1. Mail client-supplied material
You supply us with your marketing postcards or letters and we will address them and process them through the United States Post Office bulk mail division, usually within a week of receipt in our office.
By using our services you will save yourself the time of maintaining your mailing lists, addressing your material, sorting and traying your material and visiting the Post Office to process your mailing.
We print the addresses directly on the material, giving it a more professional look than using mailing labels. We can advise you on material design and printing to optimize your postage savings.
Mailing material and related documentation must be delivered to our business address unless other arrangements have been made in advance.
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2. Create and maintain client mailing lists
There are two types of lists that you can maintain:
Personal List
A list consisting of addresses in multiple ZIP Codes located in the United States of America.
FARM List
A list consisting of addresses in a single Hampton Roads ZIP Code. Mailings to FARM Lists of 150 or more addresses are mailed at a lower rate than Personal Lists.
You supply us with your Personal mailing list, and we will maintain it for you, making updates as you request. You can have up to 12 Personal Lists based on your criteria, i.e., Friends & Family, Church Groups, etc. We provide you with a copy of your list, either as a printout or via email or fax, for you to proofread and update as needed. There will be data entry charges involved for making edits to your list.
We set up FARM lists either from data you supply or from our own, continually updated data. You may have up to 26 FARM Lists.
As lists are created or significantly changed we will generate a personalized Mailing Order Form for you that documents your lists. This Mailing Order Form must be completed for each mailing and accompany the mailing material.
We guarantee the confidentiality of your lists.
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3. List verification
Each time a list is created or updated we process the list using CASS (Coding Accuracy Support System) certification and DPV (Delivery Point Validation) software.
Any addresses that do not meet the CASS and DPV standards are tagged with an error code. This code is noted on the list that we supply to you, with possible explanations to resolve the error.
We will make the necessary address correction provided by you. There is a data entry charge for this.
Addresses that are coded with an error will not be used for mailing purposes.
We also scan the list for duplicate address records, and notify you, our client, of those duplications.
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4. Supply subdivision street data
We maintain information on most subdivisions in South Hampton Roads, some subdivisions in Peninsula cities and some subdivisions in Currituck County, NC. We update this information on a regular basis.
Send us an email or fax telling us the subdivision(s) and city you are interested in. We will reply in the same method with a listing of all the streets in that subdivision and how many dwellings are on each street, with the dwelling numbers broken down by single family, condominium, townhouse, duplex, and apartment.
We can usually supply this information by the end of the business day.
An alternative method is for us to extract streets by Carrier Route around a specific address in Hampton Roads. A Carrier Route is a group of streets and street numbers assigned to an individual mail carrier.
We do not maintain records on the names of the occupants.
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5. Maintain open line of communication with clients
You can always call us, email us, or fax us if you have questions about our services, your mailing lists, the bulk mail process, or anything else. If we are not available to answer your question immediately, we will respond to you in a timely manner.
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6. Billing and Rates
Billings can be made to the agent’s real estate company, if pre-approved in writing by the manager.
Otherwise, full payment by check or cash is expected when placing the order or upon receipt by us of the mailing material.
Our rates are based on the type of material being mailed, the material design, and the ZIP Codes being mailed to. For a general rate quote, contact us at data.pro@verizon.net or at (757) 397-0500.
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