ReplyPaid

Encourage customers to respond to your business mail by offering our ReplyPaid service - the postal version of a freephone number.

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.

For the International ReplyPaid service, click here. Please note: Your ReplyPaid authority number is for use in New Zealand only and is not the same as your International Business Reply authority number (if applicable).

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

Apply for ReplyPaid service

To use the ReplyPaid service, you will need:

• A NZ Post PO Box or Private Bag for the ReplyPaid responses to be sent to. If you do not currently have one, you will need to apply for one. Refer to NZ Post PO Box or Private Bag on our website.

• a NZ Post credit account for mail services, which typically starts with a “5”, for the ReplyPaid mail items to be charged to. This is not your PO Box account number starting with 6 or your Courier account starting with 9.

If you do not have a NZ Post credit account please download and complete the Credit Application and Direct Debit Authority form and email with a ReplyPaid application form (PDF - 71KB) as PDFs to [email protected]

• 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.

To apply for the ReplyPaid service, send both completed application forms by email to [email protected].

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.

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.

Cancelling a ReplyPaid service

Please inform us in writing if you wish to cancel your ReplyPaid service. You can do this by emailing us at [email protected]

NZ Post reserves the right to cancel your ReplyPaid service at any time.

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

ReplyPaid service type

The ReplyPaid service has two envelope options to choose from:

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

ReplyPaid Approved format envelopes

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

• Meet the current NZ Post standards for postcodes, envelope layout and addressing.
• Have your ReplyPaid authority number/word 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 ReplyPaid approved format 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 response 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.

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.

ReplyPaid approved format (medium size only)

If your envelope is larger than 260mm x 360mm, thicker than 20mm, or heavier than 1kg, it will be charged at parcel rates. Refer to My NZ Post Business Accounts | NZ Post

ReplyPaid non-approved (FreePost) service

If you don’t want to send ReplyPaid envelopes out to your customers, you can advise your customers to use their own envelope and write your ReplyPaid number or word in the address block. Any mail received using this method will be treated as ReplyPaid non-approved (FreePost).

ReplyPaid FreePost means that your customers can add your ReplyPaid number or word in the address block of their reply mail to you. ReplyPaid FreePost envelopes received will be charged at the price applicable to their size, i.e. Medium, large or oversize.

A ReplyPaid FreePost envelope layout may look like this:

The application process and terms and conditions for the ReplyPaid FreePost service is the same as for the ReplyPaid approved format service above, except for the envelope format requirements.

ReplyPaid non-approved (FreePost) – prices and specifications

If your envelope is larger than 260mm x 360mm, thicker than 20mm, or heavier than 1kg, it will be charged at parcel rates. Refer to My NZ Post Business Accounts | NZ Post