About Mailmark:

The Mailmark services give you access to even bigger discounts than those offered via the other mailsort services. When you upload the information to the Royal Mail eMHS system, you also benefit from a wealth of reporting and tracing facilities all the way down to each individual mail piece. Both the barcode generation and eMHS facilities are available via this website.

A Mailmark barcode must be printed on each mail piece. There are three types of 2D Matrix barcodes plus two 4-state barcode types. Below are examples of the three 2D barcodes types produced by the system:

Format 29 2D:            Format 7 2D:            Format 9 2D:

NB!: The address file produced during the mailsort process does not include the mailmark barcode strings. In stead, use the one produced in the "Process Job" section for producing mail pieces.

Process description:

The Mailmark process is split into three separate steps:

1. Process Mailmark:
   • Start by processing your file for mailsort. Please note that only files that have been mailsorted on this website are eligible for further Mailmark processing.
   • If you are using Mailmark for one of the unsorted services, or perhaps the data has come from a DSA or similar already barcoded, you may wish your data to remain unsorted. You will still need to go through this step, but choose one of the "Unsorted" options instead, and the data will bypass the mailsort feature during processing.
   • Once mailsorting is complete, return to the Mailmark section and choose the "Generate Barcodes" option.
   
   
2. Generate Barcodes:
   • This will generate the full Mailmark 2D barcode strings, ready for you to use in various mail-production printing machines and software applications.
   • If you don't have the means of producing the graphical barcodes, you can instead opt to get the system to generate them for you. It does this by producing a separate image file for each barcode. These can then be embedded into your mail pieces using MS Word mail-merge or similar.
   • Once you have completed the production of mail pieces and you are ready to hand over the mailing to the Royal Mail or your DSA service provider, choose "Manage eManifest" to complete the mailing.
   
   
3. Manage eManifest:
   • In this section you can create and manage eManifests. Each manifest can contain multiple jobs (batches) and each batch is uploaded individually to the eMHS system.
   • Batches can be cancelled and re-allocated to a different eManifest, but once the eManifest has been confirmed this is no longer possible.
   
   

NB!: Before you can access steps 2 and 3 you will need to enter your eMHS login credentials in the eMHS Setup section. As a minimum you need an eMHS test account. The Royal Mail may provide you with only with a production account, but if you also request a test account, it is a useful tool to try things out proir to going live. Accreditation tests are conducted using a production account (more on this further down this page).

Mailsort files generated:

Based on the data file uploaded (in comma separated format - csv), the system produces a number of result files. These consist of printable and uploadable reports, data files for producing the mail pieces, bag labels etc.

A subset of the complete result file set is made available free of charge, allowing you to assess the mailing properly prior to paying for the complete set. The data sets are listed below.

• Free sample data files (1. Process Mailsort):
  • "report_cpr.htm": Printable Computer Planning Report, showing postcode, sorting and DPS statistics plus estimated guideline mailing costs.
  • "addresses_sample.csv": This file is a copy of the completed address data file, containing the first 200 records. Please note that at this stage (1. Process Mailsort) the file does not contain the Mailmark barcode strings. If you have entered the eMHS Poster upload details for either a test or production account, these will be added in the next step (2. Generate Barcodes)
  • "addresses_not_matched.csv": This file contains all the address records which failed to qualify for mailsort. They are not included in the mailing and will need to be posted normally. Tip: In the advanced options you may choose to have these records appended to the end of the main address file.
  • "addresses_post_towns_matched.csv": This file contains all the address records which could not be matched by postcode, but were matched by post town. Please note that they are indeed ALREADY INCLUDED in the mailsort data so DO NOT mail them out again separately. They are for your information only, as a useful tool should you decide to improve the address data for a future mailing.
  
  
• Complete processed data files (1. Process Mailsort):
  • All the files above are also included in the complete data set (not addresses_sample.csv)
  • "report_line_listing.htm": Printable Line Listing, detailing geographical spread of mailing. Also included as csv file for data import.
  • "addresses.csv": This file is the completed address data file for normal mailsort. Please note that at this stage (1. Process Mailsort) the file does not contain the Mailmark barcode strings and should therefore
    NOT BE USED for production of mail items. If you have entered the eMHS Poster upload details for either a test or production account, these will be added in the next step (2. Generate Barcodes)
  • "NAME_CLASS_JOBREF.xml": File for OBA upload containing all the details from the Computer Planning and Line Listing reports. It is named as company name followed by mail class and job reference.
  • "containers.csv": File containing details for production of bag, tray or bundle labels. Also included are variants rlb1 and rlb2 for use in dedicated bag label printers.
  • Additional files may be included for DSA specific usage
  
  
• Complete processed data files (2. Generate Barcodes):
  • "addresses_mailmark.csv": This file is the completed address data file for mailmark. It includes the full mailmark barcode strings and you must use this file for production of mail items, rather than "addresses.csv" file generated in the previous process.
  • "barcode_images.zip" (optional): See description below of the barcode images generated by the system.
  • "labels.pdf" (optional): Sample labels: A5 letters for C5 window envelopes
  
  

Mailmark Barcode Images:

Barcode images are the graphical representations of the barcodes that need to be printed on each envelope and that can be scanned by the Royal Mail when in transit. The Mailmark processing fees include the underlying barcode strings by default, but as an optional extra the system can also produce the barcode images as individual gif files, one for each record. You can then embed this file onto the mail piede directly without any other processing necessary (the address file contains links to the files).

Here is an example of how to use Mailmark barcodes in a mail-merge with MS Word (Youtube)

If you already have your own solution for producing barcode images and only need the barcode strings, you do not need this option. The processing time is also considerably shorter without this option.

Ready made labels or letters:

Barcode images are the graphical representations of the barcodes that need to be printed on each envelope and that can be scanned by the Royal Mail when in transit. The Mailmark processing fees include the underlying barcode strings by default, but as an optional extra the system can also produce the barcode images as individual gif files, one for each record. You can then embed this file onto the mail piede directly without any other processing necessary (the address file contains links to the files).

Here is an example of how to use Mailmark barcodes in a mail-merge with MS Word (Youtube)

If you already have your own solution for producing barcode images and only need the barcode strings, you do not need this option. The processing time is also considerably shorter without this option.

DPS Matching Notice:

When processing for Mailsort with Barcodes or Mailmark, the fees include generation of DPS codes and full mailmark strings which are both included in the processed address file. The DPS codes are automatically derived by matching against the Royal Mail PIF database which is updated every six months.

NB! Please be aware that the Royal Mail does not offer any accreditation tests for this service. We can therefore only provide it on a 'Best endeavours basis' and it cannot be regarded as 100% accurate at all times.

If your data already has DPS codes included (must be in a separate column named "DPS"), you can tell the system to use that instead. For records where the DPS field is empty the system will try and find the DPS anyway, in the same way as described above. If your data has a DPS column, but you don't tick the "Use existing DPS" box, the system will ignore ignore this column and derive all DPS codes from the PIF database.

Royal Mail Mailmark Accreditation:

• Everybody who wish to use the Mailmark service will need to perform an accreditation test conducted by the Royal Mail. (See below how to request an account)
• For this test you will need to prepare a sample mailing of 200 items, all completed as if ready to send (i.e. with recipient addresses, mailmark barcodes, PPI, Logo, Return address etc.).
• Mailsort the 200 item sample file and put "QA TEST MAIL" in the Job Reference field. This will make all the files and reports available for free, and also alert the Royal Mail to the fact that this is a QA test.
• Run the "Generate Barcodes" option and use the output files for producing the formatted mail items. In order to make things as easy as possible, our system can generate the barcode images for you, and also supply them as ready-made Avery labels (pdf).
• Post the sample mailing to the Royal Mail Mailmark QA team. They will check that it is formatted correctly and that their sorting machinery is able to read the barcodes.
• Once they are happy, they will ask you to create an eManifest and upload the item data. You do this in the "Manage eManifest" section. Please note it has to be the same job as the sample mailing was made from, as otherwise the item numbers are out of sync and the QA test will fail.
• All being well, the Royal will now give you accredited status and you are ready to use Mailmark in your organissation.

How to get a Royal Mail Mailmark QA test account:

• Before you can perform the "Generate Barcode" and "Manage eManifest" steps you must have an eMHS Poster Upload account.
• You will need to contact the Royal Mail Mailmark team (mailmark@royalmail.com) and request an "eMHS Poster Upload account for QA testing".
• The details you need are: Username, Password and Participant ID. They may send you this in separate emails.
• When you have this information you will need to enter it into the eMHS Setup section (Click here).

Royal Mail Mailmark Website:

For more detailed information please visit www.royalmail.com/mailmark. Here you can find user guides, technical specifications and details on how to go about getting your own Mailmark accreditation. Mailsort Online is already accredited as a Mailmark solution provider, but all mail producers also need their own accreditation.

Pre-processing is always free:

You can try out any service on the website for free. This allows you to assess how each mailing has been sorted and the respective mailing costs without incurring any costs.

Pay-you-go fees:

Before the full completed data set can be downloaded, we charge a fee based on the number of items processed or a minimum fee. The highest of the two figures is the one charged. We use Paypal as our payment service. When you click the payment button, you will be transferred to the paypal website, where you can pay with a paypal account or normal credit/debit card. In some cases we may allow payment by normal invoice, subject to a £5 surcharge per invoice. Please contact us to apply for this option.

Annual account:

If you are a frequent user, it may be more cost-effective to set up an annual account with us. With this, we invoice you once per year in advance and then you can use the system as and when you want without being charged each time. Please contact us to discuss the options and prices.

Please also see our Terms and Conditions for payment terms, disclaimers, fair use policy etc.

Free when using an eMHS Test mode:

If you have an eMHS Test account, you can process a file for Mailmark, all the way to generating barcodes and eManifest handling. All for free, but with the limitation of 200 records max.

Using an eMHS Production account:

When processing for Mailmark in "production mode", the fee you pay is the one that applies to the Mailsort
process (step 1. Process Mailsort). Once payment is complete, you may proceed with the steps 2 and 3, both of which are included in the fee.

If you are using the production account for QA testing, this service is provided free of charge.

How do I get started with Mailmark?

Before you can do anything with Mailmark you need to contact the Royal Mail to register for an "eMHS Test Account". Please visit www.royalmail.com/mailmark. to do that. Here you can also find user guides, technical specifications plus a list of Mailmark acredited software providers. Mailsort Online is already on this list.

Why do I need an eMHS Test Account?

As well as software providers, all mail producers need their own accreditation, and this is why you need the test account. With this you can use this website to produce mail piece samples with mailmark barcodes embedded and also go through the eManifest handling and upload of mail piece data via the Royal Mail eMHS system. Only when all the tests are completed successfully, will you gain access to the eMHS production system.

The test account can only use mailsorted files that have not been accepted or paid for. It uses the same sample data as is also avalable for free download in the mailsort section. The file contains up to 200 records, which are then Mailmark processed and given a barcode and can be uploaded to the test eMHS system.

How much does it cost?

Using the system with an eMHS test account is FREE. Using it with a production account is only possible after the mailsorted file has been paid for or if you have a Mailmark enabled annual account (more pricing info).

Who can use the system?

In principle, anyone who sends enough mail to warrant the effort required with preparing the mail pieces in order to benefit from the massive posting discounts on offer. In practice, it is mostly businesses, charities, organisations and authorities alike who would do this.

How long does it take?:

The turn-around time depends on the size of mailing and how busy the system is. Generating barcode image files can easily take a few minutes to process, and so can the eMHS item upload.

Files are placed in a queueing system and are processed on a "first come first serve" basis. We can usually process several files simultaneously and thereby keep waiting times to a minimum. If, however, you are experiencing a long delay (more than 10 minutes) with no apparent progress please contact us to establish what the problem is.