PMC – New Client Questionnaire-Data Preferences
>>POSTAGE PREFERENCE>>GENERAL INFORMATION
Account Information:
Company Name:
Billing Address:
Tax ID Number:
Tax State (MD, DC, VA):
Primary Contact Name:
Primary Contact Email:
Phone Number:
Fax Number:
Hours of Operation:
Purchase Orders – are they required for each job?
Data Preferences:
Will you send us your data via FTP, Email, disk, or would you like to order an outside list?
Sending data to us – There are a variety of ways in which data can be transferred. It will depend on the size of the database we will be using. We have a FTP site for large files; smaller files can be emailed directly to your account manager uncompressed or by zipping the file and then sending. You may also send your data to us on disc, CD or tape.
If you do not have an established database or would like to mail to a specific area we can order an outside list to target a specific group or demographic area.
What format will the data be in, i.e., ASCII text, comma delimited text, Dbase, Access, Excel, fixed length fields? Please provide record layout.
We are able to handle many different types of data and can convert the data to the format needed depending on the type of work to be done, i.e. inkjet, HP laser, Xerox laser, etc.
Do you want to drop out bad addresses?
When using data that you provide us, we will process it through a postal presorting program (Mail Manager). Some of the addresses may be invalid or undeliverable according to the program standards. You may choose to drop these addresses (not even create a piece of mail for them) or attempt to mail them, knowing that they may not be deliverable.
Do you want to mail foreign records, or drop them?
Foreign mail as a general rule costs more then domestic, and cannot be mailed bulk rate.
If you choose to mail them, do you prefer a 3606 from the USPS, or would you like us to commingle the pieces with other foreign mail and provide a tracking sheet rather than a 3606?
Commingling would enable us to provide you with the lower rates.
Do you want seed names added to the file?
Seed records are provided by you of specific people (maybe from your organization) that would not normally be included in the database. This way, you can track the delivery time and receive samples.
Do we need to eliminate duplicates or run a merge/purge?
You may have two or more lists you would like to combine, and there could be the same individual on several lists or even in your own house file. The merge/purge program has several options – you can run queries on individual names and/or addresses, or company names.
Do you want to upper/lower case the data, if it isn’t done already?
Some databases are entered in all capital letters. This does not always look the best in a mailing package (especially when personalizing). We can upper/lower case the names and addresses for appearance purposes.
How do you want to presort the file: BMC, Carrier Route, Barcode Presort, 3/5 Presort (non-auto)?
Do you have nonprofit status? If so, what post office is the permit held at, and what is the number of the permit?
Do you know the weight of the piece, and the thickness?
Is the mailer “letter size”, a “flat”, or a postcard?
Do you need an ask string to be built? An ask string is on almost every piece of mail where a donation is being requested. It is where you ask for various amounts of donations. Some are set up to be constant through the entire mailing. Others are determined by previous donations from your donors. If so, what is the minimum and maximum ask amount? Limits should be set to help with the process. Do we round up to nearest $1, $5, or $10? Unless you want odd numbers once calculations are made, most people round up (or down) to make the ask string look better. What field do we use to build the ask string? You may have several fields in your database that hold donation amounts. You must specify which one you would like for us to use.
If there is a Salutation to be personalized, how do you want to build it?
- First Name / Last Name fields
- Full Name field
- Use Salutation Field provided
- If no first name, use Dear Friend, or Dear ________, or ___________
- If first name is an initial, use _______
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