Mailing FAQ

Bundling offers the convenience of sorting print orders into predetermined quantities for ease of use by you, your customers or for EDDM purposes. Orders will be bundled in quantities of either 50 or 100 pieces and they will be banded in accordance with USPS EDDM banding requirements.

Please Note:

  • Processing time for bundling your product may not be included in the turnaround time that you select when placing your order.
  • Please add 1 to 2 days to your turnaround time for this service.
  • The type of band we use may vary subject to availability.
  • The maximum quantity offered for bundling is 25,000 pieces.

Presorted Standard

  • 200 pieces required to qualify for Presort Standard.
  • Post office delivery time is estimated two weeks.
  • Cheapest postage rate but longest delivery time.

Presorted First Class

  • 500 pieces required to qualify for Presort First Class.
  • Post office delivery time is estimated 1 - 3 business days.

Non-Presort First Class

  • 200 pieces to qualify for Non-Presort First Class.
  • Post office delivery time is estimated 1- 3 business days.
  • Non-Presort First Class is the same as placing a stamp on an envelope (no discount).

Non-Profit (Standard)

  • 200 pieces to qualify for Non-Profit mail.
  • Customer needs to provide proper documentation to qualify for Non-Profit rate. *(PS Form 3623)
  • Post office delivery time is estimated two weeks (Same as Presort Standard).
  • Uses customer's Non-Profit account with Copy2Copy's permit number.

We accept the following formats: .xls (Excel [recommended]), .csv (Comma delimited).

Our standard pricing includes a maximum 5 lines. Additional lines may require an extra setup and setup charge. Please call for details.

Yes, if you have a Non-Profit account with USPS

Yes, mailing service is offered to all customers that want to use their own permit or Copy2Copys permit.

If requested, the remainders will be available for pick-up / delivery. We can also recycle them for you.

Postage has to be paid by check only.

Mailing services charges will be paid along with your print Order.

No, postage is a separate charge.

Actual postage costs will be determined once we process your provided mailing list.

Mailing turnaround begins once the proof is approved. 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

The mailing service charge is based on the quantity of your mailing order.

  • Data process of one mailing list (a charge will be applicable for each additional list)
  • C.A.S.S. Certification (Coding Accuracy Support System)
  • N.C.O.A (National Change of Address)
  • De-dupe list
  • Pre-sorting
  • Ink-jet setup and addressing
  • Post Office delivery

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. (see figure below)

We can ink jet on paper that does not have UV coating on postage side and address block.

  • 100lb book
  • 100lb cover
  • 4/1 14 or 16pt
  • 4/4 Spot UV or UV Front
  • Matte 14pt or 16pt
  • 70lb bright white

STANDARD SIZES AND WEIGHTS:
FIRST Class- up to 4.25 X 6 - the weight for this sized card must be a minimum of 7 PT
PRSTD Standard - up to 4.25 X 6 - the weight for this sized card must be a minimum of 7 PT

LARGER SIZED CARDS:
PRSTD Standard (only) from 4.25 X 6 through 6.125 X 11.5 the weight must be a minimum of 9 PT (NOTE THAT 80# GLOSS COVER DOES NOT QUALIFY AS A MINIMUM OF 9 PT, 80# MATTE COVER MAY QUALIFY BUT YOU MUST DOUBLE CHECK THE WEIGHT OF THESE STOCKS AS THIS CAN VARY FROM MILL TO MILL).

DO NOT TRY TO MAIL ANYTHING SMALLER THAN 3.5 X 5.5 as these will not mail.

Often times it is less costly to send a post card (up 4.25 X 6) First Class Mail/Post Card Rate as opposed to sending it PRSTD Standard.

You do not want to send an oversized post card (above 4.25 X 6) First Class as it will be more expensive than PRSTD Standard.

For best postal rates: address along the long side of the piece. If you address along the shorter side then you will pay a surcharge as high as 10-12 cents per piece.

ASPECT RATIOS
Your project aspect ratio is very important (i.e. Aspect Ratio is length/width).
For the best postal rate the aspect ratios should NEVER be between 1 and 1.3 but should always be between 1.3 and 2.5. To make this easier to understand: if the piece looks like a rectangle you are probably okay, if it looks like a square you are in trouble.

FLATS
Anything larger than 6.125 or 11.5 in one dimension will ship as a FLAT instead of at PRSTD Standard / bulk rate.
FOR FLATS THE ABOVE WEIGHTS AND ASPECT RATIOS DO NOT MATTER BECAUSE YOU ARE ALREADY PAYING THE HIGHER (PREMIUM) POSTAL RATE.

REFLECTANCE
Using colors, screens and/or patterns beneath the address area of a mail piece is not recommended. White is the safest and easiest of all colors to use in the address area, all other colors and screens are subject to scrutiny from the post office. Reflectivity/reflectance must be above .5 according to USPS standards. The darker the area being addressed/inkjetted - the lower the reflectance. A patterned background is a bad idea as well since a barcode will be printed on top of a pattern and the pattern will render the bar code impossible to read with automation. The post office may bounce the entire project if there is a pattern behind the address portion of the inkjet.

Your addressing window size should be 4 X 2.5. The addressing box should be a half inch from the right side and 5/8 in. from the bottom of the fold for best mailing.

This involves research as to the zip code, and carrier routes of the area you are trying to target. Give us a call or use the link to the USPS Zip Code look up.

Yes. We work with a number of list brokers/compilers and can assist you in researching and acquiring the list that is best suited to reach your target. It is important that you have a clear picture of your client. Your Customer Services Representative can assist you in developing a strategy to identify your best prospects.

Presorting is defined as preparing your mailing so that it is sorted to the lowest level available for the type of mailing whether First Class, Standard or Non-Profit. In automating your mailing, a barcode is applied in the address area to assist in processing at the Post Office. Discounts off regular postage rates are applied to Presorted and Automated mailings. Copy2Copy uses the latest software technology to maximize any postage discounts for which your mailing may qualify.

The Coding Accuracy Support System examines each address in your mailing list for proper formatting to standardize spelling, abbreviations, addresses and adds +4 Zip to improve the accuracy of delivery. At Copy2Copy all database(s) are CASS certified; and processed through delivery point verification. We NCOA update every mailing even though it is only required every 95 days. We are able to return undeliverable addresses for your review and/or correction.

Postcards up to 4.25 in. x 6 in. with a thickness of .007 for Presorted First Class available for quantities of 500 or more. There is no Postcard Rate for standard class. A standard mail piece that is larger than 4.25 x 6 is considered a letter.

The USPS has a number of Optional Ancillary Service endorsements that can be used to instruct the Postal service as to the appropriate disposition of your mail. Contact your Account Manager for a more detailed explanation.

First Class mail is more expensive than standard, but usually has a faster delivery. A presorted first class letter weighing over 2 ounces requires additional postage. Standard mail, if prepared to meet automation specifications, can be mailed for about half the cost of first class. Standard letters can weigh up to 3 oz. without increasing postage. While delivery is not as fast as first class, in most cases, depending on destination it is still efficient.

Personalization, also known as Variable Messaging or Customization, is a method of printing portions of the direct mail offer in such a way that it is unique to each recipient. By speaking directly to each recipient by name and addressing their specific needs, you can increase the response to your mailer. Make the most of direct mails ability to deliver a mass audience message in a way that feels personal and confidential.

Keep in mind the 40/40/20 Rule: 40% List, 40% Offer, 20% Creative.

List - Do all you can to be sure the people who get your mailer are qualified candidates to purchase your product or service. This includes getting the right mailing list and examining and updating addresses to ensure delivery.

Offer - What you are selling must be relevant and attractive (irresistible if possible) to the recipient of the mailer. Remember that direct mail advertising is still the only way to pinpoint and individually reach your market.

Creative - What you are selling must be presented in an easy to understand, interesting, attractive and compelling manner. Copy2Copy will review your objectives, can assist in designing your mail piece, examine your mailing list to help maximize your results and assure that it meets USPS requirements. Whatever your objective, do not forget to ask for action.

Direct Mail is one of the oldest and most effective means of reaching a specific demographic. In many instances, it is a less expensive means of reaching your customer and can be targeted with your message on your time schedule within your budget.