Certified Return Receipts – Go Electronic to Cut Costs!


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Postage has moved online, which saves mailers - especially in small businesses - both time and money. From online address books to postal funds management to compliance with USPS Intelligent Mail® standards, online postage helps you to navigate some of the more complicated aspects of both letter and package shipments. Pitney Bowes explains the benefits.

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Certified Return Receipts – Go Electronic to Cut Costs!

  1. 1. Certified Return Receipts – Go Electronic to Cut Costs! April 8, 2014
  2. 2. Your Presenters Dana Wagner, Manager of Customer Education, began his Pitney Bowes career in Seattle in 1982 and has held increasingly responsible sales and management positions in the U.S. marketing organization. For the past 9 years he has been a part of the Corporate Learning and Development organization. Dana is currently responsible for the award winning Mail Management Seminar series and other client centered carrier and product education programs. Tom Hazel, Regional Enterprise Solutions Development Manager for Pennsylvania and New Jersey, started with Pitney Bowes in 1985. His roles have ranged from customer service to sales over the past 29 years, with increasing responsibilities, including Sales Director in Florida, Pennsylvania, and New Jersey. Tom is currently responsible for managing the Enterprise Distribution Solutions product group for Pennsylvania and New Jersey.
  3. 3.  Proof of Mailing?  Proof of Delivery? • With a Signature?  On-line Delivery Tracking?  Compliance? Mailing Objectives What do you want to accomplish?
  4. 4. USPS Certified Mail™ Service Proof of mailing via PS Form 3800 or Firm Mailing Book (PS Form 3877) 3 or more CITY ST 00000-0000 .48 0673 3.30 2.70 11 0.00 6.48 02/12/2014
  5. 5. Proof of Delivery w/ Signature Return Receipt  Provides evidence of delivery  To whom delivered  Delivery date  Recipient’s address  Must be combined with Certified Mail service
  6. 6. Uniform Electronic Transactions Act  2000- The US Congress passes the Uniform Electronic Signature Act  Provides a legal framework for the use of electronic signatures and records in government or business transactions.  Makes electronic records and signatures as legal as paper and manually signed signatures. http://www.ncsl.org/default.aspx?tabid=13484
  7. 7. Proof of Delivery w/ Signature Return Receipt  2003- The USPS introduces the Electronic Return Receipt  The USPS's position on Electronic Return Receipt is that it is an equivalent method for proof of a captured signature for delivery of certified mail. Also shows:  To whom delivered  Delivery date  Recipient’s address  Recipients Signature  2003- Pitney Bowes receives approval from USPS to market automated eRR solutions  PB meets all USPS label and electronic file exchange specifications.  11 years of client use
  8. 8. Fill out hard copy Return Receipt and process on mailing or shipping system.  Apply Certified Mail™ label  Apply Return Receipt label  Apply postage. Drop in mail Take to USPS if proof of mailing is needed! Return Receipt AND USPS PS Form 3849 are signed by recipient Signed return receipt is mailed back to sender Traditional Return Receipt “Green Card” RR Prepare Send Deliver XX Green card returned to originator and filed •Missing Cards? •Non-Returned Cards? Form 3849 filed and held by destination post office 24 months File
  9. 9. Process mail piece on mailing or software Solution  Apply Certified Mail™ label or assemble mail piece  Apply postage.  NO Green card Required Drop in mail Take to USPS if proof of mailing is needed! Form 3849 signed by recipient Electronic Return Receipt Prepare Send Deliver XX File Form 3849 filed and held by destination post office 24 months Delivery information on PS Form 3849 is scanned by USPS to generate electronic Return Receipt signature file Electronic Return Receipt Process Flow Certified Mail™ with electronic option of Return Receipt details transmitted to USPS ERR filed electronically as pdf or printed and filed as 8 ½ x 11 document
  10. 10. USPS e-Return Receipt Pricing eRR SAVES $1.35 ON EACH PIECE !
  11. 11. SendSuite LiveTM Certified/Return Receipt Solution Visibility and control over all USPS electronic Return Receipt processing to match your needs: FLEXIBLE Processes to meet all needs: 1. Generate Coversheets 2. Pre Printed USPS e-labels 3. Mail Center Generated e-Certified labels
  12. 12. SendSuite LiveTM USPS Certified/Return Receipt Solution USPS Impb, UPS, FedEx, DHL, and Regional carrier rating can also be utilized to consolidate, account and manage all of your carrier costs Plus: All solutions:  Process and print at the desktop  Batch Processing and Mail Merge capabilities  Electronic Return Receipt tracking  Electronic Return Receipt retrieval  Detailed Reporting  Automatic Address Validation
  13. 13. Double Window Envelope Certified Mail Process Enter, import or select destination address information 1
  14. 14. SendSuite automatically prints Certified Cover Page with:  Certified Barcode  Return Address  Delivery Addresses Cover Page Sample A data merge can additionally be performed to generate the entire document Dear Pitney Bowes "Sed ut perspiciatis unde omnis iste natus error sit voluptatem accusantium doloremque laudantium, totam rem aperiam, eaque ipsa quae ab illo inventore veritatis et quasi architecto beatae vitae dicta sunt explicabo. Nemo enim ipsam voluptatem quia voluptas sit aspernatur aut odit aut fugit, sed quia consequuntur magni dolores eos qui ratione voluptatem sequi nesciunt. Neque porro quisquam est, qui dolorem ipsum quia dolor sit amet, consectetur, adipisci velit, sed quia non numquam eius modi tempora incidunt ut labore et dolore magnam aliquam quaerat voluptatem. Ut enim ad minima veniam, quis nostrum exercitationem ullam corporis suscipit laboriosam, nisi ut aliquid ex ea commodi consequatur? Quis autem vel eum iure reprehenderit qui in ea voluptate velit esse quam nihil molestiae consequatur, vel illum qui dolorem eum fugiat quo voluptas nulla pariatur? Best Regards, Woody Sandet VP Operations
  15. 15. Double Window Envelope Certified Mail Process Insert Cover Sheet and documents into double window envelope USPS approved double window envelope with pre-printed Certified green bar available in: Standard #10 • 6 x 9 • 9 x 12 1
  16. 16. Double Window Envelope Certified Mail Process Apply Postage 1 eRR SAVES $1.35 ON EACH PIECE !
  17. 17. Double Window Envelope Certified Mail Process Print /Save Firm Mailing Book on any printer for proof of mailing 1 USPS ‘Firm Mailing Book’ Instead of date stamping each piece individually, all are date stamped as a group by the USPS
  18. 18. SendSuite Transmits Certified Mail data via file transfer to USPS eRR SAVES $1.35 ON EACH PIECE !
  19. 19. Processing steps: User applies Pitney Bowes’ pre-printed Certified Label to mail piece or Box Customer Information and Certified Article number is entered or scanned in to SendSuite Live Pre-printed PB Supplied Certified Mail Process2
  20. 20. Processing steps: Address and other pertinent information entered into SendSuite Live at the desk top. Certified Article number is scanned or typed in and Sent to the Mail Center for rating and processing Pre-printed PB Supplied Certified Mail Process2
  21. 21. Processing steps: Desk top user enters delivery information at the desk top and simply prints a ship request form Envelope is sent to mail center with Ship request for Certified e return Receipt processing Mail Center Printing Certified Mail Process3
  22. 22. Processing step: Ship Request barcode is scanned, address record is looked up in SendSuite workstation in mail center, item is weighed, and SendSuite produces Certified Label on Pitney Bowes provided label stock Mail Center Printing Certified Mail Process3
  23. 23. Querying for Signature or Transaction History Files with SendSuite View Signature On line - Print if needed Enter Search Criteria (Name, Date, Certified Number, Docket Number, client matter number, etc.)
  24. 24.  Signers name and signature is displayed Return Receipt electronic PDF File returned to SendSuite history file for storage and printing  Certified Tracking Number is matched with data from SendSuite™ Tracking is completed and Closed Loop!
  25. 25. Return Receipt Electronic PDF A reference number can be added during eRR processing to represent docket number, case number, cost center, client matter number, etc. That number will then be included in the electronic return receipt. You can use this to search for Returned Receipts later
  26. 26. USPS Online Tracking
  27. 27. USPS - ERR No Proof Of Delivery (POD) Report ERR mail pieces that do not have a signature file associated and current delivery status SendSuite™ Management Reports
  28. 28.  Addressee's address on the mail piece.  The postage on the Form 3800  Check off box on the Form 3811  The 20 digit certified number on the Form 3811  Addressee's address on the Form 3800 Receipt For Certified Mail  Contents information on the Form 3800 to cross identify the contents to the Certified Number.  The sender's name or mail-stop code (or both) on the Form 3811 so that the mail center staff will know who to return the receipt to.  Addressee's address on the "Article To" field on the Form 3811 Return Receipt.  The sender's name or mail-stop code or both on the Form 3811 so that the mail center staff will know who and where to sort the Return Receipt to when it comes back through the mail.  Or stamping or placing a label on the back of the Form 3811 Return Receipt with the address the Form 3811 is to be mailed to after delivery of the item.  All of the above information into the USPS form 3877 "Firm Mailing Book"  Manual process to track the status of Certified Mail deliveries Manual Processes Eliminate writing: USPS forms are free- Your labor is not Manual preparation and logging steps are up to 5 minutes+ per Certified Mail piece.
  29. 29. Return On Investment Example Item Data Total Certified/eRR pieces (per month) 300 ERR Savings/piece: ( $2.70 manual vs $1.35 electronic) $1.35 Postage Savings/month $405 Labor rate (per hour) ? Productivity: Preparing (minutes per piece) ? Productivity: Filing Green Cards (min / piece) ? 2% Cards lost, Signature Refused or Undeliverable ? Time savings tracking Green Cards (as required) ? Total productivity improvement/month ? Total Savings/month $405 Monthly Investment $0 Total Monthly Savings $405 TOTAL ANNUAL SAVINGS: $4,860 Productivity impact was not considered. What is your process improvement potential?
  30. 30. Thank you for your valuable time! QUESTIONS?
  31. 31. Every connection is a new opportunity™ The Corporate logo, SendSuite, and Pitney Bowes are trademarks owned by Pitney Bowes Inc. Postal Service, USPS, First-Class Mail, First-Class, First-Class Package Service, Priority Mail Express, Priority Mail, Parcel Select, USPS TRacking, Global Express Guaranteed, Priority Mail Express International, Priority Mail International, International Priority Airmail, and International Surface Air Lift are trademarks owned by the United States Postal Service.