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5 How to Prepare Confirm Mail

To use the Confirm service effectively, mailers must prepare mailings to meet some key Confirm requirements and design mailpieces to accommodate the PLANET Codes in the address block. When mailers prepare their mailings, they must apply the PLANET Code barcode to the front of the mailpiece and adhere to specifications. Along with PLANET Codes, a Shipment ID barcode must be created prior to induction and printed on the appropriate forms for the Confirm mail shipment. The generation of PLANET Codes and Shipment ID barcodes are key parts of the mail preparation phase. These items are also essential elements to include in the preshipment notification.

This chapter contains information regarding:

• Steps to prepare Confirm mail.

• PLANET Code format requirements.

• PLANET Code location requirements.

• PLANET Code print requirements.

• Shipment ID number/barcode format.

• Rules for reusing PLANET Codes and Shipment ID numbers.

• Confirm Smart Seed.

Steps to Prepare Confirm Mail

1. Determine a PLANET Coding Approach - All Mailpieces or "Seeds".

Mailer should decide whether to place PLANET Codes on every mailpiece within their mailing or "seed" their mailing with selected PLANET Code mailpieces.

Using PLANET Codes on all mailpieces will allow for tracking individual mailpieces and will generate a larger, richer data stream.

Using PLANET Codes on seed mailpieces only (e.g., one to three mailpieces per tray) will generate data for seed mailpieces that "represent" entire portions of the mailing that do not use PLANET Codes. Mailers make assumptions about the mailing based on data generated by seed mailpieces. The specific seeding coverage scheme and volume is determined by the mailer. Mailers have two seeding options:

• Place PLANET Codes on a portion of "live" seed mailpieces within a mailing.

• Place PLANET Codes on a portion of Confirm "Smart Seed" mailpieces within a mailing.

Refer to the Confirm Smart Seed section (p. 10) later in this chapter for more detailed information on Smart Seeds.

For all Confirm mail, mailers must adhere to the Rules for Reusing PLANET Codes section (p. 9) later in this chapter.

2. Determine Information to Include in the PLANET Code.

The mailer must determine Service Type IDs and additional information to include within sections of the PLANET Code available for the mailer's use. Service Type IDs indicate the class and shape of the mail. Additional PLANET Code digits available for mailer use will differ depending on use of the 12- or 14-digit PLANET Code and the type of service used (i.e., Destination or Origin Confirm). Refer to the Destination and Origin Confirm PLANET Code Format Requirements section later in this chapter for detailed information on format requirements and structure.

3. Design and Produce Mailpieces Containing PLANET Codes.

The mailer must design mailpieces that accommodate the PLANET Code according to Postal Service specifications. The PLANET Code must be visible on the front of the mailpieces and located within the address block barcode read area. The PLANET Code must be (and remain) unobstructed in its entirety. Refer to PLANET Code location and print requirements sections later in this chapter for details.

4. Assign Digits to Complete the Shipment ID Number/Barcode.

For Destination Confirm mailings, mailers must assign eight digits called the Sequential Shipment ID number to identify each Confirm mail shipment. The Shipment ID number is one of four sets of numbers that make up the Shipment ID barcode. Refer to the Shipment ID Number/Barcode Format section later in this chapter for details. When the Postal Service scans the Shipment ID barcode, an entry scan record is created that indicates mail from a certain shipment has entered the mailstream (see Chapter 7 for details on Confirm Mail Induction).

PLANET Code Format Requirements

The PLANET Code is a 12- or 14-digit barcode - a "two-state" barcode similar in structure to the POSTNET Code address barcode used by mail processing equipment to sort the mail.

PLANET Codes consist of a series of tall and short bars. PLANET Code digit symbology is the inverse of POSTNET Code digit symbology; each POSTNET Code digit uses a combination of two tall and three short bars; each PLANET Code digit uses three tall and two short bars. (See Exhibit 2 below.) PLANET Codes must begin and end with one long "framing bar".

Exhibit 2

POSTNET Code and PLANET Code Digits

All PLANET Codes include a check-sum digit or correction character. This digit must always be the single-digit number (i.e., 0-9) which, when added to the sum of the other digits in the barcode, results in a whole number that is a multiple of 10.

Depending on the type of Confirm mail, mailers must choose the appropriate PLANET Code format:

• Destination Confirm to track outgoing mailings. PLANET Codes can be used to identify mail sent to customers.

• Origin Confirm to track incoming mail. PLANET Codes can be used to identify reply mail that customers send back.

Destination Confirm PLANET Code Format

The Destination Confirm PLANET Code (see Exhibit 3 below) consists of the following elements:

• Service Type ID: The first 2 digits represent the service (i.e., Destination Confirm) and the class/shape of the mail. Destination Confirm Service Type IDs are listed below.

• Subscriber ID: The next 5 digits identify the subscriber (assigned by the Postal Service).

• Mailing ID: The next 4 or 6 digits are available to the mailer to use for their own identification purposes (e.g., mailings, clients, etc.).

• Check-Sum Digit: The 12^th or 14^th digit is a check-sum digit that helps the Postal Service detect errors.

Mailers should use the PLANET Code in combination with the delivery point POSTNET Code to identify mailpieces uniquely.

Exhibit 3

Sample of 14-Digit Destination Confirm PLANET Code Barcode Format (a 12-digit version may also be used)

Service Type IDs for Destination Confirm service:

• 40 - First-Class Mail letters.

• 41 - First-Class Mail flats.

• 42 - Standard Mail letters.

• 43 - Standard Mail flats.

• 44 - Periodicals letters.

• 45 - Periodicals flats.

• 46 - First-Class Mail cards.

• 47 - Standard Mail cards.

• 22 - Residual Mail items.

Destination Confirm PLANET Code Example: Below is an example of a PLANET Code for a First-Class Mail letter containing a Subscriber ID of 12345 and utilizing numbers 235636 to identify the mailing. (See Exhibit 4 below.)

Exhibit 4

Destination Confirm Barcode Example (14-digit version of PLANET Code)

Origin Confirm PLANET Code Format

The Origin Confirm PLANET Code (see Exhibit 5) consists of the following elements:

• Service Type ID: The first 2 digits represent the service (i.e., Origin Confirm) and the class/shape of the mail. Origin Confirm Service Type IDs are listed below.

• Customer ID: The next 9 or 11 digits are available to the subscriber to help identify the customer (i.e., mailer of reply mailpiece) or the reply mailpiece itself.

• Check-Sum Digit: The 12^th or 14^th digit is a check-sum digit that helps the Postal Service detect errors.

For Origin Confirm service, the Postal Service identifies the Confirm subscriber by the POSTNET Code preprinted on the reply mailpiece.

Exhibit 5

Sample of 14-Digit Origin Confirm PLANET Code Barcode Format (a 12-digit version may also be used)

Service Type IDs for Origin Confirm service:

• 50 - Courtesy reply letters.

• 51 - Courtesy reply flats.

• 52 - Business reply letters.

• 53 - Business reply flats.

• 54 - Business reply cards.

• 56 - QBRM letters.

• 57 - QBRM cards.

• 58 - Courtesy reply cards.

• 21 - Miscellaneous items.

Origin Confirm PLANET Code Example: Below is an example of a PLANET Code for a First-Class Mail letter which identifies a customer with number 201-4023-5635. (See Exhibit 6 below.)

Exhibit 6

Origin Confirm Barcode Example (14-digit version of PLANET Code)

Calculating the Check-Sum Digit

The check-sum digit is required as the 12^th or 14^th character in the PLANET Code, depending on use of a 12- or 14-digit version of the PLANET Code. This digit is always the single-digit number (i.e., 0-9) which, when added to the sum of the other digits in the barcode, results in a total whole number that is a multiple of 10. For example, if the first 11 digits of a 12-digit PLANET Code are 40123456789, then these digits are summed 4+0+1+2+3+4+5+6+7+8+9=49. So, 49+X=50, and X=1. Thus, the check-sum digit (X) equals 1 and should be included in the barcode. This calculation procedure is same for 12- or 14-digit PLANET Codes.

PLANET Code Location Requirements

For letters, the PLANET Code can be affixed anywhere in the address block portion except the lower right corner. (See Exhibit 7 below.) The Postal Service has developed a PLANET Code font, which we can provide electronically to our customers.

Exhibit 7

Barcode Placement Locations - Letters

For flats, the PLANET Code barcode must be positioned no closer than 0.125 inch from any edge (see Exhibit 8). To maximize readability on flats, the Postal Service recommends that the POSTNET Code be placed below the address block and the PLANET Code be placed above the address block (or, if applicable, above the optional endorsement line). When printing on labels, please adhere to the clear zones identified in the specifications.

Exhibit 8

Barcode Placement Locations - Flats

Barcode locations should be in accordance with DMM C840, Barcoding Standards for Letters and Flats.

PLANET Code Print Requirements

PLANET Codes have the same dimensional and print quality requirements as POSTNET Code barcodes. Barcode specifications should be in accordance with DMM C840. Please refer to Appendix B for more detailed information on the following PLANET Code print requirements:

• Address block.

• Barcode pitch.

• Bar dimensions.

• Barcode tilt.

• Baseline shift.

• Reflectance.

• Ink issues: Overinking and voids.

Shipment ID Number/Barcode Format

The Shipment ID is comprised of the following components (see Exhibit 9):

• Service Type Code: Identifies the type of service the Postal Service is providing by scanning the barcode. A Service Type Code of "UT" must be used in order to identify shipments and receive the entry and acceptance scans.

• Creator D-U-N-SŪ Number: The D-U-N-S Number of the party creating the Electronic Mailing Data (EMD) preshipment notification.

• Sequential Shipment ID: Allows the customer to create unique 20 character Shipment IDs. This value should be padded with leading 0s to 8 digits.

• Check Digit: Required in the last position of the barcode data for all barcodes and is used to detect errors resulting from manual data entry or data transmission errors. See Appendix C for details on calculating the check digit and creating Shipment ID barcodes. Refer to Chapter 7 for details on Confirm mail induction.

For detailed specifications for Shipment ID barcodes, refer to Appendix C.

Exhibit 9

Shipment ID Barcode

Rules for Reusing PLANET Codes and Shipment ID Numbers

Confirm mailers should follow these rules for reusing PLANET Codes and Shipment IDs:

• PLANET Codes can be reused on different mailings and shipments after 30 days.

• Shipment IDs can be reused after 1 year.

Confirm Smart Seed Option (for Destination Confirm Service)

Confirm service gives mailers an option of "seeding" their mailings with PLANET Code mailpieces rather than printing PLANET Codes on every piece. By seeding mail with a small number of mailpieces with PLANET Codes (e.g., one piece with a PLANET Code per mail tray), mailers receive information from those pieces that represent that portion of the mailing (e.g., that particular tray). To further enhance Confirm customers' seeding options, the Postal Service offers Confirm Smart Seed, a seeding alternative that allows mailers to receive Confirm information without pieces with PLANET Codes being delivered to their customers. The processing of the PLANET Code for Smart Seeds works the same way as basic Destination Confirm. However, the Smart Seed mailpiece is addressed to POSTMASTER/MGR at a local Postal Service facility instead of to a customer. Confirm information is collected from the piece as it is processed on mail processing equipment with the rest of the mail, but the piece will not leave the destinating Post OfficeTM. The Smart Seed piece is sorted to the postmaster or station manager and then discarded by that person.

Smart Seed Address Table

The Smart Seed Address Table contains addresses for over 31,000 Postal Service facilities. Confirm subscribers' Smart Seed mail should be addressed to these Postal Service facility destinations. The Smart Seed Address Table is updated by Address Management Services (AMS). The Postal Service posts an updated version of this table monthly on the Confirm Web site.

The Smart Seed address file contains seven data fields:

• ZIP = USPS 5-digit ZIP Code.

• Facility = Addressee line in address block for USPS facility; always reads POSTMASTER/MGR CONFIRM SEED.

• Address = USPS facility street address.

• City = USPS facility city location.

• State = USPS facility state location.

• ZIP = USPS 5-digit ZIP Code (repeat of first data field).

• +4 = USPS +4 add-on to ZIP Code.

Exhibit 10

Smart Seed Address Table Layout

Smart Seed Address Format

To use the Confirm Smart Seed option mailers need to address each Smart Seed piece to the postmaster or manager of the destination facility followed by the address of the Postal Service facility provided in the Smart Seed Address Table (see Exhibit 10 for details).

POSTMASTER/MGR CONFIRM SEED
123 FRANKLIN AVE
ANYTOWN VA ZIP+4

For example, to track a tray of mail to ZIP Code 22209 in Arlington, Virginia, a mailer would place the following address (with corresponding delivery point POSTNET Code) on the Smart Seed mailpieces:

POSTMASTER/MGR CONFIRM SEED
1101 WILSON BLVD STE 1
ARLINGTON VA 22209-9998

In terms of mail processing, Smart Seed pieces:

• Are run on mail processing equipment like other automated mail.

• Are sorted to the postmaster or station manager.

• Are discarded by the postmaster or station manager.

The information generated by the Smart Seeds will still flow to mailers electronically. Mailers must pay postage for Smart Seed pieces.

For presorted mailings, mailers should presort Smart Seed pieces with the rest of the mail and pay the appropriate rate based on the presort level of the package or tray in which the Smart Seed piece is placed. The mailer must also list the Smart Seed pieces in the same manner as the non-Smart Seed pieces on any accompanying documentation and report the Smart Seed pieces at the applicable rates on the related postage statement.