There are a lot of questions and technical jargon surrounding the process of mailing and designing for bulk mailing. We’re here to help you clear up some of the mystery surrounding the mailing process. This page is an inexhaustive list of answers to common misunderstandings and a place to quickly find relevant information. Can’t find what you’re looking for? Call us anytime and we’ll be happy to help you out.
To the uninitiated, the process and terminology of mailing can be confusing. Mailing should be a tool to use, not a hurdle to jump. We’re happy to guide you through the process! We’ve also put together some explainers on some common questions, important concepts, and ways to simplify and save. Check out some of our recent explainers!
You may think you know what a letter is, or even what a flat mailer might be. But the USPS thinks about these things differently than most people do. Go beyond the obvious and talk like a pro.
An indicia replaces a stamp for large mailing projects. It can save you a lot of time and money, but it’s confusing if you’ve never used one before. We break down the benefits of an indicia, and what it takes to create and use one.
EDDM (Every Door Direct Mail) – On this page you can look up mail routes for specific zip codes. This is often used to determine which mailing lists to purchase for bulk mailing
Postal Explorer – This page on the USPS web site has links to a number of useful USPS documents in Adobe PDF format, including the Domestic Mail Manual (DMM), Quick Service Guides, and Postal Adressing Standards. You can search these documents by entering your search term in the box and selecting the document you wish to search in the check box. Clicking the link will open the document using Adobe Acrobat reader.
Undeliverable Mail: For information concerning what optional phrases that can be printed on the outside of a mail piece to specify how undeliverable mail is handled, click the DMM Subject Index, go to Standard Mail on p. 12, and then select undeliverable mail.
Tabbing and Wafer Seals: For information about tabbing and wafer seals, click Quick Service Guides and then topic 811 in the Automation-Compatible Mail section.
Domestic Postal Rates and Fees (simplified) – Contains rates and fees for most USPS services and mail classes except standard and non-profit.
Domestic Rate Calculator – Calculates postage for letters, large envelopes, packages and postcards based on source and destination ZIP Codes and weight.
ZIP Code Lookup – Provides ZIP+4 Code for an address and more.
Coding Accuracy Support System – Improves the accuracy of carrier routes, 5-digit zips, Zip+4, and delivery point Bar-codes.
Delivery Sequence File – A database compiled by the USPS (United States Postal Service), containing the complete, exact address for every location served by the USPS.
Pre-printed permit information in the top right-hand corner of the mailing area on a mail piece that replaces the stamp. An example would be:
Presorted Standard
US Postage Paid
Anywhere, VA
Permit #00
For Presort First Class, A company name can be used instead of a permit number and city/state, as long as there is a valid return address on the mailpiece. This rule does not apply to Presort Standard Mail.
A database that consists of permanent address conversions, primarily those that are implemented when a local 911 emergency call system is introduced that results in rural-style address changes.
A database used to identify individuals, families and organizations that have filed a permanent change of address with the USPS.
NCOA service goes back 48 months for any move submitted to post office. This is not instantaneous as it takes time to go into the postal system. This service also checks for undeliverable addresses and they are removed before mailing.
A type of processing that works in conjunction with NCOA processing. Nixie uses a scoring system. These scores indicate when a mail list name does not match the address registry.
A process designed in cooperation with the mailing industry to evaluate presort software and determine the accuracy in sorting address files according to the USPS Domestic Mail Manual (DMM).
It depends on the customer and what their needs are. Contact us to discuss your needs and determine the best way to help you.
Presorted First Class – 500 minimum. Less than 500 would go at First Class single
piece rate.
Presorted Standard – 200 minimum. Less than 200 would go at the First Class single
piece rate.
Presorted Bound Printed Matter – These are pieces that weigh more than 1 pound.
300 minimum. Less than 300 would go at the Single piece Bound Printed Matter rate.
Yes, although we recommend getting your own permit if you frequently send large mailings.
Yes, but mail has to be delivered to that post office.
Anywhere in the U.S. and foreign countries. Foreign postage rates will apply.
The Post Office decides this through your IRS standing. There is a form to be filled out and they require you to send in several documents.
We can utilize mailing list data provided on PC-formatted disks or attached to e-mail messages. Our software is able to read the following formats: ASCII fixed, ASCII Delimited, Excel, Access, FoxPro, and d Base. For mail merge, we utilize Microsoft® Word.
To make your mailing as easy and as painless as possible, we have compiled a list of errors we have encountered that cause problems with the mailing.
Flats – Print within top half of mail piece on back cover.
Letters – Barcode must print within 4 inches from the bottom. Leave 1/2 inch clearance from edge of barcode to right edge of mail piece. Or leave 5/8” clear space across bottom of mail piece.
Self-mailer (not saddle stitched) – Two 1” tabs
Saddle stitched Booklet – Three 1.5” tabs
Solid leading edge less than 7” – One 1” tab on top & one 1” tab on bottom)
Solid leading edge 7” or more in length – One 1” tab on top, one tab on left trailing edge & one 1” tab on bottom)
Many people are confused by the difference between flats and letters. Contrary to what one might think, the difference is all about size, not about content, folding, or whether a piece of mail is stuck in an envelope. Postcards are another, separate category – a narrow size range in which a mailpiece can be sent for a reduced price.
4564 South Valley Pike, Harrisonburg, VA 22802
Phone: 540.432.0082
Fax: 540.432.6530
Email: roberta@fcmailva.com
8:00am–4:30pm, Monday–Friday
Printing & design services offered through our sister company, Campbell Print Center.
540.434.4171
