Skip to content
Intelliprint

Document Preparation Guide

Learn how to prepare your documents and bulk mailings for optimal results

Supported Document Formats

  • PDF Documents

    PDF files are the preferred format. Ensure your PDFs are not password protected.

  • Microsoft Word Documents

    Word (.doc, .docx) files are supported.

  • Rich Text Format

    RTF (.rtf) files are supported for simple text documents.

Preparing Bulk Mailings

Data File Requirements

  • Use CSV files for recipient data
  • Include headers in the first row
  • Required fields: Name, Address Line 1, City, Postcode
  • Optional fields: Company, Address Line 2, County

Template Preparation

  • Use merge fields in your template that match your data file headers
  • Test your template with sample data before bulk mailing
  • Save templates for future use

Automatic Address Extraction

Intelliprint's smart AI technology can automatically detect and extract recipient addresses from your documents, saving you time and ensuring accurate delivery.

How It Works

  • Upload your document as usual
  • Our system scans the document for address patterns
  • Detected addresses are highlighted for your review
  • Confirm or edit the extracted address before sending

Best Practices for Address Detection

  • Format addresses with one component per line
  • Include postcodes in the standard format
  • Avoid placing addresses in headers, footers or complex tables
  • Ensure addresses have clear spacing from surrounding content

Pro Tip: While our system can detect most standard address formats, always review extracted addresses for accuracy before submission.

Document Splitting

Split multi-page documents into individual letters automatically, perfect for bulk mailings with multiple recipients.

Splitting Options

  • Split by page count: Divide your document every X number of pages
  • Split by marker: Use unique text or blank pages as dividers
  • Automatic recognition: Our system can detect natural breaking points between letters
  • Manual splitting: Select specific pages to form individual letters

Setting Up Document Splitting

  1. Upload your multi-page document
  2. Navigate to the 'Document Options' tab
  3. Select your preferred splitting method
  4. Configure the splitting parameters
  5. Preview the results before confirming

Pro Tip: For regular mailings, save your splitting preferences as part of a template to automate future submissions.

Document Guidelines

Page Setup

  • A4 size (210 x 297 mm)
  • Margins: minimum 10mm all sides
  • Portrait or landscape orientation

Content Requirements

  • Minimum font size: 8pt
  • Embed all fonts in PDFs
  • Use standard fonts for best results

Best Practices

Quality Check

Always preview your documents before submission. Check for formatting, spelling, and correct recipient details.

Data Validation

Validate your address data against our postal database to ensure deliverability.

Test Runs

For large mailings, send a test batch first to verify everything is correct.

Ready to Upload?

Now that you've prepared your documents, you're ready to upload them to our platform.

Learn How to Upload Documents