Thanks for stopping by the Mail Room.
In this era of task oriented, specialized duties, we've positioned ourselves to be the corporate mail room for businesses and organizations that rely on the experts for Direct Mail Distribution.
 

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We provide fast, efficient Mailing Services. Our key location in Surrey, British Columbia, the heart of Metro Vancouver, allows us to assist clients from Vancouver to Abbotsford, and Maple Ridge to White Rock. More than just stuffing envelopes, a successful Direct Mail distribution campaign consists of well-managed data, modern equipment, and efficient materials handling.
 
Why not call today and ask how we can help with your mailing?

About Us

SmartSort Services was launched in the new year of 2006. With the acquisition of Hemingway House Mailing Services in March 2006, SmartSort was well positioned to continue providing exceptional service to established clientele, and to develop new relationships in the business community.

Operating a service business with the diversity we provide requires a well-rounded approach to duties, responsibilities, and the goal of customer satisfaction. Sometimes we are print estimators comparing sizes vs. mailing methods; distribution analysts for targeted distribution; or sweating out a 'get it in the mail!' rush job. Every job receives our fullest attention, and every client receives our complete support.
With just two full time employees, and additional trained part-time and casual labour, we still manage to move a lot of mail. Multi-tasking, complete immersion and focus on the task, ensures we get the job done.
 
Company Principals are:
  Mary-Jane Garnett
Sales, Data Processing, Planning.
     
     
  I love to work out job details! With 11 years customer service experience, and another ten years as a small business owner/operator I'm right at home with SmartSort. Jim  
     
  Jim Garnett
Design, Print, Production
     
     
  Twenty-five years of print production experience -- mostly involved in commercial pre-press environments, where my experience has demonstrated how to jump hurdles to get the job done. Jim  
     

Data Management

An accurate well-managed contact list is worth its weight in gold. Or perhaps the true value lies in knowing that your distribution campaign will achieve the desired results.

The accuracy of addressing data cannot be overstated. Several Canada Post mailing options require address accuracy statements, and we integrate this procedure into EVERY mailing. Using specialized data processing software, (updated monthly through the national postal code database), we perform address correction, validation, and convert to standardized format for every address entry. Our goal afterall, is to get your package to the recipient.
Address data must be provided in Microsoft Excel compatible/convertible format. Most mailouts only require name and address fields, however, we do integrate specially coded fields for end-use purposes, and for intelligent inserting procedures. Ideally, data fields should be comprised of FIRSTNAME; LASTNAME; STREET ADDRESS; CITY; PROVINCE; POSTAL CODE. It is advantageous to split Firstname and Lastname into separate fields, as we can then run the information through Canada Post's National Change of Address database in order to achieve greater accuracy of your address data.
Upon request, we will provide you with corrected addresses from the processed files, in order to help you maintain up-to-date data.
Mailing Services
Remember the old way of doing things? When large mailouts meant hours of staff time assembling the pieces and manual sorting into dozens of bins, boxes and piles? Our services remove the need for extra hours, and ensure a managed distribution campaign that helps Direct Mail work for you. Proven production techniques interacting with modern technology, and advances in sortation methods, help us move a lot of mail.
Well managed data is behind an effective mailout, although it does takes many ingredients to put a job together. Every mailing moves through several stages of production that are planned in a manner that best suits job quality and timeliness. It's a pleasant surprise to discover that once we have a job in hand, it can sometimes be configured in a more efficient and economical manner that previously expected. Any cost savings always go back to the client.
Postal Sortation
     
 
Postal Sortation

Large mailings are no longer simply labelled as Bulk Mail. Canada Post offers reasonable rates in several categories such as: 1st Class
Letter Carrier Presort
Publications Mail
Addressed Admail
Unaaddressed Admail

  
     
Addressing
     
 
Addressing

Addresses are imported from a database and printed directly on the mail-piece with high speed and high quality. This process works best on low gloss and matte finished paper. Varnishes and plastic coatings on paper are not conducive for this procedure.

 
     
Labeling
     
 
Labeling

Peel and stick labels (including Avery) are applied by hand. These labels are recommended for jobs that cannot be ink jetted.

  
     
Postage Application
     
 
Postage Application

Stamps
Metered
Permit Imprint (Indicia)

  
     
Folding
     
 
Folding

We perform most machine folding operations. Maximum size machine fold is 14" x 20". Multiple pages, pre-collated sets, stapled sets and other special paper may require hand folding.

 
     
Inserting
     
 
Inserting

We can machine insert up to six pieces into standard #10 or the larger 5.75" x 9.5" envelopes. Pre-folded sheets must be letter folded in order to be machine inserted. Some booklets can be machine inserted. Oversize envelopes such as 9" x 12"; deep “V” flapped envelopes and some specialty envelopes are hand inserted.

  
     
Data Management
     
 
Data Management

Working with a database format list leads to many possible benefits:
Ink Jet addressing | Postage Discounts through carrier-routed sortation | Merging Multiple Databases | Duplicate Removal | Canada Post Conforming Addressing – Standardizes addresses, assigns postal codes, delivery points and carrier routes.

  
     
Collating
     
 
Collating

Collating is sometimes achieved while machine inserting or digital printing. On other occasions, we machine collate packages for hand insertion of oversize envelopes, or for bookletmaking. Maximun booklet size is 60 pages. Hand collating is performed for some mailings.

 
     
Kitting
     
 
Kitting

Kitting is hand work for jobs requiring manual assembly, such as presentation folders with business cards and collated documents inserted into the pockets.

  
     
Direct Mail processing generally begins with database cleanup, afterwhich addressing data is encoded by postal sortation software. Our industry standard machinery, printing and finishing equipment, along with personal attention to all aspects of production, ensure the highest quality of packages hitting your targets. Materials handling care; tidy bundling, bagging and tagging; all contribute to the end result. Isn't it always nice to receive a piece of mail that feels like it's just been put together and handed to you?
Printing

While most clients use our services for distribution of their printed materials, we are pleased to coordinate the design, printing, and finishing when requested.

Our in-house capabilities include industry standard Konica-Minolta digital output, up to 12"x18" on 12pt stock maximum; and most finishing procedures as well. Keeping much of the production work under our roof helps in quality control, ease of workability, and lower costs. From postcard mailers to personalized letters, Business Reply Mail, buck slips, tickets and coupons, the term one-stop shopping has never been more defined. For large production volumes and items beyond our capacity, our association with Greater Vancouver commercial offset printers, trade shops, and paper distributors ensure fully integrated solutions to your distributions campaigns.
 
Being the last link on the chain, the mailing house is often overlooked when planning printed materials. We encourage all our clients to contact us for any clarification regarding paper stocks, designing address areas, varnish and coating knockouts, etc.
FAQ

Please call or email for details on any question concerning your mailings. Most jobs are comprised of many facets affecting each other in various ways. Don't hesitate to ask for an explanation of how we get your mail from the shop floor to the post office.

Q   Do you have a price list?
     
 
Do you have a price list?

No. With so many variable tasks required for each mailing, it is best to call for an accurate quote.

  
     
Q   What are the lowest postage rates available?
     
 
What are the lowest postage rates available?

Addressed Admail, Letter Carrier Presort, and Publications Mail all have various formulas for rate calculation. Generally speaking, price breaks begin at 1,000 pieces, and are lowest for letter-size mail (short & long). An Unaddressed Admail campaign will blanket distinct areas at very inviting rates.

  
     
Q   Does SmartSort sell mailing lists?
     
 
Does SmartSort sell mailing lists?

No. There are many firms that specialize in targeted marketing campaigns that can provide stock or custom mailing lists for you.

  
     
Q   What is a Mailing Service?
     
 
What is a Mailing Service?

Our Mailing Service coordinates and executes large volume distribution campaigns using Canada Post. We manage your address data, and perform all the other varied tasks required in preparation for delivery to Canada Post.

  
     
Q   When do I pay postage for my mailing?
     
 
When do I pay postage for my mailing?

Postage is required up front from all of our clients.

  
     
Q   When can I use a Postal Indica?
     
 
When can I use a Postal Indica?

Most clients have, or are encouraged to obtain, Canada Post accounts for the type of mail they send out.

  
     
Q   Can you set up Business Reply Mail for my mailing?
     
 
Can you set up Business Reply Mail for my mailing?

Clients must register for Business Reply Mail through Canada Post.

  
     
Q   Do I need a return address on my mail pieces?
     
 
Do I need to use a return address on my mail?

Postal regulations require a return address on all mail pieces.

  
     
Q   Should I use "Return Postage Guaranteed" on my mailing?
     
 
Should I use "Return Postage Guaranteed" on my mailing?

There is a modest cost for mail returned to you, but may pay for itself in allowing you to update your database.

  
     
Q   What formats do you accept data in?
     
 
What formats do you accept data in?

We accept data in excel, comma delimited, tab delimited, d-base, etc. Contact us for other formats which may be convertible.

  
     
Q   Can I email data?
     
 
Can I email data?

Yes. Send your data to info@smartsortservices.com Most other forms of portable media are also supported.

  
     
Q   What verification do I get that my pieces were mailed?
     
 
What verification do I get that my pieces were mailed?

Jobs processed using Canada Post's electronic shipping forms receive a Statement of Mailing. The statement has the quanity, postage amount, date the job was dropped. We include a copy with your invoice.

  
     
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We encourage you to discuss any aspect of your Direct Mail Campaign. Having the RIGHT questions answered can assist in ensuring your mailing needs are administered to the utmost of efficiency and economy. Call Mary-Jane @ 604.580.1397
Contact Us
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