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Intelliprint

Mail Basics Overview

Understanding hybrid mail fundamentals and key terminology

What is Hybrid Mail?

Hybrid mail combines digital document creation with physical delivery. It allows you to create and submit documents electronically while our service handles the printing, envelope stuffing, and posting.

Key Benefits of Hybrid Mail

  • No need for printers, paper, envelopes, or stamps
  • Save time by eliminating manual handling of physical mail
  • Reduce costs compared to traditional mailing
  • Send mail from anywhere with internet access
  • Professional presentation with high-quality printing
  • Centralized tracking and reporting

How Hybrid Mail Works

  1. You create your document digitally
  2. Upload the document to Intelliprint
  3. We print your document on high-quality paper
  4. We automatically fold, insert into envelopes, and apply postage
  5. Mail pieces are handed to Royal Mail for delivery
  6. Recipients receive professional, physical mail

Key Terminology

Understanding these common terms will help you navigate the Intelliprint platform effectively:

Mail Piece Terms

  • LetterA single mail item sent to one recipient
  • BatchMultiple letters processed together as one job
  • Mail MergeCombining a document template with recipient data to create personalised letters
  • LetterheadPre-designed branding that appears at the top of your documents
  • TemplateA reusable document format with predefined settings

Delivery Terms

  • Standard DeliveryBasic postal service (2-3 working days)
  • First ClassPremium postal service (1-2 working days)
  • Signed ForDelivery with recipient signature and tracking
  • TrackedMail with a unique tracking number to monitor its journey
  • InternationalMail sent to addresses outside the UK

Print Terms

  • SimplexSingle-sided printing
  • DuplexDouble-sided printing
  • MonoBlack and white printing
  • C5/C4Standard envelope sizes (C5 is smaller, C4 is larger)
  • Document SplittingDividing a multi-page document into separate mail pieces

Account Terms

  • CreditsPre-paid units used to pay for mail services
  • TeamsGroups of users in your organisation
  • User RolesPermission levels for different users (Standard, Admin, etc.)
  • Print DriverSoftware that allows printing directly to Intelliprint
  • APIInterface for integrating Intelliprint with other software

Common Mail Types

Intelliprint can handle various types of business mail, including:

Correspondence

Day-to-day business letters, notifications, and official communications sent to customers, suppliers, or partners.

Transactional Mail

Invoices, statements, receipts, and payment reminders that form part of business transactions.

Marketing Materials

Promotional letters, flyers, and direct mail campaigns designed to generate business.

Legal Notices

Formal communications that need to be delivered with proof of delivery, often requiring tracked or signed-for service.

Bulk Mailings

Large numbers of identical or personalised letters sent to multiple recipients simultaneously.

Note: Intelliprint can handle most types of business mail. However, we cannot process items containing physical objects or samples, or documents that exceed the maximum weight limits for standard postal services.

Mail Processing Timeline

Understanding the typical timeline for mail processing helps you plan your mailings effectively:

1

Document Submission (Day 0)

When you submit a document through the platform, it's immediately queued for processing. Orders submitted before 3:00 PM on working days are processed the same day.

2

Printing & Processing (Day 0-1)

Your document is printed, folded, and inserted into envelopes. For orders submitted before the daily cutoff, this typically happens within 24 hours.

3

Royal Mail Collection (Day 1)

Royal Mail collects all processed mail from our facilities each working day at 5:30 PM. Mail enters the Royal Mail network the same day it's processed.

4

Royal Mail Processing (Day 1-2)

Royal Mail sorts and routes your mail through their network. This typically takes 1 day for First Class and 1-2 days for Standard delivery.

5

Final Delivery (Day 2-3)

Mail is delivered to the recipient. First Class mail typically arrives 1-2 working days after processing, while Standard delivery takes 2-3 working days.

Timing Tip: For time-sensitive mail, submit your documents before 3:00 PM and select First Class delivery for the fastest possible turnaround. For mail that needs to arrive on a specific date, use our scheduled delivery feature.

Ready to Send Your First Mail?

Now that you understand the basics, learn how to prepare and send your first letter.

Sending Your First Mail