Contact Post Card
Procedure # / SOP.PUB.01 / Revision #: / 00 / Date / 5/12/09 / Page 1 of 3
I. Purpose: To establish a procedure for sizing and printing contact post cards , labels and mailing.
II. Definitions:
III. Scope: This procedure applies to contact post cards sent to member of ASQ Middle Tennessee Chapter 1118.
IV. Procedure:
a. Postcards are designed in compliance to USPS guidelines for standard 4.25” x 5.5” postcards (See template below).
b. Design allows the postcard to be printed 4 up on a 8-1/2” x 11” standard sheet that is 0.006” to 0.016” thick.
c. Cards are to have information on the next meeting (date, location and contact information), return address of the Publicity Chair (unless Chapter has other address), web address of Chapter 1118 and any other information that may be deemed important.
d. Address labels are to fit in the 2-1/2” x 2-1/8” address block shown.
e. Labels can be created by downloading the chapter membership data base from the National ASQ website, saving it as a standard Excel file (it downloads as a Excel CSV file for use with the electronic newsletter).
f. Save a copy
g. Use a Standard Avery address label and format it through their website at www.avery.com. (use the “Design online” option.
h. Save a new copy of the Excel sheet in case a mistake is made
i. Sort all by the email column.
j. Remove all columns except for:
i. Full name
ii. Address
iii. City
iv. State
k. Delete or remove all lines of people that have email addresses
l. Save file
m. Import the file into the Avery label design.
n. The software will automatically configure the labels and you can export the print file as a PDF or other format.
o. Insert labels into the printer face down and print.
p. Apply labels to the “address block” on the front of the card.
q. Mail using “Postcard rates” which are lower than standard letter rates.
NOTE: Once the Excel file has been made the file and electronic card information can be sent to a commercial printer that can print and mail the cards. ASQ will update the database of new members on the 3 or 4th of the month. Printing cards in house can reduce lead time to get the cards to the membership a week before the meeting (too early and they will forget it or in less time and they may not have time to plan on coming).
Figure 1 – USPS standard post card dimensions
Figure 2 – Typical address side format for ASQ 1118 Post card.
Figure 3 – Typical news side format for ASQ Chapter 1118 postcard
Print Date/Time: 5/12/2009 1:27 PM
Printed document EXPIRES 24 hours after Print Date/Time unless originally initialed/dated by authorized Chapter 1118 ASQ Committee Chair