Mail guides
Business mail
Control vendor advertising while protecting invoices and official records.
Close sales follow-up for an abandoned business project
Write to the vendor's sales contact about the one shelved quote. Name the quote, give its status and ask the vendor to stop printed sales follow-up for it. List any active orders with the same supplier so the vendor knows the rest of your account stays as it is.
Check an award-plaque offer sent to your business
Before acting on an award letter, find out who issued it, how winners were chosen and what you would be asked to buy. Fill in the worksheet below from the letter itself, and check any claims against your own records before paying or replying.
Check a mailed directory listing before paying
Check a directory listing letter against your approved purchases before anyone pays or signs it. The FTC warns businesses about directory-listing scams and fake invoices. A familiar business name and a correctly printed address do not establish that your company ordered the service.
Separate business loan ads from lender correspondence
Keep a simple log of loan offers that records only the sender and the type of solicitation, and keep it apart from letters about a loan, application or account you actually have. The log never needs account numbers or tax documents.
Update vendor promotions after a business rebrand
When vendors keep addressing promotions to your old trade name, send each one a marketing-only request that names the old promotional name and your approved contact. Handle contract, billing and account name changes through whoever manages those accounts.
Route supplier ads away from clinical records
Build the list from vendor names only. Staff can sort supplier advertising by sender and by who is approved to buy in each category, so no patient information is involved. Postal advertising requests go to the senders. Anything that touches patient care stays out of this process.
Stop franchise sales brochures after an inquiry
If a franchisor keeps mailing brochures after your inquiry, write to its franchise development contact and ask it to stop printed recruitment materials. State that the request is about marketing mail only and does not change any agreement or payment.
Give reception a check for invoice-shaped advertisements
Reception should not decide whether an invoice-shaped piece is junk. Give staff three questions and a named accounts payable contact: is this an approved purchase, is the vendor recognized, and who is authorized to verify it.
Reduce wholesale catalogs after changing product lines
If you dropped a department, write to each supplier that still mails catalogs for it and ask to stop marketing for that line only. Limit the request to advertising so open orders and current account contacts continue. Use the contact route on the supplier's official site, not a phone number or link printed on an unfamiliar mailer.
Reduce broker prospect mail for a business
To cut broker prospect mail, send the broker a short written request that covers only sales advertisements and says current-policy communications should continue. The person authorized to speak for the business should send it, using a contact route you have confirmed for that broker.
Reduce credit-card processing sales mail
Ask the company that sent the mailer to stop its marketing mail, and state that you are not changing any existing merchant account. Use the contact route on the company's official website, and name the specific mailer, since several processors may be writing to you.
Choose one location for useful supplier catalogs
To consolidate supplier catalogs, choose one purchasing location to keep them and ask the supplier whether it can stop promotional copies to your other sites. Get approval from each site's authorized contact before you send the request.
Sort the advertising that follows a new business filing
Sort each piece into one of three groups: something an agency sent about your filing, something from a provider you actually hired, or a promotion from a company you have never dealt with. Advertising can turn up in the second and third groups, but the third is where most of the cleanup happens. Do not assume a notice is required because it looks official or names your new business.
Reduce professional seminar brochures at an office
Ask the seminar provider to stop mailing optional course brochures, and say clearly that you still want instructions for any course you have booked. Send the request through the provider's official contact page and name the brochure series rather than the whole organization.
Save needed reference pages before stopping supplier catalogs
Before you ask a supplier to stop sending paper catalogs, find out which pages your team actually uses. Then confirm the same information from the supplier's current source. Do not treat an old catalog as a current specification.
Review postal marketing choices when adding a supplier
Read the onboarding form before filling it in. Look for any wording about marketing, catalogs or promotional mail. Use the form's own labels to see which fields are required. Where the form says nothing, ask the supplier instead of guessing.