FREQUENTLY ASKED QUESTIONS
Mailing Services
How do I choose a direct mailer?
Choosing a direct mail firm can be tricky – we have a few suggestions that will help:
- Work with someone you are comfortable with
- Get references
- Ask if the service is a member of any professional trade organizations (most members of professional trade organizations are bound by a code of ethics).
- Ask whether your work will be handled on-site or if it will be subcontracted out and to whom.
- Ask if you will receive a "Proof of Mailing" when your project is completed.
- Is the company a member of the Better Business Bureau?
- Does the company offer pre-print design review?
- Does the company offer on-site graphic design that will satisfy stringent Postal regulations?
While these suggestions are not all-inclusive, they can help you identify a professional firm from one that may not be able to handle your project professionally and efficiently.
Can I use my own list, or do I have to purchase a list?
We regularly mail for clients who want to use their own "house" list. In addition, we can assist you with periodic list hygiene services to keep your data up-to-date. We provide duplicate address removal and National Change of Address (NCOA) processing for a nominal charge.
If I need to purchase a list, how do I get a good one?
We believe that a "one size fits all" list is not as good as one that is tailored to your direct marketing goals. That is why we spend time interviewing our clients to find out who they are trying to reach with their marketing and the type of response desired; then we make recommendations as to the available demographics to consider for your project. Our list research to determine the number of addresses represented by your unique demographic choices is FREE OF CHARGE.
What kind of list can you generate for my business?
Since each client is unique, we spend some time finding out about your business and who you’re trying to reach with your mailing campaign. For some businesses, a saturation list of a certain geographic area might be the best fit – for others we research the demographics available in order to get as close a match as possible to your intended target audience. We have access to both business and consumer lists.
How detailed can the list be?
There is an astonishing amount of demographic information from which to choose. A list can be as detailed or as general as your marketing goals demand. Not all demographics are always available in a perfect combination, but we work hard to ensure we get as close to your ideal list as possible.
Does a list include everyone in a certain area, or can I choose individuals who fit our customer profile?
There are two types of lists. A saturation list will include everyone in a certain geographic area – by zip code or carrier route, for example. A targeted list uses demographic information to generate a list of individuals who are most like your current customers, or most like a segment of the population that fits your target market.
How many times can I use the list?
Depending on the type of list you choose, lists are generally available for a single use or multiple uses.
How much will a list cost?
List costs are driven by several things:
- The number of demographic selections and how specialized the list is
- The number of uses – single or multiple use for one year
- The actual number of records that meet your list criteria
Since each project is unique, the cost of the list will vary with the above factors.
How do you guarantee accurate mailings?
We use state-of-the-art, high-end postal software to CASS certify the addresses and apply a delivery-point barcode to each mail piece. The CASS process and the barcode ensure your mail receives the greatest postage discounts. Our software is updated on a quarterly basis and sometimes more frequently depending on changes in postal regulations. While no advertising medium can guarantee a response, we use the best tools available in the industry to assure your mail is accurately addressed and processed.
Do you provide printing services?
Yes, we provide short-run digital color printing, and copy services, and we are partnered with many quality, local printers who provide excellent printing services ranging from four-color and variable data to the simple, black-on-white pieces as well as bindery services such as folding, saddle stitching, die-cuts, etc. We provide a one-stop service when it comes to the creation of your mail piece.
Do you provide graphic design services?
Yes! We have an in-house graphic designer with over 20 years of experience in the design field coupled with years of experience in the printing industry as well.
Business Support Services
Do you have temporary help that will come to my office during staff shortages?
No, we are not a temporary agency. When you outsource to our company, our fully trained staff works on your projects at our location. We have all the necessary equipment and software to accomplish most tasks. This means you don’t have to spend your valuable time training a temporary employee, you don’t have to have office space or equipment, and you only pay for the services you need. No lunch breaks, coffee breaks, sick time or vacations.
How can you help me make all my customer information more manageable and useful?
We can enter your valuable customer data in a database for you, or we can design a database that will help you keep track of valuable customer information.
Can you create a customer database from our current paper files?
Yes, we provide data entry services from your paper documents or even business cards into a customer database or spreadsheet depending on the level of sophistication you require.
Can I use your services on a weekly/monthly/yearly basis?
Yes, that’s the beauty of outsourcing. When you use a service like ours for secretarial or administrative needs, you only pay for what you use. No payroll taxes, no benefits expense such as paid vacation, paid holidays, and paid sick leave. When you consider the cost of equipment and software as well, outsourcing makes a lot of sense.
Can I trust that my client files will be handled with complete confidentiality?
Absolutely! We have built a very loyal client base because of the level of professional and confidential service we provide. We will gladly execute any confidentiality or non-disclosure agreement required by our clients, and our own client contract specifically states that we will not disclose your information to outside parties without your express written permission.
How much training/experience does your staff have?
Our owner, Vicki Duncan, has over 32 years of experience in both small business and corporate settings. Our secretarial/administrative staff has attended specialized classes in Microsoft Office programs including Word, Excel, and Access, and they, too, have worked in a variety of business settings. Together we have over 78 years of experience to draw on in efficiently completing your projects.
Are you and your staff actively involved in the community? What organizations do you belong to?
We believe being active and involved in our community is an important part of doing business. Duncan Business Services, Inc. is a proud member of the Loveland Chamber of Commerce, the Better Business Bureau, the Rocky Mountain Direct Marketing Association, the Northern Colorado Postal Customer Council, The International Virtual Assistants Association, Loveland Business Women’s Network, the Loveland Business Team, and the Mailing and Fulfillment Services Association.
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