The following is a list of useful mailing terms.
| Address Change Service (ACS) | An automated process that provides change-of-address information to participating mailiers who maintain computerized mailing lists.The information is captured in the Computerized Fowarding System (CFS) units and sent to mailers on electronic media which reduces the volume of manual change-of-address notices. |
| Address Element Correction (AEC) | A process that identifies and revises incomplete or incorrect addresses and then attaches ZIP+4 and carrier route codes. It involves matching of records that cannot be coded using CASS-certified address matching software. |
| ancillary service | Forwarding, return, or address correction service included within a mail class. Depending on the mail class, these services are performed at a charge or at no additional charge, if and when the service is actually rendered. |
| ancillary service endorsement | A marking used by a mailer to request the new address of an addressee and to provide the USPS with instructions on how to handle mail that is undeliverable as addressed. |
| area distribution center (ADC) | A mail processing facility that receives and distributes mail destined for specific ZIP Codes. ADCs and their associated ZIP Codes can be found in DMM labeling list L004. |
| aspect ratio | The dimension of a mailpiece expressed as a ratio of length (the direction parallel to the address) divided by height. For example, a postcard 5-1/2 inches long by 3-1/2 inches high has an aspect ratio of 1.57. An aspect ration between 1.3 and 2.5, inclusive, is required for automation compatibility. For First-Class Mail letters and flats that weigh less than one ounce, aspect ratio is used to determine whether a nonstandard surcharge applies. |
| automated area distribution center (AADC) | An area distribution center (ADC) that uses multiline optical character readers (MLOCRs), barcode sorters (BCSs), and other equipment designed for processing automation compatible mail. Also see area distribution center. |
| automation discount | A postage reduction offered to mailers who prebarcode their mailpieces and meet addressing, readability, and other requirements for processing on automated equipment. |
| barcode | A series of vertical bars and spaces that represent any numerical series, most often a correct ZIP Code for the delivery address on a mailpiece. The barcode facilitates automated processing by barcode readers and scanners. A barcode also can be used to convey information for Delivery Confirmation and Signature Confirmation services. Barcodes that may be used for postal processing are POSTNET, Interleaved 2-of-5, Code 39, Code 128. Also see delivery point barcode and Postal Numeric Encoding Technique. |
| barcode clear zone | A rectangular area in the lower right part of a letter-size mailpiece that must be kept free of printing and symbols, except for the barcode itself. This requirement allows automated processing machines to read or apply a barcode. |
| barcode discount | A postage discount available for certain Standard Mail and Package Services machinable parcels that bear a correct barcode and meet other size, shape, and volume requirements. |
| Bound Printed Matter (BMP) | A subclass of Package Services that consists of permanently bound sheets of which at least 90% are printed with advertising, promotional, directory, or editorial matter (or a combination of such matter.) |
| bulk mail center (BMC) | A highly mechanized mail processing plant that distributes Standard Mail and Package Services in piece and bulk form. |
| bundle | Two or more packages secured together into a single piece or unit. Also seepackage. |
| business mail entry unit (BMEU) | The area of a postal facility where mailers present bulk, presorted, and permit mail for acceptance. The BMEU includes dedicated platform space, office space, and a staging area on the workroom floor. |
| business reply mail (BRM) | A service that allows a permit holder to receive First-Class Mail and Priority Mail back from customers and pay postage only for the returned pieces. These pieces must have a specific address and format. Postage and per piece charges are collected when the mail is delivered back to the permit holder. |
| carrier route | The addresses to which a carrier delivers mail. In common usage, carrier route includes city routes, rural routes, highway contract routes, post office box sections, and general delivery units. |
| Carrier Route File | The official listing of all city and noncity delivery post offices available to mailers in a standardized format. It contains schemes for city routes, rural routes, highway contract routes, post office box sections, and general delivery units. The data are formatted by ZIP Code, Street name, and street number range. |
| carrier route presort mail | Mail sorted by carrier route to qualify for discount postage rates. The mail requires no primary or secondary distribution. The term is a general descriptor of the available rates for this type of preparation, which includes Enhanced Carrier Route Standard Mail, automation carrier route First-Class Mail, carrier route Bound Printed Matter. Unless mailed at automation rates, carrier route mailpieces usually do not bear a barcode. |
| Coding Accuracy Support System (CASS) | A USPS service offered to mailers, service bureaus, and software vendors that improves the accuracy of matching to delivery point codes, ZIP+4 codes, 5-digit ZIP Codes, and carrier route codes on mailpieces. CASS provides a common platform to measure the quality of address matching software. |
| cooperative mailing | A mailing made jointly by one or more organizations authorized to mail at Nonprofit Standard Mail rates at the same post office. |
| courtesy reply mail (CRM) | Envelopes or postcards that a mailer provides to its customers to expedite delivery of their responses. The customer affixes the reply postage before mailing. |
| delivery point barcode (DPBC) | A POSTNET barcode that consists of 62 bars with beginning and ending frame bars and 5 bars each for nine digits of the ZIP+4 code, the last 2 digits of the primary street address number (or post office box, etc.), and a correction digit. The DPBC allows automated sortation of letter mail to the carrier level in walk sequence. |
| delivery sequenced mail | Mail that is arranged by a mailer in delivery order for a particular carrier route. This mail requires no primary or secondary distribution. |
| destination bulk mail center (DBMC) rate | A rate available for Standard Mail, Parcel Post, and Bound Printed Matter that is properly prepared and entered by the mailer at the BMC or other designated postal facility that serves the delivery address on the mail. |
| destination delivery unit (DDU) rate | A rate available for Periodicals, Standard Mail, Parcel Post, and Bound Printed Matter that is properly prepared and entered by the mailer at the delivery unit that serves the delivery address on the mail. |
| destination sectional center facility (DSCF) rate | A rate available for Periodicals, Standard Mail, Parcel Post, and Bound Printed Matter that is properly prepared and entered by the mailer at the sectional center facility (SCF) or other designated postal facility that serves the delivery address on the mail. |
| Domestic Mail Manual (DMM) | The USPS manual that contains the basic standards governing domestic mail services; descriptions of the mail classes and services and conditions governing their uses; and standards for rate eligibility and mail preparation. Domestic mail is classified by size, weight, content, service, and other factors. |
| drop shipment | Typically the movement of mailer's product on private (nonpostal) transportation from the point of production to a postal facillity located closer to the destination of that product. |
| endorsement | An authorized marking on a mailpiece that shows handling instructions, a service, or a request for an ancillary service. Also see marking. |
| Enhanced Carrier Route Standard Mail | See carrier route presort mail. |
| entry BMC | A bulk mail center (BMC), including its satellite auxiliary service facility (ASF) unless specified otherwise, at which mail is entered by the mailer. |
| entry facility | The USPS mail processing facility (e.g., BMC, SCF) that serves the post office at which the mail is entered by the mailer. Also called origin facility. |
| extended managed mail tray (EMM) | 2-foot letter trays that measure 21-3/4 inches long by 11-1/2 inches wide (inside bottom dimensions) by 6-1/8 inches high. Must be used for lettersize mail that does not fit in regular MM trays. |
| face | The side of a mailpiece with the delivery address. Also, to arrange mail in a uniform orientation; that is, with the delivery address facing forward and the postage area positioned in the upper right hand corner. |
| facing identification mark (FIM) | A series of five or six vertical bars used by automated postal equipment ot identify, orient, and separate reply mail. |
| facing slip | A paper label attached to the top of a bundle that shows where the mail is to be distributed, the class and type of mail, and the country or military post office. Also see optional endorsement line . |
| FASTforward | A USPS-licensed automated system that updates addresses by identifiying names and addresses for which current change-of-address orders are on file. A piece of dated FASTforward can be delivered directly to the new address rather than forwarded from the old address. FASTforward systems interface with USPS-approved automation systems such as multiline optical character readers (MLOCRs) and remote video encoding (RVE) operations. FASTforward is available in two applications. The Mailing List Correction application updates computerized name and address mailing list before mail piece creation. The MLOCR/RVE application provides an "on-piece" address correction during mail processing before deposit into the mail stream. |
| First-Class Mail (FCM) | A class that includes all matter wholly or partly in writing or type writing, all actual and personal correspondence, all bills and statements of account, and all matter sealed or otherwise closed against inspection. First-Class Mail comprises three subclasses: postcards, letters and sealed parcels, and Priority Mail. Any mailable matter may be sent as First-Class mail. First-Class Mail is a USPS trademark. |
| FLTS | An abbreviation used on a mail container labels that identifies the contents as flat-size. |
| full flat tray | A tray that is sufficiently filled with flats to allow or require preparation to the corresponding presort destination. A full flat tray contains at least enough pieces so that a single stack of mail lying flat on the bottom of the tray reaches to the bottom of the handholds. Additional pieces must be added when possible to physically fill the tray. |
| full letter tray | A tray filled at least three-fourths with faced, upright pieces. Each tray must be physically filled to capacity before the filling of the next tray. A tray with less mail may be prepared only if less-than-full or overflow trays are permitted by the standards for the rate claimed. Also see less-than-full tray and overflow tray. |
| full sack | A sack filled with the minimum number of pieces needed to qualify for the class and rate claimed. |
| indicia | Imprinted designation on mail that denoted postage payment (e.g., permit imprint). |
| keyline | Optional mailer information printed at least two lines above the address or in the lower left corner of the envelope. Under some postage payment systems, the keyline is a required line that contains specific information about the mail piece. |
| less-than-full tray | A tray that contains mail for single destination that was not preceded by a full tray for that destination. Less-than-full trays may be prepared only if permitted by the standards for the rate claimed. |
| LTRS | A code used on mail container labels that identifies the contents as letter-size mail. |
| mailing | A group of mailpieces within the same mail class and mail processing category that may be sorted together under the appropriate standards. Also, the action of depositing or presenting mail at a post office. |
| marking | Words or abbreviations printed on a mailpiece that show the class or service of a rate paid. See also endorsement. |
| Media Mail | Formerly Special Standard Mail. A subclass of Package Services that consists of books, sheet music, printed educational material, film, videocassettes, CD-ROMs, or other computer-readable media. |
| metered mail | Any mail class (except Periodicals) with postage printed by a USPS-approved postage meter. |
| MXD | An abbreviation used on mail container labels that identifies the contents as mixed mail for different destinations processed at a single facility (such as for multiple ADCs). |
| National Change of Address (NCOA) | An address correction service that the USPS provides to mailers through USPS licensees. The licensees match mailing lists submitted to them on tape or disk against change-of-address information for the entire country from all Computerized Forwarding System units. If a match is made, NCOA can correct the address before it is used on a piece of mail. |
| nonmachinable | The incapacity of a mailpiece to be sorted on mail processing equipment because of size, shape, content, or address legibility. Such mail must be processed manually. |
| nonmachinable outside (NMO) | A parcel or mailpiece that, because of size, weight, or other characteristic, cannot be sorted by mechanized mail processing equipment and must be handled manually. The parcel is called an outside because it cannot be placed in a sack or other mailing container. |
| optical character reader (OCR) | An automated mail sorting machine that interprets the address information on a letter-size mailpiece and sprays the corresponding ZIP Code information onto the piece as a barcode. The OCR consists of a mail feed unit, transport unit, stacker modules, computer with a control system, video monitor, and printer. |
| optional endorsement line (OEL) | A series of specific printed characters on the top line of the address block that identifies the sortation level of a package or bundle and may contain an ACS participant code. The OEL is used in place of a facing slip. |
| origin facility | See entry facility. |
| overflow tray | A less-than-full tray that contains pieces remaining after preparation of full trays for the same destination. Overflow trays may be prepared only if allowed by the standards for the rate claimed. |
| package | A group of addressed pieces assembled and secured together to make up a basic unit of bulk mail for processing purposes. Also see bundle. |
| Package Services | A class of mail (formerly Standard Mail (B)) that comprises four subclasses: Bound Printed Matter, Library Mial, Parcel Post, and Media Mail. There is no minimum weight limit for Package Services. |
| pallet | A reusable platform on which mail is stacked to be moved as a single unit. Pallets are made of rigid material designed for four-way forklift entry and capable of handling loads of up to 65 cubic feet and 2,200 pounds. A USPS pallet measures 48 by 40 inches. Also see top cap. |
| parcel | Mail that does not meet the mail processing category of letter-size mail or flat-size mail. It is usually enclosed in a mailing container such as a carton. |
| Periodicals | A class of mail consisting of magazines, newspapers, or other publications formed of printed sheets that are issued at least four times a year at regular, specified intervals (frequency) from a known office of publication. Periodicals usually must have a legitimate list of subscribers and requesters. |
| permit | Only authorization required for specific types of preparation or postage payment. Specifically, an authorization to mail without postage affixed by using indicia or an imprint. Payment is made against an advance deposit account that is established with the USPS for postage and services. |
| permit imprint | Printed indicia, instead of an adhesive postage stamp or meter stamp, that shows postage prepayment by an authorized mailer. Also see permit. |
| piece | An individually addressed mailpiece. This definition also applies when piece is used ineligibility standards. Quantities indicated for optional or required sortations always refer to pieces unless specifically excepted. |
| postage statement | Documentation provided by a mailer to the USPS that reports the volume of mail being presented and the postage payable or affixed, and certifies that the mail meets the applicable eligibility standards for the rate claimed. |
| Postal Numeric Encoding Technique (POSTNET) | The barcode system used on letter-size and flat-size mailpieces for encoding the delivery point information and ZIP+4 code information. Also see delivery point barcode. |
| presort | The process by which a mailer prepares mail so that it is sorted to the finest extent required by the standards for the rate claimed. Generally, presort is performed sequentially, from the lowest (finest) level to the highest level, to those destinations specified by standard and is completed at each level befor the next level is prepared. Not all presort levels are applicable to all mailings. |
| Presort Accuracy Validation and Evaluation (PAVE) | A voluntary program in which the USPS tests vendors' presort software and hardware products to determine their accuracy in sorting address information according to USPS standards and producing standardized supporting documentation. |
| rural route (RR) | A delivery route served by a rural carrier. |
| scheme sort | The distribution of mail to its destination according to a systematic plan determined by the mail processing functional area. Typically, this allows mailers to combine pieces addressed to two or more 5-digit or 3-digit ZIP Code areas. |
| sectional center facility (SCF) | A postal facility that serves as the processing and distribution center (P&DC) for post offices in a designated geographic area as defined by the first three digits of the ZIP Codes of those offices. Some SCFs serve more than one 3-digit ZIP Code range. |
| single-piece rate | A postage rate available for individual pieces of Express Mail, Priority Mail, First-Class Mail, and Package Services. It is not available for Periodicals except under the rate category of basic. This type of rate contrasts with rates available for bulk mail and presorted mail. |
| Standard Mail | A class of mail (formerly Standard Mail (A)) that weighs less than 16 ounces. It comprises the subclasses of Regular Standard Mail, Enhanced Carrier Route Standard Mail, and Nonprofit Enhanced Carrier Route Standard Mail. These subclasses include circulars, printed matter, pamphlets, catalogs, newsletters, direct mail, and merchandise. Standard Mail may be sent at presorted rates and at automation rates. |
| top cap | Material that forms a flat, level surface horizontal to the base of a pallet that is used to protect the integrity of the mail under the top cap while also supporting a loaded pallet above. A top cap must be secured to a pallet of mail with either stretchwrap or at least two crossed straps or bands. |
| tray | A container used in postal facilities to hold letters and First-Class Mail flats. It is used as a basic unit of mail quantity for purposes of preparing mail to qualify for discounted postage rates. Also see full flat tray, full letter tray, less-than-full tray, and overflow tray. |
| upgradable mail | First-Class Mail and Standard Mail that the USPS can process on a multiline optical character reader (MLOCR) to apply a barcode. Upgradable mail is letter-size, automation-compatible pieces with machine printed nonscript addresses, an OCR read area and a barcode clear zone meeting reflectance requirements, and paper that can accept ink. Preparation of upgradable pieces is usually simpler than the preparation of nonupgradable mail. |
| walk sequence | The order in which a carrier delivers mail from a route. This order is required for most carrier route presort mail. |
| WKG (working) | A marking used on mail container labels that identifies the contents as mail requiring sorting and distribution. |
| ZIP (Zone Improvement Plan) Code | Established in 1963, the system of 5-digit codes that identifies the individual post office or metropolitan area delivery station associated with an address. ZIP+4 is an enhanced code consisting of the 5-digit ZIP Code and four additional digits that identify a specific range of delivery addresses. ZIP Code is a USPS trademark. |
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