User Guide for - Royal Mail Technical

1 Royal Mail is a trading name of Royal Mail Group Ltd. Registered number 4138203. Registered in England and Wales. Registered office: 100 Victoria Embankment, LONDON, EC4Y 0HQ Royal Mail Group Ltd Page 1 of 67 Classified: RMG Internal User Guide for Mailmark Mailing Requirements for Letters and Large Letters July 2020 This a legally binding document forming part of the Agreement between you and Royal Mail Royal Mail is a trading name of Royal Mail Group Ltd. Registered number 4138203. Registered in England and Wales. Registered office: 185 Farringdon Road, LONDON, EC1A 1AA Royal Mail Group Ltd Page 1 of 67 Page 2 of 67 Contents 1 Introduction .. 5 Applicable Products .. 5 Document Structure .. 6 Quality Assurance Process.

2 6 2 Mailmark Letters Specification Requirements .. 7 Mailmark Letters Physical .. 7 Mailmark Letters Physical Figures .. 9 Mailmark Letters Indicium .. 12 .. 12 Mailmark Letters Addressing .. 12 Mailmark Letters Addressing 15 Mailmark Letters Mailmark Code .. 18 Mailmark Letters Mailmark Figures .. 21 Mailmark Letters Codemark Clear 21 Other Mailmark letter Requirements .. 22 One Piece & Wrap letter Mailers .. 22 Perforated letter Mailers 31 Do Not Redirect Letters .. 37 3 Mailmark Large Letters Specification Requirements .. 41 Mailmark Large Letters Physical .. 41 Mailmark Large Letters Physical Generic .. 41 Mailmark Large Letters Physical Paper Envelopes .. 42 Mailmark Large Letters Physical - Paper Wrap .. 43 Mailmark Large Letters Physical Polymer Wrap .. 44 Mailmark Large Letters Physical - Polymer Envelope.

3 45 Mailmark Large Letters Physical Unwrapped (Open) Mail .. 45 Mailmark Large Letters Indicia .. 45 Mailmark Large Letters Addressing .. 46 Mailmark Large Letters Mailmark Code .. 47 Mailmark Large Letters Figures .. 47 4 Machine Readable Advanced Mail .. 52 Specific Requirements .. 52 Franking 53 5 Poll Cards .. 57 Machine Readable Poll Cards .. 57 Accreditation for Machine Readable Poll Cards .. 57 Mailmark Machine Readable Mailpiece Physical Design .. 57 Mailmark Polling Cards .. 61 Mailmark Poll Card Mailpiece Front Designs .. 61 Mailmark Poll Card Mailpiece Back Designs .. 64 Mailmark Postal Voting Mailpiece .. 66 Manual Polling Cards .. 67 Page 3 of 67 Figures Figure 1 letter Inserts (Not to Scale) .. 9 Figure 2 letter Flexibility (Not to Scale) .. 10 Figure 3 letter Sealing Trayed (Not to Scale).

4 10 Figure 4 letter Sealing Untrayed (Not to Scale) .. 10 Figure 5 Circular Window (Not to Scale) .. 11 Figure 6 letter Font Ratio .. 15 Figure 7 Delivery Address Block (Not to Scale) .. 15 Figure 8 - letter Clear Zones Minimum Size (Not to Scale) .. 16 Figure 9 - letter Clear Zones DL Envelope (Not to Scale) .. 16 Figure 10 - letter Clear Zones Maximum Landscape (Not to Scale) .. 17 Figure 11 - letter Clear Zones Maximum Portrait (Not to Scale) .. 17 Figure 12 letter Return Address Preferred Back (Not to Scale) .. 18 Figure 13 letter Return Address Front Landscape Example (Not to Scale) .. 18 Figure 14 4-State Mailmark Barcode Symmetry .. 21 Figure 15 4-State Mailmark Barcode Bar Skew Y (Not to Scale) .. 21 Figure 16 4-State Mailmark Barcode Code Skew Z (Not to Scale) .. 21 Figure 17 - Coupon One-Piece letter Mailer - Dimensions (Not to Scale).

5 27 Figure 18 Coupon One-Piece letter Mailer - Finished (Not to Scale) .. 28 Figure 19 Machineable Postcard (Not to Scale) .. 28 Figure 20 Standard One-Piece letter Mailer Spot Weld Requirements (Not to Scale) .. 29 Figure 21 Standard One-Piece letter Mailer Glue Line Requirements (Not to Scale) .. 29 Figure 22 Feature letter Mailer (Not to Scale) .. 29 Figure 23 Standard One-Piece letter Mailer Internal Perimeter Clear Zone (Not to Scale) .. 30 Figure 24 - Roulette Perforation Landscape letter Bottom Perforation (Not to Scale) .. 34 Figure 25 - Roulette Perforation Portrait letter Left Perforation (Not to Scale) .. 34 Figure 26 Roulette Perforation Dimensions (Not to Scale) .. 35 Figure 27 - Zip Tie letter Orientation (back view) Landscape Mail (Not to Scale) .. 35 Figure 28 - Zip Tie letter Orientation (back view) Portrait Mail (Not to Scale).

6 35 Figure 29 - Zip tie letter & Envelope Flap (Not to Scale) .. 36 Figure 30 - Zip tie Dimensions (Not to Scale) .. 36 Figure 31 - Pressure Seal letter Envelope Front of letter Perforations (Not to Scale) .. 36 Figure 32 Pressure Seal letter Envelope - Back of letter (Not to Scale) .. 36 Figure 33 DNR DSA DL letter Front (Not to Scale) .. 38 Figure 34 DNR DSA C5 letter Front (Not to Scale) .. 39 Figure 35 DNR DL letter Back (Not to Scale) .. 39 Figure 36 DNR C5 letter Back (Not to Scale) .. 40 Figure 37 Large letter Lateral Movement (Not to Scale) .. 47 Figure 38 Large letter Flexibility (Not to Scale) .. 48 Figure 39 Large letter Sealing Paper (Not to Scale) .. 48 Figure 40 Large letter Sealing Poly Envelope (Not to Scale) .. 48 Figure 41 Large letter Separation (Not to Scale) .. 49 Page 4 of 67 Figure 39 Large letter Paper Wrap Printing (Not to scale).

7 49 Figure 42 Large letter Longitudinal Seal Poly Wrap (Not to Scale) .. 49 Figure 43 Large letter Return Address Preferred Back (Not to Scale) .. 50 Figure 44 Large letter Return Address Front Landscape Example (Not to Scale) Update .. 50 Figure 45 Large letter Clear Zones Landscape (Not to Scale) .. 50 Figure 46 Large letter Clear Zones Portrait (Not to Scale) .. 51 Figure 47 Licence plate (made up of licence text and licence barcode) position for PPI mail pieces ( posted on Account) .. 52 Figure 48 Printed Postage Impression with Mailmark barcode .. Error! Bookmark not defined. Figure 49 Licence plate position for franked mail pieces with a Mailmark barcode .. 54 Figure 50 Option 1 Cut edge (Not to Scale) .. 58 Figure 51 Generic Physical Poll Card Design Option 1 (Not to Scale) .. 59 Figure 52 Generic Physical Poll Card Design Option 2 (Not to Scale).

8 59 Figure 53 Generic Physical Poll Card Design Option 2 Construction (Not to Scale) .. 60 Figure 54 Mailmark Poll Card Option 1 Front Illustration (not to scale) .. 62 Figure 55 Mailmark Poll Card Option 1 Front Illustration with dimensions (not to scale) .. 63 Figure 56 Mailmark Poll Card Option 2 Front Illustration (not to scale) .. 63 Figure 57 Mailmark Poll Card Option 2 Front Illustration with dimensions (not to scale) .. 64 Figure 58 Mailmark Poll Card Option 1 Back layout (not to scale) .. 65 Figure 59 Mailmark Poll Card Option 2 Back layout (not to scale) .. 65 Figure 60 Mailmark Postal Poll Card Front illustration (not to scale) .. 66 Figure 61 Mailmark Postal Poll Card Front illustration with dimensions (not to scale) .. 66 Figure 62 Mailmark Postal Poll Card Back illustration (not to scale).

9 67 Page 5 of 67 1 Introduction You can reduce the cost of your letter and large letter format mailings by making them machine-readable. This user Guide sets out the design and Technical requirements and recommendations to enable you to meet the Mailmark barcode specifications for letter formats and large letter formats. The Mailmark barcode option has been designed for machine-readable items. It is not to be used with items that require manual handling. For Technical requirements that apply to OCR mailings, or full product and presentation requirements please refer to the specific product sections of the user Guide for your chosen product. These can be found at Please note that some of the Mailmark barcode elements and specifications within this document are recommendations and not requirements. The Mailmark option allows the performance of your mailing to be monitored and measured by the addition of a Mailmark barcode to your items.

10 This enables Batch level reporting with item level exceptions and so gives you greater transparency of mailings. Whilst using the Mailmark option does permit some flexibility, complying with our recommendations will ensure that the performance of your mailing is maximised. Applicable Products The following products can be sent as Mailmark Barcode machine readable Letters Category Product Name Options Marketing Products Advertising Mail Non Sorted Low Sort Sustainable Advertising Mail Low Sort (Entry Level) Low Sort (Intermediate Level) General Correspondence Business Mail Non Sorted Low Sort The following products can be sent as Mailmark Barcode machine readable Large Letters. Category Product Name Options Marketing Products Advertising Mail Non Sorted Low Sort Sustainable Advertising Mail Low Sort (Entry Level) Low Sort (Intermediate Level) Publishing Products Publishing Mail Low Sort Subscription Mail Low Sort General Correspondence Business Mail Non Sorted Low Sort Please note For Low Sort item choices, you can send your machine-readable large letters using the segregated bundles option.