Designing your artwork - layout considerations

  • You must always consider a 3 mm bleed area around the edges that will be removed while printing.
  • Blank Spaces: All the areas marked as grey in the template must remain white. During the automated

    process of sorting, the areas are used for tags (e.g. bar codes) by the Postal Service.

    Keep in mind that this is just an example, and the dimensions required for the ‘postal area’ vary depending on the format of the mail product you are designing for.

Below: an example of a Maxi-Postcard with the guidelines applied. See how the image spans across the bleed and the text doesn’t go beyond the safe area.

The address box

  • The address box includes only the sender and recipient address
  • It can’t be bordered or underlined and it should always be left-aligned
  • The sender address should be smaller than the recipient’s address
  • The whole address block needs to be created using the same font.

    Italic and decorative fonts, handwritten and serif fonts (e.g. Times New Roman) are not allowed. Reversed text (white text on dark background) is also not allowed. We recommend fonts like Arial, Verdana and Helvetica.

  • For the recipient's address we recommend a font size of 11pt

Working with images and text

  • Color mode must be CMYK (other color modes may increase printing costs and do not guarantee color fastness). Please contact us for special colors.
  • Important text and picture elements have a safety distance of at least 3 mm to the final format
  • Images and graphics must have a resolution of at least 250 dpi and maximum of 450 dpi
  • Line drawings must have a minimum of 1.200 dpi
  • As standard font we use Roboto 11pt. If you would like a font other than the standard font, please let us know by email to so that we can add it to your account. If the desired font is not part of the Microsoft Office standard fonts, please attach the corresponding font as a file

Exporting your document

  • Export your document to PDF/X3
  • If your mail product has front and back or several pages, save it as a multi-page PDF
  • Fonts must be embedded in the document, otherwise the quality may be affected during print. 
  • Detailed information here. 

Download our design resources for Germany here
Download our international design resources here.

Important: Automation capability

As a requirement for sending Dialogpost, your items must be fully capable of automation. If the automation is not given, a surcharge of 0,05€ per shipment will be applied.

The automation capability of a letter mail consists of:

  • machine readability of address and franking
  • the design of the address side
  • the physical nature of the shipment

Machine readibility

1.) Fonts

Standard fonts such as Arial, Roboto or Helvetica are machine-readable. There are also a number of non-machine-readable fonts. See the illustration for some examples.

The capital height of letters and numbers must be between 2.3mm and 4.7mm and the font size should be between 10 pt and 12 pt.

The leading between the lines in the address may be 0.5 mm to 2.5 mm.

2.) Address field

  • The address block is always left-justified and closed without any blank lines.

  • It has a uniform font and a uniform leading.

  • The address is at least two lines.

  • The address field only contains the sender and recipient addresses.

  • It cannot be outlined or underlined.


3.) Sender address / return address


  • The sender address / return address should be smaller than the recipient's address and will be placed above the address.

  • The sender may only be a single line.

  • Any address may be given as the sender address, including an international address.

  • The inscription must be printed in a dark font on a white or monochrome background in pastel shades.



Franking mark

1.) Letters and postcards in an envelope with a window


optilyz uses the abbreviated franking mark as standard here. This is automatically inserted by our printing partner and in accordance with the post. You don't need to worry about anything.


2.) Postcards and Selfmailer


The franking wave, which must be located within the franking zone, is mostly used to frank postcards and self-mailers.

You can download the Frankierwelle from the post office at the following link:

Here it is important to note that the wave must not be distorted, mirrored or the like.

Alternatively, we would be happy to insert them for you.


In addition to the franking wave, you have the option of creating a customized wave that looks more like a real postage stamp. There are a few points to consider when creating, especially the dimensions, in order to be capable of automation.


Further specifications can be found in the leaflet "Frankiervermerke" (see attachment to this article).



Specials letter / postcard in an envelope with a window


Since the letter has space in the envelope at the edges, and it can therefore still move back and forth in the envelope, it is particularly important to stick to the template that we provide on our platform when creating the design .

You should definitely pay attention to the following:


  • The inscription must always be completely visible in the window at all times and be at least 3mm away from all borders.

  • No parts of the text or graphics must be visible in the window.


Specials postcards



  • The dividing line must be exactly 1.2 mm wide.

  • To the left and right of the dividing line, a quiet zone of at least 5 mm must be maintained, in which neither text nor graphics are allowed.

  • The address must begin between 5 mm and 8 mm from the right edge of the dividing line and must end at least 5 mm from the right edge of the mail item.

  • The dividing line begins above the coding zone and ends at the latest 40 mm from the upper edge of the item.

Important: Please check the attached brochure by Deutsche Post ("Automationsfähige Briefsendungen") for any further information.

Advertising vs. non advertising mail

Only advertising will be allowed to sent via DIALOGPOST. Non advertising mail will be send with the standard postage rate.
Please check out this article for more information.