Money-saving mailing checklist
Check the details before they become expensive.
A quick preflight with Flanagin’s can prevent reprints, production delays, unnecessary postage, and mailpieces that do not qualify for the rate you expected.
Start early
The best time to involve your mail house is before printing.
Mail classification depends on the finished piece, the data, and the way everything is assembled. Send us a proof and basic job details before production so we can flag issues while they are still easy to fix.
Before you print
- Send a PDF proof for postal review.
- Confirm finished size, folds, tabs, and address orientation.
- Leave clear room for the address and barcode. Confirm permit indicia placement and the required aspect ratio before printing.
- Confirm stock, coating, and mail-side ink compatibility; folded self-mailers generally need paper stock suitable for folding and tabbing.
- Order enough pieces for the mailing plus approximately 5% extra.
Prepare your data
- Provide Excel or CSV data rather than a PDF.
- Keep names, addresses, cities, states, and ZIP Codes in separate fields.
- Do not pre-address or print labels unless we have reviewed the plan.
- Add your own address as a seed record if desired.
- Tell us whether the list contains residential, business, or mixed records.
Plan the handoff
- Keep pieces identical and oriented in the same direction.
- Leave envelope flaps down if we will machine-seal them.
- Identify every insert and its order.
- Confirm quantity, desired mailing date, and delivery priorities.
- Arrange postage funds before the mailing is released.
From proof to postal tray
The details are physical—not theoretical.
A successful mailing starts with a careful proof, consistent materials, and an organized production handoff.
Before you print
A hands-on proof review catches expensive problems early.
Finished size, mail-side layout, folds, paper stock, and coating choices can all affect production and postal qualification.
Common trouble spots
A few details deserve extra attention.
These are frequent causes of added labor, lost discounts, or a last-minute redesign. We will verify the current USPS requirements for your specific job.
Coatings and varnishes
Gloss, UV, aqueous, or varnish coatings on the mailing side can prevent our ink from adhering. We will do our best to work with coated pieces, but we may be unable to process them or may need to use labels at a higher fee. Ask your printer to leave the address area uncoated or let us plan an alternative.
Self-mailers, folds, and tabs
The fold and opening direction affect machinability. For a typical folded self-mailer, the final fold belongs at the bottom and closure tabs go along the top, opposite that fold. Show us the dieline or folded proof before production so the exact tab placement and paper requirements can be confirmed.
Nonprofit mail
USPS nonprofit authorization is separate from IRS status. To qualify for nonprofit prices, the authorized organization’s name and return address must appear on the outside of the mailpiece or prominently within it. We can help check whether an organization has nonprofit authorization and suggest the next step if it does not.
Move-update compliance
Discounted mail requires a compliant move-update method within 95 days of the mailing. Common options include NCOA processing, an ancillary endorsement such as Return Service Requested or Change Service Requested, or an approved addressing notation such as Or Current Resident. We will recommend the appropriate option after reviewing your list and mailpiece.
EDDM pieces
Every Door Direct Mail has its own route, format, addressing, bundling, and entry requirements. Involve us before designing or printing the piece.
Letters and envelopes
For letter-mail projects, confirm page count, simplex or duplex printing, personalization, envelope style, insert order, and matching requirements.
This checklist is a planning guide, not a substitute for a job-specific postal review. Flanagin’s will confirm the current requirements once we see your mailpiece, list, quantity, and desired mailing class.
Before you press print
Let us preflight the mailing.
A short review now can save a costly correction later.