Checklist for preparing your mail
Successful mailings start with good information. Provide NPC with as much information as possible, so we will not only estimate your project accurately, but help generate ideas for the most successful project. Give us:
- A description of what is being mailed. If you are printing and mailing from NPC, this information will be provided in the print specifications and will not need communicated.
Is it a letter, flat, or package?
How many inserts does it have? Are they all the same weight and size?
- The number of pieces being mailed. The total quantity of pieces is imperative to any mailing estimate. This may or may not be the same as what is being printed. If it differs, specify how many will mail out of the total print order.
- The size and weight of each piece. Again, if NPC is doing the printing of each piece in the mailing, we will be able to help you determine the size and weight. Otherwise, be sure to communicate the size of inserts and envelopes as well as the overall size and weight of a completed package.
- The format of the address list. NPC accepts virtually any format, but some partners may not. Common formats are ASCII, Excel, Access, dbase and FileMaker that can be transported electronically over the Internet, on a CD, or a diskette.
- The number of versions being mailed. Many times this is only one, but increasingly the answer is higher. More versions affect time by possible breaks in production and multiple set-ups.
- The items being supplied to the mailer vs. the items they will be responsible for obtaining. By specifying, you reduce errors on assumptions; such mistakes can mean unexpected expenses and delays.
- The functions you expect the mailer to perform. Mailers like NPC do more than address and mail. We can also provide services such as cleansing data, producing variable documents, ink jetting, folding, inserting, collating, and assisting with commingling.
- The dates for the mailing. Important dates that affect mailing production are: date(s) of supply receipt, date of file receipt, and expected delivery date(s).
- How you would like to have it mailed. This primarily refers to mail class. There are advantages and disadvantages, as well as rules, that apply to each. If you are unsure of how to mail a piece, NPC will determine what will work for your project. See also: Classes of Mail and Postage Options.
- Postage Type. Many postage options exist and your choice may be as much about "look" as about cost.
- Geographic information for recipients. Knowing generalities as to where the pieces are going could help NPC save you money.
Are any out of the United States?
Are they all delivering in a limited number of zip codes?
Working with a printer like NPC who also offers reliable mail shop services can save you time in gathering the above information. It will also allow the mailer to offer suggestions that will help you have the most successful mailing possible.