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Mailing Services
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Mailings 101
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If you have a need
that you do not see
listed on our
website, please
contact us.
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If you have a design question that you do not see
in our list of Frequently Asked Questions -
please let
us know and we find out the answer for you!
- What is a postcard?
- What is a letter?
- What is a flat or non-letter?
- What is the difference between automation and non-automation?
- The Post Office said my square postcard is not
automation-compatible. Why?
- What other standards do I need to watch out for?
- How do I decide where to put the mailing address?
What is a postcard?
A postcard (or double postcard*) is a piece that is no less than 3
1/2" x 5" (.007" thick) and no
 more than 4 1/4" x 6" (.016"thick) in size.
Postcard rate is only available with First Class Presort mail. Postcards that are larger 4 1/4" x 6" are sent at
letter rates.
*if using a double postcard, one side of the double
card must be a proper business reply or courtesy reply card
in order to enjoy postcard rates.
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What
is a letter? |
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A
letter is a piece that is rectangular and is no less than 3 1/2"
x 5" and no more than 6 1/8" x 11 1/2" in size.
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A letter is always
landscape or horizontal shaped. This orientation
is VERY important because
of its compatibility with the automated
postal machines (see information
about aspect ratio below). |
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Thickness requirements: |
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no more than
0.25"
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if the size is
4 1/4" x 6" or less, the thickness must be at least 0.007"
thick |
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if
the size is more
than 4 1/4" by 6", the thickness must be at least 0.009" thick
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What
is a flat or non-letter? |
A flat (or non-letter) is generally portrait or vertical, however
there are exceptions (ie: 9 x
12 envelopes) where the piece can
be landscape or horizontal in shape.
Among other design criteria,
the basics for the shape and size
of a flat piece is: |
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For height, no more than 12
inches and no less than 5 inches high. |
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For length, no more than 15
inches and no less than 6 inches long. |
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For thickness, no more than
0.75 inches and no less than 0.009 inch thick. |
What is the difference between
automation and non-automation?
An automated mailing receives reduced postage rates and faster delivery
times. With better technology the post office is able to use machines to
process mailings which saves them time and money. If a piece does not
qualify for automation, some or all of the mail processing must be done by
hand. This will result in higher postage rates and possibly slower
delivery time. Even with first class mail, the post office tries to send
it automated. It is true you can send a coconut through the mail, but when
you are sending business mail, you want it to arrive at it's destination
as soon as possible. The Post Office said my square postcard
is not automation-compatible and will incur a non-machineable surcharge. Why?
For a piece to qualify for automation rates, it must meet certain design
standards set forth in the
Domestic Mail Manual*
(DMM). One of these standards is called aspect ratio. This is the
dimension of a mailpiece expressed as a ratio of length (the direction
parallel to the address) divided by height. For example, a postcard 5-1/2
inches long by 3-1/2 inches high has an aspect ratio of 1.57. An aspect
ratio between 1.3 and 2.5 is required for automation
compatibility.
What other standards do I need to watch out for?
It is always best to check the DMM or request a copy of the "Designing
Letter and Reply Mail" (Publication #25) from your local post office for
design standards - but here are a few to keep in mind:
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 Don't
use colored or paper with dark fibers (ie: recycled paper)
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Do use paper that weighs enough to
qualify for automated rates - this will not only save money in postage
but will also be less likely to be torn in the postal equipment.
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Don't put words or artwork in the
"barcode free zones" (these areas must be clear of extraneous
information that might interfere with the barcode readers, see graphic)
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Do use the correct mail piece orientation
(letters should be landscape or horizontal and flats are generally
portrait or vertical)
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Packaging and closures are a very
important factor (ie: tabs/wafer seals and plastic bags or covers) -
DO NOT use staples! Even with first class mail because it can cause damage
to your piece and mailing equipment.
It is ALWAYS a good idea to have your mail
piece checked out by
your local mail design analyst* - they have the definitive answer on
what is good and bad in mail design.
How do I decide where to put the mailing address?
Tabs/wafer seals?
On a letter size piece the address MUST be parallel with the longest
edge of a piece (see samples below). For a flat, it depends on what
mailing equipment the USPS will be using to process your mail, so the
orientation may go either way. You should always plan for enough room on
your mail piece for the barcode, endorsement line and address
information when designing your mail. To learn more on these
requirements, download our
Direct Mail Checklist.
 When designing for automation, the location of the spine or bound edge of
a pieces is important. For letters the bound edge should be at the bottom
of a piece with the open edges at the top.
 For
flats, bound edges should be on the right of the piece when it is vertical
in orientation. The placement of a tab or wafer seal is dependent upon the
spine or bound edge of a self-mailer and the weight of the paper. Flats do not require the closure if
there are no loose pieces and the spine is on the right side. Letters do require a closure and you can save
money if you design your piece to only need one tab or wafer seal. NEVER
use a staple to seal the open edges of your mail piece. Always use tape,
tabs/wafer seals or spot glue. See the
examples below for tab placement.
Double Postcard |
Booklet |
Self-Mailer with one tab |
Self-Mailer with two tabs |
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On a flat, the bound edge
should be at the right of the mailing side. The address
information may be at the top, middle or bottom of the mail
piece. |
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