1. business and industrial

Mail Type
Reference Guide
Effective 1 June 2015
Contents
Welcome
3
Promo Post
4
The mail classification question
5
The “communication purpose”
6
Promotional mail
7
Promotional mail examples
8
Transactional mail
11
Transactional mail examples
12
Reference guide
14
- A, B, C
14
- D, E 15
- F, G, I
16
- L, M, N
17
- O, P, Q, R
18
- S, T, V
19
This document is intended as a guide only. Although every endeavour has been made to ensure the
accuracy of the contents of this document at the time of publication, this information is subject to
changes without notice. Australia Post shall not be liable for any loss or damage whatsoever arising
howsoever in connection with this document (including but not limited to any errors and omissions in
this document, changes to any information, or from the reliance placed on all or part of its contents).
Copyright owned by Australia Postal Corporation.
Contents
2
Welcome
The purpose of this guide?
The purpose of this guide is to help users assess the “communication
purpose” of their business mail, as either promotional or transactional.
This information is required for some Australia Post bulk mail delivery services:
• Promo Post is available for organisations making individual lodgements
of 4000 or more articles of promotional mail.
• Bulk mail lodgement documents (for PreSort, Clean and Impact Mail)
also require identification of the “communication purpose”.
Classifying the “communication purpose” of mail as promotional or
transactional can be open to interpretation and ambiguity. This guide seeks
to list the various “mail types” and identify whether their “communication
purpose” is promotional or transactional.
How to use this guide
When completing PreSort, Clean Mail or Impact Mail lodgement documentation
or deciding if you are eligible to use Promo Post, use this guide to determine
the “communication purpose” for the articles you are lodging.
1.Ascertain the “mail type” (for example; to send a brochure).
2.Locate the entry in the guide that corresponds to the “mail type”
and check the “description”.
3.Listed at the far right is the “communication purpose” of the mailing,
which is given as either promotional or transactional.
If you have a question or it’s not in this guide
Some “mail types” may not be listed in the guide or you may be unsure
of the “communication purpose” of an article.
These articles can be referred to the Australia Post Mail Support Team,
by emailing an image of your article to mailpresentation@auspost.com.au
You will receive a response to your query within two business days.
This guide will be updated to reflect any new additional “mail types”.
For the most up to date version, please download the Mail Type
Reference Guide at auspost.com.au/bulkmail
Contents
3
Promo Post
Direct mail remains a highly effective channel for
organisations to gain new customers or do more
business with existing customers.
Promo Post is available for organisations making individual lodgements
of at least 4000 addressed mail pieces that are ‘promotional’ in nature.
Articles are prepared as PreSort but attract a lower rate than PreSort.
Use this guide to confirm that the “communication purpose” of the
article you are sending is promotional and thus qualifies for Promo Post.
If your “mail type” is not listed in the guide, or you are unsure of the
“communication purpose” of an article, either email an image of your article
to mailpresentation@auspost.com.au or lodge the articles using our
PreSort Letters service.
Full details on how to use Promo Post are available at
auspost.com.au/promopost, or in the PreSort Letters service guide (8833700).
Contents
4
The mail classification
question
The mail classification question is found on bulk mail lodgement
documentation for:
•
PreSort Letters
• Clean Mail
• Impact Mail
nt document
PreSort Letters – Lodgement document
Do not include on this form items for External Territories lodgement.
Refer to the External Territories – Supplementary lodgement form (8838499).
Important: See Privacy Notice in the PreSort Letters Terms and Conditions attached.
gement.
form (8838499). Important:
and Conditions attached.
his
um
aid
en
ice
Mail details
One of these numbers must appear on all mail tags / labels with this
lodgement
Your lodgement number
What is the main purpose of this mailing? (tick one only)
Promotional
(eg. advertising, offers,
customer relationship
material)
Your job number
Or
Mail details
Please note: To be eligible for PreSort Letters prices, a minimum
of 300 barcoded articles is required. These items must:
• be the same article size classification and weight range
• be sorted into trays and correctly labelled.
• not contain a mix of payment streams, ie metered and postage paid
imprint
• comply with the addressing and other conditions of the service.
Lodgements will be accepted only if official approval has been
obtained from Australia Post. Refer to the PreSort Letters service
guide (8833700).
Don’t know
Transactional
(eg. statements,
invoices, receipts)
Are these articles eligible for Charity Mail?
Yes
A05
C05
Charity Mail
Approval No.
Article size / weight category (tick one only)
Small (B10/C10)
Medium (B11)
Regular delivery only
Large (B12/C12)
What is the main purpose of this mailing? (tick one only)
Name of facility where lodging mail
Promotional
(eg.Mailing
advertising,
offers,
agent’s details (if applicable)
customer relationship
material)
Contact name
Telephone number
Company / business name
Up to 125g
Up to 125g
Up to 125g
Over 125g
up to 250g
Small Plus (B09/C09)
Up to 125g
Over 125g up to 250g
Over 250g up to 500g
Transactional
(eg. statements,
invoices, receipts)
Does this lodgement contain
identical weight articles?
Regular delivery
(B09/B10/B11/B12)
No
Don’t know
Yes
Number of articles
Same state Other state
Total
Number
of trays
Number of articles
Same state Other state
Total
Number
of trays
• Direct trays
• Residue trays
• Unbarcoded
trays
Total
Are these articles eligible for Charity Mail?
Customer’s details
Yes
Contact name
Priority delivery
Charity Mail
Approval No.
Telephone number
Fax number
Department / section
(C09/C10/C12)
• Direct trays
• Residue trays
• Unbarcoded
trays
Total
A05
C05
Email
Declaration
Article size / weight category (tick one
only)
I hereby declare that:
Company / business name
1
2
3
Small (B10/C10)
Medium (B11)
4
Address
Regular delivery only
Up to 125g
Postcode
5
Small Plus (B09/C09)
Are these mail costs to be charged to your Australia Post Charge
Account?
Yes
Up to 125g
Charge Account
Number
Reference details for invoice
services
Does thisSpecial
lodgement
contain
identical weight articles?
Do you require any special services (eg. Registered Post)?
No
Yes
• Original - Australia Post
Specify type
Regular delivery
(B09/B10/B11/B12)
• Direct
Contents
trays
Large (B12/C12)
Up to 125g
Over 125g
up to 250g
6
Payment / invoice details
No
I am the customer and / or authorised agent of the customer.
I have read and agree to the PreSort Letters Terms and Conditions.
All information contained on this document is to the best of my knowledge
true and correct.
I acknowledge that Australia Post will have accepted this lodgement for
carriage only when this form is correctly receipted and stamped provided
that Australia Post reserves the right to inspect the lodgement to ensure that
the mailing details are correct and the terms and conditions have been
complied with.
Articles lodged under The Charity Mail Service contain contents originating
from the approved charity.
I certify that the address details contained within this lodgement, including
the DPID contained within the 4-state barcode, are current against the latest
version of the Postal Address File (PAF) and have been checked using a current
version of AMAS certified software.
• Duplicate - Customer copy
Signature (Customer or Agent)
Name (block capitals please)
Up to 125g
Over 125g up to 250g
Date
/
/
Over 250g up to 500g
Australia Post use only
No
Received by
FAP220/221/225 number
Yes
Time
Final check performed by
ABN 28 864 970 579
Number of articles
Same state Other state
Total
8835114 • June 2014
Number
of trays
5
The “communication
purpose”
What is meant by the term “communication purpose”?
The “communication purpose” refers to the primary reason for the
mailing or correspondence.
For business mail there are two broad “communication purpose”
classifications: Promotional or Transactional.
Promotional mail
Transactional mail
Where the main purpose of a
mailing is to promote the business,
organisation or institution’s goods,
services or cause, the mailing
is promotional.
Where the main purpose of a
mailing is to ‘facilitate transactions’
of a business, organisation or
institution with its customers,
suppliers, employees or supporters,
the mailing is transactional.
•Brochure
•Flyer
•Pamphlet
•Loyalty correspondence
•Direct mail
•Application form
•Competition
•Fund raising
•Entry form
•Newsletter
•Invitation
•Invoices
•Statements
•Receipts
•Bills
•Overdue notices
•Contracts
•Employee payments
•Group certificates
•Account keeping card
•Membership renewal
•Coupon
•Change notification.
•Voucher
Transactional articles that also
contain a promotional message
(sometimes referred as trans
promotional) are classified as
transactional. They do not qualify
for Promo Post.
•Offer
•Catalogue.
Information and examples of promotional and transactional mailings can be found
on the following pages. “Descriptions” and classifications of “communication purpose”
are provided in Appendix A.
Contents
6
Promotional mail
Promotional mail is any addressed mail that
advertises goods or services, including the promotion
of organisations, causes and / or customer relationships.
To decide if a mailing is promotional, ask whether the main purpose
is to stimulate activity of the business or organisation through:
• Promoting the sale or use of products or services?
• Promoting the organisation’s cause?
• Making an offer, invitation or promotional claim about the organisation’s
products, services or “cause”?
If the answer is “yes” to any of these questions,
then the “communication purpose” is promotional.
Examples of Promotional mail:
•
•
•
•
•
•
•
•
Advertising letters and brochures
Subscription offers
Special offers
Charity donation solicitations*
Competitions
Catalogues i.e. to encourage purchase goods
Loyalty program information i.e. offers to a loyalty program members
Invitation to an event (excluding appointment reminders).
*Charity donation solicitations may also qualify to be sent using the Charity Mail service. Charity Mail
provides lower prices for mailings of barcode PreSort articles from income tax exempt organisations.
A minimum of 300 barcoded articles per lodgement applies. Full details of the Charity Mail service
can be found at auspost.com.au/charitymail
Contents
7
Promotional mail
examples
Invitation to a conference
IT
Loyalty correspondence
Goodbuys
con
nect
Dear Sarah
SOCIAL MEDIA
CONFERENCE
Book before July
to save up to $500
with our early
bird discount
Welcome Anna
Rewards
Points
To Book, Call Or Email
Competition entry
Offer to a former customer
Hotel
Sands
Dear Jenny
Dear Gina
WIN
Thank you for your stay. Book andSand
s
pay before September to receive a
discount off your
accomodation
YOUR CHANCE TO
Hotel
15%
How to enter
Contents
8
Offer from a utility company
Switch
Election / political advertising
John CANDIDATE MP
Energy
Dear Alex
Dear Mr Citizen
Switch to us
and save
I ask for your support.
1 Vote this election.
Magazine subscription offer
Offer to upgrade credit limit
Limited
Dear Mrs Smith
DJ Mag
FREE DJ Mag Diary
when you subscribe today!
Contents
Upgrade
Now
Hello Mark
0%
p.a.
Credit Card
9
Contents
10
Transactional mail
Transactional mail is any addressed mail that
primarily relates to facilitating a transaction or
contractual / legal agreement between the sending
organisation and the receiver.
To decide if a mailing is transactional, ask whether the main purpose is:
• To convey financial information (e.g. invoices, statement or receipts)?
• Necessary for compliance standards?
• Information or updates about the current “operating relationship”
between the sender and the receiver?
If the answer is “yes” to any of these questions,
then the “communication purpose” is transactional.
Examples of Transactional mail:
• Bills / invoices / accounts i.e. anything seeking payment
• Statements i.e. anything that provides an update of money
available or owed
• Payments and payment advices / receipts i.e. anything that
is making a payment (e.g. Cheque or credit card)
• Periodical financial / business reports i.e. annual reports
or business updates sent to shareholders.
Transactional articles that also contain a promotional message
(sometimes referred to as trans promotional) are classified
as transactional. They do not qualify for Promo Post.
Contents
11
Transactional mail
examples
Loyalty card
Electoral roll information
VOTER INFORMATION LETTER
Ca
rr
cluot
b
Welcome to the
carrot club rewards
card program
Notice of an annual meeting
State Election, Saturday, May
Insurance renewal
me
Fortunate
INSURANCE
500
Dear Robert
NOTICE OF ANNUAL MEETING
FOR SHAREHOLDERS
Contents
Dear Bert
Insurance
Renewal
12
A bill from a service provider
Product recall
H2O Water
Water Bill
A financial statement
$ YOUR
BANK
Your
Financial
Statement
Product Safety Recall
Dear Car Owner,
A tax invoice / receipt
Parts‘R’Us
Tax Invoice #001
Contents
13
Reference guide
Mail type
Description
Communication
Purpose
A
Account (statement)
Convey details and costs of a transaction normally
requesting payment. (See also "bill", "invoice", "statement").
Transactional
Account keeping
card
The physical card and / or PIN details for customer account
access or welcomes or updates a customer / member.
E.g. ATM, credit card, debit card, health care card,
automobile club, special interest group.
Transactional
Acknowledgement
Confirm an order or request and / or that a transaction
has progressed.
Transactional
Advertising letters
See "direct mail."
Promotional
Annual report
Provide financial status of a company or association
normally as part of compliance standards. E.g. Annual,
half year and quarterly reports.
Transactional
Application form (1)
When included with a direct mail item inviting the
addressee to respond or join.
Promotional
Application form (2)
When dispatched to addressee upon their request.
Transactional
Bill
Conveys details and costs of a transaction normally
requesting payment. (See also "account",
"invoice", "statement").
Transactional
Brochure
Contains information about the goods or services of a
business, organisation or institution. (See also "catalogue",
"flyer", "pamphlet").
Promotional
Card (1)
See "membership card."
Transactional
Card (2)
See "account keeping card."
Transactional
Catalogue
Contains information about the goods or services of a
business, organisation or institution. (See also "catalogue",
"flyer", "pamphlet").
Promotional
B
C
Certificate (1)
See "gift certificate."
Promotional
Certificate (2)
See "results certificate."
Transactional
Change notification
Inform a customer or member about changes to
their account, policy, contract or service agreement.
E.g. Price changes, changes to Terms and Conditions.
Transactional
Contents
14
Change of
address advice
Inform a customer or member about a business,
organisation or institution change of premises.
E.g. "We have moved."
Transactional
Charity
See "fund raising."
Promotional
Cheques
The distribution of money (including money orders) as part
of a transaction. E.g. Supplier payments, employee pay
cheques, dividend payments. (See also “payment").
Transactional
Competition
Offered by a business, institution or organisation as a
promotion. E.g. "To win a holiday, enter your details on
this form." (See also “entry form").
Promotional
Confirmation
Notice to confirm predetermined bookings, meetings,
appointments. E.g. "Your appointment is at...”,
"Your flight is on…"
Transactional
Contracts
Business, property or personal transactions or
agreements. (See also “legal documents").
Transactional
Coupon
Offered by a business, institution or organisation as
part or solely as a promotion. E.g. Free offer, discount
or two for one. (See also “gift certificates", "voucher").
Promotional
Course information
(1) (education)
Promote an educational institution with prospectus,
course and study information and fees.
Promotional
Course information
(1) (education)
Direct request by the receiver for a prospectus, course and
study information and fees from an educational institution.
Transactional
Credit card
See "account keeping card."
Transactional
Direct mail
Solicited or unsolicited letters.
Promotional
Dividend cheques
The distribution of money (including money orders) arising
from the ownership of a company or company shares.
Transactional
Donations
(soliciting of)
See "fund raising."
Promotional
Election / political
advertising
Political or election campaign information, member, party
or policy information intended to win favour of constituents.
Promotional
Election / voting
information
Information that provides details about where and how
to vote for an upcoming election.
Transactional
Electoral roll
information
Forms and information intended to update and maintain
electoral rolls.
Transactional
Employee payments
Cheques or notice of payment to employees from a
business, organisation or institution. (See also “cheques”).
Transactional
Entry form (1)
Offered by a business, institution or organisation as
part of a promotion. E.g. "To win a holiday, enter your
details on this form."
Promotional
Entry form (2)
When dispatched to addressee upon their request.
Transactional
D
E
Contents
15
F
Flyer
Contains information about the goods or services of a
business, organisation or institution. (See also "brochure",
"catalogue", "pamphlet").
Form (1)
See "application form."
Form (2)
See "entry form."
Form (3)
See "order form."
Form (4)
See "registration form."
Fund raising
Encourage or solicit a recipient to make a purchase,
donation, join or contribute to a cause. E.g. Community
service, social service, clubs.
Promotional
Gift Certificates (1)
Offered by a business, institution or organisation as part
of or solely as a promotion. E.g. Free offer, discount or
two for one. (See also "coupon”, “voucher").
Promotional
Gift Certificates (2)
Sent as payment or part payment to employees by
a business, institution or organisation.
Transactional
Government
correspondence (1)
Announcements, newsletters and information intended to
promote the activity, views and opinions of parliamentarians,
mayors, councillors, political parties and / or members.
Promotional
Government
correspondence (2)
Government, local government, council, forms, information,
licence renewals requested or not by constituents or in
the normal course of servicing the community excluding
promotional information.
Transactional
Greeting cards
Season’s greetings cards to a group of customers or
members, current or otherwise. E.g. Religious holiday
cards, birthday cards.
Promotional
Group Certificates
Annual employee payments and taxation information
from a business, organisation or institution.
Transactional
Inserts (1)
A promotional item such as a brochure, catalogue, flyer
or invitation when included in a mailing of transaction
statements. E.g. A wine club (affiliated or not) leaflet
accompanying a credit card statement.
Transactional
Inserts (2)
A promotional item such as a brochure, catalogue,
flyer or invitation when accompanying direct mail or
loyalty mailings. E.g. A wine club (affiliated or not) leaflet
accompanying a loyalty program points statement.
Promotional
Insurance
See "policy document."
Transactional
Investment offer
Investment fund information relating to share portfolio
or investment plans.
Promotional
Invitation (1)
Invitation to customers or members, existing or potential to
purchase, inspect, attend or participate in a promotional
event. E.g. "You're invited to our new store at."
Promotional
Promotional
G
I
Contents
16
Invitation (2)
Invitations that are normally part of compliance
standards. (See also “meeting notice", "notices").
Transactional
Invoice
Convey details and costs of a transaction normally
requesting payment. (See also "account", "bill", "statement").
Transactional
IPO
(Initial Public Offer)
See "share offer."
Promotional
Legal documents
Business, property or personal transactions or
agreements. (See also "contract").
Transactional
Loyalty card (1)
See "membership card."
Transactional
Loyalty card (2)
Invitation to apply for a loyalty card. (See "application form").
Promotional
Loyalty
correspondence
Statements to customers, clients, club members or special
groups of customers detailing their frequent buyer, frequent
flyer or club status which may also include privileges, price
lists, and product / service lists. Also updating a customer /
member about their shopping habits, accumulated bonus
points or points redemption scheme. E.g. Customer rewards
program, frequent shopper program.
Promotional
Loyalty gift
certificate
Gift certificate with value sent as a thank you or for
reaching a certain points value. (See "gift certificate").
Promotional
Medical results
Results associated with medical or health related tests.
Transactional
Meeting notice
Convey compulsory notice of meetings to shareholders,
members or a group. E.g. "Annual General Meeting to
be held at."
Transactional
Membership card /
pack
Delivery of the physical card and / or membership details,
welcoming or upgrading a customer or member and conveying
information about the membership scheme. E.g. Customer
card, frequent shopper card, frequent flyer card, rewards card.
Transactional
Membership offer
Mailing pieces designed to gain new members by
encouraging the recipient to become a member of a
club, or a mailing sent to lapsed members to encourage
them to rejoin the club.
Promotional
Membership renewal
See "renewals."
Transactional
Money order
See "cheques" and "payments."
Transactional
Newsletter (1)
Information bulletins directed to employees, agents,
dealers or distributors or members of an organisation
that promotes an organisation and/or its activities
without mandated legal or regulatory information.
Promotional
Newsletter (2)
Information bulletins directed to employees, agents,
dealers or distributors or members of an organisation
that contains mandated legal or regulatory information.
Transactional
Notices
Convey compulsory notices, changes, information or
occurrences to shareholders, members, customers or a group.
Transactional
L
M
N
Contents
17
O
Offer
Letters to customers or members, existing or potential
that invite or encourage the addressee to purchase,
inspect attend or participate.
Promotional
Order form (1)
When included with a direct mail item inviting the
addressee to respond or join.
Promotional
Order form (2)
When dispatched to addressee upon their request.
Transactional
Overdue notice
Notice to inform customers or members of payment
not received.
Transactional
Pamphlet
Contains information about the goods or services of a
business, organisation or institution. (See also "brochure",
"catalogue", "flyer").
Promotional
Payment
Cheques or money orders sent as part of a transaction. E.g.
Supplier payments, employee pay cheques or dividend
payment. (See also "cheques", "employee payments").
Transactional
Payment advice
Documentation that supports a payment that has
occurred. (See also "remittance advice").
Transactional
Policy documents
Policy related documentation distributed to members
or customers including renewals, changes to policy,
terms and conditions. E.g. "You're policy has changed."
Transactional
Price changes
Notices to customers or members about changes to
existing agreements, contracts or policies. E.g. Periodic
CPI increases. (See also "rate changes").
Transactional
Price lists
Contains product descriptions and prices for the products
or services of a business, organisation or institution.
Transactional
Product recall
Notice to a customer to advise a product they
have purchased is being recalled.
Transactional
Prospectus (1)
Offer of investment fund information relating to share
portfolio, shareholder information or investment plans
when conveyed as part of a promotion.
Promotional
Prospectus (2)
Request for investment fund information relating to
share portfolio, shareholder information or investment
plans by the receiver. E.g. The receiver responds to an
advertisement requesting a prospectus.
Transactional
Requests or invitations to participate in research
and / or questionnaires for respondents to complete.
(See also "survey").
Promotional
Rate change
Notices to customers or members about changes to
existing agreements, contracts or policies. E.g. Periodic
CPI increases. (See also "price changes").
Transactional
Receipt
Confirmation of payment, goods or services ordered / received.
Transactional
Registration form (1)
When included with a direct mail item inviting the
addressee to respond or join.
Promotional
P
Q
Questionnaire
R
Contents
18
Registration form (2)
When dispatched to addressee upon their request.
Transactional
Reminders (1)
Notice to remind a customer of an upcoming service or
event. E.g. "It is time to make your next appointment."
Promotional
Reminders (2)
Reminder of action outstanding. E.g. Failure to meet,
pay, appear. (See also "overdue notice").
Transactional
Remittance advice
Documentation that supports a payment that has
occurred. (See also "payment advice").
Transactional
Renewals (1)
Notices calling for the renewal of existing customer
contracts or memberships. E.g. Insurance renewals,
membership renewals
Transactional
Renewals (2)
Notices calling for the renewal of lapsed customer
contracts or memberships. E.g. Insurance renewals,
membership renewals.
Promotional
Results / results
certificate
Notice to students relating to exam results and course
grading. E.g. Certificates, results.
Transactional
Sample
Example of product or service, free or otherwise and / or
gift, novelty to promote a product or service.
Promotional
Share certificates /
issue
Documentation arising from the sale or purchase
of company shares.
Transactional
Share offer
Notification of forthcoming company float on the stock
exchange or capital raising. (See also "IPO").
Promotional
Statement
Convey financial transactions and status of a customer
account. E.g. From a bank, credit card institution.
Transactional
Store card
See "membership card."
Transactional
Subscription offer
Encourage the recipient to become a new subscriber to a
publication. (Mailing pieces designed to gain subscribers),
or sent to lapsed subscribers or to a totally new list.
Promotional
Subscription renewal
Notices calling for the renewal of existing
publication subscriptions.
Promotional
Survey
Requests or invitations to participate in research
and / or questionnaires for respondents to complete.
(See also "questionnaire").
Promotional
Taxation forms
Including BAS, personal income tax, and group certificates.
Transactional
Tax invoice
See "invoice."
Transactional
Thank you notices
Conveying gratitude to customers or members for
their custom or otherwise.
Promotional
Voting information
See "election information"
Promotional
Voucher
Offered by a business, institution or organisation as part
of or solely as a promotion. E.g. Free offer, discount or
two for one. (See also "coupon”, “gift certificates").
Promotional
S
T
V
Contents
19
For the most up to date version of this guide,
visit auspost.com.au/bulkmail