Passport mailing system

With the PPM we offer a reliable mailing system for passports. The arrangement allows for dispatch-optimized passport processing at the highest security standards and provides for an efficient, error-free workflow.



Passport channel


Paper feeder




Final processing

Short description

Security and efficiency

The PPM is the ideal solution to match and pack together personalized cover letters and other documents like retour forms or delivery notes with accompanying passports and get them ready for sending. Besides, the products and documents are checked at various places of processing and are verified to allow a complete track and trace service and to avoid false compilations. In addition to a personalized covering letter, enclosures, pamphlets, retour forms and other documents can also be selectively added to the mailing. Optionally, a module can be integrated for the application of special labels for security instructions (e.g., for a letter flap sealing). On the issue of the mailings, these let themselves be sorted according to different criteria (e.g., postal code, government office of the receiver, etc.). The completely-modularly built up system guarantees a reliable processing of your products and the secure use of personal data thanks to our intelligent software solution “DialOK” Data Centre.


For all standard passports

End products

Dispatch ready passports with or without additional documents

Passport Channel

In the passport channel, the passports are supplied individually to further processing. Different readings collect data which is compared with a database or with given parameters, in order to verify the documents.

  • Passport separation by means of a friction feeder
  • Automatic handing over to a cam transport
  • High capacity loader optional
  • Reading of all data carrier systems known at the market possible (e.g. RFID, bar code, QR code)
  • Reading from above or below possible
  • Digital or optical reading via cameras / OCR
  • Reading specific security features possible (e.g. UV ink, infrared signs, phosphorescent elements)
  • Passports can be identified from the outside via a special label or they can optionally be opened to be read
  • A successful reading triggers the printing of the accompanying cover letter
  • Comparison of the gahtered data with a database or given parameters

Papier supply and processing

In the online or offline process, paper is supplied to processing either as single sheet or as fan-fold paper. For special cases, different modes (online / offline or single sheet / fan-fold paper) can be used for the supply. The printed documents are checked via reading, are  checkaed againstg the database and verified to guarantee a correct matching.

  • High-capacity printers produce individualised and personalised cover letters
  • Printing in monochrome or in colour
  • Print order is determined by the database
  • Buffers allow for constant, clocked supply of the documents
  • Different feeders for the single sheet processing for different sized feeder capacities
  • In offline mode every feeder can be equipped with other forms while running
  • In online mode an integrated buffer provides for the continuous supply of documents from the printer to the single sheet feeder
  • Processing in “one-up” or “two-up” possible
  • Continuous forms can be supplied from the high stack or from the roller
  • An integrated loop control of the continuous forms serves as a buffer in the online process with an upstream printer
  • Concurrent implementation of mixed modes (Online / offline or single sheet / fan-fold paper) possible
  • Alternate supply of paper from two channels possible
  • Bar code or QR code reading
  • Reading from above or below possible
  • Digital or optical reading via OCR cameras
  • Only after a successful reading the passport and cover letter are matched
  • Different fold kinds possible (C-fold / wrap folding, Z-fold / zigzag fold, V-fold / middle fold)
  • Manual settings are possible before the job is run


The inserter processes forms in the format DIN-A6 to DIN-A5 (or DIN-A4 prefolded) and inserts them in envelope formats C6 to C5. Special formats are possible on request. During the inserting procedure, enclosures can be fed from different supplement stations, either continuously or selectively. In the standard module, up to 2 or 4 supplement stations can be integrated. Other stations are possible on inquiry. The system can be equipped with as many supplement stations as may be required. All accumulated products of a mailing are fed into an envelope and afterwards securely closed.

  • Clocked supply of the cover letters via cam transport
  • Optical field supervision for complete monitoring and 100% correct matching
  • Perfect matching by reading of passport and of covering letter as well as the complete monitoring during the transport
  • Mismatched products are rejected and are logged as “not processed”
  • In enclosure stations, a mailing can receive additional enclosures (e.g. flyer, leaflets, prospects, terms & conditions, etc.)
  • Infinitely variable configuration of the enclosure station via quick fasteners, fixed stops and millimeter scales, individual formats on inquiry)
  • Thickness check at each enclosure station (programmable for each product) allows fully automated checks for missing or duplicate sheets for each individual mailing
  • Single stations (one for each kind of enclosure) or tandem mode (two stations are filled with the same enclosure for higher separation and output capacity)
  • Enclosures are separated from below by vacuum and are pulled from the pile by a gripper arm
  • This technology is suitable for thin enclosures (e.g., flyers) or prefolded products with closed edge on the sorting side
  • Capacity of the enclosures in the standard configuration approx. 250 mm
  • Enlargement or extension possible using High-Capacity feeders
  • Steady filling or refilling of enclosures possible; also during operation
  • Depending on the type of product, friction feeders can also be used
  • Product recognition in every supplement station (e.g. horizontal bar code or QR code scanner, data matrix scanner, OCR reading)
  • Comparison with data in the input file makes sure that wrong fillings are avoided, and all documents receive the right enclosures
  • Separation of the envelope via vacuum from below
  • Feed capacity of the enveloping station amounts to approx. 250mm (optionally extendable with High Capacity feeder for up to 2,000 envelopes)
  • Infinitely variable for different envelope formats (by quick fasteners, fixed stops and millimeter scales, individual formats on inquiry)
  • Sensors check the orderly opening of the envelope flap after its selection
  • Processing of all automation compatible envelopes (special envelopes, e.g., made of plastic, with open address windows, without address windows, etc., possible on request)
  • Inserting the amassed products (card carrier, documents, enclosures, etc.) occurs using insertion finger in envelopes opened by vacuum gripper arms
  • Envelope strength up to 12mm (also stronger if requested)
  • Product recognition avoids filling wrong envelopes by operators (e.g., via horizontal bar code and QR code scanner, data matrix scanner, OCR reading, or logo recognition)
  • Matching of mailing / shipment arrangement and envelope
  • Sealing of the envelope by flap moistening or via hot glue
  • Optional letter flip-over module for the filing / issue of envelopes with the address “face-up” or “face-down” (written side on top or bottom)

Final processing

In the finishing stage the already sealed envelopes can be checked, controlled, optimized for postage charges, sorted, and be packed before the actual mailing takes place. Some modules which are used in this finishing stage follow the four-eye principle and serve as a final control of the dispatched product. For this reason, the sealed envelopes are guided through different modules in which the shipment is checked by means of sensors and supervised up to the depositing area. Thanks to the modular structure, various modules and functions can be integrated. A selection:

  • Selective rejection of faulty mailings (e.g. too light, damaged, etc.), mailings which should be processed by hand, or mailings which should not be delivered by the direct courier service
  • Separation of mailings by one Last-Pull function (via previous product reading or by data comparison with the input file)
  • Weight examination of the final mailing
  • Discard tray for mailings with weight divergences for manual examination regarding completeness
  • Identification of sealed envelopes for the comparison of the read information in the address field via bar code or QR code scanner, data matrix scanner or OCR reading
  • Cameras for the recognition of logos and other visual images
  • Reading of contactless RFID chips in the sealed envelopes via aerial (also possible: “locking” of the chip for protection against unauthorised reading during transit)
  • Readings from above or below possible
  • Transport advice, sender’s address, courier data, advertising messages and other personalised data can be printed on the closed envelope (e.g. via inkjet printer)
  • Optional application of labels after enveloping (e.g., security label over the sealing of the envelope flap, address label with courier or stamping information)
  • Preprinted or individually printed labels
  • Optional integration of standard postage franking machines for prepaid postage charges (by embossing or inkjet printer)
  • Individual sorting of the closed envelope (e.g., according to postal code, country, region, courier, etc.)
  • Grouping of the mailings (e.g., by means of colour marking on the envelope edge, batch kicker for lateral moving of an envelope on the conveyor belt, or dividing cards)
  • Sorting and grouping according to job default or selectively by information from an input file
  • Selecting out single envelopes for a later special treatment
  • Packaging of the envelope for the collective dispatch after previous grouping possible
  • Banding of an envelope pile with a banderole from paper or plastic
  • Crossband banding for particularly manipulation resistant collections
  • Postal boxing system for the fully automatic filling in storage boxes
  • Application of personalised forms (e.g. retour forms / receipt acknowledgement etc.) on the closed envelope
  • Pre-personalised or printed forms
  • Comparison of form and envelope by integrated reading before merging

Special features

  • 100% track and trace
  • Up to 18 additional enclosures possible
  • Maximal security processing
  • Integration of a card mailing system possible
  • Selective mailing arrangement
  • Postage-optimised dispatch arrangement

Technical specifications

DurchsatzBis zu 4.000 Pässe/Stunde
Anzahl notwendiger Bediener1
Stromversorgung3ϕ, 400v 50/60Hz
DruckluftMin. 8 bar, ca. 300 l/min. (öl- und wasserfrei) nach ISO 8573.1 Klasse 2 und ISO12500
PapierMin. 70 g/m², max. 120 g/m² (abweichend auf Anfrage)
Temperatur/LuftfeuchtigkeitOptimal: 20-25°C Raumtemperatur, 60 % relative Luftfeuchtigkeit

“Den speziellen Sicherheitsanforderungen für die Verarbeitung von Reisepässen kommen wir mit diesem innovativen System aus unserem Hause in vollem Maße nach. Die PPM ist flexibel, leistungsstark und zuverlässig. ”

Harald Kersting, Leiter F&E


Do you have any questions? We are happy to talk to you at any time. Write us a message or just call us. We look forward to your inquiry!

Otto Künnecke GmbH
Bülte 1
37603 Holzminden


Fon +49-5531-9300-888