Mailing Tips…

Wherever possible we like to help our customers stamp out unnecessarily high mailing costs.

The two main areas to be aware of are as follows:-

1. ensuring that your publication does not fall into a higher postal band because of a few millimetres in size. Size based mailing has meant that it is very uneconomical to mail publications which are outside of a common size. The following link will provide the information you need to ensure your publication is not being penalised unnecessarily. www.royalmail.com/sizedbasedpricing
2. ensuring that your mailed quantities meet the minimum to qualify for the maximum discounts available for presstream mailings. By ensuring that your mailing list consists of a minimum of 1000 complete addresses will ensure you obtain the maximum discounts. If you have an address database of around 900 copies it would be more cost effective to insert an additional 100 addressed copies and paying the discounted rate on the higher quantity.

If you depend on a fast, responsive mailing operation, we hope these mailing Top Tips help to secure you a cost effective, and ‘problem-free’ mailing every time.

• Always supply your mailing data at least 2 days in advance of your mailing day. If Pensord is to process the data to Mailsort or Presstream criteria this should be supplied 3 days 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 a copy of the line listings and Presstream/Mailsort reports. There is a requirement by Royal Mail that copies of these reports accompany each mailing presented.
• If you are still using manual docket books for your mailing, convert to OBA (Online Business Account), the electronic docketing system from the Royal Mail. It is quicker, easier and makes information far more accessible and is now cheaper as the Royal Mail charge extra for processing paper dockets

Mailing Operation

• All loose inserts should arrive at least 2 days prior to the required day of mailing to ensure that all elements for the mailing can be prepared and assembled in readiness.
• When using bulky or awkward cover mounts in your mailing, be aware that you may be advised to consider polybagging instead of machine wrapping, as the latter may damage the product. This will be more expensive due the handwork involved.
• 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 size 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.

Sustainable Mail

The Royal Mail has launched a new specification to encourage companies to increase the use of environmentally-friendly materials. In return for meeting the standards, the Royal Mail will be offering small discounts on Mailsort letter and larger letter mailings. You can download a PDF of the current Sustainable Mailing information from the Royal Mail.

In brief, you will need to demonstrate that databases are managed and that the product, including wrapping, is easily recycled. Unfortunately, mailing in polywrap is not allowed and therefore most publishers will not qualify for the discounts available.