Headquarters952 Frederick Street Hagerstown, MD 21740 301.733.2000 800.638.3508

HBP Virginia2818 Fallfax DriveFalls Church, VA 22042 703.289.9000 888.219.5131 hbp.comEverything you need,

all in one place.

Design | Print | Mail

RESOURCES

Mailing Checklist

Headquarters952 Frederick Street Hagerstown, MD 21740 301.733.2000 800.638.3508

HBP Virginia2818 Fallfax DriveFalls Church, VA 22042 703.289.9000 888.219.5131 hbp.comEverything you need,

all in one place.

Design | Print | Mail

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Contact Name*: _____________________________________________________________________________________________________

Company Name*: ___________________________________________________________________________________________________

Phone*: _____________________________________________________________________________________________________________

Email*: ______________________________________________________________________________________________________________

Project Name*: ______________________________________________________________________________________________________

Target Mail Drop Date*: _____________________________________________________________________________________________

List(s)Quantity: ____________________________________________________________________________________________________________

File/List Names: _____________________________________________________________________________________________________

Foreign/Canadian Records (if included in lists): Include/mail to these records Exclude/remove from mail list(s)

Are there any non-address/special fields in list data (ie. Member ID number) that need to be included in the address output? Yes No

If so, is there a preferred placement? ___________________________________________________________________________

Optional Proofing List review after completion of requested processing

Live physical sample(s) inserted in carrier envelope required prior to mail drop

PDF proof of addressed envelopes

Postage Funds Emailed postage estimate to: ____________________________________________________________________________________

Funds to be supplied 24-48 hours prior to mail drop via: Check for HBP pick up or FedEx delivery EFT

To provide an accurate overview of your mailing requirements, and/or to provide

an estimate, please complete the form below. If you need assistance or have questions,

contact us for a mailing project consultation.

Items marked with a red asterisk (*) are required.

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Headquarters952 Frederick Street Hagerstown, MD 21740 301.733.2000 800.638.3508

HBP Virginia2818 Fallfax DriveFalls Church, VA 22042 703.289.9000 888.219.5131 hbp.comEverything you need,

all in one place.

Design | Print | Mail

Postage* HBP Indicia (mail verification and entry at HBP, Hagerstown, MD

Client Indicia Mail verification and entry at HBP, Hagerstown, MD (USPS Mail Anywhere) Mail verification and entry at client permit location required at: ____________________________________________

Live Stamp

Meter (for mailings under 200 pieces only)

ReportingPlease specify any required special reports or return files required at completion of mailing. Note box to check under NCOA section to request NCOA exception report.

_______________________________________________________________________________________________________________________

List Processing RequirementsDeduping Individual – De-dupe by First Name, Last Name and Address (most common) Family – De-dupe by Last Name and Address Resident – De-dupe by Address Only Record ID/Customer Number – De-dupe by ID or other unique field record in file Householding – Combining of two or more records in to one record with all names

or a combined name format, ie. “The Smith Family” Do Not De-dupe

Suppression Kill List – Customer supplied list(s) used to match and remove records from mail file(s) Do Not Mail (DNM) List – Mailings are run against DMA’s list to remove records from mail list Deceased – Sent through BCC data services to remove individuals reported as deceased Custom – Customer provided instructions detailing what records should be suppressed None – No suppression required

CASS Process by which addresses in mail list are compared against a national database of addresses. When

enough matching data points are made, the address can be standardized and appended with automation processing codes. STANDARD for all presort mailing requests.

How should records with lower probability return codes be handled? Remove all / do not mail Remove all / do not mail AND export records to send to client Mail anyway

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Headquarters952 Frederick Street Hagerstown, MD 21740 301.733.2000 800.638.3508

HBP Virginia2818 Fallfax DriveFalls Church, VA 22042 703.289.9000 888.219.5131 hbp.comEverything you need,

all in one place.

Design | Print | Mail

NCOAREQUIRED FOR PRESORT MAIL HANDLING unless an NCOA reporting showing completion of NCOA process for the data is supplied.

HBP to complete NCOA Processing – Process by which individual and business names and addresses in a mail list are compared against the National Change of Address database. Only those individuals or businesses who have filed for a COA will exist in the national database. Process will compare the mail list data against COAs from the past 48 months and if a valid match is found, the new address is returned.

Customer supplied NCOA, reporting must be made available upon request

NCOA exceptions report required

How should records that are flagged as moves by NCOA but no forwarding address provided be treated? Remove all Mail anyway (requires straight first class mail handling)

Mail Category

Postcard – single sheet (4.25 x 6 max / .007” minimum thickness)

Letter Options: Mid-sized Postcard – single sheet (6.125 x 11.5 max | .009” minimum thickness) Folded Self-Mailer (6 x 10.5 x .25 max | no binding/stitching) Booklet (6 x 10.5 x .25 max | stitched/bound) Letter Insert Package (6.125 x 11.5 x .25 max | enveloped or polywrapped) (Note: If polywrapped, nonmachinable postage rates apply.)

FYI: All Postcard and Letter sized options require the delivery address to be printed parallel to the longest dimension.

Flat Options: Large Postcard – single sheet (12 x 15 x .75 max) Brochure – unstitched folded sheet(s) (12 x 15 x .75 max) Magazine/Catalog (12 x 15 x .75 max | stitched/bound) Flat Insert Package (12 x 15 x .75 max | enveloped or polywrapped)

FYI: Both Large Postcard and Flat Insert Package options require the address to be printed in the top half of the longest dimension. Brochure and Magazine/Catalog options require the address to be printed in the top half of the mail piece with the folded or bound edge to the right. These standards DO NOT apply to First Class mail.

Parcel – Any pieces that fall outside Flat-size dimensions will fall in to this category as either a machinable or irregular parcel.

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Headquarters952 Frederick Street Hagerstown, MD 21740 301.733.2000 800.638.3508

HBP Virginia2818 Fallfax DriveFalls Church, VA 22042 703.289.9000 888.219.5131 hbp.comEverything you need,

all in one place.

Design | Print | Mail

Mail Class

First Class – No presort. Typically used when mail quantities are not large enough to qualify for other mail classes. General delivery time between 1-5 days. Max weight 13 oz.

Presorted First Class – Minimum 500 pieces. General delivery time between 1-5 days. Max weight 13 oz.

Standard Mail – Minimum 200 pieces or 50 lbs. General delivery time between 5-12 business days. Can be drop shipped or commingled to help improve delivery time and lower postage costs (if piece volume thresholds are met).

Nonprofit Mail – Minimum 200 pieces or 50 lbs. General delivery time between 5-12 business days. REQUIRES USPS nonprofit authorization/approval. Can be drop shipped or commingled to help improve delivery time and lower postage costs (if piece volume thresholds are met).

Periodical – Must be pre-approved by the post office and meet certain regulations such as mailing to a set group of members and mailing at least 4 times per year at regular intervals.

Free Matter – Matter mailed free for the visually impaired or other physical handicap as defined in postal regulations. Mail is given first class handling with no postage cost to mailer.

Package Services – No defines delivery time frame. Weight up to 70 lbs. Bound Printed Matter – No minimum. Typically reserved for bound pieces weighing more than

16 ounces. Media Mail – Typically limited for mailing of items that can be labeled as Media, ie. Books, audio tapes,

CDs, etc. Library Mail – Reserved for mailing done by or sent to specific education and philanthropic

organizations. Parcel Select – Reserved for parcel mailings for a single piece weight under 70 lbs. that may qualify

under the Package Services umbrella. Light-Weight Parcel Select – Similar to Parcel Select but must be less than 16 ounces.

Expedited Services Priority Mail – No presort. Option for First Class Mail over 13 ounces. General delivery time between

1-3 days. Max weight 70 lbs. Express Mail – No presort. Option for First Class Mail over 13 ounces. General delivery within 1 day.

Max weight 70 lbs.

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Headquarters952 Frederick Street Hagerstown, MD 21740 301.733.2000 800.638.3508

HBP Virginia2818 Fallfax DriveFalls Church, VA 22042 703.289.9000 888.219.5131 hbp.comEverything you need,

all in one place.

Design | Print | Mail

Presort and Mail Entry Options DefinedFor all mail class categories requiring presort, HBP’s default is Automation. Records will be CASS encoded and address will include a barcode.

Additional options may include:

Nonautomation: Records are presorted, but the client does not want, or the piece does not allow space for barcoding.

Carrier Route*: Finer level of sortation which provides for greater postal savings and delivery efficiency.

Walk Sequence*: Utilized whenever a list is highly saturated within a specific delivery area. If the list is not provided or purchased with walk sequence codes, additional costs apply.

EDDM – Every Door Direct MailTM*: A service offered by the post office for “Flat-Sized” mail pieces. This involves extra processing.

Commingle*: Mail is addressed at HBP and sent to an outside vendor. Vendor will combine our mail with the mail of other organizations in order to achieve higher levels of penetration into the USPS system, qualifying for discounted postage and faster delivery times. Typically letter size mail only.

Co-Palletization*: Mail (flat-size) is processed and palletized to create maximum number of pallets and then sent to an outside vendor to be combined with other mail pallets to achieve higher levels of discount and drop-ship potential.

NoSort: Available for First Class, Priority, Express and Package Services classes of mail. This selection may be used at the client’s discretion but is necessary when the data cannot be altered or no move update method is utilized.

Drop Shipping: A process of work sharing with the USPS which allows for discounted postage and often better delivery standards. Drop shipments must be determined prior to data processing, as it affects elements of the presort. If paperwork and mail files are processed for drop shipping, the entire mailing will be verified at a specified facility. During this verification process the USPS representative will complete an 8125 (drop shipment form) and provide back to HBP. This form, along with the portion of mail which drop ships, will then be delivered to the drop ship entry location by HBP or a representative on behalf of HBP (ie. FedEx). Cost analysis of drop-shipping vs. postage savings or delivery efficiencies should be done to determine benefit of this approach.

*Requires prior review and approval by HBP mailing department. Additional costs apply.

**Additional Presort Options must be specified PRIOR to start of data/list processing to confirm applicability and cost.

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