Fulfillment and Mailing

Sending a physical good is an impactful experience for the recipient and the process does not need to be daunting. Our experienced team helps coordinate a custom promotional product package that will be memorable and impactful. 

In addition, our team can handle the execution of the assembly and mailing.  These projects don’t need to be expensive to be impactful, our team can make recommendations on how to reduce the cost of the package and postage throughout the process. 

Flowcharting the Process

Each interactive mailing is unique but all a consistent process. To help demonstrate the process, we have created the below flow chart. To help delineate areas that we can help in, we have color coded the chart.

Fulfillment Support Services

As shown in this chart, Magellan Promotions offers a wide variety of services to support fulfillment projects, such as:

Planning the Timeline

Since mailings are almost always custom and have a lot of moving parts and decision points, the timeline to create one is longer than a typical project. In addition, we have to build in time for the products to be produced, kitted together and individually mailed.

There are a lot of factors that make it difficult to estimate the time from starting a mailing project to the intended audience receiving the item. As a rule, the average time from start of a project to the item being put into the mail is 4-6 weeks. It can be faster but it depends on factors, including how quickly we move through the process flowchart and the production time on the selected products. If there is a certain date by which the package needs to arrive, our team will work with you on feasible options to help meet your deadline.

To help provide us details of a packaging project, we created a Packaging Quote Checklist.  When you are ready to start a project, please fill out this PDF with as much information as you have and email it to your Account Manager or, if you are new to us, email it to info@magellanpromotions.com and we will direct you to your contact.  Do not worry if you do not have information for each field, we use this as a starting point and we will continue to fill it out as we finalize details. 

Fulfillment Project Examples

Formatting the Mailing List

Our account team will advise on specific requirements for your project’s mailing list.  We generally recommend these best practices to format the mailing list:

Get Inspired with Ideas in the Interactive Mailings Showroom

The examples above are just a few ways to go about creating a packaged mailer. Explore more examples in our Interactive Mailings Showroom to get inspired with more possibilities for packaging and mailable products.

Shipping with United States Post Office

Sending out products via the US Post Office can be more cost efficient than sending products via UPS or FedEx but is not nearly as straight forward.  USPS can be complicated and costs can vary greatly with small weight and size differences. We have put together helpful information for USPS mailings.

Low Postage Cost for Mailings

Postage on mailing can be one of the biggest costs to a project but it is not obvious on what parameters to know. Below are a few parameters to consider when mailing via USPS to keep postage low.


When shipping a box, try to keep the thickness to 2” or less and the weight under 16oz. To illustrate the cost difference, here are approximate postage charges for inexpensive postage mailing options:

4” high box
(weighs under a pound)
2” high box
(weighs 17oz, over a pound)
2” high box
(weighs 12 ounces)
Mails as “Package services Parcel Select” that has an estimated postage of $7.00 per box.
Mails as “Package Services” estimates out at $7.75 per box.
Mails as “Marketing Parcels” with estimated postage of $1.81 per box.

This amounts to a savings over $5 to $6 per box! If the mailing is 1,000 pieces, this is a savings of at least $5,000. In addition, if it were mailed at the non-profit rate, the savings would be even greater! 

Large Envelope Mailings

The least expensive cost for mailing envelopes comes when the product weighs 4oz. or less, because we can then mail at either a non-profit (for those who qualify) or presorted marketing rate. To qualify for the best rates, the envelope needs to be ¾”  thick for a flat and needs to be a uniform thickness (no greater than a ¼” variance).

Freight Class Delivery

There are several freight classes from which to choose. To help understand some of the more popular options, here is information about each:

Nonprofit / Presorted Marketing / Marketing Parcels / Package Services

These methods of shipments are often the least expensive methods but deliver in 5-7 days (and sometimes even longer).

First Class

This method usually delivers quicker than the above methods, usually in the 3-5 day range. For a box or large envelope to qualify for first class, it needs to weigh 13oz max and ¾” thick or under.

Priority Flat Rate / Parcel Select

This is the most expensive for envelopes and boxes, and deliver usually in 1-3 days.


Tracking is available on most USPS mailings but it is often not as straightforward and as available as a UPS shipment. On economical USPS mailing projects, the report only provides information on when the packages are delivered. For example, if 1,000 pieces were mailed on the 15th, the tracking information that we can provide will show that 250 were delivered on the 18th, 400 on the 19th, 350 on the 22nd. This type of  tracking is an additional cost at $70 per shipment.

Postage Permits

We are happy to mail using a client’s USPS non-profit number. Here are a few best practices for this to go smoothly. Let our team know up front on the project so we can make sure to get the information we need right away. 

While our mail house does prefer to use their permit number for the mailing, we can use the client’s permit, If using their permit number, ensure there is enough postage to cover the mailing.

The information we need to in order to use a client’s nonprofit number includes the following:

Decorated Packaging Options

Explore Decorated Packaging Options

Find out how to integrate packaging with fulfillment and mail solutions.