Download the two-page mailing campaign brief and checklist (PDF). It includes spaces for the format, quantities, approval dates, recipient-data controls and sign-off.
One mailing, several decisions
A successful campaign joins the printed piece, the recipient list, envelope or wrap, packing sequence and dispatch date. Define who receives which version before artwork is approved. That single decision affects personalisation, stock, postage and proofing.
- What is the objective: response, attendance, onboarding, renewal or information?
- How many recipients and versions are needed?
- Will the piece be handed out, mailed, collected or delivered in bulk?
- Who signs off data, artwork, pack samples and final quantities?
Choose the right route
Direct mail may use a postcard, self-mailer, letter, folded leaflet or a multi-piece pack. A short-run local campaign and a large repeated mailing need different production plans. Ask us to compare format, stock, personalisation and dispatch options against the agreed budget.
Start with direct mail planning, then use the packing and fulfilment guide if your campaign has several components.
Mailing materials to consider
- Letters, invitations, postcards and folded leaflets
- Envelopes, window envelopes, wraps and address panels
- Booklets, inserts, reply cards and branded folders
- Variable text or codes, if the job and approved workflow support them
- Labels, protective packaging and carton identification for bulk dispatch
Build a reliable schedule
Work backwards from the required arrival or handover date. Allow for a written brief, quote, artwork checks, data validation, sample/proof approval, production, collation and the agreed dispatch route. Postal delivery dates depend on the chosen service and operator, so confirm them in the quote rather than assuming next-day arrival.
Prepare a small test set with long names, longer addresses, missing optional fields and every segment. Check that each recipient gets the correct message and contents before the full run.
Recipient data needs its own plan
If a mailing uses personal data, the organisation deciding why and to whom it is sent should check its lawful basis, transparency, suppression requests and source of the list. Agree secure transfer, limited access, proof records, reconciliation, retention and deletion instructions with the production team. Use the mailing data checklist before sending a live file.
For marketing mail, recipient rights and direct-marketing rules may apply. See the ICO direct marketing guidance.
What to include in your enquiry
- Campaign goal and intended recipients
- Quantity, versions and approximate addresses or delivery points
- Finished size, pages, stock and pack contents
- Whether artwork and recipient data are ready
- Required handover or delivery date
- Any security, accessibility or approval requirements