DIRECT MAIL SERVICES

If you’re still paying retail at the post office, let us professionally handle the addressing and mailing for you. In most instances, you may also quality for lower rates by using presorted mail.

Addressing and
Mailing Service

Why make a special stop at a mail house or fumble with messy address labels? We can professionally address and sort your mail at the same time it’s printed. Plus, unlike most mail houses, we offer hi-res laser addressing - a far superior look to low-res inkjet addressing.

Our automated mailing software will review, barcode and sort your mail to take advantage of the lowest mail rates available. Best of all, it’s a one stop process for the ultimate convenience.

Setting Up Your Mailing List

To properly address your mail, please send us an Excel file . Ideally, each column should correspond to one line of the address. As an example, here is a layout that is properly formatted.

You may further divide the address into additional columns if you like. For instance, the first and last name may be in one or two columns. The Suite number may be placed in its own column or included with the street address as long as they will both print on the same line. As an example, here is an alternate layout that is also properly formatted.

We have also included an example of a list that is improperly formatted. In this example, the information in each column is not consistent. If you enter a suite number in Column D, it should never appear in Column C for some of the addresses. Or, if the City is always listed in Column E, it should never appear in Column F. In other words, if a column is for the address, be sure that you don’t put a company name in the same column for some of the addresses.

Here is a list that is improperly formatted.

There may be no more than two columns that contain your address information (we called them Address 1 and Address 2 in the sample). In addition, there is a limit of 5 lines for any printed address. That doesn’t mean that you are limited to five columns of data, just that they will end up printing on no more than five lines on your mail piece.

If you are in doubt, please feel free to email a list to us to review prior to submitting your order.

Sorting, NCOA, CASS and More About Address Correction

When sending mail using a presorted, standard or non profit rate, the post office requires that we pre-sort the mail and place it in trays according to the delivery area and mail route. By doing this, we complete some of the work that would otherwise be done by the post office and they in turn pass on lower postage rates to you.

Part of this process includes processing your list through the USPS list of qualified addresses to reduce the volume of undelivered mail. With rising postage rates, this also helps reduce your postage costs by ensuring that every mailed piece will reach its intended recipient. There are two steps in this verification process.

The first step is knows as CASS, which stands for Coding Accuracy Support System. Cass improves delivery of your mail piece and maximizes postage savings by adding Zip+4 codes to your mailing list where possible. The CASS Certification process also helps determine certain address problems and standardizes addresses to Postal Service formatting. The correct Zip+4 allows us to apply postal barcodes to your mail pieces, qualifying your mail for Mail Class discounts.

We then process your address list through the NCOA, or National Change of Address list. This database includes recent address changes so your mail does not need to be forwarded to a newer address.

If your list contains addresses which the NCOA database has flagged as undeliverable, we can either delete the address or mail regardless. It's not always the case that addresses considered "undeliverable" in the USPS database won't reach their destination. Some of the addresses deemed questionable might be delivered successfully. However, most often, addresses which do not clear the sort will likely be undeliverable. Mail which has failed a sort must mail at the full first class rate.

Using Your Indicia and Funded Account
or Mailing with a Non Profit Rate

We are only able to mail from our registered Business Mail Entry Unit when using our mail permit as mailing permits are tied to a specific USPS office. In some instances, we can use your permit and funded account if you also use the same Business Mail Entry Unit as we do.

If your non profit permit is registered to a post office other than the main Atlanta post office located in Hapeville, GA, we are able to mail on your behalf using our own non profit indicia. Please complete and return to us USPS form 3623 along with a letter printed on your letterhead granting us permission to mail on your behalf. A template for this letter may be downloaded here. Once both are returned to us, we are able to mail using your discounted non profit rate. Please note that postage is funded through our USPS account so postage is due payable to Presentech prior to mailing.

Choose the Correct Mail Class

When you choose first class mail, whether sorted, unsorted or stamped, any undelivered mail is returned to you. This mail be helpful if you would like to update your data list from the returned mail pieces.

First class unsorted mail, including stamped or indica
Mail is priced at the current full first class rate. Delivery time ranges from 1-5 days depending on the delivery point. Undelivered mail is returned to you. This rate also provides the greatest flexibility in layout since you do not need to design your mail according to mail sort requirements. Any international mail must be sent with a first class postage stamp.

First class sorted mail
Mail is priced approximately 6¢ less than the full first class rate. Delivery time ranges from 1-5 days depending on the delivery point. Undelivered mail is returned to you. Mailing with a sort rate requires that your address area conforms to specific layout guidelines so it can process through Merlin, the USPS mail processing system.

Standard Class
Mail is priced approximately 15¢ less than the full first class rate. Delivery time ranges from 2-9 days depending on the delivery point. Undelivered mail is not returned to you. Mailing with standard rate requires that your address area conforms to specific layout guidelines so it can process through Merlin, the USPS mail processing system.

Non Profit Class
Mail is priced approximately 21¢ less than the full first class rate. Delivery time ranges from 2-9 days depending on the delivery point. Undelivered mail is not returned to you. Mailing with the standard rate requires that your address area conforms to specific layout guidelines so it can process through Merlin, the USPS mail processing system. Your return address must exactly mtatch the name and address listed on your non profit permit.

Paying for your postage

There are a number of options for paying for postage: check, e-check, credit card or Pitney Bowes Credit (the only way to finance postage).

If we are stamping your mail, you may buy the stamps and send them to us (rolls only, please.) If we are mailing using stamps we purchase for you, or with an indicia permit, postage is due prior to mailing. Depending on how you pay for your postage you should pay for postage in advance of mailing.

Payment by cash: 1 day or more prior to mailing
Payment by check: 2 days or more prior to mailing
Payment by e-check or credit card: 4 days or more prior to mailing

Payment by check or ACH is preferred and welcome without a payment surcharge. Depending on the class you mail, up to a 4% convenience fee may be assessed for postage payment by credit card.

NEW! Finance both your printing and your
postage with Pitney Bowes EasyPermitPostage!

EasyPermitPostage® is a unique service that provides direct mailers with a reliable and efficient way to quickly to pay for printing, postage or both - on time and hassle free. Once your application is approved, directing payment takes only moments through an efficient payment portal. You're in total control and may use this credit line for anything we sell.

Here’s how it works:

• When a payment is needed, you simply authorize a
  payment with a click of a mouse to Presentech

• The Pitney Bowes Bank advances the funds electronically
  on the date requested. There is no need to write a check.

• Pay the balance in full by the initial due date and pay no
  interest. There is only a one time $19.99 charge per transaction.
  You also have the option of extending payments depending on
  your needs and budget.

Advantages:

Unlike a traditional credit account, you can choose to finance your printing AND your postage. Typically, postage must be paid in advance several days prior to mailing. Thanks to Pitney Bowes, the world wide leader in postage solutions, you can now use your credit account to handle every portion of your direct mail campaign. Once your account is approved and set up, you simply authorize payment to us and we handle the rest. There are no additional forms to complete and your payment is made in just a day to help speed your order through.

• Download Pitney Bowes Brochure

  Download Mailhouse Application

  Instant access to postage for mailings

• Real-time access to account information,
  balances, and statements

• Monthly billing that can be paid all at once
  or over time

• Eliminate the hassle of getting a postage
  check cut on time

• Eliminate mailing delays and overnight
  delivery fees to meet deadlines

To see how easy it really is, download an informative Pitney Rowes brochure or an Express Credit Application. Please allow 5-7 days to set up your initial account.

Fulfillment & Inserting

Presentech offers automated, hi-speed collation, inserting and envelope sealing of your mail for faster turns and greater accuracy. We can print, fold and insert several mail pieces, even if they are different sizes. Our inserter will also match customized pieces to your addressed envelopes for truly personalized mail.

When you require personalized reply forms matching the name to letter and the envelope or matching personalized letter name to carrier envelope name, rely on our experience in the direct marketing industry. We can handle jobs from a hundred pieces to 30,000 or more!

Our direct mail and inserting services include:

• Folding & cutting
• Fulfillment and assembly
• Glue dots and wafer seals
• Hand applied postage
• Machine insertion

Frequently Asked Questions

How can I design my mailing piece to ensure
that it qualifies for the service class I need?

First class mail is the least restrictive and offers the greatest latitude is designing your piece. Presorted first class and standard mail require very specific design guidelines to qualify for a discounted rate. We are happy to review these guidelines with you prior to starting your design process.

Can you insert additional pieces into my envelope, flyer, etc.?

Yes we offer fulfillment and inserting. Please contact us to discuss your particular needs and to get a price quote.

Do you offer wafer seals or glue dots?

Yes, we offer both options. Any mailing piece that requires sealing must be tabbed according to postal regulations. You will generally save money by designing your piece with the opening at the top of the page, rather than at the bottom as fewer closures are required.

Should I add UV coating to my postcard order?
Will it interfere with addressing and mailing?

You can add UV coating without affecting your mailing and postage costs. In fact, adding UV coating is a great way to avoid the scuffing which can occur during the sorting and delivering of your pieces in the mailing process. If you plan to have us print your products but have someone else address and mail them, please check to make sure the aqueous coating won't interfere with their process. Some bulk mailing services have problems working with aqueous coating.

Can I have you mail some of my order and ship the rest?

Absolutely. Please give us a call to discuss your particular requirements.

How long will it take to get my piece into the mail?

Most orders are printed and mailed in four days. This may change due to work in house or the size of your order. We are happy to quote your order based on your specifics.

Do you offering mailing services for items not printed with you?

We only offer mailing services for items we print.

Can you mail to Canada or other non-U.S. addresses?

When mailing to international locations, we will manually apply international postage stamps to your mail. A nominal charge applies for this service.