Guide for preparing your international mail
These points are very straightforward and simple but are surprisingly often ignored. They are designed as a general aid and reminder -- not as a definitive list --and in all cases your chosen mail consolidator can provide additional information and answers to specific questions about their international mailing services.
Your Company name should be clearly marked on all mail-bags/boxes/pallets etc so that the mail origin can be easily identified. This will avoid problems if paperwork becomes detached in transit.
Ensure clear instructions are issued regarding the services required and that the service terminology, which may vary from company to company, is well understood. This is particularly important if paperwork is being prepared by a third party, e.g. Printer.
The less international mail needs to be ‘reworked’ the faster is will go through the systems into the final delivery network. Special attention to correct postage indicia, address list quality and list order will improve delivery times. International mail address and post/zip code formats vary from country to country. Information on this is freely available on a wide range of web sites.
Key information on the international mailing piece is;
- A postage paid impression
- A service indicator (eg airmail)
- A correct recipient address
- A return address
- A Customs declaration (for packages/parcels)
Consideration should be given to ‘return’ items:
- Do you want all undeliverable pieces back?
- Or just want the address correction detail?
- Where do you want them returned to?
- Is a return address absolutely necessary?
These are all questions that should be answered before the mail is despatched.
There are certain items that for legal or safety reasons cannot be sent by post. If you are intending to include loose inserts or magazine covermounts in your international mailing and think they could be restricted you can check against the complete list of prohibited items available from international mail consolidators.
Mail to EU countries is generally sorted by item format (letters/flats/packets). The addition of inserts/covermounts or the design of unusual shape/size direct mail pieces may change the format category of your international mail and could affect the price.