ENVELOPES
Names and addresses on envelopes should be identical to those in the letterhead, the inside address, and the signature block of the letter.
Business envelopes, regardless of size, must carry both the addressee's full name and address and the sender's return address, both in block style. To be processed by the U.S. Postal Service's computerized mail processing machines--OCRs (optical character readers) and BCSs (barcode sorters)--the envelopes must be "machinable" (of proper size and shape) and electronically readable.
Adhering to the following guidelines will ensure that letter mail is technically compatible with these devices.
Size
Envelopes and cards with dimensions that fall between the minimums and maximums listed below can be processed by computerized mail processors.
| Dimensions | Minimum | Maximum |
|---|---|---|
| Height | 31/2" | 61/8" |
| Length | 5" | 111/2" |
| Thickness | .007" | 1/4" |
Card stock should not exceed .0095". Mailpieces smaller than the above minimums are not mailable. Letter mail larger than the maximums is mailable but cannot be processed by OCRs and BCSs and may be subject to a surcharge.
Address Location
The eye of the OCR looks for the address within an imaginary rectangle on each mailpiece. As many address lines as possible should appear in this area.
Lines of the Address
Address lines should appear in the same order as in the example above. All pertinent information should be provided (including apartment or suite numbers). Proper designations- such as street, road, or avenue-help ensure correct delivery.
Foreign mailings should have the country name, printed in capital letters, as the only information on the bottom line. The postal delivery zone, if any, should be included with the city:
MR JACK EDWARDS
103 CAMDEN DRIVE
LONDON W4P2HQ
ENGLAND
Non-Address Information
Since the OCR is looking for the address in a particular area, extraneous (non-address) printing that appears nearby can confuse it and will result in the mail being rejected. If non-address information (advertising copy, company logos, etc.) must appear in the OCR read area, it should be positioned above the delivery address lines and not in the space below or on either side of the delivery address line.
Barcode Clear Area
After reading an address, the OCR will print the appropriate barcode on the bottom of the mailpiece. By reading the code, BCSs route each envelope to its destination. Since BCSs only recognize barcodes (rejecting mail that has other printing in the barcode area), the barcode clear area must remain free of all printing, markings, colored borders, etc.
Window Envelopes
The entire address must always be visible in a window envelope, even during full movement of the insert. If part of the address is hidden, the OCR rejects the envelope and sends it off for manual or mechanized processing.
Address Characters
The OCR will read most printer or other machine-printed addresses, but it does not recognize script, italic, artistic, and other highly stylized characters.
Print Quality and Color
The OCR quickly reads clear, sharp print but has difficulty reading characters that are faded, broken, or smudged. Although certain color combinations are acceptable, it cannot read the address if the contrast between the ink and paper is not sharp.
Spacing
Spacing between characters, words, and address lines is very important. The OCR must see a clear vertical space between each character and each word or it won't know where one ends and the next one begins. For similar reasons, it also needs a clear horizontal space between each line of the address. Clear spaces between words should be at least equal to the width of one full-size character, such as a capital "M."
To check for proper spacing, draw a vertical line between a few characters in the address with a pen. Then draw a horizontal line between two address lines. If the ink from the pen doesn't touch any of the characters, the spacing is probably sufficient.
Miscellaneous Notations
In addition to the addresses, business envelopes may carry the following notations:
First-Class mail weighing one ounce or less is subject to a "nonstandard surcharge" if it exceeds 61/8" in height, 111/2" in length,1/4" in thickness, or if its aspect ratio (length divided by height) does not fall between 1.3 and 2.5.
