Paying attention to certain addressing guidelines can save you lots of money (and headaches)!
Where on the front of the back cover of your publication should the mailing address be? The answer to that question may be more important than you think. The use of standard mailing formats for address positioning minimizes set up costs and expediates your order.
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Download Our Mailing Template
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Mailing List Guidelines
To help expedite your mailing service, please follow these simple mailing list guidelines:
Mailing List Guidelines
- Keep Data Fields Separate: Do not combine City, State, and Zip Code data in one column. Each data field must remain in its distinct column.
- Protect Data Integrity: Avoid placing comments in the Name or Address fields as these comments will appear on your labels.
- Submit ALL Domestic Mail Lists in a Single Data File: If possible, provide your domestic mailing list in one file. Submitting multiple files or tabs may incur additional time and charges.
- Submit Foreign Mail Lists Separately: Foreign addresses should be submitted in a separate file from domestic addresses.
- Indicate Quantity: Provide the total number of pieces to be mailed so we can verify the files accurately. The mailing quantity may change based on the Move Update selection. Please consult your customer service representative for details.
- Identify Fields to be Used: Attach a list of field names. This helps us know exactly what information should be printed on your addresses.
- Label Line Limits: A 1.5" label accommodates 6 lines with a barcode and 7 lines without a barcode.
- Maintain Standard Field Lengths:
- Name, Company, and Address fields: 50 characters or fewer.
- City field: 22 characters or fewer.
- State field: 2 characters.
- Zip field: 5 or 10 characters. Our software will automatically add the +4 digits to the zip code.
- Acceptable File Formats: We prefer files in comma-delimited format or Excel format as they are easier to work with. However, we can also accommodate tab-delimited files, database files, or fixed-length format files.
- Submit Files via Email: You can send your list by email to your customer service representative.
- Timely Submission: Please send your mailing list at the time the order is placed.
- Mailing Confirmation: A mailing confirmation will be emailed to you showing the name of your data file, the number of addresses being mailed, and a postage amount. Additionally, a file with any unqualified addresses will also be attached to the email. It is important that you approve the confirmation promptly.
- Domestic Postage Payment Options:
- ACH Payment: Your customer service representative can provide wire transfer instructions. Allow 24 hours for bank confirmation. We highly recommend this method.
- Credit Card: We will need you to provide credit card authorization. Our customer service representative will provide the appropriate form for you to sign. A 3% fee is added to cover the credit card company’s charges.
- Check: Make checks payable to U.S. Postal Service. We need to have it in hand at least 3 days before your mailing date.
- Foreign Postage Payment: Make checks payable Panaprint.
- Permit Usage: Customers may use Panaprint’s mailing permit for a $110 annual fee. Customers using their own mailing permit will need to provide their permit number, the city, state, and 10-digit zip code of the issuing post office, and the payment account number. If the permit is nonprofit, the Nonprofit Authorization Number will be needed. Please confirm your permit account has the funds necessary to cover each mailing.