ReplyPaid

You can offer ReplyPaid with all your business mail within New Zealand. Post as much or as little as you like – and you’ll only be charged for the responses you receive.

We’ll deliver this mail to your NZ Post PO Box or Private Bag address, with a delivery target of within three working days.

Prices & specifications

To receive mail at the ReplyPaid approved format price, it must meet the ReplyPaid approved format envelope layout requirements and maximum size, thickness and weight. Any envelopes not meeting these requirements will be charged at the non-approved format price.

Approved ReplyPaid format (medium size only)

Non-approved ReplyPaid format

If your envelope is larger than 260mm x 360mm, thicker than 20mm, or heavier than 1kg, it will be charged at parcel rates.

Receiving mail by ReplyPaid

The first step is to apply for a NZ Post PO Box or Private Bag (if you currently do not have one) for the ReplyPaid responses to be sent to.

The second step is to apply for a ReplyPaid authority number or word. You cannot have the ReplyPaid authority number or word if that number or word is already being used by someone else or if NZ Post decides it isn’t suitable.

The third step is choosing which type of ReplyPaid layout you would like to use. You have the option of either:

• An approved format, which may make you eligible for a postage discount or
• A non-approved format.

Once you have completed these steps you can include an approved pre-printed ReplyPaid envelope with your mail, or promote your authority number/word on your stationery, marketing material and business letters. Your customers can then write this on a blank envelope before sending mail to you.

Approved format ReplyPaid envelopes

To meet the approved format layout, your envelope design must meet the following requirements:

• Hold/open an NZ Post 5 series account to enable direct debit charges to be applied when ReplyPaid items are received.
• Meet the current NZ Post standards for postcodes, envelope layout and addressing.
• Have your ReplyPaid authority number written on one line and located in the sender address/company logo area.
• Display your business name and NZ Post PO Box or Private Bag address.
• Have the address printed using black or dark blue type 3 FIM indicia.
• Have the ReplyPaid and NZ Post button impressions printed using black or dark blue ink
• Be a non-window envelope only.
• Have the address panel bars (located at each end of the envelope) between 2mm and 5mm wide.
• Meet the maximum dimensions, thickness and weight requirements to receive the approved format price (130mm high x 235mm long x 6mm thick and 500g in weight). The minimum envelope dimensions for approved format ReplyPaid envelopes are 92mm high x 165mm long.

See examples of approved E9, Cheque Mailer and DLE ReplyPaid envelopes (PDF - 172KB). For more information refer to Envelope layout standards section 2.8 Approved ReplyPaid Envelopes and Postcards.

We will check your ReplyPaid responses to see if it meets these requirements. If it doesn’t, we may not be able to accept or deliver your mail.

We recommend that you talk with us about your ReplyPaid envelope design prior to printing. You can have your layout approved by emailing it to us at [email protected] We will be in touch if we have any queries or need to suggest a change to your design. If everything is ok, we will let you know that your design has been approved.

As soon as your ReplyPaid layout design is approved, you can go ahead and have your envelopes printed.

Non-approved format envelopes (FreePost)

A non-approved format means that you can be creative with your envelope design, or allow your customers to handwrite their reply mail. Non-approved envelopes are not eligible for the approved format discount.

A non-approved ReplyPaid response layout may look like this:

Apply authority word or number

To apply for your ReplyPaid authority word or number, complete the ReplyPaid application form (PDF - 71KB) and ensure you enter your 8 digit NZ Post account number (not your PO Box account number) 

• email as a PDF to [email protected]
• if you do not have a NZ Post account please download the Application for Credit and NZ Post Direct Debit forms and submit with your ReplyPaid application form to us as PDFs to [email protected]

Apply for envelope design approval

You can design your own layout for your ReplyPaid response envelopes.

You need to submit your design to be approved before printing. Email your design for approval as a PDF to [email protected]

We will be in touch if we have any queries or need to suggest a change to your design. If everything is ok, we’ll let you know that your design has been approved.

As soon as your ReplyPaid layout design is approved, you can go ahead and have your envelopes printed.

Cancelling a ReplyPaid number or word

Please inform us in writing if you wish to cancel your ReplyPaid authority number or word. You can do this by post or email:

Post
The Manager
National Contact Centre
Private Bag 208038
Highbrook
Auckland 2161

Email 

[email protected]

NZ Post reserves the right to cancel your ReplyPaid authority number or word at any time.

Once your ReplyPaid authority number or word is cancelled, please inform your customers that the number or word is no longer to be used. You’ll continue to be charged for any business mail received using your ReplyPaid authority number or word after it has been cancelled.

Notifications & prices

When you receive ReplyPaid responses, we’ll leave a card in your NZ Post PO Box or Private Bag to let you know how many responses you’ve received and the amount you need to pay.

If you have an NZ Post Account, we will charge the payment to your account.

Find out about getting an NZ Post account by contacting our National Contact Centre.

Cover for loss or damage, prohibited & restricted items

Before sending mail items, make sure your item is safe to send and will be covered if it goes missing or is damaged. Make sure you read about our cover for loss or damage and prohibited & restricted items.

Please note: Your ReplyPaid authority number is not the same as your International Business Reply authority number.