Mailing Tips to Save You Time and Money (on your wedding invitations)
I spoke withMonica A. Hand, a New York Post office representative, who had recently hosted the Best-Dressed Wedding Invitation Bridal Show in New York City. The show was tailored to wedding planners and offered tips and advice to save time and money, when considering wedding related material. The idea intrigued me and spawned this interview, which I hope will shed some light, on an otherwise rarely thought of aspect of the wedding planning process. I also consulted Don Bierle, customer relations coordinator for Louisville’s Postal Service, who explained the mailing process in layman’s terms, so that I could better explain it to you.
Picking out wedding invitations is rather like searching for that perfect pair of jeans. Color, Size and Fit (with regards to personality) are all carefully considered when zeroing in on the invitation that either supports your theme or expresses your style. Postage is rarely thought of, at this stage, but should be considered, since its' price will depend on the size, shape and weight of your invitation.
Is there a process that you would recommend a bride follow to avoid any last minute disappointment at the post office? I've read stories about girls who tried to mail their invitations, only to discover that they'd be required to have 3 or more stamps to compensate for the size, shape and/or weight of their invitation? Are there recommendations for this sort of a dilemma? Is there a better looking option? And what about value? What's the most cost-effective way to mail your invitations?
Before purchasing your invites for your wedding,or any social event, visit your local post office or our website at www.usps.com and follow the link for "Rates and Fees."If possible, see a Mail Design specialist at your area post office. They could actually look at at an invitation sample (complete with all the contents) and tell you exactly how much it will cost to mail. Remember to consider everything, not only the shape and size of the envelope, but also its’ contents. The contents could change the weight and flexibility of the invitation. Any changes to your invitation or to the dimensions of your envelope may cause your quote to change, so be sure to secure a quote only after you finalize your invitation,” Ms. Hand offered.
“The most cost-effective way to mail your invitations is to stay within the First-Class letter size dimensions,” says Hand. If your invitation exceeds one of thedimensions for the First-Class letter, the price will bump up to the large envelope cost. If it exceeds any of the large envelope dimensions, it will be priced like a package. If it has a unique shape or is not flexible, there will be a non-machinable surcharge, she continues.”
When questioned about the importance of an envelope’s flexibility, Bierle revealed that the automated mail process involves sending your mail through turns, that may bend a piece of mail.
“Brides should also keep in mind the fonts being used, the color of the ink and how the envelope is being addressed. Creativity in shape, fancy fonts and ink color may delay the processing and arrival of the invitation, Hand adds. When asked about this, Bierle offered that the more formal fonts are sometimes illegible, and therefore get kicked out of the mailing process, creating a delay.
Hand continues, “It's important to include a return address on the envelope. If for some reason, we cannot deliver the invitation, without a return address, we cannot return it to the sender. A return address is proper address formatting and helpful. We prefer that it is on the front of the envelope, instead of on the back.”
I had my invitations hand cancelled, but can't remember exactly why. I believe it had something to do with not having those lines running through the stamps, which kept the invitations more clean? What IS the deal with hand canceling? Does it cost more money?
The reason most often cited for hand canceling is because the mailer wants to avoid the lines running through the stamps, Ms. Hand offers. She also suggests a simple solution. “Wedding invitations come with an outside and insert envelope. Customers could use the inside envelope as the presentation envelope to create impact rather than the outside envelope, which would eliminate the hand cancelling concern. If you use this approach, you could use a standard address label, that you prepare on your computer, on the outside envelope and fancy calligraphy on the insert envelope,” she said.
Requests should be made in advance, so it is best to schedule when you are bringing pieces in for hand canceling. Operating procedures may vary from post office to post office so your readers should check with their local post office for their procedures regarding hand canceling. If they go into one office and reach an agreement, they should take it back to that same office for handling. Although the policy does not change from office to office, the handling may.
Don Bierle said that hand cancelling does not have an additional fee, but seconds that scheduling a time for hand cancelling is really important. Some offices may manage hand cancelling in the window, while others relegate the responsibility to outside departments.
Hand canceling means (avoiding machine canceling). It does not mean the invitation will not be processed on a machine. When the new rates came into effect last year the MANUAL ONLY option for mailers was eliminated. Today, we have very little if any manual sorting operations. There is no guarantee that pieces will not be processed on automated mail equipment that is used to sort the mail for delivery. The good news is that automation equipment is much cleaner than it was years ago.
Don Bierle further explained that hand cancelling is a round stamp, that cancels out the postage.
Is there a website or a brick and mortar retail shop that sells more interesting stamps? I see that some brides are personalizing their stamps by having them created with their engagement photos on them. Do you have to buy this software from the post office, or is there a website with instructions on how to do something like this?
Many large post offices have philatelic clerks, who can help make stamp suggestions and have unusual stamps in stock. Another popular trend, as you’ve suggested, is to design your own stamps. You can purchase a postal CD at your local drug store or at your local Post Office, for only $19.99. This price includes the software, the cost of one sheet of customized stamps and the shipping and handling. You can also design your stamps online by visiting www.usps.com/postagesolutions/customizedpostage.htm. It’s as easy as 1,2,3.
Managing wedding cost is always easiest at the onset of wedding planning. Allowing mail to work for you, by employing a few of Ms. Hand’s techniques is a lot less stressful, than having it work against you at the Post Office.
