Selecting the ideal mailing system for your organization is an enormous task that requires careful planning and organization if you aim to be successful. Keep these seven questions on your mind when designing your system.
- Volume needs
Manufacturers specializing in direct mail equipment sales create machines with specific usage targets. If you purchase something too small, you risk having a system that can’t meet your needs. Buying too large means, you’re paying for more than you need. Systems take into account the postage costs, speed, sealing, weighing capabilities, space, and costs.
Manufacturers publish the rated speed of how many pieces the machine can process in a minute. Since you aren’t constantly feeding mail into it, expect a 25-40% decrease in the posted speed.
- Feeding envelopes
A low-volume unit requires you to hand feed by pushing the mail in and pulling it out, while a mid-size might require you to push it in, but pushes it out on the other side automatically. An automatic feeder handles large volumes and stacks the mail for you to minimize your tasks.
- Sealing envelopes
Manually sealing envelopes is time consuming and can lead to an unwanted papercut here or there. Most systems include sealing, but the question is the type of sealing it supports. Some seal with the flaps closed like when they come out of the box, but pose problems if mixing sealed and unsealed mail together. Open sealing is not as common, but a system that supports both handles large volumes seamlessly.
USPS charges postage based on weight and size. The smallest size typically handles from 2-10 lbs on an external scale, while a pricier option supports up to 149 lbs. This adds significantly to your costs. An internal scale is an option if you process multiple pieces of varying sizes.
- Additional printing optionsInscriptions and advertisements have been around for years, but new methods are available to help advertise. New systems can include
- Graphics or QR codes
- Return addresses
- PriceOnly spend as much money as you have to. Select an option that fits into your budget and workspace. Factors to consider include:
- Whether you’re buying, leasing, or renting
- Costs of supplies such as tape and meter ink
- Any added fees or extra terms and conditions you should be aware of
- What happens at the end of your lease or rental agreement