Dues mailings should have the following format/content and prep work:

• Should include a self addressed envelope
• Letter should include a label of each unique owner's lot number, name, and address. Note: the choice for generating labels should be this one: "Labels for All Residents and Owners Using Resident At Lot #"
• Note: use a font size of 10 for this format
• Suggested that we add a "pay by date" on the letter (added in 2018)
• Suggested that the HOA address is on the letter in case the letter gets separated from the envelope
• Letter format used in 2014 is here
• Proposed letter format for 2015 is here
• Cleaned up letter format for 2018 is here
• Confidence test (php -f /share/bin/rosterVerify.php) of how we match King County's database should be run by Bruce
• January 2015 confidence test is here.
• February 2018 confidence test is here.

Location of files:

• Open Desktop (odt) file of annual dues mailing is located in /share/41point5/docs
• Instructions for mailing are located in ~Bruce/41point5 and are keynote files (.key)

Labels and stamps needed to meet the requirements above:

• Owner address labels: 3 sets
  • 1 for letter itself, affixed in middle of page
  • 1 for outgoing envelope recipient
  • 1 for return envelope return address
• 41.5 HOA labels: 2 sets
  • 1 for outgoing envelope return address
  • 1 for return envelope recipient address
• Stamps for return envelope: 114 required, but Sarah says that we should not stamp the return envelope because several residents use a check payment system that includes their own envelope
• Avery 5160/6240 1"x2 5/8" labels are 30 per sheet, requiring 4 sheets per 113, or a total of 20 sheets for a mailing.

Mailing process:

• Dues letter and return envelope are trifolded and placed in outgoing envelope, unsealed.
• Letters are delivered to post office to be machine stamped and sealed by them

Format used for 2018, using the Mail Clinic:
PDF is here

Final bill from the Mail Clinic came to $132.65. The Costco envelopes that were supplied by us came to $4.30. So this totals up to $136.95 that we spent.

In the end, not too expensive of a way to go, considering that’s $55.37 for stamps, leaving $81.58 for materials and labor, and they were fast.