Introduction

This article is designed to be helpful in many ways, it keeps you posted on the types of envelopes available, the newest trends, important differences between envelopes, and helps you select the appropriate one for each mailing. Postage classes, envelope imprinting, and how to increase mailing returns are all subjects covered in this article.

You can navigate through this article using the article index found at the top, or by using the “previous” and “next” links found at the lower left of each article page.

Most of this content was taken directly from The Envelopery, produced by National Envelope Corporation and is used here with permission.

Yes, The Right Postal Procedures Can Speed Your Mail…And Save You Money!

Zip it: Zip coding, which is mandatory for bulk mail, can speed up delivery. Where sorting machines actually “read” zip codes, more mail per hour is speeded through at every operation station. Mail minus a zip code must be held for conventional sorting at slower speeds! Be sure, too, that your own zip code shows on your return address. And
for easy coding, use the National Zip Code Directory.

Addresses: For automatic machine sorting that gives you faster service, follow these simple rules:

1. City, State and Zip Code should appear in that sequence on bottom lines.
2. Delivery point must appear on the second line from the bottom, directly above the name of the city. If both a street address and post office box used, mail will be delivered to the location given on the line immediately above the city, state, and zip code.
3. Apartment, suite and room numbers should appear immediately after the street address on the right side.
4. Accounting numbers, subscription and presort codes should be entered on the line immediately above addressee’s name.
5. Lower right half of envelope must be kept free of printing or symbols.
6. Addresses should be placed at least 1" in from the left and right edge of the envelope and the bottom of the last line should be at least 5/8" up from the bottom edge of the envelope. The last line should be no more than 2 1/4" from the bottom edge of the envelope.
7. Using block-style type, address should be in uppercase letters without punctuation.
8. Window envelope inserts should show only address in window, with at least 1/4" between address and all four edges of envelope.

For detailed Postal Addressing Standards consult U.S. Postal Service Publication 123.

Standards For Letter-Size Mail

To avoid the per-piece postal surcharge on “non-standard size” mail stick to the following: All mail pieces that are 1/4” thick or less must be rectangular, at least 5” long and at least 3 1/2” high. All mailable matter must be at least .007” thick, weigh no more than 70 pounds, and be no more than 108” in combined length and girth. Use this chart for quick size referencing:

To meet standard postage rate regulations the thickness of letter-size mail cannot exceed 1/4".
Flat-size Mail Standards
Minimum: more than 11-1/2" long, or 6-1/2" high, or more than 1/4" thick.
Maximum: 15" long, 12" high, and 3/4" thick.
May be wrapped, unwrapped, sleeved, or enveloped.
For further details on Basic Mailability and Processing Categories consult U.S. Postal Service Quick Reference Guide (Publication 95).

Business Reply Mail

For an annual permit fee, a business reply mail (BRM) permit is available for distributing reply cards, envelopes, self-mailers, cartons, and labels. BRM allows the permit holder to receive First-Class Mail and Priority Mail back from customers by paying postage only on the mail returned. The BRM permit holder guarantees payment of First-Class Mail postage plus a per piece charge for pieces returned by the USPS. When designing a BRM mail piece or label, mailers must consult with their local post office. The piece must conform to a specific format to qualify as BRM, including ZIP +4 code assigned by the USPS. Proofs for regular BRM should be approved by the USPS before printing. Proofs for Qualified BRM (QBRM) must be approved by the USPS. See below for a layout example for a BRM envelope. BRM templates are available on the Postal Explorer web site at http://pe.usps.gov by selecting “Mail piece Design” in the left frame.

Basic BRM
Annual permit: $150
Per Piece: First Class Postage + $.60
Letter (1 oz.): $.37 + $.60 = $.97
Card Rate: $.23 + $.60 = $.83

High-Volume BRM (Return volume 950+ pieces annually)
Annual permit: $150
Per Piece: First Class Postage + $.10
Letter (1 oz.): $.37 + $.10 = $.47
Card Rate: $.23 + $.10 = $.33
Additional Accounting fee: $475 each separation

Basic QBRM (Return volume 834+ pieces annually)
Annual permit: $150
Per Piece: First Class Postage + $.06
Letter (1 oz.): $.34 + $.06 = $.40
Card Rate: $.20 + $.06 = $.26
Additional Accounting fee: $475 each separation

High-Volume QBRM (Return volume 34,615+ pieces annually)
Annual permit: $150
Per Piece: First Class Postage + $.008
Letter (1 oz.): $.34 + $.008 = $.348
Card Rate: $.20 + $.008 = $.208
Additional Accounting fee: $475
Quarterly Fee: $1,800

Postal Envelope Endorsements

A mailer’s specific instructions for forwarding mail, as well as requests for address correction service or return, must appear below the sender’s complete return address.

How To Size Up An Envelope

Save time and money by using standard size envelopes. For best results, they should be at least 1/2" longer than the longest insert. Recommended clearance from top to bottom is no less than 1/4". However, when inserts are thick or bulky, extra allowances must be made. Minimum size envelope as specified by postal regulations is 3-1/2" x 5".

Handling Hints

1. If address is to appear on the envelope, a regular, full-face envelope should be used.
2. For enclosure addressing, use a type of window envelope.
3. If insertion is to be done by machine, use an open side envelope.

Anatomy of an Envelope

A standard diagonal seam envelope is the most common style envelope in use today. Its parts are basically the same regardless of its size or name. The corners, flaps, shoulders, throat, seal and seams may vary slightly in size, curvature or shape in different makes and models.

To help you understand the terms used by envelope manufacturers, we have illustrated a basic diagonal seam envelope showing the most common terms applied to its parts. These terms are used regardless of its style - diagonal, side or center seam - open end or open side.

In the glossary you will find additional terms defined that will help you know envelopes better. We hope you will take a few minutes of your valuable time to read and become familiar with them.

Back view of standard commercial diagonal seam envelope.

Window Envelopes

Standard Size Windows and Positions

Postal Regulations Governing Window Envelopes

1. The address window must be parallel with the length of the envelope and should be placed in the lower portion of the address side.
2. Leave at least 3-1/2" of clear space on the right hand end to allow ample space for stamps, postmarking, forwarding address, etc.
3. Nothing but the name, address and any key number used by the mailer may appear through the address window.
4. The return address should appear in the upper left corner. If there is no return address and the delivery address does not show through the window, the piece will be handled as dead mail.
5. The address disclosed through the window must be on white paper or paper of very light color.
6. Consult U.S. Postal Service Domestic Mail Manual for social regulations concerning window envelopes used for registered mail and business reply mail.
7. A strictly mandated clear zone of 5/8" from the bottom of the envelope must be maintained to participate in FASTforward. This is in the area in which the FASTforward text and coding imprint occur. Since the standard window position of a #10 commercial is only 1/2" from the bottom, it clearly encroaches into the clear zone of 5/8"x 4-3/4" (lower right corner). Repositioning the window to 11/16" from the bottom avoids any potential overprint problems and possible rejection by the USPS.

How to Choose the Right Envelope Every Time

Selecting the right envelope for each type of mailing and using it effectively need not be difficult. Required is only a basic understanding of envelope construction, paper, and graphics. Immediate considerations include: the size and content of the material involved, how it is to be mailed, how the postage will be paid, and whether a reply is desired. To make an informed selection, be guided by the following criteria.

Envelope Types & Sizes

Commercials & Officials
	Size	Dimensions
	6-1/4	3-1/2 x 6
	6-3/4	3-5/8 x 6-1/2
	7	3-3/4 x 6-3/4
	7-3/4	3-7/8 x 7-1/2
	Monarch	3-7/8 x 7-1/2
	Check	3-5/8 x 8-5/8
	9	3-7/8 x 8-7/8
	10	4-1/8 x 9-1/2
	11	4-1/2 x 10-3/8
	12	4-3/4 x 11
	14	5 x 11-1/2

Remittances
	Size	Dimensions
	6-1/4	3-1/2 x 6
	6-1/2	3-1/2 x 6-1/4
	6-3/4	3-5/8 x 6-1/2
	9	3-7/8 x 8-7/8

Announcements
	Size	Dimensions
	A-2	4-3/8 x 5-3/4
	A-6	4-3/4 x 6-1/2
	A-7	5-1/4 x 7-1/4
	A-8	5-1/2 x 8-1/8
	A-9	5-3/4 x 8-3/4
	A-10	6 x 9-1/2

Baronials
	Size	Dimensions
	2	3-3/16 x 4-1/4
	4	3-5/8 x 5-1/8
	5	4-1/8 x 5-1/2
	5-1/4	4-1/4 x 5-1/4
	5-1/2	4-3/8 x 5-3/4
	5-3/4	4-1/2 x 5-3/4
	6	4-3/4 x 6-1/2

Booklets
	Size	Dimensions
	3	4-3/4 x 6-1/2
	4-1/2	5-1/2 x 7-1/2
	5	5-1/2 x 8-1/8
	6	5-3/4 x 8-7/8
	6-1/2	6 x 9
	6-5/8	6 x 9-1/2
	6-3/4	6-1/2 x 9-1/2
	7-1/4	7 x 10
	7-1/2	7-1/2 x 10-1/2
	9	8-3/4 x 11-1/2
	9-1/2	9 x 12
	10	9-1/2 x 12-5/8
	13	10 x 13

Catalogs
	Size	Dimensions
	1	6 x 9
	1-3/4	6-1/2 x 9-1/2
	3	7 x 10
	6	7-1/2 x10-1/2
	7	8 x 11
	8	8-1/4 x 11-1/4
	9-3/4	8-3/4 x 11-1/4
	10-1/2	9 x 12
	12-1/2	9-1/2 x 12-1/2
	13-1/2	10 x 13
	14-1/2	11-1/2 x 14-1/2
	15	10 x 15
	15-1/2	12 x 15-1/2