How to prepare your

DG Cleared Goods for Mailbag

products
o Mailbag Tracked Plus (MPD)
o Mailbag Tracked Registered (MRD)
o Mailbag Packet Tracked (MXD)

Customer manual

March 2019 V2.3

[Geef tekst op]

Contents

1 Specifications 3
1.1 Type of Dangerous Goods/Limited Quantity Goods allowed
for shipping by mail 3
1.2 Maximum content per packet 3
1.3 Available destinations per product type 4
1.4 Transit times 5
1.5 Undeliverable packets 5

2 Preparation of mail items 6

2.1 Mail item specifications 6
2.2 Packaging specifications 6
2.3 Address label lay-out mail items 6
2.4 Mandatory additional labels 9

3 Preparation of Mailbags 11
3.1 Mailbag products 11
3.2 Mailbag sorting 11
3.3 Mailbag specifications 11
3.4 Mailbag Assist labels 12
3.5 Bag labels 12
3.6 Bag labels specifications for labels supplied by Customer 14
3.7 Mailbag specification summary 14
3.8 Sorting summary 15
3.9 How to deliver mailbags 15

4 Manifest 17
4.1 Manifest 17

5 How to create your bag labels? 19

5.1 Introduction to the PostNL online assist label generator 19
5.2 Create labels for 1 destination 20
5.3 Create labels for multiple destinations 22
5.4 Good to know 24
5.4.1 Single use of the assist label 24
5.4.2 Processing time 24

6 Scan events – data feedback 25

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1 Specifications

1.1 Type of Dangerous Goods/Limited Quantity Goods allowed for shipping by mail

• Batteries or cells (outside equipment or loose)

o Lithium ION (max. watt-hour rating) - 20 Wh (cells) – 100 Wh (batteries)
o Lithium METAL (max. lithium content) - 1 gram (cells) – 2 gram (cells)

The below items are considered to be loose batteries/cells or batteries/cell outside

equipment and must be processed & packed as described in this manual:
o Powerbanks / battery packs
o Packages with equipment containing a lithium battery inside but also a spare
battery

• Perfume
• Nail polish
• Aerosols

1.2 Maximum content per packet

• Batteries
The batteries may not be susceptible to overheating or short circuiting

Loose batteries / cells:

Lithium ION
Contents Lithium ion cells Lithium ion cells Lithium ion
and/or batteries with a Wh rating of batteries with a Wh
with a Watt- more than 2,7 Wh rating of more than
hour rating of but not more than 2,7 Wh but not
2,7 Wh or less 20 Wh more than 100 Wh
Maximum number of No limit 8 cells 2 batteries
cells/batteries per
package
Maximum net 2 kg N/A N/A
quantity (weight)
per package

Lithium METAL
Contents Lithium metal cells Lithium metal cells Lithium metal
and/or batteries with a lithium batteries with a
with a a lithium content of more lithium content of
content of 0,3 g or than 0,3 g but not more than 0,3 g but
less more than 1 g not more than 2 g
Maximum number of No limit 8 cells 2 batteries
cells/batteries per
package
Maximum net 2 kg N/A N/A
quantity (weight)
per package

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 Batteries / cells with equipment:
The number of cells or batteries in each package must not exceed the appropriate number for
the equipment’s operations, plus two spares
The batteries may not be susceptible to overheating or short circuiting

• Perfume
Maximum 600 ml
• Nail polish
Maximum 500 ml
• Aerosols
Maximum 120 ml

1.3 Available destinations per product type

Destinations
Austria, Belgium, Czech Republic, Denmark, France,
Hungary, Ireland, Italy, Luxembourg, Netherlands, Norway,
Poland, Portugal, Slovakia, Spain Mainland, Sweden
Mainland, Switzerland
Destinations
Austria, Belgium, Czech Republic, Denmark, France, Germany, Hungary,
Italy, Luxembourg, Netherlands, Norway, Poland, Portugal, Slovakia,
Spain Mainland, Switzerland

Spain excl. Balearic Islands & Canary Islands (postcode Spain excl. Balearic Islands & Canary Islands (postcode range 38000-
range 38000-38999 and 07000-07999 and 35000-35999) 38999 and 07000-07999 and 35000-35999)

Sweden excl. Gotland (postcode range 62000-62999) France excl. Islands (postcode range 97100 –97999 and 98600-98999)

France excl. Islands (postcode range 97100 –97999 and

98600-98999)

Important:
Sweden doesn’t accept Lithium via Registered (MRD)
Czech Republic is not an available destination for Mailbag
Packet Tracked (MXD)

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 1.4 Transit times
On average there’s an increase of transit times of 4 working days compared to our Priority service,
depending on the destination

1.5 Undeliverable packets

Packets that could not be delivered to the recipient will be destroyed. Packets will NOT be returned
to the shipper

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2 Preparation of mail items

2.1 Mail item specifications

Packets / E / Encombrant
Minimum dimensions : 90 x 140 mm
Maximum dimensions : L + W + H = < 900 mm, longest side max. 600 mm
Maximum weight : 2000 grams

2.2 Packaging specifications

Items must be placed in strong inner packaging that completely enclose the cell/ battery/bottle and
then placed in a strong outer packaging.
Before sending the first shipment your packaging must be approved by your Account Manager

2.3 Address label lay-out mail items

Each item should contain an address label, please note that every service requires a different label.
The barcode on the label should link the item to the unique PostNL Mailbag ID

Example of Address label

DG - Mailbag Tracked Plus DG - Mailbag Tracked Registered

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DG - Mailbag Packet Tracked

Yellow label

Print or stick the yellow sticker on each single item having an European
Union Member State as destination . For an overview of the current EU
member States
The yellow label should be in English or in any other European Union
language and the color must be yellow.

List of EU Member States

Austria (AT) Germany (DE) Poland (PL)

Belgium (BE) Greece (GR) Portugal (PT)

Bulgaria (BG) Hungary (HU) Romania (RO)

Croatia (HR) Ireland (IE) Slovakia (SK)

Cyprus CCY) Italy (IT) Slovenia (SI)

Czech Republic (CZ) Latvia (LV) Spain (ES)

Denmark (DK) Lithuania (LT) Sweden (SE)

Estonia (EE) Luxembourg (LU)

Finland (FI) Malta (MT)

France (FR) Netherlands (NL)

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Postal customs declaration form CN 22

Mail items will be customs cleared in the country of destination, based on the value and content
mentioned on the postal customs declaration form. If an items has a value up to Euro 425,00 a
document (read sticker) CN 22 is sufficient. However if the value of the item exceeds Euro 425,00 a
document CN23 is needed and the upperpart of a document CN22.
If the information concerning the goods inside the mail item on the CN 22 is not correct or
incomplete, it can lead to delays at or seizure of the mail item by Customs in the country of
destination.

Complete the CN 22 in English as follows:

1. Designated Operator = PostNL
2. For commercial goods: tick Sale of goods
3. Mention quantity, accurate description, weight
and accurate value of the good(s) inside the mail
item. It is very important that the sender fills in
the actual value and content of the mail item.
4. Country of origin = country of production or
assembly of the article(s)
5. HS tariff number: use the tariff numbers of the
Harmonized Commodity Description and Coding
System (HS) (an internationally standardized
system of names and numbers for classifying
traded products. Total weight and value of the mail
item. When a mail item contains more than one
article, all articles must be described on the CN 22.
6. Date and sign the CN 22 (electronic signature is
allowed). The form must be signed by a person who is authorized to sign and who is
accountable for conformity of content, content description and declared value. By signing
the CN 22, the sender certifies that he has filled in the correct information on the CN 22 and
that the mail item does not contain dangerous articles or articles prohibited by legislation or
postal or customs regulations. The sender takes full responsibility for conformity of content
description, content and declared value.

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 2.4 Mandatory additional labels

• Batteries
Each packet must be labelled with a lithium ion/
metal battery handling label and Phone number must be written on the label. The size of
the label is min. 10,5 x 7,4 cm.

Lithium ION Lithium METAL

Loose batteries Loose batteries

Packed with equipment Packed with equipment

• Perfume, Nail Polish & aerosols

Each packet must be labelled with a Limited Quantity label next to the address. The size of
the label is min. 5 x 5 cm and max. 10 x 10 cm

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Also a “this end up” label should be placed on each package to mark the package direction
to ensure that the package remains upright. There should be a label on 2 opposite sides (so
2 labels per packet)

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3 Preparation of Mailbags

3.1 Mailbag products

The following Mailbag products are available to ship DG Cleared Goods:

• DG Cleared Goods Mailbag Tracked Plus (MPD)
• DG Cleared Goods Mailbag Tracked Registered (MRD)
• DG Cleared Goods Mailbag Packet Tracked (MXD)

3.2 Mailbag sorting

Mailbag products can only be used for direct mailbags. A direct mailbag meets the below
requirements:
• Mailbag may only contain items for 1 single destination
• Mailbag must carry unique PostNL mailbag label
• Minimum mailbag weight : 5 kg
• Maximum mailbag weight : 20 kg

In case items are left over for a destination which has already multiple direct bags, but they’re not
sufficient to create a bag > 5 kilo it’s allowed to create 1 rest bag per destination.

3.3 Mailbag specifications

• Colour : White, no company logo’s

• Dimensions : 85 x 115 cm. Bags should never exceed the maximum weight of 20kg
once they’re filled.
• Material : Polypropylene, 75g/m2
Coating 25g/m2
Bags need to be made out of one piece

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3.4 Mailbag Assist labels

Each direct bag must carry an unique PostNL mailbag label so called
assist labels. This label must be created in the online PostNL assist
label generator and printed on a bag label. Please check Chapter 5
How to create your assist label.
.
IMPORTANT: All items send in one bag must be linked to the unique
barcode on the assist label used for this bag in the manifest.

IMPORTANT – You can only print/use the PostNL assist label once. In case a unique assist label is
used twice this will lead to operational problems and wrong/mixed or no tracking information

3.5 Bag labels

To affix the assist label to the bag, the assist label should be affixed onto a bag label and put around
the neck of the bag with a tie-wrap . It’s important to use the correct bag label as this is different per
product type. Labels with an EU destination should bear a yellow customs label.

Mailbags containing Dangerous Goods should have an additional orange sticker clearly visible on
the assist label. Don’t cover the barcode!

All Packet Tracked products (LX barcode on item) – bag labels supplied by PostNL

All Registered products (RU barcode on item) – bag labels supplied by PostNL

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All Other products (UD barcode on item) – white bag labels arranged by Customer

Every bag must also have the below labels clearly visible on the outside:

In case of batteries:

Lithium ION Lithium METAL

Loose batteries Loose batteries

Packed with equipment Packed with equipment

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In case of perfume /nail polish & aerosols:

3.6 Bag labels specifications for labels supplied by Customer

The bag label must be white and should be big enough to carry a final label of 7,6 x 12,7 cms. We
advise to use a bag label with the dimensions of 9 x 18 cms.

It’s important that the bag label is made of a combination of paper & plastic film so it will not tear
easily. You can also choose to use bag labels that have a reinforced punch hole to prevent it from
tearing. If a bag label is lost during transit, no tracking information can be supplied back to you.

3.7 Mailbag specification summary

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3.8 Sorting summary

MXD
MPD

MRD

3.9 How to deliver mailbags

Mailbags may be delivered:

a) Loose bags stacked directly onto a pallet (sealed) with a maximum height of 1.5
meters. All bags must be Direct Bag (all items inside the bag to 1 destination) . An
information label should be affixed on the outside of the pallet

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 b) Direct Bags inside outer carton. There may be different destinations inside 1 outer
carton but all bags inside the carton must be Direct Bag (all items to 1 destination). For
example: Box contained 1 Direct Bag destined to Germany, 1 Direct Bag destined to UK
is allowed. State destination(s) of direct bags on the outside of the outer carton.

DE UK

The outer cartons can have a maximum weight of 30kg per box and should be stacked directly onto a
pallet (sealed). Each pallet must have a information label on the outside.

Example information label

DANGEROUS GOODS
Mailbag Tracked Please refer to chosen service:
Registered DG Mailbag Tracked Plus (MPD)
MRD DG Mailbag Tracked Registered (MRD)
DG Mailbag Packet Tracked (MXD)

It’s allowed to combine different DG products onto 1 pallet with other shipments & products.

Important Dangerous Goods solutions need to be clearly marked on the outside of the box.

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4 Manifest

4.1 Manifest

The Manifest is a detailed list of all items linked to the barcode of the assist label of the mailbags
per shipment. Per item the details of the addressees (consumers) plus the PostNL assist label ID,
unique PostNL item barcode and the product used.

The manifest should be saved with the following name:

123COMBIddmmyyyy

123 = Customer identifier (supplied by Account Manager)

COMBI = Fixed
ddmmyyyy = date of manifest

It’s allowed to combine different products onto 1 manifest.

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Requested information on Manifest – per item

Delivery M
Company M
Name M
Address M
Postal Code M
City M
State O
Country O
Country Code M
Email O
Phone M
Customer Reference Number O
Gross wght(g) M
Goods Description M
Item Value(USD) M
ItemValue (EUR) M
Tariff M
Qty M
Customer Item Id M
Return O
Product M
Item barcode M
Bag Number O
PostNL mailbagID M
Format M
Receptacle Type M
Dangerous Goods Y/N O

Example of filled in Manifest

The column Receptacle Type is by default filled with the letter BG. Only if instructed differently you
need to fill in another value

The column Format is by default filled with the value E. Only if instructed differently you need to fill
in another value

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5 How to create your bag labels?

5.1 Introduction to the PostNL online assist label generator

With the PostNL label generator you can print the unique assist labels that are required for your
shipment.

Step 1. Log in to the website https://tracktraceportal.postnl.post/Account/Login

Step 2. After login you enter the main menu where you can choose to print labels for 1 destination
only or for multiple destinations in 1 printrun.

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5.2 Create labels for 1 destination

Step 1. If you want to print labels for 1 destination only you click on: Generate Assist Labels (single
destination)

Step 2. Select the country of destination:

Step 3. Choose the number of labels you would like to print (max. 1000 labels per print job) and click
on the Generate Labels button:

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Step 4. Check if the select information is correct and click on Print Labels (PDF)

The system will generate the labels, this could take some time in case you print a large amount of
labels. The processing time is approximately 60 seconds for 1000 labels (1000 labels is the max. per
printjob. The processing is ready when the PDF files comes up.

In the created PDF file you find all the unique assist labels, 1 label per page, size 5” x 3” (7,6 x 12,7
cms)

IMPORTANT – You can only print/use the file once. In case a unique assist label is used twice this will
lead to operational problems and wrong/mixed or no tracking information.

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5.3 Create labels for multiple destinations

Step 1. If you want to print labels for multiple destination only you click on: Generate Assist labels
(multi destinations)

Step 2. Select the Destinations by adding the number of labels you require (max. 1000 labels per
print job) and click on the Generate Labels button at the end of the list.

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Step 3. Check if the select information is correct and click on Print Labels (PDF)

The system will generate the labels, this could take some time in case you print a large amount of
labels. The processing time is approximately 60 seconds for 1000 labels (1000 labels is the max. per
printjob). The processing is ready when the PDF files comes up.

In the created PDF file you find all the unique assist labels to the various destinations, 1 label per
page, size 5” x 3” (7,6 x 12,7 cms).

IMPORTANT – You can only print/use the file once. In case a unique assist label is used twice this will
lead to operational problems and wrong/mixed or no tracking information.

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5.4 Good to know

5.4.1 Single use of the assist label

You can only use a assist label once. The labels are unique and if used multiple times this will lead to
operational problems and mix of tracking events or no tracking at all

5.4.2 Processing time

When you create your labels, it might take some time before the pdf file with all labels is ready.
Please account for approximately 60 seconds of processing time for every 1000 labels you create in
the label generator.

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6 Scan events – data feedback
Tracking events are available by sftp or API. Customers can also track their items on
www.postnl.post The tracking events of the mailbag are already linked to the items inside the bag,
based on the manifest information. PostNL cannot be held liable for the correctness of the item
information.

The following events are trackable via the portal and via Postnl.post, based on the scans of the assist
label and the customer input on which items are being put in the specific bag:

Event description – on mailbag level Event code

The item is pre-advised 1233
The item is at the PostNL sorting center 101
The item is on transport to the country of destination 301
The item has arrived in the country of destination 134

Please note that the last scan (134) will only be fed back if made available by the destination
post.

The following events are trackable via the portal and via Postnl.post, based on the scans of the
address label with a barcode (exluding MPD)

Event description – on item level Event

code
The item has been processed in the country of destination 30
The item is at the local delivery office 33
The delivery of the item was unsuccessful 36
The item has been delivered successfully 37
Undeliverable item, will be returned to sender 9010
Undeliverable item, has been returned to shipper 9020

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