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7243 Engineer Road, Suite B
San Diego, CA 92111
Phone: 858-751-0588
Fax: 858-751-0590
What is automation?
How do I automate my mail?
How can I avoid the non-machineable surcharge?LISTS
What format should my list be in?
I typed my list in MS Word. Can you use it?
What happens to my list after mailing?
Should I give you the only copy of my list?
Should I backup my list?
Will my list be kept confidential?
Isn't it easier and cheaper for me to print out labels?
Should I eliminate duplicates?CREDIT CARDS
POSTAGE ESTIMATE
INDICIA
What is the correct wording for the permit indicia?
What size should the indicia be?
Can I mail out my leftovers using the permit indicia?
I forgot to print my permit indicia, what can I do?
I can't yet decide which class of mail to use. Should I delay printing?
I don't have a mailing permit. Can I still mail?LIST HYGIENE
Why should I maintain my list?
Can you remove duplicates for me?
How else can I reduce un-deliverables?
What is D.P.V.?
How does D.P.V. work?
What are the benefits of D.P.V.?
What do I do?
What is N.C.O.A.?
How does it work?
What are the benefits of N.C.O.A?
What do I do?
How long does it take?
Will this qualify my mail for first class presorted rates?ENDORSEMENTS
I want my un-deliverables to come back to me. What do I print on my mail piece?
Where do I place my ancillary endorsement?
I forgot to print an ancillary endorsement. Can you help?
Why should I clean my list?
How often should I clean my list?
I got a surprise when the Post Office told me how much I owe for returns. Can I just forget to collect them?
I don't like surprises. Is there another way to clean my list?FOREIGN MAIL
Can I mail other than with USPS?
LEFTOVERS
What happens to the leftovers of my mailing?
Can I mail out my leftovers using the permit indicia?
AUTOMATION
Automated mail has a Post Office approved bar code and the USPS processes it by machine. This speeds processing, so you get a considerable discount on your postage and, in addition, your mail will be delivered faster.
So it makes good business sense to automate your mail whenever possible.TOPThere are restrictions on automated mail which many people find intimidating.
These concern size, shape, thickness and paper quality, amongst other things. There are also requirements concerning standardization of addresses, as well as the position and quality of the bar code.
Confused already?
You need the experienced professionals at PHOENIX DIRECT MAIL® to take the headache out of your mailing. We will advise you on design (before going to the printer).
When you hand the job over to us you can just forget about it. This leaves you free to do what YOU do best: taking care of YOUR business.TOPHow can I avoid the non-machineable surcharge?
If your mail piece is incompatible with the USPS machinery, you will be assessed at non-automation rate plus the non-machineable surcharge. These extra charges can be avoided by designing the piece to meet Post Office requirements and by correct choice of stock. Fortunately, our experienced, friendly staff is able to advise you, every step of the way. We offer free assessment of design and layout to our clients.TOP
LISTS
What format should my list be in?
ASCII delimited text. Most database and spreadsheet programs have the option to export in this format (e.g. .txt; .csv; .asc). Your options will most likely appear under:
“Save As” I “File Type”
Our computer experts can advise if you experience difficulty.TOPI typed my list in MS Word. Can you use it?
Like other word processors MS Word does not have the necessary field delimiters our programs need. So unless you are using the mail merge feature we cannot use that list.TOP
What happens to my list after mailing?
We will keep your list for seven days, after which time lists may be destroyed.TOP
Should I give you the only copy of my list?
No. Never give us the only copy of your database. Always keep at least one copy for yourself.TOP
Yes. Your database is an important asset. In our experience you can never have too many backups.
Will my list be kept confidential?
Absolutely. Databases will only be divulged to a third party with written permission of the owner.TOP
Isn’t it easier and cheaper for me to print out labels?
Of course we can use labels but it is ALWAYS more cost effective for you to give us the list electronically.TOP
Should I eliminate duplicates?
Removing duplicates manually can be time consuming and tedious. At PHOENIX DIRECT MAIL® we have sophisticated software to purge your duplicates. Explain exactly which duplicates you would like removed and then leave it to us.TOP
CREDIT CARDSWe gladly accept both Visa and MasterCard.TOP
POSTAGE ESTIMATEWhy is postage only an estimate?
Our postage estimate is just that – an estimate.
Actual postage will vary by how your list sorts, so the postage estimate is the amount you will pay upfront. Your invoice will reflect postage paid and any over-payment will be credited against our services.
What the USPS charges for your postage is what you will pay – we will not profit from your postage.
The original Post Office receipt will be available for your inspection for all mailing using our permit indicia or meter. This will allow you to confirm the total postage paid, total number of pieces mailed and the date of mailing.TOP
INDICIAWhat is the correct wording for the permit indicia?
Click here to see the sample indicia TOP
What size should the indicia be?
It must be clearly legible at arms length. We recommend that you make it slightly smaller than a postage stamp. TOP
Can I mail out my leftovers using the permit indicia?
No. You cannot place mail bearing permit indicia in a mailbox. If you wish to mail out your leftovers you must cover the permit indicia with a postage stamp.TOP
I forgot to print my permit indicia, what can I do?
We can print it for you, or we can apply stamps.
We can also inkjet your return address in a variety of fonts and colors. This is a cost effective way of producing smaller quantities of envelopes.
We can even print your logo or add a custom message, such as:
“LIMITED TIME OFFER!”“Happy Holidays!”
Click here to see sample envelope TOP
I can’t yet decide which class of mail to use. Shall I delay printing?
You do not need to delay printing of your mail piece. We can inkjet your choice of indicia when we inkjet your addresses. TOP
I don’t have a mailing permit. Can I still mail?
Our clients may use our permit at no extra charge. This represents a considerable saving to our clients.
Alternatively, we can apply stamps or metered postage.TOPLIST HYGIENE
Why should I maintain my list?
People and companies are constantly on the move. This makes it essential that you maintain good list hygiene, or risk losing contact with your valuable customers and prospects. At the same time, you risk sending out mail which the Post Office is unable to deliver. These un-deliverables, together with duplicates, can quickly erode a marketing budget. TOP
Can you remove duplicates for me?
On request, we use our sophisticated software to remove duplicates quickly and economically. Please discuss with our experienced professional how you want your list de-duped. TOP
How else can I reduce un-deliverables?
We now offer both Delivery Point Verification (D.P.V.) and N.C.O.A. (National Change Of Address.) TOP
D.P.V. is Delivery Point Verification. TOP
D.P.V. finds undeliverable addresses by taking CASS certification to the next level. It evaluates each address at the building level to assess the probability of delivery. You chose at which level you would like deletions to be made to your list. Our top-of-the-line software is updated monthly. TOP
What are the benefits of D.P.V.?
Cleaning your list by D.P.V. reduces un-deliverables so minimizes printing and mailing costs. TOP
You give us your database in the usual format, specify the level of deletions and let our software do the work. We will give you back the corrected list (together with reports, on request.) TOP
N.C.O.A. is National Change Of Address. TOP
N.C.O.A. compares names and addresses in your database with address changes filed with the USPS and it uses this information to update your mailing list. One in five households move each year and N.C.O.A. tracks these moves over four years. TOP
What are the benefits of N.C.O.A?
Cleaning your list by NCOA enables you to keep track of your valuable clients and prospects, even as they move. It ensures that your mail piece reaches the intended recipient, whilst reducing un-deliverables and minimizing printing and mailing costs. It also qualifies your database for mailing at presorted first class rates. TOP
You give us your database in the usual format, sign some forms and we take care of the rest. We will give you back the corrected list (together with reports, if you so desire.)
No need for you to spend time making the corrections as with many companies which offer N.C.O.A. TOPOne to two business days, but we can arrange faster service if necessary. TOP
Will this qualify my mail for first class presorted rates?
Yes. Your mail will qualify for the next six months. This gives you discounted rates on first class service: that's a great value. TOP
ENDORSEMENTSI want my un-deliverables to come back to me. What do I print on my mail piece?
You need to add an Ancillary Endorsement. Click here to see possible endorsements TOP
Where do I place my ancillary endorsement?
Click here to see possible endorsement positions TOP
I forgot to print an ancillary endorsement. Can you help?Yes. We can print it for you.TOP
Did you know one in five households moves each year? Undeliverable standard mail is recycled by the Post Office. A clean list will maximize your advertising budget by ensuring that your mail reaches the intended recipient.
Your cleaned list will also qualify for first class presorted rates for six months.TOPHow often should I clean my list?
We recommend that you clean your list at least once every six months and then make the necessary changes to your database. If you need assistance with the corrections we can help. Some clients prefer to clean their list each time they mail. TOP
I got a surprise when the Post Office told me how much I owe for returns. Can I just forget to collect them?
No. This is the USPS you are dealing with. You have to pay in full.TOP
I don’t like surprises. Is there another way to clean my list?
Yes. We can send your list for N.C.O.A.TOP
FOREIGN MAIL
Can I mail other than with USPS?
If you have sufficient quantity we can use one of the courier services. Some of these transport the mail to the destination country where it is placed in the local mail. Our friendly staff will help you select the option, which is best for you.TOP
LEFTOVERS
What happens to the leftovers of my mailing?
We will keep the leftovers of a mailing for 7 days, after which time if you have not retrieved your material, it will be recycled.TOP
Can I mail out my leftovers using the permit indicia?
No. You cannot place mail bearing a permit indicia in a mailbox. If you wish to mail out your leftovers you must cover the permit indicia with a postage stamp. To avoid unauthorized use of a mailing permit, it is advisable to deface the permit indicia on any overage you may hand out.TOP
Phoenix Direct Mail® 2001. All Rights Reserved ©