Archive of posts filed under the Industry Articles category.

Mail.dat® & Mail.XML™: Ride The Wave Of Electronic Communication Or Get Crushed By It!

Submitting eDoc for USPS Promotions

As we have mentioned in previous e-Tips, most of the USPS® Promotions and Incentives programs require mailings be submitted to the USPS electronically using the PostalOne!® system. However, we often get questions from mailers regarding what specific data needs to be in the Mail.dat® files to claim these incentives and how to troubleshoot issues when submitting these files to PostalOne!

Promotion and Incentive Eligibility
The first thing that Mail Owners and Mail Service Providers (MSPs) need to do is to become familiar with the eligibility and enrollment requirements for the various promotions and incentive programs. The requirements are different for each program, so it is important to access the requirements guide for each individual program.

Eligibility may be dependent on the class of mail, processing category, Full-Service participation, postage payment method, previous mail volumes, and many other variables – not to mention the content of the mailpieces themselves.

Registration and Enrollment
All of these promotions and incentive programs require registration or enrollment with the USPS. In some cases, both the Mail Owner AND the Mail Service Provider need to register. There are defined periods of time for the registration and enrollment for each incentive program.The registration and enrollment process may require identification of the mail owner Customer Registration Identification Number (CRID), Mailer Identification Number (MID), permit, mail volume, or other pertinent information. Again, mailers should consult the individual program guides for complete details.

Populating the Mail.dat files
Mailers need to insure that the Mail.dat files for mailings participating in these programs are generated using the applicable classes of mail and processing categories, and also meet any additional requirements such as automation, presort, or Full-Service participation. A critical element that must be correctly populated in the Mail.dat file is the Component Characteristic Record (CCR) file. This file must be included in the Mail.dat file and be populated with the correct incentive/promotion code. If there are multiple mailpiece components in the file, all applicable components must be properly identified with the incentive/promotion code.

The “By/For” information must also be correctly populated in the Mail.dat file. Most promotions and incentive programs require that the Mail Owner and the Mail Preparer be identified with the CRIDs provided during the registration/enrollment process, as well as the correct permit information. Another critical data component is the postage statement mailing date because only mailings submitted during the period the promotion or incentive is offered are eligible for the discounts or rebates.

Submitting files to PostalOne!
Unfortunately, most of the promotion and incentive discounts are not visible in mailing jobs on the PostalOne! dashboard until after the postage statements are finalized by the USPS. Likewise, these discounts are also not visible on the Test Environment for Mailers (TEM) portion of PostalOne! This major drawback can make it extremely difficult for mailers to know if they have submitted their eDoc correctly until it is too late. If you submit files that you feel were populated correctly and the mailing meets all the eligibility requirements, the mail owner and mail service provider
enrollment/registrations have been completed, but the discounts are NOT given on the finalized postage statements, you will need to submit a help desk ticket to PostalOne!. Make sure you include the Mail.dat file that was submitted to PostalOne! and a screen shot of the PostalOne! postage statement. Be advised, once statements have been finalized on PostalOne!, only PostalOne! can cancel these statements, so if it is determined that you can make Mail.dat file corrections and resubmit the mailing job, PostalOne! will need to cancel the incorrect statements first.

Window Book is here to help
Window Book’s industry-leading post-presort solution, DAT-MAIL, can help you take advantage of these USPS incentive promotions. DAT-MAIL allows users to easily insert a CCR record into the Mail.dat file if one was not generated during the presort process. Users can also very easily edit the incentive codes in the CCR file, the “By/For” information in the Mail.dat file, as well as the postage statement mailing dates. To schedule a free Mailing Optimization Analysis, visit www.windowbook.com/4you.

Don’t miss Window Book’s amazing NEW SOLUTION for
any mailer that sends eDoc to PostalOne!
Go to www.windowbook.com/eDM to learn more.

Jeff Peoples
Window Book, Inc.

P.S. Window Book is your partner in the mailing business and we PROTECT our clients. It is incredibly valuable for YOU to have someone hand-hold you through your transition to Full-Service..
• Are you afraid the transition to Full-Service will be too expensive or too time consuming??
• Maybe you don’t have the time or resources but you know YOU have to make the change..
Window Book has helped thousands of mailers to improve. You are next… We are here to help you get to the next level….Click on this link Mail Optimization Analysis and let Window Book take care of you..

Intelligent Mail Package Barcodes®, IMb™, First-Class™, Priority Mail Express™, Parcel Select®, Media Mail®, Standard Mail®, PostalOne!®, RIBBS, United States Postal Service® and USPS® are registered trademarks owned by the United States Postal Service in the United States and/or other countries.

Mail.dat and Mail.XML are trademarks owned by the
International Digital Enterprise Alliance (IDEAlliance).

Jeff Peoples
President
Founder and CEO

With over 20+ years of innovative Postal solutions that make using the Postal service easier and more profitable for mailers and shippers, he has done presentations at industry events, GraphExpo, MAILCOM, the National Postal Forum, Postal Customer Council meetings, and other industry and direct marketing events.

If you have any specific questions, feel free to send him an email directly to his inbox.

• Are you stuck and need new ideas to create better work flow in your operations?
• Are you always too busy?
Then visit us for a Postal
Optimization Analysis today…
DON’T WORRY! Window Book has helped 100′s of companies. We will lead you step-by-step with our proven and tested methods to walk you thru the process. Click on this link Mail Optimization Analysis and let Window Book take care of you.

*subject to terms and conditions

At least once per year you should have a Postal Optimization Analysis. Connect with us now to discuss your specific mailing environment:
Mail Optimization Analysis

Postal Concierge Service
This e-tip was sent to you by Window Book’s Postal Concierge Service. E-tips, monthly newsletters, webinars, and postal experts available by phone and email are just some of the options available with a subscription to the Postal Concierge Service.

Hello Test,
We appreciate the great feedback to last week’s question, “Have you viewed your USPS Mailer scorecard yet?”

Here are the results from those who responded.

Know someone who would benefit from reading Postal Concierge e-tips?
Feel free to forward this
e-tip to any peers, friends and associates you think would benefit from its contents. (They’ll thank you!)

Was this email forwarded?
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your own Postal Concierge e-tips, simply visit this page.

FREE Educational
White Papers!
Download Here!

eInduction: A New Way to Save Time and Money when Drop Shipping Mail

Preparing for the 2014 Intelligent Mail® Full-Service Deadline

eDoc & PostalOne!®: They’re What’s Best for You and the USPS®

Intelligent Mail® Full-Service: Critical Steps to Understanding and Implementing

Presort and Post-Presort Software: You Need Both to Optimize Your Mailings

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Labeling List Changes

The United States Postal Service® (USPS) announced changes to the Labeling List data, effective April 1, 2014, with a mandatory use date of May 1, 2014. The Labeling Lists affected are L003, L006, L007, L012, L201, L606, and L607. The Labeling Lists are located on the Postal Explorer web site under the Additional Links tab.

Use of Labeling List Data
The Labeling List data is used to define the specific destination information to be printed on sack labels, tray labels, and pallet labels. This destination information is used to route the mail inside the sacks, trays and pallets to the correct postal facility for processing. The destination information is based primarily on 3-digit ZIP Code™ prefix, and varies based on the class of mail, processing category, and other criteria. Virtually all container labels are generated using computer software, which accesses this Labeling List data in a file format, operating much like a look-up table.

Why the changes?
There are many reasons why the USPS makes changes to the Labeling List data. Recently, many of the changes are being made as a result of their efforts to consolidate processing facilities to improve efficiencies and reduce costs. Changes also take place when the USPS makes alterations to the service areas for certain processing facilities, which can be the result of shifts in population, mail volumes, staffing and many other reasons. Keep in mind that approximately 12% of the US population moves each year, and there are about 1,800 new delivery addresses added each day. So, there are lots of ZIP Code changes happening all the time!

Time for change
The USPS provides for a transition period when these changes are announced, to allow software vendors time to update their software and for mailers to use up existing labels. During this period, the USPS encourages mailers to use the new Labeling List data as soon as possible, but it is acceptable to use the old Labeling List data until the mandatory date. In the case of this most recent update, the mandatory date is May 1, 2014.

Handling Change
When these types of changes are announced, it is important for mailers to work with their software vendors and mail service providers to make sure that the changes are implemented on a timely basis. This is critical so that the correct destination information is populated into the Mail.dat® files, or any other files or printed documents that are used to process or submit postage statements (and other postal documentation) and to create sack, tray, and pallet labels. Keep in mind that the Labeling List changes involve not just the facility names, but the ZIP codes associated with those facilities. This affects the destination line on the tags and the mailpieces that are placed into the sacks, trays, and pallets. As such, these changes MUST be incorporated into the presort software first; if the data is incorrect during this process (and thus incorrect in the Mail.dat files), it cannot be corrected in Post-Presort software, such as DAT-MAIL™.

Automatic Postal Data Updates System
As luck would have it, Window Book has an automated method to update the Labeling List information into your software. Once you have this FREE add-on tool installed with your DAT-MAIL software, you no longer have to remember to check for Labeling List updates, nor do you have to perform manual downloads because it will automatically be taken care of for you! You can just set it and forget it!

Don’t miss out on our educational mailing webinars! Log on to our webinar registration site to sign up.

Don’t miss Window Book’s NEW PRODUCT: eDMPlus with QuickFix
to manage all your PostalOne! events and the ability to
quickly FIX any validation errors…
Go to www.windowbook.com/eDM to learn more.

Jeff Peoples
Window Book, Inc.
P.S. Window Book is your partner in the mailing business and we PROTECT our clients. It is incredibly valuable for YOU to have someone hand-hold you through your transition to Full-Service..
• Are you afraid the transition to Full-Service will be too expensive or too time consuming??
• Maybe you don’t have the time or resources but you knoww YOU have to make the change..
Window Book has helped thousands of mailers to improve. You are next… We are here to help you get to the next level….Click on this link Mail Optimization Analysis and let Window Book take care of you..

Intelligent Mail Package Barcodes®, IMb™, First-Class™, Priority Mail Express™, Parcel Select®,
Media Mail®, Standard Mail®, PostalOne!®, RIBBS, United States Postal Service® and USPS®
are registered trademarks owned by the United States Postal Service in the United States
and/or other countries.

Mail.dat and Mail.XML are trademarks owned by the International Digital Enterprise Alliance (IDEAlliance).

Jeff Peoples
President
Founder and CEO

With over 20+ years of innovative Postal solutions that make using the Postal service easier and more profitable for mailers and shippers, he has done presentations at industry events, GraphExpo, MAILCOM, the National Postal Forum, Postal Customer Council meetings, and other industry and direct marketing events.

If you have any specific questions, feel free to send him an email directly to his inbox.

• Are you stuck and need new ideas to create better work flow in your operations?
• Are you always too busy?
Then visit us
for a Postal
Optimization Analysis today…

DON’T WORRY! Window Book has helped 100′s of companies. We will lead you step-by-step with our proven and tested methods to walk you thru the process. Click on this link Mail Optimization Analysis and let Window Book take care of you.

*subject to terms and conditions

At least once per year you should have a Postal Optimization Analysis. Connect with
us now to discuss your specific mailing environment:
Mail Optimization Analysis

Postal Concierge Service
This e-tip was sent to you by Window Book’s Postal Concierge Service. E-tips, monthly newsletters, webinars, and postal experts available by phone and email are just some of the options available with a subscription to the Postal Concierge Service.

Know someone who would benefit from reading Postal Concierge e-tips?
Feel free to forward this
e-tip to any peers, friends and associates you think would benefit from its contents. (They’ll thank you!)

Was this email forwarded to you?
If so, to start receiving
your own Postal Concierge e-tips, simply visit this page.

FREE Educational
White Papers!
Download Here!

eInduction: A New Way to Save Time and Money when Drop Shipping Mail

Preparing for the 2014 Intelligent Mail® Full-Service Deadline

eDoc & PostalOne!®: They’re What’s Best for You and the USPS®

Intelligent Mail® Full-Service: Critical Steps to Understanding and Implementing

Presort and Post-Presort Software: You Need Both to Optimize Your Mailings

Mail.dat® & Mail.XML™: Ride The Wave Of Electronic Communication Or Get Crushed By It!

Mail Meets Mobile Marketing

A woman sorts through her mail and finds an advertisement for her favorite clothing store. She loves the dress in the ad, but she’s not a fan of the drab color, and she’s having a hard time imagining it in a brighter hue. So, she takes out her mobile phone, points it at the picture of the dress, and suddenly she can see how it looks in yellow, orange, or red.

Her husband grabs the stack of mail and spots a piece advertising a resort in Jamaica. The photograph of the beach looks lovely, but he wonders if there’s more to the place than surf and sun. When he points his tablet at the advertisement, a video pops up on his screen, showing couples enjoying fine dining and dancing lessons.

These are examples of augmented reality—the virtual placement of digital graphics onto objects in the physical world. And while the technology isn’t yet widely used, it’s an example of the sort of thing advertisers will need to incorporate to keep their direct mail relevant in an increasingly digital world, says Bruce Gresham, product manager at Pitney Bowes.

“As digital becomes more and more accepted, not only from the younger generations, but as even older generations become larger users of technology, connecting these physical marketing messages with the digital channel will ensure that marketing campaigns are more effective,” Gresham says. “It’s the old adage: ‘You have to tell people things seven times for them to get it.’ It’s basically a new way of doing that, and speaking to people how they want to receive the message.”

Gresham stresses that the physical nature of direct mail remains an important aspect. Marketing emails can be caught up in spam filters, ignored by their recipients, or mistaken for scams, and it only takes a couple of clicks for people to unsubscribe from digital mailing lists. Physical mail, by contrast, demands more engagement from the recipient. In surveys, three quarters of people say they like to see what’s in the mail, and 63 percent of physical mail is kept for at least two days. “People still spend time with their mail every day, pulling it out of the box, sorting it,” Gresham says. “It’s still a habit that’s ingrained in most people.” While email and online bill-pay have led to steady declines in first-class mail, direct mail has held fairly steady over the past two decades, accounting for around 12 percent of total advertising.

But, says Gresham, advertisers who link their physical mail to the digital sphere will take advantage of an opportunity to deliver their message via another channel, reaping greater rewards in the process.

Although augmented reality hasn’t yet been widely adopted, advertisers are already embedding scannable graphics like QR codes (also known as two-dimensional barcodes) and SnapTags, and also linking to digital content through Intelligent Mail barcodes. Although these technologies have only existed for a few years, Gresham says, more than 20 percent of adult Americans—and well over 40 percent of people under 34—use them.

Of these, open-source QR codes are the most familiar to consumers, but the codes are also used in business processes like quality control, and people can sometimes become confused about whether they’re meant to scan the black-and-white squares or not. Proprietary SnapTags allow businesses to embed their own logos, while Intelligent Mail barcodes are already on the mail piece, meaning that advertisers who utilize them for digital marketing won’t further clutter up the mail.

The United States Postal Service, Gresham notes, frequently runs promotions to encourage marketers to try these new strategies by providing postage discounts that add up to big savings quickly.

Recipients use their phones or tablets to scan the graphics printed on the physical mail, and they’re then taken to a website where marketers can continue relaying their message. But, Gresham says, it’s important that the message in the digital space add value. “You’re not going to want someone to open up a mail piece, scan a QR code, and then go to a website that shows the exact same thing. Their interest in the initial offering will not only decline, but it may be totally off-putting to them.”

Instead, Gresham says, the digital space should offer mail recipients something that couldn’t have been printed on a mailer—a video, for example, or the chance for a discount if they provide their email address or connect with a company through social media. Advertisers can also use personal URLs (PURLs)—which are landing pages that include a person’s name and are typically tailored to his or her demographic. Gresham notes that response rates for personalized direct mail are as much as 24-percent higher than for static direct mail.

A 25-year-old might land on a page with images of a group of buddies at a ballgame, along with information about starting to save for retirement; a 40-year-old might see a family of four, with a message about home refinancing; and a page meant for a 70-year-old might feature an older couple walking along the beach and information about reverse mortgages.

As important as it is to incorporate digital with direct mail, Gresham says, it shouldn’t come at the expense of a person’s experience with the physical mail itself. “You’re not going to send a piece of mail that has one sentence, and then says, ‘Scan this for more information.’ You definitely don’t want to overcrowd the mail piece with four different bar codes,” he says. “The digital message is not going to overpower that moment that they’re having with the physical mail. It’s a complement to it.”

Please join Bruce Gresham to learn more on Monday, May 17 at 1:30 p.m. ET in the Chesapeake D room at National Postal Forum!

Intelligent Mail® Package Barcodes

In January 2013, the United States Postal Service® (USPS®) replaced the Confirmation Services barcode with the Intelligent Mail® Package Barcode (IMpb) for tracking parcels and for the use of Extra Services. The barcode includes the customer account (Mailer ID or MID), ZIP Code™ routing, payment channel information, class of mail and service combination of the mail piece. The IMpb is similar to the Intelligent Mail Barcode (IMb™) used for Letter and Flat size mail, but is designed specifically for parcels. The USPS also required mailers to submit an electronic Shipping Services File (SSF) for any piece with an IMpb barcode, i.e.: pieces requiring mail tracking or extra services. Then, on January 26, 2014, the USPS made these requirements mandatory to qualify for commercial prices, unless you have an unexpired exception.

If you ship or mail parcels through the USPS at commercial prices and you are not printing the IMpb on your packages and submitting an SSF to the USPS, you may be facing some stiff surcharges. Starting February 28, 2014, which is just one (1) short week away, the USPS will implement a $.20 per piece non-compliance fee for each piece not meeting these requirements.

Who does this impact?
If you ship/mail First-Class™ Package Services, Priority Mail® Express, Priority Mail, Parcel Select®, Parcel Select Light Weight, Bound Printed Matter parcels, Media Mail® or Library Mail parcels, these changes impact you. Effective January 26, 2014, the IMpb and the electronic SSF file are now REQUIRED for all of these types of mail. If you have not converted over to the IMpb and the SSF file for commercially priced shipments, you will be subject to a $.20 per piece non-compliance fee, and will not be able to receive any shipment tracking data or extra services.

IMPORTANT NOTE: While this change does not impact Standard Mail® parcels at this time, you should still pay attention if you mail large catalogs or directories. This change DOES impact you catalog mailers who may normally mail your catalogs at Standard Mail flat rates but may occasionally have very large catalogs that are 16 ounces or more in weight, and are more than 3/4″ thick. These large catalogs move to Bound Printed Matter machinable parcels, and fall into this category of mail that requires the IMpb.

Handling Change
So, what do you need to do to prepare for this fast-approaching deadline? If you ship parcels using the USPS, regardless of whether you send them out at single piece rates or presort rates, you should have already converted over to the IMpb and have been submitting SSF files to the USPS. If you have not completed this certification process for each class of mail that you ship and for each printer used to generate shipping labels, you should be working with the USPS and your shipping services or software provider to complete this certification process. If you have already completed this certification process, you should also be checking your mailing and shipping software, such as Window Book’s Postal Package Partner™ (PPP) solution (or alternatively, PPP… Postal Package Partner for Presort), to insure that all the correct settings and configurations are turned on and working to make sure your shipping labels and SSF files are being generated and transmitted correctly.

Resources
For more information on IMpb, consult Publication 199: Intelligent Mail Package Barcode (IMpb) Implementation Guide available on the USPS RIBBS® web site. Also, for Electronic Verification System (eVS) users, consult Publication 205. The USPS also recently issued an Industry Alert on this topic. Mailers who are not able to make these changes should contact their Business Mail Entry Unit (BMEU) for guidance. Mailers can locate their District Business Mail Entry Unit using the locator tool on RIBBS at https://ribbs.usps.gov/locators/find-bme.cfm. Mailers may also contact the NCSC Confirmation Service Files and Labels Certification help desk at 877-264-9693 option 3 with any questions.

Window Book Can Help You
Window Book has already helped scores of shippers receive this critical USPS certification through our highly popular IMpb On-Ramp Service. Don’t face these deadlines alone! Call us at 1-800-524-0380 for more details or to sign up for this service.

Don’t miss out on our educational mailing webinars! Log on to our webinar registration site to sign up.

Jeff Peoples
Window Book, Inc.
P.S. Window Book is your partner in the mailing business and we PROTECT our clients. It is incredibly valuable for YOU to have someone hand-hold you through your transition to Full-Service.
• Are you afraid the transition to Full-Service will be too expensive or too time consuming?
• Maybe you don’t have the time or resources but you know YOU have to make the change.
Window Book has helped thousands of mailers to improve. You are next… We are here to help you get to the next level… Click on this link Mail Optimization Analysis and let Window Book take care of you.

USPS® Postpones Facility Closures in 2014

The United States Postal Service® (USPS®) announced in a January 24, 2014 Federal Register notice that Phase 2 of the planned network consolidation and corresponding adjustment of delivery service standards has been postponed. As we reported in earlier e-Tips, the USPS originally laid out their Network Rationalization plan in 2011 with a phased approach to closing and consolidating various postal facilities and making the necessary service standard adjustments to correspond with the new service network. Phase 2 of that plan was scheduled to be implemented on February 1, 2014. The USPS goal in closing a large number of processing facilities is to cut costs and optimize their processing network to more closely align with the decreased volumes of mail.

Network facility changes
The first phase of the network optimization plan began in July 2012 and involved 48 facilities. The USPS halted closures during the busy mailing season of September through December 2012, but resumed the first phase closure plans in January 2013. The USPS again halted the closures after July 2013 for the busy mailing season through the end of the year, and then planned to resume Phase 2 in early 2014. The Phase 2 plan has now been postponed to a future date, which will be announced using a Federal Register notice.

The Plan
The USPS provides detailed information regarding the planned facility consolidations and closures on the RIBBS web site. Their Mail Move Plan is available in Excel spreadsheet format, and is updated on a weekly basis. The USPS also provides information on these planned consolidations on its main web site.

What it means for mailers
So, what does all this mean for mailers? As the consolidations and closures take place, mailers will need to make sure their mailing software solutions – both presort and post-presort – are updated with the most recent postal destination data updates. This includes Labeling Lists, destination drop ship data files (including re-directions), etc. Mailers will also need to pay close attention to the changes in the USPS service standards and monitor mail delivery so that any necessary adjustments can be made to mailing schedules. Stay tuned for further updates as this initiative progresses.

Your Solution
Window Book’s software allows you to easily keep your USPS destination data files, including Labeling Lists and drop ship data, up to date automatically. Our Automatic Postal Data Updater is a complimentary feature in our software, which requires only a one-time configuration in the Window Book Automation Scheduler. Contact our technical support team for more details on how to configure your Window Book software for these automatic updates.

Getting Help From the Experts

Call us at 1-800-524-0380 to find out about Window Book’s NEW Product for Mailers: eDM2

Don’t miss out on our educational mailing webinars! Log on to our webinar registration site to sign up.

Jeff Peoples
Window Book, Inc.
P.S. Window Book is your partner in the mailing business and we PROTECT our clients. It is incredibly valuable for YOU to have someone hand-hold you through your transition to Full-Service.
• Are you afraid the transition to Full-Service will be too expensive or too time consuming?
• Maybe you don’t have the time or resources but you know YOU have to make the change.
Window Book has helped thousands of mailers to improve. You are next… We are here to help you get to the next level… Click on this link Mail Optimization Analysis and let Window Book take care of you.

eInduction: a New Way to Save Time and Money when Drop Shipping Mail

January 28, 2014, Cambridge, MA

In their ongoing efforts to educate mailers and the Postal industry in general, Window Book has just published a very important white paper, eInduction: a New Way to Save Time and Money when Drop Shipping Mail, which discusses what eInduction is, how it works, the benefits you can gain from it, how to participate, and how easy it is to implement.

On November 17, 2013, the United States Postal Service® (USPS®) launched a new program to mailers: eInduction. eInduction is intended to replace the current hardcopy PS Forms 8125 and 8017 clearance documents used for drop shipments of origin and destination mail. This is all part of a continuing effort by the USPS to convert hard copy postal documentation into electronic documentation (eDoc).

As part of this program, the USPS is equipping acceptance facilities with Surface Visibility (SV) scanners, which will scan the container barcodes to ascertain whether or not the containers have been properly verified and paid for at the origin post office. It provides a paperless induction method for validating container payments at the destination facilities.

This innovative program provides mailers, logistics companies, and the Postal Service™ a cost-effective and automated validation system, along with an efficient and streamlined process for mail induction.

“eInduction promises mailers, logistics companies and the USPS a more streamlined process for drop shipping mail. If you drop ship, you owe it to yourself to take a good look at exactly how you can benefit from participating in eInduction and simplify the drop shipping process”, said Jeffery Peoples, Window Book’s CEO.

Here is a look at the Table of Contents from Window Book’s newly published white paper:

Introduction 5
About eInduction 6
How eInduction Works 7
Third party postal logistics company 8
Facilities not equipped with Surface Visibility scanners 9
80% of drop-ship mail is done from SV equipped sites 9
Benefits of eInduction 10
Participation 10
Verification Assessment Evaluator (VAE) 11
Errors That Generate Invoices 12
Additional information from RIBBS 12
Software for participating in eInduction 12
Conclusion 13
MUST READ !!! 14
Resources 14
About Jeffery Peoples 15
About Window Book, Inc. 15

Window Book’s industry-leading post-presort solution DAT-MAIL™ already has all the features and functions you need to readily participate in eInduction.

 Manipulate Mail.dat® files to notify the USPS of eInduction
 Send Mail.XML™ files to FAST®
 View which entry points are SV equipped
 Mark pallets for eInduction
 Remove eInduction status from Pallet records when necessary
 Print “eInduction” on the pallet placards
 Print “eInduction” in the round stamp area (section 27) of 8125’s
 Populate the CSM eInduction Indicator in the Mail.dat pallet record
 Generate the Intelligent Mail® container barcode

Download the free white paper now and learn all there is to know about eInduction and why you should be making the move to it now.
About Window Book:
Window Book is currently celebrating its 26th year helping clients manage their operations more profitably. A leader in software for mailing and shipping that helps businesses grow. Window Book’s best-in-class postal solutions include: Intelligent Mail Full-Service, PostalOne!®, eDoc, Mail.dat, Mail.XML, FAST, bound printed matter, post-presort data management, entry planning, drop shipping, postage accounting, postal documentation & statements, meter and stamp management, all forms of Priority Mail® including Open and Distribute, eVS, USPS Tracking, and manifesting.

Intelligent Mail, PostalOne!, Postal Service, FAST, USPS, United States Postal Service, Priority Mailare registered trademarks owned by the United States Postal Service in the United States and/or other countries. Mail.dat® and Mail.XML™ are trademarks owned by the International Digital Enterprise Alliance (IDEAlliance). DAT-MAIL is a trademark of Window Book, Inc.

Contact information:
Window Book, Inc.
300 Franklin Street
Cambridge, MA 02139-3781
Ph: 800-524-0380
Fax: 617-395-5900
postalspecialist@windowbook.com
www.windowbook.com

Don’t miss out on our educational mailing webinars! Log on to our webinar registration site to sign up.

Updating Destination Data

In the midst of all the changes going on for the new January 2014 postal prices, you are hopefully getting all your mailing and shipping software updated to versions that support the new prices and the new Mail.dat® file format, 14-1. While you are at it, don’t forget about the routine destination data updates that you should be doing as well.

You’ve most likely heard terminology such as Labeling Lists, Drop Ship Destination Data, City-State Files, Zone Chart Data, and so forth, but what do all these terms really mean, and why are they important to your mailing operations? The USPS provides to mailers what are termed “Destination Data Files” which may be downloaded from the USPS web site. There are a number of different files included in this group of Destination Data Files, all of which are critical to insure that your mail is prepared properly and is labeled and routed to the correct postal facilities for processing and delivery. This data can – and does – change frequently, so it is critical that mailers pay attention to these changes and update their presort and post-presort software with the new data as it becomes available.

Labeling List Files
These files contain the Labeling List information, which is used to properly label bundles, sacks, trays, and pallets of mail. This information is used by presort software to correctly sort the mailing list and to correctly populate the destination data line on sack tags, tray tags and pallet placards. This information dictates which ZIP codes may be combined together into the handling units, such as trays and sacks, as well as which ZIP codes may be combined together on containers, such as pallets. In the past, the Labeling List data was typically updated quarterly, but the USPS will be going to a monthly release cycle later in 2014. These updates are announced in the Postal Bulletin. Mailers often confuse the Labeling List data with the Drop Ship data (see below), but the two are used for completely different purposes. To avoid confusion, it is helpful to think about the titles of the data files: Labeling List data is used to sort and label the mail, while Drop Ship data is used to direct the shipment of the mail.

Drop Ship Product Files
These files are used to properly identify postal facilities which may be used by mailers to transport (drop ship) mail to facilities closer to the final destination of the mail. This is a group of files which include the postal facility listings along with detailed data such as the operating hours, classes and processing categories of mail handled by the respective facility, contact information, driving directions, ZIP codes serviced and so on. Included in this group of files is the Mail Direction File, which is used to identify when postal facilities “re-direct” mail to other postal facilities. For example, if a postal facility is undergoing renovation, some of the mail classes or processing categories it would normally process are re-directed to a nearby facility during the renovation period. This is a temporary condition, so this information is communicated using the Mail Direction File rather than making short term changes to the actual facility listings. The drop ship data is used in both presort and post-presort software to identify drop ship entry points and to correctly populate the drop ship clearance documents – PS Form 8125′s. These files are provided from the Facility Access and Shipment Tracking System (FAST) and the Mail Direction Files are updated six times per year. This update frequency is the required frequency for mailers to perform updates, but in actuality this data is being updated on a daily basis. For mailers who do frequent drop shipping, it is recommended to get this data updated daily rather than just the minimum required frequency.

Zone Chart Files
These files contain the information used to assign postal zones within mailings that are subject to zone-rated postage. Periodicals and Bound Printed Matter Package Services are two examples of mail classes with zone-rated postage. Zones are defined as the distance that a mailpiece travels from origin to destination. In the past, there were eight postal zones, with Zones 1 and 2 being located closest to the origin point to Zone 8 being located furthest from the origin point. The USPS recently introduced Zone 9, for domestic mail service to the Freely Associated States (FAS), such as Guam. The three-digit prefix of your origin ZIP code dictates which Zone Chart you use. The three-digit prefix of the destination ZIP code of the mailpiece is then used to locate the zone number in the zone charts. Zone charts are also updated quarterly, on the same schedule as the Labeling Lists.

City State Files
These files contain data regarding city, county and post office names associated with each ZIP code, and are usually used in combination with other destination data files to insure accurate assignment of city and state names. This information is updated six times per year.

Timing of updates
The USPS establishes mandatory use dates for all of this data to help insure that mail is prepared and routed correctly. Mailers should update this data in both their presort and post-presort software as often as possible, but certainly no less frequent than the minimum requirements. Failure to do these updates on a timely basis may result in your mailings getting delayed or even worse, stopped at the point of verification. It is recommended that mailers work with their software vendors and service providers to coordinate the timing of these updates so that any potential conflicts are minimized. Window Book recommends updating this data on a weekly basis, or if you do frequent drop shipping, on a daily basis.

Resources
The major release schedules for this data may be found on the USPS RIBBS web site. Information regarding the drop ship data may be found on the FAST web site. Window Book posts updated destination data files to our software updates web page each Friday. These updates may be manually downloaded and installed to your Window Book software, but you can do these updates automatically at a frequency you can dictate by using the Automated Postal Data Updater plug-in of the Window Book Scheduler. There is no additional charge for this utility, so users should definitely take advantage of this convenient means to automatically update this critical data.

Jeff Peoples
Window Book, Inc.
P.S. Window Book is your partner in the mailing business and we PROTECT our clients. It is incredibly valuable for YOU to have someone hand-hold you through your transition to Full-Service.
• Are you afraid the transition to Full-Service will be too expensive or too time consuming?
• Maybe you don’t have the time or resources but you know YOU have to make the change.
Window Book has helped thousands of mailers to improve. You are next… We are here to help you get to the next level… Click on this link www.windowbook.com/4you and let Window Book take care of you.

USPS® 2014 Mailing Promotions and Incentives

The United States Postal Service® (USPS®) has proposed eight promotion/incentive programs for 2014, with the intent of increasing the value of transactional and direct mail. Some of the promotions include features that encourage businesses to use USPS shipping products. As further indication that the USPS will still be moving forward with Full-Service, you will see many of these incentives require some measure of the Full-Service components… don’t delay adopting Full-Service.

Mobile Technology Promotions
There are three planned promotions for 2014 that encourage mailers to integrate direct mail with mobile technology:

Branded Color Mobile Technology Promotion: February 1 through March 31, 2014. Two percent (2%) discount on eligible mailpieces applied at the time of mailing. Eligible mailpieces must contain a mobile barcode or equivalent mobile print technology that when scanned by a mobile device leads to a mobile optimized experience. The mobile barcode must also incorporate two or more colors (other than black, white, or gray) or a trademark or graphic that includes a color or multiple colors (other than black, white, or gray). First-Class Mail® presort and automation letters, cards, and flats as well as Standard Mail® (including Nonprofit) letters and flats are eligible.

Emerging Technology Featuring NFC Promotion: August 1 through September 30, 2014. Two percent (2%) discount on eligible mailpieces applied at the time of mailing. Eligible mailpieces must incorporate the use of Near Field Technology (NFC) or other emerging technology to engage a mobile device in providing an interactive experience for the user. Typical NFC technology consists of embedding a small chip or similar technology into the mailpiece that can be recognized by a NFC-enabled device. Standard Mail (including Nonprofit) letters and flats are eligible.

Mail Drives Mobile Commerce Promotion: November 1 through December 31, 2014. Two percent (2%) discount on eligible mailpieces applied at the time of mailing. Eligible mailpieces must contain a mobile barcode or print/mobile technology that can be read or scanned by a mobile device and leads the recipient to a mobile-optimized shopping website. The web page must allow the recipient to purchase a product advertised in the mailpiece. Mailers may elect to qualify for an additional one percent (1%) rebate on the postage of their qualifying mailings if a portion of the merchandise orders are fulfilled via Priority Mail during the Priority Mail Fulfillment Period.

Technology Drives Relevance
Two of the planned 2014 promotions leverage the value of innovative direct mail techniques:

Color Print in first-Class Mail Transactions Promotion: August 1 through December 31, 2014. Two percent (2%) discount on eligible mailpieces applied at the time of mailing. Eligible mailpieces must have variable color messaging on transactional mail, such as bills or statements. The color messaging must be for marketing or consumer information purposes and must be within the contents of the bill or statement, i.e. color inserts, addendums or separate pages added to the bill do not qualify. First-Class™ presort and automation letters sent in Intelligent Mail® Full-Service mailings are eligible.

Mail and Digital Personalization Promotion: May 1 through June 30, 2014. Two percent (2%) discount on eligible mailpieces applied at the time of mailing. Eligible mailpieces must include digital technology with a personalized URL (PURL)/website. The mailpiece must also be personalized. The web site or landing page must be mobile optimized, correspond to the physical mailpiece and enhance the overall experience for the customer. First-Class Mail presort and automation letters, cards, and flats as well as Standard Mail (including Nonprofit) letters and flats are eligible.

Leverage the Value of First-Class Mail
These two promotions for 2014 are intended to slow the declining volume trends for First-Class mail:

Premium Advertising Promotion: April 1 through June 30, 2014. Fifteen percent (15%) discount on eligible mailpieces applied at the time of mailing. Promotion is open to customers who mailed volume providing $6 million of postal revenue or more from October 1, 2012 through September 30, 2013. Mail service providers are not eligible to participate. Eligible mailpieces are First-Class presort and automation letters sent in Intelligent Mail Full-Service mailings; pieces must be composed entirely of marketing or advertising content.

Earned Value Promotion: April 1 through June 30, 2014. This promotion is in the form of a credit of 2 cents per eligible mailpiece, or 3 cents per eligible mailpiece for those who participated in the 2013 Earned Value Promotion and whose total CRM and BRM counts increase in 2014. Eligible mailpieces are First-Class Business Reply Mail (BRM) and Courtesy Reply Mail (CRM) enclosures that are returned during the promotion period. The total credit amount will be applied to the mailer’s Permit account, where it may be applied to future mailings of First-Class Mail presort and automation cards, letters and flats, and Standard Mail letters and flats.

Saturation and High Density Incentive
The USPS is currently offering an incentive for current Standard Mail mailers who mail at Saturation, High Density and High Density Plus rates to increase their mail volume by rewarding them with a credit on incremental mail pieces above a predetermined volume baseline. This program runs from January 2 through December 31, 2014. The volume baseline will be determined by the aggregate total Standard Mail Saturation, High Density, and High Density Plus volume for each participant during the calendar year 2013, plus two percent (2%). EDDM Retail mail is not included in this incentive.

Any incremental volume above the baseline will be eligible for a rebate equal to twenty percent (20%) of the participant’s average revenue per piece for commercial Saturation Mail and fifteen percent (15%) for commercial High Density and High Density Plus mail. The credit will be five percent (5%) for nonprofit High Density, High Density Plus and Saturation volumes. For more details on this incentive, check out the guide document on the USPS RIBBS web site. Registration for this program ends January 31, 2014.

Participation
Participation in these promotions and incentives requires registration with the USPS using the Business Customer Gateway. Each promotion and incentive program requires separate registration.

Resources
The USPS provides a summary guide of the 2014 Mailing Promotions and Incentives, as well as a calendar, which includes both the registration periods and the promotion periods. There is also a web site dedicated to the promotion and incentive programs.

Don’t miss out on our educational mailing webinars! Log on to our webinar registration site to sign up.

Well there you have it. See you next week for another informative Postal e-Tip!

Jeff Peoples
Window Book, Inc.
P.S. Window Book is your partner in the mailing business and we PROTECT our clients. It is incredibly valuable for YOU to have someone hand-hold you through your transition to Full-Service.
• Are you afraid the transition to Full-Service will be too expensive or too time consuming?
• Maybe you don’t have the time or resources but you know YOU have to make the change.
DON’T WORRY! Window Book has helped 100′s of companies. We will lead you step-by-step with our proven and tested methods to walk you through the process. Click on this link www.windowbook.com/4you and let Window Book take care of you.

January 2014 Postal Prices and Mail.dat® Version Changes

A friendly reminder that in just barely more than a month, the USPS® will implement their annual price increases for mailing and shipping products. At that same time, a new Mail.dat® specification will be implemented: version 14-1. The current Mail.dat specification is version 13-1. PostalOne!® will be updated in January 2014 to accommodate the new prices as well as the new 14-1 Mail.dat version. Mailers will need to be prepared to submit the new postage statements and the new Mail.dat file version.

Timeline
The PostalOne! update for the new release will take effect on January 12, 2014. As soon as it is available, mailers should download and install the new USPS MD Client software in order to be able to submit mailings at the new rates and using new Mail.dat 14-1 files. The USPS sends notifications regarding the PostalOne! updates via the DMM Advisory, so if you are not already a subscriber, you can be added to the distribution list by sending an email to dmmadvisory@usps.com. While the PostalOne! release for the new prices is available starting on January 12, 2014, please note that the new prices do not take effect until January 26, 2014.

The chart below shows the PostalOne! timelines for the various postage statement versions and Mail.dat file versions.
Before 1/12/14 Up to and including 1/26/14 January 2013 or July 2013 Not Supported Supported Supported Not Supported
1/12/14 and after Up to and including 1/26/14 January 2013 or July 2013 Not Supported Supported Supported Not Supported
1/12/14 and after 1/27/14 and after January 2014 Not Supported Updates Only Supported Supported

Changes incorporated into Mail.dat 14-1
Some of the major changes included in the new Mail.dat 14-1 version:
• Made the Package Quantity File (PQT) required rather than optional.
• Added new field FCM Letter Residual Preparation Indicator in the Segment (SEG) file for the new preparation in commercial and commercial plus First-Class Letter prices.
• Daggered “V = FCM Election Mail” in the Mail Piece Unit (MPU) file Rate Type field and also in the Component (CPT) file Rate Type field to reflect the removal of this rate type by the USPS.
• Added value “AD = Advertising” and “CP = Color Ink” in Characteristic field to add support for new USPS incentives.
• Added values “FS = FSS Scheme”, “FF = FSS Facility”, “FC = FSS Scheme Barcode”, and “FN = FSS Scheme Non-Barcode” to the description of Rate Category in the Container Quantity Record (CQT) to support these new prices.
• Added value of “9″ to the description of Zone files in the Container Quantity Record (CQT) to support the additional Zone for Priority Mail.
• Added value “(Periodicals) W = FSS” to the description of the Zone field in the Container Quantity Record (CQT) to support the destination FSS entry point zoning for Periodicals.
• Added values “W = DFSS” and “Y = Origin FSS” in the description of Entry Point for Entry Discount-Facility Type field in the Container Summary Record (CSM) to support those new entry point types.
• Added new field “eInduction Misshipped Container Payer CRID” in the Container Summary Record (CSM) for eInduction invoicing exception priority.
• Renamed the Delivery Signature Confirmation ID field to USPS Tracking Signature ID in the Piece Detail Record (PDR) to reflect the USPS change in name for the service.
• Added new value “NP = Non-barcoded Parcel Fee” to the Service Type field in the Special Fees/Charges Record (SFR) to account for the new non-barcode parcel fee.
Resources
Mailers should be working with their presort and post-presort software providers and mail service providers to insure that your mailing processes will be updated with new versions of mailing and shipping software to accommodate the new prices and the new Mail.dat version. If you use PostalOne! to upload mailings to the USPS, you will also need to update the USPS MD Client software from the Business Customer Gateway once it becomes available. You can also check out the 2014 release schedule for additional details on PostalOne! Update releases for the 2014 calendar year. Mail.dat and Mail.XML™ specification documents may be accessed on the IDEAlliance web site.

Don’t miss out on our educational mailing webinars! Log on to our webinar registration site to sign up.

Well there you have it. See you next week for another informative Postal e-Tip!

Jeff Peoples
Window Book, Inc.
P.S. Window Book is your partner in the mailing business and we PROTECT our clients. It is incredibly valuable for YOU to have someone hand-hold you through your transition to Full-Service.
• Are you afraid the transition to Full-Service will be too expensive or too time consuming?
• Maybe you don’t have the time or resources but you know YOU have to make the change.
DON’T WORRY! Window Book has helped 100′s of companies. We will lead you step-by-step with our proven and tested methods to walk you through the process. Click on this link www.windowbook.com/4you and let Window Book take care of you.

USPS® Proposes Shipping Services – Price Increases

On November 13, 2013 the United States Postal Service® (USPS®) filed with the Postal Regulatory Commission (PRC) a proposal to increase prices for what are considered their “competitive products.” This includes their shipping services of Priority Mail Express™, Priority Mail®, Parcel Select, Parcel Return Service, First-Class™ Package Service, Standard Post, Domestic Extra Services, and International. The average price increase for these services is 2.4% and the implementation date will be January 26, 2014 – the same date that the “market-dominant” prices increase as well as the requirement for Intelligent Mail® Full-Service goes into effect.

Changes
There are a number of new products and services, and changes to existing services as part of this proposal:
• Priority Mail Express 10:30 a.m. delivery time option for an additional $5.00
• Priority Mail annual volume thresholds for cubic pricing and other Commercial Plus offerings will be lowered to 50,000 pieces
• Premium Forwarding Service pricing options for commercial customers
• Flat Rate Commercial Base and Commercial Plus prices for Priority Mail Express International and Priority Mail International
• A fee of $0.20 will be assessed on any commercial parcel that lacks an Intelligent Mail® Package Barcode (IMpb™)
• Shifting Standard Post Zones 1 – 4 to Priority Mail, unless ground shipping is required
• For both Priority Mail Express™ and Priority Mail, a new Zone 9 is added for mailings to and from the Freely Associated States (Micronesia, Marshall Islands, and Palau).
Priority Express Mail
The price increase proposal would see the overall increase for Priority Express Mail at 3.0%. Retail prices increase by 3.1%, while Commercial Base prices increase by 2.9%. Commercial Plus prices increase by only .06%.

Priority Mail
Retail Flat Rate Box prices will be:
• Small, $5.80;
• Medium, $12.35;
• Large, $17.45; and
• Large APO/FPO/DPO, $15.45
The regular Flat Rate Envelope will be priced at $5.60, with the Legal Size and Padded Flat Rate Envelopes priced at $5.75 and $5.95, respectively.

Parcel Select
For Parcel Select Mail, the price increase proposal would see the overall increase at 5.9%. For destination entered parcels, the average increase for Destination Delivery Unit (DDDU) entered pieces is 8.0%, the increase for Destination Sectional Center Facility (DSCF) entered pieces at 5.6%, and the increase for Destination Network Distribution Center (DNDC) pieces at 5.1%. For non-destination entered parcels, the increase is 5.9%. For Lightweight Parcel Select, the increase is 10.1%.

Parcel Return Service
The overall price increase Parcel Return Service (PRS) is 3.0%. Prices for piece retrieved at a Return Network Distribution Center (RNDC) or a Return Sectional Center Facility (RSCF) will see a 0.0% increase, while pieces retrieved at a Return Delivery Unit (RDU) will see increases of 5.7%. Prices remain unchanged for full network Postal PRS.

First-Class Package Service
The overall price increase is 5.0%.

Standard Post
The overall price increase for Standard Post is 5.2%. Prices in Zones 1-4 will align with the Retail Priority Mail prices for those zones. This means that shippers utilizing these price cells will receive Priority Mail service except for shipments that contain hazardous materials or otherwise cannot ship via air.

Domestic Extra Services
Prices for Adult Signature service will increase to $5.20 for the basic service and $5.45 for the person-specific service. Address Enhancement Service prices will be increasing between 3.6 and 7.7 percent depending on the particular rate element, to ensure adequate cost coverage.

International Expedited Services
International Expedited Services include Global Express Guaranteed (GXG) and Priority Mail Express International (PMEI). Overall, GXG prices will rise by 3.0 percent, and PMEI will be subject to an overall 1.3 percent increase. The existing structure of GXG Retail, Commercial Base, and Commercial Plus price categories will be maintained, with the exception of a minor revision concerning payment methods for which GXG Commercial Base is available. The existing structure of PMEI Flat Rate, Retail, Commercial Base and Commercial Plus price categories will also be maintained, except for the establishment of PMEI Flat Rate Commercial Base and PMEI Flat Rate Commercial Plus rates, a minor revision concerning payment methods for which PMEI Commercial Base is available, and an increase to 70 lbs. for the maximum weight for PMEI for Country Price Group 2 (Mexico).

Priority Mail International
The overall increase for Priority Mail International (PMI) will be 1.1 percent. The existing structure of PMI Flat Rate, Retail, Commercial Base, and Commercial Plus price categories will be maintained, except for the establishment of PMI Flat Rate Commercial Base and PMI Flat Rate Commercial Plus rates, with accompanying changes concerning the availability of Electronic USPS Delivery Confirmation International. Additional classification changes include a minor revision concerning payment methods for which PMI Commercial Base is available, an increase to 70 lbs. for the maximum weight for PMI for Rate Group 2 (Mexico), as well as minor revisions concerning PMI contents restrictions and size limitations for PMI items.

International Priority Airmail and International Surface Airlift (ISAL)
Published prices for International Priority Airmail (IPA) will decrease by 2.5 percent and for International Surface Air Lift (ISAL) prices will decrease by 2.9 percent. Classification changes include revising the structure of IPA and ISAL price categories so that there are 19 rate groups for which rates are established by mail shape (letters and postcards, large envelopes (flats), and packages (small packets and rolls). In addition, the minimum weight of Direct Country containers will be reduced to 2 lbs., the maximum weight for IPA and ISAL large envelopes (flats) will be reduced to 17.6 ounces and the maximum weight for IPA and ISAL packages (small packets and rolls) will be increased to 4.4 pounds.

Airmail M-bags
Prices for Airmail M-bags will increase by 2.9%.

First-Class International Package Service
The overall increase for First-Class Package International Service (FCPIS) Retail prices will be 0.8 percent; FCPIS Commercial Base and FCPIS Commercial Plus prices will remain unchanged. The existing structure of FCPIS Retail, Commercial Base, and Commercial Plus price categories will be maintained, except for a minor revision concerning payment methods for which PMI Commercial Base is available. In addition, Pickup on will be made available for FCPIS.

International Ancillary Services and Special Services
Prices for several international ancillary services will be increased. Certificates of Mailing will increase 9.7 percent. Registered Mail will increase 5.4 percent. International Return Receipt will increase 7.1 percent the Customs Clearance and Delivery Fee will increase 9.1 percent. The maximum amount for Vendor Assisted Electronic Money Transfer will decrease to $1500.00.

Additional Resources
We will be issuing future e-Tips containing more details about the new pricing and product proposals, as well as providing updates once these proposals are finalized. You can also check out the filing document on the Postal Regulatory Commission web site. The USPS Postal Explorer web site also has the proposed prices in Excel format.

Don’t miss out on our educational mailing webinars! Log on to our webinar registration site to sign up.

Well there you have it. See you next week for another informative Postal e-Tip!

Jeff Peoples
Window Book, Inc.
P.S. Window Book is your partner in the mailing business and we PROTECT our clients. It is incredibly valuable for YOU to have someone hand-hold you through your transition to Full-Service.
• Are you afraid the transition to Full-Service will be too expensive or too time consuming?
• Maybe you don’t have the time or resources but you know YOU have to make the change.
DON’T WORRY! Window Book has helped 100′s of companies. We will lead you step-by-step with our proven and tested methods to walk you through the process. Click on this link www.windowbook.com/4you and let Window Book take care of you.