to the franking zone, the index zone and the return address zone. At least 40 mm from the top and at least from the other sides. Keep a distance of at least 10 mm between the smallest rectangle that can be drawn around the address and any printing. For business reply item with shared address side: - Division into a left-hand and a right-hand side by a line that is at least 1.2 mm thick. - At least 74 mm space on the right-hand side of the line. - Address on the right-hand side of the line. Area measuring a maximum of 74 mm wide by 40 mm tall in top right-hand corner. For business reply items, you should put the Postzegel niet nodig (No stamp required)** mark in the franking zone. Download the mark from postnl.nl/downloads You can put the Postzegel niet nodig (No stamp required) mark in the top right-hand corner, 10 mm from the top and 20 mm from the right-hand side. Different rules apply to international business reply items; see postnl.nl/zakelijk. Free from any printing and preferably white. Format Small: at bottom right on the long side, a blank area measuring 20 mm tall by 140 mm wide. Top left-hand corner. Size optional, taking into account specifications for the address, index and franking zones. At least 3, but not more than 6 lines. In following order: name/company name, Business reply number, postcode, town/city. Addresses in the Netherlands only: add KIX code (customer index code) as last line (see Appendix 1). Sans serif font. No italic or gothic font. With sufficient spaces (see Appendix 1). At least 7-point font, but not larger than 17-point font. When 7 to 10-point font is used: print address in capital letters. Use a single font size for the entire address. KIX code in 10-point font. Rectangular. Place the address parallel to and at the bottom of the mail item. Every bulk mail item must have a complete return address within the Netherlands (street + house number, postcode, town/city). On the back or on the front in the return address zone. If on the front: address and town/city on a single line and underlined. Smaller font than the delivery address. KIX code is inapplicable. * For detailed information on how to address mail destined for the Netherlands and abroad see Appendix 1 and Appendix 2. 13
A rechthoekige zending A Shape: rectangular mail item B voldoende contrast B Contrast: sufficient contrast with background C Layout of business reply item C Layout of business reply item with shared address side Small Small 4 Postzegel niet nodig Franking zone 74 x 40 mm 2 4 Postzegel niet nodig Franking zone 74 x 40 mm 2 1 1 Index zone 140 x 20 mm 3 Index zone 140 x 20 mm 3 0 mm 20 mm 2 Postzegel niet nodig 10 mm 20 mm * * This designation tells your customer that you will pay the postage. 14
Special & Letterbox Packages Feature General Sizes Shape, A dimensions, thickness, weight, content, packaging These conditions apply to mail items that are not covered by the sizes Small or Large. Special For general conditions for designing Special mail items or Letterbox Packages, see page 3. Material Contents including gadget or sample B Address window C Any sort of packaging and content. The gadget/sample must not be able to move. Address always visible and legible (the contents must not be able to shift). Film covering window not too glossy and completely transparent (see Appendix 3). Contrast and Reflection D Good contrast between address and franking mark and background (see Appendix 3). The address side of the mail item not too glossy (see Appendix 3). Closure Layout Completely sealed by means of adhesive, tape lock or sticker. No staples, paperclips, metal eyelets or folding corners. Subdivided into: 1.. 2. Franking zone. 3. Return address zone. See the conditions below for further clarification of these elements. Address in the centre of the address zone, with due consideration to the franking zone and the return address zone. Keep a distance of at least 10 mm between the smallest rectangle that can be drawn around the address and any other printing. at least 40 mm from the top and at least 1 from the other sides. Franking zone Used for PostNL Port Betaald (Postage Paid) logo or franking mark (see Appendix 1). Area measuring a maximum of 74 mm wide by 40 mm tall in top right-hand corner. Maximum size of PostNL Port Betaald logo (Postage Paid) or franking mark is the maximum size of the franking zone. Index zone Return address zone Address* Address Font Font size E Address labels Return address Free from any printing and preferably white. Landscape: There should be a blank area with a height of at least 20 mm and a width of 140 mm on the long side at bottom right of the address. Portrait: There should be a blank area with a height of at least 20 mm and a width of 140 mm on the long side to the right of the address. Top left-hand corner. Size optional, taking into account specifications for the address, index and franking zones. At least 3, but not more than 6 lines. In following order: name/company name, street, postcode, town/city. Addresses in the Netherlands only: add KIX code (customer index code) as last line (see Appendix 1). Sans serif font. No italic or gothic font. With sufficient spaces (see Appendix 1). At least 7-point font, but not larger than 17-point font. When 7 to 10-point font is used: print address in capital letters. Use a single font size for the entire address. KIX code in 10-point font. Rectangular. Place the address parallel to and at the bottom of the mail item. A Letterbox Package should be provided with an address label with barcode, stucked on the front of the Letterbox Package and not folded around the edges. Every bulk mail item must have a complete return address within the Netherlands (street + house number, postcode, town/city). On the back or on the front in the return address zone. If on the front: address and town/city on a single line and underlined. Smaller font than the delivery address. KIX is inapplicable. * For detailed information on how to address mail destined for the Netherlands and abroad see Appendix 1 and Appendix 2. 1 Tip! Are you sending more than,000 items with gadgets or samples, or thick, heavy items? If so, you can use our sorting programme e-sort to sort the items prior to tendering. For additional conditions and information about this, see postnl.nl.
A Shape: rectangular mail item 16 B Contents: enclosing gadget or sample and letterbox-sized packages C Address window: Content is not able to shift D Contrast: sufficient contrast with background E Envelope closure: smooth without bumbs 16
Special Mail Items in Plastic Film Feature Sizes Shape, A dimensions, thickness, weight, content, packaging Special For general conditions for designing Special mail items see page 3. Material Plastic film wrapping B Plastic film wrapping. Close-fitting plastic film, no loose flaps: do not exceed the length and width of the contents by more than 20 mm. Properly sealed seams that will not come undone. No seam or loose flaps covering the address, making it illegible. Plastic film gloss and transparency Plastic film not too slippery of too sticky, specified as a Coefficient of Friction (COF) value between 0,2 and 0,4. Clear and completely transparent (see Appendix 3). At least 2 μm dik Plastic films and foils must be antistatic. Layout For Special mail items in plastic film, the following elements must be present on an address label (fixed under plastic film cover or affixed to plastic film) or on a white band on the plastic film: 1.. 2. Franking zone. 3. Return address zone. See the conditions below for further clarification of these elements. Address in the centre of the address zone, with due consideration to the franking zone and the return address zone. Keep a distance of at least 10 mm between the smallest rectangle that can be drawn around the address and any other printing. at least 40 mm from the top and at least 20 mm from the other sides. Franking zone Used for PostNL Port Betaald (Postage Paid) logo or franking mark (see Appendix 1). Area measuring a maximum of 74 mm wide by 40 mm tall in top right-hand corner. Maximum size of PostNL Port Betaald logo (Postage Paid) or franking mark is the maximum size of the franking zone. Return address zone. Top left-hand corner. Size optional, taking into account specifications for the address, index and franking zones. Address* Address Address always visible and legible. At least 3, but not more than 6 lines. In following order: name/company name, street, postcode, town/city. Address placed parallel to the longest side of the mailpiece Addresses in the Netherlands only: add KIX code (customer index code) as last line (see Appendix 1). Font Sans serif font. No italic or gothic font. With sufficient spaces (see Appendix 1). Font size At least 7-point font, but not larger than 17-point font. When 7 to 10-point font is used: print address in capital letters. Use a single font size and ink color black for the entire address. KIX code in 10-point font. Address on label within plastic film Address label must not be able to shift within plastic film and must be placed parallel to the back side on the upper half of the mail item. No seam or flaps covering the address, making it illegible. Addresses outside the Netherlands: the address must be printed on an address sheet equal to the size of the full mail item. Address printed on plastic film Printed on an opaque white strip on the plastic film (maximum translucency: 2%). The opaque white strip on the plastic film placed against and parallel to the back side on the upper half of the mail item and over the entire length. Address printed on a flat, continuous area of the plastic film, without creases, etc. Good contrast between address and franking mark and background (see Appendix 3). Address labels Rectangular. Address label placed against and parallel to the back side (of the magazine) on the upper half of the mail item. Return address Every bulk mail item must have a complete return address within the Netherlands (street + house number, postcode, town/city). On the back or on the front in the return address zone. If on the front: address and town/city on a single line and underlined. 6 or 7-points font. KIX code is inapplicable. 17 * For detailed information on how to address mail destined for the Netherlands and abroad see Appendix 1 and Appendix 2.
A Shape: rectangular mail item J folieverpakking B Packaging: plastic film wrapping Tip! Are you sending more than,000 items in plastic film? If so, you can use our e-sort sorting program to sort the items prior to tendering. For additional conditions and information about this, see postnl.nl. 18
Periodicals in plastic film Feature Sizes Shape, A dimensions, thickness, weight, content Packaging Sorted consignments: Special Unsorted consignments: min. 140x90 mm and max 229x324 mm. For general conditions for designing Special mail items see page 3. A periodical mail item must presented packed for shipment. This packaging may be a plastic film or envelope, a band is not permitted. For specifications with regard to sending in an envelope see here. Plastic film wrapping B Close-fitting plastic film, no loose flaps: do not exceed the length and width of the contents by more than 20 mm. Properly sealed seams that will not come undone. No seam or loose flaps covering the address, making it illegible. Plastic film gloss and transparency Plastic film not too slippery of too sticky, specified as a Coefficient of Friction (COF) value between 0,2 and 0,4. Clear and completely transparent (see Appendix 3). At least 2 μm dik Plastic films and foils must be antistatic. Layout 19 For Special mail items in plastic film, the following elements must be present on an address label (fixed under plastic film cover or affixed to plastic film) or on a white band on the plastic film: 1.. 2. Franking zone. 3. Return address zone. See the conditions below for further clarification of these elements. Address in the centre of the address zone, with due consideration to the franking zone and the return address zone. Keep a distance of at least 10 mm between the smallest rectangle that can be drawn around the address and any other printing. at least 40 mm from the top and at least 20 mm from the other sides. Franking zone Used for PostNL Port Betaald (Postage Paid) logo or franking mark (see Appendix 1). Area measuring a maximum of 74 mm wide by 40 mm tall in top right-hand corner. Maximum size of PostNL Port Betaald logo (Postage Paid) or franking mark is the maximum size of the franking zone. Return address zone. Address** Address Font Font size Address on label within plastic film Top left-hand corner. Size optional, taking into account specifications for the address, index and franking zones. Address always visible and legible. At least 3, but not more than 6 lines. Order: name/company name, street, postcode, town/city. Address placed parallel to the longest side of the mailpiece Addresses in the Netherlands only: add KIX code (customer index code) as last line (see Appendix 1). Sans serif font. No italic or gothic font. Well-spaced (see Appendix 1). At least 7-point font, but not larger than 17-point font. When 7 to 10-point font is used: print address in capital letters. Use a single font size and ink color black for the entire address. KIX code in 10-point font. Address label must not be able to shift within plastic film and must be placed parallel to the back side on the upper half of the mail item. No seam or flaps covering the address, making it illegible. Addresses outside the Netherlands: the address must be printed on an address sheet equal to the size of the full mail item. Address printed on plastic film Printed on an opaque white strip on the plastic film (maximum translucency: 2%). The opaque white strip on the plastic film placed against and parallel to the back side on the upper half of the mail item and over the entire length. Address printed on a flat, continuous area of the plastic film, without creases, etc. Good contrast between address and franking mark and background (see Appendix 3). Address labels Return address Rectangular. Address label placed against and parallel to the back side (of the magazine) on the upper half of the mail item. Every bulk mail item must have a complete return address within the Netherlands (street + house number, postcode, town/city). On the back or on the front in the return address zone. If on the front: address and town/city on a single line and underlined. 6 or 7-points font. KIX code is inapplicable. * Unsorted bulk consignments of Periodicals in plastic film, should at all times be tested by PostNL to determine wether the Periodicals can be processed mechanically. In purpose of sorting unsorting periodicals in plastic film, PostNL can paste a peel off sticker on the left side of the folding side of the magazine. ** For detailed information on how to address mail destined for the Netherlands and abroad see Appendix 1 and Appendix 2.
A Shape: rectangular mail item B Packaging: plastic film wrapping C Address on plastic film 20
Medical Mail Feature General Sizes Features and addressing Medical Mail contains urgent information and/or perishable content and therefore requires special attention. When you place the specially developed Medische Post (Medical Mail) logo on your envelope or envopak, we give it the attention it deserves. You can download the Medical Mail logo print file at postnl.nl/medische-post. The logo consists of a pictorial mark and a chequered attention bar. Small Large Special The Medical Mail logo should preferably be affixed to Medical Mail items. For the Medical Mail design conditions visit postnl.nl/medische-post. Distance to edge 1 square MEDISCHE POST Space for return address The size of the logo is linked to the height of the PostNL Logo (16 mm) Sample designation MEDISCHE POST Frame is part of the digital file and helps to ensure the right placement MEDISCHE POST Registered Mail Feature General Layout Sizes When using Registered Mail, besides following the lay-out guidlines the items should also contain a Registered Mail barcode stickers or labels. Barcode stickers can be ordered at mijnpostshop.nl. Please note! Registered letters must also be franked. The Registered label or barcode sticker must be positioned within the address zone and must be placed below or to the left of the delivery address. The address and index zone must remain clear. The barcode sticker may not be folded over the edge of the mail item. Small Large Special For the Registered Letter design conditions visit postnl.nl/zakelijk. 21
Appendix 1: Address and KIX code Address lines and spaces Space between Minimum Maximum Two words in a single street name 1 space 1 space Street name and house number 1 space 10 mm PO Box and PO Box number 1 space 10 mm House number and house number suffix 1 space (or hyphen*) 1 space (or hyphen*) Postcode digits and letters 1 space 1 space Postcode and town/city 2 spaces 10 mm Two words in a single town/city name 1 space 1 space Town/city and province 1 space 1 space * Use a hyphen if the house number suffix starts with a digit. Make sure that the lines in the address run parallel to the bottom edge of the mail item. Always use the same line spacing between the lines: at least 1 mm and not more than. Use the instructions given above for spaces and line spacing. Align the address to the left. Avoid underlining. Use spaces from 0,2 to 0,4 mm. Use the specifications for contrast and reflection from Appendix 3 when applying the addressing. Addresses in the Netherlands Use at least three, but not more than six lines for the address. If you wish to include a For the attention of line, put it two lines before the last line. Put street name, house number and any house number suffix (or PO Box plus the number or business reply number plus the number) on the last line but one. Put the postcode and TOWN/CITY (in capital letters) on the last line, with a double space between the postcode and town/city. If you are using the KIX code (customer index code), put it on the last line. For business reply items, put the Postzegel niet nodig (No stamp required) indication in the franking zone. For other mail items, put the national PostNL Port Betaald (Postage Paid) logo in the franking zone. Download the logo from here. Do not change the proportions of the downloaded image(s). KIX-code The KIX code (customer index code) gives the address information in the form of a barcode. Our sorting machines recognise the KIX code and use it when sorting. The KIX code can easily be generated yourself using a special program on our website. Go to: postnl.nl. Print the KIX code below the last address line. Make sure that the KIX code is at least 2 mm, but not more than 1 from the last address line. Use only a 10-point font for the KIX code. Do not use a matrix printer to print the KIX code. The KIX code is a combination of house number, PO Box number or business reply number and any house number suffix, all without spaces. See also the Handleiding KIX-code brochure. Example illustration 1234GB89 22 22
Appendix 2: Addressing International Mail Addressing International Mail Usage of address lines and spaces in accordance with Appendix 1. If applicable put the postcode and TOWN/CITY (in capital letters) on the to last line but one, with a double space between the postcode and town/city. Write the country name in CAPITAL LETTERS in Dutch or English on the last line. A Place the international PostNL Postage Paid logo, or its composite version, in the franking zone. Download the logo here. B The KIX code does not apply to international mail. Affix a Priority sticker to Priority mail or print the logo on the front of the mail items. The Priority logo, together with its conditions of use, is available at here. If the proper Priority logo is not used, the item is shipped as a standard item, with a longer delivery period as a consequence. Specific layout conditions apply to international Business Reply C Items. These are available at postnl.nl/zakelijk/services. A B C 23
Appendix 3: Contrast and reflection To ensure that addresses and franking marks are machinereadable, they must be visible. The quality of the printed address must relate to at least Grade B. The reflection of light on the mail item and the contrast between the letters and the background are important factors. In the guidelines for contrast and reflection we use the Print Contrast Ratio (PCR) and the Print Reflectance Difference (PRD) criteria. For window envelopes it must be possible to measure this through the window. Print Contrast Ratio (PCR) The PCR is defined as follows: PCR% = ((Rs Rb) / Rs) x 100 Rs = the minimum reflection of the background Rb = the maximum reflection of the characters The PCR is measured in accordance with the NEN-ISO 1831. The minimum PCR is 60%, measured in the green (B30) and red (B680) areas of the spectrum. If you wish to have background printing, make sure you have a print raster of at least 400 dpi. In addition, the PCR of the background printing must be less than 1%. Print Reflectance Difference (PRD) The PRD is defined as follows: PRD = Rs - Rb Rs = the minimum reflection of the background Rb = the maximum reflection of the characters The minimum Print Reflectance Difference (PRD) is 60%. The minimum reflection of the background is 70%. The background on which the address is printed must be as while as possible. 24
January 201 Want to know more? Call +31 88 868 68 68 or go to postnl.nl.