photo of a postcard example of variable data printing

How To Incorporate Variable Data Printing on Seed Paper Promotions

With so much clutter and spam, it’s becoming more and more challenging to connect with people in a meaningful way. Across industries, companies have started to embrace custom and personalized material as the new standard. You may be wondering, how can you customize your seed paper print project. The solution is the power of variable data!

Variable data is a printing process that creates personalized material. With this technology, names, addresses, and other content can be easily replaced so each one is unique. All the changes happen on the printing line, without stopping or slowing down. The result is an efficient and cost-effective way to deliver custom material, creating a thoughtful customer experience. Studies have shown that having personalized variable data improves response by more than 1000%.

Here’s how it works:

STEP 1: Determine which text in your seed paper promotion you want to be customized with variable data.

STEP 2: Make a spreadsheet with a column for each line of text you would like to personalize. Good organization is key to the process. For example, if you are using variable data for addresses on a postcard, your spreadsheet should look something like this:

excel template showing best way to send variable data information

You can designate different formatting for each column of data within your final print design, but keep in mind that the same formatting will apply to all of the cells in each column. For example, looking at the data fields shown above, the Full Name could be different formatting than the address, but the first name and last name would need to be the same formatting if they are in the same cells.

STEP 3: Prepare your artwork print file and package the files so they are ready to submit.

Your packaged folder should contain:

  • An Adobe InDesign file or a high-quality PDF
  • All links used in the document (logos, illustrations, and QR codes)
  • All fonts used in your design
  • Your variable data spreadsheet

If you cannot create a packaged file, a high-quality PDF with the text and graphics embedded within the document along with your variable data spreadsheet will work as well. Be sure to specify the formatting of the variable data text areas in your instructions and we will match them as closely as possible.

STEP 4: Contact us to submit your seed paper order with your packaged files.

Close up image of the paper cutter at Botanical PaperWorks

What does variable data work best for?

Variable data can be added to a range of products from brochures to postcards and can apply to any text-based area, such as:

  • Names
  • Addresses
  • Taglines
  • Coupon Codes
  • URLs

How much does it cost to add variable data to my order?

There is a $45 flat rate + $0.05 per piece to add variable data to each seed paper piece in your order.

What’s next?

Once your order has been confirmed, you will receive one digital sample proof of your project. Receiving the proof will only take a day or two. After you confirm your proof, that’s when the magic starts in the printing process.

What’s the timeline for variable data orders?

The timeline for the project is based on the size of your order. Projects ranging from 50 to 2500 pieces work best for this process. Our standard production time is between 5-10 business days after you have approved your proof and sent through payment. Our team will be communicating with you for your specific project and will be there for you every step of the way.

The fact that 84% of customers prefer to make a purchase from a company that treats them as more than just a number, proves that incorporating variable data on your seed paper promotion is a good investment.


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