As the holiday season approaches, companies look for thoughtful ways to connect with clients, partners, and employees. One classic and meaningful gesture is sending corporate holiday cards. Whether you're adding a personal touch with a company photo or incorporating a branded message, holiday cards are a great way to show appreciation. However, to ensure everything goes smoothly, it’s essential to start planning early. In this blog post, we’ll walk you through the timeline for creating and sending corporate holiday cards—from the first photo shoot to having the finished cards in hand.
1. Planning the Card Concept (8-10 Weeks Before Mailing)
Before diving into design, consider the overall tone and theme of your card. Will it be festive, formal, or playful? Do you want to include a heartfelt message or a business-oriented note of thanks?
Decide on Theme: Start by deciding if you’ll go for a holiday-specific theme (Christmas, Hanukkah, etc.) or a more general seasonal greeting (e.g., "Happy Holidays" or "Season's Greetings").
Choose Photo Style: If you’re incorporating a company photo, decide whether it will be a formal team photo, candid office shot, or a playful holiday-themed picture.
Message: Draft a general message or choose a few message ideas that align with your brand’s tone.
2. Scheduling the Company Photo (6-8 Weeks Before Mailing)
If you plan to include a company photo in your card, now is the time to schedule the photo shoot.
Coordinate the Team: Choose a date that works for the majority of your team and make sure to communicate details like location, attire, and theme (formal, casual, holiday-themed).
Hire a Photographer: If you're going for a professional look, hiring a photographer is key. You can also use an internal team member with a knack for photography or book a local photographer to come to your office.
Prepare the Setting: If the photo is taken at your office, consider festive decorations or a holiday backdrop to add extra cheer.
3. Design and Layout (4-6 Weeks Before Mailing)
Once you’ve taken the company photo, it’s time to design your card.
Work with Bay Area Graphics: Our expert design team at Bay Area Graphics can create a custom card tailored to your brand. We can incorporate your company photo, logo, and messaging into a sleek, professional design that represents your brand with elegance.
Incorporate Branding: Ensure your card design aligns with your company’s branding—this includes colors, fonts, and logos.
Add Personalization: Consider personal touches like signatures from leadership or a customized message for key clients.
4. Proofing & Final Edits (3-4 Weeks Before Mailing)
Now that the design is nearly finished, it’s time to proof everything to ensure it's perfect.
Check Spelling and Layout: Proofread the text for any spelling or grammatical errors. Double-check the positioning of your logo, photo, and any other design elements.
Test Print: We’ll provide you with a proof to ensure the card looks perfect before we go to final print. Adjust anything necessary at this stage.
5. Printing & Production (2-3 Weeks Before Mailing)
With your design finalized, we’ll take care of the printing and production.
Select Paper and Finish: Choose from a variety of premium paper stocks and finishes. Whether you want a glossy, matte, or textured look, Bay Area Graphics offers a range of options to make your card stand out.
Order Extras: We always recommend ordering a few extra cards for any last-minute clients or partners.
6. Addressing & Direct Mailing (1-2 Weeks Before Mailing)
Let Bay Area Graphics handle the addressing and mailing process for a seamless experience.
Update Mailing List: Provide us with your updated mailing list, and we’ll take care of printing the addresses and ensuring that the cards reach the right recipients.
Efficient Mailing: We handle everything from stuffing envelopes to getting your cards into the mail stream in time for the holidays. Our direct mail services ensure your holiday cards arrive promptly.
7. Cards in Hand & Sending (Mid-December)
With everything in place, your cards should now be on their way to spread some holiday cheer!
Timing: It’s ideal for your recipients to receive their cards around mid-December, just before the rush of last-minute holiday mailings.
Follow-Up: If your card includes a call-to-action, such as a QR code linking to a video message, monitor engagement and respond to any feedback or messages.
Timeline Recap:
8-10 Weeks Before: Plan your card concept and photo.
6-8 Weeks Before: Schedule and take your company photo.
4-6 Weeks Before: Begin design and layout with Bay Area Graphics.
3-4 Weeks Before: Proof and finalize the card.
2-3 Weeks Before: Print and produce the cards.
1-2 Weeks Before: Bay Area Graphics will handle addressing and mailing.
Final Thoughts:
Corporate holiday cards are a simple yet powerful way to connect with clients, partners, and employees during the festive season. By planning ahead and working with Bay Area Graphics for design and direct mail, you can rest easy knowing that your holiday cards will arrive on time and leave a lasting impression. From personalized company photos to professional design and delivery, we’ll ensure a smooth and stress-free process from start to finish.
Let Bay Area Graphics take the hassle out of holiday card creation and mailing—contact us today to get started!
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