List every component
Identify the cover letter, report, forms and any separate inserts. Record the file name, revision date and page count for each. Include intentional blank pages and note anything that must begin on a new sheet.
For an election or other notice packet, use the association’s approved package instructions. The association and its responsible advisers determine the content and requirements; the print brief describes how those instructions should be produced.
Confirm the physical format
- Finished page size and orientation.
- Single- or double-sided printing.
- Color requirements for each component.
- Paper and any different cover or insert stock.
- Folding, stapling, binding or loose assembly.
- Envelope and return-envelope requirements, if applicable.
Check whether a table, form or signature area becomes awkward when folded or bound. Ask the shop to assess the assembled packet rather than selecting an envelope from the page size alone.
Check variable information separately
If packets contain recipient-specific material, explain how those pages should be paired. Confirm the list version and approved count with the association’s list owner. Use the agreed transfer method and provide only the information needed for production.
Ask how sample records and matching instructions will be reviewed before approval. A generic sample packet may not reveal an issue in variable data.
Review one complete proof
Read the documents in their intended order. Check front-to-back orientation, missing pages, duplicate pages, dates, contact details and return instructions. Print a full-size sample to assess small text and tables.
Have one designated contact consolidate corrections and approve the final version. If any required wording or figure is uncertain, return it to the document owner before production.
Describe the quantity and handoff
Separate addressed packets from office copies or other sets. State whether the quote includes printing, assembly, envelopes and mailing preparation. Confirm the available method, postage and timing for the actual job.
Ask what completion details can be provided. An assembly check, a production completion date and a postal handoff are different records. None alone demonstrates delivery to every recipient.
Send a complete request
Use the printing quote form with the contents list, files and quantity. If mailing is part of the request, say so and identify the package instructions that still need confirmation.