RI Information Technology Division: Mail Services | Optical Character Reader (OCR)

When prepared correctly, your mail can be sent out at a discounted rate without adding additional delivery time. The process involves an automated sorting process, and gives us a great opportunity to save money for our customers.

To take advantage of various postage discounts, our mail is sent to the State of Rhode Island’s barcode vendor, D3Logic. This vendor sprays a barcode onto the envelopes so that they are pre-sorted according to ZIP code. Summarily, this process involves a machine called a Multiple Line Optical Character Reader (MLOCR or OCR) that reads the address to determine the destination, and sprays a barcode accordingly.

The Optical Character Reader does have some limitations, and there are some considerations to remember before sending us your mail. The OCR is somewhat limited with regard to the fonts (type-facings) that it can read. For example:

		The mail item must not be more than ¼ inch in thickness.
		The OCR will not read script type fonts, italics, and fonts that are too close together.
		It will not read underlined text.
		There must be two spaces between the city and state, and between the state and the ZIP code. Do not use commas or periods.

		Use only these fonts to ensure that the optical reader will work properly.
		Do not use punctuation, except for the hyphen in the ZIP+4 codes.
		Make sure that you use the correct abbrevations.
		Use correct address formatting.
		When sending flats, do not use metal clasps.
		Make sure the bottom line is the City, State, and ZIP code line.
		Do not let the letters touch.
		Do not let other things show in the address window of envelopes, only the address.
		City, State, and ZIP code are ALWAYS on the same line, no punctuations (except for the hyphen for ZIP+4 codes) and a single space between each.
		Do no have any writing below the City, State, and ZIP code line, the OCR’s read from the bottom up.
		Machine printed or typewritten if possible, uniformly aligned on the left margin.
		Use black ink on white envelopes when at all possible.
		Make sure the address is parallel to the bottom of the envelope – not slanted.
		Do not use bold, italics or underlined on the addresses.
		When using envelopes, make sure the address appears correctly, and there is no text below the City, State and ZIP code line.
		ALL Mail will be delivered to the address directly above City, State, and ZIP code line.

Mail Services

Helpful USPS Links

Mail Services

Optical Character Reader (OCR)

Things To Know About the OCR

Guidelines to Ensuring Discounts