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Certified Return Receipt—Go Electronic to Cut Costs & Improve Processes
Tom Hazel, the presenter, has over 30 years of experience at Pitney Bowes including roles in customer service, sales, and management. He currently manages distribution solutions and inside sales. The presentation discusses converting traditional certified mail return receipts to electronic return receipts, which can save $1.35 per piece by eliminating paper forms and processing. SendSuite Live is Pitney Bowes' solution that allows users to electronically process, track, and retrieve return receipts and signatures online. The new USPS rates taking effect May 31st lower the cost of electronic return receipts by 50% compared to traditional green cards.
Certified Return Receipt—Go Electronic to Cut Costs & Improve Processes
- 1. Certified Return Receipts: Cutcosts and improve processes by going electronic.
- 2. Pitney Bowes |Certified Return Receipts | May 22, 2015 2 Your Presenter Tom Hazel is the US Channel Manager for Carrier Management Solutions He started with Pitney Bowes in 1985. Over the past 30 years, Tom’s roles have ranged from customer service to sales with increasing responsibilities, including Sales Director in Florida, Pennsylvania and New Jersey He is currently responsible for managing the Distribution Solutions product group for US East and our Inside Sales Chanel as well.
- 3. Mailing objectives: What doyou want to accomplish? 3 •Proof of mailing •Proof of delivery –With a signature •Online Delivery Tracking •Compliance Requirements Pitney Bowes | Certified Return Receipts | May 22, 2015
- 4. USPS Certified Mail® service 4 Getproof of mailing via PS Form 3800 or Firm Mailing Book (PS Form 3877). Pitney Bowes | Certified Return Receipts | May 22, 2015 3 or more.
- 5. Proof of deliverywith Signature Return Receipt 5 Provides: •Evidence of delivery •To whom it was delivered •Delivery date •Recipient address Must be combined with Certified Mail service. Pitney Bowes | Certified Return Receipts | May 22, 2015
- 6. Uniform Electronic SignaturesAct 6 2000: The US Congress passes the Uniform Electronic Signature Act. It provides a legal framework for the use of electronic signatures and records in government or business transactions. The act makes electronic records and signatures as legal as paper and manually signed signatures. http://www.ncsl.org/default.aspx?tabid=13484 Pitney Bowes | Certified Return Receipts | May 22, 2015
- 7. 7 Proof of deliverywith 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. 2003: Pitney Bowes receives approval from USPS to market automated eRR solutions. • Pitney Bowes meets all USPS label and electronic file exchange specifications. • 12 years of client use. Plus, it shows: •To whom delivered •Delivery date •Recipient address •Recipient signature Pitney Bowes | Certified Return Receipts | May 22, 2015
- 8. Traditional Return Receipt “Greencard” RR 8 Fill out hard copy Return Receipt and process on mailing or shipping system. Prepare. • Apply Certified Mail label. • Apply Return Receipt label. • Apply postage. Send. Drop in mail. Take to USPS® if proof of mailing is needed. Deliver. Form 3849 filed and held by destination post office for 24 months. Return Receipt and USPS PS Form 3849 are signed by recipient. Green card returned to originator and filed. Are there: •Missing cards? •Non-returned cards? File. Signed return receipt is mailed back to sender. Pitney Bowes | Certified Return Receipts | May 22, 2015
- 9. Electronic Return Receipt ElectronicReturn Receipt process flow 9 Certified Mail with electronic option of Return Receipt details transmitted to USPS® . Prepare. • Apply Certified Mail label or assemble mail piece. • Apply postage. • NO green card required. Send. Drop in mail. Take to USPS if proof of mailing is needed. Deliver. Form 3849 signed by recipient. Form 3849 filed and held by destination post office for 24 months. Process mail piece on mailing or software Solution. Delivery information on PS Form 3849 is scanned by USPS to generate electronic Return Receipt signature file. ERR filed electronically as pdf or printed and filed as 8 ½ x 11 document. File. Pitney Bowes | Certified Return Receipts | May 22, 2015
- 10. SendSuite Live™ Certified/Return Receiptsolution 10Pitney Bowes | Certified Return Receipts | May 22, 2015
- 11. 11 SendSuite Live™ USPS® Certified/Return ReceiptSolution All solutions can: •Process and print on your desktop •Batch processing and Mail Merge capabilities •Electronic Return Receipt tracking •Electronic Return Receipt retrieval •Detailed reporting •Automatic address validation USPS IMpb, UPS, FedEx, DHL and Regional carrier rating can also be utilized to consolidate, account and manage all of your carrier costs. Pitney Bowes | Certified Return Receipts | May 22, 2015
- 12. 12 Double window envelopeCertified Mail process Enter, import or select destination your desired address information. Pitney Bowes | Certified Return Receipts | May 22, 2015
- 13. SendSuite automatically prints Certifiedcover page with: • Certified barcode • Return address • Delivery addresses Cover page sample 13 Additionally, a data merge can 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 Pitney Bowes | Certified Return Receipts | May 22, 2015
- 14. Double window envelopeCertified Mail process 14 Insert cover sheet and documents into a double window envelope. USPS® -approved double window envelope with pre-printed Certified green bar available in: Standard #10 •6 x 9 •9 x 12 Pitney Bowes | Certified Return Receipts | May 22, 2015
- 15. Double window envelopeCertified Mail process 15 eRR saves $1.35 on each piece Apply postage. Pitney Bowes | Certified Return Receipts | May 22, 2015
- 16. Double window envelopeCertified Mail process 16 USPS® ‘Firm mailing book’ Instead of date stamping each piece individually, the group is date stamped by the USPS. Print/save firm mailing book on any printer for proof of mailing. Pitney Bowes | Certified Return Receipts | May 22, 2015
- 17. SendSuite Live™ 17 eRR saves$1.35 on each piece SendSuite transmits Certified Mail data via file transfer to USPS® . Pitney Bowes | Certified Return Receipts | May 22, 2015
- 18. 18 Pre-printed Pitney Bowessupplied Certified Mail process Pitney Bowes | Certified Return Receipts | May 22, 2015
- 19. Pre-printed Pitney Bowessupplied Certified Mail process 19 Processing steps: •Address and other pertinent information entered into SendSuite Live at the desktop. •Certified article number is scanned or typed in and sent to the Mail Center for rating and processing. Pitney Bowes | Certified Return Receipts | May 22, 2015
- 20. 20 Mail center printingCertified Mail process Pitney Bowes | Certified Return Receipts | May 22, 2015
- 21. Mail center printingCertified Mail process 21 Processing steps: •Ship Request barcode is scanned •Address record is looked up in SendSuite •In mail center, item is weighed •SendSuite produces Certified label on Pitney Bowes provided label stock. Pitney Bowes | Certified Return Receipts | May 22, 2015
- 22. Mail center printingCertified Mail process 22 Processing steps: e-Certified label is affixed. Postage is applied by mailing system at the reduced rate. eRR saves $1.35 on each piece Pitney Bowes | Certified Return Receipts | May 22, 2015
- 23. Querying for signatureor transaction history files with SendSuite 23 Enter search criteria (Name, Date, Certified number, docket number, client matter number, etc...). View signature online and print if needed. Pitney Bowes | Certified Return Receipts | May 22, 2015
- 24. 24 File returned toSendSuite history file for storage and printing. • Certified Tracking Number is matched with data from SendSuite • Signers name and signature is displayed Tracking is completed and the loop is closed. Return Receipt electronic PDF Pitney Bowes | Certified Return Receipts | May 22, 2015
- 25. 25 Return Receipt electronicPDF A reference number can be added during eRR processing to represent: •Docket number •Case number •Cost center •Client matter number •And more… That number will then be included in the electronic return receipt. You can use this to search for Returned Receipts at a later point. Pitney Bowes | Certified Return Receipts | May 22, 2015
- 26. 26 USPS online tracking Barcodescan Track & confirm Pitney Bowes | Certified Return Receipts | May 22, 2015
- 27. 27 SendSuite management reports USPS® :ERR No Proof Of Delivery (POD) Report This is for ERR mail pieces that do not have a signature file associated and current delivery status. Pitney Bowes | Certified Return Receipts | May 22, 2015
- 28. Avoid manual processes WithSendSuite, you’ll eliminate writing: 28 USPS® forms are free. Your time is not. Manual preparation and logging steps can take up to 5 minutes per Certified Mail piece. Pitney Bowes | Certified Return Receipts | May 22, 2015
- 29. Item Data Total Certified/eRRpieces (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 ? Compliance Risk ? Total Savings/month $405 Monthly Investment $0 Total Monthly Savings $405 Total Annual Savings: $4,860 29 Return On Investment Example In this case, productivity impact and compliance risk was not considered. What is your process improvement /compliance potential? Pitney Bowes | Certified Return Receipts | May 22, 2015
- 30. What’s the Impactof the May 31 Rate Change? Certified Mail $3.45 Return Receipt $2.80 PDF via E-RR $1.40 * All rates quoted are as of May 31, 2015 Pitney Bowes | Certified Return Receipts | May 22, 2015 30
- 31. What are theUSPS rate differences as of May 31st ? Certified with Green Card Return Receipt Certified with Electronic Return Receipt Comments Letter Mail (1 oz) $0.485 $0.485 Metered Mail pricing increase by ½ cent over 2014 rates Certified Mail Fee $3.45 $3.45 No change in May 31 rates Return Receipt Fee $2.80 $1.40 50% Discount Total $6.735 $5.335 Save $1.40 per piece As of May 31, 2015, save $1.40 per piece by using an Electronic Return Receipt. Gain Proof of Delivery for important communications at the lowest rate available—also knowing that the fallback option of a Return Receipt AFTER Mailing is no longer available. Pitney Bowes | Certified Return Receipts | May 22, 2015 31
- 32. New USPS® ratestake effect May 31, 2015 32 Pitney Bowes clients should have received a rate “update now” email this week. •If you are not signed up for “update now” emails you will receive a postcard in the mail between May 20th and May 29th . •Email notification is the fastest way to get the latest news - • sign up to receive emails if you have not already done so at: www.pb.com/ratesandupdates . Don’t Delay -Download you rates today. Go to: www.pb.com/ratesandupdates site and download the new prices now. The new rates will be stored to automatically take effect on May 31. Simply follow the instructions to update you meter.
- 33. Thank you 33 Questions? Pitney Bowes| Certified Return Receipts | May 22, 2015