So you have decided to do a mailing. Whether you’re a beginner or an expert there are many twists and turns concerning mail pieces. Far too often customers learn by making mistakes, unfortunately some mistakes can be costly. Even if you know how to successfully print and mail a piece so that it meets Postal Regulations you may not be getting the most from your mailing budget. We are here to assist you through this process.
For Your Information
All of the mailing information on this page is provided as courtesy for Printing Help Desk customers. It is deemed reliable but not guaranteed. It is the responsibility of each customer to verify postal regulations with the United States Post Office and/or mailing specifications with their mail house if Printing Help Desk is not handling their mailing. Printing Help Desk can only provide mailing services for products that we print for you.
Plan Ahead
There are 3 components that contribute to the overall cost of doing a mailing. The components are;
1. The printing of the mail piece
2. The processing - Attaching your mailing list to the printed piece
3. The postage
Each of the 3 components has a bearing on the other. Of the 3 components Postage will have the biggest impact on the final cost. If you have a lot of information to convey on your mailer and you select too small of a card mailer you may not have enough room on your card to receive automation rates. You will save money on the printing by selecting a small card, however you have increased the cost of your postage. You could have printed and mailed a larger card for the same amount or sometimes less. You need to begin with the end in mind and have a basic understand of postal regulations before you start.
Getting Started
The first thing you need to do is decide if you want to do a Card Mailer or a Self Mailer. Once you have made your decision we have provided a worksheet that you can download to use an aid to guide you through the process.
Card Mailers Work Sheet
Self Mailers Work Sheet
Mailing Sizes
The amount you pay for postage will be decided by several factors. One of the main factors is the size of your mail piece. Most mail pieces fall into 3 sizes, they are;
- Postcard Size
Minimum Size 3.5" x 5"
Maximum Size 4.25" x 6"
- Letter Size
Minimum Size 3" x 5"
Maximum Size 6.125" x 11.5"
- Flat Size
Minimum Size 6.125" x 11.5"
Maximum Size 12" x 15"
It is important to note that a card mailer can be mail at all three sizes, however only a card that is 4.25 x 6 or smaller can be mailed at the postcard rate. The smallest size that can mail is 3.5 x 5.
Mailing Classifications
There are two types of mailing classifications: First Class and Standard Mail.
- First Class
First-Class Mail is your best choice for time-sensitive mail. If Internet Printing is handling your mailing you can estimate delivery times at 1-3 days in the Southeast and 3-5 days nationally. First Class delivery is consistent throughout the year while Standard Mail can take considerably longer at peak mailing periods such as the holidays. First Class Mail automatically includes the forwarding or return of mail if the recipient has moved. If you are sending something First Class you can choose from the Postcard, Letter, or Flat Size and it will fall into one the three rates listed below.
- Automation Rates
The most economical way of mailing.
Must meet the automation requirements of the USPS (bar coding)
There is a minimum quantity of 500 if mailing First Class with Internet Printing
- Presorted Rates - Non-Automation
There is a minimum quantity of 500 if mailing First Class with Internet Printing
Fall into this category when automation requirements are not met
- Full Rates
- Standard Mail
U.S. Standard Mail, also known as Bulk Mail, offers lower postage rates but with a longer delivery time. If Internet Printing is handling your mailing you can estimate delivery times at 4-6 days in the Southeast and 10 days nationally. Standard Mail can take considerably longer at peak mailing periods such as the holidays. Bulk mail is not forwarded unless you use an Ancillary Service Endorsement and pay additional fees for those forwarded and returned pieces. If you are sending something Standard Class you can choose from the Letter, or Flat Size and it will fall into one the two rates listed below. All postcards mailed through Growll.com will be mailed at the First Class Rate. All postage collected through Growll.com will be at the Automation Rate. If you mail piece fails to meet Automation Specifications you will be charged additional postage.
- Automation Rates
Must meet the automation requirements of the USPS (bar coding)
There is a minimum quantity of 200 if mailing Standard Class with Internet Printing
- Full Rates
Full Postal Rates apply
Postage
When placing your mailing order with Internet Printing you will receive a Processing / Postage price. The postage portion of this price is based upon your piece receiving automation rates. If your piece does not meet USPS regulations to receive automation rates additional postage will be required. The postage portion of this price is also based upon the addresses that you supply being inside the United States. If the recipients of your mail piece are outside the United States additional postage will be required.
Nonprofit Organizations
The U. S. Postal Service has strict guidelines concerning nonprofit rates. To aid you in this process we have made a list of documents that you will be required to submit. We have also listed the required procedures. We will be able to start the proofing and printing phase of your mail piece while you are securing the required documents. If you have any questions please call our toll free customer support line at 877-678-6537.
The Required Documents
Non-Profit Form
The Form PS 3623 needs to be completely filled out, partial completion will not be accepted by the postal service. You will need contact your post office where you hold a nonprofit status and get the information to complete line 7 of the Form 3623.
Letter of Request
On your organizations letterhead you must request that the Bulk Mail Acceptance Unit accept your application form 3623 requesting an additional entry in Greenville SC. An officer of your organization must sign this form. The letter presented to the Post Office must be an original, faxes will not suffice. Click Here for a Sample Letter
Variable Data Formats
To save time and money it is important to make sure your mailing list is set up correctly. You will need to submit an Excel or a Text File in one of the following formats:
CSV (Comma Separated)
Comma Delimited
Mailing lists that are not set up correctly will be subject to conversion fees.
You may want to take a few minutes and scan through your mailing list. It is not uncommon for mailing list to have the same name, company or person, listed two or three times. This will unnecessarily increase the cost of your mailing services and postage. Unfortunately, cleaning your mailing list is not a service Internet Printing provides.
We maintain the privacy of our customers and the mailing lists we receive from them. When we receive a mailing list for an order it will only be used for that purpose. We do not re-sale or distribute your mailing list. We do not retain your mailing list.
Set Up and Spoilage
Every process, including mailing, requires some set up. During this set up process there will be some spoilage. We require a minimum of 200 pieces for set up and spoilage. You will need to take this spoilage amount into account when you are determining the quantity of your print order. If you are placing a print order that is within 200 pieces of your mailing list we will make every effort to keep the spoilage to a minimum, however we cannot guarantee that your entire list will be mailed. We recommend that you order the next quantity higher to guarantee your mailing list is completed.
Example # 1 – If you order 2500 post cards and use our mailing services to mail 2000, 2200 will be used to accomplish your mailing. 300 will be shipped to you.
Example # 2 - if you order 5000 post cards and use our mailing service to mail 4950 we recommend that you increase your print order to 7500. If you do not we will make every effort to keep the spoilage to a minimum, however we do not guarantee that your entire mail list will be mailed.
