Advertising & Responsible Mail quick checklist v1.0

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1 Advertising & Respnsible quick checklist This checklist will prvide yu with a basic verview f the cmpliance criteria fr Advertising, entry level Respnsible and intermediate level Respnsible. The details in this shrtened checklist are taken frm the full Advertising and Respnsible specificatins which can be fund in the Ryal s User Guide and cntract schedules 6 & 7 which must be referred t fr full cmpliance t these tariffs and when preparing yur Letters. 1 The Ryal s full Respnsible specificatin is in additin t the full Ryal User Guide which shuld be used t ensure yur mail cmplies with all Ryal guidelines, tariffs and presentatin requirements accrdingly. Criteria checklist Type Specificatin detail Advertising qualificatin Respnsible entry level qualificatin Respnsible intermediate level qualificatin Custmers must ensure that all mailing items: Cnsist f a largely unifrm message t all addressees f the Advertising/Respnsible psting items Have the purpse f prmting the sale r use f prducts r services, r t encurage cntributin t r supprt f a cause Are either a letter r a large letter Meet the requirements fr seed mailing items Cmply with the mail presentatin guidelines f the Ryal User Guide Each psting Custmers must ensure that each mail psting: Cntains a minimum 4000 mailing items in a daily psting Is assigned a UCID pertaining t the Originating Custmer r Custmer Entity, t be used in line with this cntract. (Fr clarity, yu may nt mix mailing items with different mailing pack designs in cntainers assigned t a single UCID) 2 Is presented in cntainers which all cntain exclusively Advertising, entry level Respnsible r intermediate level Respnsible mailing items, as the case may be

2 There are very specific guidelines arund data cnditin, prcesses and management, please refer t each f the pints belw and ensure yur mail cmplies with these guidelines: Data Where data is nt frm a cnsent based file, yu must have a dcumented prcedure in place that is used t suppress custmer and prspect data against the ing Preference Service (MPS) file, including MPS deceased, and each address list used by yu t prepare each Respnsible psting must be run against these files nt mre than 30 days befre the mailing items that use the data is delivered t the recipient (and fr the purpse f this specificatin all references t the term delivered shall mean psted ) Keep and maintain an internal suppressin file t ensure that pt-uts are prperly lgged, and each Advertising/Respnsible psting must be run against these files 30 days r less befre the mailing items that use the data are handed ver t Ryal Ensure that at least 90 per cent f mailing items are fully and accurately addressed and pstcded in line with the Ryal s Pstcde Address File (PAF ) There are very specific guidelines arund data cnditin, prcesses and management, intermediate level Respnsible must als cmply with the fllwing: Data Nt mre than 30 days befre yu hand ver Respnsible t us, run yur data against ne r mre cmmercially available and up t date deceased and gneaway file(s) (such as ur Universal Suppressin Service ) and cmmercially available business gne away file(s) (such as the Ryal Business Changes File ) Within three mnths f receipt by yu, remve frm yur mailing lists the names and addresses fr: ing items returned t yu as deceased r gne away frm any previus mailings Opt-uts returned t yu frm any previus mailings Ensure that at least 95 per cent f mailing items are fully and accurately addressed and pstcded in line with the Ryal Pstcde Address File (PAF )

3 All Respnsible must cmply with the fllwing surcing and recyclability specificatins: Surcing and Recyclability All paper (envelpe and cntents) used must: Cntain recycled fibre frm recvered waste paper and/r virgin fibre surced frm a frest certificatin scheme apprved by Central Pint f Expertise n Timber Prcurement (CPET) Be prduced using nn-chlrinating bleaching methds, specifically, Elemental Chlrine Free (ECF), Prcessed Chlrine Free (PCF) and Ttal Chlrine Free (TCF) including xidizing and reductive bleaching All paper elements including windw and padded envelpes must be recyclable Each envelpe r pack uter must cntain a statement and/r lg n hw t recycle the mailing item All paper prducts used in the prductin f the mailing items must be surced frm paper mills that perate an envirnmental management system which accrds with the standards f BS EN ISO and/r Ec-Management and Audit Scheme (EP4AS) Printers, mailing huses r in-huse facilities used t prduce a mailing item must have a dcumented cmmitment t envirnmental management and a baseline fr envirnmental perfrmance which identifies and ensures cmpliance with envirnmental legislatin and develps envirnmental bjectives, targets and prgrammes Each mailing item must have less than 90 per cent ink cverage Nne f the fllwing may be present in any mailing item: Plywrap envelpes Laminate finishes

4 Intermediate level Respnsible must als cmply with the fllwing surcing and recyclability specificatins: Surcing and recyclability Ensure that all printers and mailing huses r inhuse mailing facilities used t prduce Respnsible maintain envirnmental management systems which accrd with the standards f BS EN ISO Ensure that neither f the fllwing is present in any mailing item: Ultravilet varnish finishes Rubber based adhesives Fr each Advertising and Respnsible psting yu (the custmer) must prvide bth Ryal and Citipst with a sample f each mailing pack design t verify cnfrmance t the cntent requirement f the apprpriate Advertising r Respnsible specificatin: Seeds This can be prvided by including us as a seed t the psting. Yu (the custmer) are required t prvide samples r seeds that are exact reprductins f the mailing items psted in terms f bth envelpes used and cntents enclsed fr each Advertising psting. The samples r seeds must be: Psted t Ryal and Citipst at the belw nminated addresses, r such ther lcatin(s) as may be ntified frm time t time: RM Sample Ryal Whlesale (immediately fllwed by yur UCID 2) PO Bx Lndn EW1 9LD Citipst Unit 1 Langham Park Berristw Lane Suth Nrmantn Derbyshire DE55 2JL Included/handed ver n the same date as the Advertising/Respnsible psting is psted

5 1 Fr Dwnstream Access Services thrugh Citipst the full Respnsible specificatin is detailed in the Ryal User Guide and their Schedule 7 dcument. Please refer t bth the User Guide fr Cnditin 9 Access Services and the Access Letters User Guide. Custmers must ensure their psting cmplies with the mst up t date Ryal User Guides and schedules; this Citipst Advertising & Respnsible mail quick checklist is a reference guide nly. 2 UCID, are unique numbers created t identify each unique custmer and psting lcatin cmbinatin. If yu need any further infrmatin n UCID numbers, please ask yur accunt manager.

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