Envelope + Postcard Layout Standards

Mr AB Sample

126 Sample Street

Sample Suburb

Sample City 9965

Mr AB Sample126 Sample StreetSample Suburb

Sample City 9965

Mr AB Sample

126 Sample Street

Sample Suburb

Sample City 9965

You can make a BIG CHANGEwith your small changeon Giving Tuesday

2nd December is Giving Tuesday

Alan

Envelope + Postcard Layout Standards

Domestic Bulk Mail July 2015

Bulk Mail overview 1

Introduction 2

1.0 Machine sorted standards 3

1.1 Key areas 4

1.2 Clear zones 5

1.3 Mail piece construction and materials 15

1.4 Address printing 17

1.5 Sender address area 19

1.6 Permit Post Impressions 20

1.7 Approved FreePost 21

Checklist – For machine sorted mail 25

2.0 Manually sorted requirements 26

Contacts 29

These standards outline the requirements for both machine sorted and manually sorted Bulk Mail.

Machine sorted requirements apply to:

• VolumePost• Business Standard and• Approved FreePost.

Manually sorted requirements apply to:

• GoFlexible• Business Flexible• PrintPost • Volume PreSort• Print PreSort and• Adcard

Contents

1

Bulk Mail overview

Got a question or need to approve your mail piece design? Please contact us via [email protected] or on 0800 501 501

This table provides an overview of the general requirements for domestic Bulk Mail products. For full product specifications, please refer to the Postal Users Guide. Bulk mail products can be used with window and non-window envelopes and postcards. Flow wrapped items are permitted when using manually sorted items.

Maximum Weight

Maximum Thickness

Presentation

Address Data

Minimum Quantity

Maximum Dimensions

Envelope Layout Standard

Bulk Mail

Address DataSOA / Statement of Accuracy• Matches a sender’s address list to the New Zealand Post postal address fi le• A minimum declared SOA of 70% is required to use SOA pre-requisite products.

The amount between 70% and 85% is charged at non-conformance rate.• SOA certifi cate is valid for 12 months• SOA is available from any SendRight certifi ed provider – go to www.nzpost.co.nz/sendrightAddress Sequencing• Required to use Volume PreSort and Print PreSort bulk mail products• Matches a sender’s address list to the New Zealand Post postal address fi le and sorts into

the postie delivery run order; the physical route each postie takes, to achieve best results• A minimum 85% sequence rate is required• Each lodgement must have data sequenced• Sequencing is available from any PreSort certifi ed provider

– go to www.nzpost.co.nz/sendright

Machinable Envelope Layout Standards

General Checks• Envelope fl exibility• Envelope matte fi nish

1 Sender Address area • Location

2 Permit/Indicia area • Location • Current approved

design

3 Delivery address • Font colour • Font size • No Bold, italics

or underlined • Skew • Customer reference • Recipient details • Postcode location

4 Delivery Address clear zone

• 8mm around the window • 8mm around the

delivery address text

5 Sort Code clear zone • 15mm across the

bottom of the envelope

1

2

3

4

5

123456

Min 15mm

Min 5mm

5 - 10mm

10mm5 - 10mm10mm

Min 8mm

Max 100mm

Max 40mm

Min 8mm

Min 8mm

Min 8mm

Min 8mm

D1#E1#Vdp soh456#Vdp soh#VwuhhwVdp soh#DgguhvvVdp soh#Wr z q#4567

Sr vwdo#Uhi2eduf r gh

SR#Er { #45678/#Z hoolqj wr q#P dlo#Fhqwuh/#Z hoolqj wr q#8378

Min 8mm

Sender Address Area1

Indicia Area2

Address Area3

Delivery Address clear zone4Sort Code clear zone - must be clear of logos, graphics and text but can be an approved Pantone colour5

Min

8m

m

Min

8m

m

ADV396DG15 March 15

• Permit (including New Zealand Post logo)

• Delivery Address format

• Sender Address

• All items must have the same dimensions

• Statement Of Posting

• No prohibited or dangerous contents

• Items must be trayed

• Items must be faced(all items oriented same way)

• Tray must be labelled

123456

Se�der� �ddress

• Maximum tray weight

12kg

1000

6mm

VolumePost™1

M 55gL 75g

Machinable

Medium: 240 x 130mm

Large: 240 x 165mm

SOAAddress match to New Zealand Post postal address fi le

Sorted in ascending postcode order

300

6mm

VolumePost™3

M 55gL 75g


Medium: 240 x 130mm

Large: 240 x 165mm

Machinable

300

6mm

Business Standard

M 55gL 75g

NO SOAREQUIRED

Medium: 240 x 130mm

Large: 240 x 165mm

Machinable

20mm

PrintPost™

PPSAM up to 40mm

1000Magazines &

catalogues lodged >2 times a year

1kg


Oversize: 385 x 260mm


Manual

500

1kg

GoFlexible™

20mm


Medium: 240 x 130mm

Large: 240 x 165mm



Manual

300

1kg

Business Flexible

20mm

NO SOAREQUIRED

Medium: 240 x 130mm

Large: 240 x 165mm


Manual

Please note this guide is intended as a summary only. The standard terms and conditions of the products and services offered by New Zealand Post Limited, including information on the extent of our liability, are set out in the Public Contract and the Postal Users’ Guide. These are available for reference at PostShopTM stores and selected New Zealand Post retail outlets, or can be viewed on our website at www.nzpost.co.nz/terms. Other conditions for New Zealand Post Account customers are contained in the terms and conditions provided when credit was arranged. New Zealand Post reserves the right to change the product specifi cations. VolumePost, PrintPost, GoFlexible, Volume PreSort, Print PreSort and PostShop are trade marks of New Zealand Post Limited.

VolumePreSort™

5000

M 75gL 100g

SOAAddress match to

New Zealand Post sequence fi le

+ in delivery run order

Medium: 240 x 130mm

Large: 240 x 165mm

8mm

• Sequenced & unsequenced items trayed separately

• Unsequenced items sorted in ascending postcode order

Manual(sequenced item address includes delivery round number)

5000

1kg

20mm

PrintPreSort™

SOAAddress match to







CommonRequirements

New Zealand Post credit account PermitPost impression New Zealand Return Address

ABC123Use the correct product codeLodge 8am–5pm Monday – Friday

Before 5pm

5000

1mm

AdCard

SOAAddress match to






Medium: 240 x 130mm

Large: 240 x 165mm

M 25gL 35g

456789

2Got a question or need to approve your mail piece design? Please contact us via [email protected] or on 0800 501 501

Introduction

This guide will help you to meet the envelope layout standards for machine sorted and manually sorted Bulk Mail products which include:

• VolumePost

• Business Standard

• Approved FreePost

• GoFlexible

• Business Flexible

• PrintPost

• Print PreSort

• Volume PreSort

• Adcard

These standards apply from 1 July 2015 and replace all previous versions.

Key changes from the July 2014 edition

New product information for Adcard Page 26

New approved permit colour Page 20

New approved font Page 17

Key changes from the July 2013 edition

The term ‘mail piece’ is used to refer to enveloped items and postcards.

Section 1.6 is now called ‘Permit Post Impressions’.

Lodging your mail piece

‘Mail piece’ is used throughout this document to refer to window envelopes, non-window envelopes and postcards as applicable.

Before you lodge your mail piece please check that:

• you have completed the lodgement documentation correctly

• your mail meets the applicable minimum volumes and product requirements.

Bulk Mail Trays, Lids & Labels

• You can collect Trays and Lids from your local Business Mail Centre, or

• If you need more than 50 trays, they can be pre-ordered by calling 0800 501 501 – press 1 for business

• Tray labels for non mailhouse customers can be printed from nzpost.co.nz/traylabels

Additional information

To ensure your mail piece meets our addressing accuracy and address layout standards, including terms and conditions and other product requirements, refer to our website at www.nzpost.co.nz/addressing and www.nzpost.co.nz/bulkmail.

If the documentation does not reflect the characteristics of the actual lodgement, we’ll change it and notify you of the change – this could involve a higher postage rate being applied.

Please note, when developing this guide we have endeavoured to make this as comprehensive as possible. However, if you are unsure about any aspect of your envelope design and layout, please contact us on 0800 501 501.


1.0 Machine sorted requirements

This section outlines the requirements for machine sorted mail, which applies to:

• VolumePost 1 and 3

• Business Standard

• Approved FreePost.

This table lists envelope stock currently used in the domestic New Zealand market whose dimensions are compatible with our machines. The same height and length dimensions also relate to postcards.

The maximum machinable dimension is 165mm high by 240mm long. Anything larger e.g. a C4 sized envelope is NOT able to be machine sorted. Please refer to the manually sorted products on page 26.

Envelope type Industry standard envelope sizes (height x length)

E8 90mm x 152mm

E9 92mm x 165mm

E16 92mm x 191mm

DLE 114mm x 225mm

DLEE 114mm x 235mm

Max POP 120mm x 235mm

Specialist Max POP 120mm x 235mm

C6 114mm x 162mm

CM 102mm x 215mm

C5 162mm x 229mm


1.1 Key areas

Our sorting machines detect information printed in three key areas, specifically the:

1. Sender address area

2. Address block and object area

3. Indicia area

You can print in these areas, subject to the clear zone requirements on page 5.

1. Sender address area

When the sender address is located on the front of the mail piece it must be located in the top left hand corner in an area no larger than 40mm high by 100mm wide.

The specific formatting requirements for the sender address are on page 19.

2. Address block and object area

The delivery address (or envelope window) can be located anywhere within the address block and object area that extends across the width of the mail piece subject to the clear zone rules on pages 5–6.

As well as the delivery address, the address block and object area can also contain other text, graphics or colours providing they don’t contain or resemble an address, as this could be interpreted as a delivery address.

If using a window envelope the contents need to be sufficiently secure to prevent movement that may:

• obscure or prevent the complete delivery address being read, or

• result in a paper edge exposing the back of the envelope through the window.

A typical situation where movement can occur is when a Max POP envelope is used for a folded DL letter.

3. Indicia area (PermitPost™ impression/ FreePost impression)

The indicia and delivery address must be on the same side of the mail piece.

Page 20 outlines the requirements for the PermitPost impression.

Page 22 outlines the requirements for the FreePost impression.

3.1 Machine sorted mail

The PermitPost or FreePost impression must be located in the upper right hand corner in an area no larger than 40mm high by 80mm wide. Standard format only permitted (this relates to Permit Post only).

3.2 Manually sorted mail

The PermitPost or FreePost impression can be located anywhere on the front of the mail piece (ie same side as the delivery address). Standard and customised formats allowed (this relates to Permit Post only).

3.3 Reusable mail

If using reusable envelopes, the PermitPost or FreePost impression must be positioned top centre on the delivery address side of the envelope.


1.2 Clear zones

Clear zones enable the sorting machines to locate or read specific information that is critical for us to process your mail efficiently.

There are three areas where clear zones apply

1. Delivery address clear zone

2. Indicia area clear zone

3. Sortcode clear zone

1. Delivery address clear zones

A clear zone is required to ensure that the machines can accurately read the delivery address.

The requirements for this clear zone depend on whether you are using a window envelope or printing the address directly onto non-window envelopes or postcards.

This is because with window envelopes the contents, and therefore location of the address, may move. Please ensure there is minimal movement of the insert within the envelope.

Where addresses are printed directly onto envelopes or postcards the location of the address is fixed.

The clear zone requirements for the delivery address details are as follows:

With window envelopes

There needs to be an 8mm clear zone around both:

• the perimeter of the delivery address on the insert

• the outside perimeter of the window.

Other content can appear elsewhere in the window providing it does not resemble an address (ie. left justified blocks of text.)

For DLE and E8 envelopes, some of the 8mm clear zone below the window can overlap with the 15mm sortcode clear zone.

With non-window envelopes and postcards

There needs to be an 8mm clear zone around:

• the perimeter of the delivery address only.

For both window and non-window envelopes and postcards the 8mm clear zone around the perimeter of the delivery address can include:

• a horizontal customer reference and/or barcode (please refer to page 18)

• white and/or an approved Pantone colour (please refer to page 16)

• other graphics providing they have a black content of less than 30%. We will need to assess and approve these graphics on a case by case basis, before they go to print.

2. Indicia area clear zone

The indicia area is a maximum of 40mm high by 80mm located in the upper right hand corner of the mail piece (or top centre for reusable envelopes). It is critical that aside from the indicia itself, the area be kept clear of logos, graphics and text, unless they are an approved Pantone colour and/or white.


Clear zones continued

When using a Facia Indicia Mark (FIM), make sure there is:

• a minimum clearance of 10mm all the way around the FIM bars (Approved FreePost envelopes use the type 3 FIM i.e. the triple black bars)

• a minimum 10mm clearance between the FIM and any product logo.

If any graphics spill over into this clear zone, they must be white and/or an approved Pantone colour.

3. Sortcode clear zone

The sortcode clear zone is a 15mm high area that runs across the entire bottom edge of the mail piece. It is critical that the entire area be kept clear of logos, graphics and text, unless they are an approved Pantone colour and/or white.


Front of DLE sized mail piece – measurements(diagram shown at 100%) Length = 225mm Height = 114mm

This example shows the clear zones for a DLE window mail piece. If you are printing the delivery address directly onto the envelope or postcard only one 8mm clear zone is required around the delivery address itself.

123 Sample Envelope Street Address block(can extend across the width of the mail piece)

Sortcode clear zone – can be white and/or an approved Pantone colour but must be clear of logos, graphics and text. 15mm

Max 40mm

Max 100mm

Min 8mm

Sender address area

Object area(graphics, logo, text)

Min 8mm

Min 8mm

Min 8mm

Min 8mm

Min 8mm

<Postal ref/barcode> <4>

A B Sample

Sample Address Sampleton 0000

PO Box 12345, Wellington Mail Centre, Wellington 5045

Min 8mm

Min 8mm*

Obj

ect a

rea

(gra

phic

s, lo

go, t

ext)

40mm

80mm

Indicia area 5-10mm

10mm

5-10mm

10mm

New ZealandPermit No. 123456

32.5mm 27.5mm

14mm3mm

* For DLE, Max POP, E8 there may be insufficient space for an 8mm clear zone below the window. In these cases the 8mm clear zone can overlap with the 15mm sortcode clear zone.


= any colour can be used in this area = only approved Pantone colours or white can be used in this area

Sender address areaIndicia area


A B Sample123 Sample Envelope StreetSample Address Sampleton 0000



Sortcode clear zone – can be white and/or an approved Pantone colour but must be clear of logos, graphics and text.

Obj

ect A

rea

(gra

phic

s, lo

go, t

ext)


Address block(can extend across the width of the mail piece)

Front of DLE sized mail piece – colour guide(diagram shown at 100%)


Front of Max POP mail piece – measurements(diagram shown at 100%) Length = 235mm Height = 120mm

This example shows the clear zones for a Max POP mail piece. If you are printing the delivery address directly onto the envelope or postcard only one 8mm clear zone is required around the delivery address itself.

15mm

Max 40mm

Max 100mm

Min 8mm

Sender address area

Min 8mm

Min 8mm





Obj

ect a

rea

(gra

phic

s, lo

go, t

ext)

8mm*


Min 8mm

Min 8mm

Min 8mm

Min 8mm


40mm

80mm

Indicia area 5-10mm

10mm

5-10mm

10mm


32.5mm 27.5mm

14mm3mm

* For DLE, Max POP, E8 there may be insufficient space for an 8mm clear zone below the window. In these cases the 8mm clear zone can overlap with the 15mm sortcode clear zone.


Sender address area





Indicia area



Obj

ect A

rea

(gra

phic

s, lo

go, t

ext)



Front of Max POP mail piece – colour guide(diagram shown at 100%)


Front of E8 mail piece – measurements(diagram shown at 100%) Length = 152mm Height = 90mm

This example shows the clear zones for a E8 mail piece. If you are printing the delivery address directly onto the envelope or postcard only one 8mm clear zone is only required around the delivery address itself.

* For DLE, Max POP, E8, there may be insufficient space for an 8mm clear zone below the window. In these cases the 8mm clear zone can overlap with the 15mm sortcode clear zone.

** For E8 envelopes the maximum sender address area is 34mm height x 64mm length.15

mm

Min 8mm

Max 34mm

Max 64mm

Min 8mm


Sender address area**

Min 8mm




Obj

ect a

rea

(gra

phic

s, lo

go, t

ext)

8mm*

<Postal ref/barcode> <4>Address block(can extend across the width of the mail piece)

Min 8mm

70mm

Indicia area 5-10mm

10mm

5-10mm

10mm


32.5mm 27.5mm

14mm3mm


Sender address area






Indicia area




Obj

ect A

rea

(gra

phic

s, lo

go, t

ext)

Front of E8 mail piece – colour guide(diagram shown at 100%)


Front of C5 mail piece – measurements (diagram shown at 85%) Length = 229mm Height = 162mm

This example shows the clear zones for a C5 mail piece. If you are printing the delivery address directly onto the envelope or postcard only one 8mm clear zone is required around the delivery address itself.

15mm

Max 40mmMax 100mm

Min 8mm

Sender address area

Min 8mm

Min 8mmMin 8mm





Object area(graphics, logo, text)Min

8mmMin 8mm

Min 8mm

Min 8mm

Obj

ect a

rea

(gra

phic

s, lo

go, t

ext)


40mm

80mm

Indicia area 5-10mm

10mm

5-10mm

10mm


32.5mm 27.5mm

14mm3mm


Front of C5 mail piece – colour guide





Sender address area


Indicia area


Obj

ect a

rea

(gra

phic

s, lo

go, t

ext)



Min 8mm

Min 8mm

Min 8mm

Min 8mm

(diagram shown at 90%)


1.3 Mail piece construction and materials

Mail piece dimensions

Mail pieces must be rectangular with an aspect ratio1 of 1.4–2.6. To ensure your mail piece can be machine sorted, its dimensions must be:

Minimum Maximum

Height 88mm 165mm

Length 138mm 240mm

Thickness 0.15mm 6mm

Weight DL 55gC5 75g

Mail piece construction and envelope weight

The minimum paper weight for machine sorted envelopes is 70gsm.

Postcards

To machine sort postcards effectively, they must have a paper weight of at least 230gsm. We recommend using 230gsm to minimise the potential for damage.

Self mailers

Folded self mailers (i.e. mail pieces made from a folded single sheet of paper) and other similarly built mail pieces must be fully sealed with gum, tape or glue all the way around the mail piece. Clasps, buttons, string, staples, glue dots and similar devices are not compatible with the machines and cannot be used. The paper weight for self mailers needs to be at least 70gsm.

Paper type and sealing methods

The paper used for the envelope (and the insert if using window envelopes) must be opaque or dense enough to prevent any printing or graphics from the inside of the mail piece clearly showing through.

Envelope paper for machine sorted mail items must:

• be constructed of paper only and not be synthetic

• not be phosphorescent

• be suitable for ink to dry in less than a second

• have a matt finish

Kraft envelopes and recycled paper (bleached or non bleached) are acceptable paper types for machinable mail products. If overprinting in a colour other than black, variation in the final tone can occur, especially on non bleached paper stock. Please e-mail us your mail piece design for assessment before printing, even if using an approved pantone colour on [email protected].

Incompatible paper types for machine sorted items include:

• Decorative paper containing dark fibres, background patterns or textures

• polywrap

• shrinkwrap

• spunbonded olefin (sheet product made of high-density polyethylene fibres)

• silver foil

• flow wrap

• any material containing metal

Mail pieces must not be sealed using clasps, buttons, string, staples, glue dots or similar devices.

If using any of the above, please refer to our manually sorted products – see section 2.0.

Inserts

Mail pieces must not contain magnetic items or items causing an uneven thickness, such as pens, pencils and loose keys or coins. This includes product samples as they cause uneven surfaces and pose a risk to the machine and the mail piece itself should any breakages occur.

1 To determine the aspect ratio, divide the mail piece length by its height.


Mail piece construction and materials continued

Envelopes, postcards, insert material and address labels

The envelope or postcard, any visible insert material and address labels must be white and/or an approved Pantone colour in all clear zones (see section 1.2 on page 5). This is to ensure there is sufficient contrast between the background and the text/graphics.

Outside the clear zones any colours may be used.

Acceptable Pantone colours

The acceptable range of Pantone colours for use in the clear zones with machine sorted mail is shown in the table. Key points to note are:

1. The actual colours shown below are approximate representations only

2. Acceptable Pantone colours can be created as solid pantone colour or replicated out of CMYK

3. Screens of acceptable Pantone colours are also acceptable

4. CMYK colours with a black component of less than 30% may also be acceptable. We will need to assess and approve these envelope designs on a case by case basis

5. If in doubt, please ask us! We will be happy to help. You can email us your mail piece design and layout at [email protected] or call 0800 501 501.

Multiple window envelopes

Multiple windows can be included on the envelope providing they do not conflict with the clear zones or contain information that may be interpreted as a delivery address.

Window covering

The envelope window must be transparent and the delivery address must be clearly visible through it. Window coverings must be tight and free of any wrinkles, streaks, fogging or colour. Open windows are not permitted.

Gloss/shine

The mail piece material must be matt and non-reflective. Glossy or shiny materials are not compatible with our sorting machines. If in doubt please ask.

Mail piece flexibility

The mail piece must be flexible enough to go through the sorting machine without damaging the mail piece or the machine. As a guide, the mail piece and its contents must be easily bent evenly around a 280mm diameter circular surface.

120 127 128 134 135 141 148

149 155 162 169 196 203 250

277 290 304 317 331 332 337

344 351 358 365 366 373 386

393 400 406 413 427 434 441

453 454 461 467 468 474 475

482 488 489 496 502 503 510

524 530 531 538 545 552 559

566 573 579 580 586

Want to use a colour you can’t see here? Refer to our manually sorted products on page 26.


1.4 Address printing

The table below shows the current list of machine readable fonts and sizes. Not all font sizes can be used for all fonts.

Any font style/size not included cannot be used with our machine sort products. Please use one of the approved fonts or alternatively select a manually sorted product (see section 2.0).

Font 9pt 10pt 11pt 12pt

Arial • • • •

Arial Narrow •

Bookman Old Style • • • •

Calibri • • •

Century • • • •

Century Oldest • • • •

Courier New • • • •

Din •

• •

Foundry Sans • • •

Gothic 720 • • • •

Helvetica • • • •

ITC Avant Garde Book •

Font style

Please do not use the styles below (or other highly ornamental/stylised versions of the fonts shown on the left), as they cannot be read by the machines:

• Bold

• Underlined

• Italic.

Upper case must be used for the first letter of each word and the remaining letters can be written in all upper or all lower case.

For more information about addressing layout standards, refer to our website at www.nzpost.co.nz/addressing.

Want to use a font you can’t see here? Refer to our manually sorted products on page 26.

Font 9pt 10pt 11pt 12pt

Letter Gothic • • • •

Lucida Sans • • • •

Meta • •

Myriad Pro • • •

• • •

Quay • • •

Sans Basic B5 Plain • •

StoneSans • • • •

Times New Roman • • •

Trade Gothic • • • •

Trade Gothic Light • •

Verdana • • • •

Formata BQ • • • •


Address printing continued

Font colour

Fonts must be in black or dark blue (see page 20 for approved Pantone colours for delivery addresses, PermitPost impressions and FIMs).

Print quality

The characters forming the delivery address must be clean, sharp, dark and uniformly printed. The address must be printed clearly (i.e. dark text on a light background).

Left justification

The delivery address must be left justified.

Character spacing

There must be a minimum space of 0.3mm and a maximum space of 1.5mm between characters.

Word spacing

There must be a minimum of 1 and a maximum of 2 character spaces between words/numbers.

Line spacing

There must be a minimum space of 0.8mm and a maximum space of 6mm between address lines. This spacing must be consistent between each of the address lines and the customer number and/or barcode if included.

Address characters

All address characters must appear in the window if using a window envelope. The address block skew must be less than 5 degrees relative to the bottom edge of the mail piece.

Address labels

Address labels must be fastened securely. The address label skew must be less than 5 degrees relative to the bottom edge of the mail piece. All addressing information on the label must be legible and oriented to the longest edge of the mail piece.

Customer reference and/or barcodes in the address block

In addition to the delivery address, the address block can also contain a customer reference (which can be alphanumeric) and/or barcode.

The location of the customer reference and/or barcode must meet the following requirements to ensure it does not impact on the reading of the delivery address:

• it must be on one single line on the line above the recipient name

• the line spacing must be consistent with the rest of the address

• wording needs to be printed in a font size of 8pt or less

• it can be left or right justified, but it cannot extend further than 100mm to the right of:

– the left hand edge of the envelope window, or

– the left hand edge of the recipient address if this is printed onto the envelope or postcard

Alternatively, the barcode can be printed anywhere as long as it is more than 8mm away from the delivery address.

Unacceptable example due to uneven line spacing

Acceptable example with even line spacing


1.5 Sender address area

All machine sorted mail items must include a sender address. This can be located on the front or the back of the mail piece.

Sender address area – front of mail piece

The sender address must include a postcode and must appear in the sender address/company logo area in the top left-hand corner of the mail piece. The sender address area is a maximum of 100mm length x 40mm height. For E8 envelopes, the maximum sender address area is 64mm length and 34mm height.

To prevent the sender address being read as the delivery address, the sender address must be printed on the mail piece as follows:

• font size must be 8pt or less but still needs to be easily legible

• preferably written on one line with commas separating the address line

• if it is written over multiple lines include a ‘sender keyword’ (please refer to ‘sender keywords’)

• the sender address area can also include graphics and logos.

Sender address area – back of mail piece

The sender address can be located anywhere on the back of the mail piece. It must include a postcode and can be written as a block or on one line with commas separating the address lines. The sender address font size must be 8pt or less.

Sender keywords

Sender keywords are specific words that are included at the beginning of a sender address.

Sender keywords need to be used when the:

1. sender address on the front of the mail piece extends over more than one line, or

2. sender address is included on the reverse of the mail piece.

Valid keywords are; Sender, Return, From and Undeliverable and can be used by themselves, in a combination or with other words.

Common examples include:

• Return to sender:

• Return to:

• From:

• If undeliverable return to:

Sender keywords need to be located to the left or immediately above the first line of the sender address.

Example 1: sender address written as one line

A B Sample, 123 Sample Street, Sample Address, Sampleton 0000

Example 2: sender address written as a block (with sender keyword)

a) with sender keyword to left of the first line of the address

If undeliverable return to: A B Sample 123 Sample Street Sampleton 0000

b) with sender keyword immediately above the first line of the address

If undeliverable return to: A B Sample 123 Sample Street Sampleton 0000

Max 40mm

Max 100mm

Sender address area

Diagram not to scale


1.6 Permit Post Impressions

Diagram not to scale

Requirements Standard format(can be used with machine and manually sorted mail)

Customised format(can be used with manually sorted mail only)

Location Must be in the indicia area in the upper right-hand corner of the mail piece

Anywhere on the front of the mail piece (on the same side as the delivery address)

Clear Zones 5–10mm between the PermitPost impression and the top and right-hand edges of the mail piece

None

Colour Approved black or dark blue Pantone colours (see page 20)

Any

Font size and style Approved fonts only, size 9pt Any font style. Must be at least 8pt for ease of reading

Mandatory features The left side of the PermitPost impression must include:– New Zealand– Permit No. [Permit Number]– the New Zealand Post Permit logo

Other PermitPost impressions must be printed directly onto the mail piece in the correct location as shown below. Hand stamps and labels are not permitted.

PermitPost impressions can appear on labels however hand stamps are not permitted.

Approved Pantone colours for delivery addresses, PermitPost impressions and FIMs

14mm

32.5mm 27.5mm

60mm

14mm

32.5mm 27.5mm

8mm

60mm

072

2757

2747 343

2767 Black

Type 3 FIM for Approved FreePost

Max 40mm

Max 80mm

Indicia area

14mm

20m

m

2 4 2 4 2 mm

PermitPost impressions must be located on the front of the mail piece on the same side as the delivery address. PermitPost impressions can be designed as Standard or Customised formats and are required for both machine sorted and manually sorted mail piece. Only Standard PermitPost impressions are permitted for machine sorted mail. The table on the right lists the requirements for both types.

A PDF of an approved Standard PermitPost impression is available for you to download and use at www.nzpost.co.nz/permitpost. All you need to do is insert your allocated PermitPost number.

14mm

32.5mm 27.5mm

8mm

60mm

3mm


1.7 Approved FreePost

FreePost is a versatile, cost-effective service for businesses, organisations or individuals wanting to maximise the response rates to their mailings, advertising and direct marketing promotions. It’s the mail version of a freephone number, enabling customers to contact businesses by mail free of charge. Approved FreePost can be used on medium-sized, non-window envelopes and postcards which meet machine sorted envelope layout standards.

Key elements

• The minimum mail piece size is 92mm high and 165mm long.

• Only medium-sized non-window envelopes and postcards can be used for Approved FreePost. If using postcards, the minimum stock weight is 230gsm.

• The FreePost Authority Number must be written on one line and located in the sender address/company logo area.

• Use approved Pantone black or dark blue type 3 FIM indicia (i.e. triple bars), FreePost and New Zealand Post button impressions (please refer to page 22).

• Address panel bar widths (i.e. the black bars located at each end of the envelope) must be a minimum of 2mm and a maximum of 5mm, and cannot extend into the indicia area.

• The same approved fonts and colours apply as for Volume Post 1 and Volume Post 3 – see page 17.

Please see pages 22–24 for further information about layout. For more information on the FreePost service please refer to our website at www.nzpost.co.nz/freepost.


Indicia area for Approved FreePost envelopes and postcards

Facia Indicia Marks (FIM)

FIMs must be located within the indicia area.

A type 3 FIM is used on Approved FreePost envelopes.

• Each contrast bar must measure 20mm length x 2mm width.

• There must be a 4mm space between each contrast bar. The FIM skew must be 0 degrees relative to the bottom edge of the mail piece. There must be no other objects between the FIM bars.

• There must be a clearance of at least 10mm around the FIMs.

• FIMs can be black or dark blue (see page 20 for approved Pantone colours for PermitPost Indicias and FIMs).

Type 3 FIM for Approved FreePost

Max 40mm

Max 80mm

Indicia area

14mm

20m

m

2 4 2 4 2 mm


Min5mmMax10mm

Min5mmMax10mm

15mm15mm

Max 40mm

59.6mm

80mm

Max 100mm

FreePost Authority Numberand company logo area


Min 8mm

Min 8mm

Min 8mmMin 8mm

10mm10mm

20mm

10mm

Bar width:minimum 2mmmaximum 5mm

AB CompanyPO Box 123Box LobbyCity 1234

14mm

2 4 2 4 2


40mm

Non-window envelopes and postcards, FreePost DLE – measurements(diagram shown at 100%) Length = 225mm Height = 114mm



FreePost Authority Numberand company logo area

Object Area(graphics, logo, text)


AB CompanyPO Box 123Box LobbyCity 1234

Non-window envelopes and postcards, FreePost DLE – colour guide(diagram shown at 100%)


Checklist – For machine-sorted mail piecesBefore going to print, please use the following checklist to ensure you’ve met all the requirements. If you have any questions, please call our customer service centre on 0800 501 501, or email us at [email protected].

* mail piece refers to window envelopes, non-window envelopes and postcards as applicable.

~ Is your mail piece a machinable size?~ Have all the clear zone requirements been met? See section 1.2.~ Have you got an approved Standard PermitPost impression (or FIM if using Approved FreePost) overprinted onto your mail piece?~ Check that all dimensions for the Standard PermitPost impression match those shown on page 20.

~ Have you used machinable colours and materials?~ Is your font size and style machine compatible?~ Have you included a sender address and is it in the right place?If you can’t meet this checklist, please refer to our manually sorted requirements on page 26.


2.0 Manually sorted requirements

This section will help you to design your mail piece so it meets the envelope layout standards for our manually sorted mail products.

• GoFlexible

• Business Flexible

• PrintPost

• Print PreSort

• Volume PreSort

• Adcard

As they don’t go through the machines, there are far fewer requirements as captured in the table.

Our manually sorted products are ideal solutions for creative and/or direct mail pieces as there are no limitations on colours, font styles or graphics. With the exception of Adcards, all mail pieces can also be flow-wrapped.

Requirements GoFlexible™ Business Flexible

PrintPost™ Volume PreSort

Adcard Print PreSort

Volume 500 300 1000 5000 5000 5000

PermitPost indicia required

Yes – can be anywhere on the same side as the delivery addressStandard or Customised format permitted

Font size and style Any style. At least size 8 font for the delivery address.

Mail piece and insert colour

Any colour permitted

Delivery address Must be a valid New Zealand Post address and be clearly visible on the front of the mail piece.

Must be a valid New Zealand Post address and be clearly visible on the front of the mail piece.

The delivery addresses in the sequenced portion of the lodgement must have a Round Number as well as a postcode. The Round Number must be ‘address line 1, be font size 12 and left justified.

Return to Sender address

Must be a valid New Zealand Post address, can be anywhere on the mail piece and be clearly distinguishable from the delivery address.

Full product specifications

Full product specifications are set out in the Public Contract and Postal Users Guide.


Contact UsFor more information, please visit our website www.nzpost.co.nz, email [email protected], or call our Customer Service Centre on 0800 501 501.

This guide is correct at the time of going to press and is subject to change. The standard terms and conditions of the products and services offered by New Zealand Post Limited, including information on the extent of our liability, are set out in the Public Contract and the Postal Users’ Guide. These are available for reference at PostShop™ stores and selected New Zealand Post retail outlets, or can be viewed on our website www.nzpost.co.nz/terms. Other conditions for New Zealand Post Account customers are contained in the terms and conditions provided when credit was arranged. New Zealand Post reserves the right to change the product specifications. VolumePost, FreePost, GoFlexible, PrintPost, PermitPost, Volume PreSort, Print PreSort and PostShop are trade marks of New Zealand Post Limited.

ADV391IG15 (July 2015)

Documents

Envelope + Postcard Layout Standards