List of Frequently Asked Questions

Can't find an answer to your question? - Contact us, and our helpful, friendly staff will do their best to help you.


What format do you need my data in?

Ideally we would ask for your data in excel/csv format, however we are able to work with most formats so please just send us what you can, and we shall work our magic! If you are unsure of the format of your data, please contact us for further information

Can you provide data?

Yes ­ the majority of our customers already have their database, however if you are a start up organisation or simply want to tap into a new market, we work with a number of data list providers that will make recommendations to achieve optimum results.

What is your average lead time?

We do not have an average lead time! We look at all mailings on an individual basis, and work with you to achieve your desired schedule.

When posting, how is a letter, large letter or packet defined?

Up to C5 size, up to 100g in weight, up to 5mm thick = letter

Over C5 size, and/or over 100g, and/or over 5mm thick = large letter

Over 750g, and/or over 25mm thick = packet

What is Mailsort?

Mailsort was the Royal Mail terminology prior to a couple of year ago.  It is now known as 'sorted' mail, and then classified as either Business Mail or Advertising Mail.  Advertising Mail applies to mailings that are of a promotional/sales nature. Business Mail applies to everything else (such as invoices and statements)

For sorted mail, data is processed in a postcode sequence as per Royal Mail specification, and the entire mailing is then printed/fulfilled in this same sequence. At the ‘end of the line’ the items are bagged and tagged with the postcode area. By reducing the amount of sortation required from Royal Mail, the cost is also reduced. As part of our Royal Mail accreditation the full discount is passed back to the customer. Posting options are 1st class (next day service ), 2nd class (2/3 day delivery), and Economy (4 day delivery). Economy offers the greatest level of saving.

We can then use either the high sort or low sort service.  Low sort is the cheapest service, however only applies to items that can be 'read' by the Royal Mail sortation machines.  Therefore we need to ensure that the mailing format and data meet the specification.  For further information please discuss with a member of our sales team


What is Publishing Mail?

Publishing Mail is only available to publications. In order to utilise this service the magazine needs to be accredited by Royal Mail. Accreditation is based on criteria such as frequency and percentage of editorial content


Do I qualify for sorted services?

If mailing over 4000 ‘letter’ items, or 1000 ‘large letter’ or ‘packet’ items you qualify


What is downstream access, and can they deliver when Royal Mail can’t?

As well as using Royal Mail we also mail items via a range of alternative postal providers including Secured Mail, UK Mail, Citipost, ONEPOST and Whistl (known as downstream access or DSA). All of these alternative companies do however still use Royal Mail. They simply carry out a sortation on the items once they have been collected, and feed back into Royal Mail further down the chain, and for doing so are able to offer discounted rates

What are the benefits of outsourcing to a mailing house, and how can it save me money?

Postal discounts often outweigh the fulfillment charges!


​Clean data ­will save you money and maintain a good image of your company (two items to the same person always creates a poor impression!) Don’t waste your valuable time and resource, ­ why have your staff stuffing envelopes when our machines can do it for you a lot quicker!  Presentation, ­ every item that leaves our premises looks professional, high quality and of the best possible appearance!


Paper and envelope sizes?

A5 = 148x210mm                     

A4 = 210x297mm

A3 = 297x420mm

DL BRE(reply envelope) = 102x216mm

DL ‘outer envelope’ = 114x229/235mm

C5 envelope = 162x229/235mm

C4 envelope = 229x324mm

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Head Office:

Our Offices:

Document Despatch Ltd

The Courtyard

19-23 Homesteads Road


RG22 5LQ


Tel: +44 (0)1256 812000


Unit 5, First Avenue

Globe Business Park




Tel: +44 (0)1628 473121

Malvern Mailing Services Ltd

The Courtyard

19-23 Homesteads Road


RG22 5LQ


Tel: +44 (0)1256 471122

Copyright © 2019 DD Mailing Group Ltd

VAT Reg No: GB 974 8920 64. Registered in England No: 3302044

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