Masspost Guide Your Practical Guide for Depositing Bulk Mail Items

MassPost Guide Your practical guide for depositing bulk mail items

2019 version What are the major changes in content in the MassPost 2019 Guide?

Section 1 – Addressing and Franking

• Alignment of the Small Format example diagram with that in section 2 (merging of zones 5 and 7)

• Return address • Precision on its position: ideally on the back (+ scheme) • Advice with the presence of other addresses

Section 2 – Addressed mail

• The notion of Special Format disappears – its characteristics are integrated in Large+ Format

• Addition and modification of a series of illustrations for a better understanding of the operational realities (introduction of mail item for machine, enriched layouts and/or simplified...)

• Small Format • Semi-free zones 5 and 7 are merged • Precision on the dimensions of windowed mailings (rectangular or not) (also valid for Large Format)

• Large Format • Reminder of layouts specifications (new illustration) (address placement and franking mark) for open and plastic film mail items (also valid for Large+ Format) • The minimum distance between the address frame and the edge of the mail item is standardized at 15 mm left and right on all layouts • More precision on selfmailers closed only on 2 sides

• Mail ID technology • The address recognition rate (ARR) increases from 90% to 96% and its quality discount to 97% • Precision on the application of self-adhesive labels with Mail ID with new illustration

• Conditioning and sorting • New, more logical chapters: Containers with bins, Restmail with bundles, pallets, new Palletbox Mail and card boxes • Safety and preparation instructions reminders

• Announcement, planning and deposits • Disappearance of the concept of pre-booking: reporting obligations are linked by volume or contractually by product • Mention of the new ‘Early Validation’ discount

Section 5 – Reply with postage Paid by the Addressee (MaxiResponse)

• No significant changes Section 6 – Unaddressed mail (Distripost)

• Review of structure and chapters • Provision of information on local depots (pickup/post office) via internet only • More visual packaging rules (with one pager in appendix)

Section 7 and 8 – (To be) Addressed Press

• No significant changes

Easily identify key changes in Chapter Sections of your Masspost 2019 Again this by the following annotation year = change in operational rules with impact on the customer.

www.bpost.be [email protected] 02 201 11 11 Contents Addressed letters

Section 1 - Addressing and Franking

• Addressing • Franking methods

Section 2 - Addressed Mail

• Creation - Small Format • Creation - Large Format • Création - Large+ Format • Format Summary Table • Mail ID Technology • Preparing your mail items - Packaging • Preparing your mail items - Sorting options • Depositing your mail items

Section 5 - Reply with postage paid by the addressee • Definition and options • Online application • Technical specifications and visual presentation

Unaddressed mail Section 6 - Unaddressed mail (Distripost)

• Definition of the Distripost product (unaddressed mail items) • Reservation of Distripost mail item • Creation of a Distripost mail item • Preparation of your mail items • Submitting your mail items • Annexes Press

Section 7 - Addressed press

• Definition and conditions • Dimensions, weight & thickness • Visual presentation of the mail items • Mail item preparation • Deposit and delivery of mail items • Annex: checklist

Section 8 - Press to be addressed (PostAbo)

• Definition and conditions • Dimensions, weights & thicknesses • Visual presentation of the mail items • Preparation of the mail items • Deposit and distribution of mail items

This English guide contains a selection of topics: sections 3, 4 and 9 are available in the French and Dutch versions only. 1. Addressing and Franking

Addressing 1 Franking methods 17 Contents 1. Addressing and Franking

Table of contents

Addressing

1. Correct positioning of the address (printed and handwritten addresses) ...... 2

2. Address layout ...... 3

2.1 The 3 components of an address ...... 3

2.2 Structure of the different address lines...... 3

2.2.1 For private individuals (domestic post) ...... 4

2.2.2 For businesses (domestic post) ...... 5

2.3 Description of lines 5 and 6 (important for transporting and delivering the mail item) ...... 6

2.4 Address via a PO box ...... 7

2.5 International address ...... 8

3. Printed or handwritten address layout ...... 9

3.1 Colour contrast ...... 9

3.2 Fonts ...... 9

3.3 Font size ...... 10

3.4 Other formatting rules ...... 10

3.4.1 Spaces ...... 10

3.4.2 Alignment ...... 10

3.4.3 Sloping ...... 10

3.4.4 Punctuation and special characters ...... 10

3.4.5 Digits ...... 10

4. Abbreviations ...... 11

4.1 Summary table of general abbreviations ...... 11

4.2 Summary table of abbreviations for street types ...... 11

5. Special instructions for house numbers ...... 12

6. Different addresses on a mail item ...... 13

6.1 Recipient address ...... 13

6.2 Return address (inclusion compulsory) ...... 13

6.2.1 If it is the only address in addition to the recipient address ...... 13

6.2.2 If the return address is not the only address other than that of the recipient ...... 15

7. Accepted foundation colours (Pantone) ...... 16

8. Envelope colour ...... 16 Contents 1. Addressing and Franking

Table of contents

Franking methods

1. The franking machine ...... 17

1.1 Permitted mail items ...... 17

1.2 Deposit of your mail items ...... 17

2. Postage Paid (PP) ...... 18

2.1 Which franking mark to use? ...... 18

2.1.1 For non-contract customers ...... 18

2.1.2 For contract customers ...... 18

2.2 Permitted mail items ...... 19

2.3 Required notices ...... 19

2.3.1 For the non-contractual PP franking mark ...... 19

2.3.2 For the contractual PP franking mark ...... 19

a. Wording to be included ...... 19

b. The 3 printing options ...... 20

2.4 Fancy PP ...... 20

2.4.1 Layout guidelines ...... 20

2.4.2 Legal terms and conditions relating to the illustration ...... 21

3. Deferred Payment (DP) ...... 22

3.1 Authorisation & Contract ...... 22

3.2 Permitted mail items ...... 22

3.3 Deposit of your mail items ...... 22

3.3.1 Deposit methods ...... 22

3.3.2 Required notices ...... 23

3.4 Drop Forms ...... 24

3.4.1 Different drop Form types ...... 24

3.4.2 Forms ...... 24

3.4.3 Ordering a Form ...... 24

4. Collect & Stamp ...... 24 1. Addressing and Franking > Addressing

Addressing

A correct address is an address • legible • complete • correctly laid out • accurate • unambiguous

This chapter sets out the main addressing guidelines (recipient address and return address).

Adherence to these simple guidelines ensures that mail can be sorted as quickly and easily as possible. It also means your items will be distributed more efficiently.

Did you know? In order to ensure addresses are readable by the automated sorting machines (thereby making it quicker and easier to sort and distribute), your items must comply with a few rules: • positioning and formatting of the recipient’s address • positioning and formatting of the return address • Pantone colour standards compliance (further details in this chapter)

Our addressing guidelines apply to both items that you send and those you receive. Please therefore ensure that all of your address details are given accurately and in full on all of your communica- tion media (letterheads, invoices, order forms, publicity materials, envelopes, business cards, email address, etc.). Go to the website www.bpost.be/adressage for addressing rules and guidelines, compliance with which will ensure that your items are sorted and distributed as efficiently as possible. If you are using Mail ID Technology and printing codes (Mail ID barcodes and, where relevant, sequence reference code) please refer to the Mail ID Technology chapter, Point 4.

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1. Correct positioning of the address (printed and handwritten addresses1)

Each item format (Small, Large and Large+ Format) has its own rules regarding visual presentation and address zone positioning. In order to determine where to position the recipient address, refer to section 2 Visual Presentation of the Mail Items of the relevant item chapter (Small, Large or Large+ Format).

Small Format item example:

US format

74 mm

min. 90 mm - max. 165 40 mm or 20 mm (1)

Paul Janssens Dendermondestraat 55 Bus 12 min. 15 mm 2018 Antwerpen max. 125 mm max. 100 mm 30 mm

140 mm

min. 140 mm - max. 245 mm

(1) 20 mm for items less than 11 cm tall and 40 mm for all other items..

Zone for the recipient’s address box Recipient’s address box Franking and cancelling zone Free zone for the sender Return address zone Indexation zone Semi-free zone for the sender

1 Please note that mail items with handwritten addresses AND Mail ID barcodes are not allowed (see section 2 Addressed mail, chapter Mail ID Technology)

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2. Address layout

2.1 The 3 components of an address

1) To identify the recipient • first name and last name • title, job, profession, department • name of company, legal form of company

2) To deliver the mail item • building name, entrance • street, building number, plus ‘box’ and its number • or special delivery points, e.g. poste restante, PO box, bpack 24/7

3) To transport the mail item • postcode and municipality name • destination country (for international mail items only)

2.2 Structure of the different address lines

The address begins with the most specific information (addressee), and ends with the more general information (the postcode and city, or the country in the case of cross-border mailings). The address box shall contain a minimum of 3 lines and a maximum of 7 lines.

The lines of the recipient’s address may be preceded by other non-address related information (e.g. file number, sender address, etc.).

In such cases, this information must be entered in the zone for the recipient’s address box and must ideally be at least 1 cm from the edge of the address box.

Customer references and/or barcodes other than Mail ID 1 cm Paul Janssens Dendermondestraat 55 bus 12 2000 Antwerpen

Zone for the recipient’s address box Address box

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Mail ID Technology codes may also be entered in the zone for the recipient’s address box, (Mail ID barcodes and, where relevant, sequence reference code) (see section 2 Addressed mail, Mail ID Technology chapter). Only the Mail ID barcode may be placed in the zone 1 cm above the address. Any other reference information shall be placed at least 1 cm above or below the address box.

Example

Customer references and/or barcodes other than Mail ID A-M1-W3/6530-Reg 045/25 1 cm Paul Janssens Dendermondestraat 55 bus 12 2018 Antwerpen 1 cm Zone for the recipient’s address box Customer references and/or barcodes other than Mail ID Address box

2.2.1 For private individuals (domestic post)

Example

De heer Paul Detest Gebouw D – Ingang 4 – Verdieping 2 Nieuwstraat 45 bus 3 1000 Brussel

Line 1 (compulsory) Title, last name and first name of the recipient Optionally ‘attn’ + last name + first name Line 2 Name of building, entrance, floor, corridor, flat Line 3 Continuation of line 2 (where necessary) Line 4 Continuation of line 2 (where necessary) Street + house number + ‘box’ and its number (where appropriate) or Line 5 (compulsory) any poste restante or any Post Office Box Line 6 (compulsory) Postcode + municipality name

What if the information provided for in lines 2, 3 and 4 do not apply to your mail item? Do not leave any blank spaces between line 1 and line 5.

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2.2.2 For businesses (domestic post)

Example

Paul Janssens Afdeling Kwaliteit Bpost Centraal gebouw - Verdieping 2 Dendermondestraat 55 bus 12 2018 Antwerpen

Line 1 Title, last name and first name of the recipient Line 2 Position and/or department, entrance, room Line 3 (compulsory) Name of business or organisation Line 4 Building name, floor, corridor, room, etc. Street + house number + ‘box’ and its number (where appropriate) Line 5 (compulsory) or any poste restante or any Post Office Box Line 6 (compulsory) Postcode + municipality name (see the details in point 2.3 of this chapter)

• What if the information provided for in lines 1, 2 and 4 do not apply to your mail item? You should not leave an equivalent blank space for any line not included and therefore no blank lines in the address zone. • Not sure about an address? Check it online using the tool at www.bpost.be/validationadresse.

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2.3 Description of lines 5 and 6 (important for transporting and delivering the mail item)

Line 5: State street type (rue, avenue, boulevard, etc.) + street name + building number and box number.

E.g. Dendermondestraat 55 bus 12

Address elements Detailed description

Type of street the street name must follow the type of street immediately

Street name the building number must follow the street name immediately

Box number if the mail item is addressed to a building with multiple boxes, the box number must be stated.

Please note

Only use one language Stallestraat 103 Rue de Stallestraat 103 in your address Write the address in the correct Bisschopsstraat 26 26 Bisschopsstraat order Use the terms ‘bte, bus, box, Zennestraat 32 bus 20 Zennestraat 32 b 20 boîte’ in front of the box Zennestraat 32 bte 20 Zennestraat 32/20 number Zennesraat 32 box 20 Zennestraat 32#20 Zennestraat 32 boîte 20 Zennestraat 32 GVL 1 Zennestraat 32 appt 20 Zennestraat 20 Write the correct street type Romeinsesteenweg Cgh Romaine out in full, or using approved Romeinste Stwg abbreviations De Broquevillelaan Broquevillela De Broquevilleln Alsembergsesteenweg Steenweg op Alsemberg Poincarélaan Frank Craeybeckxlaan Craeybeckxlaan Jos Craeybeckxlaan Paul Pasteurlaan Paul Pasteur Do not add additional spaces or Steengroefstraat 21-27 Steengroefstraat, 21-27 punctuation marks, do not deviate Steengroefstraat 21/27 from punctuation marks specified Ferdinand Lenoirstraat 29 Ferdinand Lenoirstraat 29 Do not add additional informa- Gistelsesteenweg 22 bus 1 Gistelsesteenweg 22 GV A1 tion (door, floor, place, etc.) Neerstallesteenweg 392 bte 24 Neerstallesteenweg 392 verdieping 2 appt3 in line 5 Prinsesstraat 2 Prinsesstraat 2(STG) Arbeidstraat 3 Arbeidstraat 3 (STG.) Do not insert any blank lines Vanderkinderestraat 171 Vanderkinderestraat 171 between line 5 and line 6 1180 Ukkel 1180 Ukkel Do not insert any additional Paul Janssens lines or information between Paul Janssens Sint-Denijsplein 10 line 5 and line 6 of the address Verdieping 2, Appartement 2 Links Sint-Denijsplein 10 2 Verdieping, Appartement 2 Links 1190 Vorst 1190 Vorst

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Line 6

E.g. 1000 Brussel

Address elements Detailed description

Postcode Belgian postcodes are made up of four digits (e.g. 4500).

Place The place name directly follows the postcode.

Please note

Do not include ISO codes Vlassenroot 14 Vlassenroot 14 (Belgian) 9200 Dendermonde B-9200 Dendermonde

Do not include foreign ISO Calle Teruel 6 box 8 Calle Teruel 6 box 8 codes 51380 UTEBO ES 51380 UTEBO (ZARAGOZA) SPANJE España

Do not add any other informa- 9050 GENT 9050 LEDEBERG (GENT) tion after the postcode and place

Do not use underlining Rellestraat 16 Rellestraat 16 3800 Sint Truiden 3800 Sint Truiden

Did you know? You can check Belgian postcodes on our website www.bpost.be/codepostal.

2.4 Address via a PO box

Paul Janssens Postbus 15 1000 Brussel De Brouckère

Name of box recipient + PO Box + postcode + municipality + post office name.

If the return address is a PO Box, the name of the post office must be given in full.

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2.5 International Address

Sr Garcia Calle Azagador 23 29011 Malaga ESPAGNE

• Place of destination: ideally written in the language of the country of destination (and in accordance with the relevant country’s addressing protocols). • Country of destination - to be written: • on the last line of the address • in full and in capitals using the Roman alphabet • in one of the national languages (FR, NL, DE) or in English • without underlining • in upper or lower case • Do not use the ISO country code (e.g. ‘F-’ or ‘FR’ for France, ‘CH’ for Switzerland, etc.).

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3. Printed or handwritten1 address layout

Ideally use printed (typewritten) addresses, as they are easier to recognise, sort and deliver. Avoid mixing typewritten and handwritten text on the same mail item.

3.1 Colour contrast

• To make mail items to be read by the machines as easy as possible, ideally use black letters on a light or white background. • All characters must be printed in full in a uniform tone and with good quality ink without white marks or irregularities in the characters.

For more information on the recommended colours as foundation colours in the address zone, refer to point 7 of this chapter.

Some examples

De heer Pierre De Backer De heer Pierre De Backer De heer Pierre De Backer Departement Kwaliteit Departement Kwaliteit Departement Kwaliteit bpost bpost bpost Broekstraat 130 Broekstraat 130 Broekstraat 130 9000 Gent 9000 Gent 9000 Gent

3.2 Fonts AaBbCc • Recommended fonts Arial, Helvetica and Verdana. Non-serif font

• Fonts to avoid: Serif font (with serif in red) • fonts that imitate handwriting • characters that touch each other or are too close together (e.g. Arial Narrow) • serif fonts • characters in bold and/or underlined • characters printed using a reversal process (light font on dark background) 2 mm • italicised characters sloping by >5° max.

There should be a minimum space of 0.35 mm and a maximum space of 2 mm between letters of a word (or group of letters) in order to render addresses machine readable.

1 Please note that mail items with handwritten addresses AND Mail ID barcodes are no longer allowed (see section 2 Addressed mail, chapter Mail ID Technology)

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3.3 Font size

The ideal font size is 12 points, but anything between 10 and 17 points is acceptable. All address details must be printed in the same font and font size.

MINIMUM recommended MAXIMUM CAPITALS lower case 2.4 mm min. 1.6 mm min. 10 points 12 points 17 points MAX. 5 mm max. 3.7 mm

3.4 Other formatting rules

3.4.1 Spaces Paul Janssens • A space must be placed between every word Kwaliteitsafdeling bpost (never several spaces or a long tabulation). Dendermondestraat 55 bus 12 • A space must be placed between a word and a letter. 2018 Antwerpen • Use sufficient line spacing (no overlapping). • There should be no blank lines between the address lines.

3.4.2 Alignment Paul Janssens Paul Janssens Kwaliteitsafdeling Kwaliteitsafdeling • All address lines must be aligned to the left. bpost bpost Dendermondestraat 55 bus 12 Dendermondestraat 55 bus 12 3.4.3 Sloping 2018 Antwerpen 2018 Antwerpen

• The address must be parallel to the length of the envelope (tolerance = maximum 10° slope) – see example. Paul Janssens 3.4.4 Punctuation and special characters Kwaliteitsafdeling bpost Dendermondestraat 55 bus 12 • The use of punctuation must be avoided (quotation marks, brackets, dashes 2018 Antwerpen exclamation marks and question marks, ellipses, etc.). • The same goes for special characters (e.g. ‘/’, ‘#’, ‘&’, ‘§’ , ‘n°’, ‘nr’, etc.).

3.4.5 Digits

• Dates and cardinal numbers must be in Arabic numerals (e.g.: 11 novemberstraat, 4 seizoenenstraat). • If the local authorities (city or municipality) use a different spelling on street signs, you may also use it. • Exceptions: for the names of monarchs and popes (names generally comprising a first name followed by an ordinal number), the number shall always be given in Roman numerals (e.g.: Koning Albert II-laan, Paus Benedic- tus XVI-straat).

These recommendations apply to printed and handwritten addresses alike! Please take care to write as legibly as possible. Ensure digits in postcodes are sufficiently separated and write the names of municipalities in uppercase.

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4. Abbreviations

Only use abbreviations when the number of characters per line exceeds 50 characters (including spaces).

E.g. Air Marshall Conninghamlaan 432 > Air Marshall Conninghamln 432

4.1 Summary table of general abbreviations

Usage Abbreviation permitted in some circumstances Examples of abbreviations Form of address Mr, Mrs

First name1

Last name

Title Dr for Doctor, I.G. for Inspector General Business name when the abbreviated form is better known than IBM the full name. Legal form S.A. rather than Société Anonyme Other business Z.I. for Zone Industrielle, information Rés. for Résidence. Street type Only if absolutely necessary to avoid running out • Bd rather than Boulevard of space in the address line. • Av. rather than Avenue • Pl. rather than Place Street name Only if absolutely necessary to avoid running out • Bourg. rather than Bourgmestre of space in the address line. Only the title and • Gén. rather than Général first name to avoid any confusion with similar • J. rather than Jean names in the same municipality. PO Box Only: bte Postcode

Municipality name

1 4.2 Summary table of abbreviations for street types

French Dutch German Avenue Av. straat str. Strasse Str. Boulevard Bd laan ln Allee All. Center Ctre plein pl. Platz Pl. Place Pl. steenweg stwg Gewerbegebiet GG. Route Rte industriezone I.Z. Residenz Res. Square Sq. gebouw geb. Zone Industrielle Z.I. square sq. Chaussée Chée Impasse Imp.

1 First names should be written out in full in order to make both the redirection of post and registered mail items as straightforward as possible.

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5. Special instructions for house numbers

Compound numbers Louizalaan 43-45 Use - to separate numbers. (no spaces or /)

Numerical extensions of house numbers Dieweg 61/2 (without space) Use / Joseph Wautersplein 16/1 bus 8 Do not confuse with the box number of a building. This can be combined with a box number if necessary.

Alphabetical extensions of house numbers Maaslaan 1A Do not confuse with the box number of a building. (without punctuation nor space) This can be combined with a box number if necessary. Bouillonlaan 16A bus 207

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6. Different addresses on a mail item

6.1 Recipient address

• For the rules governing visual presentation and address zone positioning, please refer to the individual guidelines for each item format (Small, Large and Large+ Format, see section 2 Addressed mail). • For recipient address layout and contents, please see points 2, 3, 4 and 5 of this chapter.

6.2 Return address (inclusion compulsory)

The return address is the address to which an undelivered mail item is to be returned. • its inclusion is compulsory • it must be located in Belgium

To ensure return mail items are sorted and delivered quickly and efficiently, the return address must show the information required in the obligatory 3 lines of the address (see point 2.2 of this chapter), except where it is a PO box number.

6.2.1 If it is the only address in addition to the recipient address

• possibly preceded by the term ‘Sender’. Its inclusion is not necessary if the sender’s logo also includes its address.

• positioning: ideally mentioned in the VERSO of the shipment, on the upper part, centered, on 3 lines

8400 Oostende 8400

Kapellestraat 28 Kapellestraat Peter De Backer De Peter

Peter De Backer Franking mark Kapellestraat 28 8400 Oostende

Recipient’s address

Front (recto) of sending Back (verso) of sending

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Other possible alternatives • in the upper left corner of the front of the envelope in a font or characters smaller than that of the recipient address, ideally on just one or 2 lines.

Return address Franking mark

Recipient’s address

• vertically along the left edge of the front of the envelope in a font or characters smaller than that of the recipient address, in a single line.

Franking mark

Recipient’s

Return address Return address

It may also be placed in the zone for the address box under the following conditions • positioned above the recipient address box at a distance of at least 1 cm from both addresses • written in a single line • preceded by the term ‘Sender’ • font size ≤ 7 points • lighter font colour than that of the recipient address (ideally in light grey) • may not appear in a box if the recipient address is not itself in a box (eg. printed directly onto the envelope)

Sender: Dhr. J. Goethals, Schildknaapstraat 4, 1000 Brussel

Peter De Backer Kapellestraat 28 8400 Oostende

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The return address must never appear in the following zones

Franking mark Franking mark Franking mark

Return address Recipient’s Recipient’s Return Recipient’s address address address address

Return address

6.2.2 If the return address is not the only address other than that of the recipient

• The return address must always be preceded by the word ‘Sender’ to distinguish it from other addresses • In case of a window it is the only one to appear there with the recipient’s address

Addressing tips Please note that the mention of several addresses other than those of the recipient and return may lead to degrade the quality of the sorting of your shipments!

1 Frame your return address or sender, or frame data that may be confused with your destination address, can degrade the quality of the automatic sorting of your shipments. Avoid framing your return address or sender!

Sender: Media Groep Franking mark Sender: Media Groep Franking mark Acaciasstraat 24, 1000 Brussel Acaciasstraat 24, 1000 Brussel

Peter De Backer Peter De Backer Kapellestraat 28 Kapellestraat 28 8400 Oostende 8400 Oostende

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7. Accepted foundation colours (Pantone)

The table below shows the foundation colours which (in addition to white) are acceptable in the address zone or the code control zone. Each of the Pantone colours are shown with their 4-colour equivalents.

(conversion via Pantone® COLOR BRIDGE / coated euro)

Pantone C - M - Y - K Pantone C - M - Y - K Pantone C - M - Y - K Pantone C - M - Y - K Pantone C - M - Y - K Pantone C - M - Y - K

100 122 162 387 434 545 0 - 0 - 56 - 0 0 - 11 - 80 - 0 0 - 27 - 31 - 0 12 - 0 - 80 - 0 5 - 11 - 8 - 12 21 - 2 - 0 - 1 101 127 317 388 441 552 0 - 0 - 68 - 0 0 - 4 - 60 - 0 24 - 0 - 7 - 0 15 - 0 - 78 - 0 22 - 3 - 15 - 8 24 - 3 - 7 - 2 102 128 365 389 453 559 0 - 0 - 95 - 0 0 - 7 - 70 - 0 24 - 0 - 42 - 0 23 - 0 - 83 - 0 12 - 7 - 33 - 17 32 - 2 - 22 - 3 106 134 366 393 454 566 0 - 0 - 73 - 0 0 - 12 - 60 - 0 31 - 0 - 50 - 0 6 - 0 - 55 - 0 12 - 5 - 27 - 9 17 - 0 - 10 - 0 107 135 372 394 458 573 0 - 0 - 90 - 0 0 - 23 - 76 - 0 16 - 0 - 40 - 0 6 - 0 - 72 - 0 5 - 4 - 70 - 7 21 - 0 - 13 - 0 108 141 373 395 459 580 0 - 0 - 98 - 0 0 - 17 - 65 - 0 21 - 0 - 47 - 0 9 - 0 - 90 - 0 5 - 3 - 61 - 4 20 - 0 - 34 - 0 113 142 374 396 460 584 0 - 2 - 83 - 0 0 - 25 - 78 - 0 30 - 0 - 62 - 0 10 - 0 - 95 - 0 2 - 0 - 50 - 3 21 - 0 - 85 - 0 114 148 379 400 461 585 0 - 4 - 87 - 0 0 - 18 - 43 - 0 13 - 0 - 60 - 0 6 - 7 - 11 - 16 2 - 0 - 40 - 1 14 - 0 - 68 - 0 115 149 380 406 468 586 0 - 6 - 87 - 0 0 - 25 - 51 - 0 20 - 0 - 80 - 0 5 - 9 - 10 - 16 6 - 13 - 41 - 5 10 - 0 - 59 - 0 120 155 381 420 537 587 0 - 5 - 64 - 0 0 - 12 - 34 - 0 29 - 0 - 96 - 0 6 - 4 - 7 - 11 22 - 7 - 2 - 3 9 - 0 - 50 - 0 121 156 386 427 538 0 - 8 - 70 - 0 0 - 24 - 49 - 0 9 - 0 - 66 - 0 7 - 3 - 5 - 8 14 - 4 - 1 - 3

For the special rules for parcel labels, see Section 4, Parcels, in the Creation chapter. Detailed technical specifications are available on request from your Account Manager or via email to [email protected].

8. Envelope colour

Envelopes should ideally be white or with a pastel shade. However, if you need to use brown or dark-colored envelopes, please be aware that they may reduce the sorting efficiency of your mail items. To avoid this risk, you can use a white label for the address.

Do’s Don’ts

Peter De Backer Peter De Backer Kapellestraat 28 Kapellestraat 28 8400 Oostende 8400 Oostende

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Franking methods

1. The franking machine

1.1 Permitted mail items

You can use the franking machine for the following mail items: • ordinary domestic PRIOR/Non PRIOR • registered post • Direct Mail • bpack parcels (10 kg maximum weight) • addressed magazines1 • international PRIOR and Economy items

1.2 Deposit of your mail items

When sending your franked mail items, you have 4 options: • take them to a post office or post point • put them in a letterbox (please note: mail items must be sent in the red envelopes marked ‘machine à af- franchir’), with the exception of registered post and Direct Mail items • collection via the bpost Collect & Send service • for upwards of 500 items (of the same weight/format/dimensions/packaging), take them to a MassPost2 (Hy- per)Centre

Registered mail items • must only be sent from a Post Office, a post point or via the bpost Collect & Send service • may never be deposited directly in a letterbox

Direct Mail items • must only be sent from a Post Office or a MassPost (Hyper)Centre and stamped as Non PRIOR (bpost will reimburse you the difference between the Non PRIOR rate and the Direct Mail rate for your item) • may never be deposited directly in a letter box

More information is available at www.bpost.be/machineaaffranchir.

1 Please note, this method is only available for franked publications at the preferential periodical rate. 2 For publications, it is possible to dispatch upwards of one item via a MassPost (Hyper)Centre.

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2. Postage Paid (PP)

Postage Paid is a simple and efficient solution for franking large numbers of items. The letters ‘PP’ simply need to be printed directly onto your envelopes. The total bill for the franked items is settled when dropping the mail items or by periodic billing.

2.1 Which franking mark to use?

Postal legislation requires that the postal operator is indicated on every mailed item.

2.1.1 For non-contract customers

• Request the non-contractual PP franking mark by filling out the online form at www.bpost.be/pp. • The PP franking mark will be sent directly to you via email so you can print it on your envelopes.

Black and white version Colour version Version for printers with no image printing facility

1 bpost PB- PP PB- PP PB- PP BELGIE(N) - BELGIQUE BELGIE(N) - BELGIQUE BELGIE(N) - BELGIQUE

2.1.2 For contract customers

A PP number will be created for you as part of your PP franked mail contract.

You have 2 options: • Download the new contract customer franking mark and fill in your PP number. If you have a 4-digit PP number, please add a zero before it to ensure your post is processed as efficiently as possible (e.g. B-01234). • Give your PP number to your printer to include it in the franking mark.

Black and white version Colour version Version for printers with no image printing facility1

bpost PB- PP B- 0000 PB- PP B- 0000 PB- PP B- 0000 BELGIE(N) - BELGIQUE BELGIE(N) - BELGIQUE BELGIE(N) - BELGIQUE

For more information on Postage Paid go to www.bpost.be/portpaye.

1 Example of number structure: B-0000.

January 2019 I Section 1 I Page 18 1. Addressing and Franking > Franking methods

2.2 Permitted mail items

You can use the PP franking mark for the following items • bulk mailings of Direct Mail and Letter tariff items • addressed newspapers • addressed magazines • printed electoral material • international PRIOR/Economy items sent at either preferential or conventional rates • domestic registered post • domestic PRIOR/Non PRIOR for upwards of 500 items as dispatched from a MassPost (Hyper)Centre at standard rate

2.3 Required notices

2.3.1 For the non-contractual PP franking mark

Simply use the PP franking mark which bpost has sent to you (all relevant notices are included with it).

Non-contractual franking marks (actual size)

15 mm min bpost 20 mm max PB- PP PB- PP PB- PP BELGIE(N) - BELGIQUE BELGIE(N) - BELGIQUE BELGIE(N) - BELGIQUE

20 mm min 30 mm max

2.3.2 For the contractual PP franking mark

1Contractual franking marks1 (actual size)

15 mm min bpost 20 mm max PB- PP B- 0000 PB- PP B- 0000 PB- PP B- 0000 BELGIE(N) - BELGIQUE BELGIE(N) - BELGIQUE BELGIE(N) - BELGIQUE

20 mm min 30 mm max

Wording to be included

• BELGIE - BELGIQUE, PB – PP. • B-‘your PP number’. If you have a 4-digit PP number, please add a zero before it to ensure your post is processed as efficiently as possible (e.g. B-01234). • It must be marked ‘bpost’ (as shown above) so as to identify the postal services operator responsible for handling the item (as per legal requirements).

1 Example of number structure: B-0000.

January 2019 I Section 1 I Page 19 1. Addressing and Franking > Franking methods

The 3 printing options

• Mark printed during item manufacture so as to appear in the franking zone on the front of the item. • Mark printed by a computer printer: • directly onto the item or • onto a self-adhesive label • Mark affixed using a stamp.

NB: The mark can be printed in another colour but you can only use the PP without the bpost logo (‘postal cornet’). The PP must remain legible with all the elements of the mark in the same colour.

A pantone coloured background may also be used provided that this colour is plain, offers sufficient contrast with the postage mark and that this mark does not include the bpost logo.

2.4 Fancy PP

Customers who have a contract with bpost (Direct Mail, Letter Contract, Addressed Magazines or Registered Post) can customise their Post Paid franking mark for any dispatch of upwards of 500 items at a MassPost (Hyper)Centre.

2.4.1 Layout guidelines

• The illustration (and adjoining PP mark) must: • be positioned in the franking zone • be printed directly on the envelope • A customised PP franking mark is legally required to mention the following: • bpost • BELGIQUE - BELGIE • PP - PB • B-‘your PP number’. If you have a 4-digit PP number, please add a zero before it to ensure your post is processed as efficiently as possible (e.g. B-01234). • Minimum character size for PP notice: • 2.4 mm for uppercase characters • 1.6 mm for lowercase characters • The PP franking mark cannot be confused with a real stamp nor reproduce a current stamp (nor any previous stamp): • no postal references or wording which may be perceived as such: • no face value nor digits from 1 to 9 • may not include the wording PRIOR/Non PRIOR • no MaxiResponse • may not include such wording as ‘reregistered post’, ‘express’, ‘airmail’, etc. • no stamp-style perforations

CO2 neutrale verzending voor bpost bpost.be/green BELGIE-BELGIQUE PB - PP

B - 400

DM, uw klanten vragen erom

January 2019 I Section 1 I Page 20

2POS0247_Enveloppe_C5 1 08/06/11 17:45 1. Addressing and Franking > Franking methods

If your Fancy PP contains an illustration outlined with perforations and if the requisites wording is included, the illustration must contain some form of identification (name of the sender, company, product/service range, brand, campaign, etc.).

2.4.2 Legal terms and conditions relating to the illustration

• You must own any of the relevant rights for any images. • You must undertake to ensure that any images used do not contain anything: • misleading or inaccurate • injurious, offensive, immoral, contrary to public order or morals and/or liable to cause harm to a third party • of a religious, political or ethnic nature • containing total or partial nudity • which represents a famous person or public figure • containing imagery depicting violence, drugs, firearms or any other illegal activity • liable to damage bpost’s reputation • which contravenes any applicable legislation or regulatory provision • which constitutes an infringement of third party’s intellectual property rights

1 Did you know? To ensure that your franking mark complies with the terms and conditions1, you can have it pre- approved via the online form at www.bpost.be/validationspecimen or via your Account Manager.

1 These are subject to the terms and conditions for franking as set out in the General Appendices; bpost reserves the right to refuse any delivery in the event of non-compliance.

January 2019 I Section 1 I Page 21 1. Addressing and Franking > Franking methods

3. Deferred Payment (DP)

Deferred Payment is a franking method for Belgian public bodies. Administrations authorised to frank their post using the DR method (‘Uitgestelde Vergoeding’ (UV) in Dutch/ Rétribution Différée (RD) in French) in envelopes marked with ‘UV’ or ‘RD’ on the right hand top corner of the envelope). They are invoiced in accordance with the drops made.

3.1 Authorisation & contract

Deferred payment is only available through an agreement with the bpost Service Centre (Deferred Payment section). The public body then signs a contract with the Service Centre.

3.2 Permitted mail items

You may use DP for all domestic administrative correspondence.

Exceptions • international post • bpack parcels

3.3 Deposit of your mail items

3.3.1 Deposit Methods

When sending your DP mail items, you have 3 options: • collection via the bpost Collect & Send service • drop at a MassPost (Hyper)Centre • drop at a post office (for upwards of 3,000 items)

January 2019 I Section 1 I Page 22 1. Addressing and Franking > Franking methods

3.3.2 Required notices

DP items must show the following notices in the top right hand corner • name of postal operator (bpost)1 • full details of return name and address (in the free zone for the sender2) • the letters RD or UV (in the franking zone ) contained within a box measuring as follows: • L = 30 mm • H = 20 mm • = +/- 5% tolerance on H and W

Color version

U.V. BELGIE

Black and white version

U.V. BELGIE

Did you know? You can download a file with all of the ready-to-print versions and the DP framework at www.bpost.be/rd (‘Questions pratiques’ tab).

1 Under current legislation, addressed postal items must bear a distinctive sign indicating the postal services provider responsible for its handling (in this case, bpost). This requirement also applies to items dispatched under Deferred Payment (DP). 2 For a description of the different zones of a postal item, please refer to the relevant section of Section 2, Addressed mail, Creation chapter (Small, Large and Large+ Format).

January 2019 I Section 1 I Page 23 1. Addressing and Franking > Franking methods

3.4 Drop Forms

3.4.1 Different Drop Form types

There are a number of different DP forms depending on customer and postal item type • the ‘Standard’ form • the ‘Magazine’ form • the ‘Preferential Tariff’ form • the ‘Postage Paid by Addressee’ form

The latest versions of these forms are available from www.bpost.be/rd.

3.4.2 Forms

The Drop Form must always be • submitted at the desk at the point of deposit or • attached to items due for collection by a bpost service (please refer to Section 9, Collection Services)

3.4.3 Ordering a Form

You have 2 options when ordering forms • download them from www.bpost.be/rd • request them from the Service Centre (02 201 11 11), Deferred Payment section

4. Collect & Stamp

The Collect & Stamp service will collect your letters, parcels and recorded delivery items, frank them and then deliver them. Collect & Stamp users do not need to frank items nor drop them off themselves. It is therefore a valuable time-saving service. More information is available at www.bpost.be/collectandstamp.

January 2019 I Section 1 I Page 24 2. COVER Le courrier adressé

2. Addressed Mail

Creation - Small Format 1 Creation - Large Format 12 Creation - Large+ Format 31 Mail Item Format Overview 38 Mail ID Technology 40 Preparing your mail items - Packaging 46 Preparing your mail items - Sorting options 59 Depositing your mail items 73 Contents 2. Addressed Mail

Table of contents

Creation - Small Format

1. Criteria and characteristics ...... 1

1.1 Dimensions, weight & thickness ...... 1

1.2 Characteristics ...... 2

2. Visual presentation of your mail items ...... 3

2.1 Front ...... 3

2.1.1 Zones on the front of the envelope ...... 3

a. When the address is not displayed in a window ...... 3

b. When the address is displayed in a window ...... 5

2.2 Back ...... 6

2.3 Advertising windows...... 6

2.3.1 On the front ...... 6

2.3.2 On the back ...... 7

3. Sealing methods for mail items ...... 8

4. Paper characteristics ...... 8

5. Features of open mail items (self-mailers and postcards) ...... 8

5.1 Self-mailers ...... 8

5.1.1 General guidelines for sealing ...... 9

5.1.2 Sealing methods − examples ...... 9

5.2 Postcards ...... 10

Creation - Large Format

1. Criteria and characteristics ...... 12

1.1 Dimensions, weight & thickness ...... 12

1.2 Characteristics ...... 13

2. Visual presentation of your mail items ...... 14

2.1 Front ...... 14

2.1.1 Zones on the front of the mail item ...... 14

a. When the address is not displayed in a window ...... 14

b. When the address is displayed in a window ...... 16

2.2 Back ...... 18

2.3 Advertising windows ...... 18

2.3.1 On the front ...... 18

2.3.2 On the back ...... 19

3. Sealing methods for mail items ...... 20

4. Paper characteristics ...... 20

Contents 2. Addressed Mail

Table of contents

5. Features of open mail items (self-mailers, postcards and mail items with visible binding) ...... 20

5.1 Self-mailers ...... 20

5.1.1 Examples of sealing methods ...... 21

5.2 Postcards ...... 22

5.3 Bound mail items sent without envelope or wrapper ...... 23

5.3.1 Using a white label for the recipient address ...... 24

5.3.2 Recipient address on the back of the mail item ...... 25

6. Specifications for mail items wrapped in plastic film ...... 26

6.1 Printing the recipient address ...... 26

6.1.1 Printing the address ON the plastic film ...... 26

6.1.2 Printing UNDER the plastic film ...... 26

6.2 Positioning of the recipient address, return address and franking mark ...... 27

6.2.1 General guidelines ...... 27

6.2.2 Use of an opaque white strip on the plastic film ...... 27

6.2.3 Use of a flyleaf under the plastic film...... 28

6.2.4 Recipient address on the reverse of the sending ...... 29

6.3 Technical specifications for plastic film (AFNOR standards)...... 30

Creation - Large+ Format

1. Type of sendings ...... 31

1.1 Square or rectangular ...... 31

1.1.1 Dimensions, weight & thickness ...... 31

1.2 Forms other than square or rectangular ...... 32

1.2.1 Dimensions, weight & thickness ...... 32

1.2.2 Rounded and angular items ...... 32

1.2.3 Examples ...... 33

2. Characteristics ...... 34

3. Visual presentation of your mail items ...... 34

4. Sealing methods for mail items ...... 35

5. Paper characteristics ...... 35

6. Features of open mail items (self-mailers, postcards and mail items with binding) ...... 35

6.1 Self-mailers ...... 35

6.1.1 Examples of sealing methods ...... 36

6.2 Postcards ...... 36

6.3 Bound mail items without envelope or wrapper ...... 36

6.3.1 Using a white label for the recipient address ...... 36

6.3.2 Recipient address on the back of the mail item ...... 36

Contents 2. Addressed Mail

Table of contents

7. Specifications for mail items wrapped in plastic film ...... 37

7.1 Positioning of the recipient address, return address and the franking mark ...... 37

7.2 Technical specifications for plastic film ...... 37

Mail Item Format Overview

Format Summary Table ...... 38

Mail ID Technology

1. Definition and scope of Mail ID Technology ...... 40

2. Certification...... 40

3. Electronic address file exchange system...... 41

3.1 Mail items with a Mail ID barcode only ...... 41

3.2 Mail items with Mail ID barcodes and a sequence reference code ...... 42

3.2.1 Round and Sequence sorting V2 ...... 42

a. The Sequence reference code ...... 42

b. The Large Format and Large+ Format sorting plan rule ...... 42

4. Printing the mail ID barcode and the sequence reference code ...... 43

4.1 Mail ID barcodes ...... 43

4.2 V2 sequence reference ...... 44

5. Mail ID addressing rules ...... 45

Preparing your mail items - Packaging

1. Packaging types available for your mail items ...... 46

1.1 Trays containers ...... 46

1.1.1 Blue trays ...... 46

1.1.2 How to deposit mail items in blue trays ...... 47

a. Small Format mail items ...... 47

b. Large and Large+ Format mail items ...... 47

1.2 Restmail Containers ...... 48

1.2.1 Bundling mail items - bundle characteristics ...... 48

1.2.2 The two bundle types ...... 49

a. Direct bundles ...... 49

b. Direct bundle by Round and sequence V2 ...... 49

1.3 Pallets ...... 50

1.4 Palletbox Mail ...... 51

1.5 Closed cardboard boxes ...... 51

2. Overflow...... 52

Contents 2. Addressed Mail

Table of contents

3. How to label appropriately for different packaging ...... 53

3.1 Label dimensions ...... 53

3.1.1 Blue trays and cardboard boxes ...... 53

3.1.2 Containers and pallets ...... 53

3.2 Label content and colours ...... 54

4. Dealing with overflow ...... 55

5. Important definitions ...... 57

Preparing your mail items - Sorting options

1. The different sorting options...... 59

2. Minimum number of mail items per sorting type ...... 59

3. Unsorted mail items ...... 60

3.1 Maximum and minimum volume per deposit ...... 60

3.2 Packaging and labelling ...... 60

4. Sorted mail items per sorting plan ‘78 directions’ (for Small Format items) ...... 61

4.1 Maximum and minimum volume per deposit ...... 61

4.2 Packaging and labelling ...... 62

4.2.1 In containers/on pallets by sorting plan ...... 62

4.2.2 In containers/on pallets by sorting sector ...... 63

4.2.3 In containers/on pallets by sorting center ...... 64

4.2.4 In containers/on pallets in overflow...... 65

5. Mail items sorted by Round and sequence V2 ...... 66

5.1 The 2 Round and sequence sorting types V2 ...... 66

5.1.1 Multi Round and sequence ...... 66

5.1.2 Unique Round and sequence ...... 66

5.2 Minimum and maximum volume per deposit...... 66

5.3 Sorted mail items by Round and sequence V2 ...... 67

5.3.1 On pallets/in Restmail containers by sorting plan ...... 68

5.3.2 On pallets/in Restmail containers by sorting machine ...... 69

5.3.3 On pallets/in Restmail containers by sorting center ...... 70

5.3.4 On pallets/in containers with overflow trays ...... 71

6. Annex ...... 72

Contents 2. Addressed Mail

Table of contents

Depositing your mail items

1. Definition of a deposit ...... 73

1.1 Definition of a deposit...... 73

1.2 The various stages of a deposit (depending on the product in question) ...... 73

2. e-MassPost, the online app for scheduling and announcing your deposits ...... 73

2.1 Services available via e-MassPost ...... 74

3. Process for scheduling a deposit ...... 74

3.1 Basic rule ...... 74

3.2 For certain bpost items, there is a required scheduling process ...... 74

3.2.1 What is Booking?...... 75

3.2.2 When is Booking compulsory? ...... 75

3.2.3 When should Booking information be submitted? ...... 75

3.2.4 What information is provided at Booking? ...... 75

4. The deposit announcement process ...... 76

4.1 Making an appointment ...... 76

4.2 Obtaining your deposit authorisation ...... 77

4.2.1 via e-MassPost ...... 77

4.2.2 via the MassPost counter ...... 77

4.3 Special case of a spread deposit ...... 77

4.3.1 Spread deposit terms and conditions ...... 77

4.3.2 Procedure to be followed for spread deposits ...... 78

4.3.3 Identification of containers/pallets...... 79

4.4 Special case of a split deposit ...... 80

4.4.1 Agreed split deposit terms and conditions ...... 80

a. DM Easy and DM Connect Procedures ...... 80

b. DM Pulse Procedures...... 81

4.4.2 Identification of containers/pallets...... 81

5. Deposit and time of deposit ...... 83

6. Deposit checks on the dock ...... 83

7. Deposit summary ...... 83

8. Payment ...... 83

9. Packaging exchange procedure ...... 84

9.1 Pallets ...... 84

9.2 Containers, blue trays and Palletboxes Mail ...... 85

9.3 Bags ...... 85 2. Addressed mail > Creation - Small Format

Creation - Small Format

1. Criteria and characteristics

1.1 Dimensions, weight & thickness

A Small Format mail item must rigorously comply with all of the criteria set out below.

245 mm

229 mm MAX. 165 mm

C5 162 mm

162 mm 220 mm

C6 114 mm 140 mm

DL 110 mm

MIN. 90 mm

Most commonly used formats

Minimum and maximum dimensions for Small Format mail items. This illustration is also included in the General Annexes, showing actual sizes.

Shape Rectangular (never square) Dimensions Minimum (width) 90 x (length) 140 x (thickness) 0.15 mm Maximum (width) 165 x (length) 245 x (thickness) 5 mm Weight Minimum 2 g Maximum 50 g Ratio of length (longest side) / width (shortest side) ≥ 1,20 Orientation Landscape only Address box Always parallel to the longest side of the mail item

January 2019 I Section 2 I Page 1 2. Addressed mail > Creation - Small Format

In the case of Small Format1, mail item sorting, transport and delivery are optimised. In addition to the criteria outlined above, to be considered a Small Format item, mail items must comply with the various different characteristics summarised in this chapter on visual presentation, closure and paper characteristics.

1.2 Characteristics 1

Any item that does not share all the above-mentioned characteristics or which has one or more of the following characteristics shall automatically be deemed to be a Large Format or Large+ Format mail item. • rigid and/or metallic and/or cardboard mail items • mail items containing a rigid object • mail items open on 1 side, or more • items bearing 1 or more repositionable stickers • items wrapped in plastic film (AFNOR standard or otherwise) • padded and/or bubble-wrap envelopes • translucent, bright, varnished, glazed or glossy envelopes • ratio of length (longest side) / width (shortest side) < 1.2 (square or virtually square shape) • closed with staples, paperclips or metallic eyelets

If your mail item has any of the following characteristics, it shall automatically be deemed to be a Large+ Format mail item. • items containing liquids • mail items with partially glued parts, such as cardboard, cards, envelopes, etc. • non-rectangular and non-square items • open or pierced mail items (e.g. windows not closed by transparent film)

1 Take care to conform to the postal regulations and the General Terms and Conditions of bpost, especially in respect of mail item contents. The General Terms and Conditions of bpost are available at www.bpost.be/site/fr/conditions.html.

January 2019 I Section 2 I Page 2 2. Addressed mail > Creation - Small Format

2. Visual presentation of your mail items

2.1 Front

The front of the mail item is the side bearing the recipient’s address and the franking. The recipient’s address may only appear once, on the front of the item. It may not appear a second time, in whole or in part, either on the front of the item or on the back.

2.1.1 Zones on the front of the envelope

When the address is not displayed in a window

Your mail item must strictly adhere to the dimensions shown below:

140 mm min. - 245 mm max.

74 mm 90 mm min. - 165 max. 40 mm or 20 mm (1) min. 5 mm

15 mm 125 mm max. min. 100 mm max.

140 mm 30 mm

(1) 20 mm for items < 11 cm tall (40 mm for all other items).

The control code zone is the zone in which the indexation code (‘ID-tag’) shall be printed when the mail item is sent through the sorting machines. This allows the mechanical processing of mail items and therefore a more timely delivery service.

Zone for the recipient’s address • Always on the front of the envelope on the right-hand side. • Contains the recipient’s address box. • May contain: • Mail ID barcodes (see the Mail ID Technology chapter in this section) • any other barcode, provided: • it is situated either above or below the recipient address box • it is situated at least 1 cm above this box • it does not start with JJBEA • any other references (e.g. customer number), provided: • they are (ideally) situated above recipient address box • they are situated at least 1 cm away from this box • they cannot be confused with any part of the address (e.g. postcode or municipality)

January 2019 I Section 2 I Page 3 2. Addressed mail > Creation - Small Format

• The address must be reproduced preferably in accordance with the rules in the Addressing chapter, section 1, Addressing and Franking point 7, including the use of accepted background colours for the address block (Pantone colours or four-colour equivalents). • Contains the return address, where appropriate (see the Addressing chapter, section 1, Addressing and Franking, point 6).

Recipient address box • A virtual box (in the zone intended only for the recipient’s address). • Must not contain any text or graphics other than the recipient’s address. • An opaque address label may be used, so long as it does not encroach upon the recipient address zone or franking zone. • The recipient address must be perfectly legible to the naked eye (see the Addressing chapter, section 1, Addressing and Franking, point 3).

Franking and cancelling zone • Franking must be perfectly legible to the naked eye (to ensure they can be read by the machine thus ensuring efficient mail item delivery): • all characters must be printed in the same font and font size • character height ≥ 1.5 mm • Franking position: • upper right-hand corner of the envelope • within a virtual rectangle: • rectangle length = 74 mm from the right-hand edge of the envelope • rectangle width = 20 mm (mailing items of width < 11 cm) or 40 mm (in all other cases) from the upper edge of the envelope

• If using the CO2 Compensation option, the logo must be positioned left of the Postage Paid franking label.

Free zone for the sender • All colours, graphics and text types are permitted.

Semi-free zone for the sender • All colours, graphics and text types are permitted, other than any elements that could be confused with an address (postcode with municipality or full address1). Otherwise, mail items will be deemed Large or Large+ Format items. • A return address may be written on a vertical line to the left of the address box (see the Addressing chapter, section 1, Addressing and Franking, point 6).

Control code zone • Zone in which the control code shall be printed when the mail item is sent through the sorting machines and also reserved for the re-addressing of the mail item if the recipient has moved. • The rules to be followed: • no plastic window • no address (or elements that could be confused with an address (postal code or city or full address)) ➜ otherwise the mail item will be considered as Large+ Format • no graphic elements or text • white or light colour (see section 1 paragraph 7 for permitted colours) ➜ otherwise the mail item will be considered as Large Format (exception: items with a readable Mail ID barcode)

1 cm Important reminder Jan Peeters 2 Stationsstraat 17 bus 1 To make it easier to read the address block, do not place anything 1 cm 1 cm (graphics, text, references.....) at less than 1 cm all around. 1000 Brussel 1 cm

1 Exception: stating only the municipality will not result in the item being redefined in a different item category. 2 Except for Mail ID barcode, if applicable, see chapter MailID technology.

January 2019 I Section 2 I Page 4 2. Addressed mail > Creation - Small Format

When the address is displayed in a window

For mail items with a rectangular address window, there is no limit to the size of the window. The window must not under any circumstances encroach upon the control code zone (otherwise the mail item shall be considered a Large+ Format item).

1 15 mm min.

2 4 mm

Window Recipient address box

The window and the address box must however comply with the following criteria: • A 4 mm margin is required between the edges of the window and the outside edges of the item . • It may be positioned on either the left or right side of the envelope, so long as it complies with the following rules: • positioned at least 15 mm from the left or right edge • never placed in the control code zone • It must be closed with a transparent film. • The edges of the transparent film must be completely glued along the inside of the envelope cut-out. If this is not the case, the mail item will be deemed a Large+ Format mail item (pierced or open mail item). • It must not be creased and must not be edged with a strip or a coloured frame. • The address must be on completely white or pale-coloured plain paper (see pantone colours) (no lined or graph paper) and must always be visible, even in the event of slipping of the contents in the envelope. • Non-rectangular (e.g. square or oval) formats if they fit within a rectangle of the following maximum dimensions: 125 mm (length) x 100 mm (width).

2 100 mm max.

125 mm max.

Zone for the window with the recipient’s address Window

The rules of zones to of the previous scheme (see above, point ) must be respected

January 2019 I Section 2 I Page 5 2. Addressed mail > Creation - Small Format

2.2 Back

You are permitted to print text or images on the back of your mail items, or use one or more advertising windows (or picture windows), so long as they comply with the conditions of point 2.3 below.

A return address situated in Belgium must be shown on all mail items. It is recommended that the return address is displayed on the back of your mail item, centred on the upper part, on 3 lines. For more information on the return address, see the Addressing chapter, section 1, Addressing and Franking, point 6.

2.3 Advertising windows

Advertising windows usually contain advertising or promotional information. They optimise the impact of your mail items.

Advertising window properties • Windows must be closed by transparent film (otherwise the mail item will be deemed a Large+ Format mail item, on the basis that it is a pierced or open mail item). • Mail items with no sender address window but containing at least one advertising window on the front will automatically be deemed Large or Large+ Format items. • Advertising windows may be placed on either the front or back of a mail item, so long as they comply with the following criteria.

2.3.1 On the front

In zones and on the left hand side of the layout shown in point 2.1.1 in accordance with the criteria for these zones.

Advertising Franking mark window

Recipient address

Mail items with address displayed in a window

January 2019 I Section 2 I Page 6 2. Addressed mail > Creation - Small Format

If the advertising window on the front has one or more elements that could be confused with an address (e.g. postcode, municipality1 or full address), the item shall be deemed a Large or Large+ Format mail item.

Exception: The return address may be written in an advertising window. Conditions: • must be positioned in the top left corner of the envelope • font must be smaller than that used for the recipient address (at least 2 points smaller) • address must never be at the same height as the recipient’s address (so only in zone 4 of the diagram under point 2.1.1 a)

Alain Dubois Franking mark Rue des Alouettes 1 1000 Bruxelles

bpost Chaussée de Boondael 55 1050 IXELLES

2.3.2 On the back

An advertising window may be placed freely on the back. Conditions: • must be positioned at least 15 mm from the edges of the envelope • small or panoramic format • the edges of the transparent window must be completely glued along the inside edges of the envelope cut-out

Exemples

15 mm min. 15 mm min.

Small

15 mm min. advertising 15 mm min. window on the back Panoramic advertising window on the back 15 mm min.

15 mm min.

1 Exception: stating only the municipality will not result in the item being redefined in a different item category.

January 2019 I Section 2 I Page 7 2. Addressed mail > Creation - Small Format

3. Sealing methods for mail items

Two options for your Small Format mail items • placed in an envelope • sent without an envelope (as a self-mailer see point 5.1 or a postcard see point 5.2)

Sealing methods • item (and any flap) must be completely sealed on all 4 sides such that they cannot open or tear during handling • sealing adhesive must not come into contact with any other mail item • contents of the mail item must not come out of the envelope, nor must it be possible for them to do so • exterior sealing strip must be robust (thickness ≥ 0.2 mm) and suitable for the content • staples, paperclips or metallic eyelets must not be used to close the mail item

Non-compliance with any of the above criteria shall result in the item being deemed a Large or Large+ Format item.

4. Paper characteristics

• The envelope must be made of opaque matt paper (contents must not show through or be legible from the outside). • Paper weight • ≥ 140 g/m2 (mail items comprising a single layer of paper, e.g. postcard)1 • ≥ 70 g/m2 (for mail items comprising several layers of paper, e.g. envelope or self-mailer) • Flexible mail item (must be flexible enough to wrap around a cylinder of 21 cm circumference, e.g. 33 cl can)

Non-compliance with any of the above criteria shall result in the item being deemed a Large or Large+ Format item.

5. Features of open mail items (self-mailers and postcards)

5.1 Self-mailers

A self-mailer is an addressed and franked pre-printed leaflet. It can be sent in the mail without an envelope (or plastic film). A self-mailer is deemed to be a Small Format mail item if it complies fully with the defining characteristics of a Small Format mail item (see point 1 of this chapter), except where applicable the way it is sealed.

1 Exception: items covered by the Electoral Law must weigh at least 250g/m2

January 2019 I Section 2 I Page 8 2. Addressed mail > Creation - Small Format

Did you know? An open/pierced self-mailer is deemed to be a Large+ Format item.

5.1.1 General guidelines for sealing

• Robust closure (such that it cannot open or tear during handling). • Securely sealed around all edges (the same goes for any flaps). • 3 of the 4 sides must be completely sealed, including the right-hand side and the underside of the mail item (and ideally all 4 corners). • The maximum distance between two adhesive points (or between a fold and an adhesive point) will be 4.5 cm.

5.1.2 Sealing methods − examples

Sealing by adhesive line or point

140 mm min. - 245 mm max. 90 mm min. - 165 max.

Open now for your free gift! Fold

Open here Franking mark

Publicity

Max. 4,5 cm Max. 4,5 cm Flap Fold

Adhesive point Adhesive point Side always completely sealed

Edges sealed by stamping

Edges with a tear line

Bords à déchirures

January 2019 I Section 2 I Page 9 2. Addressed mail > Creation - Small Format

Sealing with self-adhesive patches (while ensuring that the 4 corners are sealed properly)

Franking mark

Your advertising message bpost Chaussée de Boondael 55 1050 IXELLES

If there is any uncertainty as to whether a mail item is properly sealed with adhesive, stickers or tear strips, please note the maximum distance between two sealing points must not exceed 4.5 cm.

5.2 Postcards

Postcards are laid out like a traditional postcard (e.g. typical holiday postcard). To be deemed a Small Format mail item, postcards must comply fully with the defining characteristics and criteria for a Small Format mail item (see point 1 of this chapter). Please also refer to the Addressing chapter, section 1, Addressing and Franking) for how to correctly address an item. It must also comply with the layout rules below.

140 mm min. - 245 mm max.

74 mm 90 mm min. - 165 max.

Franking zone 40 mm or 20 mm (1)

80 mm min. 3 mm min. M. Pierre Boulanger Rue Courtejoie 17 bte 1 15 mm 5900 CINEY

140 mm 30 mm

(1) 20 mm for items < 11 cm tall (40 mm for all other items).

January 2019 I Section 2 I Page 10 2. Addressed mail > Creation - Small Format

Instructions • the zone extending 80 mm from the right-hand edge of the card is reserved for the address and franking • paper weight ≥ 140 g/m2 (1) • franking to be positioned in upper right hand corner • franking must be perfectly visible to the naked eye • a vertical line may be used to divide the postcard into 2 areas: • distance ≥ 80 mm from the right-hand edge of the envelope • thickness ≥ 1.2 mm • clearly visible • extends over the full height of the card, terminating 30 mm from the lower edge • address block must be at least 3 mm to the right of the dividing line • recipient address lines must be parallel to the length of the card (landscape orientation), with no underlining • Belgian return address goes in the top left corner (or on the back) of the card • Return address may also be inserted vertically in a single line at least 80 mm from the right hand side

Did you know? Open/pierced postcards are deemed to be Large+ Format items.

For more information If you have any queries about whether a specific mail item can be handled, contact our Service Center at 02 201 11 11 or send an email to [email protected].

1 Exception: items covered by the Electoral Law must weigh at least 250g/m2

January 2019 I Section 2 I Page 11 2. Addressed mail > Creation - Large Format

Creation - Large Format

1. Criteria and characteristics

1.1 Dimensions, weight & thickness

A Large Format1 item must comply fully with the criteria set out in the illustration below.

328 mm

324 mm MAX. 229 mm

C4 230 mm 229 mm

C5 162 mm

162 mm 220 mm

C6 114 mm 140 mm

DL 110 mm

MIN. 90 mm

Most popular formats

Minimum and maximum dimensions of Large+ Format mail items.

Shape Rectangular or square (with a minimum of 140 mm x 140 mm for square mail items) Dimensions Minimum (width) 90 x (length) 140 x (thickness) 0.15 mm (inclusive of packaging) Maximum (width) 230 x (length) 350 x (thickness) 30 mm Weight No recommended minimum Maximum 2 kg Orientation Landscape or portrait

Extra Large Option Possible for mail items between 230 and 265 mm wide (350 mm long and 30 mm thick). For such items, they must be flexible enough to comply with the dimensions of postal items able to pass through a letterbox.

Did you know? Mail items >2 kg and/or in roll form are deemed to be parcels.

1 Take care to conform to the postal regulations and the General Terms and Conditions of bpost, especially in respect of mail item contents. Bpost’s General Terms and Conditions are available at www.bpost.be/site/fr/conditions.html.

January 2019 I Section 2 I Page 31 2. Addressed mail > Creation - Large+ Format

1.2 Forms other than square or rectangular

1.2.1 Dimensions, weight & thickness

Max. 350 mm Max. 230 mm Max. 230 mm

Min. 140 mm Min. 90 mm

Circle Triangle

Max. 350 mm Max. 350 mm Max. 230 mm Max. 230 mm

Min. 140 mm Min. 140 mm Min. 90 mm Min. 90 mm

Cross Car

Shape Any Dimensions Minimum (height) 90 x (length) 140 x (thickness) 0.15 mm (= size of rectangle reserved for addressing and franking area) Maximum (height) 230 x (length) 350 x (thickness) 30 mm Weight Maximum 2 kg

1.2.2 Rounded and angular items

Use rounded edges and avoid sharp corners (i.e. < 90°) to avoid damage during the handling of the mail items.

January 2019 I Section 2 I Page 32 2. Addressed mail > Creation - Large+ Format

1.2.3 Examples

Open/pierced mail items: diameter of the circle ≤ 80 mm (see illustration below).

Min. 90 mm / Max. 230 mm Min. 140 mm / Max. 350 mm Min. 140 mm Min. 90 mm

80 mm max. Sender: Franking mark Return address Franking mark / Max. 230 mm / Max. 350 mm

80 mm max.

Sender: Return address

Address zone

Solid forms

Max. 350 mm Max. 350 mm Max. 350 mm Max. 230 mm Max. 230 mm Max. 230 mm

Min. 140 mm Min. 140 mm Min. 140 mm Min. 90 mm Min. 90 mm Min. 90 mm

January 2019 I Section 2 I Page 33 2. Addressed mail > Creation - Large+ Format

2. Characteristics

Large+ Format specifications (not an exhaustive list).The following are permitted: • rectangular, square, ‘almost square’ format (item width:length ratio <1.2), or non-rectangular and non-square items (e.g. oval, round, etc.) • portrait or landscape orientation (address box parallel to short side of the item) • rigid and/or metallized1 and/or cardboard mail items 1 • mail items containing a rigid object • mail items open on 1 side, or more • items bearing 1 or more repositionable stickers • items wrapped in plastic film (need not be AFNOR-standard-compliant) • padded and/or bubble-wrap envelopes • translucent, bright, varnished, glazed or glossy envelopes • small format items which do not meet the presentation criteria for Small Format mail items • metallic closures (e.g. staples, paperclips, eyelets, etc.) • items containing liquids • mail items with partially glued parts (e.g. cardboard, cards, envelopes, etc.) • open or pierced mail items (e.g. windows not closed by transparent film)

3. Visual presentation of your mail items

Definitions of the despatch and visual zones covered in the section entitled Creation - Large Format (Points 2.1, 2.2 and 2.3 of point 2. Visual presentation of your mail items) also apply to Large+ items. The only difference being: the maximum permitted length of the longest side is 350 mm.

1 For magnetic items, regardless of their size, pre-approval is required via this address: [email protected].

January 2019 I Section 2 I Page 34 2. Addressed mail > Creation - Large+ Format

4. Sealing methods for mail items

Five options for your Large+ Format mail items • placed in a paper or cardboard envelope • open mail items (sent as a self-mailer - see Point 5.1 - or a postcard - see Point 5.2) • items wrapped in plastic film (need not be AFNOR-standard-compliant) • sealed with a strip or a self-adhesive system • sealed by stamping or tear-off strip

Sealing criteria • mail item in an envelope, cardboard or plastic cover: the closure (and any flap) must be completely sealed on all 4 sides such that they cannot open or tear during handling • sealing adhesive must not come into contact with any other mail item • contents of the mail item must not come out of the envelope, nor must it be possible for them to do so • exterior sealing strip must be robust (thickness ≥ 0.2 mm) and suitable for the content • staples, paperclips or metallic eyelets are permitted, in any position • envelopes with multiple attachment points are permitted

5. Paper characteristics

• Item must be sufficiently robust. • Paper weight: • ≥140 g/m2 (mail items comprising a single layer of paper, e.g. postcard1) • ≥70 g/m2 (mail items comprising several layers of paper, e.g. envelope or self-mailer)

6. Features of open mail items (self-mailers, postcards and mail items with binding)

6.1 Self-mailers

A self-mailer is an addressed and franked pre-printed folder. It can be sent in the mail without an envelope (or plastic film).

Self-mailers are deemed Large+ Format mail items, providing they: • comply with the definition of Large+ Format and/or • share one or more Large+ Format characteristics • are sealed using staples, paperclips and/or metallic eyelets

1 Exception: items covered by the Electoral Law must weigh at least 250g/m2.

January 2019 I Section 2 I Page 35 2. Addressed mail > Creation - Large+ Format

6.1.1 Examples of sealing methods

See the section on Creation - Large Format 5.1.1.

6.2 Postcards

Postcards which comply with some or all of the defining characteristics of Large+ Format mail items (e.g. weight, dimensions, etc.) are deemed Large+ Format mail items.

The layout specifications in the chapter Creation - Large Format, point 5.2 also apply to Large+ Format mail items as recommendations.

6.3 Bound mail items without envelope or wrapper

Mail items consisting of several bound pages (not placed in an envelope or in plastic film) follow the same layout rules for the front and back of the items as non-bound items (see Point 2 of Visual presentation of your mail items in the section entitled Creation - Large Format , excluding the maximum longest side length, which is 350 mm for Large+ Format items).

6.3.1 Using a white label for the recipient address

See the section entitled Creation - Large Format.

6.3.2 Recipient address on the back of the mail item

See the section entitled Creation - Large Format.

Did you know? If you have any queries about whether a self-mailer, postcard or open mail item can be handled, contact our Service Centre on 02 201 11 11 or send an email to [email protected].

January 2019 I Section 2 I Page 36 2. Addressed mail > Creation - Large+ Format

7. Specifications for mail items wrapped in plastic film

The specifications which apply to the printing of the recipient’s address on and beneath plastic film, as set out in the section entitled Creation - Large Format, Point 6, are also guidelines for Large+ Format items.

7.1 Positioning of the recipient address, return address and the franking mark

Guidelines regarding positioning of the recipient address, return address and the franking mark as set out in the section entitled Creation - Large Format, Point 6.2 also apply to Large+ Format mail items.

For Large+ Format items, the strip for the recipient address, return address and franking mark need not be white.

7.2 Technical specifications for plastic film

The technical specifications for plastic film as set out in the section entitled Creation - Large Format, Point 6.3 need not be AFNOR-standard-compliant for Large+ Format mail items.

January 2019 I Section 2 I Page 37 2. Addressed mail > Format Summary Table

Mail Item Format Overview Format Summary Table

Title Category Small Large Large+ Dimensions, weight and Rectangular shape Yes Yes Free (e.g. square, rectangular, oval, triangle, ...) thickness Square shape No Yes Minimum dimensions 90 x 140 x 0.15 mm Max. dimensions 165 x 245 x 5 mm 230 x 328 x 10 mm 230 x 350 x 30 mm

Thickness variability: Extra Large Option: up to 265 x 350 x 30 mm 4 mm with max. height of 10 mm

Min. weight 2 g 2 g No recommended minimum Max. weight 50 g 350 g 2 kg (mail items exceeding this are deemed to be parcels) Length:width ratio ≥1.20 No restrictions No restrictions Open or pierced items possible Orientation Landscape Landscape or Portrait Any Address box Always parallel to the longest side May be parallel to the shortest May be parallel to the shortest side side Characteristics Rigid mail items No • Rigidity standards: lengthwise No restrictions rigidity: item should be flexible Open or pierced items possible enough to wrap around a 900 mm- diameter cylinder (along the bound edge, if there is one) • Flexibility standards: the item should not bend more than 90 mm above the horizontal. For further guidance : see section entitled Large Format 1.2 Characteristics - Flexibility and Rigidity Standards Metallized mail items No Yes, so long as they comply with Yes weight, thickness and rigidity/ flexibility conditions Cardboard mail items No Yes, so long as they comply with Yes thickness and rigidity/flexibility conditions Insert or rigid object No Yes, if affixed in the mail item, Yes and so long as they comply with thickness and rigidity/flexibility conditions Open on 1 side, or more No (apart from self-mailers) Yes Yes Items bearing 1 or more reposi- No Yes Yes tionable stickers Items wrapped in plastic film No AFNOR standards No standards apply Padded and/or bubble-wrap No Yes, but must comply with stip- Yes envelopes ulations regarding thickness and rigidity/flexibility Translucent, bright, varnished, No Yes Yes glazed or glossy envelopes Ratio of length (longest side) / No Permitted Permitted width (shortest side) < 1.2 (square or virtually square shape) Non-rectangular and non-square No No Permitted items Open or pierced mail items No No Permitted (e.g. windows not closed by transparent film) Mail items with partially glued No No Yes parts (e.g. cardboard, cards, envelopes etc.) Items containing liquids No No Yes

January 2019 I Section 2 I Page 38 2. Addressed mail > Format Summary Table

Title Category Small Large Large+ Visual presentation of Address printed in semi-free zone No address printed in semi-free Permitted Permitted the mail items zone Advertising window Must be closed with a transparent Must be closed with a transparent May be closed with a film window. film window. transparent film window or may be an open item. Mail items with no sender address window but containing at least one advertising window on the front will automatically be deemed Large or Large+ Format items. If the advertising window on the front has one or more elements that could be confused with an address, the item shall be deemed a Large or Large+ Format mail item. Sealing Sealing criteria Applicable to Large items Same criteria as for Large Format, • in envelopes: item (and any flap) • placed in a paper or cardboard plus the following approved must be completely sealed on envelope criteria: all 4 sides such that they cannot • sent without an envelope or • staples, paperclips or metallic open or tear during handling wrapper (as a self-mailer - see eyelets, in any position • sealing adhesive must not come Point 5.1 - or a postcard - see • envelopes with multiple attach- into contact with any other Point 5.2) ment points mail item • items wrapped in plastic film (if • contents of the mail item must AFNOR-standard-compliant) not come out of the envelope, • sealed with a strip or a self-adhe- nor must it be possible for them sive system to do so • sealed by stamping or tear-off • exterior sealing strip strip must be robust (thickness ≥ 0.2 Sealing criteria mm) and suitable • in an envelope, cardboard or for the content plastic film cover: item (and • staples, paperclips or metallic any flap) must be completely eyelets must sealed on all 4 sides such that not be used to close they cannot open or tear during the mail item handling • sealing adhesive must not come into contact with any other mail item • contents of the mail item must not come out of the envelope, nor must it be possible for them to do so • exterior sealing strip must be robust (thickness ≥ 0.2 mm) and suitable for the content • staples permitted in the case of an open magazine, if staples are attached to the binding • no envelopes with multiple attachment points (envelopes for thicker items and which can be folded) Paper Paper characteristics Envelopes made of opaque matte Translucent, bright, varnished, glazed Translucent, bright, varnished, paper or glossy envelopes glazed or glossy envelopes

Flexible mail item (must be flexible Flexibility and Rigidity: see section Sufficiently robust item enough to wrap around a cylinder entitled: Large Format 1.2 Charac- of 21 cm circumference, e.g. 33 teristics - Flexibility and Rigidity cl can) Standards Self-mailers Robust closure (such that it The 2 opposing shorter edges of Staples, paperclips or metallic cannot open or tear during the items may not only be sealed eyelets on the outside of self- handling). mailers

3 of the 4 sides must be The 2 smaller edges may be completely sealed, including the sealed only right-hand side and the underside of the mail item (and ideally all 4 corners). Postcards Criteria and characteristics of Criteria and characteristics of Criteria and characteristics of Small Format items Large Format items Large+ Format items Items wrapped in plastic Not permitted Permitted Permitted film Opaque white strip Not permitted The opaque strip must be white. Permitted : If colour => Large+ - Strip other than white in colour - Glossy plastic without a white strip - Little or no contrast between address colour and plastic colour Technical specifications Non applicable AFNOR-standards-compliant No restrictions for plastic film

January 2019 I Section 2 I Page 39 2. Addressed mail > Mail ID Technology

Mail ID Technology

1. Definition and scope of Mail ID Technology

Mail ID technology is a method of transmitting your address data to bpost before processing your mail items deposited under contract, and involves 2 parts: • An electronic address file exchange system with bpost. • The printing of unique Mail ID barcodes (and in some instances a sequence reference code) in each mail item’s address box. To use this technology, prior certification from bpost for each mail item type is required.

Advantages • More efficient mail item sorting and a better-quality service. • The quality of addresses in your database improves as you get feedback on non-recognised (non-deliverable) addresses.

Scope • Small Format • Large Format • Large+ Format

Deposit terms • Depositing of ‘Letters’ or ‘Direct Mail’ under contract with bpost. • Use of the e-MassPost app. • Full compliance with all technical specifications set out in the Data Exchange Technical Guide (available via [email protected]) • Certification for the type of mail item involved.

For Large and Large+ Format items sorted by Round and sequence, Mail ID barcodes must be printed along with a sequence reference.

2. Certification

Specific certification for each type of product • Small Format • Large Format in an envelope • Large Format wrapped in plastic film • Large Format on plastic (printing on white band) • Large+ Format in an envelope • Large+ Format wrapped in plastic film • Large+ Format on plastic (printing on white band)

January 2019 I Section 2 I Page 40 2. Addressed mail > Mail ID Technology

The certification process validates your technical parameters to enable the exchange of files with bpost (con- nection, syntax, etc.) and to guarantee that barcodes and sequence reference codes printed on your mail items can be recognised correctly. All information on the certification process can be found in the Data Exchange Technical Guide which is available via [email protected].

3. Electronic address file exchange system

Mail ID technology is based on an electronic address file exchange system.

For each mail item, the address file must contain • The address: street, house number, box number (where appropriate), postcode and area. • The relevant barcode for each address. This is a unique number allocated per item and cannot be reused within 30 calendar days of the file’s date of dispatch. Optional: at your request, a bar code will be generated for you by bpost and included in the response file. • Where appropriate, the last name and first name of the recipient (or if the recipient is a legal entity, its address and company name).

To ensure that your mail items are processed in the most efficient manner possible, data in the address file may be amended in order to add information which may ensure better handling (e.g. weight, dimensions, return address, etc.). Moreover, the possibility of setting a deadline for sending these files prior to the mail deposit date will also be discussed in conjunction with the various sector stakeholders.

More information on file structure and syntax can be found in the Data Exchange Technical Guide which is available upon request from [email protected].

3.1 Mail items with a Mail ID barcode only bpost will process and analyse the addresses in your file and will then send you a response file containing: • the recognition rate of your addresses • a list of addresses that are only partially recognised or unrecognised by bpost (to help you improve your database) • optional sorting information (sorting plan) • optional mail ID barcodes

An address recognition rate of 96% is required to use mail ID technology for your deposit. An address recognition rate of 97% or more will entitle you to a Data Quality Discount.

January 2019 I Section 2 I Page 41 2. Addressed mail > Mail ID Technology

3.2 Mail items with Mail ID barcodes and a sequence reference code bpost will process and analyse the addresses in your file and will then send you a response file containing: • the recognition rate of your addresses • a list of addresses that are only partially recognised or unrecognised by bpost (to help you improve your database) • sequence reference codes to print on the mail items • the correct sorting sequence • optional mail ID barcodes

3.2.1 Round and Sequence sorting V2

The Round and Sequence sorting V2 reference, comprises 2 elements: • the Sequence reference code • the sorting plan rule for Large Format or Large+ Format

The Sequence reference code

The sequence reference code shall contain at least the following information: • the postcode of the distribution office • the type and number of the round • the sequence number

E.g. 1000-Reg - 012/1 • 1000 = postcode of the distribution office • Reg - 012 = type and number of the round • /1 = sequence number

For addresses that are only partially recognised or unrecognised by bpost, the sequence reference code will be replaced by one of the following codes: • ‘0299’: distribution office not found • ‘No-Rte’: round not found • ‘99999’: sequence number not found

Depending on the code generated, you must prepare the mail items as follows: • response ‘0299’: to be placed in overflow trays (refer only to: Preparation of your mail items - Packaging, point 4) • response ‘No-Rte’: to be placed at the top of the bundle for the relevant distribution office • response ‘99999’: to be placed at the end of the relevant round

The Large Format and Large+ Format sorting plan rule

This rule should be added to the sequence reference set out in Point a. and is represented by 3 elements: • a sorting center (E.g. C for Charleroi) • a machine number (e.g. M1) • a wave number (e.g. W1)

Example of Round and sequence V2 reference: C-M1-W1/7500-Reg045/25

Did you know? If the electronic file for your deposit also contains the last name and first name of the recipient or the company name, you may be eligible for a Mail ID+ discount.

January 2019 I Section 2 I Page 42 2. Addressed mail > Mail ID Technology

4. Printing the Mail ID barcode and the sequence reference code

4.1 Mail ID barcodes

In order to ensure optimal readability of barcodes by the sorting machine: • Barcodes should be printed above the recipient address box, in the zone for the recipient’s address, at maximum of 1 cm from the 1st line of the address. For more addressing information, please see section 1 Address- ing and Franking, Chapter 1 Addressing, point 1. • The barcode is set up and printed in accordance with the specifications set out in the Data Exchange Technical Guide. • The address must be printed (handwritten addresses are not acceptable).

Example: technical dimensions with address, Mail ID, sequence reference code and customer references. Zone for the recipient’s Barcode customer address Customer references A-M2-W3/2000-Reg047/17 Address box Etc. a a 5mm between the bar-

Min 10 mm codes and all other infor- JJBEA12121234512345678901 b max 10 mm mation on the same line b 2 mm space above and Monsieur Pierre Boulanger d Min 15 mm Min 15 mm below the barcodes Boulevard de l’Empereur Constantin 122 bte 65 c 10 mm space between 1120 Neder-Over-Heembeek the virtual address box and

any other information c (except MailID barcodes) d 15 mm between the Min 10 mm virtual address box and the left (or right) side of

the mail item

For mail items wrapped in plastic film, the Mail ID barcode may not be directly printed on the plastic (except registered product that meets specific certifications).

Ideally, the address and Mail ID barcode will beprinted: • on plain paper (of the same width or length as the mail item) and inserted inside the plastic such that it remains securely in place. There must be nothing on the front of the item which might be confused with the recipient address. Ensure that the Mail ID barcode is not positioned beneath the seal of the plastic film. • on an opaque white label, affixed to the plastic film.

Please comply with the layout shown for the address zone and franking area as shown in point 6.2.3 of this section, Large Format Chapter.

For mail items with window and MailID barcodes on a white label stuck on the envelope, this label must be placed on the window, at maximum 1 cm above the address, and must not hide this address:

Franking zone Franking zone Franking zone

Pierre Boulanger Pierre Boulanger Pierre Boulanger Rue des Acacias 24 Rue des Acacias 24 Rue des Acacias 24 6530 Thuin 6530 Thuin 6530 Thuin

Not outside or on the edge of Do not hide the address In the window at maximum the window 1 cm above the address

January 2019 I Section 2 I Page 43 2. Addressed mail > Mail ID Technology

4.2 V2 sequence reference

When depositing Large or Large+ Format items sorted by Round and by sequence, you must print a Mail ID barcode and sequence reference code on every mail item.

In order to ensure optimal readability of barcodes by the sorting machine • the sequence reference should be printed in the zone for the recipient’s address above the address box and to the right, at maximum 1 cm apart • sequence reference font size ≥ recipient address font size • the sequence reference should be bold and/or underlined • the address box layout must comply with the Large or Large+ Format mail item rules • the various parts of the sequence reference should be of correct order and structure • the Mail ID barcode should be positioned at maximum 1 cm above the 1st line of the address and the sequence reference above the barcode (distance ≥ 2 mm) • The address must be printed (handwritten addresses are not acceptable).

C-M2-W2/7500-Reg 002/1

Monsieur Jacques Dupont Chaussée de Bruxelles 24 7500 Tournai

Other possible alternatives The Mail ID barcode positioned above the address, and the sequence reference code positioned on the same line as the Mail ID barcodes, to its right (at least 5 mm away).

C-M2-W2/7500-Reg 002/1

Monsieur Jacques Dupont Chaussée de Bruxelles 24 7500 Tournai

Sequence reference code positioned above the Mail ID barcode, allowing 2 mm between each code.

L-M2-W2/4140-Reg 002/1

Pierre Boulanger Rue de Stiersoux 28 4140 Sprimont

January 2019 I Section 2 I Page 44 2. Addressed mail > Mail ID Technology

5. Mail ID file addressing rules

Following the addressing rules will enable the maximum recognition rate for your electronic addresses by bpost.

Full details of these rules are given in the Data Exchange Technical Guide, available via [email protected]. For details on printing addresses on your mail items, see the Creation chapters on Small, Large and Large+ Format items.

All the regulations set out in this section are necessary to ensure that Mail ID runs smoothly. Failure to comply with any of these rules on an ad hoc basis will result in the reclassification of the mail items concerned at the corresponding rate without MID or in the application of a tariff supplement; failure to comply with these rules on a recurrent basis will result in the withdrawal of the MID certification granted (withdrawal of access to Mail ID tariff).

January 2019 I Section 2 I Page 45 2. Addressed mail > Preparing your mail items - Packaging Preparing your mail items - Packaging

1. Packaging types available for your mail items

All the packaging types shown below can be supplied by bpost with its prior agreement. You can order containers and trays from your MassPost (Hyper)Center.

1.1 Trays Containers

Trays containers enable and facilitate the transport of blue trays (see point 1.1.1 of this chapter). • volume considered sufficient for a direct container: 10 trays • gross weight: maximum 500 kg (including container) • capacity: maximum 24 trays

A direct container is a container used for Trays • a sorting plan or containers • distribution office or • sorting sector or • sorting center

1.1.1 Blue trays

Blue trays are bpost’s preferred presentation means for • unsorted mail items • sorted mail items (by postcode, by sorting sector and by distribution office) • Small Format mail items sorted by sorting plan “78 directions” • “Pilot Postcards” type mail items They may not contain any bundles. Tray

Every tray has • a space for affixing a label (105 mm long x 101.6 mm wide) along its length • a barcode

For more information, see the chapter on Preparing your mail items - Sorting options.

Blue tray technical specifications • Length: 470 mm • Width: 310 mm • Height: 230 mm • Empty weight: 1.371 kg • Maximum weight (tray & contents): 12 kg

January 2019 I Section 2 I Page 46 2. Addressed mail > Preparing your mail items - Packaging

1.1.2 How to deposit mail items in blue trays

• All mail items must be packed in the same direction (with addresses always facing the same way). • Mail items must not extend above the tray handles (to ensure that mail items are not damaged when trays are stacked). • The trays may only contain non-bundled mail items (do not use string etc. to join mail items together).

Small Format mail items

• Standing up in the tray. • Franking mark in the upper right-hand corner opposite the space for the label. • Only C6 format mail items (i.e. one sheet of A4 folded into 4) can be packed in the tray in two rows.

Large and Large+ Format mail items

Landscape mode

• Flat in the tray. • With the franking mark clearly visible, on the opposite side from the space for the label. • Blue tray contents can be divided in 2 (lengthwise), so that you have two stacks of Portrait mode mail items (e.g. two stacks of A4 folded in 2).

Did you know? • For sorted mail items, the use of overflow reduces your logistics costs, by avoiding the transport of trays which are not full.

Always ensure the correct orientation of the franking mark for Small, Large and Large+ Format items to render them legible to the sorting machine. Failure to comply with this requirement means a self-adhesive sticker or notice may be affixed to the item, potentially concealing important customer information (advertisements, reference codes, logos, etc.).

January 2019 I Section 2 I Page 47 2. Addressed mail > Preparing your mail items - Packaging

1.2 Restmail Containers

Restmail • The minimum volume for Restmail Containers is 200 kg gross weight containers or once the container is half full (for mail items going to a distribution office, sorting sector or sorting center). • Gross weight: maximum 400 kg (including container).

For more information on the rules on sorting plans, distribution offices, sorting sectors or sorting centers, see the chapter on Preparing your mail items - Sorting options.

1.2.1 Bundling mail items - bundle characteristics

Thickness Minimum 3 cm Maximum 12 cm Weight Maximum 7 kg 0,5 cm Bundling Securely tied in a cross (to avoid damage to the mail items or bundles coming apart during handling or transport) Prefer mail items placed in the same direction Bundle material Plastic straps are preferred Durability Bundles must remain intact after five drop tests (from a height of 1 m onto a concrete floor) and the gap between the strapping and the contents must not exceed 0.5 cm (under their own weight).

Use of elastic or metallic straps is prohibited (materials are incompatible with the automated transport and sorting equipment). Bundles may not be placed in blue trays and/or cardboard boxes. Bundles must be placed in their containers or pallets all facing the same way.

For mail items >1kg, avoid bundles (not enough for the maximum allowed weight, i.e 7kg): they can be placed directly on pallets.

January 2019 I Section 2 I Page 48 2. Addressed mail > Preparing your mail items - Packaging

1.2.2 The two bundle types

Direct bundles

Addresses are only visible on one side of • The recipient address must appear on at least the first or the the bundle last mail item in the bundle. • The mail items of each bundle must be arranged by street (in alphabetical order).

• All mail items in a single bundle must be for the same distribu- Pierre Boulanger Rue de Stiersoux 28 tion office. (Please refer to point 5 of this chapter, Important 4140 Sprimont Definitions). Front of bundle Back of bundle

Direct bundle by Round and sequence V21

• These comply with the direct bundle conditions. • Mail items in a single bundle are for one or more mail rounds under Addresses are only visible on one side of the same distribution office. the bundle (as for direct bundles) • The mail items of each bundle must be arranged in ascending round B-M1-W1/1000 - Reg 001/1 B-M1-W1/1000 - Reg 001/2 order (i.e. Reg-001, Reg-002, Reg-003). B-M1-W1/1000 - Reg 001/3 • The mail items of each bundle must be arranged in ascending se- B-M1-W1/1000 - Reg 002/1 quence order (i.e. Reg-001/1, Reg-001/2, Reg-001/3). B-M1-W1/1000 - Reg 002/2 2 • Each mail item must bear its own sequence reference2, Direct bundle by Round and sequence = as well as the Large and Large+ Format sorting plan rule. 1 distribution office This sorting plan is made up of 3 parts: • a sorting center (e.g. C for Charleroi) • a machine number (e.g. M1) • a wave number (e.g. W1) Example: C-M1-W1/7500 Reg045/25 • The sequence reference printed on the mail items must comply with the addressing rules (see point 4, Mail ID Technology chapter).

If there are too many mail items for a single bundle intended for a given distribution office, consecutive bundles should be made: each successive bundle continues on from the preceding bundle in terms of rounds and sequences.

1 For the definition of the different sorting options, please refer to section 2, Addressed Mail - Preparing your mail items - Sorting options. 2 The sequence reference states the postcode of the distribution office, the type and number of the mail round and the sequence number (i.e. order in which the mail items will be delivered during the round) for each address. E.g. the postcode of the distribution office = 1000, the type and number of the round = Reg-012, the sequence number (order of the address in the round) = 1. Here the sequence reference is: 1000 - Reg-002/1.

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1.3 Pallets

• Gross weight: maximum 700 kg (to a maximum height of 1.6 m). • A filling with a minimum volume of 200 kg or a minimum height of 80 cm is desired. If you do not reach this minimum for a sorted depot, organise a grouping at a lower sorting level, as described Pallets in this section - Sort options, § 4 and 5.

Safety instructions To avoid your mail items falling during transport or handling, you must • ensure blue trays and bundles are stacked correctly and securely on the pallets • wrap pallets with their contents in plastic film • use of metallic strips is prohibited

For more information on bundles, see point 1.2.1.

Did you know? Cardboard pallet boxes can also be used to pack mail items, but are reserved for international customers only.

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1.4 Palletbox Mail

Packaging for your Large and Large+ Format mecanizable mail items sorted by Rond & Sequence RSv2

Advantages • Ergonomic and easy to use • Your product no longer requires bundling (lower costs, less preparation time and less damage) • Makes packaging by complete sorting plan easier for pre-sorted items

Interested? If you would like to know more about how to use them, please contact [email protected].

For the conditioning we refer you to the Palletbox Mail poster at www.bpost.be/masspost, tab 4 Conditioning and Sorting.

1.5 Closed cardboard boxes

This type of packaging is an alternative to the conditioning in blue trays and is for international customers’ use only • boxes may be only used once they are at least half full • weight: maximum 7 kg (including box weight) • box dimensions must be slightly larger than mail item dimensions • it may not contain any bundles. • boxes must be properly closed (to avoid mail items falling out during transport or handling at the sorting center) Closed cardboard • each box must be labelled (showing the appropriate notices to indicate box sorting type, along with the words ‘À distribuer/Te bedelen’). For more information, see the chapter on Preparing your mail items - Sorting options.

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2. Overflow

Overflow is the term for the items which are left over after sorting and packaging, and which cannot be packed correctly as trays or bundles contain less than the minimum packing requirement.

These surplus items must be placed in blue trays and clearly labelled (see point 4 of this chapter).

• Overflow volume = no more than 5% of the total deposit volume. • If the overflow percentage exceeds 5%, these unsorted mail items will be calculated as follows:

Total weight of overflow Number of overflow pieces = (You will be invoiced a supplement for each overflow piece.) Average weight of a mail item

• If the overflow percentage exceeds 20%, these mail items will be deemed to be a separate unsorted deposit and will be invoiced as such.

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3. How to label appropriately for different packaging

The model below shows all the information to be included on each label.

3.1 Label dimensions

3.1.1 Blue trays and cardboard boxes

identification label

For trays: 101.6 mm x 105 mm For cardboard boxes: A4 or A5 (for international customer use only)

3.1.2 Containers and pallets

identification sheet

PC1000 PC1000

For containers: For trays containers: For pallets: Restmail: A4 or A5 A4 or A5 or A4 or A5 101.6 mm x 105 mm

The pallet must also have 2 identification sheets: • 1 sheet on one of the shorter sides of the pallet • 1 sheet on top of the pallet

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3.2 Label content and colours

Contenu Contents• nom du client (taille de police = minimum 36) • numérocustomer de name dépôt (minimum (si disponible) font size:ou identifiant 36) unique du dépôt • destinationdeposit number du produit (if available) trié (en orfonction unique des deposit différents types de tri : • voiridentifiersorted chapitre Préparation item (depending de vos envoison sorting - Options type: seede trithe) chapter• taille =on minimum Preparing 36 your (étiquette mail items pour - Sorting bac) options). • taillesize = = minimum minimum 36 72 (tray (étiquette label) pour conteneur/palette) • •type size de = minimumtri 72 (container/pallet label) • sorting type Couleur •Colour police noire (ou sombre) sur fond blanc • black (or dark) font on white Exemples ÉExamplestiquette bac Étiquette container/palette Tray label Container/pallet label Nom Numéro Nom Numéro du client de dépôt du client de dépôt Customer Deposit Customer Deposit name number name number Numéro du Sorting plan (ex. B-W1-E7) Code postal du BD Sorting plan number (Ex. : 1000) (E.g. B-W1-E7) Sorting plan number (E.g. B-W1-E7) Sorting plan

Sorting plan Tri par BD Sorting plan

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4. Dealing with overflow

After sorting, if you still have mail items that you cannot pack in complete trays due to insufficient volume, you can make up overflow trays.

Overflow trays should always be placed in a separate pallet or trays container.

identification sheet

identification label

Wrap the trays and the pallet in plastic film to prevent the trays from falling during transport. 1 overflow container 1 overflow pallet

1 tray = 1 sorting plan or 1 tray = overflow Exception If the overflow volume is below • 10 trays (for packing onto a container) • 200 kg or 80 cm high (for packing onto pallets) it may be placed on top of the container containing mail items of the same sorting type and going to the same destination as the sorted product deposit.

Example For deposits sorted by sorting plan, the overflow volume should be placed on top of a container containing mail items for the deposit center.

Model label tray Model A4/A5 containers/ Model A4/A5 containers/ pallets containing overflow overflow pallet

Customer Deposit Customer Deposit Customer Deposit name number name number name number

Sorting center Overflow (E.g. BXL X) Overflow Contains overflow trays

Overflow

Sorting plan Overflow

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Product identification • for overflow trays: one red label, marked ‘overflow’ • if you have placed the overflow trays on top of a container/pallet: • containers are identified using a sheet (A4/A5 format tray label) • pallets identified using 2 sheets (A4/A5 format) and marked ‘contient des bacs overflow’ [‘contains overflow trays’] • for overflow containers: an identification sheet (A4/A5 format tray label) marked ‘overflow’ • for overflow pallets: 2 sheets (A4/A5 format) marked ‘Overflow’: one sheet on one of the shorter sides of the pallet and one sheet on top of the pallet

Label content and colours

Please note the special rule for ‘overflow’ labelling: black (or dark) font on red background Alterna- tive: red font on white background.

Content • customer name (minimum font size = 36) • deposit number (where available) or unique deposit identifier • for overflow trays and : marked ‘Overflow’ • for containers/pallets containing overflow only, and and : marked ‘Overflow’ • for sorted containers/pallets with additional overflow • : destination of sorted product (depending on sorting type: see the chapter on Preparing your mail items - Sorting options) + marked ‘Contient des bacs Overflow’ [‘Contains overflow trays’] • : sorting type of sorted product

Colour • black/dark font on red background (or red font on white background)

Examples

Customer Deposit Customer Deposit Customer Deposit name number name number name number

Sorting center Overflow (e.g. BXL X) Overflow Contains overflow trays

Overflow

Overflow Sorting plan

overflow tray pallet/container pallet/container containing overflow containing mail items only destined for Brussels X and sorted by sorting plan

For more information on overflow refer to point 2 of this chapter.

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Did you know? • For split or spread deposits, additional information must be included on the labels (details in points 4.3 and 4.4 of the chapter Depositing your mail items). • If you are a mail handler and you make several deposits for different customers at the same time, please refer to the chapter on Depositing your mail items for the information to be included on the labels.

5. Important definitions bpost handles and delivers the post according to a clearly defined segmentation system, based on national postcodes. These are based around distribution offices, taken in by sorting sectors and allocated to sorting centers, of which there are 5 in Belgium. See the example of Sorting Center distribution below.

Did you know? ANTWERP X There are 5 Sorting Centers in Belgium: GHENT X Antwerp X, Brussels X, Charleroi X, Ghent X and Liège X. BRUSSELS X 1 sorting center = several sorting sectors CHARLEROI X The 5 Belgian LIÈGE X 1 sorting sector = several distribution offices sorting centers 1 distribution office = a series of postcodes (for details, see point 3.2. of this chapter)

Example of distribution by Sorting center - Sorting sector - Distribution office - Postcodes1

Sorting center Brussels X

Sorting sectors 10-12 15-16 17-19 30-34

Distribution office 1000 1020 ... 1210 1500 ... 1600 1700 ... 1980 3000 ... 3450

1000 1005 1006 1670 1700 3470 1980 1007 1210 1500 1671 1701 3000 3471 1020 ...... 1981 ... Postcodes 1008 1212 1501 1673 1702 3001 3472 1982 1009 1674 1703 3473 1011 1012

Sorting center Antwerp X

Sorting sectors 20-24 25-29 35-39

Distribution office 2000 ... 2490 2500 ... 2990 3500 ... 3990

2490 2000 ... 2500 ... 2990 3500 ... 3990 Postcodes 2491

1 These distributions may be subject to regular updates. Please always refer to the website www.bpost.be/masspost.

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Sorting center Liège X

Sorting sectors 40-44 45-49 66-69

Distribution office 4000 ... 4480 4500 ... 4980 6690 ... 6990

4980 6990 4000 ... 4480 4500 ... 4983 6690 ... Postcodes 6997 4987

Sorting center Charleroi X Sorting sec- 13-14 50-56 60-65 70-73 75-79 tors Distribution 1300 1400 5000 ... 5600 6000 ... 6590 7000 ... 7390 7500 ... 7970 office

7010 7011 7500 7012 7501 6590 7020 5000 7502 6591 7021 7970 5001 6000 7503 1300 6592 7022 7971 14.... 5002 ... 5680 6001 ...... 7390 7504 ... Postcodes 1301 6593 7024 7972 5003 6010 7506 6594 7030 7973 5004 7520 6596 7031 7521 7032 7522 7033 7034

Sorting center Ghent X

Sorting sectors 80-84 85-89 90-94 95-99

Distribution office 8000 ... 8490 8500 ... 8980 9000 ... 9470 9500 ... 9990

9470 9990 8500 9500 8000 ... 8490 ... 8980 9000 ... 9472 ... 9991 Postcodes 8501 9506 9473 9992

Please note The ideal and standard packaging option = containers. Pallet packing remains an option.

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unsorted sorted by sorting plan sorted by Round and sequence Preparing your mail items - Sorting options

In this chapter we explain how best to prepare your mail items, according to your preferences, production processes and/or possibly your contract. You can choose whether or not to sort your mail items before depositing them at one of our MassPost (Hyper)Centers. Sorting type determines how you should prepare trays, their contents (container or pallets) as well as their labelling prior to deposit (see the summary table at the end of this chapter).

1. The different sorting options

Your mail items may be: • unsorted: deposited without prior sorting • sorted by sorting plan Small Format sorted in 78 directions (a sorting plan involves a series of non-consecutive postcodes) • sorted by Round and sequence (unique or multi) V2: mail items sorted by Large and Large+ Format sorting plan (bundled by distribution office) and arranged by mail round and in ascending sequence order. A sorting plan covers a series of non-consecutive postcodes and has three parts, for example: C-M1-W2.

2. Minimum number of mail items per sorting type

How best to prepare your mail items depending on the various options1?

Sorted by Round Sorted by and sequence V2 Unsorted Sorting plan (Large and Small Format Large+ Format) 10,000 mail items 500 mail items 25,000 mail items or more per or more or more sorting sequence Small Format ✔ Small Format + Mail ID ✔ ✔ Large and Large+ Format ✔ Large, Large+ Format + Mail ID ✔ ✔

- Sorting +

1 The appropriate sorting type varies depending on mail item type.

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unsorted sorted by sorting plan sorted by Round and sequence

3. Unsorted mail items

An unsorted deposit means that mail items have not been presorted according to one of the bpost sorting methods (as outlined in this chapter).

3.1 Maximum and minimum volume per deposit

MassPost Center HyperCenter MassPost Unsorted Small Format mail items 500 > 50,000 500 > ... (unlimited) Unsorted Large, Large+ 500 > 20,000 500 > ... (unlimited) Format mail items

3.2 Packaging and labelling

Trays placed in trays containers/on pallets

Wrap the trays and the pallet in plastic film to prevent the trays from falling during transport.

Identification of the contents • for containers: an identification sheet (A4/A5 tray label format) • for pallets: 2 sheets (A4 or A5): one sheet on one of the shorter sides of the pallet and one sheet on top of the pallet

A4/A5 Model

Customer Deposit Information to be included name number • customer name (minimum font size: 36) • deposit number or unique deposit identifier • unsorted (destination - minimum font size: 72) Unsorted • mail item sorting option: unsorted

Unsorted

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unsorted sorted by sorting plan sorted by Round and sequence

4. Sorted mail items per sorting plan ‘78 directions’ (for Small Format items)

A sorting plan covers a series of non-consecutive postcodes and has a three-part code, for example:

Sorting plan example: B-W1-E7

Each sorting plan is part of a sorting zone determined by the first two parts of the code. Several sorting plans are covered by a single sorting zone.

Sorting zone example: B-W1

The list of sorting plans and sorting zones is available on the website www.bpost.be/masspost.

4.1 Maximum and minimum volume per deposit

MassPost Center HyperCenter MassPost Small Format mail items sorted 25,000 > 50,000 25,000 > ... (unlimited) by sorting plan

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unsorted sorted by sorting plan sorted by Round and sequence

4.2 Packaging and labelling

4.2.1 In containers/on pallets by sorting plan

B-W1-E7 B-W1-E7

B-W1-E7 B-W1-E7 B-W1-E7 B-W1-E7 1 tray = 1 sorting plan B-W1-E7 B-W1-E7 B-W1-E7 B-W1-E7 Wrap the trays with the pallet One pallet per sorting plan 1 container per sorting plan in plastic film to prevent the (E.g. B-W1-E7) (E.g. B-W1-E7) trays from falling during transport.

All mail items should be packaged in trays1.

Each tray must only contain mail items destined for the same sorting plan. Each container or pallet must only contain mail trays destined for the same sorting plan.

If you do not have enough containers to • Fill one entire container per sorting plan (at least 10 containers) • to fill a complete pallet (at least 200 kg or 80 cm high) per sorting plan, see next page, point 4.2.2

Identification of the contents • for trays: a label • for containers: an identification sheet (A4/A5 tray label format) • for pallets: 2 sheets (A4/A5 format): one sheet on one of the shorter sides of the pallet and one sheet on top of the pallet

Model label A4/A5 example

Customer Deposit Information to be included Customer Deposit Information to be included name number • customer name (minimum font name number • customer name (minimum font size: 36) size: 36) Sorting plan number • deposit number or unique deposit • deposit number or unique deposit (E.g. B-W1-E7) identifier Sorting plan number identifier (E.g. B-W1-E7) • sorting plan number (destination - • sorting plan number (destination - minimum font size: 36) minimum font size: 72) Sorting plan • sorting option: sorting by sorting • sorting option : sorting by sorting plan Sorting plan plan

1 For international customers only, cardboard boxes of an equivalent size and with a maximum capacity of 7kg may be used (see the details in Point 1.5 of the Packaging chapter in this section).

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unsorted sorted by sorting plan sorted by Round and sequence

4.2.2 In containers/on pallets by sorting sector

B-W1-S5 B-W1-S5 B-W1-S5 B-W1-S5 B-W1-S5 B-W1-S5 < 80 cm B-W1-E7 B-W1-E7 B-W1-E7 B-W1-E7 B-W1-E7 B-W1-E7 B-W1-E7 B-W1-E7 OR < 200 kg Sorting plan: E7 Sorting plan 1 pallet per sorting sector (E.g.: B-W1-E7) 1 container per sorting sector (E.g.: B-W1) (B-W1) = several sorting plans = several sorting plans

B-W1-S5 < 80 cm OR B-W1-S5 B-W1-S5 < 200 kg B-W1-S5 Sorting plan: S5 B-W1-S5 B-W1-S5 Wrap the trays with the pallet in plastic film to prevent the Sorting plan (E.g.: B-W1-S5) trays from falling during transport.

1 tray = 1 Sorting plan

All mail items should be packed in trays.

Each tray must only contain mail items destined for the same sorting plan.

If you do not have enough trays to fill • one complete container (minimum 10 trays) per sorting sector • one complete pallet (minimum 200 kg or 80 cm high) per sorting sector see next page, point 4.2.3

Model label A4/A5 example

Customer Deposit Information to be included Customer Deposit Information to be included name number • customer name (minimum font name number • customer name size: 36) (minimum font size: 36) Sorting plan number • deposit number or unique deposit • deposit number or unique deposit (E.g. B-W1) identifier Sorting plan number identifier (E.g. B-W1) • sorting plan number (destination - • sorting zone number (destination - minimum font size: 36) minimum font size: 72) Sorting plan • sorting option: sorting by sorting • sorting option: sorting by sorting plan plan Sorting plan

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unsorted sorted by sorting plan sorted by Round and sequence

4.2.3 In containers/on pallets by sorting center

B-W2-S6 B-W1-S6 B-W2-S3 B-W2-S6 B-W1-S3 B-W1-S6 B-W1-S5 B-W1-E7 < 80 cm OR B-W1-S5 B-W1-E7 B-W1-S5 B-W1-E7 B-W1-S5 B-W1-E7 < 200 kg

sorting sector: 1 pallet per sorting center sorting sector: B-W1-... B-W1-... 1 container per sorting center (E.g. BXL) (E.g. BXL) = several sorting = several sorting sectors sectors

B-W2-S6 < 80 cm OR B-W2-S3 B-W2-S6 < 200 kg

B-W2-S6 sorting sector: B-W2-S3 B-W2-S6 B-W2-... Wrap the trays with the pallet in plastic film to prevent the sorting sector: B-W2-... trays from falling during transport.

1 tray = 1 sorting plan

All mail items should be packed in trays.

Each tray must only contain mail items destined for the same sorting plan.

Make sure that the containers destined for different sorting centers are never grouped on the same pallet or container, otherwise they will be considered as overflow (see point 4.2.4).

Model label A4/A5 example

Customer Deposit Information to be included Customer Deposit Information to be included name number • customer name name number • customer name (minimum font size: 36) (minimum font size: 36) Sorting plan number • deposit number or unique deposit • deposit number or unique deposit (E.g. B-W1) identifier Sorting center (e.g. BXL X) identifier • sorting plan number (destination - • sorting center (destination - minimum minimum font size: 36) font size: 72) Sorting plan • sorting option: sorting by sorting • sorting option: sorting by sorting plan plan Sorting plan

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unsorted sorted by sorting plan sorted by Round and sequence

4.2.4 In containers/on pallets in overflow

After sorting, if you still have mail items that you cannot pack in complete trays (per sorting plan) due to insufficient volume, you can make up overflow trays.

B-W1 B-W1 -S5 -E7 B-W1-S5 B-W1-E7

B-W1 B-W1 -S3 -S6 B-W1-S3 B-W1-S6

E.g. 1 container per sorting center E.g. 1 pallet per sorting center = several sorting zones + overflow tray(s) = several sorting zones + overflow tray(s) or or

E.g. 1 overflow container E.g. 1 overflow pallet

Wrap the trays and the pallet in plastic film to prevent the trays from falling during transport.

1 tray = 1 sorting plan or 1 tray = overflow

To identify containers, pallets and trays containing Overflow, please refer to the chapter on Preparation of your mail items - Packaging, point 4.

Model label tray Model A4/A5 containers/ Model A4/A5 overflow pallets containing overflow containers/pallets

Customer Deposit Customer Deposit Customer Deposit name number name number name number

Sorting center Overflow (e.g. BXL X) Overflow Contains overflow trays

Overflow

Sorting plan Overflow

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unsorted sorted by sorting plan sorted by Round and sequence

5. Mail items sorted by Round and sequence V2

5.1 The 2 Round and sequence sorting types V2

Sorting by Round and sequence is the finest level of sorting. It states the round and delivery distribution sequence on each item.

5.1.1 Multi Round and sequence

Deposits comprise several consignments (e.g. following message segmentation). Each consignment is sorted individually by Round and sequence in accordance with the following rules: • the single deposit criteria must be followed within each consignment (see the chapter on Depositing your mail items, point 1) • each consignment contains at least 10,000 mail items sorted in a single sorting sequence

Exception: where there is a change in language (or where content and message personalisation is identical for each language), you may announce your deposit as a unique Round and sequence (the minimum of 10,000 mail items per consignment no longer applies).

5.1.2 Unique Round and sequence

Deposits can be made up of one or more consignments, sorted in a single sorting sequence (exception: one consignment per authorised language).

Criteria for single deposits must be met (see the chapter on Depositing your mail items, point 1).

• Mail items > 1kg should ideally be placed directly onto pallets and sorted by distribution office. Please note, every mail item will bear a sequence reference. • All other packaging rules given in the following point on ‘Packaging and labelling’ shall still apply.

Did you know? The sequence number or reference refers to the mail items’ distribution sequence for each round.

5.2 Minimum and maximum volume per deposit

Center MassPost HyperCenter MassPost Large and Large+ Format mail items sorted 10,000 > 20,000 10,000 > ... (unlimited) by Round and sequence

For more information on addressing-related technical specifications for mail items sorted by Round and sequence, see the chapter on Mail ID Technology.

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unsorted sorted by sorting plan sorted by Round and sequence

5.3 Sorted mail items by Round and sequence V2

Preparation for sorting by Round and sequence involves: • sorting your mail items from the same deposit by Large or Large+ Format sorting plan • packing your mail items into direct bundles by distribution office (no trays). In each bundle, mail items are sorted in ascending order of rounds and following their sequence.

All this information is transmitted in bpost’s response file.

Details on mail item bundling are covered in the chapter Preparing your Mail Items - Packaging, point 1.2.1.

Each bundle contains mail items destined for one or more mail rounds, belonging to the same distribution office. Characteristics: • in each bundle: mail items classified in ascending round order (e.g. Reg-001, Reg-002, Reg-003) • in each round: mail items classified in ascending sequence order (e.g. Reg-001/1, Reg-001/2, Reg-001/3) • each mail item bears its own sequence reference. • the sequence reference and the Mail ID barcode must comply with the addressing rules (see Mail ID Technology chapter, point 4).

Did you know? Mail items sorted by Round and sequence are always packed into direct bundles unless placed in a Palletbox Mail (see explanatory poster available at www.bpost.be/masspost, tab 4 Conditioning). Bundles should ideally be placed onto pallets. They may not be placed in trays. The overflow may not be packed in bundles.

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unsorted sorted by sorting plan sorted by Round and sequence

5.3.1 On pallets/in Restmail containers by sorting plan

A-M1-W1/2000-Reg 001/1 A-M1-W1/2000-Reg 001/2 A-M1-W1/2000-Reg 001/3 A-M1-W1/2000-Reg 002/1 2000 2000 A-M1-W1/2000-Reg 002/2 2000 2000 A-M1-W1/2000-...... A-M1-W1/2000-Reg 002/4 2800 2800 A-M1-W1/2000-Reg 005/1 1 bundle 3200 3200 = 1 distribution office (e.g. A-M1-W1/2000-Reg 005/2 2000 … 3200 2000 A-M1-W1/2000-Reg 006/1 A-M1-W1/2000-Reg 006/2 or 3500 … 3999) A-M1-W1/2000-...... One pallet* per sorting plan (E.g. A-M1-W1) A-M1-W1/2800-Reg 002/4 A-M1-W1/2800-Reg 005/1 A-M1-W1/2800-Reg 005/2 2800 A-M1-W1/2800-Reg 006/1 Wrap the bundels with the A-M1-W1/2800-Reg 006/2 pallet in plastic film to A-M1-W1/2800-...... prevent the bundles from ... falling during transport.

... * Packaging also applicable for Restmail containers

All mail items are packaged in direct bundlesplaced on the pallet/container in ascending order of the distribution offices. Each pallet or Restmail container must only contain mail items destined for the same sorting plan.

If you do not have enough bundles to fill • one complete Restmail Container (minimum 200 kg or half full) per sorting plan • one complete pallet (minimum 200 kg or 80 cm high) per sorting plan you can add to it bundles from other sorting plans of the same machine see next page point 5.3.2.

Identification of the contents • for Restmail containers: a sheet (A4/A5 tray label format) • for pallets: 2 sheets (A4/A5 format): one sheet on one of the shorter sides of the pallet and one sheet on top of the pallet

A4/A5 Model

Customer Deposit Information to be included name number • customer name (minimum font size: 36) • deposit number or unique deposit A-M1-W1 identifier (DO: 2000-…-3200) • Large or Large+ Format sorting plan reference + sorting plan’s DO Sorting by Round (destination – minimum font size: 72) and sequence V2 • sorting option: sorting by Round and sequence V2

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unsorted sorted by sorting plan sorted by Round and sequence

5.3.2 On pallets/in Restmail containers by sorting machine

A-M1-W1/2000-Reg 001/1 A-M1-W1/2000-Reg 001/2 W1 2000 A-M1-W1/2000-......

A-M1-W1/2020-Reg 001/1 2020 A-M1-W1/2020-Reg 002/1 A-M1-W1/2020-...... W1

W1 W1 2000 A-M1-W2/2060-Reg 001/1 A-M1-W2/2060-Reg 002/1 W2 W2 2060 A-M1-W2/2060-...... 1 bundle W2 W3 W3 = 1 distribution office (e.g. 2000 … 2999 or 3500 … 3999) A-M1-W2/3500-Reg 001/1 3500 A-M1-W2/3500-Reg 002/1 One pallet* per sorting machine A-M1-W2-3500-...... (e.g. A-M1-W1...W3)

A-M1-W3/3680-Reg 001/1 Wrap the bundels with the A-M1-W3/3680-Reg 002/1 pallet in plastic film to W3 3680 A-M1-W3/3680-...... prevent the bundles from falling during transport.

... * Packaging also applicable for Restmail containers All mail items are packaged in direct bundles placed in the pallet/container in ascending wave order.

Each pallet or Restmail container must only contain mail items destined for the same sorting center and the same sorting machine. If you do not have enough bundles to fill • one complete Restmail Container (minimum 200 kg or half full) per machine • one complete pallet (minimum 200 kg or 80 cm high) per machine you can add to it bundles from other machines of the same sorting center see next page point 5.3.3.

A4/A5 Model

Customer Deposit Information to be included name number • customer name (minimum font size: 36) • deposit number or unique deposit A-M1- identifier W1….W3 • different Large or Large+ Format sorting plans (destination – minimum Sorted by Round and font size: 72) sequence V2 • sorting option: sorting by Round and sequence V2

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unsorted sorted by sorting plan sorted by Round and sequence

5.3.3 On pallets/in Restmail containers by sorting center

A-M1-W1/2000-Reg 001/1 A-M1-W1/2000-Reg 001/2 2000 A-M1-W1/2000-......

A-M1-W2/2020-Reg 001/1 A-M1-W2/2020-Reg 002/1 2020 A-M1-W2/2020-......

A-M2-W2/2060-Reg 001/1 A-M2-W2/2060-Reg 002/1 2060 A-M2-W2/2060-...... M1-W1 M1-W1

2000 M1-W2 M1-W2 A-M2-W2/3500-Reg 001/1 M2-W1 M2-W1 1 bundle A-M2-W2/3500-Reg 002/1 3500 A-M2-W2/3500-...... M3-W5 M3-W5 = 1 distribution office (E.g. 2000 … 2999 or 3500 … 3999) One pallet* per sorting center A-M2-W3/3680-Reg 001/1 A-M2-W3/3680-Reg 002/1 (E.g. A-M1-W1,…., A-M3-W5) 3680 A-M2-W3/3680-...... Wrap the bundles with the pallet with plastic film to ... A-M3-W5/3880-... prevent the bundles from falling during transport. ... * Packaging also applicable for Restmail containers All mail items are packaged in direct bundles placed in the pallet/container in ascending machine and then wave order.

Each pallet or Restmail container must only contain mail items destined for the same sorting center.

Make sure that the bundles intended for different sorting centres are never grouped on the same pallet or container, otherwise they will be considered overflow (see point 5.3.4).

Identification of the contents • for bundles: must be separated by sorting machine using a cardboard or paper divider the same size as the floor of the Restmail container or pallet, stating the following criteria: • sorting center reference • stating ‘sorting by Round and sequence V2’ • for Restmail containers: a sheet (A4/A5 tray label format) • for pallets: 2 sheets (A4/A5 format): one sheet on one of the shorter sides of the pallet and one sheet on top of the pallet

A4/A5 Model

Customer Deposit Information to be included name number • customer name (minimum font size: 36) • deposit number or unique deposit Sorting center identifier (A-M1-W1 ….. A-M3-W5) • sorting center (+ different Large or Large+ Format sorting plans) Sorted by Round (destination - minimum font size: 72) and sequence V2 • sorting option: sorting by Round and sequence V2

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unsorted sorted by sorting plan sorted by Round and sequence

5.3.4 On pallets/in containers with overflow trays

After sorting, if you still have mail items that you cannot pack in direct bundles (by sorting plan) • due to insufficient volume, • or because the distribution office could not be found (system code ‘0299’), see the chapter on Mail ID Technology, point 3. you can make up overflow trays. The overflow should consequently not be bundled.

PC1000 PC1000

E.g. 1 container per sorting sector = several distribution offices E.g. 1 overflow container + overflow tray(s) or or

PC1000 PC1000

E.g. 1 pallet per sorting machine E.g. 1 overflow pallet = A-M1-W1…W3 + overflow tray(s) Wrap the trays with the pallet with plastic film to prevent the trays from falling during transport.

1 direct tray = 1 distribution office or 1 tray = overflow

To identify containers, pallets and trays containing Overflow, please refer to the chapter on Preparation of your mail items - Packaging, point 4.

Model label tray Model A4/A5 containers/ Model A4/A5 overflow pallets containing overflow containers/pallets

Customer Deposit Customer Deposit Customer Deposit name number name number name number

Overflow A-M1- W1….W3 Containing Overflow overflow trays

Overflow Sorting by Round and sequence V2 Overflow

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unsorted sorted by sorting plan sorted by Round and sequence

6. Annex

Tray/container/pallet label

Customer Deposit name number

Sorting type Tray Containers/pallet* Alternative 1** Alternative 2***

Identification

Unsorted Unsorted Sorted by sorting plan B-W2-M3 B-W2-M3 B-W2 Brussel-X Sorting plan Sorting plan Sorting plan Sorting plan Small Format (example) (example) (example) (example) (‘78 directions’) Sorted by sorting N/A B-M1-W3 B-M1 Bruxelles-X R&S v2 R&S v2 R&S v2 plan Round and (In bundles only) (example) (example) (example) sequence V2

Overflow (full) Overflow Overflow

B-W2-M3 "B-W2 Brussel-X Sorting plan Sorting plan Sorting plan Containing (example) (example) (example) Overflow or or or ‘contains ‘contains ‘contains overflow R&S v2 R&S v2 R&S v2 overflow’ overflow’ overflow’ 1 * Containers/pallet: Where complete containers/pallets are destined for the same sorting center, it is recommended that the name of the sorting center be added to the label.

** Alternative 1: if you don´t have enough mail items to fill one complete container (minimum 10 trays) or one complete pallet (min 200 kg or 80 cm high) as per Group 1, you can add to it trays as per Alternative 1.

*** Alternative 2: if you don´t have enough mail items to fill one complete container (minimum 10 trays) or one complete pallet (min 200 kg or 80 cm high) as per Group 2, you can add to it trays as per Alternative 2

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Depositing your mail items

This chapter sets out the deposit process and describes the e-MassPost online app (you can use this to schedule and announce your deposits).

1. Definition of a deposit

A deposit is a physical handover of mail items. All deposits must be accompanied by a deposit authorisation or a deposit statement. This document is available online www.bpost.be/masspost (in the deposit scheduling and announcement section).

1.1 Definition of a deposit

A deposit includes mail items • of 500 items or more • in Small, Large or Large+ Format • of the same dimensions1, packaging and format (Small, Large or Large+) • subject to the same sorting type • bearing a return address situated in Belgium on each item • deposited in trays and/or containers supplied by bpost2

1.2 The various stages of a deposit (depending on the product in question)

Scheduling Announcement via e-MSP only via e-MSP or paper copy Approval DEPOSIT Booking of deposit statement

2. e-MassPost, the online app for scheduling and announcing your deposits

e-MassPost is a completely free online app available from the bpost website www.bpost.be/e-masspost. It ensures that both you and bpost can better manage your deposits, schedule your deposits and create your deposit authorisation. Its use is mandatory for certain items.

1 The rule about the same dimensions does not apply to Small Format ‘letter’ type items. 2 In the case of a foreign sender, the deposit may be done in cardboard boxes.

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2.1 Services available via e-MassPost

• Managing your deposits (e.g.: Pre-Booking, Booking and Announcement). • Tracking your deposits online (even when you work with third parties). • Viewing your contracts. • Downloading your deposit data. • Managing user access (internal and external) to the application. • Requesting and managing pre-approval requests for Direct Mail specimen content.

Did you know? You can request your user account from your sales contact or by calling the Service Center on 02 201 11 11. For more information, see the e-MassPost guide on our website www.bpost.be/e-masspost.

3. Process for scheduling a deposit

3.1 Basic rule

The scheduling of deposits is mandatory for volumes upwards of • 100,000 items (Small Format) • 50,000 items (Large or Large+ Format)

In such cases, deposit information must be submitted via e-MassPost at least 5 working days before the deposit.

For volumes lower than those specified above, scheduling is optional.

In some cases, scheduling can result in operational savings as set out in the General Terms and Conditions for Addressed Mail Items1.

3.2 For certain bpost items2, there is a required scheduling process

Failure to follow these scheduling rules may slow down your deposit operationally without prejudice to the Terms and Conditions of bpost or the Terms and Conditions for Addressed Mail Items (Domestic), and/or result in an item being redefined in a different item category.

1 Our General Terms and Conditions are available from: www.bpost.be. 2 Our General Terms and Conditions and product specifications (available respectively from www.bpost.be and www.bpost.be/directmail) contain all the product definitions and stipulate when scheduling is required.

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3.2.1 What is Booking?

• It is the scheduling (reservation) of a deposit via the e-MassPost app. • This stage enables bpost to conduct the requisite forward planning for the optimal organisation and processing of deposits.

3.2.2 When is Booking compulsory?

• If Booking is part of the definition of the product criteria1 • For volumes from • 100,000 items (Small Format) • 50,000 items (Large and Large+ Format)

3.2.3 When should Booking information be submitted?

• General rule: at the latest 5 working days before the deposit2. • Exception to the rule: at least 30 calendar days before deposit (with the option of an approved split deposit - see below) from a volume of 200,000 items (Small, Large or Large+ Format) In this case bpost may contact you to agree scheduling of a split deposit with a view to avoiding an overload of capacity that may compromise the handling and/or distribution of mail items in time (‘agreed split deposit’). For full details, please refer to point 4.4 of this chapter. If this deadline is not met, the normal distribution deadlines applicable to the mail items concerned cannot be guaranteed (best effort).

3.2.4 What information is provided at Booking?

• bpost product • Item format • Sorting type • Unit weight • Franking method • Total volume of the deposit (or volume per partial deposit in the case of split deposits) • Recipient address file(s) associated with the deposit (if applicable) • Date of deposit • Place of deposit • Invoice address • The reference you wish to appear on the invoice. Optional information: • invoice group • subcontractor • Time segment for the deposit and distribution of volumes throughout the day (in the case of spread deposits) • Packaging type (if applicable) • Number of containers or pallets (if applicable) • Number of units per tray or bundle (if applicable) • Overflow volume (if applicable) • Dimensions (if applicable)

Under certain terms, it may be possible to change some of your Booking settings. For more information, contact your Account Manager or the Service Center on 02 201 11 11.

1 Our General Terms and Conditions and product specifications (available respectively from www.bpost.be and www.bpost.be/directmail) contain all the product definitions and stipulate when scheduling is required. 2 Special case for DM Pulse: at the signing of the contract

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4. The deposit announcement process

All deposits are subject to the announcement process. It may or may not be subject to the scheduling stage (it is compulsory or optional depending on the product and deposit volume). Once the approval is announced you may obtain deposit authorisation.

There are two ways to get deposit authorisation • via the e-MassPost app > you print your deposit authorisation in advance (thereby saving time) • at the MassPost counter > you fill out the Announcement Statement1 (available at the counter or from www.bpost.be/masspost) and submit it to the counter staff

2 A deposit made at a MassPost (Hyper)Center must always be accompanied by: • a deposit authorisation or a deposit statement • two specimens of the mail items2 (for Direct Mail deposits)

Did you know? Has your deposit been scheduled via Booking? If so, you can retrieve this information from ’Over- view Deposits’ in the e-MassPost app. The information in the announcement statement must correspond to the actual characteristics of the physical deposit. In the event of an error, the information on the deposit summary shall be deemed correct.

Early Validation Discount If your announcement is validated the day before the deposit, before 10am, a discount may be granted to you, called ‘Early Validation Discount’.

4.1 Making an appointment

Please make an appointment with a MassPost (Hyper)Center (by phone or email) to ensure your deposit goes smoothly. Contact information is given in the General Annexes and is also available at www.bpost.be/masspost.

Deposit information to be supplied to your MassPost (Hyper)Center • Customer details: your business name, plus name and phone number of one contact person • The MassPost (Hyper)Center chosen for your deposit • Desired deposit date (the agreed time and date of deposit will be confirmed) • Desired deposit time (we will check whether this time is available before giving a definitive confirmation) • Number of mail items: one or more deposits and the total number of mail items per deposit • Specific packaging method: number of pallets and/or containers you will deliver • bpost product type • Any remarks

1 Announcement statements are available in the General Annexes, point 5, Announcement Statement and on the website www.bpost.be/masspost. 2 For Direct Mail deposits with different senders and/or different content, a specimen of each component of the deposit must be validated beforehand.

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4.2 Obtaining your deposit authorisation

4.2.1 via e-MassPost

If you have not been through the scheduling stage, you may use the e-MassPost app to take you through the 4-step deposit process for gaining deposit authorisation. Please refer to the e-MassPost user manual at www.bpost.be/e-masspost.

4.2.2 via the MassPost counter

• Get a deposit statement (available from the MassPost (Hyper)Center counter or from www.bpost.be/masspost). • Complete it fully and accurately (product type, quantity, packaging, etc.). • Take it to a MassPost (Hyper)Center desk. • You will then receive your deposit authorisation.

4.3 Special case of a spread deposit

A spread deposit is the deposit of mail items sent at different times on the same day from a single Mass- Post (Hyper)Center.

4.3.1 Spread deposit terms and conditions

• Mail items must be deposited on the same day at the same MassPost (Hyper)Center. • Different mail items must be covered by the same deposit authorisation (or deposit statement). • Minimum number of mail items: • 20,000 items (Small Format) • 5,000 items (Large and Large+ Format) • The entire deposit must comply with the deposit conditions defined per product1.

Did you know? • Only customers who pay by invoice have the option of spread deposit. • Depending on its available processing capacity, bpost may automatically request spread deposits across one day for deposits upwards of: • 100,000 items (Small Format) • 50,000 items (Large and Large+ Format)

Overflow (definition given in the chapter on Preparing your Mail Items - Packaging, points 2 and 4) for spread deposits: The overflow volume for all mail items sorted and deposited according to the terms of a spread deposit is calculated based on the total volume of the spread deposit after receipt of the last part of the deposit.

1 You can find more information on the terms and conditions for grouped mail items in a single deposit on the product sheets on our website www.bpost.be.

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The customer turns up with the ‘main’ statement form showing the estimated number of mail items in the overall deposit

FIRST PARTIAL SECOND PARTIAL PARTIAL DEPOSIT DEPOSIT DEPOSIT NO.

MAIN AUTHORISATION/ COPY OF AUTHORISATION COPY OF AUTHORISATION DEPOSIT STATEMENT

SPECIMEN (IF APPLICABLE)

PACKAGING AND SORTING CHECKS PACKAGING AND SORTING CHECKS PACKAGING AND SORTING CHECKS

RECORDING OF TIME OF ARRIVAL RECORDING OF TIME OF ARRIVAL RECORDING OF TIME OF ARRIVAL

Processing of the second Processing of the second part > the system calculates Processing of the first part part > the system calculates the total > the deposit is the total closed in the system

4.3.2 Procedure to be followed for spread deposits

• Announce the number of partial deposits you intend to make in advance. The minimum number of mail items in each partial deposit must be clearly agreed upon, except for the final partial deposit. • During the 1st partial deposit, submit a deposit authorisation/statement, stating: • the number of mail items in the total deposit • the indication ‘spread deposit’ • the number of partial deposits • that it is a partial deposit (e.g.: ‘1 of 3’ if it is the first part of a total of 3 spread deposits) • Clearly identify each container with a reference to the deposit authorisation which indicates which part of the spread deposit it is (e.g.: 1 of 3). • The first partial deposit is handled entirely at the MassPost (Hyper)Center and sent to the sorting center for handling. • From the 2nd partial deposit, submit a copy of the authorisation/statement, stating which part of the spread deposit it is. • The 2nd partial deposit is handled entirely at the MassPost (Hyper)Center (the system adds the data of the 2nd partial deposit to the data of the first partial deposit). • During the final partial deposit, the actual total (the sum of all partial deposits) is compared with the announced number. The figures are adjusted in the system and the deposit is closed. • Invoices are drawn up based on data approved by bpost.

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4.3.3 Identification of containers/pallets

For identification purposes, labels must be used on the various containers and pallets of a spread deposit (linked to the same authorisation/statement).

Label format reminder • containers: an identification sheet (A4/A5 tray label format) • pallets: 2 sheets (A4/A5 format): one sheet on one of the shorter sides of the pallet and one sheet on top of the pallet

Labelling of containers/pallets for partial deposit 2 (example)

Customer Deposit Information to be included name number • customer name (minimum font size: 36) • deposit number or unique deposit identifier (e.g. Deposit 7506/1234 (A) in example shown below) • destination of sorted item (content identification in accordance with sorting type - see the ‘Sorting Sorting center (E.g. BXL X) Option’ paragraph) Partial deposit (B) of (C) • partial deposit (B) of (C) (in the example: 2 of 3, if it is the second partial deposit of a total number of three partial deposits (minimum font size: 72))

Sorting plan

Deposit 7506/1234

Partial deposit (A) Partial deposit 2 (B) Partial deposit 3 (C)

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4.4 Special case of a split deposit

1 2

A split deposit is one in which mail items are sent over the course of several working days (maximum 5 consecutive days1) at one or more MassPost (Hyper)Centers. Aim: to avoid overloading capacity (which risks compromising regular processing deadlines and/or mail item delivery). Conditions for access to the split deposit scheme varies depending on the product2.

This gives access to the same tariff conditions as a deposit made on a single day • Booking discount (if applicable2) on the total deposit volume • Sorting/Sortsize/Dropsize discount (if applicable2) on the total deposit volume

The total deposit will be represented by a single deposit reference.

Each partial deposit thereof is also allocated a unique deposit number and a deposit statement. Exception: each agreed split deposit retains its initial deposit number.

4.4.1 Agreed split deposit terms and conditions

If bpost and the customer agree on a schedule for a split deposit, this is called an agreed split deposit.

Did you know? • Split deposits are mandatory for deposits of more than 100,000 Direct Mail items and for mail items weighing over 1 kg. • Only customers granted a payment term have the option of making a split deposit.

DM Easy and DM Connect Procedures

• Deposit at a single MassPost (Hyper)Center. • Deposit must be announced in the e-MassPost app at least 30 calendar days prior to the deposit date. • Minimum number of mail items: • 200,000 items (Small, Large or Large+ Format) • You may proactively propose a split deposit schedule, at least 10 working days before the date of the deposit: • the schedule must be sent to [email protected] • follow-up of your request within 2 working days • bpost may contact you if necessary to agree a split deposit schedule together. • bpost and the customer agree on a schedule for a split deposit: • in accordance with available capacity • over a maximum of 5 consecutive days1 • each partial deposit shall have a minimum number of mail items: 100,000 (Small, Large or Large+ Format) • bpost enters the split deposit into the system before the due date of the Booking. The wording ‘split deposit’ (‘dépôt scindé’ – entered in advance by bpost) must appear in the e-MassPost application and on the deposit authorisation. • A single deposit authorisation is required to cover all the partial deposits. • The entire deposit must comply with the deposit conditions defined per product3.

1 Except for the special cases linked to an exceptional overcapacity of one or several MassPost (Hyper)Centers. 2 For more information on the characteristics defined for each product, please visit our website and consult the product sheets at www.bpost.be/directmail and www.bpost.be/adminmail under the ‘Details’ tab. 3 For more information on the characteristics defined for each product please visit our website as well as the product sheets at www.bpost.be/directmail and www.bpost.be/adminmail under the ‘Details’ tab.

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If a general agreement is not reached, the following clauses shall apply: • If a whole deposit is made on the same day despite bpost’s request for a split deposit due to a limited capacity on that day, the customer will benefit from a Booking/Sortsize/Dropsize discount (if applicable) on the entire deposit volume. Standard distribution deadlines cannot always be guaranteed. • If the deposit is made over several days, each partial deposit shall be considered a separate deposit (and invoiced as such).

If the agreed schedule for a split deposit is not respected, then each partial deposit shall be considered a separate deposit and will be billed as it is.

DM Pulse Procedures

• Deposit announcement in the e-MassPost app. • deposit over a maximum of 2 consecutive days • deposit at one or more MassPost (Hyper)Centers • Minimum number of mail items: • 100,000 items (Small Format) • 50,000 items (Large Format) • A single deposit authorisation for each partial deposit. • A single partial deposit per day and per deposit location. • The entire deposit must comply with the deposit conditions defined per product1.

4.4.2 Identification of containers/pallets

If e-MassPost does not give you the option of announcing your volumes per day due to the characteristics of the products in question, see the rules summarised in point 4.3 Spread Deposit.

Labels for trays (example) Label for the container or pallet (example)

Customer Deposit Information to be included Customer Deposit Information to be included name number or • customer name (minimum font name number or • customer name (minimum font unique unique deposit size: 36) deposit size: 36) identifier Y • deposit number or unique deposit identifier Y • deposit number or unique deposit identifier Sorting center identifier (e.g. Deposit number Y in Destination • destination of sorted product (in (E.g.: BXL X) the example schedule above) accordance with appropriate sort- • destination of sorted product (in ing type - see the Sorting Options accordance with appropriate sorting chapter) (minimum font size: 36) type - see the Sorting Options chap- Sorting plan Sorting plan • sorting type ter) (minimum font size: 72) • sorting type

Please note If you make several deposits at the same MassPost (Hyper)Center on the same day, please indicate the field ‘Sub-deposit B of C’ as explained in point 4.3 Spread deposit.

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Single deposit reference

Deposit number X Deposit number Y Deposit number Z

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5. Deposit and time of deposit

• All deposits shall be made at the MassPost (Hyper)Center. • Please ensure you have your deposit authorisation and other requisite documents. • To guarantee the timely delivery of your mail items, the deposit must be made at the MassPost (Hyper)Center at the agreed time. • Customers that have made an appointment shall be given priority treatment.

You can see the deposit times in General Annexes, point 3.

6. Deposit checks on the dock

Quality and quantity checks are performed: • barcode scanning of your deposit authorisation • comparison of physical deposit with data entered on the deposit authorisation • check of deposit weight • quality check information entered into the e-MassPost system bpost reserves the right to adjust the deposit data as announced by the customer, based on the actual physical deposit.

7. Deposit summary

After checks have been made, bpost will give you a deposit summary. This contains all the information on your deposit. The deposit summary should be retained as it is the only ad- missible document in the event of an invoicing query (queries should be sent to the Service Center1). All deposit summaries may be consulted and printed out in the e-MassPost app. For deposits not made via the e-MassPost app, summary documents can be printed by the MassPost (Hyper) Center.

8. Payment

The following payment methods are available • cash (limited to 3000 euros per deposit2) • via electronic payment Subject to approval by our financial services, a payment term may be granted (invoicing).

For more information, contact our Service Center1.

1 See General Annexes, point 1 How to Contact bpost 2 As of 1 January 2014, in accordance with article 21 of the Law on the Prevention of the Use of the Financial System for the Purposes of Money Laundering and Financing Terrorism.

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9. Packaging exchange procedure

The following rules of exchange are designed to ensure the optimal quality of your pallets, containers, trays and bags.

9.1 Pallets bpost uses standard Europallets (pallet dimensions EUR = 0,8 x 1.2 m). Pallets will be checked at the unloading dock during delivery. The pallets must be perfectly intact in order to be exchangeable.

Pallets are exchanged when you make your deposit at a MassPost (Hyper)Center. The CMR document (waybill) is signed by a bpost employee and yourself. You then leave Dimensions: EUR pallet = 800 x 1200 mm with other pallets and a copy of the document.

The CMR document states • date of exchange • number of pallets received • number of pallets returned • any reason why fewer or no pallets have been exchanged

Did you know? The use of a CMR document is compulsory in Belgium > in the absence of this document, the Mass- Post (Hyper)Centers reserve the right to reject the deposit or the exchange. The CMR document is also used for exchanges made within the framework of bpost’s Transport service.

It is not possible to exchange: • non-standard Europallets • pallets other than Europallets • disposable pallets or CHEP, LPR and other pallet pool systems

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9.2 Containers, blue trays and Palletboxes Mail

Containers, blue trays and Palletboxes Mail are for mail transport use only and remain the property of bpost. They are exchanged when you make a deposit at a MassPost (Hyper)Center using a CMR document.

If you have a specific need, you can request collection on demand at the MassPost (Hyper)Centers (see the General Annexes, point 2 for a list of centers).

A Transport can also be made on demand (see details in Transport in section 9, Collection Services, point 4 or ask at a MassPost (Hyper)Center).

For Palletboxes Mail, the request and collection can only be done via Hyper MassPost Centers.

9.3 Bags

Bags are used within the framework of our Collect & Transport service. For more information, see Section 9 - Collection Services.

January 2019 I Section 2 I Page 85 5. Reply with postage paid by the addressee Contents 5. Reply with postage paid by the addressee Table of contents

1. Definition and options...... 1

2. Online application ...... 1

3. Technical specifications and visual presentation...... 2

3.1 MaxiResponse ECO ...... 2

3.2 MaxiResponse FLEX ...... 3 5. Reply with postage paid by the addressee Reply with postage paid by the addressee

1. Definition and options

MaxiResponse is a reply-paid franking method for cards and envelopes that can be inserted into your letters, for use solely in Belgium. MaxiResponse allows your addressees to respond to you free of charge, thus maximising the response rate for your advertising campaigns.

MaxiResponse ECO: the most economical option, for which certain processing rules apply in order to permit automatic handling.

MaxiResponse FLEX: the free and flexible option.

2. Online application

Thanks to the online application MaxiResponse (www.bpost.be/maxiresponse), you can • request your contract1 and your campaign numbers (barcode and DA (digital address) code) • download the technical specification sheets (format and addressing conditions) for MaxiResponse ECO and FLEX • download the MaxiResponse logo to affix to your reply card or envelope • create your specimen ECO mail item (easy and fast, but optional) in accordance with the required technical standards

Recommendation You can also request a MaxiResponse contract via the Service Centre (02 201 11 11).

If you do not use the online application to create your specimen MaxiResponse ECO mail item, send the electronic version (preferably in PDF) of your specimen to [email protected] for a prevali- dation under the ECO standards.

1 Necessary information for registration: your VAT no. or enterprise no. and your bpost client no. (PRS - if applicable, see invoice). You can request several codes per contract.

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3. Technical specifications and visual presentation

3.1 MaxiResponse ECO

The MaxiResponse ECO mail items must be • pre-printed • identical • in Small Format (see section 2 The addressed mail, Creation - Small Format) • provided with the following 5 elements: the MaxiResponse logo: • to be downloaded from the bpost site www.bpost.be/maxiresponse • on a white or light background • in black or a dark colour • of the same size as the downloaded logo a barcode: • black code on a white or light background • specified in the annex of your campaign contract • the electronic version of the barcode can be obtained via the online application • the JJBEA code must always be clearly visible below the barcode a DA (digital address) code: • code allocated to your campaign under your contract the PO box (if the delivery address is a PO box) the postal code and the municipality of the addressee of the reply mail items

The street name and the no. (+ box no.) can not be mentioned on mail items. Addressee and campaign names can be mentioned in the address zone (optional).

140 mm min. - 245 mm max. 90 mm min. - 165 max. 74 mm 40 mm min. 15 mm

Recipient’s name (optional) 100 mm max. Name of the campaign (optional) DA (digital address) code PO box (if applicable) Postal code + municipality 20 mm 15 mm min. 125 mm max. min.

140 mm 30 mm

Possible dimensions of the MaxiResponse ECO and layout. Address zone: white or light colour. Franking zone: white or light colour. Zone free for use by the sender: all graphics, colours and forms of texts are permitted. Zone in which under no circumstances may text or figures appear that could be confused with an address (e.g. a postal code or a municipality). Control code zone: white or light Pantone colour (see the Addressing chapter, section 1, Addressing and Franking, point 7), no text.

January 2019 I Section 5 I Page 2 5. Reply with postage paid by the addressee

Your MaxiResponse ECO mail specimen must comply stringently with the Small Format criteria and addressing rules (see section 1 Addressing and franking, Addressing chapter). Otherwise, we will leave you the choice of adapting your specimen or modifying your MaxiResponse ECO contract to the MaxiResponse FLEX contract.

3.2 MaxiResponse FLEX

The presentation of your MaxiResponse FLEX mail items is extremely flexible. All you have to do is comply with a few basic rules.

The MaxiResponse FLEX mail items must be • free in format (choice of Small, Large, Large+ or Special Format) • provided with the following 4 elements: the ‘Reply Code’ mention a DA (digital address) code • code allocated to your campaign under your contract the PO box (only if the delivery address is a PO box) the postal code and the municipality of the addressee of the reply mail items

Postage-free (optional)

Reply Code Name of the campaign (optional) DA (digital address) code PO box (if applicable) Postal code + municipality

Dimensions, weight and thickness Format Free (Small, Large or Special Format) Dimensions Minimum (width) 90 x (length) 140 mm Maximum (width) 230 x (length) 350 mm Thickness Maximum 30 mm Weight Maximum 2 kg

January 2019 I Section 5 I Page 3 5. Reply with postage paid by the addressee

Did you know that? MaxiResponse does not apply to parcels (packages), which form the object of specific offers. See section 4 Parcels.

January 2019 I Section 5 I Page 4 0 COVER 6. Le courrier non adresse Distripost

6. Unaddressed mail (Distripost) Contents 6. Unaddressed mail Table of contents

1. Definition of the Distripost product (unaddressed mail items)...... 1

1.1 Specific features of mail items for a commercial purpose (Distripost Connect, Pulse, Press)...... 1

1.2 Specific features of mail items for informational purposes (Distripost Public) ...... 2

1.3 Applicable regulations ...... 2

1.3.1 Wallonia ...... 2

1.3.2 Brussels ...... 2

1.3.3 Flanders ...... 2

1.4 Creation of a Distripost mail item ...... 3

1.4.1 Product characteristics ...... 3

1.4.2 'Special format' option ...... 4

2. Reservation of Distripost mail items ...... 4

2.1 Two reservation options ...... 4

2.2 Central reservation of a Distripost campaign ...... 5

2.2.1 Geographical selection of the distribution zone ...... 5

2.2.2 Order ...... 5

a. Where to order? ...... 6

b. How to deposit ...... 6

c. When to order? ...... 6

d. Available options ...... 7

2.2.3 Scheduling confirmation ...... 7

2.2.4 Partially scheduled order ...... 7

2.2.5 Definitive confirmation ...... 7

2.2.6 Order modification or cancellation ...... 8

2.3 Conditions for delivery to your Post Office...... 8

Contents 6. Unaddressed mail Table of contents

3. Preparation of your mail items (deposit in (Hyper) Masspost Centers) ...... 9

4. Sorting and delivery of your mail items in the (Hyper) Masspost Center ...... 11

4.1 Minimum preparation, deposit 4 working days before distribution ...... 11

4.2 Complete preparation (ready for mail), deposit 1 working day before distribution (before 12 noon) . . . 11

4.2.1 Terms of payment ...... 12

a. Several payment methods are available ...... 12

b. The number of mail items is always invoiced in your favour ...... 12

c. Illustrative example ...... 12

d. Municipal taxes ...... 13

5. Distripost Pick-up (pick-up at the address of your choice) ...... 14

5.1 Conditions relating to the pick-up ...... 14

5.2 Preparation of mail items to be picked up ...... 14

a. Before the driver comes by ...... 14

b. At the time the driver comes to the indicated address ...... 15

5.3 In the event of absence at the time of the pick-up ...... 15

5.4 The terms of payment ...... 16

6. Annexes ...... 17

6.1 Confirmation of the order...... 17

6.2 Preparation documents ...... 21

6.3 Pick-up label ...... 23

6.4 Preparation and delivery of unaddressed mail items (Summary) ...... 24 6. Unaddressed mail Unaddressed mail

1. Definition of the Distripost product (unaddressed mail items)

These are unaddressed mail items serving a commercial or informational purpose. These mail items are also called door-to-door advertising or advertising leaflets.

Specific features of these mail items • no personalised data relating to the addressee (name, address) • no visible franking mark • identical weight, content and format • distributed in all letter boxes of the zone that you select in advance • distributed by the postman at the same time as the normal mail (addressed mail)

There are 4 Distripost products to choose from • Distripost Connect (commercial mail item without minimum volume per year) • Distripost Pulse (recurrent and commercial mail item) • Distripost Press (free press) • Distripost Public (public informational mail item)

Distripost Connect Distripost Pulse Distripost Press Distripost Public Service available All All Free press Public authorities for Type of mail item Commercial Commercial Commercial Informational Obligatory contract No Yes Yes No subscription? Minimum - 20,000,000 1,000,000 - volume/year On line (reservation On line (reservation Order tool), in a post Only via the Only via the tool), in a post (reservation) office or via the Service Centre Service Centre office or via the Service Centre Service Centre

1.1 Specific features of mail items for a commercial purpose (Distripost Connect, Pulse, Press)

Commercial mail items are distributed in all letter boxes with the exception of those displaying a ‘No advertising’ sticker. For operational reasons, the boxes with a ‘No advertising’ and/or ‘No free press’ sticker (as well as any other similar sticker) are excluded from the distribution.

January 2019 I Section 6 I Page 1 6. Unaddressed mail

1.2 Specific features of mail items for informational purposes (Distripost Public)

Informational mail items are distributed in all letter boxes (including those with ‘No advertising/junk mail’ stickers) and fulfil the following conditions: • the responsible publisher is a public authority (example: municipal administration, water company, etc.)1 • the mailed item complies with current legislation (see point 1.3)

More info on Distripost Public at www.bpost.be/site/fr/solutions-professionnelles/envois-publicitaires/toutes-boites/distripost.

bpost reserves the right to refuse the reservation and/or the distribution of the Distripost mail items if the criteria necessary for accessing the Public were not respected.

Did you know? Distripost mail items are never distributed in the letter boxes of residences that bpost considers • uninhabited • temporary (camping sites, second homes, etc.) • under construction (or built but not yet inhabited)

1.3 Applicable regulations

1.3.1 Wallonia

• Decree of 27/06/1996 on wastes. • Order of the Walloon Government of 23/09/2010 establishing a take-back obligation for certain types of waste. • Environmental convention on the take-back obligation for paper waste - press sector (draft convention published in the Belgian Official Journal on 14/05/2013).

1.3.2 Brussels

• Order of 22/04/1999 on the prevention and management of waste from paper and/or cardboard products. • Order of the Government of the Brussels-Capital Region of 18/07/2002 establishing a take-back obligation for certain wastes with a view to their recycling or elimination. • Framework convention on recycling old paper currently being negotiated.

1.3.3 Flanders

• Decree of 23/12/2011 on the sustainable management of material and waste cycles. • VLAREMA implementing Order of 17/02/2012.

Did you know? For any questions about the legal provisions of • the Brussels-Capital Region, go to the site of IBGE (Institut bruxellois pour la Gestion de l‘Environnement – Brussels Institute for Environmental Management) www.ibgebim.be or call 02 775 75 75 • the Walloon Region, go to environnement.wallonie.be or call 081 33 65 75 • the Flemish Region, go to the site of OVAM (Openbare Vlaamse Afvalstoffenmaatschappij – Public Waste Agency of Flanders) www.ovam.be or call 015 28 42 84

1 If you have any questions, contact [email protected]. January 2019 I Section 6 I Page 2 6. Unaddressed mail

1.4 Creation of a Distripost mail item

1.4.1 Product characteristics

For easy distribution of your mail item, in addition to complying with the General Terms and Conditions1, the following rules shall apply. max. 350 mm min. 140 mm

min. 90 mm

max. 230 mm

Distripost Distripost Pulse Distripost Press Distripost Public Connect Mail items in paper, foldable and stackable Dimensions Minimum 90 x 140 mm / maximum 230 x 350 mm Thickness Maximum 8 mm Maximum weight 130 g 130 g 130 g 250 g Grammage of the Minimum 80 g/m2 (for mail item of a single page) paper ‘Special Format’ Available Unavailable Available Available option

• Reserve the weight that you actually expect to deposit. Upon deposit, if the weight differs from the planned weight, your mail item may be blocked. • If you wish to change the weight of your mail item after we have sent the schedule, please communicate this change to us as quickly as possible.

Did you know? If you wish to distribute samples, you can request this via your Account Manager. This distribution will be granted only with explicit prior approval.

1 Distripost: these mail items are subject to the General Terms and Conditions of Distripost and the operating manuals. In the event of contradictions, the General Terms and Conditions of Distripost take precedence. The General Terms and Conditions of Distripost are available from your post office or at www.bpost.be/distripost.

January 2019 I Section 6 I Page 3 6. Unaddressed mail

1.4.2 ‘Special Format’ option

You can choose this (paying) option if your mail item has one of the following characteristics • mail item with a form other than square or rectangular (e.g.: oval) • composite mail item1 • mail item packaged under blister2 or plastic film

To avoid composite mail items • make sure if possible to attach the separate parts in order to facilitate the distribution of your mail item • alternative: fold the leaflet in order to keep the parts separate

Did you know? The law requires you to specify the name and address of the responsible publisher on your mail items. This mention must begin with the term ‘responsible publisher’ (possibly abbreviated to ‘R.P.’) followed by the true name and the registered offices of the publisher. The ‘R.P.’ must always be a natural person. In the case of a legal entity, the manager, for example, shall be given as the responsible publisher, along with his or her home address.

2. Reservation of Distripost mail items

2.1 Two reservation options

Central reservation • is done via the online reservation tool or via Customer Service • covers a generally large distribution zone (between a quarter and all of Belgium) • offers two options: • deposit of your mail items in a MassPost (Hyper)Center3 • request a pick-up of the mail items at the address of your choice (Distripost Pick-up see 5.3 p15 of the present section)

Local reservation • concerns mail items reserved (ordered) and deposited in a post office • covers a local distribution (zone linked to / dependent on or served by a post office)

Distripost customers always have to place a central order in order to benefit from the conditions mentioned in their Distripost contract.

More info on our site www.bpost.be/Distripost.

1 Composite mail item: mail item composed of two or more separate parts (parts not fixed to one another, sheets, etc.). 2 Blister packaging: mail item packaged on a cardboard base and under a stretched plastic film. 3 For your mass deposits of mail items, in Belgium there are - 18 MassPost Centres – limited capacity for the number of mail items per deposit - 6 MassPost HyperCentres (of which 5 sorting centres) – no limit on the number of mail items. Consult the full list of the mass deposit points at http://www.depostlaposte.be/locations/business/fr/both.php.

January 2019 I Section 6 I Page 4 6. Unaddressed mail

2.2 Central reservation of a Distripost campaign

2.2.1 Geographical selection of the distribution zone

In the online reservation tool (accessible via www.bpost.be/portal/goHome), you can select the distribution zone for your mail items according to your desired target area • national • provincial • municipal • local • by district

You can also select a geographical area located around one or more specific address(es) • either by radius (in number of km) • or travel time by car (in minutes)

If you select a province/municipality or locality, the distribution of your mail item is always limited to the letter boxes included in your selection zone. By contrast, if you select a district, it is possible that the distribution will be extended to letter boxes located outside of your selection zone (but never outside the borders of the locality in which the district is located).

Did you know? You can consult the number of letter boxes included in your selection (as well as the budget of your campaign) via the online simulation tool at https://www.bpost.be/portal/goHome.

Distripost is based on the territorial division defined by the National Institute of Statistics (NIS) to establish the borders between the regions, provinces, municipalities, localities and districts.

2.2.2 Order

All of the mail items of a Distripost order must be strictly identical. Therefore, each edition and each language version must form the object of a separate order. When you place several orders including different versions/editions of a mail item for the same distribution date, each version/edition must be clearly identifiable from the outside by its cover.

The readability of the title of the leaflet is important to distinguish it easily from other leaflets when processed by bpost and to avoid confusion. Always include the following information in the title of the document: • the name of the customer as it appears on the cover • brochure name • version or language. Example 'bpost_OpenDay_Brussels X_FR'.

Several versions = several orders.

Please note For upwards of 100,000 copies per year, you can benefit from advantageous rates. For more info, contact our Customer Service.

January 2019 I Section 6 I Page 5 6. Unaddressed mail

a Where to order?

• Order direct using our online reservation tool www.bpost.be/portal/goHome (recommended method). • Contact our Customer Service (02 201 11 11 or [email protected]).

Don‘t have access to the online reservation tool yet? Forgot your password? Enter your request via the online form at www.bpost.be/portal/goHome.

How to deposit

When making a central reservation, you have 2 options • make the deposit yourself in a MassPost (Hyper)Center1 • request a pick-up at the address of your choice in Belgium (Distripost Pick-up option – see point 5.3 of this chapter)

c When to order?

Reservation deadlines are determined by • the type of mail item • the frequency of sending (recurrent mail items2) • the annual contractual commitment volume

Central reservation

Informational mail items Reservation deadline Commercial mail items < 500,000/year up to 2 months in advance > 500,000/year up to 4 months in advance For all your orders with a recurrence greater than 10 deposits / as of August 15th for the following year Informational mail items Up to 9 months in advance. The first half of the next / year is available from 1st October of the previous year onwards.

Did you know? In order to guarantee that your unaddressed mail items have a maximum impact in letter boxes, the postal delivery workers distribute them with at most 2 other leaflets per day. So reserve your schedule slot as early as possible!

1 For your mass deposits of mail items, in Belgium there are - 18 MassPost Centres – limited capacity for the number of mail items per deposit - 6 MassPost HyperCentres (of which 5 sorting centres) – no limit on the number of mail items. Consult the full list of the mass deposit points at http://www.depostlaposte.be/locations/business/fr/both.php. 2 A deposit is regarded as recurrent when a Distripost is distributed regularly, over an identical distribution zone and with identical characteristics (weight, dimensions, etc.).

January 2019 I Section 6 I Page 6 6. Unaddressed mail

Available options

Several options are offered to you • The standard formula ‘Guaranteed Week’, allows you to choose a specific distribution week when you make your reservation. • The paying option ‘Specific Day’ allows you to set one/several specific consecutive day(s) for your distribution. Note: for recurrent orders (weekly or biweekly), this option is included in the offer. • Sociodemographic criteria (age, social category, sex, etc.) to refine your selection (subject to rate supplement). For more info, contact your Account Manager.

2.2.3 Scheduling confirmation

When you order via our online reservation tool, a schedule confirmation appears immediately on the screen and mentions the following information: • invoicing data and details of your order (carefully verify these data and please communicate any possible error to us within 48 hours) • indicative information on the deposit and the distribution (distribution period, number of mail items, place of deposit, etc.) • map of the planned distribution zones • indicative number of letter boxes • maximum number of mail items to be invoiced1 and indicative price

You can print out and/or save this schedule confirmation on your computer.

In the event of reservation by e-mail or telephone, you receive your schedule confirmation within 2 working days following receipt of your request.

2.2.4 Partially scheduled order

Distripost prioritizes quality over quantity. If we are not able to schedule your entire order at the same time (example: certain distribution zones have already reached their maximum capacity for the period requested), your order is ‘partially scheduled’.

In this case, the scheduling team contacts you and offers you a solution • new date (day/week) to distribute the remaining (unscheduled) part of your mail item • adaptation of the geographical distribution zone for your mail item

2.2.5 Definitive confirmation

Two weeks before the date of distribution of your mail item, you will receive your order confirmation by e-mail. This confirmation includes the following information: • definitive number of mail items to be deposited • exact place and date of the deposit/pick-up • all of the documents required to prepare your mail items

You will also receive a very important document: an Excel file with the number of selected mailboxes per municipality. This way you can easily indicate your mail items to each municipality and you can calculate the amount of your taxes.

1 Subject to later adaptation of the selection.

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2.2.6 Order modification or cancellation

In the event of modification (example: distribution period/zone, weight, type of mail item, format, etc.) or cancellation of your order after the scheduling confirmation, please communicate these changes to us at the latest 3 days before deposit. Once this deadline has passed, you will be invoiced for the costs of late cancellation/modification (this measure is designed to be able to offer you maximum capacity).

Did you know? You can reserve recurrent orders, copy them, modify them or cancel them via the ‘order management’ tab on our online reservation tool.

Overview of the costs of late cancellation or modification

Up to 3 working days Within 2 working days Upon deposit before deposit before deposit 30% of the number of 30% of the number of Modification of the time No costs mailed items at the mailed items at the of distribution preferential rate ‘0/25 g’ preferential rate ‘0/25 g’ Cancellation or non- 100% of the total 30% of the total amount presentation of the mail No costs amount of your of your reservation items reservation

2.3 Conditions for delivery to your Post Office1

More information on our website www.bpost.be/distripost.

1 You will find the addresses of post offices on www.bpost.be.

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3. Preparation of your mail items (deposit in (Hyper) Masspost Centers)

A summary of the rules for the conditioning, sorting and delivery of your mail items is available at the end of this section. You can also print the poster version at www.bpost.be/distripost.

Preparation packs of 50 or 100

Step 1: Divide your mail items per 50 or 100.

This can be done by counting them or by counting and weighing a first pack and then weighing the next packs.

100 FOLDER

FOLDER

Step 2: Separate the packs.

This can be done (preferably) through visible and coloured flyleaf or by alternating the orientation of the different packs (If it allows to distinguish the different packs visually), as illustrated below. By distinguishing the packs from each other they can be counted more easily.

FOLDER FOLDER

FOLDERFOLDER FOLDER

Alternate orientation Visible and coloured flyleaf

Preparation of solid bundles

Step 3: Turn the packs into bundles that are easy to handle.

The bundles should not weigh more than 7 kg, with a height between 10 and 12 cm (= approximate distance of one hand between thumb and index).

FOLDER

7kg

January 2019 I Section 6 I Page 9 6. Unaddressed mail

Step 4: Hold the bundles firmly together.

Use crossed plastic strips or a crossed string (see illustration below). This will avoid that the mail items come loose and are damaged during transport.

FOLDER FOLDER

1 Items such as carboard boxes, metal straps, plastic film, blister packaging, etc. are not permitted in bundled items. Elastic bands are permitted for deposits prepared on the basis of 'complete preparation1 deposited 1 day prior to distribution' only if they measures at least 6 x 140 mm. In such cases, the elastic band must be sturdy enough to be picked up with one hand without snapping or separating the bundle.

Documents

Step 5: Print the documents attached to the order confirmation email to complete the preparation of your deposit.

Klant: DISTRIPOST INTERNE PLANNINGSDIENST MUNTCENTRUM 1 DP01-0002038443-37 1000 BRUSSEL Planningbevestiging 24/06/201824/06/2016 Drukkerij: Klanteninformatie Klantnummer 3518850 Conventienummer 400

Naam BPOST - MAIL Annex DISTRIPOST CONNECT (CONV) POSTKLAAR - 400 Adres MUNTCENTRUM 2e VERDIEPING . 1000 BRUSSEL BTW-nummer BE0214596464 Telefoonnummer 02/1231212 Klantnummer Uitreikingsperiode Referentie Contactpersoon planning E-mail adres [email protected] 3738085 20/07/201816/11/2015 - 20/11/201524/07/2018 DP01-0001960788-79

Details van de bestelling Titel van de folder Titel van de folder test Bestelling groep referentie Status Gepland test Uw referentie Product DISTRIPOST Connect Type zending Commercieel Commentaar Rechthoekig Ja Stapelbaar Ja Bestaande uit Nee Plasticfolie / Nee afzonderlijke delen Kunststofverpakking Dikte Tot en met 8mm Gewicht 5g Plooibaar Ja In papier Ja Basistarief Ja Afmetingen Normaal Socio Demo Filter Nee 1080 KOEKELBERG MAIL Afgifte- en uitreikingsinformatie GENT X Aantal af te geven folders 30 446 Afgifteplaats Brussel/Bruxelles - Brabant Wallon - Vlaams Brabant Sorteer type Maximaal Type afgifteplaats HyperMassPost center Aantal folders per pakket 100 Adres afgifteplaats INDUSTRIEWEG 30 Verpakking Uitreikingsperiode 18/07/2016 - 22/07/2016 9032 GENT 18/07/2018 - 22/07/2018 Supplement uitreikingsdag Nee Telefoon afgifteplaats tel : 022763699 # Lagen # Bundels / Laag # Pakken / Bundel # Folders / Pak Afgiftedatum (indicatief) 15/07/2016 (mits afspraak) Rekeningnummer van de IBAN : BE40 0004 0000 5263 15/07/2018 Maximum gewicht : 7 kg [09:00 - 12:00] afgifteplaats BIC : BPOTBEB1 100

# Folders in pallet/container TOTAAL AANTAL FOLDERS 19 132

Maximaal gewicht van de container:400kg folderSPECIMENfolder Maximaal gewicht van de pallet:700kg Container nummer: van Ter herinnering: alle Distripost-zendingen die voor uitreiking worden afgegeven aan bpost, vallen onder de Algemene Voorwaarden Distripost die werden overhandigd bij de bestelling en/of die beschikbaar zijn op www.bpost.be/distripost en in de postkantoren. Pallet nummer: van

1 / 4 Afgifteplaats: Onze klantendienst staat te uwer beschikking op het nummer 022/011111 BRUSSEL X / BRUXELLES X INDUSTRIELAAN 16 , 1070 BRUSSEL 1070 BRUSSEL 20/07/2018 - 24/07/2018 Transporteur:

Opmerking: SPECIMEN

Confirmation of the order Sorting list Pallet Letter Print and present to the deposit To prepare the quantities Print and fill in with 2 specimens of the mail per destination (1 per container) items and a bundle

Did you know? If your order includes different editions/versions of a mail item to be distributed on the same day (e.g.: 2 languages = 2 versions), each edition/version must be clearly identifiable from the outside cover.

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4. Sorting and delivery of your mail items in the (Hyper) Masspost Center

4.1 Minimum preparation, deposit 4 working days before distribution

Only valid for: connect, public and pulse.

You sort and prepare your mail items by sorting center, in accordance with the sorting list.

Pallets (preferred) or roll containers

max. 1,6 m high max. 400 kg max. 700 kg

Roll containers are available or can be ordered in your (Hyper) MassPost Center.

If your mail items does not meet the required conditions at the time of deposit, this may be blocked and additional conditioning costs may arise.

4.2 Complete preparation (ready for mail), deposit 1 working day before distribution (before 12 noon)

Only valid for: press, connect, public

You sort and prepare your mail items by distribution office, according to the sorting list.

Roll containers or blue trays1

(If there is only one distribution office.)

max. 400 kg max. 12 kg

Roll containers and/or blue trays are available or can be ordered at your (Hyper) MassPost Center.

1 Pallets are not allowed with complete preparation

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Do you drop different versions of the same mail items on the same day? • Then provide separate containers/pallets per version/order. • Make sure that each version is recognizable from the outside. • Check the delivery location: it depends on the delivery zone on your order confirmation.

4.2.1 Terms of payment

a Several payment methods are available

• Online payment (only in the case of a central reservation and only possible 2 weeks before deposit) via the link in your order confirmation or directly via the details of your order in the online reservation tool. • Cash payment (in cash up to maximum €3,000 or by Bancontact) at the time of the deposit. • Bank transfer in advance (minimum 5 working days before deposit) on the account no. of the planned place of deposit (mentioned on your order confirmation).

If you do not pay the amount within the deadlines and cannot present proof of payment, you will be obliged to pay the amount on site and we will reimburse you later.

Online payment Payment in cash Bank transfer Central reservation with ✔ Into the account of deposit at a MassPost ✔ ✔ the MassPost (Hyper) (Hyper) Center Center of deposit Central reservation with ✔ - - the Pick-up option

Did you know? 1 1 Whatever your payment method, you will always receive an invoice .

The number of mail items is always invoiced in your favour

We invoice for the maximum number of mail items communicated with the schedule confirmation of your reservation. You thus know the maximum budget when you reserve, for optimal management of your marketing budget. The number of letter boxes changes every day. That is why we communicate to you the definitive number at the latest 2 weeks before the distribution. We thus guarantee you the best distribution quality.

c Illustrative example

During your planning confirmation (for example, 2 months before the distribution), we confirm to you a provisional number of 500,000 mail items. Two weeks before distribution, we send you the definitive order confirmation which specifies the definitive number of mail items.

1 Onder bepaalde voorwaarden is een uitgestelde betaling mogelijk. Neem voor meer informatie contact op met de Klantendienst op het nummer 02 201 11 11.

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• If your ‘definitive order confirmation’ indicates a higher number (for example, 500,470 leaflets): • 500,470 mail items must be deposited • 500,470 mail items will be distributed1 • 500,000 mail items will be invoiced (as agreed upon reservation, unless the geographical area was modified after the ‘planning confirmation’)

• If your ‘definitive order confirmation’ indicates a lower number (for example, 499,200 mail items): • 499,200 mail items must be deposited • 499,200 mail items will be distributed • 499,200 mail items will be invoiced (not 500,000)

Municipal taxes

When you distribute a Distripost mail item, you have to pay municipal taxes. Get information in advance from the appropriate municipal administrations. At the time of the confirmation of your order, we send you an Excel file stating the number of letter boxes selected per municipality: this helps you to declare your mail item to each municipality, and to calculate the amount of your taxes.

If you would like, you can ask a specialised company to accompany you in the declaration of your municipal taxes. Consult the list of these companies at http://www.bpost.be/site/fr/solutions-professionnelles/envois-publicitaires/distripost-taxes.

1 When you deposit, ensure you always stick to the number of mail items communicated in the definitive confirmation. This guarantees that we will be able to cover the entire geographical area that you have selected.

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5. Distripost Pick-up (pick-up at the address of your choice)

The Distripost Pick-up option (paying option) is only available in the case of a central reservation and is done at the latest • 3 working days prior to the 1st day of distribution (in the event that the distribution of your mail items concerns a single region – example: Liège or Brussels) • 4 working days prior to the 1st day of distribution (in the event that the distribution of your mail items concerns several regions)

The pick-up of your deposit (at the address of your choice) is only possible in Belgium • 2 working days prior to the 1st day of distribution (a single distribution region) • 3 working days prior to the 1st day of distribution (several distribution regions) • always in the time slot mentioned on your order confirmation (and at the address of your choice, communicated at the time of the pick-up demand)

Did you know? There are 5 distribution regions • Antwerp: covers the provinces of Antwerp and Limburg • Charleroi: covers the provinces of Hainaut, Walloon Brabant and Namur • Brussels: covers the provinces of Brussels-Capital and Flemish Brabant • Liège: covers the provinces of Liège and Luxembourg • Ghent: covers the provinces of West Flanders and East Flanders

5.1 Conditions relating to the pick-up

To benefit from the Distripost Pick-up service, your order must comply with the following conditions • central reservation only (via our online reservation tool or via our Customer Service) • online payment in advance and only via a payment platform on our reservation tool at the latest on the working day that precedes the scheduled pick-up date (this date is indicated on your order confirmation e-mail) • weight per order and per pick-up: maximum 500 kg

5.2 Preparation of mail items to be picked up

a Before the driver comes by

• Sort your mail items by delivery office according to the received sorting list (as an attachment to your order confirmation). • Pack your leaflets • per package of 50 or 100 • preferably in solid, closed cardboard boxes • filled weigh maximum 13 kg • Put a cross on the boxes in which you have placed an order confirmation and 2 specimens. • If you do not have boxes that meet these conditions, the driver will bring you bags and closures. The mail items will then have to be bundled together securely to prevent them from being damaged during transport (see on page 9 how to prepare solid bundles). • Print the sorting list and the various checkerboard labels (at least one label for each of the following distribution office), as many labels as there are boxes or bags with the order confirmation annexed in your email confirmation. You stick your checkerboard labels on the boxes or attach them to your bags during collection.

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Did you know? Rubber bands of a minimum dimension of 6 x 140 mm are authorised and recommended but metal straps, plastic film, blister packaging, etc. are not authorised!

At the time the driver comes to the indicated address

1. If you have prepared cardboard boxes, hand them over to the driver. If not, you will receive bags and closures from the driver. 2. Insert the correct number of leaflets in each bag (maximum 27 kg per bag). 3. On each chequered label, write the number of each of the bags followed by the total number of bags. Example: For a total of 7 bags, the label of the 1st bag will state 1/7, the label of the 2nd bag 2/7 and so on until last bag with the mention 7/7 (more explanations on the label itself). 4. In the bag bearing the number 1, you should also insert: • your order confirmation • 2 examples of your leaflet 5. Attach the different chequered labels to the bags that you just filled and close the bags.

Carefully follow these instructions in order to optimise the processing of your mail items. In the event of packaging that is not in compliance or a difference between the ordered product and the delivered product, the distribution could be impeded and the deposit blocked. In this case, you must go to the MassPost (Hyper) Center to correct the packaging (or other) of the deposit.

5.3 In the event of absence at the time of the pick-up

In the event of absence when the driver comes by, a notice will be deposited in your letter box. In order to guarantee your distribution on the day provided, you will have to make the deposit the next day before 12 noon, in your specified MassPost HyperCenter (details included on the chequered label attached to your order confirmation).

The price of the Distripost Pick-up option will not be reimbursed to you. If you do not wish to/cannot deposit your mail items the next day, you should then modify or cancel your order. Attention: late modification/cancellation costs will be invoiced to you. For more info, see point 2.2.6 of this chapter.

In the event of an order where the distribution zone covers several regions, without deposit of the mail items the next day, the only option is to cancel the order (then there is the option to plan a new order).

January 2019 I Section 6 I Page 15 6. Unaddressed mail

5.4 The terms of payment

Payment of your order and of the Distripost Pick-up option is done exclusively via our online reservation tool at the latest 1 working day before the pick-up day.

If the payment is not registered on this date, your pick-up will be cancelled. To guarantee your distribution within the foreseen period, your mail items must be turned over by you in the MassPost (Hyper)Center (address indicated on the checkered label attached to your order confirmation) the next day before 12 noon. If the payment has not been registered on this date and your order concerns a distribution over several regions, your entire order will be cancelled. A new schedule will then be necessary for your leaflet distribution.

January 2019 I Section 6 I Page 16 6. Unaddressed mail

6. Annexes

6.1 Confirmation of the order

DP01-0002331404-58

Order confirmation 24/06/201928/09/2017

Customer data

Customer number 3738085 Convention number 3

Name DISTRIPOST INTERNE PLANNINGSDIENST Annex Distripost Connect (Pref) postklaar

Address MUNTCENTRUM 1 1000 BRUSSEL VAT-number BE0214596464 Telephone number 02 201 11 11 Contact person ne pas modifier niet aanpassen E-mail address [email protected]

Transaction details

Title of the folder Test Order group reference Status Planned Your reference Product DISTRIPOST Connect Distribution type Commercial Rectangular Yes Stackable Yes Made of loosable parts No Foil / Blistered No

Thickness Up to 8mm Weight 25g Pliable Yes In paper Yes Standardised Yes Limits Normal Socio Demo Filtering No

Drop and distribution data LEUVEN Number of folders to drop 12 483 Drop location Sorting type Maximal Type of drop location MassPost center Number of items per package 100 PHILIPSSITE 1 MassPost deposit id 7003/304050 Address of drop location Distribution window 18/07/201809/10/2017 -- 22/07/201813/10/2017 3000 LEUVEN Additional cost distribution day No Telephone of drop location tel : 016/28.46.79 Drop window 15/07/201810/10/2017 (make an appointment) Account number of drop location IBAN : BE86 0004 0000 3950 [10:00 - 12:00] BIC : BPOTBEB1

SPECIMEN Reminder : all deposits of Distripost sendings that are to be distributed by De Post-La Poste are subject to the General Conditions of Distripost, such as received with the order and/or available at www.post.be/distripost and in post offices.

1 / 4

Customer Service, 022/011111

January 2019 I Section 6 I Page 17 6. Unaddressed mail

DP01-0002331404-58

Order confirmation 24/06/201928/09/2017

Definitive price information

Total price excluding VAT * VAT % Number of folders to pay 12 483 Total price including VAT * Price per folder excl. of VAT *

* Price with options included, The Distripost tarriff was evenly distributed over the total number of sendings.

SPECIMEN

2 / 4 Customer Service, 022/011111

January 2019 I Section 6 I Page 18 6. Unaddressed mail

DP01-0002331404-58

Order confirmation 28/09/201724/06/2019

Planned distribution areas

NIS Code NIS distribution level NIS Name # of mailboxes Is part of

23002 Community 1730 ASSE 12.483 VLAAMS-BRABANT (Province)

SPECIMEN 3 / 4 Customer Service, 022/011111

January 2019 I Section 6 I Page 19 6. Unaddressed mail

DP01-0002331404-58

Order confirmation 28/09/201724/06/2019

Map

SPECIMEN 4 / 4 Customer Service, 022/011111

January 2019 I Section 6 I Page 20 6. Unaddressed mail

6.2 Preparation documents

Identification letter

Customer: DISTRIPOST INTERNE PLANNINGSDIENST MUNTCENTRUM 1 1000 BRUSSEL

Printing office:

Customer number Distribution window Reference 3738085 20/07/201809/10/2017 -- 24/07/201813/10/2017 DP01-0002331404-58

Title of the folder Test

Comment

1740 TERNAT MAIL Brussel/Bruxelles - Brabant Wallon - Vlaams Brabant

Packing # Layers # Folders / Layer # Packages / Folder # Folders / Package Maximum weight : 7 kg

100

# Folders in pallet/container TOTAL AMOUNT OF FOLDERS

12 483

Maximum weight of container:400kg

Maximum weight of pallet:650kg

Container number: of

Pallet number: of

Drop location: LEUVEN PHILIPSSITE 1 , 3000 LEUVEN 3000 LEUVEN

Transporter:

Remark: SPECIMEN

January 2019 I Section 6 I Page 21 6. Unaddressed mail

Sorting list

Order details Order ref. DP01-0002331404-58 Customer name DISTRIPOST INTERNE PLANNINGSDIENST Customer number 3738085 Title of leaflet Test Ordertype Commercial

Distribution office Region Nr of boxes 1740 TERNAT MAIL Brussel/Bruxelles 12483 Brabant Wallon - Vlaams Brabant

Overview of the municipal taxes declaration

Region Nr of boxes Brussel/Bruxelles - Brabant Wallon - Vlaams Brabant 15197

January 2019 I Section 6 I Page 22 6. Unaddressed mail

6.3 Pick-up label

SPECIMEN

January 2019 I Section 6 I Page 23 MASSPOST Preparation and delivery of unaddressed mail items (Distripost)

1 Preparation of your mail items for deposit in a (Hyper) MassPost Center

A. Preparation packs of 50 or 100 B. Preparation of solid bundles C. Documents

STEP 01 Visible and coloured flyleaf STEP 03 STEP 05 100FOLDER Divide your mail items FOLDERFOLDER Make the packs easy to handle Print the documents below, which you received with your per 50 or 100. bundles (height max. 10/12 cm, order confirmation email. FOLDER weight max. 7 kg). folderfolder • Confirmation of the order : print and present 50 7kg to the deposit with 2 specimens of the mail items and a bundle

FOLDER STEP 02 STEP 04 Alternate Visible and coloured flyleaf orientation Separate the packs. Separate Hold the bundles securely • Sorting List: print and use to prepare the right FOLDER

the packs with a coloured together with 2 crossed plastic number of mail items per destination FOLDER FOLDER FOLDER sheet or cardboard or change strips* or a crossed string to FOLDER the orientation* to distinguish prevent damage to the mail the different packs. items. • Pallet Letter : Print and fill in (1 per container) FOLDER Visible and coloured *If it allows to distinguish the different *Exceptionally permitted: elastic bands of flyleaf packs visually at least 6 x 140 mm

2 Sorting and delivery of your mail items in the (Hyper) MassPost Center

A. Minimum preparation, deposit 4 working days before distribution B. Complete preparation (ready for mail), deposit 1 working day before distribution (before 12 noon)

Only Only valid for: valid for: connect, press, You sort and prepare your mail items public and You sort and prepare your mail items connect and by sorting center, in accordance with the pulse by distribution office, according to the public sorting list. sorting list. Roll containers* and/or blue trays are available Pallets (preferred) or roll containers. or can be ordered at your (Hyper) MassPost

or Center. or Max. 12 kg Roll containers are available or can be ordered Max. 400 kg Max. 1,6 m high Max. 400 kg (If there is only one Max. 700 kg distribution office.) in your (Hyper) MassPost Center. *Pallets are not allowed with complete preparation

Find all details on preparing your unaddressed shipments according to the bpost guidelines here. 7. Addressed press Contents 7. Addressed press Table of contents

1. Definition and conditions ...... 1

1.1 Regular Supplements ...... 1

1.2 Irregular Supplements ...... 2

2. Dimensions, weight & thickness ...... 3

3. Visual presentation of the mail items ...... 3

3.1 Required notices ...... 3

3.2 Instructions on legible labelling ...... 4

3.3 Format, packaging and sealing of your mail items ...... 4

3.3.1 Mail items wrapped in plastic film ...... 4

3.3.2 Sealed with a self-adhesive strip or label ...... 5

3.3.3 Mail items without packaging (open mail items) ...... 5

3.3.4 Mail items in envelopes ...... 5

3.3.5 Addressing of addressed magazines or newspapers ...... 5

4. Mail item preparation ...... 6

4.1 Overview of sorting options for mail items ...... 7

4.2 Unsorted mail items ...... 7

4.2.1 Maximum and minimum volume per deposit ...... 7

4.2.2 Packaging and labelling ...... 8

4.3 Mail items sorted by sorting sector ...... 9

4.3.1 Maximum and minimum volume per deposit ...... 9

4.3.2 Packaging and labelling ...... 10

a. Blue trays placed on container/pallet (standard packaging) ...... 10

4.4 Mail items sorted by sorting sector and by distribution office ...... 14

4.4.1 Maximum and minimum volume per deposit ...... 14

4.4.2 Packaging and labelling ...... 15

a. Direct trays placed on container/pallet (standard packaging) ...... 15

b. Direct bundles on Restmail container/pallet (alternative) ...... 19

4.5 Mail items sorted by Round and sequence V2...... 23

5. Deposit and delivery of mail items ...... 23

5.1 Addressed newspapers...... 23

5.2 Magazines ...... 23

6. Annex: checklist ...... 24 7. Addressed press Addressed press

1. Definition and conditions

Addressed press includes printed publications that are: • newspapers: are considered newspapers, printed publications appearing at least five times a week and containing several general information articles. The area that can be devoted to commercials, advertisements and advertising texts, is not limited (see Royal Decree of April 24, 20141). • periodicals: are considered as periodicals, magazines, magazines and newsletters which appear, for an indefinite period, at intervals fixed in advance not exceeding three months. (see Royal Decree of April 24, 20141). • addressed and franked by the publisher • deposited at a MassPost (Hyper)Center or post office • distributed by bpost to the delivery address with the normal mail

2 3 Your mail items must meet the definition of the Royal Decree of 24 April 20141 and fulfil all of the conditions of the postal regulations2 and the general terms and conditions3 in order to be qualified as addressed press. A request for advance approval of your mail items must be submitted to bpost. When receiving your items, they must, in order to be defined as an addressed press, satisfy the requirements of the bpost checklist (see appendix at the end of this section). Products that do not meet the requirements of this list will be subject to a tariff and conditions different from those reserved for the press addressed.

Did you know? All publication approval requests are sent to the bpost Service Center4. Publications which meet the conditions are issued with an approval number (P number).

1.1 Regular Supplements

The definition of a supplement is given in the Royal Decree of 24 April 20141. The following shall be regarded as regular supplements of a newspaper or a magazine, provided that 'Supplement to...' is printed at the top followed by the title and the date or the publication number and to be added to all copies of said publication:

1. Loose sheets that are the direct and necessary sequel to the part of the publication reserved for additional notes, without in itself constituting a separate publication. 2. Prospectuses, subscription forms, payment or bank transfer forms used for subscription or to raise funds for institutions with a mainly humanitarian purpose, when they relate exclusively to the publication itself. However, the payment and bank transfer forms should not have the printed indication prescribed in this paragraph. The payment or bank transfer forms constituting a call for funds in favour of institutions with a mainly humanitarian

1 The Royal Decree of April, 24th 2014 that governs the postal regulations can be consulted via the link http://www.ibpt.be/public/files/en/21341/KB_AR_24- 04-14.pdf (only in FR or NL). 2 Consult the postal regulations at www.bpost.be/site/fr/conditions.html. 3 The General Terms and Conditions of bpost and the General Terms and Conditions for Magazines can be consulted on the bpost site www.bpost.be/site/fr/conditions.html. 4 See General Annexes 'How to contact bpost ?'.

January 2019 I Section 7 I Page 1 7. Addressed press

purpose can only be inserted in a publication of the institution, and not in any other newspaper or magazine. 3. Regular newspapers and magazines sent free of charge to the subscribers of the publication to which they were added. 4. Cards, calendars, and generally every printed publication that forms a complete whole. Commercial advertising, promotional or publicity texts, if they appear in it, must come from at least three different companies or organisa- tions, not including the publisher or the printer. 5. Supplements composed exclusively of paper.

1.2. Irregular Supplements

Irregular Supplements are:

1. On the one hand, those who do not meet the conditions set out in Article 41 of the Royal Decree or on the conditions referred to in the definition of "regular supplements" above. 2. And, on the other hand, Supplements meeting the definition of Regular Supplements when two ("2") Regular Supplements are already attached to a Periodical.

The distribution of Irregular Supplements attached to recognized Periodicals is accepted by bpost when these Supplements meet the following conditions:

1. They do not exceed the dimensions of the Periodical to which they are attached; their minimum dimensions are: 90 x 140 mm, and their maximum dimensions of: 297 x 210 x 15 mm, except derogation previously granted by bpost; the dimensions of the assembly (periodical + supplement (s)) are smaller than the maximum dimensions allowed (230mm x 350mm x 30mm - the "mold size"). 2. The unit weight of the Irregular Supplements does not exceed 250 g and the Periodical and Supplement(s) together do not weigh more than 2 kg. 3. Their maximum number is 2 per Periodical, unless previously agreed by bpost. 4. They are, except for derogation authorized by bpost, made up exclusively of paper. 5. They are suitably packaged for distribution, they are not likely to perish prior to their distribution and are neither liquid, nor edible, nor prohibited from carriage under the Terms and Conditions bpost's Offer of Services.

Supplements must be the same for all addressees and cannot be distributed separately from the publication.

The whole (publication + supplements) must include at least 30% of editorial articles of general information.

No more than 2 regular supplements can be added. Any additional supplement is considered as irregular.

Irregular supplements are subject to an additional charge.

1 Voir la réglementation postale sur www.bpost.be/site/fr/conditions.html.

January 2019 I Section 7 I Page 2 7. Addressed press

2. Dimensions, weight & thickness

Addressed press mail items must rigorously comply with each of the following criteria (except where otherwise expressly authorised in advance by bpost).

Publication Dimensions Maximum (width) 230 mm x (length) 350 mm x (thickness) 30 mm Weight Maximum 2 kg for the publication (any supplements included)

Regular supplements (max. 2) Supplements cannot, under any circumstances, exceed the weight, dimensions and number of pages of the newspaper or magazine to which they relate. Supplements must always be in the same packaging as the publication. Dimensions Maximum (width) 230 mm x (length) 350 mm x (thickness) 30 mm Weight Maximum 250 gr

Bundle Thickness Maximum 12 cm Weight Maximum 7 kg

Irregular supplements See conditions at point 1.2

3. Visual presentation of the mail items

3.1 Required notices

The following information must appear on the cover page of the mail item (or on a label glued to it) and be visible for bpost: • publication title • frequency (e.g.: quarterly, bimonthly, monthly, biweekly, weekly) except for newspapers (daily) • franking mark • date of publication and date of deposit at bpost or covered period (e.g.: April 2019 for monthly magazines - April/May/June 2019 or 2nd quarter 2019 for quarterly magazines) The name and address of the publisher’s Belgian registered office, or the latter's representative, must also appear either on the cover page or inside the publication. For foreign mail items, the details can be stated on the packaging or on the flyleaf.

Additional notices that must appear on the visible side (first cover page or flyleaf or packaging) for bpost: • any non-publication period1 • name of the deposit office2 • approval no. (P number) of the magazine

1 With due consideration for the maximum interval of three months between two deposits. 2 Deposit office: MassPost (Hyper)Center where the magazine must be deposited.

January 2019 I Section 7 I Page 3 7. Addressed press

3.2 Instructions on legible labelling

If the packaging or the shipment strip of your publication covers the following elements: • title • frequency • possibly the name of the deposit office they must then be repeated on the visible part of the front.

Example

Required notices Frequency Deposit office Antwerp X 1 time/week weekly April/May/June 2019 or 1 time/month monthly 2nd quarter 2019 2 times/month biweekly Quarterly or (possibly) 1 time/2 months bimonthly 16 April 2019 1 time/3 months quarterly February 2019 or Monthly 16 February 2019 February 2019 and (for example, Other frequencies appears every month 10 times/year) except in July and August

1 Did you know? Addressed magazines and newspapers recognised as such by bpost must preferably be franked under the P.P. (postage paid) system1.

3.3 Format, packaging and sealing of your mail items

Small Format: The characteristics of the Small Format (shape, dimensions, weight) are also applicable to periodic shipments. For more information, see Section 2 Addressed mail, Chapter Creation - Small Format.

Large Format: for more quality in the optimized processing of your shipments, we recommend you to respect the features of Large Format. Otherwise, these must respect at least the characteristics of Large+ Format. For more information, see Section 2 Addressed mail, Chapter Creation - Large Format or Creation - Large+ Format.

3.3.1 Mail items wrapped in plastic film

The recommandations for the specifications of Section 2 The Addressed mail, chapter on Creation - Large Format, point 6 apply to addressed magazines or newspapers wrapped in plastic film.

1 For more information on franking, consult section 1 Addressing and franking, chapter on Franking.

January 2019 I Section 7 I Page 4 7. Addressed press

Specifications for Large Format and Large+ items (form, dimensions, weight) pertain to the complete mail item, plastic film included.

3.3.2 Sealed with a self-adhesive strip or label

• Publications may be folded and sealed with a self-adhesive label. • Details of addressee, return address and the publication name must feature on the self-adhesive strip or label. • The address must be at least 15 mm from the edge of the shipment (see diagram Section 2 - Large Format 5.3.1).

Details of the recipient's address must be shown on the same side as the franking (front of the mail item).

3.3.3 Mail items without packaging (open mail items)

The recipient's address details must be printed: • on the publication or • on a label glued to the publication • at least 15 mm from the edge of the mail item (see illustration in section 2 Large format, point 5.3.1) The recommandations of specifications of Section 2 Addressed mail, chapter on Creation - Large Format, point 5.3 back cover apply to open addressed magazines or newspapers.

3.3.4 Mail items in envelopes

All of the obligatory notices and/or notices that must be visible to bpost (see point 3.1) always appear on the front of the envelope (the side where the recipient's address and the franking are located).

3.3.5 Addressing of addressed magazines or newspapers

The specifications of Section 1 in Chapter 1 Addressing apply in full for addressed magazines or newspapers. 1

Did you know? The Section 1 Addressing and franking methods and Section 2 Addressed letters - Large format - Creation of this Guide are fully applicable to your Large format addressed magazines. Following these rules guarantees the best quality of distribution. A video and a brochure with these simplified rules are also available on the website https://www.bpost.be/site/nl/verzenden/adressering/het-adres-en-het-periodiek.

January 2019 I Section 7 I Page 5 7. Addressed press

4. Mail item preparation

Depending on your preferences, your production process (and possibly your contract), you have the option of having your mail items presorted before they are deposited in containers or pallets in a MassPost (Hyper)Center.

Did you know? Filling a container: • Minimum 10 trays • Maximum 24 trays and 500 kg Filling a pallet: • Minimum 200 kg or 80 cm high • Maximum 700 kg or 160 cm high

Publications classified as Small Format (see Section 2 The Addressed mail, chapter on Creation - Small Format) are always deposited in blue trays (preferably: presorting by SortingPlan Small Format 78 directions).

1 Did you know? ANTWERP X Belgium has: GHENT X • 5 sorting centers (Antwerp X, Brussels X, Charleroi X, Ghent X BRUSSELS X and Liège X) • 18 sorting sectors (grouped by postal code)1 CHARLEROI X The 5 Belgian LIÈGE X • around 270 distribution offices. sorting centers

1 The General Annexes, point 4. January 2019 I Section 7 I Page 6 7. Addressed press

4.1 Overview of sorting options for mail items1

• No presorting. • Sorting by SortingPlan Small Format (78 directions). • Sorting by sector: sorting by postal code (in ascending order) and by sorting sector. • Sorting by distribution office (DO): sorting by sorting sector and by DO. • Sorting by Round and Sequence V2: by Large Format or Large+ sorting plan and by distribution office, by postal round in ascending order of sequences. • MailID option: for your Small, Large or Large+ Format mailings. More info, see section 2 chapter Mail ID technology.

Sorting by Sorting by Sorting by No sorting Sorting by DO Round and Sorting Plan sector Sequence V2 (Small Format) 1 or more 1,000 mail items 10,000 mail 10,000 mail 25,000 mail mail items or more items or more items or more items or more Addressed ✔ ✔ ✔ ✔ ✔ magazines

When presorting your mail items, you can work with overflow. For the overflow packaging rules, consult Section 2 The Addressed mail, chapter on Preparation of Your Mail Items - Packaging, point 6.

4.2 Unsorted mail items

An unsorted deposit means that mail items have not been presorted according to one of the bpost sorting methods (as outlined in this chapter).

4.2.1 Maximum and minimum volume per deposit

MassPost Center MassPost HyperCenter Between 1 and Addressed magazines Between 1 and … 20,000 mail items Addressed newspapers / Between 1 and …

Newspapers must never be deposited in a MassPost Center; they may only be deposited in a Hyper- Center

1 The list of distribution offices, postal codes and sorting sectors is available at www.bpost.be/masspost, tab 'Stap 4, Conditoning'.

January 2019 I Section 7 I Page 7 7. Addressed press

4.2.2 Packaging1 and labelling

All mail items should be packaged in trays. The trays are then placed in containers/on pallets. The use of cardboard boxes is exclusively reserved for foreign routers who do not have blue trays. The packaging rules are the same as those described below, with blue trays being replaced by the boxes. For labelling, see also Section 2 The Addressed mail, chapter on Preparation of Mail Items - Packaging, point 3.1.

In containers/pallets

Wrap the trays with the pallet in plastic film to prevent the trays from falling during transport.

Identifying mail items • for trays: a label • for containers: a sheet (format A4/A5) • for pallets: 2 sheets (A4 or A5): one sheet on one of the shorter sides of the pallet and one sheet on top of the pallet

Model label Model A4/A5

Name of the Information to be included Name of the Information to be included customer • customer's name (minimum font customer • customer's name (minimum font size: 36) size: 36) • unsorted (destination - minimum • unsorted (destination - minimum Unsorted font size: 36) Unsorted font size: 72) • mail item sorting option: unsorted • mail item sorting option: unsorted • label must specify: 'Addressed • label must specify: 'Addressed

Addressed magazines' Addressed magazines' Unsorted magazines Unsorted magazines

1 See also Section 2 Addressed mail, chapter on Preparation of Your Mail Items - Packaging.

January 2019 I Section 7 I Page 8 7. Addressed press

4.3 Mail items sorted by sorting sector

A deposit sorted by sorting sector consists of presorting the mail items by postal code (see point 4) and by sorting sector1. Applicable for upwards of 1,000 mail items.

• For deposits of fewer than 1,000 items, the sender must arrange mail items by sorting sector, based on postal codes (sequential sorting of the postal codes). • Between 1,000 and 10,000 items, addressed magazines and/or newspapers must be sorted by sorting sector, in ascending order of the postal codes in order to benefit from a reduced tariff. • The product sorted by sorting center must, preferably, be presented by postal codes arranged in ascending order.

4.3.1 Maximum and minimum volume per deposit

MassPost Center MassPost HyperCenter Between 1 Between 1 Addressed magazines and 10,000 mail items and 10,000 mail items Between 1 Addressed newspapers / and 10,000 mail items

Newspapers are never deposited in a MassPost Center, but rather in a HyperCenter.

1 The list of distribution offices, postcodes and sorting sectors is available at www.bpost.be/masspost, tab 'Step 4, Conditioning'.

January 2019 I Section 7 I Page 9 7. Addressed press

4.3.2 Packaging and labelling

The use of cardboard boxes is reserved exclusively for foreign customers who do not have blue trays. The packaging rules are the same as those described below, the blue trays being replaced by the boxes. For labelling, see also Addressed mail, chapter on Preparation of Mail Items - Packaging, point 3.1.

Blue trays placed on container/pallet (standard packaging)

1. By sorting sector

10-12 10-12

10-12 10-12 10-12 10-12

1 container per sector 1 pallet per sector (BXL X 10 – 12) (BXL X 10 – 12)

Wrap the trays with the pallet in plastic film to prevent the trays from falling during transport.

1 tray = 1 sector All mail items should be packaged in trays. Each tray contains only mail items for the same sorting sector. The trays are then placed in containers/on pallets that contain exclusively mail items intended for the same sorting sector. All mail items should be packaged in trays. If you don't have enough mail items to fill • one complete container (minimum 10 trays) per sorting sector • one complete pallet per sorting sector (minimum 200 kg or 80 cm high) you can add to it trays from other sectors intended for the same sorting center. (see next page)

Identification of the contents • for trays: a label • for containers: a sheet (label format tray/A4/A5) • for pallets: 2 sheets (A4/A5): one sheet on one of the shorter sides of the pallet and one sheet on top of the pallet Model label Model A4/A5

Name of the Deposit Information to be included Name of the Deposit Information to be included customer number • customer's name (minimum font customer number • customer's name (minimum font Sector number size: 36) size: 36) (E.g.: 10-12). PC xxxx to yyyy • deposit number or unique deposit Sector number • deposit number or unique deposit E.g.: 1000-1200 identifier (E.g.: 10-12). identifier PC xxxx to yyyy Sorting by • sector number + series of postal E.g.: 1000-1200 • sector number + series of postal sector + Addressed codes (destination - minimum font codes (destination - minimum font sorting by PC magazines Sorting by size: 36) sector + Addressed size: 72) • sorting option: sorting by Sorting sorting by PC magazines • sorting option: sorting by Sorting sector + sorting by Postal Code sector + sorting by Postal Code • label must specify: 'Addressed • label must specify: 'Addressed magazines' magazines'

January 2019 I Section 7 I Page 10 7. Addressed press

2. By sorting center

10-12

10-12 10-12 15-16 < 80 cm 10-12 15-16 10-12 10-12 OR 15-16 15-16 10-12 10-12 15-16 15-16 < 200 kg BXL X 10 – 12 1 pallet per sorting center BXL X 10 – 12 = several sectors (BXL X) 1 container per sorting center = several sectors (BXL X)

15-16 < 80 cm OR 15-16 15-16 15-16 < 200 kg

15-16 15-16 BXL X 15 – 16

BXL X 15 – 16 Wrap the trays with the pallet in plastic film to prevent the trays from falling during transport.

1 tray = 1 sector

A tray can only contain mail items from a single sorting sector. The container or the pallet can only contain mail items of sectors intended for the same sorting center.

Name of the Deposit Information to be included Name of the Deposit Information to be included customer number • customer's name (minimum font customer number • customer's name (minimum font Sector number size: 36) size: 36) (E.g.: 10-12). • deposit number or unique deposit • deposit number or unique deposit PC xxxx to yyyy E.g.: 1000-1200 identifier Name of the sorting identifier center Sorting by • sector number + series of postal • name of the sorting center (desti- sector + Addressed codes (destination - minimum font nation - minimum font size: 72) sorting by PC magazines Sorting by size: 36) sector + Addressed • sorting option: sorting by Sorting • sorting option: sorting by Sorting sorting by PC magazines sector + sorting by Postal Code sector + sorting by Postal Code • label must specify: 'Addressed • label must specify: 'Addressed magazines' magazines'

January 2019 I Section 7 I Page 11 7. Addressed press

3. Items labelled 'national'

10-12

< 80 cm 20-24 15-16 10-12 15-16 OR 10-12 15-16 < 200 kg 25-29 25-29 BXL X BXL X 10-12 1 national pallet = 15-16 15-29 several sorting centers

25-29 25-29

25-29 < 80 cm OR 1 national container = 20-24 25-29 25-29 < 200 kg several sorting centers 25-29 25-29 ANTWERP X

ANTWERP X Wrap the trays with the pallet in plastic film to prevent the trays from falling during transport.

1 tray = 1 sector

All mail items should be packaged in trays. If you don't have enough mail items to fill • one complete container (minimum 10 trays) per sorting center • one complete pallet (minimum 200 kg or 80 cm high) per sorting center, you can add to it trays from other sorting centers.

A tray can only contain mail items intended for a single sorting sector. The national container or the national pallet can contain mail items intended for several sorting centers.

Name of the Deposit Information to be included Name of the Deposit Information to be included customer number • customer's name (minimum font customer number • customer's name (minimum font size: 36) size: 36) Sector number (E.g.: 10-12). • deposit number or unique deposit • deposit number or unique deposit PC xxxx to yyyy identifier identifier E.g.: 1000-1200 National Sorting by • sector number + series of postal • label must specify 'National' (desti- sector + Addressed codes (destination - minimum font nation - minimum font size: 72) sorting by PC magazines Sorting by size: 36) sector + Addressed • sorting option: sorting by Sorting • sorting option: sorting by Sorting sorting by PC magazines sector + sorting by Postal Code sector + sorting by Postal Code • label must specify: 'Addressed • label must specify: 'Addressed magazines' magazines'

January 2019 I Section 7 I Page 12 7. Addressed press

4. In containers with overflow trays/on pallets with overflow trays

PC1000 PC3000 PC1000 PC3000

PC1000 PC1000 PC3300 PC3400

E.g.: 1 container per sorting center = E.g.: 1 pallet per sorting center = several series of postal codes + overflow tray(s) several series of postal codes + overflow tray(s)

or or

1 overflow container 1 overflow pallet

Wrap the trays with the pallet in plastic film to prevent the trays from falling during transport.

1 tray = 1 series of postal codes OR 1 tray = overflow If after sorting, you still have mail items that you cannot package in complete trays (per sorting sector) due to insufficient volume, you can make overflow trays.

For the identification of containers, pallets and overflow trays, please refer to Section 2 Addressed mail, chapter on Preparation of Your Mail Items - Packaging, point 4.

Model label tray Model A4/A5 container/pallet Model A4/A5 overflow containing overflow container/pallet

Name of the Deposit Name of the Deposit Name of the Deposit customer number customer number customer number

Sorting center Overflow (e.g. BXL X) Overflow Contains overflow trays Addressed Overflow magazines Sorting by sector + Addressed Addressed sorting by PC magazines Overflow magazines

January 2019 I Section 7 I Page 13 7. Addressed press

4.4 Mail items sorted by sorting sector and by distribution office

For more than 10,000 mail items, the newspapers or addressed magazines must be sorted by distribution office (DO). Sorting by distribution office corresponds to sorting the mail items by sorting sector and by distribution office1.

A distribution office is a physical place from which postal delivery workers leave to make their rounds. Each distribution office covers one or more postal codes.

4.4.1 Maximum and minimum volume per deposit

MassPost Center MassPost HyperCenter Addressed magazines 10,000 > 20,000 10,000 > … Addressed newspapers / 10,000 > …

Newspapers must never be deposited in a MassPost Center; they may only be deposited in a HyperCenter.

1 The list of distribution offices, postcodes and sorting sectors is available at www.bpost.be/masspost, tab 'Step 4, Conditioning and pre-sorting'.

January 2019 I Section 7 I Page 14 7. Addressed press

4.4.2 Packaging1 and labelling

The use of cardboard boxes is exclusively reserved for foreign customers who do not have blue trays. The packaging rules are the same as those described below, the blue trays being replaced by the boxes. For labelling, see also Section 2 Addressed mail, chapter on Preparation of Mail Items - Packaging, point 3.1.

Direct trays placed on container/pallet (standard packaging)

1. By distribution office

PC1020 PC1020

PC1020 PC1020 PC1020 PC1020

1 container 1 pallet = 1 distribution office = 1 distribution office Laeken Mail (Laeken Mail)

Wrap the trays with the pallet in plastic film to prevent the trays from falling during transport.

1 direct tray = 1 distribution office

All mail items should be packaged in direct trays (trays containing only mail items intended for a single DO). The trays are then placed in containers/on pallets that contain exclusively mail items intended for the same distribution office (DO). If you have insufficient mail items for filling • one full container (minimum 10 trays) per distribution office • one full pallet (minimum 200 kg or 80 cm high) per distribution office you may add containers from other distribution offices of the same sorting sector (see next page point 2 'By sorting sector').

Name of the Deposit Information to be included Name of the Deposit Information to be included customer number • customer's name (minimum font customer number • customer's name (minimum font size: 36) size: 36) Postal code of the DO • deposit number or unique deposit • deposit number or unique deposit (E.g.: 1020) identifier Postal code of the DO identifier (E.g.: 1020) • postal code of the distribution • postal code of the distribution Sorting Addressed office (destination - minimum font office (destination - minimum font by DO magazines size: 36) Sorting Addressed size: 72) • sorting option: sorting by distribu- by DO magazines • sorting option: sorting by distribution office tion office • label must specify: 'Addressed • label must specify: 'Addressed magazines' magazines'

1 See also Section 2 Addressed mail, Chapter on Preparation of Your Mail Items - Packaging.

January 2019 I Section 7 I Page 15 7. Addressed press

2. By sorting sector

< 80 cm PC1000 PC1000 OR < 200 kg CP1000 Brussels Mail PC1000 PC1000 CP1000 CP1030 PC1030 CP1030 CP1030 Brussels Mail PC1030 PC1030

PC1000 PC1000 PC1030 < 80 cm 1 pallet per sorting center = several OR distribution offices (BXL X 10 - 12) PC1030 PC1030 < 200 kg 1 container per sorting sector = several offices (BXL X 10 – 12) Schaerbeek Mail PC1030

PC1030 PC1030

Schaerbeek Mail Wrap the trays with the pallet in plastic film to prevent the trays from falling during transport. 1 direct tray = 1 distribution office

All mail items should be packaged in direct trays (trays containing only mail items intended for a single DO). If you don't have enough mail items to fill • one complete container (minimum 10 trays) per sorting sector • one complete pallet (minimum 200 kg or 80 cm high) per sorting sector you can add to it trays from other distribution offices of the same sorting center (see next page).

A direct tray can only contain mail items from a single distribution office. The container or the pallet can only contain mail items from distribution offices of the same sorting sector.

Name of the Deposit Information to be included Name of the Deposit Information to be included customer number • customer's name (minimum font customer number • customer's name (minimum font size: 36) size: 36) Postal code of the DO • deposit number or unique deposit Name of the sorting • deposit number or unique deposit (E.g.: 1000) identifier center (E.g.: Brussels X) identifier Sector number • postal code of the distribution (E.g.: 10 - 12) • name of the sorting center + sector Sorting Addressed office (destination - minimum font number (destination - minimum by DO magazines size: 36) Sorting Addressed font size: 72) • sorting option: sorting by distribu- by DO magazines • sorting option: sorting by distribution office tion office • label must specify: 'Addressed • label must specify: 'Addressed magazines' magazines'

January 2019 I Section 7 I Page 16 7. Addressed press

3. By sorting center

< 80 cm PC1030 PC1180 OR < 200 kg PC1030 BXL X 10 – 12 PC1030 PC1180 PC1500 PC1030

PC1180 PC1600 PC1600 BXL X 10 – 12 PC1030 PC1500 1 pallet per sorting center PC1500 PC1600 PC1600 < 80 cm = several sectors (BXL X) OR PC1500 PC1600 < 200 kg 1 container per sorting center

PC1500 = several sectors (BXL X) BXL X 15 – 16

PC1500 CP1600 Wrap the trays with the pallet BXL X 15 – 16 in plastic film to prevent the trays from falling during transport.

1 direct tray = 1 distribution office

All mail items should be packaged in direct trays (trays containing only mail items intended for a single DO). If, after sorting, there are mail items left that you cannot condition in complete containers (by distribution office) because there are too few of them, you can compose overflow trays (see next point 4).

A direct tray can only contain mail items from a single distribution office. The container or the pallet can contain mail items for different distribution offices of the same sorting center.

Model label Model A4/A5

Name of the Deposit Information to be included Name of the Deposit Information to be included customer number • customer's name (minimum font customer number • customer's name (minimum font size: 36) size: 36) Postal Code of the DO • deposit number or unique deposit Sorting center • deposit number or unique deposit (E.g.: 1000) identifier (E.g.: BXL X) identifier Sorting sector number • postal code of the distribution (E.g.: 10-12 & 15-16) • name of the sorting center + num- Sorting Addressed office (destination - minimum font ber of sorting sector (destination - by DO magazines size: 36) Sorting Addressed minimum font size: 72) • sorting option: sorting by distribu- by DO magazines • sorting option: sorting by distribution office tion office • label must specify: 'Addressed • label must specify: 'Addressed magazines' magazines'

January 2019 I Section 7 I Page 17 7. Addressed press

4. In containers with overflow trays/on pallets with overflow trays

PC1000 PC1000 PC1000 PC1000

PC1000 PC1030 PC1000 PC1030

E.g.: 1 container per sorting sector E.g.: 1 pallet by sorting sector = several distribution offices + overflow tray(s) = several distribution offices + overflow tray(s) or or

1 overflow container 1 overflow pallet

Wrap the trays with the pallet in plastic film to prevent the trays from falling during transport.

1 tray = 1 distribution office OR 1 tray = overflow

For the identification of the containers, pallets and overflow trays, please refer to Section 2 Addressed mail, chapter on Preparation of your Mail Items - Packaging, point 4.

Model label tray Model A4/A5 container/pallet Model A4/A5 overflow containing overflow container/pallet

Name of the Deposit Name of the Deposit Name of the Deposit customer number customer number customer number

Sorting center Overflow (e.g. BXL X) Overflow Contains overflow trays Addressed Overflow magazines Sorting by sector + Addressed Addressed sorting by PC magazines Overflow magazines

January 2019 I Section 7 I Page 18 7. Addressed press

Direct bundles on Restmail container/pallet (alternative)

Did you know? Filling of a Restmail container = minimum 200 kg or one-half of the container A bundle = several packages of mail items = minimum 3 cm high and maximum 7 kg

Find the information on preparing bundles (bundling) in Section 2 Addressed mail, Preparation of Your Mail Items - Packaging, point 1.2.1.

1. By distribution office

PC1000 PC1000

PC1000 PC1000 PC1000 PC1000

PC1000 PC1000 OR PC1000 PC1000

1 container per distribution 1 pallet per distribution office BXL Mail office BXL Mail

Wrap the trays with the pallet 1 direct bundle in plastic film to prevent the trays = 1 distribution office from falling during transport.

All mail items are packaged in direct bundles. Each bundle contains only mail items for a single distribution office. The bundles are then deposited in Restmail containers/on pallets containing exclusively mail items for a single distribution office. If you have insufficient mail items for filling • one full Restmail container (minimum 200 kg or half the container) per distribution office • one full pallet (minimum 200 kg or 80 cm high) per distribution office then you may add bundles from other distribution offices of the same sorting sector (see next page '2. By sorting sector').

Identification of the mail item • for Restmail containers: one sheet (A4/A5) • for pallets: 2 sheets (format A4/A5): one sheet on one of the shorter sides of the pallet and one sheet on top of the pallet

Model A4/A5

Name of the Deposit Information to be included customer number • customer's name (minimum font size: 36) • postal code of the DO (destination Postal Code of the DO - minimum font size: 72) (E.g.: 1000) • sorting option: sorting by DO • label must specify: 'Addressed Sorting Addressed magazines' by DO magazines

January 2019 I Section 7 I Page 19 7. Addressed press

2. By sorting sector

PC1030 PC1030

PC1030 PC1030 PC1030 PC1030 < 80 cm PC1000 PC1000 PC1000 PC1000 PC1000 PC1000 PC1000 PC1000 OR < 200 kg BXL Mail 1 container per sector BXL Mail 1 pallet per sector = several postal codes (BXL X 10 – 12) (BXL X 10 – 12) OR

PC1030 < 80 cm PC1030 PC1030 PC1030 OR PC1030 PC1030 1 direct bundle < 200 kg = 1 distribution office Wrap the trays with the pallet Schaerbeek Mail in plastic film to prevent the trays Schaerbeek Mail from falling during transport.

All of the mail items are packaged in direct bundles (bundles containing only mail items intended for a single DO).

If you don't have enough mail items to fill • one complete Restmail container (minimum 200 kg or one-half of the container) per sorting sector • one complete pallet (minimum 200 kg or 80 cm high) per sorting sector you can add to it bundles from other distribution offices of the same sorting center (see next page point 3).

A direct bundle can only contain mail items of a single distribution office. The Restmail container or the pallet can only contain mail items from distribution offices of the same sorting sector.

Identification of the mail item • for Restmail containers: one sheet (A4/A5) • for pallets: 2 sheets (A4/A5): one sheet on one of the shorter sides of the pallet and one sheet on top of the pallet

Model A4/A5

Name of the Deposit Information to be included customer number • customer's name (minimum font size: 36) • sector no. (destination - minimum Sector number (E.g.: font size: 72) 10 – 12) • mail item sorting option: sorting by DO • label must specify: 'Addressed Sorting Addressed by DO magazines magazines'

January 2019 I Section 7 I Page 20 7. Addressed press

3. By sorting center

PC1000 PC1030

PC1000 PC1500 PC1030 PC1030 < 80 cm PC1000 PC1000 PC1500 PC1500 PC1000 PC1000 PC1000 PC1000 OR < 200 kg BXL 10 – 12 1 container per sorting center BXL 10 – 12 1 pallet per sorting center (BXL X) (BXL X) OR

PC1500 < 80 cm PC1500 PC1500 PC1500 OR PC1500 PC1500 1 direct bundle < 200 kg = 1 distribution office Wrap the trays with the pallet BXL 15 – 16 in plastic film to prevent the trays BXL 15 – 16 from falling during transport.

All of the mail items are packaged in direct bundles (bundles containing only mail items intended for a single DO). If, after sorting, there are still mail items that you cannot condition in direct bundles (by distribution office) because there are too few of them, you can compose overflow trays (see next page point 4).

A direct bundle can only contain mail items of a single distribution office. The Restmail container or the pallet can only contain mail items of distribution offices of the same sorting center.

Identification of the mail item • for the bundles: separated per sector by a divider (cardboard or paper) having the size of the surface of the Restmail container or of the pallet with the following criteria: • code for the sorting indication: sector (E.g.: 10 – 12) and distribution office (postal code, E.g.: 1000) • sorting of the product: sorting by distribution office • for Restmail containers: one sheet (A4/A5) • for pallets: 2 sheets (A4/A5): one sheet on one of the shorter sides of the pallet and one sheet on top of the pallet Model A4/A5

Name of the Deposit Information to be included customer number • customer's name (minimum font size: 36) Sorting center • sorting center (destination - mini- (E.g.: BXL X) mum font size: 72) Sorting sector number (E.g.: 10 -12) • sorting option: sorting by DO • label must specify: 'Addressed Sorting Addressed magazines' by DO magazines

January 2019 I Section 7 I Page 21 7. Addressed press

4. In Restmail containers / on pallets with overflow trays

PC1000 PC1000

PC1030 PC1030

E.g.: 1 container per sorting 1 overflow tray center = several distribution offices + overflow tray(s)

or or

PC1000 PC1000

PC1030 PC1030

E.g.: 1 pallet per sorting center 1 overflow pallet = several distribution offices + overflow tray(s)

Wrap the trays with the pallet in plastic film to prevent the trays from falling during transport.

1 tray = 1 distribution office OR 1 tray = overflow

After sorting, if you still have mail items that you cannot package in direct bundles (per distribution office) due to insufficient volume, you can make overflow trays. These trays must • be placed on the pallet / in the container of the sorting center above the sorted mail items. They must also be clearly identified by a red label), OR • be placed on a pallet / in a container composed only by overflow trays (with a specific identification as overflow)

For the identification of the containers, pallets and Overflow trays, please refer to section 2 Addressed mail, Preparation of your mail items - Packaging, point 4.

Model label tray Model A4/A5 container/pallet Model A4/A5 overflow containing overflow container/pallet

Name of the Deposit Name of the Deposit Name of the Deposit customer number customer number customer number

Overflow Sorting center (e.g. BXL X) Contains overflow Overflow trays Addressed Sorting Overflow magazines by sector + sorting Addressed Addressed by PC magazines Overflow magazines

January 2019 I Section 7 I Page 22 7. Addressed press

4.5 Mail items sorted by Round and sequence V2

For more information on this type of sorting, consult Section 2 Addressed mail, chapter on Preparation of Your Mail Items - Sorting Options, point 5.

5. Deposit and delivery of mail items

• Addressed press is deposited at MassPost (Hyper)Center1 counters: • either during the relevant period • or at the latest on the publication date indicated • Deposits must always include: • a deposit2 statement in duplicate (one for the customer and one for the MassPost (Hyper)Center) • two specimens of the publication • The publisher is responsible for the deposit of its publications. 5.1 Addressed newspapers

The conditions for the deposit and distribution of newspapers are subject to the conditions of the contract (concession) concluded between the publisher and bpost. For more information, call the Service Center at 02 201 11 11.

5.2 Magazines

Deposit • Before 4 pm (MassPost Center)3 • Before 5 pm (MassPost HyperCenter)

Delivery period • Weekly magazines: D+1 • Magazines other than weekly: D+2

If the depositor or the publisher does not comply with the deposit deadlines and/or the packaging rules, it will not be possible to guarantee these delivery periods to the addressees.

1 With due consideration for the maximum interval of three months between two deposits for magazines. 2 See General Annexes, Notes. 3 Some MassPost Centers are subject to specific time constraints. Therefore, make sure to always consult this page at http://www.bpost2.be/locations/business/fr/both.php for the latest updates.

January 2019 I Section 7 I Page 23 7. Addressed press

6. Annex: checklist

Belgian Periodical E.U Periodical Dimensions & Weight Maximum Dimension 230mmX350mmX30mm ✔ ✔ Pliable if maximum dimensions reached ✔ ✔ Weight < 2 Kg ✔ ✔ Contents Minimum 30% editorial articles mandatory ✔ ✔ Authorized ads (1) (1) Required information on the 1st cover page or on the packaging or on the cover sheet Titel ✔ ✔ Periodicity ✔ (2) Covered period or date of issue ✔ (2) Deposit office ✔ (3) Approval number (blocking if absent) ✔ (3) Required Mention (not mandatory on the cover) Responsible Publisher (physical name and address of the registered ✔ (3) office in Belgium) Supplements Number of regular supplements (maximum two) Number of irregular supplements at 0,027 € Number of irregular supplements (gadgets) at 0,054 € (1) No ads or minimum 3 different advertisers (publisher or printer excluded) (2) For publications issued from the U.E, this mention may appear on the internal pages (3) For publications issued from the U.E, name and address of the representative in Belgium and this mention may appear on the address sheet, envelope or packaging

January 2019 I Section 7 I Page 24 8. Press to be addressed (PostAbo) Contents 8. Press to be addressed (PostAbo)

Table of contents

1. Definition and conditions ...... 1

1.1 The supplements ...... 1

2. Dimensions, weights & thicknesses ...... 2

3. Visual presentation of the mail items ...... 2

4. Preparation of mail items ...... 2

4.1 PostAbo sorted by sorting sector and by distribution office (DO) ...... 3

4.1.1 Maximum and minimum volume per deposit ...... 3

4.1.2 Exceptional case: mechanised addressing ...... 4

5. Deposit and distribution of mail items ...... 4 8. Press to be addressed (PostAbo)

Press to be addressed (Postal Subscription or PostAbo)

1. Definition and conditions

‘PostAbo’ designates the periodicals described in the Royal Decree of 24 April 20141, which are: • addressed by bpost on the basis of the publisher’s supplied customer list2 and dispatched by bpost to the delivery address along with standard mail • deposited at the MassPost (Hyper)Center by the publisher • unaddressed and unfranked by the publisher

The PostAbo also applies to (daily) newspapers, but their deposit forms the object of a separate distribution circuit and is not dealt with in this chapter.

Mail items are distributed with the standard mail, in principle on D+1 for weekly publications and on D+2 for others. ´D´ being the actual date of deposit of the mail items, and subject to fulfilment of all of the other conditions defined in this chapter or in the SUMO application user manual.

The SUMO application must be used for PostAbo3.

4 Did you know? To be considered a PostAbo, your publication must comply with all of the above conditions and correspond to the definition included in the postal regulations, as well as the general terms and conditions of bpost4.

1.1 The supplements

See previous section 7 ‘Addressed press’ − 1.1 The supplements.

1 The R.D may be consulted via http://www.ibpt.be/public/files/fr/21341/KB_AR_24-04-14.pdf (FR or NL only). 2 Sending via the SUMO online application (Subscription Management), application shared by the publishers of newspapers and periodicals and by the bpost offices. 3 The SUMO user conditions are available on request from the bpost Service Center ([email protected]). 4 See the postal regulations and the General Terms and Conditions for Periodicals at www.bpost.be.

January 2019 I Section 8 I Page 1 8. Press to be addressed (PostAbo)

2. Dimensions, weight & thickness

See previous section 7 ‘Addressed press’ − 2. Dimensions, weight & thickness.

3. Visual presentation of the mail items

See previous section 7 ‘Addressed press’ − 3. Visual presentation of the mail items.

For items to be sent by bpost In addition to the specifications given in section 7, it is necessary to reserve on your items an area intended for the affixing of the label containing the address of the recipient and the indexing code of the sorting machine. Please ensure the position of this area according to the binding of the sending AND (in case of a folded newspaper) of the folding area.

Layout Periodicals or Newspaper PostAbo Position in which mail items are feeded in the machine

Binding (if folded newspaper)

140 mm

111 mm 23 mm

35 mm 19 mm 4 mm label for addressing and indexation (removable) 11 mm zone to reserve for the affixing of the label

BINDING (folding in case of newspaper)

Fastenings that might injure bpost staff or damage other mail items (staples (except those used for the binding), paperclips, metal eyes, etc.) are not permitted.

4. Preparation of mail items

Did you know? ANTWERP X Belgium has: GHENT X • 5 sorting centers (Antwerp X, Brussels X, Charleroi X, Ghent X BRUSSELS X and Liège X) • 18 sorting sectors (grouped by postal code)1 CHARLEROI X LIÈGE X • around 270 distribution offices. The 5 Belgian sorting centers

January 2019 I Section 8 I Page 2 8. Press to be addressed (PostAbo)

1 2 3

PostAbo´s must be sorted by sector1 and by distribution office2 unless all your mail items are me- chanically addressed3. Each package must be provided with an A4-sized cover page (or one that covers the mailed item) which must necessarily include the following: • title of the publication and edition • mention ´PostAbo´ or ´Postal Subscription´ • the postal code and the name of the distribution office (do not mention the address!) • the number of copies contained in the bundle • the total number of copies to be distributed by the distribution office involved • the number of the bundle/tray and the total number of bundles/trays anticipated for the distribution office involved

Example of cover page

Title of the publication PostAbo Publication edition

Postal code + name of the distribution office

Number of Bundle number Total number copies in the / total number of copies bundle of bundles

If your publication includes several editions, they must be delivered separately.

4.1 PostAbo sorted by sorting sector and by distribution office (DO)

A DO corresponds to a group of postal codes1.

4.1.1 Maximum and minimum volume per deposit

MassPost Center MassPost (Hyper)Center PostAbo 20,000 mail items maximum Min. 1

Please refer to point 4.4 of the Addressed Press section for the packaging and labelling.

1 See the General Annex ´List of sectors´. 2 See ´List of distribution offices´ on www.bpost.be/masspost. 3 bpost will keep you informed if applicable. 4 See the ´List of postal codes´ on www.bpost.be/masspost.

January 2019 I Section 8 I Page 3 8. Press to be addressed (PostAbo)

4.1.2 Exceptional case: mechanised addressing

• Delivery of standard bundles (´bulk´) preferably on pallets (or possibly in containers). No use of blue trays. • Please deliver an additional 2% quantity of the publications in order to be able to deal with any potential failure of the addressing machine.

The early deposit of your mail items is possible, with bpost’s approval.

5. Deposit and distribution of mail items

Before depositing the mail items, the publisher must have completed the publication calendar in the SUMO application. The encoding in the publication calendar must be done at least 5 working days prior to the deposit of the mail items in a MassPost (Hyper)Center.

• PostAbo publications are deposited at the counter of a MassPost (Hyper)Center on the day indicated in the publication calendar in SUMO. • The deposit is always accompanied: • by 2 copies of the SUMO deposit statement • by 2 specimens of the publication • The publisher shall be responsible for the deposit of its publications.

Deposit • Before 16:00 (MassPost Center)1 • Before 17:00 (MassPost HyperCenter)

Distribution period • Weekly periodicals: D+1 • Periodicals other than weekly: D+2

If the depositor or publisher fails to comply with deposit deadlines and/or the conditions contained in this chapter or in the SUMO manual, it will not be possible to guarantee these periods for distribution to the addressees.

1 Some MassPost Centers are subject to specific time constraints. Therefore, make sure to always consult this page at http://www.bpost2.be/locations/business/fr/both.php for the latest updates.

January 2019 I Section 8 I Page 4