Clean Mail Preparation

1. Clean Mail Preparation Business Letter Services

2. Introduction • Clean Mail is an Australia Post service service for the delivery of machine addressed Small and Small Plus articles within Australia. No barcodes or sorting are required. • In this module • This module introduces you to Australia Post’s requirements for Clean Mail preparation. • Learning outcomes • By completing this module, you will be able to: • specify Clean Mail article size, weight and type requirements • identify the mandatory inscriptions on Clean Mail articles • identify the mandatory correct addressing conditions for Clean Mail articles

3. Domestic Registered Post offers you: • a unique identification number for every article • proof of posting when lodged at the post office counter • signature obtained on delivery • extra cover of up to $100 is included Additional services for Domestic letters: • delivery Confirmation – within Australia and International • Person-to-Person Delivery • additional Insurance up to $5,000 Clean Mail at a glance Australia Post differentiates between mail that is addressed by hand (“Hand Addressed”) and where the address has been printed onto the article (“Machine Addressed”). • What is Clean Mail? Clean Mail is an Australia Post service for the delivery of machine addressed letters to addresses within Australia. Companies can use Clean Mail articles to send: • bills and cheques • statements or invoices • promotional letters • Brochures Customers choose the Clean Mail service because they can distribute their Clean Mail articles when they don’t have the time or facilities for barcoding or sorting. This saves time, while still ensuring efficient processing of their articles. With Clean Mail, customers can: • choose not to sort or barcode their mail • lodge bulk mailings of 300 or more articles • use the Registered Post service in conjunction with Clean Mail Clean Mail articles are designed to ensure that the addresses are compatible with Australia Post’s automated letter sorting equipment which can efficiently process articles.

4. Clean Mail at a glance • More information • More detailed information is available in the Clean Mail Fact Sheet and Clean Mail service guide. • Prices for Clean Mail can be found in the Post Charges booklet and the Australia Post website (auspost.com.au). • These guides are also available at any Australia Post outlet.

5. Clean Mail preparation • Preparation overview • To qualify for Clean Mail prices, customers need to meet the following Australia Post’s bulk mail preparation requirements. Each requirement is covered in more detail on the following pages.

6. Clean Mail preparation • Size, weight and type requirements Introduction To ensure Clean Mail articles can be delivered correctly, customers need to follow Australia Post’s bulk mail requirements regarding the size, weight and article type. • The requirements for Clean Mail articles include: • size and weight • type • paper stock These requirements are covered on the following pages.

7. Clean Mail preparation • Size, weight and type requirements The size categories eligible for the Clean Mail service are Small and Small Plus. Clean Mail items can weigh up to 125gms. All articles in a lodgement must be the same size category.

8. Clean Mail preparation • Size, weight and type requirements • Type Clean Mail articles can be either envelopes or postcards. Plastic wrapped articles are not accepted. Australia Post can only offer lower postage rates to customers who prepare and lodge articles in accordance with bulk mail terms and conditions, ensuring articles can be machine processed in the most efficient manner.

9. Clean Mail preparation • Size, weight and type requirements • Window faced envelopes • When using window faced envelopes, it is necessary that requirements are met for address recognition by our processing equipment. The following are requirements with regards to using window faced envelopes as Clean Mail articles: • Address area: The background of the address area visible through the window panel must be plain white or a pastel colour with no patterns. • Window panels: Window panels must not have a black or coloured border. • Open windows: Open windows are not permitted in order to prevent articles being damaged during processing • Clear panels: Window panels must be clear, and for envelope manufacturers the specific contrast ratio of the panel must not exceed 25% when measured using a photometric method. • Address block: The entire address block must be clearly visible through the window panel, when the article is presented for lodgement

10. Clean Mail preparation • Size, weight and type requirements • Paper stock • Paper stock is an important consideration as it can affect the ability of high speed letter sorting equipment to process articles without damage. • Australia Post recommends that envelopes and cards comply with Australian Standards for the production of envelopes, Spec 4611 – 1999 (available at: http://infostore.saiglobal.com/store/). For details refer to your paper supplier or envelope manufacturer or visit www.auspost.com.au/bulkmail, where the Paper Stock Fact Sheet is located. • This fact sheet is for the guidance of customers, paper mills / merchants and printers, to ensure that your paper stock meets Australia Post’s requirements for envelope construction and postcards.

11. Clean Mail preparation • Size, weight and type requirements • Paper stock • Paper stock colour Australia Post recommends white paper or card for your articles, but light tints or half-tones are satisfactory. A general test is that the colours should come on or around the range of 78 acceptable colour tones selected from the Pantone Matching System. The 78 acceptable colour tones are: The colours printed above are approximations only. Refer to official ink colour charts

12. Clean Mail preparation • Size, weight and type requirements • Paper stock • Article flexibility • Articles must be reasonably flexible to ensure that they can be processed through high speed letter sorting equipment. • Articles that are too rigid or stiff are ineligible for the service. Some examples of prohibited enclosures includes pencils, pens and items enclosed in a hard case. Sealing of articles Australia Post recommends each article be secured in a manner which would prevent entrapment of other postal articles. Any opening should not exceed 88mm. Each article must be secured by a fastening that is not likely to damage other postal articles nor injure persons handling it. Where fasteners are used, they must be appropriate to the thickness of the article, and the ends closed together. Staples and any metal fasteners are discouraged, as they are likely to cause injury to staff handling the articles.

13. Clean Mail preparation Other considerations How can I be sure an article is acceptable? • Because of the existence of subjective factors such as the varying degrees of colour perception and the varying conditions under which colours are viewed, cases may arise where doubt exists on acceptability of a particular colour. Australia Post can arrange a test, based on the above zone of acceptable colours. • Where doubt exists regarding article colour, or other article characteristics, customers can submit a sample of a Clean Mail article for testing to: • bqp.help@auspost.com.au Australia Post Attention: Business Letter Services GPO BOX 1777 MELBOURNE VIC 3001

14. Clean Mail preparation • Size, Weight and Type Requirements • Summary • Size, weight and type requirements for Clean Mail articles are: • size and weight • type • paper stock For more information about design considerations, refer to the Clean Mail service guide and the Australia Post website (auspost.com.au).

15. Clean Mail preparation • Barcodes and correct addressing • Introduction Clean Mail items do not need to be barcoded. However, if a customer chooses to apply barcodes they must be correct. Articles that have an incorrect, corrupt, out of specification or illegible 4-State Barcode are not eligible for access to the Clean Mail service. All articles must be Machine Addressed in order to access the Clean Mail service and all articles must originate from the same organisation. Clean Mail items follow a specialised processing stream. For this reason, and to qualify for Clean Mail prices, customers need to pay particular attention to addressing. Australia Post has mandatory requirements for Clean Mail, including: • article layout • inscriptions • correct addressing The above requirements must be met to access the Clean Mail service, and are explained on further in the following pages.

16. Clean Mail preparation • Barcodes and correct addressing • Article layout and zones • Clean Mail articles are made up of three printing zones. • The following pages detail the dimensions of these zones, and specify the inscriptions to print within them.

17. Clean Mail preparation • Barcodes and correct addressing • Article layout and zones: Postage zone • The postage zone contains a postage paid imprint or a postage meter impression. No other inscriptions are permitted. Dimensions must be: • • 90mm across from the top right hand corner of the article • • 40mm down from the top edge of the article. Colour of postage zone inscriptions Any coloured ink can be used. Australia Post prefers dark colours such as black, dark blue and dark green.

18. Clean Mail preparation • Barcodes and correct addressing • Mandatory inscriptions • Postage Paid imprint • All articles that are not metered should bear a Postage Paid imprint. • The words POSTAGE PAID AUSTRALIA need to be printed in a rectangular box within the following dimensions: • • maximum: 26 x 40mm (see illustration) • • minimum: 19 x 25mm. • Personalised Postage Paid imprint • Australia Post may approve a personalised imprint design. The design must not have the appearance of a postage stamp and the words POSTAGE PAID AUSTRALIA must be prominent (see example illustration). • For approval please refer to the contact details on the inside of the front cover of the Clean Mail service guide.

19. Clean Mail preparation • Barcodes and correct addressing • Mandatory inscriptions • Postage Meter impression • A postage meter may be used as a payment method for the Clean Mail service. • The published price must be printed in the postage zone of each article. If a date is included in the meter impression it must be the date of lodgement. • Return address details appearing in the postage zone as part of a postage meter impression are acceptable. • For additional information on metering, refer to the Postage Meters and Franking Machines Conditions of use booklet (8833675).

20. Clean Mail preparation • Barcodes and correct addressing • Article layout and zones: Return Address zone • An Australian return address is required to be shown on each article within a lodgement. Either a street address or a post office box address is acceptable. • Australia Post prefers return addresses to be: • on the upper left-hand corner of the address side of the article • no lower than 40mm from the top edge • no larger than 8 point font preferred • with no bolding.

21. Clean Mail preparation • Barcodes and correct addressing • Mandatory inscriptions • Return Address • Alternatively, the return address may be printed on the back of the article, at least 20mm from the bottom edge. • Return address details appearing in the postage zone as part of a postage meter impression are acceptable. • It is preferred that the return address be prefixed with “If undeliverable, return to:” Variations to these requirements should be submitted for approval.

22. Clean Mail preparation Barcodes and correct addressing • Contains the address to which the article is to be delivered. • The complete address must be positioned in the delivery address zone of the article: •  at least 40mm from the top edge of the article • at least 15mm from the bottom edge of the article •  no more than 100mm up from the bottom edge of the article •  at least 10mm from the left and right edges of the article. Article layout and zones: Delivery address zone

23. Clean Mail preparation • Barcodes and correct addressing • Mandatory inscriptions: Correct addressing requirements The delivery address is a mandatory inscription and therefore correct addressing conditions apply. Any application for variations or additions to this format should be submitted and approved prior to lodgement. • Address labels may be used but must be straight and firmly affixed. If using window panel envelopes, the entire address block must be clearly visible through the window panel when the article is presented for lodgement. The address must be parallel to the long side of the article. Bottom line – Must contain in the following order: the locality, the state or territory abbreviation and finally the postcode. This line is to be printed in CAPITALS with no punctuation and no underlining. Leave one or two spaces only between the locality, state or territory abbreviation and the postcode. Additional address information such as business or persons name, must be placed above the last two lines of the address and not below, alongside or within these lines. 1 Non-address information: such as customer reference codes, must be printed above the address. Second last line – Must contain the number and name of the street or thoroughfare or PO Box or Bag number. Second last and bottom lines – Must be aligned left. 2 4 3 5

24. Clean Mail preparation • Barcodes and addressing • Mandatory inscriptions: Correct addressing conditions • Address fonts and colours • In addition to delivery address layout, articles need to comply with the following address font requirements: • • Fixed pitch fonts are recommended (such as Courier or OCRB, 12 point, 10 pitch). In fixed pitch fonts every character has the same width. • • If proportional fonts are used, it is preferred they be structured in 12 point, ideally Helvetica or Times 12 point. Print characters must not touch or overlap. In proportional fonts different characters have different widths. • • Artistic or script fonts must not be used. For example: cursive, fancy style fonts such as Brush Script. • • Print characters are acceptable between 1.8mm and 7.0mm high, and between 0.3mm and 7.0mm wide. The ideal height is between 2.0mm and 4.0mm (upper case characters of nominal 10 point and 12 point type generally fall within this range). Line spacing should be between 1.0mm and 2.5mm. • • Attributes such as italics, bolding, shadowing, or underlining are not permitted. • • Dark colours such as black, dark blue and dark green are preferred. Red, orange and yellow inks must not be used.

25. Clean Mail preparation • Barcodes and addressing • Barcoding • Clean Mail articles do not need to be barcoded. However, if you choose to apply barcodes they must be correct and current against the latest version of the Postal Address File. • Articles that have incorrect, corrupt, out of specification or illegible 4-State Barcodes are not eligible for access to the Clean Mail service.

26. Clean Mail preparation • Barcodes and addressing • Adding logos, advertising and other printing • If you are adding logos, advertising or any other additional printing to your articles you need to consider the following questions so that your articles can be processed by our automated sorting equipment: • • location– is it in a clear zone or not? Refer to section 2.8.1. • • kind– is it text or pictures / graphics? • • colour– does it approximate an approved colour or not? Refer to the PMS colour chart. • Some examples of other printing are company logos or slogans, advertising / marketing, watermarks and “open here” instructions on a re-usable envelope. • Please note layout options and clear zones are applicable for all article types, ie postcards, envelopes and other items.

27. Clean Mail preparation • Barcodes and addressing • Adding logos, advertising and other printing • Printing in the clear zones • Printing of any kind within the clear zones must approximate an approved colour. • The clear zones are: •  On the front of the article – at least 10mm clear from the left side and top of the address block •  On the front of the article – at least 15mm clear from the bottom edge •  On the back of the article – at least 20mm clear from the bottom edge, extending for 125mm from the left edge.

28. Clean Mail preparation • Barcodes and addressing • Adding logos, advertising and other printing • Printing outside of the clear zones •  Printing to the right of, and below the address must be pictures / graphics only (containing no text) and approximate an approved colour. •  Printing elsewhere on the article can be of any kind and in any colour, providing that it does not obscure the inscriptions in the postage zone and the return address zone. • If you are unsure please refer to the contact details in ‘Testing’.

29. Clean Mail preparation • Barcodes and addressing • Other considerations • Non compliance • Acceptance staff at the lodgement facility will perform an inspection to determine if a lodgement satisfies the access conditions. • If articles within a lodgement do not satisfy the Clean Mail conditions, you have the option of: • (a) withdrawing the lodgement, modifying and re-presenting it at a later date, or • (b) lodging the articles at the full rate ordinary price applicable at the time.

30. Clean Mail preparation • Barcodes and addressing • Other considerations • Testing • If you are concerned that your articles may not satisfy all service requirements you can request a preliminary test prior to lodgement. Tests can be conducted on the following: • • shape • window panel quality • article colour, patterns or watermarks • • paper stock quality • flexibility • correct addressing compliance • • positioning of logos, advertising and other printing. • Testing involves processing a sample of articles to determine if they are suitable for machine processing. Articles that pass the test will be accepted at the relevant price, provided that all other requirements have been met. • Requests for testing should be directed to: • bqp.help@auspost.com.au • Australia Post Business Letter Services GPO Box 1777 MELBOURNE VIC 3001

31. Clean Mail preparation • Barcodes and addressing • Summary Mandatory inscriptions for Clean Mail articles are: • Postage meter impression or Postage Paid imprint • Return address • Delivery address Mandatory correct addressing conditions for Clean Mail articles are: • Address formatting • Address fonts Mandatory article layout for Clean Mail articles include: • Clear zones • Postage zone • Delivery address zone • Adding logos, advertising and other printing • For more information about barcodes and addressing, refer to the CleanMail service guide and the Australia Post website (auspost.com.au).

32. Norfolk Island 2899, Christmas Island 6798, Cocos (Keeling) Islands 6799 and Australian Antarctic Territories 7151. Clean Mail preparation • Clean Mail requirements • Cost • Clean Mail offers you an economical option for minimal effort. The prices vary by size category. • Note: For External Territories the GST free price will be the same as the GST inclusive price shown in the price table. • Prices for Clean Mail are also located in the Post Charges booklet (8833665) and the Australia Post website auspost.com.au • Australia Post provides a variety of payment options. For details, please discuss with your lodgement point or Account Manager, or the contacts detailed on the inside front cover of the Clean Mail service guide.

33. Clean Mail preparation • Summary • The key points covered were: The envelope characteristics of Clean Mail include: • Paper Stock • Colour • Window Panels on Envelopes • Flexibility The mandatory inscriptions on Clean Mail articles include: • Postage Meter Imprint or Postage Paid Imprint • Return Address • Delivery Address The mandatory correct addressing conditions on Clean Mail articles include: • Address Location • Address Formatting • Address Fonts The details of the allowable creative design/advertising on Clean Mail articles

34. Assessment You now need to complete a short assessment to check your understanding of the information covered in this module. This assessment consists of 10 multiple-choice questions and should take you approximately 10 minutes to complete. To pass the assessment, you need to answer at least eight of these questions correctly. Attempt this assessment as many times as you need to. If you do not pass, it is recommended that you review this module again.

35. Assessment True or false? A postage paid imprint or postage meter impression, a return address, and a delivery address are mandatory inscriptions on a Clean Mail article. • True • False 1 Correct answer = True All three items are mandatory inscriptions on Clean Mail articles.

36. Assessment Mandatory correct addressing conditions apply to all articles in a Clean Mail lodgement. Please select the incorrect statement from the list below… • The address must be parallel to the long side of the envelope The complete address must be positioned in the address zone of the Clean Mail article • Address lines must be left justified • The bottom line must contain in the following order: the locality, the State or Territory abbreviation and finally the postcode • The bottom line is to be printed in CAPITALS with no punctuation and no underlining • Artistic or script fonts can be used • The correct addressing conditions include conditions relating to address location, the use of fonts and the format of the address 2 Correct answer = E Artistic or script fonts are not allowed in the Clean Mail service.

37. Assessment Clean Mail has a number of conditions that relate to the envelopes used in the service. From the list below please select the condition that is not a requirement for envelopes in the Clean Mail service. • Paper stock • Envelope colour • Plastic wrap on envelopes • Window panels on envelopes • Envelope flexibility 3 Correct answer = C Plastic wrapped articles are not eligible in the Clean Mail service.

38. Assessment • Yes • No • Yes, provided that they meet the mandatory addressing conditions 4 Are postcards acceptable in the Clean Mail service? Correct answer = C Postcards are acceptable, provided that they meet the mandatory addressing conditions.

39. Assessment • Yes • No • Yes, provided that they meet the mandatory addressing conditions 5 Can plastic wrapped articles be lodged as Clean Mail? Correct answer = B Plastic Wrapped articles cannot be lodged as Clean Mail.

40. Assessment True or false? Is it true that window panels on Clean Mail envelopes must not have a black or coloured border? • True • False 6 Correct answer = A Window panels on Clean Mail envelopes must not have a black or coloured border.

41. Assessment • No • Yes, as long as they are in an approved PMS Colour. • Yes, as long as they are no larger than 15mm in height 7 Are Graphics acceptable in the clear zones of envelopes used in the Clean Mail service? Correct answer = B As long as they are in an approved PMS Colour.

42. Assessment Is there a clear zone requirement on the back of envelopes/postcards in the Clean Mail service ? • Yes • No 8 Correct answer = A Clean Mail articles do have a clear zone on the back. The clear zone must be at least 20mm clear from the bottom edge of the envelope extending for 125mm from the left edge.

43. Assessment True or false? Red, Orange and Yellow inks can be used to print the delivery and return addresses on Clean Mail articles. • True • False 9 Correct answer = B Red, Orange and Yellow inks must not be used to print the delivery and return address on Clean Mail articles.

44. Assessment True or false? Pens can be enclosed in Clean Mail envelopes? • True • False 10 Correct answer = B Clean Mail envelopes must be flexible and cannot contain rigid objects such as pencils, pens, or CD’s contained in a hard case.