Mailing Services

Mailing Services

Smartpress.com offers a variety of mailing services, up through and including delivering your completed mailing to our local post office.

To help get you started, here is a list of templates and guides necessary for list processing, addressing & mailing.

Our pricing assumes you will provide a clean, properly set up address list or data file in the recommended format. If your list is not in the proper format, we will ask that you set it up to match the Mailing List Template. We can also do it for you for $85 per hour, prorated to the nearest ¼ hour.

Please note, for orders containing Addressing & Mailing services proofs will be available within 24 hours (business days only).

Addressing services:

Please note: Quoted prices for list processing, addressing and mailing includes processing the file one time and assumes the list meets all applicable postal service requirements and proper formatting conventions. Additional charges will apply if you need to add names, reformat the file, provide additional lists or a new list, etc. We will contact you for approval before any charges are incurred.

Choose "None" to print your project without an address. Your order will be bulk packed and shipped to you via UPS.

Choose "Variable Data Addressing" to print with variable name and address in the address area. Choose this option when you want to supply the address file, but want us to bulk ship the pieces to you for affixing of postage and delivery to your local post office. If you have a mailing permit, please utilize the Variable Data Addressing & Mailing with Your Permit option.

Choose "Variable Data Addressing with List Processing" to variable print name and address in the address area as well as include Coding Accuracy Support System (CASS) certification and sorting for the best possible postage rate. Your variable data address file will be checked with the United States Postal Service (USPS) against the National Change Of Address (NCOA) list and updated accordingly. Your printed order will then be shipped to you via UPS for you to deliver to the post office.

Choose “Variable Data Addressing & Mailing with Your Permit” when you want to use your indicia and mail from the postal center where you hold your permit. This service includes printing variable names and addresses, processing the mailing list, checking your file against the National Change of Address list, updating the list, presorting for the best possible postage rates, preparing the necessary USPS paperwork, and shipping your ready-to-mail order to you via UPS. Postage is not included.

Choose "Full Mailing Service" when you want us to variable print names and addresses, process the list, and deliver the mailing to the postal service. The minimum size for mailing is 200 addresses. This service includes list processing (which is required by the post office), checking and updating it against the USPS National Change of Address list, sorting for best possible postage rates and providing the appropriate mailing paperwork. Note that your mail will originate from Chanhassen, MN 55317 and take that into account when calculating your in-home delivery date. Please Note: The cost of postage cannot be predicted until your order is run. The price will also vary, depending on whether you choose standard or first class mail. The cost of postage, along with a 3.25% Merchant Fee will be charged to the credit card you used to place the original order at the time the mailing is delivered to the post office.

For Full Mailing Services orders:

  • Choose “First Class Mail” when you have at least 200 pieces and the content is time sensitive. Once the order is dropped off at the post office, First Class will typically be delivered in 1 to 3 days in most cases; Alaska, Hawaii Puerto Rico and Guam can take up to 5 days. The mail will be forwarded for a period of one year if your party has moved and it will be returned to you if it’s deemed undeliverable.
  • Choose “Standard Mail” when you have at least 200 pieces and the content is not time sensitive. The price of each piece will vary based on the number of pieces per zip code or mailing center, which can result in cost savings vs. First Class Mail if your mailing list is targeted. Though this type of bulk mailing is less expensive, the USPS processes it on a “time available” basis and there is no guaranteed delivery time. Once the order is delivered to the post office, local Standard Mail is typically delivered in 3 to 10 days, but can be longer pending delivery distance. If a piece is undeliverable, it will not be returned and will go directly into the USPS recycling bin.

The delivery times listed above are based on USPS estimates once your mail has been delivered to the post office. Please account for the time to process and print your order when trying to determine when your mail will be delivered to its recipients.

Please note that each order is one mailing drop. This means there can only be one mailing per order. For example, an order of 5,000 pieces cannot be broken up into multiple mailings. All 5,000 pieces have to be mailed in one mailing drop.  Please also note, the US Postal Service will accept and mail single sheet items within a 1/8" rounded corner or less; anything over is subject to a $0.21/per piece surcharge. Our selection of 1/4", 3/8" and 3/16" rounded corner options either must be mailed within an envelope or will be subject to this surcharge.

List File Uploads

Please use the same file upload tools you used to upload your art files to your order. You can access the upload tools any time by logging into your account at Smartpress.com and going to your "My Orders" area. We accept either Excel or .CSV files. See our Mailing List Template and our Mailing List Guidelines for help with this task. We also have a Variable Data Personalization Template for more customization. For more accurate order processing, please delete any data from the file that is not necessary for mailing purposes before uploading your mailing list.

Please note: For any option containing list processing, please download and fill out the top portion of this NCOA Acknowledgement Form. Once complete, upload along with all other art and mailing list files. If your list is not in the proper format, we will ask that you set it up to match the Mailing List Template. We can also do it for you for $85 per hour, prorated to the nearest ¼ hour. 

Important Details

Your mailing list(s), while in the possession of Smartpress.com, are your exclusive property and shall be used only with your instructions. Your mailing list(s) will not be sold or offered for use to any other party, and Smartpress.com will not utilize the list for any other purpose.

All mailing delivery dates are estimates, not guarantees. Smartpress.com’s responsibility is limited to preparing your mailing and completing delivery to the U.S. Postal Service (“USPS”). Smartpress.com’s responsibility ends when the job is delivered to the Chanhassen MN post office. In no event shall Smartpress.com be liable for USPS performance failures or delivery delays. Please note: We can only provide mailing services for addresses in the United States.

Smartpress.com will rectify printing and mailing errors only to the extent of re-mailing a correction or corrected job as soon as possible. In no case is Smartpress.com liable for loss of business; incidental or consequential damages; or costs in excess of billing for services related to the specific job.

The customer will defend and hold Smartpress.com harmless in any suit or court action brought against Smartpress.com or The Bernard Group by others for alleged damages, costs, expenses (including reasonable attorney’s fees), liabilities or losses resulting from circumstances where Smartpress.com, acting as the customer’s agent, uses copy, photographs, or illustrations that are believed by others to be degrading, libelous or harmful to their reputations, images, or standing in the community or which is an infringement on a trademark, or trade name, or service mark, or copyright belonging to others, or in a suit or court action brought against Smartpress.com for actions of the customer's employees which may occur as a result of any mailing.

100% Satisfaction Guarantee

Your complete satisfaction is our mission. You will love our work, or we will make it right. If for any reason we can't make it right, we will give you your money back.

The pieces are outstanding. So much so I think I need to expand my portfolio to include more images. I have passed along your contact info to others who were equally impressed.

A.M., New York, NY

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