Clean Mail Basics

1. Clean Mail Basics Business Letter Services

2. Introduction • Clean Mail is an Australia Post service for the delivery of machine addressed Small and Small Plus articles within Australia. No barcodes or sorting are required. • In this module • This module introduces you to Clean Mail and provides an overview of Australia Post’s requirements for Clean Mail preparation, sorting and lodgement. • Learning outcomes • By completing this module, you will be able to: • list the features and benefits of Clean Mail • identify Australia Post’s requirements for Clean Mail • locate current pricing information for Clean Mail

3. Domestic Registered Post offers you: • a unique identification number for every article • proof of posting when lodged at the post office counter • signature obtained on delivery • extra cover of up to $100 is included Additional services for Domestic letters: • delivery Confirmation – within Australia and International • Person-to-Person Delivery • additional Insurance up to $5,000 Clean Mail at a glance Australia Post differentiates between mail that is addressed by hand (“Hand Addressed”) and where the address has been printed onto the article (“Machine Addressed”). • What is Clean Mail? • Clean Mail is an Australia Post service for the delivery of machine addressedarticles to addresses within Australia. • Clean Mail articles are designed to ensure that the addresses are compatible with Australia Post’s automated letter sorting equipment which can efficiently process articles. • With Clean Mail, you can: • • choose not to sort or barcode your mail • • lodge bulk mailings of 300 or more articles • • maximise the space available for creative artwork • • use the Registered Post service in conjunction with Clean Mail. • In addition, the Clean Mail service also: • • has access to private box addresses • • has access to the Redirection service • • allows a postage meter to be used as a payment method • • has delivery with daily normal mail by the same professional delivery officers.

4. Clean Mail at a glance • What qualifies for Clean Mail? • To qualify: • • the minimum quantity is 300 articles per lodgement • • each lodgement must consist of articles within the same size category • • all articles within a lodgement must originate from the same organisation • • all articles must be machine addressed. • Clean Mail articles do not need to be barcoded, however, if you choose to apply barcodes they must be correct.

5. Clean Mail at a glance • More information • More detailed information is available in the Clean Mail Fact Sheet and Clean Mail service guide. • Prices for Clean Mail can be found in the Post Charges booklet and the Australia Post website (auspost.com.au). • These guides are also available at any Australia Post outlet.

6. Clean Mail basics • Clean Mail requirements • Overview To qualify for Clean Mail prices, customers need to meet Australia Post’s Clean Mail requirements: • size, weight and type • correct addressing • sorting • minimum volumes • application Each requirement is covered on the following pages.

7. Clean Mail basics • Clean Mail requirements • Size, weight and type requirements Clean Mail is only available for Small and Small Plus size categories. Clean Mail items can weigh up to 125gms. Articles can be either enveloped or as postcards, however plastic wrapped articles are not accepted. All articles in a lodgement must be within the same size category.

8. Clean Mail basics • Clean Mail requirements • Correct addressing requirements Clean Mail items do not need to be barcoded. However, if a customer chooses to apply barcodes they must be correct. Articles that have an incorrect, corrupt, out of specification or illegible 4-State Barcode are not accepted. • Articles need the addressed side to be printed with: •  the Postage Paid Imprint (unless a postage meter is used) •  the return address, here or on the back •  a delivery address that observes the correct addressing conditions.

9. Clean Mail basics • Clean Mail requirements • Correct addressing requirements The delivery address is a mandatory inscription and therefore correct addressing conditions apply. Any application for variations or additions to this format should be submitted and approved prior to lodgement. 1 Bottom line – Must contain in the following order: the locality, the state or territory abbreviation and finally the postcode. This line is to be printed in CAPITALS with no punctuation and no underlining. Leave one or two spaces only between the locality, state or territory abbreviation and the postcode. 2 Additional address information such as business or persons name, must be placed above the last two lines of the address and not below, alongside or within these lines. 4 Non-address information such as customer reference codes, must be printed above the address. Second last line – Must contain the number and name of the street or thoroughfare or post office box or bag number. 3 Second last and bottom lines – Must be aligned left. 5

10. Clean Mail basics • Clean Mail requirements • Correct addressing requirements • Adding logos, advertising and other printing • In order to access the Clean Mail service, articles must follow the requirements for clear zones on the front and back of articles. • Any colour within a clear zone must approximate one of the 78 approved PMS colours

11. Clean Mail basics • Clean Mail requirements • Sort requirements Clean Mail articles do not need to be sorted. Simply face them all in the same direction and place into correctly labelled Australia Post letter trays. Both trays and labels can be supplied by Australia Post If there are 2,000 or more letters it is preferred that you separate them into trays for delivery to each of the 8 designated states: • NSW • VIC • QLD • SA • WA • ACT • TAS • NT You need to provide a Clean Mail lodgement document when lodging articles.

12. Clean Mail basics • Clean Mail requirements Delivery times • Clean Mail is delivered Monday to Friday with letters and other mail. • The delivery standards for regular mail are as follows (in business days). • These timetables are guidelines only and based on reasonable expectations and experience. Australia Post will not be liable for any loss or damage (including but not limited to consequential loss) resulting from a failure to deliver in accordance with these timetables.

13. Clean Mail basics • Clean Mail requirements • Application requirements • You do not need to apply for the Clean Mail service, however you need to provide a Clean Mail Lodgement Document (8838879) when lodging articles.

14. Clean Mail requirements Other considerations How can I be sure an article is acceptable? • Australia Post staff inspect each lodgement to ensure that it satisfies correct addressing conditions. • If you are concerned that your articles may not satisfy all service requirements you can request a preliminary test prior to lodgement: • bqp.help@auspost.com.au • Australia Post Business Letter Services GPO BOX 1777 MELBOURNE VIC 3001

15. Norfolk Island 2899, Christmas Island 6798, Cocos (Keeling) Islands 6799 and Australian Antarctic Territories 7151. Clean Mail basics • Clean Mail requirements • Cost • Clean Mail offers you an economical option for minimal effort. The prices vary by size category. • Note: For External Territories the GST free price will be the same as the GST inclusive price shown in the price table. • Prices for Clean Mail are also located in the Post Charges booklet (8833665) and the Australia Post website auspost.com.au • Australia Post provides a variety of payment options. For details, please discuss with your lodgement point or Account Manager, or the contacts detailed on the inside front cover of the Clean Mail service guide.

16. Clean Mail basics • Summary • The key points covered were: • You must have at least 300 machine addressed articles • Correct addressing conditions need to be adhered to • Available only for Small and Small Plus articles • Envelopes and Postcards can both be lodged as Clean Mail • A Clean Mail lodgement form must be completed for each lodgement. • Plastic wrapped articles are not acceptable in the Clean Mail service • Usually no need to sort but articles need to be lodged all faced in the same direction in small letter trays • Clean Mail tray labels need to be affixed to all trays in the lodgement • Registered Post may also be used with the Clean Mail service • Prices can be located in the Clean Mail service guide, the Postal Charges Guide (MS11), and the Australia Post web site (auspost.com.au)

17. Assessment You now need to complete a short assessment to check your understanding of the information covered in this module. This assessment consists of 10 multiple-choice questions and should take you approximately 10 minutes to complete. To pass the assessment, you need to answer at least eight of these questions correctly. Attempt this assessment as many times as you need to. If you do not pass, it is recommended that you review this module again.

18. Assessment What is the minimum number of articles of the same size and weight that are required to access the Clean Mail service? • 100 articles • 150 articles • 300 articles • 500 articles 1 Correct answer = C 300 articles is the minimum number.

19. Assessment Mandatory correct addressing conditions apply to all articles in a Clean Mail lodgement. Where can you locate the details of these addressing conditions? • Clean Mail service guide • Clean Mail service guide, Post Charges guide (MS11) • Clean Mail service guide, Post Charges guide (MS11), Australia Post web site (auspost.com.au). 2 Correct answer = A Details of Clean Mail Correct Addressing conditions can be located in the Clean Mail service guide.

20. Assessment • Yes • No 3 Can you lodge 300 medium letters in the Clean Mail service? Correct answer = B Clean Mail is only available for Small and Small Plus sizes.

21. Assessment • Yes • No • Yes provided that they meet the mandatory addressing conditions 4 Are postcards acceptable in the Clean Mail service? Correct answer = C Postcards are acceptable in the Clean Mail service provided that they meet the mandatory addressing conditions.

22. Assessment • Yes • No • Yes provided that they meet the mandatory addressing conditions 5 Can plastic wrapped articles be lodged as Clean Mail? Correct answer = B Plastic wrapped articles cannot be lodged as Clean Mail.

23. Assessment • Bundled in rubber bands • Face up in a plastic letter tub • It does not matter as long as there are 300 articles • All faced in the same direction in Australia Post small letter trays • All faced in the same direction in Australia Post small letter trays, with Clean Mail tray labels, and completed lodgement form. 6 How should Clean Mail letters be presented at the counter for lodgment? Correct answer = E Clean Mail must be presented with all articles faced in the same direction in Australia Post small letter trays, with Clean Mail tray labels, and completed lodgement form.

24. Assessment • Express Post • Registered Post • Cash on Delivery • All of the above • No supplementary services can be used 7 What supplementary services can be used with Clean Mail? Correct answer = B Registered Post can be used with the Clean Mail service.

25. Assessment • Clean Mail service guide • Clean Mail service guide and Australia Post web site • Clean Mail service guide, Australia Post web site and Postal Charges Guide (MS11) 8 Where can you find the correct price for a Clean Mail letter? Correct answer = C The correct price for a Clean mail letter can be found in the Clean Mail service guide, Australia Post web site and Postal Charges Guide (MS11).

26. Assessment • Yes • No • No, but if they are printed they must be correct. 9 Are barcodes required on Clean Mail items? Correct answer = C Barcodes are not required on Clean Mail items, but if they are printed they must be correct.

27. Assessment Which statement best describes a machine addressed article? A Machine addressed article is one that : • Has a delivery address written by hand because it can be processed by a machine. • Has a delivery address printed onto the article by a machine. • Has been processed by Australia Post automated letter sorting equipment. 10 Correct answer = B A machine addressed article is one that has a delivery address printed onto the article by a machine.