When the envelope is addressed with a name, address, and zip code, the Post Office will read the zip code with an OCR (Optical Character Reader) and print a barcode on the envelope in the lower right hand corner. This is why you must keep a “clear zone” on the lower right hand corner of the envelope (now 5/8” up from the bottom and 4 3/4” out from right edge).
*Standard stocked window envelopes now provide 1/2" clearance. The Postal Service recommends allowing 5/8"
Barcoding
* The Post Office has recently found a way to more completely automate letter sorting in first, second and third class mail. This involves the software to transform a Zip+4 zip code into a larger barcode, called a Delivery Point Barcode (DPBC), which designates a specific city block, an apartment house, or even a particular floor in a large office building.
* This coding enables the automatic sorting of mail exactly to a carrier’s delivery route, eliminating time consuming hand sorting by as much as 50%. This new, larger barcode is the basis for the new postal requirements for a larger “clear zone” (from 4 1/2” to 4 3/4” out from right edge in the lower right hand corner of the envelope when the mailer does not put the barcode on himself). Mailers must develop the capability to put their own expanded barcode on those pieces of mail that they barcode themselves. They are not allowed the pre-sort discount associated with barcoding unless they comply with the new expanded barcode guidelines.
* If a mailer is applying his own barcodes to an address block to be shown through the envelope window, care should be taken that the window is large enough so that the barcode is clear of the edge at least 1/8” left and right and 1/25” top and bottom, no matter where the piece moves inside the envelope. Therefore, some windows may need to be expanded to accommodate the new, larger barcode.
* If the mailer has the software to print a barcode along with the name, address, and zip code, either directly above or directly below the name, address, and zip code, or showing through a window, then there is no need to maintain the “clear zone” on the lower right hand corner of the envelope since the Post Office will not be printing the barcode. Therefore, you won’t have any restrictions on the graphics you can apply to your outer envelope, as long as you leave the needed clear space around the barcode itself.
Exceptions:
* If the mailing piece weighs more than one ounce, there will be no surcharge for the envelope size.
* If the piece is sent third class, there will be no surcharge for a single piece weighing one ounce or more.
Automation:
* Because the costs of processing mail are steadily increasing, the use of automation is the logical choice for improving productivity and reducing expenses. Sorting 1,000 letters through automation saves up to $45 compared with processing the same mail by other, less efficient methods.
* The Postal Service uses a variety of automated equipment. The most efficient and accurate mail processing results from using automated, high-speed, computerized mail sorting and processing equipment. The Postal Service uses two basic types of automated equipment to process letter-size mail.
Multiline Optical Character Reader:
* A multiline optical character reader (MLOCR) scans the address block on each letter-size mailpiece to determine the ZIP+4 code and the delivery point information. The MLOCR verifies the address information against an internal database.
* MLOCRs are capable of reading, barcoding, and sorting mail at a rate of 40,000 pieces per hour—about 11 pieces per second. These machines are used not only by the Postal Service but also by large companies and collateral mailing agents like presort bureaus and letter shops.
* If you accurately barcode your letter-size mailpieces, they can skip the entire MLOCR process and go straight to a barcode sorter. Mail in this category can receive the maximum postage discount.
Barcode Sorter:
* A barcode sorter (BCS) “reads” POSTNET barcodes on letter-size pieces and sorts the mail accordingly. This machine doesn’t read addresses, so it will missort a piece if the customer has applied an incorrect barcode. The BCS can read and sort 40,000 pieces per hour as well.
* POSTNET (Postal Numeric Encoding Technique) is the USPS-developed barcode method to encode ZIP Code information on mail that can be read for sorting by automated machines.
