Mail Profile Gathering Template

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					            Restricted - Commercial




MAIL PROFILE GATHERING TEMPLATE

   Provision of Mailing Services to
     [insert organisation name]
                                          Restricted - Commercial

        Postal requirements gathering checklist

        This template is intended to assist your organisation / department to gather information
        regarding its mailing profile. Once completed, it can be used (inserted into the ITQ
        template (Tool Kit 3 – ITQ Form)) to advise framework suppliers of your postal
        requirements and will provide enough information to enable a “further competition”
        between capable OGCbuying.solutions framework suppliers.

        Ensure that mail volumes are provided for each collection site.

        This document is not intended to be a full mail audit.

                             CORE INFORMATION

        1. WHAT IS YOUR NORMAL MAIL VOLUME?
        It is important to indicate volumes of mail sent as a letter, large letter or packet as this
        will have an affect on the price paid from 21st August 2006. Note that it is important to
        include the overall volumes of Non-Machine readable mail (handwritten) and Machine
        readable mail (--*printed).

                                         AVERAGE DAILY VOLUMES
                   Monday        Tuesday  Wednesday  Thursday Friday                     Saturday
Standard                                   FRANKING MACHINE
1st Class Mail
Letter
Large Letter
Packet
Non Machine
Readable
Machine Readable
Standard                                        FRANKING MACHINE
2nd Class Mail
Letter
Large Letter
Packet
Non Machine
Readable
Machine Readable
Standard                                           DOCKET BOOK
1st Class Mail
Letter
Large Letter
Packet
Non Machine
Readable
Machine Readable
Standard                                           DOCKET BOOK
                                         Restricted - Commercial
 nd
2 Class Mail
Letter
Large Letter
Packet
Non Machine
Readable
Machine Readable
Mailsort 1:
120 (letters only)
700 (letters only)
1400
Mailsort 2:
120( letters only)
700 (letters only)
1400
Mailsort 3:
120 (letters only)
700 (letters only)
1400
Walksort:
1st class
2nd class
Cleanmail
Secure Mail:
Recorded Delivery
Special Delivery
Other Postal
products
Please list
below
e.g. PacketPost
Door to Door




         2.          BULK MAILINGS

         Please indicate whether you send bulk mailings such as marketing/publicity campaigns.

Regular/Planned bulk Volume                 Dates                  Mail Product
mail




Unplanned bulk mail Volume                  Dates                  Mail Product
                                         Restricted - Commercial
(historical data)


Future Campaigns          Volume            Indicative      Dates Mail Product
                                            (if Known)



       3.    RESPONSE SERVICES

       Please indicate whether you use any of the following services:

                 Service                         Yes/No
 Business Response Standard
 Business Response Plus
 Business Response Freepost
 PO Box or equivalent
 Selectapost or equivalent

       4.    COLLECTION SITES

       Please provide details of your sites from which mail is to be collected. Add extra lines as
       required.

 No.         Site Address            Normal/Bulk         Collection       Vehicular
                                     Mail                Times            access/Restrictions
                                                         Required
             Example
 1.          1, Hyde Street                              12.00            Enter max vehicle size
             Nowhere Town                                14:00            or other restrictions
             1XX 2XX                                     18:30
                                                         20.00




       Note: Mail volumes should be provided for each collection site.

       5.    The information gathered on this template may also be used to undertake a
             demand management examination of mail products used and help organisations
             to make decisions regarding a move to a different, cheaper product.

				
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