We help customers stamp out unnecessarily high mailing costs. If you depend on a fast, responsive mailing operation, these Top Tips will help to guarantee a ‘problem-free’ mailing every time.

• Always supply your mailing data at least 48 hours in advance of your mailing day. If Pensord is to process the data to Mailsort or Presstream criteria this should be supplied 72 hours in advance of your mailing day.
• CSV and TXT formats are acceptable for supply of mailing data. Please ensure that the files do not contain quotation marks (“”) or commas (,) to avoid possible wrapping of the address data.
• File names should be no greater than 8 characters in length and ideally should reflect the title and issue date in some way. File names should never be duplicated issue to issue.
• Ensure that address data fields carry the same information throughout the data base, i.e. Postcode always in the same field, Presstream sortation code always in the same field.
• If processing your own data to Presstream or Mailsort criteria, this should be supplied with ‘hard copy’ line listings and Presstream/Mailsort reports. There is a requirement by Royal Mail that hard copies of these reports accompany each mailing presented.
• If you are still using manual docket books for your mailing, convert to e-pro, the electronic docketing system from the Royal Mail. It is quicker, easier and makes information far more accessible.

Mailing Operation

• All loose inserts should arrive at least 3 days prior to the required day of mailing to ensure that all elements for the mailing can be prepared and assembled in readiness.
• Consider personalised messaging via inkjet to add impact to your mailings.
• When using bulky or awkward cover mounts in your mailing, you may be advised to consider polybagging instead of machine wrapping, as the latter may damage the product.
• Avoid inserts that are larger than the book especially when using a registered polythene.
• When ink-jetting is required on to a carrier sheet ensure that the carrier is the same width as the book.
• If processing your own data to Presstream or Mailsort criteria, ensure that the item weight is as accurate as possible. Inaccurate estimates will not generate sufficient bag labels and will subsequently cause problems or delay during production and on presentation to Royal Mail.