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        Frequently asked questions re. postcards and letter mail

        Contents

        What kinds of restrictions exist in terms of special formats and weights?

        Cylindrical format:

        The cylindrical special format covers Gro?brief and Maxibrief letter items falling within the following minimum (L: 100mm, W: 70mm) and maximum dimensions (L: 353mm, W: 250mm, H: 20mm or 50mm). Cylindrical format items may be sent as letter mail if:

        • the ratio of the long diameter to the short diameter of an oval cross-section is at least 2:1 (height or thickness = shorter diameter < 50mm) or
        • circular diameters can be provided with a firmly attached sleeve of at least 150mm x 150mm

        The items may have flat ends like a tube.

        Creative format:

        The creative special format covers items which are neither rectangular nor square in shape (e.g. heart-shaped cards). Creative format items must be sent in an envelope. The price is based on the size of the envelope.

        Bottle mail:

        Bottle mail may be sent as a letter item if the body of the bottle (excluding neck) is rectangular and flattened, and conforms to the minimum dimensions L: 100mm x W: 70mm.

        Flattened in this sense means that the body of the bottle is not round but flat (e.g. a hip flask) and the base of the bottle is therefore oval in shape. The dimensions of the base should have a ratio of 2:1, i.e. the length is twice the width.

        Bottle mail items must be shatterproof.

        Which dangerous items may be sent?

        Selected dangerous goods may be sent by mail. Information regarding the goods in question and further relevant considerations can be found in the following PDF The carriage of dangerous goods.

        Which additional services are available for mail items and postcards?

        Cylindrical format:

        The cylindrical special format covers Gro?brief and Maxibrief letter items falling within the following minimum (L: 100mm, W: 70mm) and maximum dimensions (L: 353mm, W: 250mm, H: 20mm or 50mm). Cylindrical format items may be sent as letter mail if:

        • the ratio of the long diameter to the short diameter of an oval cross-section is at least 2:1 (height or thickness = shorter diameter < 50mm) orcircular diameters can be provided with a firmly attached sleeve of at least 150mm x 150mm

        The items may have flat ends like a tube.

        Creative format:

        The creative special format covers items which are neither rectangular nor square in shape (e.g. heart-shaped cards). Creative format items must be sent in an envelope. The price is based on the size of the envelope.

        Bottle mail:

        Bottle mail may be sent as a letter item if the body of the bottle (excluding neck) is rectangular and flattened, and conforms to the minimum dimensions L: 100mm x W: 70mm.

        Flattened in this sense means that the body of the bottle is not round but flat (e.g. a hip flask) and the base of the bottle is therefore oval in shape. The dimensions of the base should have a ratio of 2:1, i.e. the length is twice the width.

        Bottle mail items must be shatterproof.

        Addresses

        How do I address a letter correctly?

        Addresses should be written flush left in a uniform font with even line spacing. Lettering should be in dark ink on a light, monochrome background without borders or highlighting. The positioning of the address should allow for a border at least 15mm from the left, right and bottom edges, and a minimum distance of 40mm from the upper edge of the envelope.

        Domestic letters within Germany should be addressed as follows:

        Form of address, first name, last name
        Street, house number
        Postal code, town/city

        In the case of international items, no country codes (e.g. B, F, NL) should be inserted prior to the town/city or postal code. The full name of the destination country should be written in capital letters in German, French or English as the last line of the address. The name of the town/city should also be written in capital letters, in Latin characters, if possible in the language of the country of destination.

        More information is available at: Adressing international letters correctly

        How do I address direct mail correctly?

        Configuring direct mail correctly – automatically processable mail items

        To ensure the rapid, secure and cost-effective sorting of mail items, it is important that items are compatible with automated processing and machine readable, and that the format of the address side is machine-compliant.

        For further information on the correct format for mail items and direct mail, please refer to the Automationsf?hige Briefsendungen brochure on automatically processable mail items.

        Service

        A Mail Automation Management Representative (ABB) can provide support as required as early as the direct mail design or planning stage. Should you wish, we can also verify that your items are compliant with automated processing. You will be provided with a certificate free of charge to confirm your direct mail or envelopes conform to Deutsche Post guidelines.  We can also provide recommendations on machine-compliant envelopes, paper and fonts.

         

        Service number

        Simply call our service number +49 (0)6151 9084083.
        Our advisors are on hand to provide detailed information Mon.-Fr. from 10am to 4pm.

        Or send us an e-mail: automationsfaehigebriefe@deutschepost.de

        A member of our team will get straight back to you.

         

        Franking

        How can I save on postage when sending large volumes?

        Savings can be made on postage when sending letter items in large volumes. Deutsche Post offers various rate discounts depending on the type of item posted.

        Discount criteria

        Deutsche Post grants a discount on letter item postage from a minimum sale of €200. This represents a percentage of the sales volume per business transaction and machine.

        In the case of IT franking, Deutsche Post grants a discount of 1% on the sales volume (irrespective of individual sales volume).

        Which persons may be granted authorization to receive items?

        Delivery can take place to

        • the recipient: this can be a natural or legal person, companies or associations, authorities or persons who are entitled by court order to accept items on the part of the recipient (e.g. insolvency administrators and guardians)
        • his/her spouse,
        • a postal proxy/appointed person who is able to provide written authorization to receive specific items on the part of the recipient
        • a substitute recipient: this can be a relative of the recipient or a spouse, other persons present at the delivery address and residents in the same house or neighbors of the recipient if it may be assumed, under the given circumstances, that they are authorized to receive the item. Substitute recipients could also be the owners of PO box facilities and their employees.

        Items with the additional services registered item, COD and delivery to the addressee in person will only be handed over subject to confirmation of receipt and proof of authorization to receive the item in question. Items with the additional services registered item and COD will not be handed over to residents in the same house nor neighbors; items with the additional service delivery to the addressee in person will only be handed over to the recipient or a specifically authorized proxy.

        Items which cannot be delivered will be held by Deutsche Post for collection for seven working days.

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