Database Formats

In order for Mail Pro to mail your product at the lowest possible rates, we need your database to be readable by
a PC (not Macintosh). When you export your database please export it in one of the following formats:

ASCII comma or tab delimited (.csv or .txt extensions), Microsoft Excel (.xls extension), dBase II-IV (.dbf extension).

When we import a database into our mailing system, the system asks us to “assign” a value to each field.  We need to know what data is in what field in your database. You need to consistently put the same information in each field; for instance, full names go in field #1, company name in field #2, address 1 in field #3, address 2 in field #4, City in field #5, State in field #6, Zip in field #7 and so forth. We also need to know what special information fields you want to include beyond normal mailing address information.

Letters
Letter mail is mail that is under 6 1/8” x 11 ½”, less than ¼” thick, and meets a length and depth ratio. Square mail is not considered letter mail.

Addressing
Always leave an area 4” wide and 1 ½” high for addressing on your mail. Don’t place the addressing area within the bottom 5/8” of the envelope or box. The addressing area should be white for inkjet addressing. If the postage area is of a dark color, a white address label will be needed to achieve automated postage rates. Labels are more costly than if a mail piece can be inkjet addressed. If you are unsure if your mail piece qualifies, please call us.

Cards
Postcards need to be 3 ½” x 5” to 4 ½” x 6” with a minimum .007 inch thickness. Postcards over 4 ½” x 6” must be a minimum of .009 inch thickness. If these minimums are not met the U.S. Postal Service will have to manually process them which will rack up the cost of sending your postage.

Self Mailers
Self mailers are designed to be mailed without an envelope, such as tri-folded brochures, etc. The U.S. Postal Service requires that a form of closure must be attached to the mail piece to keep it closed through the automated processing machines. If the mail piece is to open at the bottom it requires two tabs. If the mail piece is to open at the top it only requires one tab. It is more cost effective to design yourself a mailer to be open at the top instead of the bottom.

 Permit Indicia’s

When you are having your cards or self mailers printed, it is best to have the printers print the permit indicia on your mail piece at the same time.

These are the indicia’s (postage emblem) your printer needs to use for standard or non-profit or profit mailings. To use the non-profit or profit indicia you have to be approved by the U.S.Postal Service as a non-profit or profit organization.