Businesses that outsource non-core requirements can reap the rewards of cost-effective, specialist expertise. Many businesses routinely outsource services such as office cleaning, IT management and catering but continue to manage outgoing mail themselves. That may work well when the scale of communications is small, but as companies expand the demands of this essential task can weigh heavily on resource across the business.


10 reasons for outsourcing mail

Instead of printing documents, collating pages and putting them into envelopes, applying postage and taking mail to be posted. Mail can instead be sent to a specialist mail production centre to pick up the burden.

Here are 10 reasons why it could be time to consider outsourcing mail:


  1. To optimise resources: dedicating days of staff time each month to put together high-volume batch communications may not be an efficient use of their skills. Freeing them up from this responsibility releases time to better serve customers and grow the business.

  2. Multiple channel management: most businesses have to manage a mix of mail and digital communications, according to customer preference. Manually creating and sending communications through a range of channels is time-consuming and can be error prone.

  3. Cash flow: rather than wait for the monthly invoice run, invoices can be produced and distributed according to due dates so payments can be received earlier.

  4. Flexibility during staff absences: if employees in charge of mailings are unavoidably absent, outgoing mail may stall. The ability for any authorised user to send mail without leaving their desk overcomes this common issue of a people-based process.

  5. Quality: manual document compilation and envelope stuffing can be prone to errors. It’s important that the right information reaches the right person every time for data protection and quality reasons. A traceable technology-based process helps address this quality concern.

  6. To apportion costs: manual processes don’t lend themselves well to simple and comprehensive reporting. A digital solution, with full visibility into the process and reporting on the outcome of batch mailings, supports refinements including cost apportionment to parts of the business as required.

  7. Remote working: technology supports businesses in maintaining operations when staff are working away from the office. Mailings can be simply uploaded to a portal from anywhere to be actioned by the mail production facility, so staff don’t need to be in the office for outgoing communications to be sent.

  8. Equipment maintenance: printers can malfunction or run out of supplies, often at the worst possible moment. If such an issue holds up an important mailing, there can be repercussions for the business including an impact on receiving orders, customer service, and taking payments.

  9. Cost efficiency: outsourced mail is produced and distributed at a fixed price according to volume, with no leases for equipment.

  10. Space saving: organisations can avoid taking up valuable office space with equipment that might be used infrequently.


A single platform to manage communications

Outgoing communications can be simplified and streamlined through a platform that manages automation. Authorised users simply upload documents to a secure web-based portal. The production facility then takes over, routing documents via each preferred delivery channel (posted mail, customer portal, tracked email, or SMS text) using a secure, trackable, and automated process.


If outgoing mail management is time-consuming, inefficient and a drain on your business’ productivity, outsourcing could be the answer: find out how Quadient can help.

Eugene Concannon

Eugene Concannon

Head of Product Marketing UK & Ireland – Business Process Automation

Eugene manages the product marketing and management of BPA products in the UK and Ireland. He has over twenty years experience of successfully launching new web and mobile products and managing them in life. His products help organisations to streamline complex processes, especially in the areas of customer communications, accounts receivable and accounts payable. Eugene has a bachelor’s degree in Mathematical & Computational Sciences from the University of Dublin, Trinity College, and a post-graduate degree in Marketing from the Chartered Institute of Marketing.

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