Mailing Service Questions

Frequently Asked Questions:

How do I order Direct Mail Service?
Order Printing & Upload postcard/mailer design
Pay mailing service invoice and postage fees to ChurchINK
Complete paperwork

What does "EDDM" Mailing Services include?
*Verifying size meets USPS requirements
*Bundling pieces into required bundles for post office
*Adding required Facing Slips to each bundle
*Shipping bundles directly to the appropriate post office(s)
*Providing required paperwork for EDDM to the Postmaster
What does "List Based Mailing Services" include?
*Data Process One (1) List ($50 ea. additional list)
*C.A.S.S. Certification (what's this?)
*De-Duplicating Address
*Pre-Sorting & USPS documentation
*Ink-Jet Setup & Addressing
*Post Office Delivery

Is Postage included in the EDDM Mailing Service?

YES and NO. ChurchINK will provide a complete quote that includes a breakdown of Printing, Mail Service and Postage. These are actually 3 separate charges - you will be invoiced for postage separately OR you can pay for postage yourself, if you have an EDDM account with USPS.

Can we use our own mailing permit?
Yes, in fact, it will be cheaper for you if you do, since you likely already have a NON-PROFIT mailing permit.

What class of mail is available for LIST BASED Direct Mail?

Non-Profit
200 pieces to qualify for Non-Profit mail.
Customer needs to complete USPS FORM 3623 to qualify for Non-Profit rate.
(PS Form 3623)
Post office delivery time is estimated 10-14 days (Same as Presort Standard).
Uses customer's Non-Profit account with OUR permit number.

What design considerations should I be aware of?

You must have: 4w x 2.5h inches of blank space at the bottom right hand corner for addressing and barcode. 1w x 1h inches of blank space at the top right hand corner for the indicia/permit. NOTE for LIST BASED MAILING: No UV coating allowed in the address areas (Acceptable for EDDM only). We recommend NO UV coating at all on the postage side of your mailer. Aqueous coating IS acceptable.

direct mailing designs

SPECIAL NOTE: LAYOUT OF 8.5 X 11 MAGAZINES FOR BULK MAILINGS REQUIRES SPECIAL CONSIDERATION. DOWNLOAD THIS LAYOUT GUIDELINE SAMPLE (PDF)

What are the minimum pieces to qualify for Bulk Mail?

Non-Profit (Standard) - minimum 200 pieces

What is the turnaround time on Mailing Service?

Direct Mail involves 3 different timelines as follows:

Printing Time (typically 3-5 days)
Mailing Preparation Time (see below)
Shipping Time to Your Local Post Office (2-3 days)
USPS Delivery Time (usually delivers within 1-3 days after USPS receives your mailer)

Note: the times below reflect OUR Mailing Preparation time only - see above to determine the timing for a complete Direct Mail process. Turnaround times begin AFTER we receive your paperwork and payment. Paperwork submitted before the 1 P.M. (P.S.T) deadline will be considered the first day of turnaround. Here are the turnaround times for data processing:

200 - 25,000 = 1-3 business days
30,000 - 60,000 = 3-5 business days
70,000 - 100,000 = 5 - 7 business days

What file formats do addresses need to be submitted in (N/A for EDDM)?
We accept the following formats: .xls (Excel [recommended]), .csv (Comma delimited), .txt (ASCII text file)

What is PAMF?

Proof Authorization Mailing Form. The PAMF is a proof that is e-mailed to you after postage payment has been received and printing completed. Proof shows indicia and one random name from customer's mailing list ink jet on mailer to show placement. Indicia indicates the class of mailing.

List Based FAQs:

Do you offer tabbing (also called wafer sealing)?

Any mailing piece that requires tabbing is automatically tabbed according to postal regulations. There is no additional price for tabbing as this is automatically included in the price. If you need tabbing but you don't need us to mail your material for you, please call us for pricing.

Will aqueous coating interfere with addressing and mailing?

Not with our equipment! We can easily address aqueous-coated pieces. In fact, adding aqueous 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.

Is there a fee for a Temp-Return Service Request?

For LIST BASED Bulk Mail (standard mail), we will add "Or Current Resident" after the primary name or business. Pieces will be delivered as addressed and since nothing is being returned, you'll incur no further charges or fees on the mailing. If this will not meet your mailing needs, please contact us for return service or change-of-address options and rates for bulk mail.

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

Add one additional day to the Production Speed you select when placing your order. For instance, if you choose our standard 4-day Production Speed, the mailing will be complete on or before the 5th business day after you approve your proof.

What happens to undeliverable mail? Can I request that it be returned to me? I'd like to keep my mailing list up to date.

Using and endorsement such as Temp-Return Service Requested is optional for customers using Bulk mail. If you'd like this option, you will be charged for all returned or updated addresses by USPS, at first class rates.

Do you offer mailing lists?

Yes! We can work with you to find a targeted list that meets your needs. However, if you are mailing to your local area, EDDM is likely your most economical solution.

Lists can be rented for single use, two times use, or unlimited use for one year. Renting your mailing list through us assures you'll get the highest quality addresses to minimize undeliverable pieces and maximize your direct mail campaign results.

What is NCOA (National Change of Address)?

Over 40 million Americans change their address every year. The National Change of Address (NCOA) system uses the USPS database to check for people and businesses that have filed a change of address with the USPS within the last 48 months. Performing this update on a list saves you money on printing and postage by updating a list. Studies have shown that this service can save users a significant cost of their mailings (in many cases up to 15% or more) plus help increase response rates. NOTE: The post office does not forward bulk mail to the new address - they just recycle it.

NCOA - How it Works

We compare your list with the change orders given to the post office. which automatically updates your list with that person or business' new address. We provide you with this a list of the names with changes and their new address (some change to valid addresses, others change to non-updateable addresses). There is no cost to perform an NCOA clean up. We do charge $25 setup and.01 per name for NCOA list scrubbing only orders. Due to postal regulations and USPS privacy rules, a Tax ID is required in order for us to create the NCOA account.

Mailing Services Glossary of Terms

CASS Certification

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.

Zip+4

The standard ZIP Code is a system of 5 digit codes that identify the individual post office or area delivery station associated with the address. The additional 4 digits identify a specific range of delivery addresses.

Barcodes

Barcodes are small vertical lines printed in the bottom right corner of the piece to be mailed - we call this area the clear space. Much like a grocery scanner, barcodes represent the numbers which make up the address and Zip+4 codes. These codes make it possible for the mail processing equipment to quickly process these pieces, lowering mail-processing and delivery costs. The savings are passed on to consumers through lower postage rates.

Clear Space

Area in lower right of a mailing piece where the address and barcode is printed. This area must be blank or with less than 10% ink density, to ensure machine readability and therefore be eligible for your desired mail service class.

Ancillery Service Endorsements (such as Service Requests)

These are usually imprinted directions on a mail piece to tell the Post Office what to do with the piece if it becomes undeliverable, such as: Change Service Requested, Forwarding Service Requested, Return Service Requested and Address Service Requested. These are normally required on a First Class Presorted pieces.

Ink Jet Addressing

We use state of the art, high-speed, ink jet technology for accurate addressing and bar coding that meets or exceeds USPS addressing regulations. In addition our addressing equipment can print on aqueous coating. This scuff-resistant gloss coating enables your piece to resist scratches and marks as it travels through the postal system to have a better chance of arriving at its destination looking clean and sharp. Many mailing services cannot print on aqueous-coated stocks.

NCOA (National Change of Address)