Presorting Data

Presorting the mail will allow you to take advantage of the lowest postage rates for the type of mail you’ve selected. Whether it is First Class or Marketing Mail, presorted mail costs less to send.

Your mail is sorted by Route, Zip Code, and Region. Mail software compiles each mail piece in a list and combines it with others in the same neighborhoods to produce the least expensive postage for that mail class. It produces a unique barcode for each piece for faster processing and tracking. It is separated into mail trays and sacks for easier and faster postal delivery.

Sending a larger volume of can result in even more postage savings. In addition to qualifying for larger “density” discounts, the opportunity to reduce postage further via drop shipping becomes available.

The advantage of drop shipping mail

Drop shipping mail is transporting marketing mail from the point of entry and delivering it to the destination area oneself, rather than allowing the post office to take it there. The post office offers a reduced rate for doing this. Additionally, transporting the mail directly can save time in getting it to that destination.

For Example: We are mailing 20,000 flyers to Syracuse, New York from Fort Lauderdale. This is a high density mailing and qualifies for a 5 Digit postage rate; the postage per piece on this mailing is $.256 each. However, if we transport this ourselves, the post office will reduce the postage to $.228 each. This savings (2.8 cents) results in a total postage savings of $560.00. The cost to ship it to Syracuse is $210.00, which produces a net savings of $350.00.

Drop shipping can be advantageous with larger mailings. With smaller mailings it is not as effective, though it can still save time if that is critical.

The presort process is a “behind the scenes” operation. Although simple in its execution, it is here where the postage discounts are generated. An accurate and effective presort is a key to minimizing postage on any direct mail campaign.

Data Hygiene

Postage is typically one of the more costly parts of a direct mail campaign. Reducing undeliverable mail will help maximize a campaign’s ROI. Before mailing a list, we verify the addresses provided. This will maximize postage discounts and reduce delivery times. The main processes involved are:

Cass Certification

Coding Accuracy Support System-Using CASS Certified address matching software to standardize addresses and match to the address ranges in the USPS database is the fundamental basis of Address Quality for business mailers. Standardizing addresses leads to improved service and deliverability


(national change of address) - Reduces undeliverable mail by providing the most current address information, including standardized and delivery point coded addresses, for matches made to the file for individual, family, and business moves

Duplicate removal
  • By Person: Compares the data in the fields FIRST, LAST, ADDRESS, and ZIP.
  • By Address: Compares the data in the fields COMPANY, ADDRESS and ZIP.
  • By Household: Compares the data in the fields LAST, ADDRESS and ZIP to determine if there are two people with the same last name at the same address in the list.

We will if requested removed any duplicate records based on the customer’s preference. This can also include account numbers or any other criteria included in the mail list provided.

Additionally, we check for Vacancies, Nixies and Automation Compatibility.

Formatting your list file

  • The first row of every column should have clear header names.
  • Each component should be a separate column.
  • First Name, Last Name, Address, Address 2, City, State, ZIP
  • First Last Address Address2 City State Zip
    John Smith 123 Main Street Apt 10 Any City Any State 33309
  • Additional information is acceptable, i.e. Title, Company, c/o, any miscellaneous data. Each to its own column.

File Types

Microsoft Excel (.xls, .xlsx) An excel spreadsheet formatted as above. One component per column.

Comma Separated Text (.CSV, .TXT) A CSV file has field names as the first line in the file; the field names are ignored when the file is imported. The text in each field is surrounded by quotes. Commas separate the fields. Records are separated with paragraph marks.

TAB-Separated Text .TXT A Tab-Separated file uses tabs to separate the fields and paragraph marks to separate the records.

DBF (FoxPro and dBase) .DBF Includes xBase and dBase II, III, IV and V.

Fixed Length or System Data (.TXT) An SDF file is an ASCII text file in which records have a fixed length and end with a carriage return and line feed. Fields are not delimited.