FAQ - Evergreen Printing & Mailing

Frequently Asked Questions

Below you will find answers to some of the most common questions our clients ask. If you don’t see the answer to your question, please feel free to either call us or send us a message online.

Bleeds, Borders, and Margins


File Sizing



Packaging Files in Indesign

Product Templates



Art for Mailing

Shipping and Delivery

Turnaround Time

Payment and Billing

Mailing Lists

Real Estate Cards


Bleeds, Borders, and Margins

One of the most misunderstood concepts in the printing industry is Bleed. To understand Bleed, we have to understand Trim and Margin. These are fairly simple concepts once we understand the fundamentals. This article will attempt to explain what Bleed is, how to use it and how to set it up for your printing projects.

What is Trim?
Trim is the Size of your final piece. If you are printing a standard business card, your trim size would be 3.5” x 2”. If you are printing a standard flyer, your trim size would be 8.5” x 11”, If you are printing a standard postcard your trim size would be 5.5” x 8.5”

What is Margin?
Margin is the size of the space between your trim and any important element in your design. This includes type, images or anything else you don’t want cut off in your final print. Margin size can vary quite a bit depending on project type/design, but you should always have at least .125” of margin on anything you don’t want cut off.

What is Bleed?
Bleed is the amount of extra artwork that “bleeds” past your trim.

A Perfect Print!
The reason we need both bleed and margin is simple. Cutting paper is not a perfect process. Without Bleed, cutting imperfections will leave white space at the edge of your sheet. Without Margin, important elements will be cut off your printed piece. When a file is setup correctly with both Bleed and Margin, the extra artwork (Bleed) is cut off along all 4 edges and no important elements in your design go with it.



Color can make or break your finished product. In order to get the best-looking finished product, you should be working in CMYK color mode. What is CMYK, you ask? CMYK (Cyan, Magenta, Yellow, Black) is the color process used in color printing. We receive lots of files in RGB color mode every day. RGB (Red, Green, Blue) is the process used in display devices and scanners. The following illustrates the difference between RGB and CMYK once printed.

Please convert your files before sending so that you can adjust the colors accordingly.

In Photoshop:

Go to Image Menu > Mode > CMYK

In Illustrator:

Go to File > Document Color Mode > CMYK Color


File Sizing

All product designs require an additional .25 inches on both height and width to assure your job can be accurately produced. See sizing the example below.



When submitting EPS, AI or PDF files to print, you must convert your fonts into outlines. Outlining your text eliminates the need to send fonts along with your files, while maintaining your design. To convert your text to outlines in Illustrator, select your text, and then under the Type menu select Create Outlines.




Transparencies in InDesign can sometimes cause a discolored box upon printing. If you have used a .png with a transparent background in your file, the best way to keep this from happening is to export the file as Acrobat 4 (PDF 1.3) in the Compatibility drop down box.




Packaging Files in Indesign

1. Open your INDD file in InDesign.

2. If possible, resolve any errors concerning missing links or fonts.

3. Go to File Menu then select Package. (on PC CTRL+ALT+SHIFT+P)

4. Click the Package button at the bottom of the Summary window (This window was called the preflight window in older versions).

5. Click continue on the “Printing Instructions” window (most people ignore these instructions).

6. Browse to where you’d like to create the package folder (desktop would be fine) and enter the name of the folder.

7. Make sure that the “Copy Fonts,” “Copy Linked Graphics,” “Update Graphic Links in Package,” and “Include Fonts and Links from Hidden….” are all checked.

8. Click the package button.

9. Find the new folder that InDesign created and verify that it contains copies of all required files.

10. Right-click the folder and choose “Compress” (Mac) or “Send to… Compressed ZIP Folder” (Windows, might be something different but similar depending on what software you have installed). This will zip it up.

11. If the file size is less than 10MB, you can probably safely e-mail it. If it’s more, then you should use some other method (DropBox, FTP, YouSendIt, web server, etc.) to share the file.


Product Templates

What are product templates?

Product templates are downloadable files which help customers design print-ready files. Each template provides information on product size, layout, bleed, safety zone, and any folding or mailing guidelines.

Do I need to use a product template?

No. If you are designer, you should use whatever resources help you quickly create a design. However, if you don’t use one of our product templates, we encourage you to take a little extra time to ensure that your files are print-ready before submission.

Are product templates similar to stock designs?

No. Evergreen product templates are only intended to aid in the correct sizing for bleed, margins, fold lines, perforation lines, and address placement.

What if a product template is incorrect?

While we always try to provide accurate product templates, errors may occur on rare occasions. if a product template is confusing or incorrect, we encourage you to let us know by submitting feedback. After receiving your email, we will make every effort to quickly address the issue.

What if the size of my artwork is different than the size specified in the product template?

If you want your artwork to fit into one of our product templates, you will need to resize your images by scaling them up or down proportionally to fit into a product template. You must submit the correct size for printing.



Gradients are commonly used in printing and in most instances produce excellent results. Gradients can be represented in files as a mathematical equation (Vector) or rendered by the application into a series of pixels (Raster). Whether created as rasters or vectors, gradients below 10% may not reproduce accurately.



Image Resolution is best understood as a rectangular grid of picture elements (pixels). Resolution is traditionally set in pixels per inch (ppi) also known as dots per inch (dpi). The resolution setting maps an image’s pixel dimensions to its physical size. With a pixel dimension of 600 x 600 and a resolution of 300 DPI, the image has a physical size of 2” x2”.

The resolution setting is crucial when you want to print. A 1600 pixel x 1200 pixel image printed at 72 ppi, for example, would output at over 22” x 16”. However, at 300 ppi, that same image would output at 5.33” x 4”, or about the same size as a postcard.

For an image to print properly, the image should be saved at 300 ppi at the final printed size.

The pixel dimension of a 4” x 6” image at 300 ppi is:




A file printed at 300 ppi                                  A file printed at 100 ppi



100 ppi                                                          100 ppi scaled to 300 ppi


300 ppi


* Your monitor displays between 72 and 96 ppi. To adequately view print resolution on a monitor, you should zoom in 400%.


Never increase the total pixel dimension of raster image. For example, if you have an image that is 400 x 600 pixels at 100 ppi, and you increase it to 1200 x 1800 pixels by changing from 100 ppi to 300 ppi, the printed image will be fuzzy.


Art for Mailing

Can I use Evergreen product templates?

We are in the process of creating and uploading templates for you to use, please contact us if you do not see the template you need.


Do I need to use a product template?

No, however we do strongly recommend reviewing the templates for spacing requirements.


How do I ensure my artwork is mailing-ready?

Evergreen requires at least a 2” x 4” box of clear white space on the bottom right side of your printed design.


What is an indicia?

Indicia, also called a permit, is a preprinted marking located in the upper right-hand corner of each piece that will be mailed via first class mail or standard mail. Indicia shows payment of postage by the sender, an Evergreen indicia may be used if Evergreen is handling your mailing job.


What size should the indicia be?

For most pieces, the indicia will be approximately the size of a standard postage stamp and should be located in the upper right-hand corner of the piece.


Can I use my non-profit indicia?

Evergreen can mail for you using your non-profit postage permit. Please contact us for details.


Why do I need so much empty space on the back of my postcard?

The United States Postal Service (USPS) has strict guidelines for mailing services. The only text allowed in the address space is the indicia (or mailing stamp) and the recipient’s address. In addition, Evergreen cannot guarantee our standard mailing service prices if you don’t adhere to our file preparation guidelines.


Shipping and Delivery

Where does Evergreen ship? 

We ship to all 50 states.


What shipping methods does Evergreen offer?

We offer FedEx, UPS and Mail options. FedEx is the default shipment method on our website. For additional options, please contact us.


How much does shipping cost?

Shipping and handling is billed at cost, based upon final product weight and destination zip code.


How do I track shipments once they are sent?

Evergreen will provide tracking information for all orders placed on our website.


Can I use my own shipping account?

Please contact us for details.


Can I pick up my order and where?

Your order may be picked up at out offices in Pensacola, FL


Do you offer international shipping?

At this time, Evergreen does not offer international shipping.


Do you offer Freight shipping?

We do, please contact us for details.


Do you offer Saturday Delivery?

We do, please contact us for details.


What do I do if my order is lost?

Evergreen will assume full responsibility for all orders until they are delivered to your location.


Can I ship my order to multiple locations?

Please contact us for details.


Can I upgrade my shipping method once I place my order?

Yes. Please contact us for details.


Can I upgrade my shipping address once I place my order?

Once an order is placed, it may be possible to update the shipping address. Please contact us for details.


Will you ship my job if it finishes early?

Unless otherwise requested, all orders will ship upon completion.


Will I be notified when my job ships?



What is blind shipping? 

Blind shipping allows you to ship packages to others from our location, with the appearance of the packages coming from your location.


Turnaround Time

What is Evergreen’s standard turnaround time?

Standard Turn time is 4-5 business days on all orders.


What can delay start of turnaround time?

Turn time may be extended due to complications that arise with the artwork or mail lists in processing. We will immediately contact you if there is an issue with your art that will cause an unplanned extension of your turn time.


Does turnaround time include shipping time?

Shipping time should be considered in addition to our in-house turn time.


Does Evergreen guarantee turnaround time?

While we strive to meet the deadlines imposed by our clients, turn time may be extended for any good reason. You will be notified immediately if this occurs.


Can I change turnaround time after my order has been placed?

It may be possible to adjust turn time once an order has been placed. Please contact us for details.


When is Evergreen closed for Holidays?

Evergreen is closed for Easter, Christmas, Thanksgiving, Independence Day, New Years Day, Memorial Day and Labor Day.


Payment and Billing

What payment methods does Evergreen accept?

Evergreen accepts all major credit cards, ACH and check.


When am I charged for my order?

When you place your order, we will process payment. Payment must be processed before the order can be processed. If you are part of a larger group with whom Evergreen has pre-arranged credit, your order may be paid for with approved purchase order number.


How do purchase orders work?

Evergreen will process your order with approved purchase order number and invoice your accounts payable department.


Can I pay for my order with a check debit card?



Can I pay for someone else’s order using my check debit or credit card?



Why does the billing address have to match with my address on file at the credit card company?

For security purposes, the billing address must match the address on file with your credit card provider.


What payment information is needed?

Please provide credit card info including expiration date and CVV, along with account billing information including name and billing address.


Mailing Lists

Does Evergreen accept any file format?

Please submit your print orders in PDF, JPEG, Tiff, PNG or EPS format. All mail lists should be sent as a .CSV or MS Excel spreadsheet with name, address, city, ST and Zip in separate fields.


What if addresses in my list are incorrect?

The client is responsible for the validity of their mailing list. Evergreen will process and presort your mailing list for automated mailing. Evergreen holds no liability for the accuracy/quality of the mailing list you provide.


Can I merge several different lists together?

This can usually be done easily. Please contact us for details.


Can I buy a list from Evergreen?

Yes. Evergreen is a reseller of consumer information lists. Please contact us for details.


Can you inkjet names in a fancy typeface?

Yes. Please contact us for details.


What is Excel Spreadsheet (.XLS)?

XLS is a file extension for a spreadsheet file format created by Microsoft for use with Microsoft Excel. XLS stands for eXceL Spreadsheet. Microsoft Excel files use a proprietary format for storing Microsoft Excel documents.


What is Comma Delimited (.CSV)?

A comma-separated values file is a delimited text file that uses a comma to separate values. A CSV file stores tabular data in plain text. Each line of the file is a data record. Each record consists of one or more fields, separated by commas.


How do I buy a new mailing list?

Please contact us for details.


There are more names on my list than I’m ordering. How do you decide who on the list gets mailed to?

Please omit any records that you do not with to include in your mailing.


Real Estate Cards

List of our mailing list fields and what they mean:

sal = Salutation usually the first name (Dear <<sal>> would be Dear John)

property_a = Property address (I want to buy your house at <<property_a>>)

property_c = Property city (I am looking to buy houses in the <<property_c>> area)

boj = This is the job number for each drop (if your list is split into multiple drops or for each job) We use these to keep track of where your job is through our process, you can also use it as a reference number when customers call you about the postcard they received.

first = Combined First and Last name, usually just used on the address block

address = Street address for mailing purposes

city = City for mailing purposes

st = State for mailing purposes

zip = Zip Code for mailing purposes

imbarcode = Barcode for automated mailing

phone1 = Phone number for call back from your mailing

ra = Return street address

rc = Return city, state, and zip code

website = Your website, especially great if you have multiple domain names for different areas

sequence = Sequence and endorsement are used to keep your mail pieces in the proper order and trays for automated mailing

endorse = Sequence and endorsement are used to keep your mail pieces in the proper order and trays for automated mailing

email = Your email address for reponse to your mailer, especially great if you have multiple email addresses for different areas or contacts

contact = Your contact name for your card, this can be static but some people use different contact names for different areas

@photos = Used for our photo cards