Help Center

How to Prepare your Mailing List for us.

Our most preferred type of file to receive would be an Excel spreadsheet or Comma-Separated list, as our first step in preparing mail is to put all lists into Excel before they go into our mail processing software. But, if your file is not in this format, DON'T WORRY! We are experts at handling all file types, and can easily convert your file to our format. Even if you are submitting multiple files, and each is a different format, DON'T WORRY, we can handle it!

File Formats for Mailing Lists

We gladly accept virtually every Mac & PC database, text, or spreadsheet file format, including any version of:
  • Microsoft: Access, Excel, Word, Outlook, Publisher, Powerpoint
  • FileMaker Pro
  • Corel: Word Perfect, Quatro Pro
  • Notepad: (or any other basic text editor) .TXT files
  • Tab- or Comma-Separated files (Mac or PC) .CSV files

Download a sample.xls spreadsheet of data layout.

Processing Acknowledgement Form (USPS PAF form)

You may have received from us a request to fill out a PAF form. We are required by the USPS to keep this form on file if we presort lists and prepare mailings for you. This form is good for one year. Complete instructions and the form are included in the following PDF. Please let us know if you have any questions about it.

PAF Form


Design Templates

The USPS has very specific guidelines for placement of mailing address information. Use these templates as a guide for creating your mailing piece. Give us a call at 831-425-5556 if you have questions about your project, or email Martha (martha@completemail.com) or nelson@completemail.com with a PDF of your design for feedback.
4x6 postcard template 8.5x5.5 postcard template catalog template
Small Postcard Template Large Postcard Template Catalog Template
Use this template for smaller postcards Use this template for larger postcards, self mailers, or flyers folded in half and tabbed Use this template for 8.5" x 11" catalog or booklet mailers

 

Permit Indicias

Many mail pieces can be designed with the postage already on them. Permits are used in place of stamps or metering strips, and can be incorporated in the design of your piece, or printed on when we address your mailing. Call us if you have questions.
Presorted First Class Indicia
Presorted
First Class
U. S. Postage
PAID
Permit #200
Santa Cruz, CA
Presorted
First Class
U. S. Postage
PAID
Complete Mailing Service, Inc.
First Class Indicia (no presort)
First Class
U. S. Postage
PAID
Permit #200
Santa Cruz, CA
First Class
U. S. Postage
PAID
Complete Mailing Service, Inc.

Non-profit Indicia
Non-Profit Org.
U. S. Postage
PAID
Permit #200
Santa Cruz, CA
Non-Profit Org.
U. S. Postage
PAID
Complete Mailing Service, Inc.
Standard Mail Indicia
Prst. Std.
U. S. Postage
PAID
Permit #200
Santa Cruz, CA
Prst. Std.
U. S. Postage
PAID
Complete Mailing Service, Inc.

 

File Formats for Design Projects

We gladly accept virtually every Mac & PC design file format, including any version of:
  • Adobe: Acrobat, Illustrator, InDesign, PageMaker, Photoshop
  • Claris: Works
  • Corel: Bryce, Draw, Lotus, PhotoPaint, Ventura, WordPerfect
  • Macromedia: Fireworks, Freehand
  • Microsoft: Excel, Home Publishing, PhotoDraw, Powerpoint, Publisher, Word, Works
  • Quark: Xpress
  • Also: .EPS, .JPEG & .TIF file

Submitting Files

Currently, the quickest way for us to receive files is for you to email them to Martha (martha@completemail.com) or nelson@completemail.com. We can accept any version of compressed files (.zip, .sea, .sitx, .rar, etc...). Large files (over 15MB) should be snail-mailed or delivered on a disk (CD, DVD, Zip) or flash drive. You can also use one of the websites to mail big files (ie: mailbigfile.com) to send us your files. We will be implementing an FTP drop site soon.

Tab Sealing

There are several different options, and requirements, for tab sealing a self-mailer. View the PDF, or give us a call to discuss your project.