Pitney Bowes DM100i Series Manuel utilisateur

Reference Manual

Using USPS®Conﬁrmation Services

with Digital Mailing Systems

DM100i, DM125, DM225, DM200L, DM300c, DM400c, DM450c,

DM475, DP100i, DP200L, DP300C, DP400C, DP450C, DP475

SV61156 Rev. F

June 2011

or stored in a retrieval system of any type or transmitted by any means, electronically or

mechanically, without the express, written permission of Pitney Bowes.

We have made every reasonable effort to ensure the accuracy and usefulness of this manual;

however, we cannot assume responsibility for errors or omissions or liability for the misuse or

misapplication of our products.

Due to our continuing program of product improvement, equipment and material

speciﬁcations as well as performance features are subject to change without notice. Your

mailing system may not have some of the features described in this book. Some features are

optional and furnished at extra cost.

DM100i, DM200L, DM125, DM225, DM300c, DM400c, DM450c, DM475 and IntelliLink are

trademarks and Postage By Phone is a registered trademark of Pitney Bowes Inc. SECAP

is a trademark of SECAP, Inc. USPS and ZIP Code are registered trademarks and Certiﬁed

Mail, Signature Conﬁrmation and Delivery Conﬁrmation are trademarks of the United States

Postal Service.

USING USPS®

CONFIRMATION

SERVICES

1. INTRODUCTION..................................................2

2. ABOUT USPS CONFIRMATION SERVICES..............3

3. USING CONFIRMATION SERVICES—AN OVERVIEW...8

4. STEP-BY-STEP INSTRUCTIONS .......................... 11

5. ABOUT LABELS ...............................................22

6. TRACKING MAIL ON THE INTERNET .....................24

7. FREQUENTLY ASKED QUESTIONS .......................26

Digital Mailing Systems

2SV61156 Rev. F

About this Book

You should be thoroughly familiar with the operation of your

mailing system. Please refer to the operating guides fur-

nished with your equipment for complete instructions. You

should also be familiar with the special services offered

by the United States Postal Service®(USPS). This book

provides general information about available confirmation

services. For the most current information, visit the Postal

Service’s web site at: www.usps.com

This book explains how to use your mailing system to take

full advantage of USPS®confirmation services. It explains

what these services are and how to use them.

This book provides instructions for using confirmation ser-

vices with these mailing systems:

• DM100i, DM125, DM200L, DM225, DM300c, DM400c,

DM450c, and DM475.

• DP100i, DP200L, DP300C, DP400C, DP450C, DP475.

Equipment

Covered

What You Should

Know

How to Use this

Book

1. Introduction

Please take a few minutes to read through this manual and

familiarize yourself with the benefits of using your mailing

system as a gateway to the special electronic services of-

fered by the United States Postal Service.

• Section 2 describes these services in detail;

• Section 3 provides quick instructions for using confir-

mation services;

• Section 4 has step-by-step instructions for all mailing

systems;

• Section 5 explains how to apply and order labels;

• Section 6 tells you how to track your mail using the In-

ternet; and

• Section 7 has helpful answers to a number of frequent-

ly asked questions.

The USPS offers several services to confirm delivery of

your mail piece. Among these are Delivery Confirmation™,

Signature Confirmation™, and Certified Mail™.

Using USPS®Confirmation Services

SV61156 Rev. F 3

Delivery Confirmation allows you to verify the date and time

of delivery of your mail pieces or, if the delivery was unsuc-

cessful, the date and time of the delivery attempt.

The service is currently available for First Class Mail par-

cels, Priority Mail parcels, Standard Mail parcels and Pack-

age Services parcels, which include Parcel Post, Library

Mail, Media Mail, and Bound Printed Matter.

You may combine Delivery Confirmation with other services

such as COD, insured mail, Registered Mail™,Return Re-

ceipt for Merchandise, or special handling. Delivery Confir-

mation may be combined with restricted delivery or return

receipt, if purchased with either insurance for more than

$200, COD, or Registered Mail service.

There is no charge for Delivery Confirmation when you ship

by Priority Mail and provide an electronic file to the Postal

Service.

The USPS also offers a signature proof of delivery ser-

vice—Signature Confirmation. This provides mailers with

the first initial and last name of the recipient, along with the

date, time and delivery ZIP Code.

This service is currently available for First Class Mail par-

cels, Priority Mail, and Package Services parcels which

include Parcel Post, Library Mail, Media Mail, and Bound

Printed Matter.

For security purposes, digital signatures are not publicly

displayed on the web site. You can get actual signatures

from the USPS by fax, mail, or email.

This service meets the needs of mailers who require a

signature for high-value shipments or who are specifically

concerned with avoiding fraud.

2. About USPS Confirmation Services

Delivery

Confirmation—

Green Label

Signature

Confirmation—

Pink Label

Digital Mailing Systems

4SV61156 Rev. F

Certified Mail is a service offered by the USPS for a fee in

addition to postage, and may be combined with restricted

delivery and return receipt. This service is available for

Priority Mail and First Class Mail. Certified Mail provides a

delivery record that the Postal Service keeps for two years.

You can view the Certified Mail delivery record on the Track

and Confirm website at usps.com (see Section 6).

If you want hardcopy receipts or wish to specify restricted

delivery of your Certified Mail, there are options available

at your local Post Office (all at extra cost, payable to the

USPS). These are described below.

Return Receipts

Return receipt postcards are available from your local Post

Office.

When you buy the return receipt postcard, sending a mail

piece by Certified Mail assures that you have legal proof of

receipt of the communication. The Postal Service sends the

green return receipt postcard back to you, the sender. This

is a very useful tool for collecting funds, recovering checks

and making legal notifications. A return receipt for Certified

Mail serves as a legal document proving the date and time

when the recipient took possession of the mail piece.

2. About USPS Confirmation Services

Certified Mail—

Dark Hunter

Green Label

Signature

Confirmation—

Pink Label (cont.)

You may combine Signature Confirmation with COD In-

sured mail, Registered Mail, and special handling. It may

also be combined with restricted delivery if purchased with

insurance for more than $220, COD, or Registered Mail

service. This is an additional cost for Signature Confirma-

tion service.

As an add-on service to Delivery Confirmation, there is an

additional cost. When you upload (send) the transaction

using your mailing system, the additional cost is slightly

lower than if your local Post Office handles the transaction.

Using USPS®Confirmation Services

SV61156 Rev. F 5

2. About USPS Confirmation Services

If you decide you want a return receipt after you’ve mailed

your Certified Mail piece, go to your local Post Office and

ask for this service. The Post Office will give you a scanned

image of the recipient’s signature, along with the date of

delivery. Be sure to provide the 22-digit barcode used on

the mail piece. There is a fee for this service.

Restricted Delivery

You also have the option of requesting Restricted Delivery

of your Certified Mail piece. This assures that only the spe-

cific person you sent the mail piece to can receive and sign

for it.

Certified Mail and Options

The Postal Service charges additional fees for the follow-

ing:

• Certified Mail

• Return Receipt Requested at Time of Mailing

Shows to whom the piece was delivered, the original

signature, date of delivery, and recipient's address, if

different.

• Restricted Delivery

Only allows a specific person to receive and sign for

the mail piece.

• Return Receipt Requested after Mailing

Shows to whom the piece was delivered, scanned

signature, date of delivery, and delivery address.

For current fees, go to www.usps.com/prices or ask your

postal representative.

HINT: Contact your

local Post Office or

www.usps.com for

conditions and fees

associated with Certi-

fied Mail options.

Certified Mail—

Dark Hunter

Green Label

(cont.)

Digital Mailing Systems

6SV61156 Rev. F

2. About USPS Confirmation Services

USPS Forms Obtaining a Mailer ID (MID) from USPS for

Electronic Return Receipt (ERR)

Meters that use an ERR (Electronic Return Receipt) fea-

ture must be programed with a MID number in order for the

mailer to receive e-receipt files from the USPS.

Before October 2010, the MID was requested from the

USPS via the 5053/5051 postal forms that were filled out

and faxed to the USPS. Now, an MID must be obtained

from the USPS via an online tool before the 5053/5051

forms are filled out and faxed to the USPS. The online tool

provides a new MID immediately, avoiding the up-to-72-

hours processing time it took previously.

Once this process is completed, the mailer can obtain ERR

signature files on My Account at www.pb.com.

To obtain a mailer ID (MID) from the USPS:

1. Go to www.usps.com

2. Select the Business Customer Gateway located on

the bottom right hand corner of the web page.

3. If you haven’t already, register as a new user to gain

access to the Business Customer Gateway.

4. Select the "Mailer ID" link to obtain a MID.

5. Enter the Mailer ID (MID) on USPS Form 5053 and/or

5051 (see next page) and fax to the USPS for recording.

6. Provide the Mailer ID (MID) to the Pitney Bowes Cus-

tomer Service Representative upon system installation.

Form 5052, Printer Certification Submission

Customers who wish to complete print their own Delivery or

Signature Confirmation labels must complete this form.

Using USPS®Confirmation Services

SV61156 Rev. F 7

PS Form 5051, Confirmation Services — Electronic

Option Application

This is an administrative application used to establish mail-

ers in the confirmation services database. This form is

required of any customer who wishes to use Delivery Con-

firmation, Signature Confirmation or Certified Mail. Mailers

applying to use these services complete the application

and fax it to the number provided on the form or mail the

form to the address listed. A key element of the application

is the Mailer ID (MID) number for the company applying.

Form 5053, Bulk Proof of Delivery Application

Customers use this form to register for the Certified Elec-

tronic Return Receipt (ERR) service. Customers must

enter their 9-digit Mailer ID (MID) provided to them from

the USPS online tool (see previous page). This same MID

must also be entered into their postage meter to complete

the process.

Form 1357-S, Request for Computer Access

This is required only for those customers who wish to re-

ceive daily detail extract files from the USPS 16 times a

day. Such customers can update their own systems with

this tracking data.

IMPORTANT! The application process cannot be completed

without Forms 5053 and 1357.

PS Form 109, Application to Print Special Services

Barcoded Forms/Labels

This form allows the USPS to verify your Mailer ID (MID)

number and check that your barcode printing software is

certified. This is for customers who want to print their own

certified labels. This form is required in addition to PS Form

5051.

2. About USPS Confirmation Services

USPS Forms

Digital Mailing Systems

8SV61156 Rev. F

How USPS

Confirmation

Services Work

The diagrams on the next two pages show the confirmation

services process.

You begin by applying a preprinted barcode label unique to

the specific service you desire. The barcode in each label

includes a unique Package Identification Code (PIC).

To process a mail piece, select the service and class of

mail you want, then enter the destination ZIP Code and

barcode number using your control panel’s numeric key-

pad. Your mailing system stores a confirmation data record

for each piece of mail you process. It also prints the correct

postage on a tape strip or directly on your envelope, then

prompts you for the next barcode.

Your mailing system sends confirmation records to the

Data Center when you’ve finished processing, or when

you've processed the maximum number of pieces it can

store. Your mailing system also prints a receipt for each

transaction.

You can drop the mail off anywhere mail is accepted.

Using the Delivery Tracking System on our web site, you

can verify delivery of individual items at:

www.pb.com

See section 7. Tracking Mail on the Internet for more infor-

mation.

For complete description of confirmation services, see

USPS publication 91 available at:

www.usps.com

3. Using Confirmation Services—an Overview

HINT: When you use

Delivery or Signature

conﬁrmation services

with your mailing sys-

tem and send barcodes

electronically, you get a

discount on the cost of

the service.

Remember: The dis-

count applies only if

you use the barcode la-

bels provided by Pitney

Bowes and send the

records electronically.

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