Return Mail

Automated return mail processing systems deliver cost savings through:

• Reducing manual labor-intensive handling and data entry
• Automating the address capture and database update process
• Minimizing return rates on future mailings by correcting bad addresses
• Lowering per-item processing costs
• Reducing wasted postage by maintaining clean databases
• Eliminating duplicate mailing efforts to incorrect addresses
  
• Decreasing the need for manual address verification and correction

Processing speeds vary depending on the system:

• Return mail processing systems: Up to 30,000 pieces per hour
  
• Tritek M Sorter (for multi-purpose use including return mail): Up to 30,000 pieces per hour
  
• Exact speeds depend on mail type complexity and data extraction requirements
  

Modern return mail processing systems can process:

• Standard envelopes of varying thickness
  
• Large flats and packages
  
• Mail with printed addresses
  
• Mail with handwritten addresses
  
• Mail with barcode information
  
• Mail with address information in window envelopes
  
• Postal barcodes (IMB, Mailmark, Postnet, etc.)
  
• OCR-readable text on mail pieces
  
• Mixed mail categories processed simultaneously

Return mail processing systems can capture:

• Original mailing addresses that failed delivery
  
• Reason codes for why mail was returned
  
• New addresses when available on return mail
  
• Barcodes and tracking information
  
• Digital images of the envelope front and back
  
• OCR-readable address text from windows and printed surfaces
  
• Move information to update customer databases
  
• Date/time stamps for audit trails
  
• Data exported as CSV or TXT files for database integration

The return mail processing workflow includes:

• Data capture from returned envelopes via barcode or OCR reading
  
• Export of captured data in CSV or TXT file format
  
• Integration with address update and other software
  
• Automatic correction of addresses in customer databases
  
• Seamless integration with address management systems
  
• Batch processing of multiple returned pieces for efficient database updates
  
• Audit trails for compliance and record-keeping
  

Key benefits include:

• Meeting compliance requirements with industry and government regulations
  
• Improved customer satisfaction through corrected address data
  
• Increased productivity by automating labor-intensive processes
  
• Lower operating costs and higher profit margins
  
• Faster processing of returned mail
  
• 100% data integrity and accuracy
  
• Reduced manual effort and processing time
  
• Better targeting for future mailing campaigns
  
• Complete imaging and archival capability

Yes, modern systems can:

• Read both printed and handwritten addresses via OCR technology
  
• Decode text from address windows on return mail
  
• Recognize various barcode formats (1D and 2D)
  
• Read postal barcodes like IMB and Postnet
  
• Process mixed mail with different address formats simultaneously
  
• Automatically divert suspect or unclear envelopes for manual review

OCR in return mail systems:

• Automatically reads printed and handwritten text from mail pieces
  
• Converts address information into digital data
  
• Eliminates the need for manual address transcription
  
• Reads addresses printed on envelopes or visible through windows
  
• Integrates with barcode reading for comprehensive data capture
  
• Enables faster processing speeds by automating text recognition
  
• Improves accuracy in address capture and database updates

Yes, modern systems support:

• One-dimensional (1D) barcodes
  
• Two-dimensional (2D) barcodes
  
• Postal barcodes (IMB – Intelligent Mail Barcode)
  
• Mailmark barcodes
  
• PostNet barcodes
  
• Custom barcodes specific to organization needs
  
• Barcode reading from envelopes or through windows
  
• Multi-format barcode support in single processing runs

Return mail systems handle difficult pieces by:

• Automatically diverting suspect or unclear envelopes
  
• Flagging envelopes that cannot be read for manual processing
  
• Creating an exception queue for staff review
  
• Preventing data errors by removing uncertain items from automation
  
• Allowing manual verification of problematic pieces
  
• Ensuring 100% accuracy in database updates
  
• Maintaining data integrity throughout the process

The standard process includes:

1. Collection of returned mail from postal service
   
2. Feeding mail into the automated processing system
   
3. OCR/barcode reading of address information
   
4. Digital imaging of front and back of envelopes
   
5. Data capture and organization
   
6. Automatic diversion of unreadable pieces for manual review
   
7. Export of captured data in CSV/TXT format
   
8. Integration with address software
   
9. Database updates with corrected addresses
   
10. Archival of images for audit purposes
    
11. Secure disposal of physical mail (optional)
    

Return mail systems help meet:

• USPS regulations for proper address handling
  
• Industry-specific compliance requirements
  
• Government regulations for mail handling and data management
  
• Data protection and privacy regulations
  
• Audit trail requirements for financial institutions
  
• Record retention policies
  
• CAN-SPAM and similar marketing regulations
  
• Internal compliance policies for mail management

Yes, comprehensive archival capabilities include:

• Capturing high-resolution digital images of envelope fronts
  
• Capturing images of envelope backs for complete documentation
  
• Storing images in standard formats (TIFF, JPEG, PDF)
  
• Creating automatic date/time stamps on all captured images
  
• Archiving images for auditing and compliance purposes
  
• Enabling secure disposal and shredding of physical envelopes
  
• Providing digital records for customer inquiries or disputes

Return mail systems improve list quality by:

• Identifying and removing invalid addresses from databases
  
• Capturing new address information when available on returned mail
  
• Updating customer records with current contact information
  
• Reducing duplicate addresses and data errors
  
• Providing move information for address correction
  
• Enabling re-mailing to corrected addresses
  
• Creating cleaner, more accurate mailing lists for future campaigns
  
• Reducing undeliverable mail rates over time

Key selection factors include:

• Processing volume and speed requirements
  
• Types of mail being processed (envelopes, flats, parcels)
  
• Current database management systems
  
• Required data capture capabilities (OCR, barcode, imaging)
  
• Integration needs with existing systems
  
• Archival and compliance requirements
  
• Space constraints in the mail center
  
• Support and maintenance availability
  
• Scalability for future growth
  
• Cost per item processed
  
• Training and implementation support