INSTRUCTION FOR CORRECT ADDRESSING AND
PREPARATION OF POSTAL ITEMS BEFORE POSTING
THEM TO THE PE POST OF SERBIA
CONTENT
1. WHAT IS THE AIM OF THIS INSTRUCTION? .................................................................. 3
2. BASIC RECOMMENDATIONS FOR SENDERS OF POSTAL ITEMS ............................... 3
3. CORRECT ADDRESSING OF POSTAL ITEMS ................................................................ 3
3.1. Which address data you need to write when addressing the item? ................................. 3
3.1.1. Postal address code (PAC) ......................................................................................... 4
3.2. Examples of correct addressing for different types of address. ....................................... 5
3.2.1. Item addressed for the recipient in the settlement with assigned street names ............ 5
3.2.1.1. Marking the house number and sub-number ............................................................ 5
3.2.1.2. Marking the apartment number ................................................................................. 6
3.2.1.3. Addressing item for the recipient who is a sub-tenant ................................................ 6
3.2.2. Item addressed for the recipient in the settlement without assigned street names ........ 6
3.2.3. Item addressed for the user of the PO Box .................................................................. 7
3.2.4. Item addressed for the user of post restant service ...................................................... 7
3.2.5. Item addressed for the recipient who receives items through military post office .......... 8
3.2.6. Addressing parcel items .............................................................................................. 8
3.2.7. Addressing Post Express items ................................................................................... 9
3.3. The way of writing/printing the address data ................................................................... 9
3.3.1. Recommendations for machine printing of address
(by using computers and printers) ............................................................................. 11
3.3.2. Recommendations for hand writing of address .......................................................... .12
4. ADDRESS SIDE OF THE ENVELOPE - KEY ZONES. ................................................... 13
4.1. Zones for marking the address of the recipient ............................................................. 13
4.2. Zones for marking the paid postage. ............................................................................ 13
4.3. Protected zones on the address side of the envelope ................................................... 13
4.4. Zone for marking the address of the sender ................................................................. 14
4.5. Position and dimensions of the transparent part (window) on the
address side of the envelope ....................................................................................... 14
4.6. Zone for bar-code label. ............................................................................................... 15
5. RECOMMENDED TECHNICAL CHARACTERISTICS FOR PACKAGING MATERIALS . 17
6. ADDITIONAL RECOMMENDATIONS. ............................................................................ 17
1. WHAT IS THE AIM OF THIS INSTRUCTION?
Correct addressing and appropriate preparation of postal items before posting them to the
PE Post of Serbia are key to their delivery to the requested address and within the
prescribed deadline.
We have created this Instruction with the intention of showing our customers how to address
postal items and prepare them for sorting in accordance with the defined standards and thus
contribute to their proper directing to their destination.
In this way, senders will enable PE Post of Serbia to achieve optimal transfer times and
sorting of postal items, and thus offer its customers high quality services.
2. BASIC RECOMMENDATIONS FOR SENDERS OF POSTAL ITEMS
Below is a review of basic guidelines for correct writing ⁄printing of the recipient’s address
(which will be explained in more details in hereafter).
Recommendations for senders:
1) Writing/printing all address data of the recipient (including PAC) necessary for the correct
directing of items towards the destination;
2) Writing/printing the address of the recipient in big print letters;
3) Writing/printing the address data of the recipient legibly and clearly with recommended
spaces;
4) Writing/printing the address data of the recipient in the correct order;
5) Writing/printing the address data of the recipient without using the short names of the
streets, settlements etc.;
6) Provide full visibility of the address of the recipient when using the envelope with
transparent area (window), and regardless of the movement of the contents of items
within the envelope;
7) Positioning of letter marks, postal stamps, franking indicia, graphic symbols, logotypes,
illustrations etc. should be outside the address block and outside of the zone for marking
the machine bar-code (minimum 15 mm from the lower edge of the item, along its entire
length);
8) Writing/printing the address data with the dark pan /font on the packaging of bright
colours;
9) Specifying the address of the sender on the back of items or in the upper left corner of
the address side of the envelope;
10) Appropriate closing of envelops and other types of packaging (by completely gluing the
closing flap, without stapling or merging documents in an envelope with a paper clip).
3. CORRECT ADDRESSING OF POSTAL ITEMS
Certain recommendations regarding content and ways of writing the address1 should be
fulfilled for correct addressing of items.
1
The item should be addressed pursuant to the article 48. of Special conditions for providing postal services in PE Post of
Serbia
3.1. WHICH ADDRESS DATA YOU NEED TO WRITE WHEN ADDRESSING THE ITEM?
ADDRESS OF THE RECIPIENT
• In domestic postal traffic, as part of the address you need to write the following address
data one below the other:
• first and last name / name of the recipient (for legal entities);
• street and number, sub-number, apartment number or PO Box number, or the
number and name of the Military Post Office, or the designation “post restant” (or
“poste restante”);
• name of the settlement;
• postal code and name of the destination post office;
• postal address code (PAC).
For items that are addressed to PO Box, post restant or to the Military Post Office, sender
doesn’t need to provide the name of the settlement or the postal address code (PAC) of the
destination post office.
• Items addressed for abroad, should be addressed according to regulations of the
destination country. Address of the recipient should we written in Latin letters and Arabic
numbers, also, it can be written in the alphabet of the destination country, provided that the
last line of the address, the name of the destination country, was written in Latin.
ADDRESS OF THE SENDER
Writing the address of the sender on ordinary items is not mandatory, except in the case of
posting items according to contract and for items free from postage or part of the postage.
For all recorded items sender has to write his address, except for items with the mark “for
tender”, “for auction” etc., as well as for Post Express items with service Invitation.
Address of the sender should be written on the back on the items, and if it is not possible, in
the upper left corner of the address side of the envelope (trying to leave big space between
the address of the recipient and address of the sender on the address side.)
3.1.1. POSTAL ADDRESS CODE (PAC)
Correctly written or printed postal address code (PAC) on the item is a key for its fast
and correct directing.
PAC is a six digit code which defines the part of the street where the postman comes to
deliver the item to the recipient and determines more precisely the location for delivery of
item compared to addressing with only the postal code.
Application of PAC enables the delivery of items within the prescribed deadline regardless
the often change of street names and the situation with same street names within the same
city or municipality.
For example, PAC 272316 carries the
information that the recipient of the items
lives in:
• municipality Šabac,
• settlement Mišar,
• in the even part of the street Jakova
Nenadovića, from the number 2 to 4.
You can find PAC for any address on the territory of the Republic of Serbia:
• by calling the number 0700 100 300 (at the price of local call),
• through online search on our website www.posta.rs, and
• in any post office.
3.2. EXAMPLES OF CORRECT ADDRESSING FOR DIFFERENT TYPES OF ADDRESS
Depending on the type of address, the content of some lines in the address block i.e.
address data written by the sender could be different.
Postal item could be addressed for the recipient:
• in the settlement with assigned street names,
• in the settlement without assigned street names,
• who is the user of PO Box,
• who is the user of post restant service,
• who receives items through Military Post Office,
• who lives abroad.
Hereafter is the overview of all types of addressed that are applicable in our country, with
appropriate examples of correct addressing of postal items.2
2
Examples of addressing are for insight into data that contains duly completed address block shown on the envelope with preprinted address block, as well as on pre-printed envelopes without lines.
3.2.1. ITEM ADDRESSED FOR THE RECIPIENT IN THE SETTLEMENT WITH ASSIGNED
STREET NAMES
3.2.1.1. Marking the house number and sub-number
House number should be written behind the name of the street, while the sub-number should
be marked with letters, big Latin or Cyrillic letter next to the house number (without spaces).
3.2.1.2. Marking the apartment number
The apartment number should be marked behind the house number. There are two correct
way for this marking:
a) house number, symbol „ / ”, apartment number or b) house number, word „ apartment”,
apartment number.
3.2.1.3. Addressing item for the recipient who is a sub-tenant
If the item is addressed to the recipient who is a sub-tenant, the address, besides the first
and last name of the recipient, should contain the word „at” and first and last name of the
landlord.
3.2.2. ITEM ADDRESSED FOR THE RECIPIENT IN THE SETTLEMENT WITHOUT
ASSIGNED STREET NAMES
If the settlement is without assigned street names, the sender needs to name the settlement
where the recipient lives when addressing the item, below the field intended for the street
name, that is not filled in.
3.2.3. ITEM ADDRESSED FOR THE PO BOX USER
For items addressed to PO Box user, sender needs to writhe: first and last name of the
recipient (or name of the legal entity), mark „PO Box” or short „PP” before the number of the
PO Box, postal code and name of the post office. Sender is not obliged to state the name of
the settlement, or PAC of the destination post office.
3.2.4. ITEM ADDRESSED FOR THE USER OF THE POST RESTANT SERVICE
When addressing items for the user of the post restant service, sender needs to write first
and last name of the user (or name of the legal entity), mark „post restant” or „poste
restante”, postal code and name of the destination post office. Sender is not obliged to state
the name of the settlement, or PAC of the destination post office. Postal money order, as a
COD document, cannot be addressed to post restant.
3.2.5. ITEM ADDRESSED FOR THE RECIPIENT WHO RECEIVES ITEMS THROUGH
MILITARY POST OFFICE
If items are delivered to the recipient through Military post office, in the address block sender
needs to write first and last name of the recipient, mark “military post office” and number of
the military post office, postal code and name of the destination post office. Sender is not
obliged to state the name of the settlement, or PAC of the destination post office.
3.2.6. ADDRESSING PARCEL ITEMS
When addressing parcel items it is necessary to write the full address of the sender and of
the recipient on the form – Parcel label. Signing of the label could be done by the sender or
employee of the post office.
3.2.7. ADDRESSING POST EXPRESS ITEMS
Addressing Post Express items is done on the form – Post Express label, which could be
filled in by the sender or Post Express courier.
3.3. THE WAY OF WRITING / PRINTING ADDRESS DATA
It is very important that the correct address data is written/printed legibly and clearly on the
address label/packaging of postal items. In this way, during automated or manual sorting, PE
Post of Serbia is able to determine with certainty the destination of collected items.
BASIC RECOMMENDATIONS
• Recommendation for the address of the recipient is that it should be written/printed on the
item as follows:
legibly and clearly with big printed Cyrillic or Latin letters with appropriate
spaces;
with left alignment, except the line for PAC which has to have the right alignment;
without the usage of abbreviated street names, settlements etc. (for example: it
is correct to write Jurija Gagarina, and not J. Gagarina, Novi Sad instead of N. Sad
and more);
without underlining the address data;
dark (preferably black or blue) colour letters on envelope of bright (preferably white)
colour.
• On the envelope, especially in
the address block and in its
proximity, is not advisable to
write/print letter marks, graphic
symbols, logotypes, illustrations
etc. Also, mark for paid postage
should not be printed in the
address block. Still, if some
numeric or text that is not part
of the address is printed on the
address side of the envelope,
they should be above, as far as
possible from the addressing
zone.
• W hen addressing items, it is necessary to avoid thin, faded, overshadowed and unclear characters
(for example, smeared on the printer).
• Recommendation for senders is to use envelopes
without pre-printed lines or envelopes with pre-printed
address block produced by PE Post of Serbia.
Recommended envelope types are available in all
post offices. If the envelope has pre-printed lines,
they should be light (preferably light gray) thin lines,
and the address should not be written ⁄printed over
the pre-printed lines.
Besides, address should be marked parallel (not
obliquely) to the long side of the envelope.
Preferably all characters should have same dimensions.
• Address of the sender should be stated on the
back of the item, and if it’s not possible, in the upper
left corner on the address side (trying to leave big
space between the address of the recipient and
address of the sender on the address side).
3.3.1. RECOMMENDATIONS FOR MACHINE PRINTING OF ADDRESS (by using
computers and printers)
To users who are addressing items by using computers and printers we recommend the
following standards.
Fonts and print quality
• Recommended fonts for printing are: Times New Roman, Helvetica and Arial.
• Font size should be ≥ 12 pt.
• The use of dot matrix printer is not recommended.
Spaces
When printing the address, it is necessary to make
appropriate spaces between lines and characters as
follows:
• space between lines > 2 mm;
• space between characters > 0,6 mm;
• space between address and edge of the window > 5
mm, for envelopes with window.
3.3.2. RECOMMENDATIONS FOR HAND WRITING OF ADDRESS
Colour of pen
• It is advisable to write the address with dark (black or blue) pen.
• Light and fluorescent pens should be avoided.
Size of letters and spaces
When writing the address, the following is recommended:
• use big printed Cyrillic or Latin letters;
• avoid writing letters of different size within one line;
• avoid writing address with italic letters;
• size of letters should be between 4 mm x 4 mm and 15 mm x 15 mm;
• space between lines > 5 mm;
• space between characters > 1 mm;
• space between words: 5 mm to 10 mm.
4. ADDRESS SIDE OF THE ENVELOPE – KEY ZONES
Address side of the envelope consists of:
• Zone for marking the address of the recipient,
• Zone for marking the paid postage,
• Protected zone,
• Zone for marking the address of the sender,
• Transparent part (window) on the address side of the envelope (if any), and
• Zone for bar−code label.
Figure 1. Position and dimensions of the key zones on the envelope
4.1. ZONE FOR MARKING THE ADDRESS OF THE RECIPIENT
Address of the recipient should be written ⁄ printed in the lower right corner of the envelope,
on the side of the envelope that doesn’t have a closing flap and above the coding field, in the
rectangle addressing zone that is located:
• at least 40 mm (± 2 mm) from the upper edge of the envelope;
• at least 15 mm from the lower and side right edge; and
• at most 140 mm from the side right edge.
4.2. ZONE FOR MARKING THE PAID POSTAGE
On the address side of the item there must be space, in the upper right corner of item, for
franking and stamping, in the shape of rectangle with height of 40 mm (± 2 mm), counting
from the upper edge and length of 74 mm, counting from the right edge. Within this space,
postal stamps or franking indicia are placed in the upper right corner.
4.3. PROTECTED ZONES ON THE ADDRESS SIDE OF THE ENVELOPE
On the address side of the item it is advisable to leave empty fields, i.e. protected zones that
enable correct location and reading of certain information, mainly the address of the
recipient, for machine sorting of items.
Zone for machine printed bar-codes intended for sorting of items is the most
important protected zone on the address side of the item and it takes space of
minimum 15 mm from the lower edge of the item, along its length. Within this zone there
should not be any: letter marks, logotypes, graphic symbols etc.
Moreover, any label or any unneeded character can not stand:
• below the address;
• right from the address, counting from the space intended for franking and stamping, all
through to the right edge of the item;
• left from the address, in the space wide at least 15 mm starting from the first line of the
address to the lower edge of the item;
• in the space of 15 mm, counting from the lower edge of the item and 140 mm length
counting from the right edge of the item, this space can partially overlap with above
mentioned space.
4.4. ZONE FOR MARKING THE ADDRESS OF THE SENDER
Address of the sender should be marked on the back on the items. If it is not possible, then it
should be in the upper left corner of the address side of the envelope (trying to leave big
space between the address of the recipient and address of the sender on the address side),
in the space of at most 35% of the upper and 50% of the left edge of the item.
Figure 2. Marking the address of the sender on the back on the item
Figure 3. Marking the address of the sender in the upper left corner of the
address side of the item
4.5. POSITION AND DIMENSIONS OF THE TRANSPARENT PART (WINDOW) ON THE
ADDRESS SIDE OF THE ENVELOPE
Letterpost items with the transparent part (window) on the address side of the envelope,
besides the previously mentioned characteristics, should fulfil the following conditions:
Figure 4. Position and dimensions of the transparent part (window)
the transparent part must be in the shape of rectangle, on the side that doesn’t have a
closing flap, it cannot be edged with band or colour framed and it cannot take the whole
address side of item;
the transparent part should be made of such material and in such way that the address is
easy to read through it;
content of the address block must be always fully visible through the transparent part,
regardless the possible movement of the item’s content within the envelope; minimal
distance of the address from any edge of the transparent part (window) is 5 mm;
the transparent part must be at least 40 mm from the upper edge of the cover (envelope)
with tolerance of ± 2 mm, 15 mm from the right edge, 15 mm from the left edge and 15
mm from the lower edge;
the biggest dimension must be parallel to the length of cover (envelope), and the address
of the recipient must be in the same direction;
minimal dimensions of the transparent part (window) are 90 mm x 45 mm.
4.6. ZONE FOR BAR-CODE LABEL
If the customer is applying by himself a bar-code label containing the identification number of
a certain category of recorded items, he needs to do so on the left side of the address block,
so that the label doesn’t jeopardise the protected zones.
If the field for franking and stamping does not contain postal stamps, customer can put the
bar-code label in that field.
Bar-code label for Post Express, parcel and non-standard items should be applied on the
upper address side of items which takes the biggest space.
5. RECOMMENDED TECHNICAL CHARACTERISTICS FOR PACKAGING MATERIALS
In order to prevent the damage to packaging and the content of items, senders are
recommended to use envelopes and other types of packaging that satisfy the following
characteristics:
TYPE OF MATERIAL
• Envelope should be maid of paper.
• It is not advisable for envelope to be slim, i.e. semitransparent, laminated, with high air
permeability, i.e. grain structure or with engraving.
• The use of recycled paper is not recommended.
STRENGTH OF MATERIAL
• Material should be strong enough to protect the content of items from damage.
COLOUR OF THE ENVELOPE
• Preferably, the senders should use envelopes made in light, ideally white, light gray or
yellow colour, preferably in one colour.
METHOD OF (CLOSING) GLUING
• Envelope must be closed by gluing the closing flap (with glue, tape or a suitable adhesive
material), without stapling or merging documents in an envelope with a paper clip.
• The closing flap should be on the upper part, and not on the on the side of the envelope.
IT IS RECOMMENDED
IT IS NOT RECOMMENDED
6. ADDITIONAL RECOMMENDATIONS
By following certain recommendations, senders can contribute to the correct reading of
address data, prevent damage to the content of items and contribute to its correct direction
towards the destination.
The following characteristics of items should be avoided:
• In envelope with transparent part (window), address of the recipient is not fully visible
through the transparent part (window) of the item;
• In the field for the entry of recipient’s address, there are several addresses;
• Address of the recipient is written over the pre-printed text on the item
• open and damaged items;
• items whose packaging is wet, bended or too thin;
• items where the address of the recipient and bar-code are not on the upper side of items
which occupies the largest area;
• items with extremely uneven thickness.