Choose the piece around the task
A newsletter can report progress, an event program can help attendees follow the day and a postcard can direct people to a specific response. Use a format that fits the amount of information and the way it will be read.
For recurring communications, keep a simple record of the previous size, page count, stock and quantity. Review what was actually used before ordering the next run.
Set content and approval responsibilities
Name the person who will collect copy, confirm dates and approve the final proof. Check organization details, acknowledgements, donation instructions and any wording supplied by an adviser.
Keep working drafts separate from the approved print file. If several people are reviewing, consolidate their changes into one response so the printer does not have to choose between conflicting instructions.
Plan the handoff
Identify whether the pieces will be collected, distributed at an event, inserted into another packet or mailed. Include assembly and packing needs in the inquiry.
For a mailing, confirm the actual preparation, postage and records with the responsible provider. Nonprofit status alone does not establish a particular mailing rate or an approved discount on the print order.
Compare options using the complete quantity
Ask for a quote against a clear specification. If the budget is tight, discuss which choices are flexible: format, page count, paper, finish or quantity. Compare complete alternatives rather than assuming that a bulk order is automatically better value.
Keep event dates, approval time and distribution time separate. A printing deadline is only one part of getting the communication to its audience.
Learn from the finished project
Record remaining copies and the response relevant to the objective, such as registrations, completed forms or donations attributable to the campaign. Separate revenue received from the cost of raising it when evaluating financial results.
For recurring packets and newsletters, see HOA mailing and packet preparation as a production reference, and request a quote with the actual audience, format, quantity and distribution plan.