How it works
A managed process from office setup to mailbox.
Your office provides the information and approval. Civic Welcome manages the recurring production process.
- 01
Phase 1
Set up the office once.
Civic Welcome establishes the information and working relationships needed to operate the program.
- Official information, title and jurisdiction
- Office and government contacts
- Recurring resident resources and content library
- Mailing format and approval contact
- Printer or mail house information
- Authorized data source or mailing list process
- 02
Phase 2
Build the next welcome communication.
We create the mailing project and bring the production information together before the office sees a proof.
- Target mailing date
- Mailing list file and estimated quantity
- Relevant resident and community information
- Copy and design notes
- Production deadlines
- 03
Phase 3
Review a real proof.
The office sees the actual communication. Changes can be requested, and updated proof versions remain organized.
- The actual letter or postcard
- Clear version history
- Office comments and requested changes
- 04
Phase 4
The office approves the final version.
Approval is recorded against the current proof. If the proof changes afterward, the updated version must be reviewed again.
- Approval stays tied to the reviewed proof
- Nothing proceeds without office approval
- A revised proof requires a new review
- 05
Phase 5
Civic Welcome coordinates printer handoff.
The approved proof, mailing list file, quantity, mailing date and production instructions stay together for a clear manual handoff.
- Approved proof and mailing file
- Final quantity and target date
- Printer contact and production instructions
- 06
Phase 6
Keep a clean record of what was mailed.
The office can return to the completed project and see the final communication, approval and production history.
- Final proof and approval information
- Actual mailing date and final quantity
- Printer reference and mailing history
One recurring process. Your office stays informed without becoming the production department.
Make sure new residents know where to turn and who represents them.
See how Civic Welcome could work for your office, district or elected client.