MAILING SERVICES

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. A Francis Van-Lare Inc Help Desk Customer Service Representative will be happy to discuss printing and mailing strategies with you.

For Your Information

Plan Ahead

Getting Started

Postal Compliance (Move Update Requirements)

In order to continue to offer discounted mailing rates to our customers, the USPS is requiring that all mail lists meet the Move Update Requirements. As of November 23rd, 2008, these requirements are in effect for FIRST CLASS MAIL. These requirements will also apply to standard and non-profit mail in the near future (projected for May 2009). In order for a mail list to be considered compliant with the USPS Move Update Requirement, the addresses need to have been updated within the last 95 days. We've simplified this process by offering 3 options below. Click here if you'd like to view the requirements straight from the USPS.

1st option - We can automatically add “or current resident” to the recipient line. This step automatically meets the USPS requirements and requires no further documentation. (Be aware that when choosing this option your mail will be sent to the address instead of the addressee. If personal information is being sent, this might not be the best choice.)

2nd option - For a nominal fee, we offer the service to match the addresses in your list against the USPS list of registered moves (NCOALink® Processing). We will make any necessary changes so that your list meets the USPS requirements and will provide you with the corrected mail list. A NCOALink® Processing Acknowledgement form must be filled out and signed by you (the customer) and the list owner (if any). We cannot mail your job until we have the signed form on file. Contact us for the current form.

The NCOALink® Processing Acknowledgement form requests your NAICS (North American Industry Classification System code). Find my code.

3rd option - If the list owner states that the list complies with the USPS Move Update Requirements, there will be no additional fees to process the mail job. A Certification of Move Update Compliance form must be filled out and signed by the list owner. We cannot mail your job until we have the signed form on file.

Address Quality

In an effort to assist you in providing correctly formatted addresses, the United States Post Office has supplied resources to guide you:

Address Management
Provides value-added product and service offerings that enable USPS business customers to better manage the quality of their mailing lists while maximizing mail deliverability - including zip code lookup and standard abbreviation guidelines.

For the most up-to-date information regarding postal information, visit the USPS Rapid Information Bulletin Board System (RIBBS) site.

Eliminate Shipping Charges On Mail Jobs

It is not necessary to pay the full shipping charge if you're mailing a portion or all of your job with us. In order to achieve this, you'll need to create an additional shipping address setup like the diagram below. You can add an additional address by going to "My Account" or you can add the address from within the shopping cart at the time of ordering.

Go toMy Account - Select Edit Shipping Address - Enter Information Below - Click Add


When placing your mailing order, be sure to choose this new shipping location. Your shipping charges will be eliminated. If you're not mailing the entire quantity being ordered (and wish for the balance of the printed pieces to be shipped to you), choose "Ship Order to Multiple Locations" to indicate the quantity and location where you'd like the balance shipped.

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:

1. Postcard Size

   Minimum Size		3.5" x 5"
   Maximum Size		4.25" x 6"

2. Letter Size

   Minimum Size		3.5" x 5"
   Maximum Size		6.125" x 11.5"

3. 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.

1. First Class See below for First Class Map

   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. All postcards mailed through us will be mailed at the First Class Rate. All postage collected through us will be at the Automation Rate. If you mail piece fails to meet Automation Specifications you will be charged additional postage.

   1. 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
      
   2. 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
   3. Full Rates
      Full Postal Rates apply
   
   
2. Standard Mail Read below to see Standard Class 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 us will be mailed at the First Class Rate. All postage collected through us will be at the Automation Rate. If you mail piece fails to meet Automation Specifications you will be charged additional postage.

   1. 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
   2. Full Rates
      Full Postal Rates apply

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

1. 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.
2. 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

The Procedures

1. Both of the above documents must be signed and mailed to us at:
   
   Printing Help Desk
   Attn. (your order number)
   303 Haywood Rd.
   Greenville, SC 29607
   
2. Once we receive this information the process for approval is usually 1 to 2 business days. Transfering this information to the Post Office may add an additional day.
3. We must use our indicia with our permit number on your mailing piece.
4. It will take an additional business day to produce your job.
5. If any additional charges arise from failure to meet Non-Profit Classificaiton you will charged the differnce.

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:

1. CSV (Comma Separated)
2. 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.

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.

Adding a coating to your job will enhance the appearance of your printed piece, however if you elect to have a coating applied to your job then you will need to leave an uncoated window if your piece mails. Some mail houses will not be able to apply your variable data (addresses) to your mail piece if you do not. They will have to apply your variable data with a label and it will affect the appearance of your job and cost you additional money.

The size of the uncoated window will depend upon the equipment used by your mail house and the amount of address lines in your mailing list. If you are using Internet Printing to handle your mailing simply select any coating option you wish, we can apply an address to any coating, including UV (UV available starting Sept. 5, 2007). If Internet Printing is handling your printing, but not the mailing, we will determine the placement of the window based upon the design of your project. If it is not obvious where the window should be we will leave a 1.5" x 4" window 5/8" up from the bottom and 1/2" in from the right side. It is the customer's responsibility to make sure their mail piece is compatible with their mail house's equipment and meets United States Postal Regulations concerning automation rates.

Our indicia will not be included on any printed piece until it goes through the mailing facility. If you order a larger quantity than you plan on mailing, the balance will ship without an indicia. If you have designed our indicia into your artwork and are requesting that it print on all pieces, please be aware that we will not be able to ship the balance to you. If you need our indicia incorporated into your artwork and need a balance delivered to you, you will need to consider this 2 separate orders (with an indicia, and without).