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2651 Avenue G • White City, Oregon 97503

Phone: 541-826-3155

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Exceeding our customers need for print,
bindery and mailing services since 1980

8:00 – 5:00 M–F

Mailing Resources

1. What is an indicia?


An Indicia is one of the most popular ways to indicate, on the mailing panel side of a mail piece, that the postage has been paid. The other two methods include stamps or metering. Indicias are especially useful for high volume mailings. An indicia is an imprinted designation on mail that denotes postage payment, permit number and mailing classification. It usually looks something like this and is printed directly on the mail piece:



U.S. Postage


Medford, OR

Permit No. 110



2. What is a mailing permit? Do I need to get my own permit for mass mailing and postage discounts?


A USPS mailing permit is permit assigned by a single post office for a single class of bulk mailing. It allows one to enjoy postal discounts for mass mailings. You probably don’t need on of your own and you can use Accurate Mailings’ permit for FREE when we mail for you.  In 2008 the cost for your own permit is $180 to register and $180 for the annual fee so the first year will cost you $360 and it really doesn’t make sense to get your own permit unless you do many mailings each year. If you’re considering your own permit, call one of our account executives first, we can probably save you some money.


3. How many tabs will I need on my mail piece?


If you want to take advantage of the USPS postal discounts, the number of tabs required and the location of the tabs are strictly enforced based on the design and size of your mail piece. USPS rules are rather complicated, so we always advise our clients to please call and let us see your project at the design stage, before you print, that way we can frequently suggest ways to cut down on the number and cost of tabs.



4. Why do you need a barcode?


A USPS-approved barcode facilitates automated processing by barcode readers and scanners at the post office. It is a requirement for most postal discounts.  It can also convey information for Delivery Confirmation and Signature Confirmation services. In simplest terms, it will save you money and speed mail delivery.


5. What is NCOA (National Change of Address)?


While over 40 Million people in the United States alone change their address every year, it is very important to keep your list up to date with the new location of your contacts.  The National Change of Address system (NCOA) uses the USPS database of all people and businesses. Change of Address information must have been submitted to USPS.An NCOA update can save you money by eliminating contacts no longer at the address specified on your list and updating to the most current address.  FYI – the post office recycles Standard Class mail if the address is incorrect, it will not be forwarded; NCOA has the ability to correct the address prior to the mail being sent so your contact will receive your mailer at their new address.


 How NCOA works


We run your list against the NCOA database which will then automatically update your list with the new address.  We can provide you with this new list of the changes (new address and old address) so you can make changes to your files, if you so desire.


6. What are the current postal rates and where can I find them?


Please see the Postage Rates Guide on the USPS website for current postage rates. For prompt service you can talk with your salesman or call 1-541-826-3155 and we will be happy to give you the current postage rates. We are experts here and will advise you how to save money by designing your mail piece or tailoring your list so as to qualify for the lowest possible postage rates.


7. What mailing list file formats do you accept?


Some of the most common file-types are Microsoft Excel (.xls), Microsoft Access (.mdb), and dBase (.dbf). We can also accept text or comma-delimited file. If you don’t see your file type here, don’t panic, give us a call and we can probably find a way to work with it. You can email us your files, give us your file on a CD, flash drive or floppy disk, or you can also post your files on our FTP site. Our secure FTP site is especially good for large data files.  Just call your Account Manager and they will give you the FTP information.


8. Can you eliminate duplicate records on my file(s)?


A “duplicate record” means one might accidentally have two John Doe’s at 123 Main St in Belmont, California within one’s database.  Yes, we can.   We can take the duplicates out of a single file, called an internal de-dupe, or from multiple files, called an external de-dupe.  Files can be de-duped several ways:  by exact match, near match, by address, one per household only, address only (in case of businesses) and several other matching criteria. By de-duping your files you will save money on your printing and postage by eliminating unneeded records.


9. Can you help me with my printing too?


Yes we offer printing as well as letter-shop services and fulfillment.  Many of our clients like our one-stop convenience. Please give us a call and we will be happy to work with you.


10. How long will it take to prepare my project for mailing?


We normally request 4 to 5 business days to complete an average job but can often finish it sooner. The quantity and complexity of your job may affect the actual turn times. The process can be expedited if we receive your address files and a sample of your mail piece in advance.


11. How can I get more information about your services?


You can call us directly at 1-541-826-3155 and our receptionist will be happy to direct your call. Feel free to continue browsing our website, but don’t be afraid to pick up the phone and ask for more information.