Impact Mail Basics

1. Impact Mail Basics Business Letter Services

2. Introduction Impact Mail allows customers to send small mail items of unique shape or design, for example shaped postcards, form-cut brochures, die-cut booklets or multi-dimensional folds, without the need for an envelope or wrap. • In this module • This module introduces you to Impact Mail and provides an overview of Australia Post’s requirements for Impact Mail preparation, sorting and lodgement. • Learning outcomes • By completing this module, you will be able to: • list the features and benefits of Impact Mail • identify Australia Post’s requirements for Impact Mail • locate current pricing information for Impact Mail

3. Impact Mail at a glance • What is Impact Mail? • Impact Mail is an Australia Post service for the delivery of unique shaped mail articles to addresses within Australia. Businesses design and produce Impact Mail articles for direct mail campaigns, product launches, events and other marketing needs. They use the Impact Mail service because they can distribute their Impact Mail articles without needing to put them in envelopes. This ensures maximum impact on their target market.

4. Impact Mail at a glance • Why use Impact Mail? • With Impact Mail, you can: • • lodge bulk mailings of 300 or more articles • • maximise the space available for creative artwork • • send non-rectangular articles of virtually any shape or design • • use your brand or logo as the shape of the article for instant brand recognition • • leverage the attention-getting power of a dimensional article without hiding it in an envelope. • The more unique the article, the more likely consumers are to retain and share it with friends and family, extending the life of the message. • When you prepare your lodgement according to the conditions of the service, Australia Post can more efficiently process and deliver this mail. • In addition, the Impact Mail service also: • • has access to private box addresses • • allows a postage meter to be used as a payment method • • has delivery with daily normal mail by the same professional delivery officers.

5. Impact Mail at a glance • What qualifies for Impact Mail? • To qualify: • • the minimum quantity is 300 articles per lodgement • • articles must be shaped and not be square or rectangular1 • • each lodgement must consist of articles within the same size category • • all articles within a lodgement must originate from the same organisation. • Impact Mail cannot be lodged in street posting boxes. • Impact Mail cannot be used in conjunction with any other services (eg Registered Post). • Impact Mail articles do not need to be barcoded, however if you choose to apply barcodes they must be correct. • How to apply • You do not need to apply for the Impact Mail service, however you need to provide an Impact Mail Lodgement Document when lodging articles. 1. Some rectangular articles may be eligible for other bulk mail services. Refer to the ‘Overview’ module for information about these services.

6. Impact Mail at a glance • More information • More detailed information is available in the Impact Mail Fact Sheet and Impact Mail service guide. • Prices for Impact 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.

7. Impact Mail basics • Impact Mail requirements • Overview • To qualify for Impact Mail prices you need to meet the following Australia Post’s bulk mail requirements: • size, weight and type • barcodes and correct addressing • sorting • applications • Each requirement is covered on the following slides.

8. Impact Mail basics • Impact Mail requirements • Size, weight and type requirements • Impact Mail is only available for Small and Small Plus size categories. • The Impact Mail article can be almost any shape as long as it fits entirely within these dimensions. • Impact Mail items can weigh up to 125gms. • As well as paper or card, Impact Mail items can be made from a range of non-paper materials such as rubber, plastic, vinyl, leather or wood.

9. Impact Mail basics Impact Mail requirements Barcodes and correct addressing requirements • Due to their irregular shape, Impact Mail articles follow a specialised processing stream. You need to pay particular attention to addressing. • Articles need the addressed side to be printed with: •  the Postage Paid Imprint (unless a postage meter is used) •  the return address, here or on the back •  a delivery address that observes the correct addressing conditions.

10. Impact Mail basics • Impact Mail requirements • Barcodes and correct addressing requirements • Address layout • Correct addressing conditions ensure the Australia Post delivery system can recognise and interpret the delivery address. The delivery address is a mandatory inscription and therefore correct addressing conditions apply. • If using window panel envelopes, the entire address block must be clearly visible through the window panel when presented for lodgement. • Address labels may be used but should be straight and firmly affixed. Bottom line – Must contain the locality, the state or territory abbreviation and the postcode. Australia Post requires that this line is printed in CAPITALS. Any application for variations or additions to this format should be submitted and approved prior to lodgement. Refer to “How can I be sure an article is acceptable” 1 Address lines should be left aligned. Any font can be used for the delivery address as long as it is clearly readable, preferably in 12 point size. 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. Second last line – Must contain the number and name of the street or thoroughfare or post office box or bag number. 2 3 4

11. Impact Mail basics • Impact Mail requirements • Sort requirements • You have the choice to sort articles into three sort categories. Regardless of the category, all articles must be placed into correctly labelled Australia Post letter trays. Both trays and labels can be supplied by Australia Post. • The three sort categories are:

12. Impact Mail basics • Impact Mail requirements • Barcodes and correct addressing requirements • Address layout • Correct addressing conditions ensure the Australia Post delivery system can recognise and interpret the delivery address. The delivery address is a mandatory inscription and therefore correct addressing conditions apply. • If using window panel envelopes, the entire address block must be clearly visible through the window panel when presented for lodgement. • Address labels may be used but should be straight and firmly affixed. Bottom line – Must contain the locality, the state or territory abbreviation and the postcode. Australia Post requires that this line is printed in CAPITALS. Any application for variations or additions to this format should be submitted and approved prior to lodgement. Refer to “How can I be sure an article is acceptable” 1 Address lines should be left aligned. Any font can be used for the delivery address as long as it is clearly readable, preferably in 12 point size. 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. Second last line – Must contain the number and name of the street or thoroughfare or post office box or bag number. 2 3 4

13. Impact Mail basics • Impact Mail requirements • Application requirements • No application is necessary for Impact Mail. However, customers need to provide the correct documentation when lodging Impact Mail articles, as follows: • Impact Mail Lodgement document • For larger mailings (over 10,000), an Impact Mail Manifest detailing the number of articles in each sort category for its sort plan division or postcode

14. Impact Mail basics • Delivery standards • Impact Mail is delivered Monday to Friday with letters and other mail. • The delivery standards are (in business days), • • Based on 12 noon lodgement, Monday to Friday • • Business days only – does not include weekends or public holidays • • Delivery within region of lodgement is on day 1. • These timetables are guidelines only and based on reasonable expectations and experience. Australia Post will not be liable for any loss or damage (including but not limited to consequential loss) resulting from a failure to deliver in accordance with these timetables. • Click once to view delivery standards table.

15. Impact Mail basics Impact Mail requirements Other considerations • Do design restrictions apply? • There is virtually no restriction on the shape or the printing but it is recommended that you avoid shapes which have narrow parts that may tear, get entangled with other articles, or cause injury to people or damage to postal equipment.

16. Impact Mail basics Impact Mail requirements Other considerations • Do design restrictions apply? Note the following design considerations: • ensure that there is sufficient space to clearly display the address details, or affix a Return to Sender sticker • ensure the items are appropriately sealed to prevent opening during postal handling • give consideration to the size of letterbox apertures when designing Impact Mail items • How can I be sure an article is acceptable? • Where doubt exists regarding article characteristics, paper types or shapes, you can submit a sample of the article for testing to: Australia Post Business Letter Services GPO Box 1777 MELBOURNE VIC 3001

17. Impact Mail basics • Impact Mail requirements • Cost • Prices for Impact Mail are available in the Impact Mail service guide, the Post Charges Guide (MS11) and the Australia Post website (auspost.com.au). • Impact Mail items are charged as “Same State” when they are to be delivered in the same state as they were lodged. • Impact Mail items are charged as “Other State” when they are to be delivered to a different state to where they were lodged. • You have the flexibility to use cash, postage meter, approved cheque, EFTPOS debit, credit cards or charge account for payment. • Note: If you want to pay using an Australia Post charge account you will need to lodge your Impact Mail items at the office at which you hold the account. Otherwise you will need to arrange with your account manager or Australia Post credit management for your account to be made available at the selected lodgement office. • Australia Post will only accept credit card payments for postage to a maximum of $1,000 per transaction per day. The same applies to cheques unless previous arrangements with Australia Post has been made.

18. Impact Mail basics • Summary • The key points covered were: • You must have at least 300 articles to qualify for Impact Mail. • Correct addressing conditions must be met. • Available only for Small and Small Plus articles. • There is virtually no restriction on the shape of Impact Mail articles. • Impact Mail articles can be made from a range of non-paper materials. • Impact Mail articles do not need an envelope or wrap. • You have the choice to presort articles into three categories: Residue, Area Tray and Postcode Direct Tray. • Large Impact Mail lodgements need an Impact Mail Manifest as well as an Impact Mail Lodgement Document. • Prices can be located in the Post Charges Guide (MS11), and the Australia Post website (auspost.com.au).

19. 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.

20. Assessment True or False? Impact Mail must be placed in trays with Impact Mail labels affixed to every tray • True • False 1 Correct answer = A Impact Mail must be placed in trays with Impact Mail labels affixed to every tray.

21. Assessment A designer has a mail piece made of plywood. It fits the dimensions of a Small Plus letter. Could it be lodged as Impact Mail? • Yes, as Impact Mail does not need to be paper • No, as it could not be placed in an envelope • No, as we cannot machine process plywood 2 Correct answer = A An Impact Mail piece could be made of plywood, and the dimensions of a Small Plus letter are correct.

22. Assessment The local Council has designed an Impact Mail item to invite businesses to a forum. There are only four postcodes involved, and about 250-300 businesses in each postcode. What category of sort would you recommend? • Residue • Area Tray • Postcode Direct Tray • No sorting is required 3 Correct answer = C The council should sort to Postcode Direct Tray.

23. Assessment True or false? There are four levels of sorting available for Impact Mail • True • False 4 Correct answer = B There are three levels of sorting available – residue, area tray and postcode direct tray.

24. Assessment Steve is opening a camera shop. He has 200 invitations in the shape of a camera that he wants to post. Could Steve lodge these as Impact Mail? • Yes, because they are an unusual shape • No, the minimum lodgement for Impact Mail is 300 items 5 Correct answer = B The minimum lodgement for Impact Mail is 300 items.

25. Assessment The animal welfare charity wants to invite donors to a function by sending an invitation in the shape of a cat with a long wavy tail. Is this a good design for Impact Mail? • Yes, because it would catch donor’s eye • No, because some people don’t like cats • No, because the long tail is likely to bend or break off during mail carriage • Yes, because Impact Mail items can be virtually any shape 6 Correct answer = C There is virtually no restriction on the shape or the printing but it is recommended that you avoid shapes which have narrow parts that may tear, get entangled with other articles, or cause injury to people or damage to postal equipment.

26. Assessment • Impact Mail service guide • Impact Mail service guide and Australia Post website (auspost.com.au) • Impact Mail service guide, Australia Post website (auspost.com.au) and Post Charges Guide (MS11) 7 Where can you find the correct prices for Impact Mail? Correct answer = C You can find prices in the Impact Mail service guide, Australia Post website (auspost.com.au) and Post Charges Guide (MS11).

27. Assessment • Yes • No 8 Can you lodge 300 medium letters in the Impact Mail service? Correct answer = B Impact Mail is only available for Small and Small Plus sizes.

28. Assessment True or false? Impact Mail articles must be wrapped in plastic. • True • False 9 Correct answer = B Impact Mail articles do not need an envelope or wrap.

29. Assessment Grant wants to lodge 11,000 Impact Mail items. What documentation will he need to supply? • Impact Mail Lodgement document • Impact Mail Lodgement document and Impact Mail Manifest • His passport and licence • No documentation is required - the Post Office will do all that 10 Correct answer = B Grant needs to supply an Impact Mail Lodgement Document and an Impact Mail Manifest, as there are more than 10,000 articles.