One of my hobbies is each year making New Year cards and sending them to family and friends.

Cards are a fun way to keep in touch as friends and family move around.

Originally I made each card by hand. I would do some calligraphy, use colored pencil, and write a poem or note that entertained me - and hopefully the recipient. Each card would typically take an hour or two to create over a few days depending on the techniques I choose to apply.

Over the years I've accumulated a longer list of people I'd like to send cards to. At this point the list is too long to create a completely individual card for each recipient without exhausting myself.

I've been looking for ways to improve the experience of the cards while keeping it entertaining for myself.

I no longer hand illustrate New Years cards, instead I create a single card and print multiple copies at FedEX.

The card consists of:

  • Photo
    • The photo is a favorite of all those that were taken during the year.
  • Poem
    • A thematic poem - usually a Haiku.
  • Drawings
    • One or two black pen sketches on a white background scanned in to add to the letter and card.
  • Letter
    • An update letter about anything amusing that happened in the last year - the goal is to get a laugh. I print this in black and white.

Creating the card contents usually takes a few days. The most time consuming piece is the letter. Creating a short one page letter that both updates the recipient and hopefully gets at least one laugh is tricky. I usually go through several drafts and play with it over several days to get the wording optimized for laughs - hopefully.

There are several logistical pieces to getting the cards out:

  • Getting fun stamps from USPS
  • Formatting the card for printing once you have all the contents
  • Sending the print to FedEx and picking it up
    • Make sure to check the entire print job in the store before accepting it. I've caught multiple defects that were luckily fixed at the store.
  • Keeping Track of Contact information and Addresses for all recipients
    • I use an Excel sheet to track everyone's name and address.

Tracking Excel Sheet

Keep track of everyone you want to send a card to. You don't want to accidentally miss anyone. It's far easier to have a checklist.

Have a way to contact people so you can ask if their addresses have changed. The rule is one card per address.

Columns

  • Relation: Parent, Sibling, Grandparent Aunt, Cousin, Family, Friend, Work, Neighbor
  • Relation Details:
  • People: The people at the address.
  • Social: Contact on Social Media
  • Phone: Contact Phone Number
  • Email: Contact Email
  • Check Address: If the address should be checked.
  • To: The to line on the card
  • Sent YYYY: Track if previously sent a card (one per year)
  • Address Name
  • Address Line 1
  • Address Line 2

Letter

  • One page maximum.

  • Break into short paragraphs. A paragraph should have a maximum of 5 sentences.

  • At least 14 point font.

  • Design for fold

    • Design the letter for folding
    • fold long ways then short ways with white on the outside
    • 60 lb paper (100 lb paper is too thick for the fold to look good)

  • Adequate margin on print jobs

    • Make sure to leave plenty of margin on the print jobs.
    • Add a simple border to frame the letter

Sender Address

The sender address in the upper left hand corner is the same on every card.

Instead of writing this out every time get a stamp.

Process

  1. Letter
    1. Topics
      • What are some fun short story highlights from the year?
    2. Draft
    3. Format
    4. Polish
  2. Photo Insert
    1. Collect Photo Options
    2. Select Photo
    3. Write Haiku
  3. Art
    1. Pencil Sketch
    2. Pen Outline
    3. Erase Pencil
    4. Scan
  4. Add Art to letter and Insert
  5. Print
    1. Export Letter as PDF
    2. Use designer to format the Insert
    3. Check the job
      • Ensure same day print
      • Ensure in person pickup
      • Ensure it comes with envelopes
      • Ensure correct quantity (check recipient excel sheet)
    4. Submit Order
    5. Wait for the print to complete
    6. Go to FedEx
    7. Check the order
      • Check every item in the order printed correctly (you can have them redo it)
      • Check the quantity
      • Check there are envelopes included
      • Check the paper is the weight ordered
  6. Pick out stamps
  7. Address Envelopes
    • Go through address Excel sheet
    • Check addresses - send a message if necessary
    • Handwrite each of the addresses onto the envelope
    • Stamp sender address onto the envelope
    • Mark each address as a address in the Excel sheet
  8. Apply stamps
  9. Scan every letters address
  10. Fill and seal envelopes
  11. Check off sent in Excel sheet

Pieces to optimize

  • Writing out from and to Addresses
    • Currently I hand write all the addresses - this give the cards a certain charm, but it's error prone and cramps my hand.
    • Possible Improvements:
      • Get a stamp for the sender address
      • Print out Avery Labels for the to addresses pulling from the Excel Spreadsheet (would this be classy?)
      • Fountain or Felt Tip pen (something that doesn't require pressing down)
  • Circle Embosser with art for the closing flap of the envelope
  • Optimize fitting the letter into card envelope
    • The 8.25 x 12 paper does not easily fold into the 5 x 7 envelopes I typically use for the cards.
  • Customize
    • Include original artwork that was scanned in some of the cards for those that would appreciate it.
    • Possibly leave room for a custom note.
  • Tracking - Storage of all card material in a single digital folder.
    • Addresses
    • Previous Cards per year
  • QR Code is practical for linking to resources but presents an aesthetic challenge.