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Standardization of Mails: Physical attributes & Address elements. Standard Size of Envelope. Tolerance limit is + or _ 2mm. Envelopes. Paper used for envelope should be of minimum 70 GSM The paper should be flexible enough to bend into “ U shape”. Other conditions.

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Standardization of Mails: Physical attributes & Address elements


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    1. Standardization of Mails: Physical attributes & Address elements

    2. Standard Size of Envelope Tolerance limit is + or _ 2mm

    3. Envelopes .. • Paper used for envelope should be of minimum 70 GSM • The paper should be flexible enough to bend into “ U shape”

    4. Other conditions • Metals clips and staples should not be used for closing envelop • Window size should be • 35 to 50 mm breadth • 80 to 125 mm length • Window Paper can be of be of • glassin paper of 35 GSM, • cellophane of 40 GSM • PVC or BOPP of 15 micron thickness ( window)

    5. In case of infringement • If the stationery is not of prescribed condition , the article should be treated as second class mail

    6. Standard for addressing • Address of the addressee shall be written on front side. • The address block of addressee shall have a minimum gap of 40mm from top. • Sender’s address on the backside of envelop • Logo / name of the sender’s company can be written on the top left corner. • Minimum 15 mm space should be left blank from all edges while writing the senders 'address.

    7. Contd … • Stamp/ frank impression shall be fixed in top right corner with a gap of minimum 10mm from address block of recipient • Stamp/ frank impression shall be affixed in a maximum area of 74 mm • A quiet zone of minimum 10 mm on all sides of address block should be maintained if advertisement is printed on the stationery

    8. Contd • Privately manufactured inland letters shall be suitably folded and fully closed on three sides by continuous gumming. • Invoices , bills of ladding , receipts of goods or money , printed market reports, quotations for goods , price lists, printed notices for premia payment of insurance companies shall be transmitted as book packets • These are in addition to existing rules on the subject

    9. Some cases of infrigement of condition

    10. Physical Attributes: Reasons of Non- Machinability • Inland letter • Improper Gumming • Envelope • Oversized than prescribed(140 x 90 upto 245 x 165 mm) • GSM of paper used • Stapling • Dimension for LSM:

    11. Birla Sunlife Insurance Thane(W) 400601 Maharashtra Inland letter not properly gummed

    12. Bajaj Allianz, General Insurance Company, Pune Inland letter not properly gummed

    13. All Mutual Fund In India, PO Box No. 3, HPO Manipal-576104 Inland letter not properly gummed

    14. Standard Chartered, Central Operations, PO Box 58, 58 Armenian Street, Chennai-600001 Inland letter not properly gummed

    15. LIC, Calcutta CBO(CAB), H B Annexe, 4 C R Avenue, Kolkata-700073 Inland letter not properly gummed

    16. UTI Mutual fund , Karvy Computershare Pvt. Ltd Hyderabad Inland letter not properly gummed

    17. Physical attributes: Size • Size of envelope is larger than Machine Specifications: Biggest challenge • Machine specified size is 140 x 90(Post card ) upto 245 x 165 mm • This may be checked at the time of receipt of mail in Bulk receipt centre • Customer mailer may be advised to customize envelope next time

    18. Size of the envelopes: Indiabulls Gurgaon • Oversize in length approx 1 cm • Senders’ address is written on bottom left hand side • Unwanted information visible in address window with address • Advertisement on right side of the envelope • Dimension for LSM: 140 x 90 upto 245 x 165 mm

    19. SBI Cards & Payments Gurgaon • Oversize in length by 0.5 cm Approx • Line spacing in address format • Dimension for LSM: 140 x 90 upto 245 x 165 mm

    20. Royal Sundaram Alliance Insurance Company limited, Chennai • Oversize in length by 5 MM aprox from each side • Advertisement on the front side • Address window not on proper place • Dimension for LSM: 140 x 90 upto 245 x 165 mm

    21. Stock Holding Corp. Of India Ltd. Mumbai • Improper Filling, • Poor paper quality for address window • Line spacing in address format • Dimension for LSM: 140 x 90 upto 245 x 165 mm

    22. Mail Order Solutions, Mumbai • Oversize in Width by 15 MM Approx • Frank mark are on bottom • Dimension for LSM: 140 x 90 upto 245 x 165 mm

    23. Voltas Limited, Mumbai • envelope is oversize in length by 5mm, • the window size is too big, • sender’s address written at bottom of envelope • Dimension for LSM: 140 x 90 upto 245 x 165 mm

    24. Bowring Institute, Bangaluru • Oversize in length by 10 MM aprox3 • Stapled • Pin Code Address element is not visible from the address window • Dimension for LSM: 140 x 90 upto 245 x 165 mm

    25. Geojit BNP Paribas, Financial Service Ltd. Kaloor-682017 • Address format not proper. • Address Window (Transparent Paper) used is of poor quality • Senders’ address is on bottom of envelope • Dimension for LSM: 140 x 90 upto 245 x 165 mm

    26. Nepa Limited, Nepanagar - 450221 (M.P.) • Oversize in length by 15 MM • Dimension for LSM: 140 x 90 upto 245 x 165 mm

    27. KARVY Computershare Pvt. Limited Hyderabad • Oversize in length by 5 MM • Address Format not Proper • Address Element is not visible from address window • Dimension for LSM: 140 x 90 upto 245 x 165 mm

    28. Readers Digest, Noida • Oversize in length by 5 MM • Sender’s address on bottom • Dimension for LSM: 140 x 90 upto 245 x 165 mm

    29. Shri Akhil Bhartiya Nanak Pragya SanghAjmer • Oversize in Length by 5mm • Sender’s address is on bottom side • Postage stamp are not on proper place • Dimension for LSM: 140 x 90 upto 245 x 165 mm

    30. Research Development Research Foundation Jaipur • Oversize in length by 31mm, • senders address is on bottom side, • Improper filling, • use of staple pin • Dimension for LSM: 140 x 90 upto 245 x 165 mm

    31. Shriram Insight, Share Brokers Ltd.Kolkata • Oversize in length by 20mm, • senders address is on bottom side, • Improper filling • Dimension for LSM: 140 x 90 upto 245 x 165 mm

    32. Dishnet Wireless Ltd. Jammu • Use of staple pin • Senders address is on bottom side, • Address is not in proper format • Dimension for LSM: 140 x 90 upto 245 x 165 mm

    33. National Institude of Technology Hamirpur - 177005 HP • Oversize in length by 10 MM • Improper filling • Sender’s address is on bottom side • Dimension for LSM: 140 x 90 upto 245 x 165 mm

    34. AVON Cycles limited GT Road,Ludhiana -141003 • Oversized in lenght by 4mm, Use of staple pin, improper filling, senders address is on the bottom of the address • Dimension for LSM: 140 x 90 upto 245 x 165 mm

    35. Intas Pharmaceuticals Ltd Ahemdabad • Oversized in length by 35mm, • Improper filling • Sender’s address on bottom side • Dimension for LSM: 140 x 90 upto 245 x 165 mm

    36. Action points • To identify top 5 to 10 bulk mailers and institutions posting bulk mails. Keeping record for their quantum, quality, periodicity, contact details etc. • Monitoring Size/ gumming at the time of posting of mails • Informing them about shortcomings and requesting them to rectify till next posting • Documenting all observations • Brain storming of Customers after communication of Shortcomings through various modes- Writing letters by PMsG/CPMsG, visits by MEs and other staff, • At the time of next posting observing compliance by Customer • If not complied at second time, Senior Officers to take issue as his priority • Quantifying positive change, % of +ve change in quantum of machineable mail