1. How are the newsletters mailed?
Newsletters are mailed via the United States Postal Service (USPS) at the standard bulk rate. Bulk rate is a very affordable way to home mail your newsletters. You can expect your newsletters to be delivered to your readers’ homes within14 days after mailing. We mail all newsletters on or before the last day of the month prior to the publication date. Your readers should receive the newsletter no later than the 14th day of the issue publication date.

2. How do I deliver my mailing list to you?
Your mailing list must be created using the attached Electronic Label Processing Specifications and format for creating an electronic mailing list. Once this is complete, the list should be sent directly to us via e-mail at elp@HopeHealth.com.

3. Will my mailing list be used for anything else?
No. Your mailing list is kept strictly confidential. We will not alter or use the list for any other purpose than home mailing your newsletters.

4. What are the costs involved with home mailing my newsletters?
Home mailing your newsletters is a very affordable way to ensure your good health message is reaching your employees and their families. The rates to home mail your newsletters are:

  • Postage at the USPS folded self-mailer rate of .28¢ per newsletter
  • 4¢ per newsletter to cover labeling and National Change of Address processing costs
  • 2¢ per newsletter for folding
  • 2.5¢ per newsletter for triple wafer seal
  • $25 per issue fee for machine set-up and delivery to the post office

Note: The USPS requires a minimum of 200 newsletters in order to qualify for the folded self-mailer rate

5. Do I have to update my list often?
Beginning November 2008, the USPS is mandating that all mailing lists go through the National Change of Address (NCOA) process. You will need to complete this form and FAX it to us at 269-343-6260 prior to your first mailing.

NCOA is a process performed by the USPS that updates your database with permanent address changes from the previous 18 months. The process automatically updates your list with corrected addresses, for example, when a forwarding address has been provided or the address is missing important information, such as a directional, like “S.E.”.

Your clean list will be used for your mailing, and we will send you an Excel report via e-mail showing the bad addresses removed, and the new addresses that replaced them, along with any addresses that didn’t have a forwarding address or could not be corrected by the update.

Upon receipt of the report, you MUST update your mailing list with the new addresses provided and delete those addresses that do not have a corrected address.

NOTE: If you do not update your list prior to your next mailing, you may be charged a much higher postage rate the next time you mail.

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1. Important "must read" information
IMPORTANT: These specifications should be read by BOTH the newsletter contact and the person(s) responsible for creating the database file.

In order for us to send your newsletters to your readers' homes, we need to receive your mailing list via e-mail. Your list should be sent according to our instructions and must remain consistent from issue-to-issue. This will allow us to label your newsletters and deliver them to the Post Office for mailing in a timely manner.

2. Steps to follow
When we receive your initial file in the specified record layout, we will format our system to accept your file. This initial formatting will be at no charge to you.

  • If in the following issues you send a file in which the record layout has changed, we will need to re-format to match the new file layout you sent. A $35 fee will be charged for all subsequent times we need to re-format your mailing list.
  • We will use the names and addresses you give us to label your newsletters and deliver them to the Post Office.
  • Your mailing list will be saved in a confidential file, and will not be shared with anyone.
  • If your new mailing list is not received by the appropriate deadline, a $75 late will be charged.

3. Important Deadline Information
The deadline for us to receive your updated mailing list is the 25th of the month, two months prior to the publication date. For example, the deadline for the December newsletter is October 25th. Any lists received after this date will incur a $75 late fee. Remember to always send the media with the same record layout as in previous issues. Please refer to our deadline calendar for more information.

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1. File Layout
We accept Fixed Field Length Files or Comma Delimited Files

When using these formats, always separate each piece of data into individual fields (example): Name, Company, Address1, Address2, City, State, Zip.

IMPORTANT:

  • DO NOT INCLUDE: Headers, Footers or Page Numbers
  • If you are using EXCEL, save zip codes as “zip code, numeric” field. DO NOT save zip codes as text.
  • If we receive your mailing list in a format we are unable to use, or if it is missing any information, we will send the list back to the sender to be corrected.
  • We must receive a new list from you each issue.

2. How to save and name your file
Your file name must be the client number of the company for which the list is to be used. Example: If the list you are sending is for client number 123456, name the file 123456.CSV or 123456.ZIP, if the file is sent in a compressed format.

If you do not know the client number, please call our National Account Representatives at 1-800-334-4094. They will provide you with your client number.

3. Information that MUST be included with every e-mailed or mailed PC file

  • Contact Information: Name and phone number of the person at your company we can contact if there are questions regarding the processing of the list.
  • Client number in Subject Line: The client number of the company for which the mailing list is to be used should appear in the Subject Line and Body of the e-mail. And the file itself should be named the client number.
  • Company name: The name of the company for which the mailing list is to be used.
  • Number of records: The number of name and address records in the file.

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1. Via e-mail
Our e-mail address is elp@hopehealth.com. Please send your address file attached to an e-mail message containing your file information(See "Information that MUST be included with every e-mailed or mailed PC file").

2. On CD

  • CDs will not be returned. Be sure to keep a copy of the original file at your location.
  • Mail your CD to the following address (allow one week for delivery if sending US Mail):

    Attn: ELP Department
    Hope Health
    350 East Michigan Ave, Suite 225
    Kalamazoo, MI 49007-3853

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