December 14, 2007Presented by: Elaine Robinson, Mail Design AnalystE-Mail: elaine.m.robinson@usps.comPhone # 212-330-2456

Business Reply Mail

BUSINESS REPLY MAILFIRST-CLASS MAIL PERMIT NO 1234 SANTA ANA CA

NO POSTAGE NECESSARY IF MAILED

IN THEUNITED STATES

POSTAGE WILL BE PAID BY ADDRESSEE

ABC INDUSTRIES 1234 S MAIN ST WASHINGTON DC 20260-9900

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BRM Overview

Postage paid reply mail service Postage is paid by YOU – (the sender) Only pay for pieces returned Used to receive First-Class Mail or Priority Mail Frequently used by direct marketers, for questionnaire responses,

magazine publishers soliciting subscriptions, & fund raising organizations

Preprinted return address BRM provides no extra services (e.g. certified, insured,

registered)

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Benefits of BRM

Faster responses Ensures more accurate delivery Eliminates need to affix postage (postcards,

letters, flats, self-mailers, cartons, labels) Domestic Mail

• Business Reply Mail (BRM)Business Reply Mail (BRM)

• Qualified BRM (QBRM)Qualified BRM (QBRM)

International Reply Mail Service (IBRS)

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Getting Started – PS FORM 3615

PS Form 3615 - Mailing Permit Application & Customer Profile Identification required - Acceptable identification includes but is

not limited to: Valid driver’s license or state non-driver’s identification card Armed forces, government, university or recognized corporate

identification card Passport or alien registration card or certificate of naturalization Current lease, mortgage or Deed of Trust Voter or vehicle registration card; or a home or vehicle insurance

policy  Application and fee payment(s) must be presented in person to

local BME

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Applying OnLine

Complete PS Form 3615 electronically (www.usps.com) Permits issued for certain 5-digit Post Offices –

www.usps.com/replymail If 5-Digit Post Office is not listed must apply using hard

copy Form 3615 In person must inform local BME of permit # obtained

online and copy of online payment fee Obtain unique BRM Zip+4 Code and barcode from local

BME

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If BRM Fee is Paid in Another State

•Letter of Authorization from permit holder

•Copy of Paid Receipt showing BRM fee paid (PS Form 3544)

•In person provide copy of authorization letter, copy of Paid Receipt, and completed PS Form 3615 to local BME

•Annually provide copy of out-of-town Paid Receipt to local BME

Using Out-Of-Town Permits

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Creation of Account /Alias Names

Permit Number Issuance – Postal One!

1234-000 (Master Account) 1234-001 (Sub Account) 1234-002 (Sub Account) 5123-526 (Out-of-Town Permit)

Alias Names – submit letter requesting to add alternate name to BRM Account (ex: DBA, Care Of, subsidiary name) to BME

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First-Class Postage Rate plus

$.70 Per Piece Fee

Example:

Postcard .26 + .70 = $ .96

Letter (1 ounce) .41 + .70 = $1.11

Letter (2 ounce) .58 + .70 = $1.28

Flat (1 ounce) .80 + .70 = $1.50

Parcel (1 ounce) $1.13 + .70 = $1.83

Basic BRM Cost ($175 Annual Fee Only)

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Pay $175 Annual Business Reply Fee

Pay $550 Annual Account Maintenance Fee

Establish Advance Deposit Account

Worthwhile if 887+ pieces are expected annually

First-Class Postage Rate + $.08 Per Piece Fee

Example:

Postcard .26 + .08 = .34

Letter (1 ounce) .41 + .08 = .49

Letter (2 ounce) .58 + .08 = .66

Flat (1 ounce) .80 + .08 = .88

Parcel (1 ounce) $1.13 + .08 = $1.21

Account Maintenance Fee Cost ($550 Fee)

High Volume BRM + Advance Deposit Account

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Pay $175 Annual Business Reply Fee

Pay $550 Annual Account Maintenance Fee

Establish Advance Deposit Account

Worthwhile if 814+ pieces are expected annually

QBRM First-Class Postage Rate + $.05 Per Piece Fee

Example:

Postcard .23.23 + .05 = .28

Letter (1 ounce) .38.38 + .05 = .43

Letter (2 ounce) .38.38 + .17 +.05 = .60

QBRM Cost (High Volume BRM)

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Pay $175 Annual Business Reply Fee

Pay $550 Annual Account Maintenance Fee

Pay $1,800 Quarterly Fee

Establish Advance Deposit Account

Worthwhile if 36,036+ pieces are expected quarterly

First-Class Postage Rate + $.005 Per Piece Fee

Example:

Postcard .23.23 + .005 = 23.5

Letter (1 ounce) .38.38 + .005 = 38.5

Letter (2 ounce) .38.38 + .17 + .005 = 55.5

Quarterly Fee Cost (High Volume QBRM)

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QBRM Guidelines

Unique Zip+4 Code and Barcode assigned for each rate category Only available for postcards, 1 & 2 ounce rate letters Submit QBRM Application (PS Form 6805 – Qualified Business

Reply Mail Application) and ten samples/mock ups to the MDA to check formatting

Each rate category must be qualified Establish Advance Deposit Account BRM permits issued online – submit PS Form 6805 electronically Online permit holders are not required to submit pre-production

samples for QBRM approval Priority Mail BRM is not eligible for QBRM

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Renewal of Annual Permit Fee

Must be paid once each 12-month period (anniversary date) Fees may be paid in advance 60 days before due date For non-renewal of permit fee mail is treated as follows: Postcards – disposed as waste at delivery unit Pieces (excluding postcards) with a return address are marked

“Business Reply Permit Canceled” and returned to sender Pieces without a return address are endorsed “Business Reply

Permit Canceled” and forwarded to Mail Recovery Center (Atlanta Mail Recovery Center, USPS, 5345 Fulton Industrial Blvd SW, Atlanta GA 30378-2400)

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Renewal of Account Maintenance Fee

Must be paid once each 12-month period (anniversary date) where permit holder holds advance deposit account

Fees may be paid in advance 60 days before due date One billing statement is provided for each account

maintenance fee paid For different address locations (including POBs) under

one permit # at the same delivery unit, BRM is separated by each address but one billing statement is provided and only one account maintenance fee paid

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Renewal of Account Maintenance Fee (con’t)

If permit holder wants separateseparate billing must pay annual account maintenance fee for each separation

Must maintain sufficient balance in advance deposit account to cover cost of return mail

Permit holder is notified if funds are insufficient If after 3 calendar days, funds are not deposited,

BRM is charged basic BRM per piece fee (.70 cents) and postage is collected prior to delivery

If account maintenance fee is not paid permit holder is no longer eligible for QBRM discount, if applicable

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CAPS (Centralized Account Processing System)

Electronic postage payment system – eliminates the need of making payments of postage and fees at multiple post office locations

Centralized Trust AccountsCentralized Trust Accounts – electronic funds transferred -- via standard ACH banking mechanisms -- to the CAPS bank

Centralized Debit AccountCentralized Debit Account – permit holder establishes a bank account for postage charges. Account is debited the next business day -- via standard ACH banking mechanisms

Assigned a unique ID # and password (CAPS website)

Ability to download account information

CAPS Service Center # (650) 377-1334 (CAPS Service Center, 2700 Campus Drive, San Mateo CA 94497-9442)

http://caps.usps.gov

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Permit Holder Request - Refund of Postage

Refunds from Advance Deposit Account/Postage Due Account are initiated at the local station where deposits are made

Customer provides request in writing including PS Form 3533 (Application for Refund of Fees, Products & Withdrawal of Customer Accounts) to local station

Refunds take about 6-8 weeks to process – Scanning & Imaging Center, POB 9000, Sioux Falls SD 57117-9000

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Closing Inactive Accounts/ Refund Process

BME sends bi-monthly report to Station Manager listing BRM & PD accounts in Postal One!

BRM accounts become inactive after 24 months of non-use Postage Due accounts become inactive after 12 months of non-use Local station generates monthly a Balance Report listing inactive

accounts Local station sends certified letter & PS Form 3533 allowing 15 days

for a response (pay fee or request refund) USPS makes 2 attempts to contact permit holder via certified letter

with 15 day intervals in between Permit holder can pay annual permit fee to keep account open or

request a refund using PS Form 3533

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Closing Inactive Accounts/ Refund Process

Local station verifies if funds are available – amount withdrawn from account – transaction generates PS Form 3533X

PS Form 3533 signed by customer & PS Form 3533X forwarded to Scanning & Imaging for payment

If no response from customer by allotted time money goes into Postmaster’s account – PS Form 3533X generated, paperwork not forwarded to Scanning & Imaging

Forms and certified letters retained locally for 4 years

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BRM Returned with Postage Affixed

Permit holder may request refund or credit for postage affixed

Only the value of postage may be credited/refunded Refunds are not given to foreign postage affixed Permit holder submits PS Form 3533 to local station Present 100 identical BRM pieces properly faced and

banded bundles with identical amounts of postage to local station

USPS charges $35 per hour, or fraction thereof, for workhours used to process refund

Refunds not given for any BRM/QBRM per piece charges, annual accounting fees, or quarterly fees

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Paper Construction

All BRM must have straight (90 degree) edges Envelopes - minimum basis weight = 20 pounds (500

17-by-22-inch sheets) Postcards minimum basis weight = 75 pounds (500

sheets of 25-by-38-inch sheets)

BUSINESS REPLY MAILFIRST-CLASS MAIL PERMIT NO 1234 SANTA ANA CA

NO POSTAGE NECESSARY IF MAILED

IN THEUNITED STATES

POSTAGE WILL BE PAID BY ADDRESSEE

ABC INDUSTRIES 1234 S MAIN ST WASHINGTON DC 20260-9900

BRM pieces are not mailable if sealed with wax, clasps, string, staples, or buttons

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BRM Letter-size DimensionsBRM Letter-size Dimensions

6 1/8"Max.Height

Minimum thickness: .007”

Maximum thickness: .25”Mailpieces exceeding 4.25” high or 6” long must be .009” thick

11 1/2" Max. Length

3 1/2”Min.Height

5" Min. Length

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4 1/4"Max.Height

6" Max. Length

3 1/2”Min.Height

5" Min. Length

Pieces exceeding 4 1/4” high or 6” long must be at least .009” thick.

Thickness: .007" - .016"

BRM Postcard Dimensions

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BRM Flat-size DimensionsBRM Flat-size Dimensions

Exceeds minimum thickness .25”Maximum thickness .75”

15" Max. Length

Exceeds 6 1/8”Min. Height

Exceeds 11 ½ " Min. Length

12” Max Height

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Aspect ratio (length divided by height) is less than 1.3 or greater than 2.5.

5"

4"

4"

Acceptable4” X 6” = 1.5

Unacceptable4” X 5” = 1.25

6"

Nonmachinable Surcharge – Criteria - Aspect Ratio

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3.5” - 4.25” High

5” - 6” Long

Thickness: .007”- up to .016” for postcards - up to .25” for letters

4.25” - 6.125” High

6” - 11.5” Long

Thickness: .009” to .025”

Pieces exceeding 4 ¼” X 6” andless than .009” thick.

Nonmachinable Surcharge - Thickness

27

Business Reply Mail Components

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“No Postage Necessary” Endorsement

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Horizontal Bars

30

FIM (Facing Identification Mark)

Courtesy Reply Mail (CRM) with Preprinted Barcode

Information Based Indicia (IBI) meters & PC Postage

BRM with Preprinted Barcode

BRM without

Preprinted Barcode

31

Facing Identification Mark

FIM C

32

Business Reply Mail Legend

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Delivery Address

34

Barcode Clear Zone

Delivery point barcodes not permitted on BRM

35

Barcode Skew

BASELINE

BASELINE

POSITIONAL SKEW LETTERS 5º

ROTATIONAL SKEW LETTERS 5ºFLATS 10º

BASELINE SHIFT .015” FROM BASE

BASELINE

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Extraneous Ink Voids

SmearingDot Matrix

Barcode Readability

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Permit Holder’s Space

38

Company Logo Placement

•Non-barcoded BRM - if placed outside OCR Read Area

•Letter-size barcoded BRM – no lower than 5/8” from the bottom edge

•On any piece, if logo does not interfere with required format elements

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Opened/Covered Window Envelopes

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Opened/Covered Window Envelopes

Open Panel Window Envelopes: Printed directly on envelope – “No Postage Stamp

Necessary”, BRM Legend, horizontal bars, FIM

Covered Panel Window Envelopes: Printed directly on envelope – FIM “No Postage Stamp Necessary”, BRM Legend,

horizontal bars – either directly on the envelope OROR as an insert appearing through the window

Window cover must be a non-tinted clear or transparent material (cellophane or polystrene)

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National Postal Forum 810 Mount Vernon Pl NW Washington DC 20001-3614

Allow a clear space of 1/8” to the left and right and 1/25” above and below the barcode

1/8”

Min.

1/25” Min.

1/8”

Min.

Postnet Barcode PlacementAddress Block or Window Envelopes

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Intelligent Mail® Barcode on BRM

Effective to use on BRM 11/8/07 in lieu of postnet barcode USPS-developed barcode containing 65 bars Used to sort & track letter and flat-size mail Expands ability to track individual pieces Provides greater visibility into the mailstream Uniquely identifies the sender Uniquely identifies the mailpiece Provides a destination ZIP Code™ for sortation & routing Encodes Special Services (OneCode Confirm & OneCode ACS) Mandatory requirement for all automation mail by 2009

NEW

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Intelligent Mail® - OneCode Vision™

Special Services (i.e. Certified Mail™)

PresentPresent

POSTNET™ Codefor Sortation

#BWNGKVN #9999 9920 0104 276

Address Service Requested

IRENE PAYNE6449 AMBERVIEW CVMEMPHIS TN 38141-8346

6060 PRIMACY PKWY STE 201MEMPHIS TN 38188-0001

6060 PRIMACY PKWY STE 201MEMPHIS TN 38188-0001

IRENE PAYNE6449 AMBERVIEW CVMEMPHIS TN 38141-8346

FutureFuture

Address Change Service™

Intelligent Mail Barcode

PLANET Code®

for Confirm™

6060 PRIMACY PKWY STE 201MEMPHIS TN 38188-0001

6060 PRIMACY PKWY STE 201MEMPHIS TN 38188-0001

Address Service Requested

CERTIFIED MAIL

One code on mail that points to a suite of servicesOne code on mail that points to a suite of services

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Intelligent Mail® Barcode vs. Existing Barcodes

Carries 2.5X the information of existing barcodes

Field Intelligent Mail® barcode POSTNET PLANET

Barcode ID 2 (2nd digit must be 0–4) 0 0

Service 3 0 2

Subscriber ID 6 0 5

Unique ID 9 0 6

Routing ZIP None, 5, 9, 11 5, 9, 11 0

Total Max Digits 31(20 digits - tracking)

(11 digits - routing information)

11 13

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Intelligent Mail® Barcode on BRM

Elements contained in Intelligent Mail Barcode: Barcode ID (generally 00) Service Type Identifier (BRM First-Class Mail is 700) Mailer ID (obtained from Postal One! Help Desk at

800-522-9085, Option#4) Sequence/Serial Number (uniquely identifies individual

mailpieces) http://ribbs.usps.gov/onecodesolution/

NEW

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Intelligent Mail® - Design

47

National Postal Forum 810 Mount Vernon Pl NW Washington DC 20001-3614

Allow a clear space of 1/8” to the left and right and 0.028” above and below the barcode

1/8”

Min.

0.028” Min.

1/8”

Min.

Intelligent Mail Barcode PlacementAddress Block or Window Envelopes

NEW

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Insert Shift

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Tap Test

Then 2 taps on each end2 taps on bottom

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Automation Discounts

All BRM & QBRM (envelopes and postcards) enclosed in automation rate mailings must be automation compatible and bear the correct FIM and Zip+4 code and Postnet Barcode or Intelligent Mail Barcode and meet all barcoding standards in DMM Section 708.4.0 and all other mail design standards.

a

#150

Bill To:Smith, JohnXYZ Marketing Inc2200 Corporate

Account # Sold Reference Ship Via Term Dat097 DMM USP COD 11/23/9

Qty Qty Qty Bac kItem # Des c rip tion

Uni t Dis c .Ex t. Pric e

1.00 1.00 0.00 023 Perc onalCD

269.00 0.00 269.00

Sales Amount

Sales TaxFre ight

369.00

0.000.00

V 1234 123 890 203

MA R 1 0

U. S.

23.3¢6 8 2 1 4 5 2

P B ME T E R

NO PO STAG ENECESSAR YI F M AI LED

I N THEUNI TED ST ATES

BUSINESS REPLY MAILFI RST CLASS M AI L PERM I T NO 0000 ANYT O WN VA

PO ST AG E WI LL BE P AI D BY ADDRESSEE:

ABC INDUSTRIES901 CLIFTON A VEWASHINGTON DC 20260-

NO PO ST AG ENECESSAR Y

I F M AI LEDI N THE

UNI TED ST ATES

BUSINESS REPL Y MAILFI RST CLASS M AI L PERM I T NO 0000 ANYT O WN V A

POSTAGE WILL BE PAID BY ADDRESSEE:

ABC INDUSTRIES901 CLIFTON A VEWASHINGTON DC 20260-

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Business Reply Mail Labels on Envelopes

Placed on envelopes - Min. height 2 5/8” Min. length 4 ¼”

Label must be placed in OCR Read Area

For general use minimum size for a BRM label:

2 inches high

3 inches long

Pieces with BRM labels do not qualify for QBRM rates

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OCR Read AreaReturn Address AreaBarcode Clear Zone

2 3/4"

5/8"

4 3/4"

1/2" 1/2"OCR READ AREA

Barcode Clear Zone

50% of Length 33% of Height

Return Address Area

Be sure to position the return address above 2 ¾” from the bottom edge

Optical Character Reader (OCR)

53

Self Mailers & Reusable Mailpieces

Self Mailers – must contain instructions to the user for folding and sealing

Reusable Mailpieces – Designed for 2-way mailing Piece must be designed and constructed

to allow the recipient to reconfigure or modify the piece

Instructions must be given to ensure piece is constructed correctly for re-mailing

DMM Section 201.3.13 and 601.6.4

Folded Self-Mailer

Folded Self-Mailer

Folded Self-Mailer

54

Double Postcards – Reply Half

Consists of 2 attached cards Reply half must be used for reply purposes only and not

used to convey a message Address side of reply half must be placed on the inside

when double postcard is originally mailed Sealing on the left and right sides of the double postcard

is not permitted Reply half of card is detached and mailed for return

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OCR Readability

OCR

ABC

ABC

PAPER REFLECTANCE – 50% RED & 45% GREEN

PCR – PRINT CONTRAST RATIO – INK (ADDRESS) & BACKGROUND 40% RED & GREEN

PRD – PRINT REFLECTANCE DIFFERENCE – BARCODE & BACKGROUND 30% RED & GREEN

56

National Postal Forum

810 Mount Vernon PL NW

Washington DC 20001-3614

National Postal Forum

810 Mount Vernon PL NW

Washington DC 20001-3614

National Postal Forum

810 Mount Vernon PL NW

Washington DC 20001-3614

National Postal Forum

810 Mount Vernon PL NW

Washington DC 20001-3614

National Postal Forum

810 Mount Vernon PL NW

Washington DC 20001-3614

National Postal Forum

810 Mount Vernon PL NW

Washington DC 20001-3614

National Postal Forum

810 Mount Vernon PL NW

Washington DC 20001-3614

National Postal Forum

810 Mount Vernon PL NW

Washington DC 20001-3614

National Postal Forum

810 Mount Vernon PL NW

Washington DC 20001-3614

Print Contrast

57

White paper/black ink is BESTBEST!!Pastel colors with dark ink work

Automation Colors

Bes

tB

est

58

NATIONAL POSTAL FORUM810 MOUNT VERNON PLACE NWWASHINGTON DC 20001-3614

Background Patterns

DarkFibers

Background Interference

Bleed Through

59

REPLY MAIL – Camera Ready Artwork

BUSINESS REPLY MAILFIRST-CLASS MAIL PERMIT NO. 1345 NEW YORK NY

NO POSTAGENECESSARY

IF MAILEDIN THE

UNITED STATES

POSTAGE WILL BE PAID BY ADDRESSEE

ABC COMPANY8801 MAIN ST STE 301NEW YORK NY 12345-9480

Call for FREEFREE artwork & your ZIP+4 Code & barcode

Unique ZIP+4 for Business Reply and specific format requirements

Please fax a copy of the mechanical to your local MDA before printing

60

BRM Sample Artwork – Envelope

61

BRM Sample Label

62

BRM Sample Mechanical

63

Similar to domestic BRM International Mail Manual (IMM) Section 373 Service limited to certain countries No special services allowed Must have valid BRM permit Annual account maintenance fee must be paid to participate

in QBRM Program Must provide in writing intent to distribute IBRS mail and

provide sample of mailpiece to BME Must meet all specifications of QBRM

International Business Reply Service (IBRS)

64

IBRS Postage & Fees

Postage & fees (includes per piece fees):

Letters (up to 2 ounces): $1.40 Cards: $0.90

65

IBRS Size & Weight Requirements

Postcards: Min size – 3 ½” (height) x 5 1/2” (length) Max size – 4 ¼” (height) x 6” (length) Thickness – min .007” max .016” Paper Weight – 75 lbs (500 sheets measuring 25-by-38)

Envelopes: Min size – 3 ½” (height) x 5 1/2” (length) Max size – 6 1/8” (height) x 11 1/2” (length) Thickness – min .007” max .2” Max. weight – 2 ounces

66

International Business Reply Service (IBRS)

67

Notice 67 – Automation Template

68

BRM Additional Resources

Mailpiece Design Analyst http://pe.usps.gov/mpdesign/mpdfr_mda_lookup.htm

http://pe.usps.gov Mailpiece Design Domestic Mail Manual (DMM) Section 507.8.0

www.usps.com/replymail Procedures and guidelines Reply mail options and rates Reply Mail Templates Create reply mail online Pay BRM fees Selected Post Offices (Zip Code Lookup) QBRM

69

Additional Mail Resources

USPS Postal Explorer (http://pe.usps.com) Domestic Mail Manual International Mail Manual Quick Service Guide

www.usps.com/ratecase DMM Advisory dmmadvisory@usps.com Mail Pro www.usps.com/mailpro

USPS RIBBS (http://ribbs.usps.gov) Business Publications Federal Register Notices Postal Bulletins

70

Questions?Questions?

SEASON’S GREETINGS!SEASON’S GREETINGS!

HAPPY HOLIDAYS!HAPPY HOLIDAYS!