Why You Should Outsource Your Corporate Mail

A lot of organizations these days are trying to find ways to do less in the office. In a post-pandemic world, many companies have switched over to remote working styles, allowing their employees to work from home full-time. Without a collective office space, getting regular business mail out to your clients has become a challenge.

Fortunately, there are ways to minimize the amount of people coming into the office to perform outbound mailing operations at your company and let print and mailing companies do all the work instead. LetterStream has developed virtual mailroom services that allow you to outsource your printing and mailing all online.

You’ll be surprised to learn that our process is actually less complicated than sending an email and a lot easier than trying to communicate your needs to a traditional mailing company. LetterStream is here to make sure your corporate mailings are prepared correctly and that all your mail will be sent out to your clients on time.

What Is Outsourcing?

Companies may outsource services for a lot of different reasons. Instead of obtaining a product or service from an internal source, businesses hire someone outside of the company to do it instead. These third-party sources typically help perform operational tasks or other essential services or products that companies need help with.

Many companies choose to outsource certain tasks to lower their business costs and improve production efficiency. Third parties may also be independent contractors or experts in the field that can provide valuable advice and methods for performing operational tasks properly or more efficiently.

5 Reasons to Outsource Your Corporate Mail

Here are some reasons why you should consider outsourcing your corporate mail to LetterStream.

1. Reduce Business Expenses

Automated solutions for critical mail can help to lower business costs and expenses by offering competitive pricing that saves you money in the long run. Operating a mailroom internally can become very costly, especially considering the high price associated with equipment costs, paper, ink, toner, supplies, and maintenance. You should also consider the downtime and money associated with equipment problems that need to be fixed.

Performing mail operations can also take up a lot of your team’s time internally, as well as use up office space—or home space, if you’re working remotely. Outsourcing your corporate mail to a virtual mailroom can help maximize internal efficiency and ensure that necessary mail is sent in a timely manner.

Third-party online mail services are also trained and have specialized expertise in mail management. Any mail-related business functions can be handled by someone else, so your employees don’t have to worry about it on their to-do list. Your business will save money in the long run by allowing a high-tech mailing service to use an automated and cost-efficient system.

Instead of allowing mailing operations to detract from your overall business objectives, you can reinvest the money you save in the long run back into your business. Fortunately, LetterStream has no upfront costs, and we guarantee that you will save money right away, even by sending just one letter.

2. Improve Customer Service

There’s no doubt that your customers are important to you. Your business is more likely to be remembered when it can provide excellent customer service, making your customers more likely to come back.

When you utilize a virtual mailroom, you can maintain a critical business flow while still providing professionalism and top-notch service to your clients. By outsourcing your corporate mail, you have the freedom to focus on what’s most important—your customers. You can enhance the customer experience and ensure your employees are giving them first-rate customer service.

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3. Reduce Mishandled Mail

A virtual mailroom can help maintain mail security and reduce any error that could potentially occur in traditional mailing operations. Many third-party mailing services typically have access to high-level security systems that your business wouldn’t be able to afford if your mailing system was done internally.

When sending mail to your clients, security and safety are huge concerns. You must uphold and protect any confidential information in order to keep your customers and stay out of legal trouble. If you outsource your corporate mail, it will be delivered to an off-site, secure facility that can more thoroughly protect against mail threats or information breaches.

Fewer hands on your corporate mail also means avoiding any of it getting lost or stolen. Outsourcing your mailing services creates a risk-free environment for your business, saving you time and money.

4. Software As a Service

Outsourcing your mail gives you full insight into the mailing process, including incoming and outgoing mail. You can improve and accelerate the mailing process, resulting in happier customers and more money for your business.

LetterStream offers both first-class mailing and bulk or standard mailing. With our multi-level user portal, you can track your letter and see where it’s at in the process until it reaches its designated mail carrier.

At the USPS, all important documents must be sent as first-class mail. Unfortunately, the Post Office does not track first-class mail, but you can see in your LetterStream portal if your letter has reached the Post Office yet or not.

5. Scalable for Your Business Needs

LetterStream works with the USPS and FedEx to help reduce postage fees. No matter how large or small your business is, we can easily mail any items to fit your needs.

Third-party mailing services can also provide reporting on all mailed items and mailing processes to help reduce areas of unnecessary waste in materials or time. With more effective and streamlined processes, you will save more money in the long run.

Using LetterStream to Outsource Your Corporate Mail

LetterStream has developed a very modern portal that allows you to upload your mailings in just a few minutes; after that, we take care of the rest! We can operate based on your specifications in a timely and helpful manner.

Most of our corporate clients can upload their documents exactly as they were exported from their accounting or corporate software. Exporting to a PDF will allow you to load your files directly into our system without talking to our Sales or Customer Service teams—although, they’re here to help if you need them!

LetterStream can extract addresses right out of your PDF, creating an online address book that’s personalized just for you. Along with PDF files, we also accept mailing and address lists via Excel spreadsheet.

We want our mailing process to be easy and work well with you and your business, so we are flexible and will try to help in any way possible. We have countless administrative and power-user features that allow you to set up different user roles, define departments, run reports, and automatically notify others when a mailing has gone out.

Instead of going to the post office, send a letter by outsourcing your corporate mailing processes. LetterStream can help eliminate the frustrations of mailing internally in your company. Our Customer Service team is also stellar in assisting users who need a little extra guidance along the way.

If you’re looking for a company to outsource your corporate mailing through, or you want to learn more information about our mailing processes, LetterStream is here for you. Contact us today at 1-888-501-5288.

USPS Raises Postage Rates Twice In 2021

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For the first time in 20 years, the US Postal Service is raising their prices twice within a single year.

The Postal Regulatory Commission (PRC) has approved a mid-year price increase for a number of products and services that the USPS offers.  The new rates will go into effect at Midnight on Sunday, August 29, 2021.

Below are some of the notable changes impacting letters, postcards and certified mail:

  • First Class stamps are going up 3 cents; from $.55 to $.58
  • Certified mail fees are going up 15 cents; from $3.60 to $3.75
  • Electronic Return Receipt for Certified letters is going up 10 cents; from $1.75 to $1.85
  • Flats (large envelopes) are going up 16 cents; from $1.00 to $1.16
  • Postcards are going up 4 cents; from $.36 to $.40
  • International postage is going up 10 cents; from $1.20 to $1.30
  • Extra ounces are staying the same at $.20 per extra ounce (for letters and flats)

For individuals and businesses who rely on LetterStream as their valued print and mail partner, the new rates will go into effect at 4pm the last business day before the USPS implements their new prices.  This is because orders received after 4pm Pacific Time will not mail until the new rates are in effect on Monday.

As a reminder, LetterStream rarely raises our prices.  We simply increase our prices by the amount of the annual (in this case, semi-annual) USPS rate increases.

For more information regarding this price increase, visit the USPS website or download the complete list of August 2021 USPS rate changes.

Visit our website for more information about LetterStream and how to send your mail online without ever touching a piece of paper.

Pro tip:  if you want to get the old pricing but don’t want your mailing to go out before August 30th, you can always use our schedule job option to schedule your job to be mailed on a future date!

USPS Postage Rates 2021

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The proposed price changes that the United States Postal Service (USPS) filed with the Postal Regulatory Commission (PRC) on October 9th were approved. Starting on January 24th, 2021, these new USPS prices officially went into effect.

The good news is that there wasn’t an increase in cost for First-Class Mail postage, but there was an increase in some other products. Here’s the list of some items that were unchanged by the 2021 rates:

  • First-Class stamps staying at $0.55
  • International Rates are staying the same at $1.20
  • Registered Mail staying the same at $12.60

Here’s the list of some items that did see an increase:

  • Certified mail fee went up from $3.55 to $3.60
  • Electronic Return Receipt fee went up from $1.70 to $1.75
  • Extra Ounces went up from $0.15 per ounce to $.20 per ounce
  • First-Class Postcard Rate went up from $0.35 to $.36

Sorry, this year we didn’t find any fees that went down for the products that we offer.

We should remind you that LetterStream rarely raises our prices. We simply modify our prices according to the USPS rate changes each year, and you can expect the same this year as well.

Review the USPS press release for January 2021 USPS postage rates.
Review and download the complete list of January 2021 USPS rate changes.

COVID-19 & Holiday Mail Delivery

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It has been a while since our last COVID-19 update, but that’s because nothing much has changed in our protocols or a capability to process mail.  Our systems remain strong despite large increases in web traffic and our team remains healthy because of the many safety measures that we’ve been operating under.

We do have some concerns however about how the United States Postal Service will keep up with the increase in mail volume this December.  There are large increases in package deliveries this year as shoppers avoid stores and shop online due to the Cornavirus.  These packages will take up truck and delivery vehicle space and may limit the amount of mail or the speed at which mail can be delivered.  We are already seeing our inbound freight shipments being delayed.  That said, we encourage all our customers to send mail early this year for timely delivery.

While not promoted heavily on our website, we do offer electronic delivery of documents in the event you have email addresses for your recipients.  If interested, please contact our support staff or your sales representative.

COVID-19 Update May 2020

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Thanks to all of you for supporting and remaining loyal to us during COVID-19. It’s been a number of weeks since we’ve given you an update so we thought we’d pass along our current status.

As an essential business, as defined at both the states and federal level, we are still open and operating, and, aside from suspending our Express Letter job type, there has been practically no negative impacts on our speed of service or quality.

I have to express our overwhelming appreciation to our team for reacting positively to a great many restrictions that we imposed on them, like canceling their free gym memberships, closing down our breakroom, getting rid of shared food, and breaking up comfortable workgroups by spreading workers around the clock. We have been blown away by our team’s flexibility and commitment to us and to you our customers.

Going forward, as the country attempts to get back to some level of normalcy we are working on our next phase of operating, taking into account both state and federal guidelines and recommendations.  The Governor of Arizona recently announced that we are in Phase One of his reopening strategy.  Group gatherings are to be limited to 10 or fewer people and social distancing is still to be observed.  Phase Two is likely to occur at the end of the month if all state metrics are trending in the right direction.

In Phase One we will continue to practice social distancing, equipment, and workplace disinfecting and frequent hand washings. Our breakroom and common areas will remain closed and essential employees are encouraged to wear masks.  Non-essential employees will continue to work from home and meetings will be handled via conference calls, zoom meetings, and the like.

When the Governor declares Phase Two, we will cautiously work to remove some obstacles to productivity all the while continuing to embrace appropriate methods of cleaning and disinfecting.  In Phase Two we anticipate reintroducing non-essential employees into the building in a limited capacity and may receive an occasional prospective client for a company tour.

Keep in mind we remain highly vigilant for the health and safety of our employees, customers, and those in our community and will always choose safety over convenience or profit.  This period calls for fluid decision making that is the best interest of all.  All that to say, our plans may change but know that we are striving to be the best possible us, so we can do our best for you.  Thank you one and all!

Coronavirus Update March 25, 2020 – Mailing Continues

LetterStream continues to print and mail your critical business correspondence.

Arizona, home of LetterStream, Inc., has yet to implement a shelter in place order but even if they do so, both the State and Federal language around Essential Services should allow us to remain operational for the foreseeable future.

Governor Doug Ducey issued an Executive Order on March 23, 2020 which classifies mail and shipping businesses as Essential Services.  A similar order came from the US Department of Homeland Security, Cybersecurity and Infrastructure Security Agency (CISA) on March 19, 2020 stating that “Postal and shipping workers, to include private companies” are a part of the Essential Critical Infrastructure.  That said, we believe we will continue to process your mail even if conditions worsen across the country.

Additionally we are taking extreme steps to make sure our workforce is practicing CDC recommendations as well as embracing preventive measures as quickly as we implement them.

To improve Social Distancing we have taken three key actions.  First, we have asked that all administrative employees to work from home.  Secondly we have extended our normal operating hours allowing fewer people to be working at any one time.  And finally we have temporarily suspended the use of our Express Letter job type (click to learn more – Express Letter Temporarily Unavailable ). Each of these actions along with the commitment of all the amazing LetterStream team members should keep us positioned to get your mail out.

Thank you for your continued support of our business and for trusting us with your critical mail.

LetterStream – Coronavirus Update March 18, 2020

LetterStream is paying very close attention to the Coronavirus situation and is meeting and taking new actions daily.

At this point, we are still fully operational but we are reducing the number of active employees working at peak times in order to increase “social distancing” for our team.  And while we expect minimal impact, we do know that the amount of mail we can get out the door the “same day” it arrives is likely to be diminished.

Keep in mind that FedEx, Certified Mail, and Expedited mail will have the same priority as always and we believe we will continue to hit those targets.  The change will be in USPS First-class, NonProfit and Standard/Marketing Mail where customers may be accustomed to loading a job at 3pm and seeing it mail the same day, without paying for expedited service.  We foresee this being the most impacted and highly unlikely for weeks ahead.

Here are some things you can do to help us stay in step with you about your mailing projects.  If you need the mail delivered quickly, we highly recommend our FedEx overnight and 3-Day options.  If you absolutely need your mail processed quickly by LetterStream, pay to have your job expedited through rush or expedited services in the shopping cart.  If you just wish your mail would go out faster, I’d recommend trying to load your jobs earlier in the day. Lastly, please anticipate that delays are going to be occurring all around us and all around you.  Please work on plans to compensate for the new normal so that your mailings will go out as needed.

As always, if you have any questions you can contact our awesome Customer Service team, all of whom are working remotely.  Also, our website provides a lot of good help, solutions, and information via the Help button floating in the lower right corner of the screen.

Thank you for your business, for your frequent kind words and for trusting us with your critical mail.  Stay well and hunker down.

USPS Postage Rates 2020

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Mark Your Calendars!

The proposed price changes that the United States Postal Service (USPS) filed with the Postal Regulatory Commission (PRC) back in October, were approved. Starting January 26, 2020, these new prices will officially be in effect.

LetterStream prices will reflect the rate changes starting on Friday, January 24th at 5pm Arizona Time (6pm EST), so we recommend planning ahead and approving your mailings before the price increases are officially in effect.

As it goes every year, any job in our system that has been approved and paid for prior to 5pm on the 24th will have the old postage prices, even if we mail it on Monday the 27th.  Following is a list of postage changes for some of our primary products.

Here’s the list of items unchanged by the 2020 rates:

  • First-Class stamps staying at $0.55
  • First-Class Postcard Rate staying at $0.35
  • Extra Ounces staying at $0.15 (for letters, not flats)
  • Flat base rate staying at $1.00

And some items that are experiencing an increase, such as:

  • International Rates going up from $1.15 to $1.20
  • Certified Mail going up from $3.50 to $3.55
  • Return Receipt going up from $2.80 to $2.85
  • Electronic Return Receipt going up from $1.60 to $1.70
  • Registered Mail going up from $12.40 to $12.60
  • Flats Extra Ounces going up from $0.15 to $0.20

Sorry, this year we didn’t find any fees that went down for the products that we offer.

Click here to review the USPS press release for 2020 postage rates.
Click here to download and review the complete list of 2020 USPS rate changes.

We should remind you that LetterStream rarely raises our prices.  We simply increase our prices by the amount of the USPS rate increases, and you can expect the same this year as well.

Again, LetterStream will be implementing these changes on January 24th, 2020 at 5 PM, so make sure you approve any jobs you can before the 24th to get the old postage prices.

2019 Postal Service Holiday Shipping Deadlines

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Santa isn’t the only one busy this Holiday season!

We all get sucked into the hustle and bustle of shopping, wrapping, ordering, and MAILING!

The USPS becomes Santa’s little helpers as they deliver about 2.5 million pieces of mail this week alone and about 800 million packages between Thanksgiving and New Years. (WBRZ)

When sending out letters and packages to family and friends and want them to make it to the desired location by the big day, to do so make sure you follow the USPS shipping deadlines schedule.

Dec. 18 – APO/FPO/DPO (except ZIP Code 093) USPS Priority Mail Express

Dec. 20 – First-Class Mail (including greeting cards)

Dec. 20 – First-Class Packages (up to 15.99 ounces)

Dec. 20 – Hawaii to mainland Priority Mail and First-Class Mail

Dec. 21 – Priority Mail

Dec. 20 – Alaska to mainland Priority Mail and First-Class Mail

Dec. 22 – Alaska to mainland Priority Mail Express

Dec. 22 – Hawaii to mainland Priority Mail Express

Dec. 23 – Priority Mail Express

If you want more information about these deadlines go to WBRC.com

Happy Holiday!

2019 Baja 1000

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Racing through Mexico!

Given today’s headlines it might sound treacherous to drive to Mexico; but how much more so, to make it a thousand-mile road trip through the country. And let’s add a twist of only traveling on unpaved and primitive roads.

Well, Dennis our Technical Services Manager is doing just that this weekend. But because Dennis loves a good challenge, he’s making the trip in a Volkswagen bug.

Dennis is racing in the 2019 Baja 1000, a grueling 1000 mile non-stop road race on nearly impassible roads in a car that’s over 50 years old and has a fraction of the horsepower of any modern car.

There are two things you should know about Dennis. First, he can fix anything (which LetterStream really benefits from and I’m sure his race team does too) and second he has a heart the size of the entire Baja Peninsula. Dennis has joined up with another Dennis, Hollenbeck, and his team to race Class 11 car 1121 through a brutalizing 1000 miles of dust and boulders. But car 1121 isn’t just a race car, it is owned and operated as an extension and fundraising arm of Real Life Ministries an organization that serves the less fortunate ones in Mexico.

So not only does Dennis get the joys of fixing even more things this weekend, he also gets the greater joy of participating in a journey to uplift the downtrodden and help shed light on a ministry seeking to do the same thing.

Dennis, we’ll be watching and cheering as you pound the rocky terrain of Baja Mexico and seek to make the world a little better for those around you.

Check out the following related websites:

Real Life Ministries. https://reallifeministries.org/ “committed to serving the less fortunate, tending to the sick, and providing shelter for the homeless. 365 days a year, 24 hours a day.”

Class 11 Car 1121. http://www.teamh12one.com/ “We are about Running the Race as it describes in Hebrews 12:one , “Therefore, since we are surrounded by such a great cloud of witnesses, let us … run with perseverance the race marked out for us”.”

Baja 1000. http://score-international.com/ November 22 – 23rd 2019. View the livestream of the event at http://score-international.com/livestream-52nd-annual-score-baja-1000

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Update: November 25, 2019: 

The Baja team fought a brutal battle, enduring one of the most difficult courses in the 52 years of the Baja 1000 history. And congrats to the team, for taking First Place in the group of Class 11 cars. How amazing, to punish the car and driver for over 36 hours of non-stop CARnage and still drive across the finish line. Great job team!

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