Impact Mail Preparation Business Letter Services

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 presentation introduces you to Australia Post’s requirements for Impact Mail preparation. Learning outcomes At the end of this presentation you will be able to: specify Impact Mail article size, weight and type requirements identify the mandatory inscriptions on Impact Mail articles identify the mandatory correct addressing conditions for Impact Mail articles

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. 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.

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 rectangular 1 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. 1. Some rectangular articles may be eligible for other bulk mail services. Refer to the ‘Overview’ module for information about these services.

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.

Impact Mail preparation Overview To qualify for Impact Mail prices, customers need to meet the following Australia Post’s bulk mail preparation requirements.

Impact Mail preparation Size, weight and type requirements Introduction To ensure Impact Mail articles can be delivered correctly, you need to follow Australia Post’s bulk mail requirements regarding the size, weight and article type. The requirements for Impact Mail articles include: Size and weight Shape Type Paper stock These requirements are explained in more detail on the following pages.

Impact Mail preparation Size, weight and type requirements Size, weight and shape Impact Mail is only available for Small and Small Plus size categories. Impact Mail articles can weigh up to 125gms. Impact Mail articles can be almost any shape as long as they fit entirely within these dimensions.

Impact Mail preparation Size, weight and type requirements Shape When designing articles, Australia Post recommends that the following be considered: avoid shapes which have narrow parts that may tear, get entangled with other articles, cause injury to people or damage to postal equipment ensure a suitable surface area is provided to affix redirection or Return-To-Sender stickers articles must have sufficient area to clearly display the inscriptions, which are detailed later in this module the size of letter box apertures to accommodate the article. Some suitable shapes for Impact Mail

Impact Mail preparation Size, weight and type requirements Shape Shapes like these are not recommended for Impact Mail

Impact Mail preparation Size, weight and type requirements Type The construction of Impact Mail articles is not limited to paper based stock. Articles can be made from a range of non- paper materials such as rubber, plastic, vinyl, leather or wood provided they are no more than 5mm in thickness and are not likely to cause injury to people or damage other postal articles or equipment. Articles constructed of material other than paper based stock must be submitted to Australia Post for testing and approval prior to lodgement. Testing details are supplied later in this module

Impact 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: For details refer to your paper supplier or envelope manufacturer or visit to access the fact sheet: Paper stock for bulk mail to access the fact sheet: Paper stock for bulk mail.

Impact Mail preparation Size, weight and type requirements 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.

Impact Mail preparation Size, weight and type requirements Mail Service Providers Mail Service Providers offer specialist Impact Mail production services and can be found on the Printing Industries Association website printnet.com.au/pages/technical_services/impact_mail.html.printnet.com.au/pages/technical_services/impact_mail.html In terms of Impact Mail preparation, they can provide support with: designing printing die-cutting articles They can also assist with bulk mailing from a range of businesses that specialise in: Purchasing or renting an address list Managing their address database Designing and printing articles Sorting articles Lodging articles with Australia Post for bulk mailing

Impact Mail preparation Size, weight and type requirements Summary Size, weight and type requirements for Impact Mail articles are: Size and weight Shape Type Paper stock You should also consider the following points when designing Impact Mail articles: Allow sufficient space to clearly display the address details or affix a Return to Sender sticker. When preparing packaging, ensure articles are appropriately sealed to prevent opening during postal handling. Consider the size of letterbox apertures. For more information about design considerations, refer to the Impact Mail service guide and the Australia Post website (auspost.com.au).

Impact Mail preparation Barcodes and addressing Introduction Impact Mail items do not need to be barcoded. Due to their irregular shape, Impact Mail items follow a specialised processing stream. For this reason, and to qualify for Impact Mail prices, you need to pay particular attention to addressing. Australia Post has mandatory address requirements for Impact Mail, including: Inscriptions Correct addressing If these requirements are not met, Australia Post cannot deliver the Impact Mail lodgement. Both the above requirements are explained in more detail on the following slides. More information about sorting and lodgement is provided in the Impact Mail: Lodgement presentation.

Impact Mail preparation Barcodes and addressing Mandatory inscriptions Because Impact Mail follows a specialised processing stream, specific zones do not apply – allowing flexibility in the placement of the delivery address and inscriptions. The following pages specify the inscriptions required:  Postage indicator  Return address  Delivery address You need to ensure sufficient space in their Impact Mail design to clearly display the address details or affix a Return to Sender sticker. Most coloured inks, except yellow, orange and red can be used. Red is reserved for Postage Meter impressions. Dark colours such as black, dark blue, and dark green are best.

Impact Mail preparation Barcodes and addressing Mandatory inscriptions Postage Paid imprint All Impact Mail articles that are not metered must bear a Postage Paid imprint. The Postage Paid imprint must be positioned on the address side of the article, above and to the right of the address. The words POSTAGE PAID AUSTRALIA need to be printed in a rectangular box within the following dimensions: Maximum: 26 x 40mm 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 ‘Testing’ page.

Impact Mail preparation Barcodes and addressing Mandatory inscriptions Postage Meter Impression A postage meter may be used as a payment method for the Impact Mail service. The published price must be printed above and to the right of the address. If a date is included in the meter impression it must be the date of lodgement. Return address details appearing 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 ( ).

Impact Mail preparation Barcodes and addressing Mandatory inscriptions Return address 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 address side of the article, above and to the left of the address no larger than 8 point font preferred with no bolding. Alternatively, the return address may be printed on the back of the article. Return address details appearing 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. Refer ‘Testing’ If undeliverable return to: ABC Corporation Ltd PO BOX 575 NUNAWADING VIC 3181

Impact Mail preparation Barcodes and addressing Mandatory inscriptions Delivery address 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 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. 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” Second last line – Must contain the number and name of the street or thoroughfare or post office box or bag number. 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.

Impact Mail preparation Barcodes and addressing Correct addressing conditions Barcoding Impact 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 Impact Mail service. For more information please visit auspost.com.au/barcoding

Impact Mail preparation How can I be sure an article is acceptable? Testing Non-paper articles must be submitted to Australia Post for testing and approval prior to lodgement. 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 article material or construction flexibility correct addressing compliance positioning of logos, advertising and other printing. Requests for testing should be directed to: Australia Post Business Letter Services GPO Box 1777 MELBOURNE VIC 3001

Impact Mail preparation Barcodes and addressing Summary The only mandatory correct addressing conditions for Impact Mail articles is: address formatting Mandatory inscriptions for Impact Mail articles are: postage paid imprint return address delivery address For more information about barcodes and addressing, refer to the Impact Mail service guide and the Australia Post website (auspost.com.au).

Impact Mail Preparation 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.

Impact Mail Preparation Summary The key points covered were: Size, weight and type requirements for Impact Mail articles include: Size and weight Shape Type Paper stock Mandatory inscriptions for Impact Mail articles are: Postage Paid imprint Return address Delivery address Mandatory correct addressing conditions for Impact Mail articles are: Delivery address formatting

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. Assessment

a.True b.False Assessment 1 Correct answer = A All three items are mandatory inscriptions on Impact Mail articles. True or false? A postage paid imprint, a return address and a delivery address are mandatory inscriptions on an Impact Mail article.

a.Correct addressing conditions include the use of fonts and the format of the address b.The complete address must be positioned in the address zone of the Impact Mail article c.Address lines must be left justified d.The second last line must contain the delivery address information e.It is recommended that the bottom line is printed in CAPITALS with no punctuation and no underlining Assessment 2 Correct answer = B There is no defined address zone in the Impact Mail service. Mandatory correct addressing conditions apply to all articles in an Impact Mail lodgement. Please select the incorrect statement from the list below…

a.True b.False Assessment 3 Correct answer = B Australia Post recommends the use of paper/card based stock. Should a customer wish to use a material other than paper/card a sample must be submitted to Australia Post for approval prior to the lodgement being accepted. True or false? Only paper or card can be used to produce shaped Impact Mail articles.

a.Yes, it’s a good idea and will work well b.No, because there’s insufficient space on the article for a postage stamp c.No, because there’s insufficient space to print the required inscriptions Assessment 4 Correct answer = C Impact Mail articles must have sufficient area to clearly show mandatory inscriptions. A stationery company wants to produce a pencil-shaped Impact Mail article for an upcoming event. Can they do this?

a.True b.False Assessment 5 Correct answer = A Cash, approved cheque, EFTPOS debit, credit cards or charge accounts can all be used as methods of payment for Impact Mail. True or false? You have the flexibility to use cash, approved cheque, EFTPOS debit, credit cards or charge account for payment

a.No, the Postage Paid imprint must look like a stamp b.Yes, as long as the logo is approved by Australia Post and is enclosed by a black box c.Yes, as long as the logo is approved by Australia Post, does not have the appearance of a stamp, and the words Postage Paid Australia are prominent Assessment 6 Correct answer = C Personalised Postage Paid imprints can only be used if they are approved by Australia Post, do not have the appearance of a stamp, and the words Postage paid Australia are prominent. An organisation wishes to convert its logo into the Postage Paid imprint for an Impact Mail lodgement they are preparing. Is this acceptable?

a.The surface area is suitable to affix redirection and Return to Sender stickers b.The material is not likely to cause injury to people or damage to other postal articles c.The finished item can fit into a letterbox d.Space is allowed for the printing of a barcode Assessment 7 Correct answer = D Impact Mail does not require a barcode, so this is not a design consideration. When designing an Impact Mail article, which of the following is not an important consideration?

a.True b.False Assessment 8 Correct answer = A Current prices are available in the Impact Mail service guide, Australia Post website (auspost.com.au) and Post Charges Guide (MS11).. True or false? Current prices for Impact Mail can be found in the Impact Mail service guide, Australia Post website (auspost.com.au) and the Post Charges Guide (MS11)

a.Post some and see what happens b.Ask their mail house for advice c.Send a sample for testing to Australia Post Assessment 9 Correct answer = C You can submit a sample of your Impact Mail article for testing to: Attention: Business Letter Services GPO Box 1777 MELBOURNE VIC 3001 An advertising agency has what they think is a great concept for an Impact Mail article. How can they be certain it meets approval before proceeding with design?

a.on the Australia Post website (auspost.com.au) b.on the Printing Industry Association website c.in the Yellow pages Assessment 10 Correct answer = C To find an Impact Mail Service Provider capable of die-cutting, refer to the Printing Industry Association website. A company wants to send a die-cut Impact Mail article as part of a new campaign. Where can they find an Impact Mail Service Provider who can produce die-cut articles?