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Make the Most of your Mail with Merlin

If you mail at automation-rates, then you are familiar with MERLIN®, the Mail Evaluation Readability Lookup Instrument. MERLIN allows the USPS to verify overall mail quality and apply eligible discounts. Here, we outline the steps to take to ensure a successful MERLIN evaluation that entitles you to the automation rates, as well as ways to promote barcode readability.

When your mailing is processed (verified) on MERLIN, barcodes are read just as they are on the automated equipment at our mail processing centers. MERLIN scans the address side of the mailpieces, locates the barcodes, and deciphers them. As part of the process, the barcode is measured with the corresponding standards in DMM 708.4.0. When there are barcode readability issues, MERLIN provides diagnostic reports to assist the mailer in improving the quality of their mail preparation.

Mailings which receive a failing barcode readability grade — scoring less than 90 percent — have additional postage charged based on the score. If the score is less than 80 percent, all automation rates are lost, and the mail is charged at Presorted (nonautomation) rates. Mailers may appeal MERLIN results by submitting the same test pieces from the same mailing to the appeal site for an additional reading.

When determining whether or not to appeal, it is important to remember that the score received at the appeal site is the final decision. If the appeal site score results are higher than the original score, and at least 80 percent, a refund will be issued based on the new score. However, if the appeal site scores are lower than the original score, and the original score was at least 80 percent, additional postage will be collected based on the new score. It is important to remember that if your original score was at least 80 percent and the appeal site score is lower than 80 percent, all automation discounts are lost and the mailing is charged at Presorted rates. Following is a list of the most common problems.

• Barcode location — Barcode is placed too close to the edge of the mailpiece or window.
• Dark borders — Allow as much "white space" (clearance) as possible around the barcode.
• Insert shift in window envelopes — Use of the proper size insert for the envelope (or vice versa) will minimize insert shift. Perform your own "tap tests" prior to tendering mail.
• Background interference — Print barcodes on envelopes or inserts without background design to ensure readability.

• Barcode skew — Check the printer head to ensure it is positioned properly. Use Notice 67, Automation Template, or Item 04A, Delivery Point POSTNET Barcode Gauge, to perform random checks throughout the print/production process.
• Bar rotation (individual bars are tilted) — Use non-glossy paper stock which allows ink to dry faster.
• Baseline shift — Movement during printing can cause the baseline (of the barcode) to be uneven.
• Barcode reflectance — To ensure reflectance is appropriate, check the translucency of window envelopes, color of the ink used, as well as the paper color being used.
• Ink issues (voids, over-inking) — Ensure printer heads are clean, inkjets are clear and that ink is of uniform consistency. Using a hand held scanner, test barcodes to ensure readability.
• Glossy paper — Ink tends to dry slower which could result in smudging.
• Cover stock (booklets, self-mailers) — The cover of the mailpiece must be securely attached. Paper stock used should be sufficient for the mailpiece to remain closed (flat).

These and other errors can be prevented and barcode readability improved, if quality control steps are taken throughout design and production of the mailing. Additional information regarding mailpiece design can be found in USPS Publication 25, Designing Letter and Reply Mail. Go to Postal Explorer at pe.usps.com, and click "Designing Letter and Reply Mail."

Stay in the know, visit the MERLIN website: usps.com/merlin. This site has been redesigned and contains information on MERLIN reports, the appeal process, how to get help to ensure quality mailpieces and much more!