Post Office Mailing Preparation
Every mail piece must go through several steps before reaching the Post Office. Regardless of the type of mail, proper preparation remains essential. After processing data and printing materials, our Production department takes over. Moreover, our highly trained team carefully follows all USPS® guidelines to ensure accurate and efficient mailing preparation.
Post Office Mailing Preparation Services:
Bundling
Mail pieces require bundling into groups based on height and weight. Whether handling automation-rate flats or saturation-based mailings, proper bundling ensures compliance with postal regulations. After bundling, we place the grouped pieces into USPS-approved mail sacks, which are available in 35 lb or 70 lb options. For more details, visit our Postal Dictionary page.
Tabbing
Folded mail pieces, such as self-mailers or newsletters, must be sealed with clear sticker tabs. Description is on our printing services page. Depending on the size and fold, tabbing may require single, double, or even triple tabs. These tabs are placed on the top or left side, ensuring all open edges are securely closed. As a result, the mail piece remains intact throughout the mailing process.
Stamping (First Class & Pre-Canceled)
Applying stamps makes mail pieces look more personal and less like bulk mail. Additionally, stamps come in a variety of colors and styles, all available on the USPS® Postal Store. Pre-canceled stamps work well for First Class and Bulk/Marketing Mail. Specifically, these stamps offer discounted rates: 5¢ for Non-Profit, 10¢ for Standard/Marketing, and 25¢ for First Class Mail. When mailing, CRST covers the remaining postage cost at the Post Office. To learn more, visit the USPS.com® Postal Explorer page.
Moreover, Mailing permits must be used for bulk mail pieces that do not contain stamps. A direct mail company provides these permits for authorized use.
Folding (Manual or Automatic)
Certain mail pieces require folding to meet automation regulations. For example, self-mailers, newsletters, brochures, and letters must be folded correctly. In particular, the fold must create a hard edge at the bottom and, if tri-folded, on the left. To accommodate different needs, we provide a variety of folding styles, including tri, half, parallel, double parallel, French, roll, accordion, and half-then-tri.
Manual or Automatic Inserting
Letters often require folding and inserting into envelopes (view all Envelope Sizes and Inserts). If a letter contains static information, such as a general greeting like “Dear Friend,” we can insert it automatically. However, personalized appeal or fundraising letters need manual insertion to ensure that each letter matches its intended recipient’s envelope. This process guarantees accuracy, which in turn increases response rates.
Polywrap/Polybag
Polywrap or polybags serve as clear plastic containers that hold multiple mail pieces. These provide an excellent alternative to flat-rate envelopes while keeping all contents visible. Furthermore, polywrap protects mail from potential damage or dirt during USPS® processing. This is especially beneficial for sending directories, magazines, catalogs, and marketing packets. To ensure compliance, refer to the USPS® polywrapping standards on the Federal Register website.
High Speed Ink-Jet Printing
Our high-speed ink-jet printers allow us to address thousands of mail pieces quickly. Not only does this advanced technology print recipient names, addresses, and barcodes with precision, but it also ensures that each piece is formatted correctly for automation bulk rates. As a result, businesses can save both time and money.
Traying/Sacking
After assembling mail pieces, we place them in USPS® containers for efficient distribution. Automation-rate letters, such as envelopes and postcards, go into trays. Additionally, available tray sizes include 1-foot, 2-foot, and EMM, depending on mail dimensions and volume.
On the other hand, flat-rate pieces, such as catalogs and magazines, require sacks. The USPS® approves these bags, and they are carefully sorted by total weight and destination. Ultimately, this step ensures smooth and efficient processing.
DDU/PVDS Presentment
To maximize postal discounts, we deliver mail directly to the final Post Office location. Because this strategy bypasses unnecessary handling, it significantly reduces postage costs while also streamlining the overall mailing process.
Residual Materials Delivery
Once mailing concludes, any leftover materials return to you. To accommodate different needs, we offer several delivery options, including Priority Mail®, local drop-off within driving distance, or convenient on-site pickup at our location.
Labeling
Some mail pieces are too large or irregularly shaped for ink-jet printing. In these cases, we apply colorful and customized labels to maintain a professional look. Notably, labeling works best for oversized bubble envelopes, boxes, parcels, polywrapped items, and other specialty containers. We ensure that all labels comply with automation standards to guarantee smooth processing.
Sealing (Manual or Automatic)
Once inserted, envelopes require sealing. Our automated machines use water to activate the envelope’s glue and close the flaps securely. However, if an envelope has a non-standard size or shape, our team manually seals it to ensure a secure closure. Regardless of the method, proper sealing protects mail contents throughout the entire shipping process.
Types of Direct Mail and Preparation Steps
Direct mail falls into two primary categories: traditional and non-traditional. Because each category has unique requirements, different post office mailing preparation steps are necessary to ensure successful delivery.
Traditional Mail
Traditional mail includes common formats such as postcards, letters, newsletters, magazines, and flats. Since mailing remains our core expertise, we ensure that every piece is sent out on time and within budget. Given our years of experience, we have perfected post office mailing preparation, allowing for quick turnaround times and reliable service.
Appeal Mailings
Appeal mailings involve dynamically printed, multi-piece, personalized direct mail. These often include inserting, ink-jet printing, sealing, folding, and stamping. Furthermore, appeal mailings require high accuracy to ensure correct personalization. For more details, visit our data lists page to learn about personalized mail merged data lists.
Non-Traditional Mail
USPS® classifies some mail as “unusual,” which we call non-traditional mail. Because these mail pieces immediately capture attention, they stand out in a mailbox. Due to their unique nature, they require extra post office mailing preparation steps. However, we specialize in handling them. Some examples of non-traditional mail include:
- Customized Market Mail™
- Oversized bookmark-style cardboard slips (used for Every Door Direct Mail™)
- Postcards with unusual die-cut coupons
- Corrugated postcards
- Magnetized postcards
- Circus poster board (flats or scored for self-mailers)
- Flats with die-cut cards
- Pillow box lightweight parcels
- Square cards (e.g., 7″ x 7″, 8″ x 8″, or 9″ x 9″)
- Bright or fluorescent-colored envelopes
- Unusual font styles
- Scented cards
- 30 mil plastic postcards with pop-out cards
- Specialty parcels (for light bulbs, Band-Aid boxes, seed packets, etc.)
We have successfully mailed many of these unique pieces and have seen excellent results. By breaking the monotony of standard envelopes and postcards, non-traditional mail makes direct mail more engaging and impactful. If you have an idea for a unique mailing, let us know. Rest assured, we will ensure that it meets all mailing requirements and gets noticed!