Pitney Bowes DM100i Series User manual

Reference Manual
Using USPS®Confirmation Services
with Digital Mailing Systems
DM100i, DM125, DM225, DM200L, DM300c, DM400c, DM450c,
DM475, DP100i, DP200L, DP300C, DP400C, DP450C, DP475

SV61156 Rev. F
June 2011
©2004, 2010, 2011 Pitney Bowes Inc.
All rights reserved. This book may not be reproduced in whole or in part in any fashion
or stored in a retrieval system of any type or transmitted by any means, electronically or
mechanically, without the express, written permission of Pitney Bowes.
We have made every reasonable effort to ensure the accuracy and usefulness of this manual;
however, we cannot assume responsibility for errors or omissions or liability for the misuse or
misapplication of our products.
Due to our continuing program of product improvement, equipment and material
specifications as well as performance features are subject to change without notice. Your
mailing system may not have some of the features described in this book. Some features are
optional and furnished at extra cost.
DM100i, DM200L, DM125, DM225, DM300c, DM400c, DM450c, DM475 and IntelliLink are
trademarks and Postage By Phone is a registered trademark of Pitney Bowes Inc. SECAP
is a trademark of SECAP, Inc. USPS and ZIP Code are registered trademarks and Certified
Mail, Signature Confirmation and Delivery Confirmation are trademarks of the United States
Postal Service.

USING USPS®
CONFIRMATION
SERVICES
1. INTRODUCTION..................................................2
2. ABOUT USPS CONFIRMATION SERVICES..............3
3. USING CONFIRMATION SERVICES—AN OVERVIEW...8
4. STEP-BY-STEP INSTRUCTIONS .......................... 11
5. ABOUT LABELS ...............................................22
6. TRACKING MAIL ON THE INTERNET .....................24
7. FREQUENTLY ASKED QUESTIONS .......................26

Digital Mailing Systems
2SV61156 Rev. F
About this Book
You should be thoroughly familiar with the operation of your
mailing system. Please refer to the operating guides fur-
nished with your equipment for complete instructions. You
should also be familiar with the special services offered
by the United States Postal Service®(USPS). This book
provides general information about available confirmation
services. For the most current information, visit the Postal
Service’s web site at: www.usps.com
This book explains how to use your mailing system to take
full advantage of USPS®confirmation services. It explains
what these services are and how to use them.
This book provides instructions for using confirmation ser-
vices with these mailing systems:
• DM100i, DM125, DM200L, DM225, DM300c, DM400c,
DM450c, and DM475.
• DP100i, DP200L, DP300C, DP400C, DP450C, DP475.
Equipment
Covered
What You Should
Know
How to Use this
Book
1. Introduction
Please take a few minutes to read through this manual and
familiarize yourself with the benefits of using your mailing
system as a gateway to the special electronic services of-
fered by the United States Postal Service.
• Section 2 describes these services in detail;
• Section 3 provides quick instructions for using confir-
mation services;
• Section 4 has step-by-step instructions for all mailing
systems;
• Section 5 explains how to apply and order labels;
• Section 6 tells you how to track your mail using the In-
ternet; and
• Section 7 has helpful answers to a number of frequent-
ly asked questions.
The USPS offers several services to confirm delivery of
your mail piece. Among these are Delivery Confirmation™,
Signature Confirmation™, and Certified Mail™.

Using USPS®Confirmation Services
SV61156 Rev. F 3
Delivery Confirmation allows you to verify the date and time
of delivery of your mail pieces or, if the delivery was unsuc-
cessful, the date and time of the delivery attempt.
The service is currently available for First Class Mail par-
cels, Priority Mail parcels, Standard Mail parcels and Pack-
age Services parcels, which include Parcel Post, Library
Mail, Media Mail, and Bound Printed Matter.
You may combine Delivery Confirmation with other services
such as COD, insured mail, Registered Mail™,Return Re-
ceipt for Merchandise, or special handling. Delivery Confir-
mation may be combined with restricted delivery or return
receipt, if purchased with either insurance for more than
$200, COD, or Registered Mail service.
There is no charge for Delivery Confirmation when you ship
by Priority Mail and provide an electronic file to the Postal
Service.
The USPS also offers a signature proof of delivery ser-
vice—Signature Confirmation. This provides mailers with
the first initial and last name of the recipient, along with the
date, time and delivery ZIP Code.
This service is currently available for First Class Mail par-
cels, Priority Mail, and Package Services parcels which
include Parcel Post, Library Mail, Media Mail, and Bound
Printed Matter.
For security purposes, digital signatures are not publicly
displayed on the web site. You can get actual signatures
from the USPS by fax, mail, or email.
This service meets the needs of mailers who require a
signature for high-value shipments or who are specifically
concerned with avoiding fraud.
2. About USPS Confirmation Services
Delivery
Confirmation—
Green Label
Signature
Confirmation—
Pink Label

Digital Mailing Systems
4SV61156 Rev. F
Certified Mail is a service offered by the USPS for a fee in
addition to postage, and may be combined with restricted
delivery and return receipt. This service is available for
Priority Mail and First Class Mail. Certified Mail provides a
delivery record that the Postal Service keeps for two years.
You can view the Certified Mail delivery record on the Track
and Confirm website at usps.com (see Section 6).
If you want hardcopy receipts or wish to specify restricted
delivery of your Certified Mail, there are options available
at your local Post Office (all at extra cost, payable to the
USPS). These are described below.
Return Receipts
Return receipt postcards are available from your local Post
Office.
When you buy the return receipt postcard, sending a mail
piece by Certified Mail assures that you have legal proof of
receipt of the communication. The Postal Service sends the
green return receipt postcard back to you, the sender. This
is a very useful tool for collecting funds, recovering checks
and making legal notifications. A return receipt for Certified
Mail serves as a legal document proving the date and time
when the recipient took possession of the mail piece.
2. About USPS Confirmation Services
Certified Mail—
Dark Hunter
Green Label
Signature
Confirmation—
Pink Label (cont.)
You may combine Signature Confirmation with COD In-
sured mail, Registered Mail, and special handling. It may
also be combined with restricted delivery if purchased with
insurance for more than $220, COD, or Registered Mail
service. This is an additional cost for Signature Confirma-
tion service.
As an add-on service to Delivery Confirmation, there is an
additional cost. When you upload (send) the transaction
using your mailing system, the additional cost is slightly
lower than if your local Post Office handles the transaction.

Using USPS®Confirmation Services
SV61156 Rev. F 5
2. About USPS Confirmation Services
If you decide you want a return receipt after you’ve mailed
your Certified Mail piece, go to your local Post Office and
ask for this service. The Post Office will give you a scanned
image of the recipient’s signature, along with the date of
delivery. Be sure to provide the 22-digit barcode used on
the mail piece. There is a fee for this service.
Restricted Delivery
You also have the option of requesting Restricted Delivery
of your Certified Mail piece. This assures that only the spe-
cific person you sent the mail piece to can receive and sign
for it.
Certified Mail and Options
The Postal Service charges additional fees for the follow-
ing:
• Certified Mail
• Return Receipt Requested at Time of Mailing
Shows to whom the piece was delivered, the original
signature, date of delivery, and recipient's address, if
different.
• Restricted Delivery
Only allows a specific person to receive and sign for
the mail piece.
• Return Receipt Requested after Mailing
Shows to whom the piece was delivered, scanned
signature, date of delivery, and delivery address.
For current fees, go to www.usps.com/prices or ask your
postal representative.
HINT: Contact your
local Post Office or
www.usps.com for
conditions and fees
associated with Certi-
fied Mail options.
Certified Mail—
Dark Hunter
Green Label
(cont.)

Digital Mailing Systems
6SV61156 Rev. F
2. About USPS Confirmation Services
USPS Forms Obtaining a Mailer ID (MID) from USPS for
Electronic Return Receipt (ERR)
Meters that use an ERR (Electronic Return Receipt) fea-
ture must be programed with a MID number in order for the
mailer to receive e-receipt files from the USPS.
Before October 2010, the MID was requested from the
USPS via the 5053/5051 postal forms that were filled out
and faxed to the USPS. Now, an MID must be obtained
from the USPS via an online tool before the 5053/5051
forms are filled out and faxed to the USPS. The online tool
provides a new MID immediately, avoiding the up-to-72-
hours processing time it took previously.
Once this process is completed, the mailer can obtain ERR
signature files on My Account at www.pb.com.
To obtain a mailer ID (MID) from the USPS:
1. Go to www.usps.com
2. Select the Business Customer Gateway located on
the bottom right hand corner of the web page.
3. If you haven’t already, register as a new user to gain
access to the Business Customer Gateway.
4. Select the "Mailer ID" link to obtain a MID.
5. Enter the Mailer ID (MID) on USPS Form 5053 and/or
5051 (see next page) and fax to the USPS for recording.
6. Provide the Mailer ID (MID) to the Pitney Bowes Cus-
tomer Service Representative upon system installation.
Form 5052, Printer Certification Submission
Customers who wish to complete print their own Delivery or
Signature Confirmation labels must complete this form.

Using USPS®Confirmation Services
SV61156 Rev. F 7
PS Form 5051, Confirmation Services — Electronic
Option Application
This is an administrative application used to establish mail-
ers in the confirmation services database. This form is
required of any customer who wishes to use Delivery Con-
firmation, Signature Confirmation or Certified Mail. Mailers
applying to use these services complete the application
and fax it to the number provided on the form or mail the
form to the address listed. A key element of the application
is the Mailer ID (MID) number for the company applying.
Form 5053, Bulk Proof of Delivery Application
Customers use this form to register for the Certified Elec-
tronic Return Receipt (ERR) service. Customers must
enter their 9-digit Mailer ID (MID) provided to them from
the USPS online tool (see previous page). This same MID
must also be entered into their postage meter to complete
the process.
Form 1357-S, Request for Computer Access
This is required only for those customers who wish to re-
ceive daily detail extract files from the USPS 16 times a
day. Such customers can update their own systems with
this tracking data.
IMPORTANT! The application process cannot be completed
without Forms 5053 and 1357.
PS Form 109, Application to Print Special Services
Barcoded Forms/Labels
This form allows the USPS to verify your Mailer ID (MID)
number and check that your barcode printing software is
certified. This is for customers who want to print their own
certified labels. This form is required in addition to PS Form
5051.
2. About USPS Confirmation Services
USPS Forms

Digital Mailing Systems
8SV61156 Rev. F
How USPS
Confirmation
Services Work
The diagrams on the next two pages show the confirmation
services process.
You begin by applying a preprinted barcode label unique to
the specific service you desire. The barcode in each label
includes a unique Package Identification Code (PIC).
To process a mail piece, select the service and class of
mail you want, then enter the destination ZIP Code and
barcode number using your control panel’s numeric key-
pad. Your mailing system stores a confirmation data record
for each piece of mail you process. It also prints the correct
postage on a tape strip or directly on your envelope, then
prompts you for the next barcode.
Your mailing system sends confirmation records to the
Data Center when you’ve finished processing, or when
you've processed the maximum number of pieces it can
store. Your mailing system also prints a receipt for each
transaction.
You can drop the mail off anywhere mail is accepted.
Using the Delivery Tracking System on our web site, you
can verify delivery of individual items at:
www.pb.com
See section 7. Tracking Mail on the Internet for more infor-
mation.
For complete description of confirmation services, see
USPS publication 91 available at:
www.usps.com
3. Using Confirmation Services—an Overview
HINT: When you use
Delivery or Signature
confirmation services
with your mailing sys-
tem and send barcodes
electronically, you get a
discount on the cost of
the service.
Remember: The dis-
count applies only if
you use the barcode la-
bels provided by Pitney
Bowes and send the
records electronically.