📬 Handling Customer Postage for Agency Jobs
When working on agency jobs through AcudocX, some customers may request a hard copy of their certified translation to be mailed to them.Handling postage properly is important because you are acting on behalf of the agency, and customers expect professional delivery.
This guide explains how to correctly manage postage for agency-assigned jobs.
📦 Check if Postage Was Requested
After accepting and starting the job:
Open the View Job page.
Review the Job Details section.
Check if Postage Requested is marked Yes.
If postage is required:
The customer's postal address will be displayed on the job screen.
✅ Tip:Write the customer’s address on the Express Post envelope before starting the translation.This reduces the risk of overlooking postage after completion.
📄 Preparing the Hard Copy for Mailing
For Template Jobs:Print the system-generated certified translation.
For Full Translation Jobs:Print the manually uploaded translation, ensuring:
It is correctly formatted on the agency's letterhead.
It includes your certification statement, signature, and (if applicable) stamp.
📢 Reminder:Always double-check the final printed version before mailing.
📦 Packaging and Sending the Hard Copy
Place the printed documents inside a plastic sleeve to protect them from damage.
Insert the sleeve inside a B4-size Express Post envelope (large size).
Post the documents using Express Post for speed and tracking.
Obtain a tracking number.
💬 Informing the Customer
Once the document has been posted:
Use the Messages function within the job screen.
Notify the customer that their translation has been mailed.
Include the Express Post tracking number in your message.
Example message:
Hello [Customer Name],Your certified translation has been posted today via Express Post.Your tracking number is: [Tracking Number].Thank you for using [Agency Name] via AcudocX.
Best regards,[Your Name]
🚩 Special Notes for Agency Jobs
Do not charge separately for postage — postage costs are included in the agency’s fixed pricing structure.
Always use neutral and professional communication, as you are representing the agency.
Mailing delays reflect on the agency — post documents as soon as possible after completing the translation.
🧠Quick Reminders
Always verify whether postage was requested before completing the job.
Use Express Post with tracking for reliability and proof of delivery.
Confirm postage and tracking details promptly via the Messages function.
Handle all customer documents carefully and professionally.
This guide explains how to correctly manage postage for agency-assigned jobs.
📦 Check if Postage Was Requested
After accepting and starting the job:
Open the View Job page.
Review the Job Details section.
Check if Postage Requested is marked Yes.
If postage is required:
The customer's postal address will be displayed on the job screen.
✅ Tip:Write the customer’s address on the Express Post envelope before starting the translation.This reduces the risk of overlooking postage after completion.
📄 Preparing the Hard Copy for Mailing
For Template Jobs:Print the system-generated certified translation.
For Full Translation Jobs:Print the manually uploaded translation, ensuring:
It is correctly formatted on the agency's letterhead.
It includes your certification statement, signature, and (if applicable) stamp.
📢 Reminder:Always double-check the final printed version before mailing.
📦 Packaging and Sending the Hard Copy
Place the printed documents inside a plastic sleeve to protect them from damage.
Insert the sleeve inside a B4-size Express Post envelope (large size).
Post the documents using Express Post for speed and tracking.
Obtain a tracking number.
💬 Informing the Customer
Once the document has been posted:
Use the Messages function within the job screen.
Notify the customer that their translation has been mailed.
Include the Express Post tracking number in your message.
Example message:
Hello [Customer Name],Your certified translation has been posted today via Express Post.Your tracking number is: [Tracking Number].Thank you for using [Agency Name] via AcudocX.
Best regards,[Your Name]
🚩 Special Notes for Agency Jobs
Do not charge separately for postage — postage costs are included in the agency’s fixed pricing structure.
Always use neutral and professional communication, as you are representing the agency.
Mailing delays reflect on the agency — post documents as soon as possible after completing the translation.
🧠Quick Reminders
Always verify whether postage was requested before completing the job.
Use Express Post with tracking for reliability and proof of delivery.
Confirm postage and tracking details promptly via the Messages function.
Handle all customer documents carefully and professionally.