Instructions for mailer companies

On this page, you can find mailing instructions and tools for mailing large or regular publication, letter and direct advertisement batches.

Latest instructions

Mailer companies’ tools

All of the ordering channels are logged into using the same user codes. User codes can be obtained from your company’s administrator. If your company does not yet have an administrator, order transaction codes. Order credentials

Instructions Posti Pro

Magazine Pro and Economy Publication

Daytime Publication Delivery and Long-Distance Publication Delivery

Ordering instructions (pdf) are only available in Finnish.

Customer Direct

Ordering instructions (pdf) are only available in Finnish.

How to make an order for one posting date or create a campaign

Batch sorting and bundling

Batch sorting, or bundling, and unitizing are necessary for large mailing batches. Publications are normally always mailed in bundles. The Guide for Batch-Sorted Postal Items (Addressing, Bundling and Unitizing) is aimed at large-volume senders as well as printing and mailing companies to help them prepare mailing batches for mailing.

Correctly bundled mailing batches speed up sorting and a properly tied bundle that can withstand machine-sorting ensures that your item will arrive neat and intact. The recipient receives your item in the same condition as it was sent.

Postal items are sorted by postal code and bundled according to the instructions provided in the Guide for Batch-Sorted Postal Items (Addressing, Bundling and Unitizing).

An additional handling fee may be charged for non-compliance with the instructions.

Below, we have gathered instructions on key matters related to batch sorting. If you use the Sorting Service, you will automatically receive the correct information.

Bundling order A bundle is created when items addressed to a certain postal code, transport direction, delivery office, postal code area or sorting center form a bundle of a minimum of 2 centimeters.
Bundle label Bundle labels must include delivery service and and control information.
Control information for items Bundles can also be dropped off without bundle labels if the items have address and control information markings.
Transport units and unitizing levels Transport units should be packed in a way that ensures that the items will remain undamaged from the sender to the recipient.

The unitizing levels can be found in the Guide for Batch-Sorted Postal Items. You can use the RCC2 control label application to print transport unit container labels with bar codes. In unclear situations, please contact our customer support.

Sorting Service

The Sorting Service is a tool that can be integrated into the mailer company’s sorting system, providing automated and batch-specific support for preparatory work in mailing. The delivery of items to their destination can be ensured, mailing quality defects are reduced and the delivery chain becomes transparent. The Sorting Service produces 2D codes and 4-state codes that are used on letter, publication and direct marketing items.

The Sorting Service is free of charge, both for the customer and the mailer company. It is suitable for the mailing of letters, publications and direct marketing items. When preparing the items, bear in mind the service-specific requirements of mechanical handling and the placement requirements of 2D codes, 4-state codes and address information. In addition, the paper grade influences magazines’ and direct marketing items’ suitability for mechanical handling. Check the instructions on this page.

The Sorting Service is used to produce the contents of codes.
The Sorting Service provides clear and up-to-date mailing instructions.
The Sorting Service creates the bundle and unit labels automatically and writes the electronic mailing list.

Benefits of the Sorting Service for the customer

The quality of mailing improves and the items are delivered to their destination reliably.
Using the Sorting Service, items will be delivered faster.
Errors become less likely to occur, because the Sorting Service guides the mailing process.
The Sorting Service checks the accuracy of the address. The item finds its way to the correct post town even if it has a wrong postal code.

Benefits of the Sorting Service for the mailer company

The Sorting Service provides clear and up-to-date mailing instructions.
The Sorting Service creates the bundle and unit labels automatically and writes the electronic mailing list.
The contents of codes are created with the Sorting Service to the mailer/printing house that prints the code on the items.

Machine processing

When preparing the items, find out and bear in mind the service-specific requirements of Posti’s mechanical handling, such as measure and weight limits and the placement requirements of 2D codes, 4-state codes and address information. Machine-sortable items move quickly through the various stages of processing and are delivered to the recipient on schedule and in the correct form.

Price benefit for machine-sortable items

When you are planning an item—for example, the appearance of an envelope—please take into account Posti’s service-specific requirements for mechanical handling. These requirements are listed in the Guide for Batch-Sorted Postal Items.

Machine-sortable items move quickly through the various stages of processing and are delivered to the recipient on schedule and in the correct form. Furthermore, you can save on postage fees: Your letters are delivered affordably as Standard Letters and your advertisements cost-effectively as Customer Directs.

The paper grade influences magazines’ and direct marketing items’ suitability for mechanical handling. The list below will be updated as new information is received.

Cover paper, unenclosed items

The cover paper must be able to withstand machine sorting. Paper under 50 g/m² is too thin and weak and requires separate, thicker cover paper. - Suitable: Finesse Gloss PEFC 130 g, which has proven to be durable; Finesse Gloss 115 g; and Silk

Cards and other two-page enclosed items

Suitable: G-Print and Gloss Not suitable: Silk

What kinds of items can be sent as machine-sortable items?

Envelopes and postcards

Envelopes sealed on all four sides that may contain content such as credit cards and membership cards
A5 and A4 sized postcards without envelopes
Self-mailers
Rectangular items, we recommend that you use standard envelope sizes (C6, C5, C4).
Items wrapped in plastic

Magazines and catalogs

Multi-page brochures
The items may contain various kinds of cards (e.g. credit cards and membership cards).
The item must be rectangular in shape.
Items without plastic covering

Magazines

Tabloid publications (machine-folded, always tested separately)
Catalogs
Multi-page brochures

What kinds of items cannot be sent as machine-sortable items?

Machine-sortable items may not contain hard or inflexible objects such as paper clips, keys, coins, compact discs, pens, hard-shelled samples of cosmetics, etc. These types of items must be sorted manually.

Shaped cards and other irregularly shaped items as well as landscape-oriented publications and catalogues are always manually sorted. The item must be manually sorted also when the measurements, form or flexibility of the item differ from the product features defined for machine-sortable products.

The publication printed on newspaper's suitability for mechanical handling is investigated

In Posti’s machine sorting, the machine sorting of publications printed on newspaper is tested. When specifications are found for factors such as paper grade, paper thickness and other factors affecting suitability for mechanical handling, a machine sorting process can be implemented.

Switching to machine sorting affects the placement of a publication’s address markings. The address and code must be printed on the BACK PAGE of the publication, either horizontally on the right-hand side of the top edge or vertically in the right-hand margin so that the address can be read looking from the inside edge.

Instead of the current instructions*, the address can already be printed on the BACK PAGE of the publication vertically or horizontally on the right-hand side of the top edge, but the reverse folding of the publication must be taken into account. If the publication is also folded into quarters, it must be ensured that the address marking is placed on the outside of the publication in the same place as it would be on an unfolded publication.

Payment indications of letters, publications, direct mail and reply mail items

Items indicated on a mailing list must include a payment indication according to Posti’s instructions. Use of the indications is subject to a valid contract with Posti.

Download the payment indication files using the links below. We also recommend reading the user instructions for payment indications. The postal company in accordance with the Postal Act will be Posti Jakelu Ltd from January 1, 2023. However, Posti Ltd's payment indications will not expire and they can still be produced with a franking machine. There will be no time limit for using printed envelopes.

Publications, direct mail and letters

Reply mail

Questions and answers about the Sorting Service

If you are a customer, ask your mailer company whether the Sorting Service has been connected to the mailer company’s sorting system. Ask the mailer company to contact Posti to sign an agreement.

If you are a mailer company, ask your system administrator whether the Sorting Service can be connected to your sorting system. Posti can provide assistance in creating the interface between the Sorting Service and the mailer company’s system. Posti and the mailer company will work together to test the interface and ensure that the Sorting Service will work correctly.

The Sorting Service can be used to sort letters, addressed direct marketing items, magazines and newspapers. The Sorting Service is not compatible with early-morning delivery newspapers, as customers handle their sorting via their own systems.

The Sorting Service checks addresses and directs items to bundles or boxes according to their identified addresses. The Sorting Service takes into account Posti's delivery method and network changes, ensuring that items are always routed according to the latest information. The Sorting Service ensures that bundles and items are routed to the correct delivery office or postal center.

The use of the Sorting Service does not necessitate any changes in the customer's operations. It is important that the customer supplies the mailer company with address lists in a clear format to make it easy for the mailer company to enter the data in the Sorting Service. The recipients' name and address details must be clearly indicated in the appropriate columns.

Deploying the Sorting Service results in changes in the way the mailer company operates. The mailer company must use an application specifically for this purpose (Excel, for example, is not compatible). The mailer company should discuss their options with the system administrator within their own organization. Some systems already have the interface pre-installed.

Before the start of mailing, the mailer company uploads the address list obtained from the customer to the Sorting Service. The mailer company also enters item data, i.e. item dimensions, bundle sizes and unit types. Based on the information entered, the Sorting Service creates instructions for how bundles and units must be put together. It creates the bundle and unit labels automatically and generates the electronic mailing list. This means that the mailer company no longer needs to manually create unit control labels (RCC2) or electronic mailing lists. The mailer company also no longer needs to enter any preparatory work information or the postal code distribution on the Posti Pro.

Furthermore, changes to mailing instructions (such as product changes) will be automatically updated on the Sorting Service.When boxing items for the Sorting Service, use box labels generated by the service and attach them where indicated on the boxes. You may use a separate box label printer or a normal printer.

The Sorting Service's processing time of address data is approximately 1.5 minutes for 100,000 addresses. The service turnaround time shown to the mailer company is also affected by the speed and data communications connections of the mailer company's own systems. One user has commented that the time it takes to complete the sorting process is barely long enough to refill your coffee mug. The Sorting Service is available 24/7, except for any downtime caused by system maintenance. Posti will inform mailer companies of any service interruptions ahead of time.

Transport unitizing is based on the efficient processing of items, the carrying capacity of transport units (weight and volume) and occupational safety and health restrictions. For example, the weight limit for a rolltainer is 250kg, including the unit's empty load. The mailer company decides what kinds of transport units to use.

The Sorting Service will not correct incorrect addresses on items. Instead, it identifies correct postal codes on items and directs items to the appropriate delivery office.The Sorting Service only checks whether the indicated address exists and corrects mistakes such as incorrect postal codes. It uses corrected address data only to put items in alphabetical order and to sort them into bundles.

It does not check for information on the recipient having moved, for example.
It does not return corrected addresses to the mailer company. Instead, it simply prints the original incorrect address on the item.

The Sorting Service helps ensure delivery to the recipient by allowing items to be routed to the correct operating location even when the postal code is incorrect.

If the Sorting Service is not working properly, please wait a moment and try again. If this does not help, check your network connection. Kindly also check that the product information or other parameters you have provided were entered correctly. Erroneous information may cause disruptions.

If the disruption lasts for a long time, send an error message by email to lajittelupalvelu@posti.com and we will start fixing the problem immediately. The email is monitored during office hours on weekdays. If necessary, our specialists will contact you.

If your mailing schedule is flexible, please wait for the system to start working. If you cannot delay the mailing, follow these instructions:

Keep preparing the mailing batch with the help of the Guide for Batch-Sorted Postal Items or service-specific mailing instructions for letters. Standard Letter Pro mailing batches are unitized in four directions (4k) according to Guide for Batch-Sorted Items.
Use the electronic mailing list – Magazines: continue filling out the mailing list created with Posti Pro. – Customer Direct: continue the mailing list created in advance for the mailing batch. If you do not have one, create a new one. – Priority Letter or Economy Letter: register the items on the mailing list. – Standard Letter services: we will contact you and issue separate instructions.
Note that the Sorting Service was out of use in the Additional information for mailing list handlers and Posti’s reception field. This ensures that we will not charge unnecessary additional service fees from you.
Also remember to mark the mailing list as completed and attach cover letters to the mailing batch.
Drop off the shipment lots at the posting place.