The Mailing Process - a brief guide to sending mailshots

New to direct mail or to using a mailing house for mailshots?

With over 30 years experience in printing and 10 years in direct mail, Centreprint Print & Mail can help you through each step of the mailing process and help you make your mailing successful.

Step 1 - the planning stage
First of all, please contact us for a quote. We will then take you through the format, size, number of inserts, print requirements, data requirements and postage service level. Suggestions may be made to help minimise the cost of the mailing without compromising quality or impact. We are experts on planning cost-effective mailings.

We will also go through the various postage options and help you decide which postal service is most appropriate. If you are using your own postage account then we will need a docket from your docket book or for you to set us up as an agent on your OBA account.

If you do not have your own postage account with Royal Mail or another provider then we will also provide an estimate of postage costs. When your campaign goes ahead, payment for postage will be due before the mailing is despatched.

Step 2 - placing the order
When you are ready to proceed then let us know and we will book the mailing in for you.

First, tell us your preferred despatch date. We will then work backwards from there to provide you with dates for you to get artwork, data, print or other elements to us. This helps to ensure that no time is wasted waiting for items that have been delayed.

Step 3 - pre-production
Once data has been received our data team will process your data, removing duplicates, unusable data, and MPS subscribers if necessary. The data is then Mailsorted and final postage costs are calculated. Final confirmation of quantities and costs will be emailed to you along with a Pro Forma invoice for posting and/or processing of the mailing.

Proofs will be emailed or posted to you as appropriate (this depends on timescales and whether a hard copy proof is necessary).

If you are sending stocks of printed matter or envelopes to us, please book them in on 01902 490164, 24 hours before they arrive. This helps to ensure that they are assigned to the correct mailing and don’t get lost. When they arrive, your stock is booked into our stock control system so that it’s location, ownership and stock level can be tracked and reported at any time.

Payments for postage and/or processing should be raised now to avoid delays.

Step 4 - production
With final quantities approved and proofs passed, production will begin. The mailing will pass through litho printing, laser printing, print finishing, folding, envelope production, inserting, inkjet addressing, mailsort bagging and any other processes appropriate to your mailing.

If problems arise, we will contact you straight away to discuss how to remedy the issue whilst minimising any additional costs and delays.

Step 5 - despatch
Assuming that payment for postage and/or processing has been received, your mailing will be released to Royal Mail or alternative provider via the agreed service on the agreed date.

Should your mailing be ready for despatch before the agreed date then we will contact you with regard to despatching the mailing early.

A full VAT invoice/receipt will be posted to you shortly after despatch.

Fill in our enquiry form to ask for help, advice or a quotation.

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Registered in England Number 3854337. Registered office: Units 1 & 2 Lanesfield Drive, Wolverhampton. WV4 6UA
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