Here are some ways to ensure that there are no last minute problems:

* Involve the mailing house at the planning stage – especially if you are contemplating using novelty mailers or unusual designs. If you are using personalisation, make sure the material specified is laser/ink jet compatible.

* Provide your mailing house with a dummy pack prior to mailing. Specify pack weight so that accurate postage can be estimated. Let your mailing house know the sequence of items in the mailing. Make a point of telling the mailing house about which items are different but which look similar.

* Give the mailing house enough time to schedule your job properly. If you can, give your printer a fixed delivery date – and build in a couple of day’s leeway. Late print deliveries play havoc with mailing house production schedules.

* Get address data delivered well before the mailing date so that it can be properly ‘health checked’.

* Make sure that your printer packs all print in manageable boxes and that each box has a sample of print on the front. Also that each box is clearly marked with the quantity and, if necessary, an identity code. The printer should also supply an accompanying delivery note with the quantity of pallets/boxes/quantities clearly stated. It is standard practice for mailing houses to sign delivery notes ‘unchecked’ because of the prohibitive time involved in checking all items of print. If you want your mailing house to weight check a random sample (or the whole quantity) ask them. Understand, however, that there may be cost implications for doing this.

* When ordering print for mailings, ask your printer to produce a small percentage of overs, especially on items like letterheadings. This allows for ‘spoilage’ in laser printing and also for file copies to be produced.

* Always try to sign off letters quickly to prevent delays in production.

* If you are supplying envelopes, check that they are machineable.

* On non-account postings, remember that postage will need to be prepaid before mailing.

* Also remember that unless otherwise agreed, insurance is the responsibility of the Client. If you have a mailing of unusual value tell your mailing house.

* Decide what you want to do with print overs before the mailing otherwise you may incur storage charges.

About the author

John Dyson founded mailing house Parade Mailing Ltd in 1977 and later became Executive Chairman of the Parade Group. He now heads the sales lead generating specialist Response Generation Ltd.

Further information from john.dyson@paradedirect.co.uk

Tel: 0870 066 4266