When a lodged letter is returned as undeliverable, Bing will prepare a Returned Mail Report data file in CSV format and email it to a pre-designated email address for your account. This report contains details of the Bing Service Number (Mailing ID) as well as a reason for non-delivery of the mail.
The Returned Mail Report is normally emailed two times each week. A sample image of a Returned Mail Report is shown below.
Fig 1
Explanation of Returned Mail Report
| Column heading | Format | Comments |
| Returned when | Date | When the letter was returned to Bing. |
| Bing accepted when | Date + time | Date when the Mailing was received including time (AEST) in 24 hour format |
| Company | Name | You Company name |
| The acknowledgement email address specified in the Mailing containing the letter. | ||
| Terminal | Name | The computer name or ID from which the Mailing containing the returned letter was submitted to Bing. |
| Login | Name | The user name or ID who logged into the “Terminal” for submitting the Mailing containing the returned letter. |
| Department | Name | The department selected. |
| Reference | Identifier | The identifier following the “ref:” label prefix if so configured on the first line of the address. Please refer to “How to use reference identifier” later in this document. |
| Address | Full address | The entire address comprising of all lines including line breaks but excluding the “ref:” line. |
| Returned Reason | Not advised by Mail Carrier | The mail carrier did not indicate the reason on the returned letter |
| Insufficient address | Incomplete address that does not identify delivery location or post box | |
| Left address/ unknown | Either returned with specific note or returned without any other identified reasons. | |
| Refused | Normally used for Registered Mail. | |
| Box Closed | The box listed in address is no longer active. | |
| Unclaimed | Usually a PO box mail unclaimed by the owner | |
| Other Reason | Other Reason – If applicable | |
| Subject | Text | Usually the title (filename) of the printed document that was submitted for processing to the Mailroom. E.g. Merged letters – Microsoft Word, Print Run.csv, Statements, etc. |
| Bing letter ID | Text/Number | The Mailing ID followed by a / (slash) then a number. The number is the index number of this letter in the specified Mailing ID. |
| Address line 1 to 6 | Address | Each line of the address listed separately in individual columns. Some users use this for post processing the return mail report. |