Certified Return Receipts –

Go Electronic to Cut Costs!

April 8, 2014

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.

Proof of Mailing?

Proof of Delivery?

• With a Signature?

On-line Delivery Tracking?

Compliance?

Mailing Objectives What do you want to accomplish?

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

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

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

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

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

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

USPS e-Return Receipt Pricing

eRR SAVES

$1.35

ON EACH PIECE !

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

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

Double Window Envelope Certified Mail Process

Enter, import or select

destination address

information

1

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

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

Double Window Envelope Certified Mail Process

Apply Postage

1

eRR SAVES

$1.35

ON EACH PIECE !

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

SendSuite Transmits

Certified Mail

data via file transfer to

USPS

eRR SAVES

$1.35

ON EACH PIECE !

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 Process 2

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 Process 2

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 Process 3

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 Process 3

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.)

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!

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

USPS Online Tracking

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

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.

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?

Thank you for your valuable time!

QUESTIONS?

Every connection is a new opportunity™

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