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.
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.
