Royal Mail Sustainable Advertising Mail Overview.
-
Upload
hannah-gordon -
Category
Documents
-
view
237 -
download
0
Transcript of Royal Mail Sustainable Advertising Mail Overview.
Royal Mail Sustainable Advertising Mail
Overview
2
what do we mean by sustainable advertising mail…………..
Sustainable Advertising Mail allows customers to minimise the environmental impact of direct mail
campaigns, helping to support mailers’ ‘green credentials’ and help to offset the additional costs of
a sustainable approach
3
Our objectives for Sustainable Advertising Mail……….
• Help mailers achieve sustainability goals
• Reduce the environmental impact of direct mail
• Secure the future of mail as an advertising media
• Help to increase the use of sustainable resources & materials
• Help to reduce the amount of mail in the waste stream
4
The benefits …………..• Good for customers - because it creates mail that is easy to recycle and will help increase recycling levels to over 80%
• Good for the environment - because it supports sustainable practices, reduces landfill, and reduces the environmental impact of Direct Mail
• Good for your brand - because over 60% of recipients will consider your brand more responsible
• Good for your postal costs – because it offers lower postal prices to help offset any additional costs associated with an environmentally-friendly approach
• Supports PAS2020 – because it’s aligned directly to the new standard, it can support you in your journey towards PAS2020 certification
Product specification
6
using Sustainable Advertising Mail...
• Sustainable Advertising Mail can be requested via your account handler, who will support you through the set-up process
• We will provide you with a link to the User Guide and Terms & Conditions which will tell you what you need to do to prepare for Sustainable Advertising Mail
• We also ask that for each of your mailings, you include a ‘seed’ item which will be sent to our central team of experts
7
Keeping on the right track……………..• So that we can make sure you are on the right track with
Sustainable Advertising Mail, in addition to our mail verification checks, we will also carry out an audit to check that you are able to meet the specification
• To do this, we may need:
- Sight of the relevant documentation which supports your compliance to the Sustainable Advertising Mail specification
- On-site access to carry out a data health-check
- To review your ‘seed’ mailings
• We will always give you notice of any audit
• If you would like us to take a look at your documentation before accessing Sustainable Advertising Mail , please speak to your account handler who can help you with this
Improving targeting
1. Where the data is not from a consent-based file, a documented procedure for suppressing customer and prospect data against the Mail Preference Service (MPS), including MPS deceased, must be in place and files checked 30 days or less before the item that uses the data is delivered to the recipient.For mail produced overseas where the transit time to the UK is greater than 30 days, mailing files should be checked for recency 30 days or less before the items are despatched to Royal Mail and transit time to the UK should be no longer than 90 days
Onsite visit to undertake data health-check
2. Keep and maintain an internal suppression file to ensure that customers and prospects who request to opt out of your mailings are properly logged and check this data 30 days or less before the item that uses the data is delivered to the recipient.For mail produced overseas where the transit time to the UK is greater than 30 days, the data must be checked 30 days or less before the items are despatched to Royal Mail and transit time to the UK should be no longer than 90 days
Onsite visit to undertake data health-check
3. Ensure all items are fully and accurately addressed and postcoded in accordance with Royal Mail’s Postcode Address File (PAF®) and to the levels determined in the Mailsort User Guide. Address Accuracy listed on Computer Planning Report (CPR) / line list. May also include onsite visit to undertake data health-check
Meeting the Sustainable Advertising Mail Specification: Entry Level …..
9
Meeting the Sustainable Advertising Mail Specification: Entry Level………Sustainable resources and materials
4. All paper products used must contain recycled fibre from recovered waste paper and/or virgin fibre sourced under a certified chain of custody conforming to a certification scheme approved by the Defra funded Central Point of Expertise on Timber Procurement (CPET).Declaration, certificate or invoice from supplier confirming adherence to criteria above. Eg FSC certification
5. All paper products must be produced using non-chlorinating bleaching methods: Elemental Chlorine Free (ECF), Processed Chlorine Free (PCF) and Total Chlorine Free (TCF) including oxidizing and reductive bleaching.
Declaration, certificate of invoice from supplier confirming adherence to criteria above
10
Meeting the Sustainable Advertising Mail Specification: Entry Level………….Sustainable resources and materials
6. All paper products used in the mailing must be sourced from paper mills that operate an environmental management system conforming to BS EN ISO 14001 and/or the Eco-Management and Audit Scheme (EMAS)
Certification from paper mill
7. Printers, mailing houses or in-house mailing facilities used to produce the mailing must have:i. A documented commitment to environmental management and
baseline for environmental performanceii. Identified appropriate environmental legislation and other
environmental requirements (e.g. standards, codes of practice and/or guidance) and have controls in place to ensure compliance to them
iii. Developed environmental objectives, targets and programmes
11
Meeting the Sustainable Advertising MailS pecification: Entry Level………..Recyclability
8. All paper elements of the mailing, including window and padded envelopes, must be recyclable.
9. No brown paper or brown paper envelopes (including manilla).
10. No plastic envelopes (including polywrap).
11. No laminate finishes must be used in the mailing.
12. The item must have less than 90% ink coverage.
Declaration, report from supplier (eg creative agency/ printer) indicating ink coverage percentage. NB PAS 2020 provides further guidance on ink coverage and software available to check percentage
13. All items must display a statement and/or logo (such as Recycle Now) on the outside of the mailing that encourages the recipient to recycle it.
12
Meeting the Sustainable Advertising Mail Specification: Intermediate Level………….
Improving targeting
14. Customer and prospect data used in a mailing must be checked against one or more commercially available deceased and gone away suppression file (including business gone away suppression files) 30 days or less before the item that uses the data is delivered to the recipient.Onsite visit to undertake data health-check
15. Each item must clearly incorporate information as to how the addressee can register to unsubscribe preference options relating to any or all of the sender’s legal entity brands and/or products for a period of one year.
16. Any items returned from previous mailings as deceased, gone away or requesting opt-out must be recorded and removed from future mailing lists within 3 months of receipt.Onsite visit to undertake data health-check
17. Ensure at least 90% of items are fully and accurately addressed and postcoded in accordance with Royal Mail’s Postcode Address File.Address Accuracy listed on CPR / line list. May also include onsite visit to undertake data health-check
13
Meeting the Sustainable Advertising Mail Specification: Intermediate Level…………
Sustainable resources and materials
18. All printers, mailing houses or in-house mailing facilities used to produce your mailing must have an environmental management system conforming to BS EN ISO 14001.
Copy of ISO certification for printer / mailing house/ in-house mailing facility
Recyclability
19. No ultraviolet varnish finishes must be used in the mailing
Declaration, certification confirming adherance to criteria above – eg printer
20. No use of rubber-based adhesives.
Declaration, certification confirming adherance to criteria above- eg printer, envelope manufacturer,
sortation and delivery options……
•SortationSort to Low Sort OCR – 86 selections
Low Sort Barcode – 86 selections
Low Sort Mailmark barcode – 86 selections
High Sort – 1529 selections
•Delivery1st Classdelivery aim of next working day
2nd Classdelivery aim within two working days after posting
Economy (sorted only)Delivery aim within four working days after posting
15
formats, volume and address accuracy……Format (sorted products only)
letter
large letter
Volume4,000 letters or 1,000 large letters
Address & Postcode accuracy90% - Entry Level
95% - Intermediate Level
Product sortation
the Royal Mail Selection Files……
These are the files that provide a unique numeric code used to sequence addresses.
Low Sort: machine-readable86 selections
OCR or Mailmark barcode for letters and large letters
Barcode for letters
High Sort: manual
1529 Direct selections
86 Residue selections
Minimum items per direct selection (sortation discount)
50 letters10 large letters
sortation criteria for low sort…..
• one level of sortation
• * if trays are to be used then an average number of items across all selections mailed to in that posting must be a minimum of
100 letter or 25 large letters
if this cannot be achieved then bags must be used
Selectionsminimum postcode & address accuracy level
(inc DPS)
Minimum volume* (trays)
Minimum volume (bags)
OCR or Mailmark
86 90% 100 letters
25 large letters
1
Barcode 86 90% 100 letters 1
sortation criteria for high sort……
• Two levels of sortation available• Presentation*:
if trays are to be used then an average number of items across all selections mailed to in that posting must be a minimum of100 letter or 25 large lettersif this cannot be achieved then bags must be used
• Pricing:Minimum of 50 letters required for a ‘Direct’ discountMinimum of 10 large letters required for a ‘Direct’ discount
Selectionsminimum postcode & address accuracy level
Presentation - Minimum volume* (trays)
Pricing - Minimum no of items
Residue 86
90%
100 letters
25 large letters
1
Direct 1529 100 letters 50 letters
10 large letters
20
sortation to the Selection Files…….
• Approx. % Items to Direct Selections
Assumes 100% Postcoding & National Spread
Mailing Size % Letters
(50)
% Large Letters
(10)10,000
20, 000
30,000
50,000
100,000
250,000
0
2
6
21
80
100
24
83
98
100
100
100
Product presentation
22
mailpiece design……
•Payment channelPost Paid Indicia (PPI) and stamps - sorted options
•Service indicatorPPI – 1st, 2nd or M – The indicator for Economy Mailings
•Return address
•Standard selection code (SSC)Optional for High Sort and Low Sort
•Design constraintsOCR, Mailmark and Barcode
23
paperwork requirements……
• Please indicate that your mail is Sustainable Advertising and at which level on the following:
1. Cage Card - These are attached to the cages and provide information such as the job number, service speed, product and options, the segregation codes and the account number.
2. Line Listing - a requirement for sorted mailings, which details the selections you are mailing to and the number of items and the number of bags, trays or bundles, going to each selection.
3. Computer Planning Report - the report produced when a computer sorts an address list in preparation of a mailing
4. OBA Sales Order (by using the correct product codes) - a specific online business account giving you access to our secure online system through which you can order the products on account
24
presentation options – sorted……
Option A
CAGE
FACE & BUNDLE SECURELY
BAG & LABEL
SORT
Option B
CAGE
TRAY & LABEL
FACE CORRECTLY
SORT
Option C Option D
SORT
FACE & BUNDLE
SECURELY
CAGE
SORT
IF OVER 10mm THICK AND MIN OF 200 ITEMS
PER SELECTION, DO NOT BUNDLE
BAG ALP
CAGE
Containers for shipment……
Sortedtrays* or bags for letters
trays* or bags for large letters up to 10mm in thickness
bags or Auto Levelling Parcel containers – (ALP)’s^ for large letters over 10mm
large letters or High Sort letters may be presented as segregated bundles
*you need an average of 100 letters or 25 large letters across all selections mailed to, if you cannot meet this then use bags
^ only with pre-agreement
presentation – summary…..Traysnot permitted for large letters over 10mm thickness and can only be used if there is an
average number of items per selection across all selections being mailed to100 Letters25 Large LettersIf you cannot meet this requirement then you must use bags
Bagspermitted for all sorted products
ALPS machine-readable Large Letters over 10mm thick
Segregated bundles permitted as current including for Low Sort Large Letters, not Low Sort Letters
Unwrapped permitted as current for High Sort
Payment & pricing
Payment options……
•All Post Paid Indicia (PPI) remain the same i.e. 1st 2nd and M indicating service speed and including the ‘Delivered by Royal Mail’ logo
•Cheques not permitted and will only be allowed for Business Mail with no additional options.
•Meters no longer permitted for any of the sorted product options
•Stamps are still permitted & P3484 must be used
•Volume Related Discounts will now be allowed on some residue sort products
Examples of payment indicia……
Sustainable Advertising Mail pricing……
Price is determined by
1. the Advertising product chosen
High Sort option
Low Sort option
2. The Sustainable Advertising Mail% discount based onFormat (letter, large letter)
Weight (0-100, 101-750)
Direct or Residue
Entry or Intermediate Level
Calculate the postage as follows:1. Work out the Advertising Mail price
2. Then reduce this price by the percentage discount for Sustainable Advertising Mail
31
IN SUMMARY…….
32
Summary…..• Options available
High Sort
Low Sort
• LevelsEntry Level
Intermediate Level
• Formatsletters
large letters
• Machine readabilityletters – OCR, Mailmark and Barcode
large letters – OCR and Mailmark
33
Royal Mail support…..
Account handler
Product literature
User Guide
Royal Mail Technical helpline 0207 371 6957
Technical Consultant - Mark Pearce 07801 777 503
34
Questions?