Mail Services: Mail Piece Design

Flats (Large Envelopes)

The Central Mail Facility can now save you money on postage for “flats”. These are primarily the 9” by 12” envelopes you usually see, although many other envelope sizes are considered “flats” as well. If the width exceeds 6 1/8” or the length exceeds 11 ½” and the piece is still rectangular in shape, it is a flat. The maximum is 9”(W) by 12”(L), weighing no more than 13 ounces, and no thicker than ¼ inch. There is a potential savings of up to $.05 per qualified envelope mailed. We estimate we can save an additional $42,000 statewide annually with good compliance on this issue. This is in addition to the $400,000 we save every year on the regular letter size envelopes. Some very useful mail preparation information is available at: http://www.usps.com/customersguide/_pdf/DMM100.pdf

To be automation compatible and eligible for postage savings:
	The flat envelope must NOT have any CLASPS on it. The machines won’t process them.
	The flat envelope MUST NOT be glossy or tyvek.
	The preferred flat envelopes are light brown/gold or white in color, WITHOUT CLASPS, and can be found on MPA’s or from many other sources that State Agencies order from.
	An inexpensive 9” by 12” flat envelope is contained in Master Price Agreement #105 with W.B. Mason, item #101. It is on page 13 of the following document, which is only effective until 4/30/2003. http://www.purchasing.state.ri.us/MPAs/105Part1.pdf A quantity of 250 is only $2.00! We have provided some of you with 250 flat envelopes to get you started.
	Most other flat envelopes are $.05 - $.15. At less than $.01 each, this is an incredible deal!!
	The flats should be sealed. Oftentimes, people stuff these flats too much and our machines can’t seal them. Also, you want to avoid the loss of contents during the transportation process.
	If the flap is on the short side, it MUST be sealed. Our machines cannot seal these flats.
	NO writing, logos, or pictures of any kind should be on the bottom of the envelopes below the zip code line. The optical character reader on the barcode machine reads from the bottom up, so the first words encountered should be the City, State, and Zip Code. Leave plenty of room on the bottom right of the envelope for the barcode to be affixed.
	The address should be TYPED; handwritten flats currently are NOT eligible for savings.


Eligible for Savings	Eligible for Savings	NOT Eligible for Savings


<Do NOT put flap on left side		If flap is on right side (SEAL IT) >

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Mail Services: Mail Piece Design

Flats (Large Envelopes)