Dispatch manifest in bulk mailing: reconciling data, labels and handover
Sealed envelopes do not yet mean a closed mailing. Only a match between data, labels, the dispatch manifest and the physical number of items creates a batch that can be handed over and reconciled without guesswork.
Freeze the record list before generating documents
First define the data version that will enter production. Every record needs a unique identifier, complete address, document variant and postal service. Route incomplete records to a separate exception queue instead of correcting them after printing.
Reconcile the record, label and physical item
Keep a link between the source record, document, envelope marking and manifest entry. Do not stop at counting spreadsheet rows: the number of correctly prepared mailpieces must equal the number approved for dispatch.
Separate items by service and handover method
Ordinary, registered and other categories require different documents and handover methods. Separating them before collective packing makes summaries easier, prevents tariff mistakes and shortens acceptance checks.
Control containers and item counts
Mark trays or packages with the batch number, item range and quantity. The quantity summary should agree with both the manifest and the production report, so a missing package is detected before handover.
Approve the manifest before handover
The dispatch document must be generated from the same frozen data as the labels. Poczta Polska provides eNadawca for preparing dispatch documents, mailing books, quantity summaries and reports electronically. With any carrier, totals, service categories and identifiers should be checked before collection.
Retain proof and statuses
After handover, retain the date, batch number, quantity, collection document and dispatch identifier where applicable. The client should receive a clear report showing what was accepted, dispatched and excluded, with reasons.
Outsourcing that relieves the team
BackOffice Outsourcing combines data preparation, personalisation, printing, enclosing, batch control and dispatch documentation in one process. The client supplies agreed data and receives proof of completion instead of coordinating several suppliers.
FAQ
Does the dispatch manifest replace physical batch control?
No. Before handover, its entries and totals still need to be compared with labels, containers and the actual number of envelopes.
When should dispatch data be frozen?
Before documents, labels and the manifest are generated. A later change should become a controlled exception and a new version.
What happens to an item rejected during control?
Remove it from the batch and dispatch documents, record the reason and send it for correction. It should then pass the full check again.
What confirmation should the client receive?
A report with accepted, excluded and handed-over quantities, the batch ID, handover date and proof of dispatch or collection.
