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THE VALUE OF RELIABLE MAIL DELIVERY

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Due to the current digitisation and terms such as GDPR, we are increasingly aware of how often we entrust confidential data to third parties. Just think of your e-mail address, name, date of birth or postal address when you want to download or consult a document, for example.

Now, privacy and the protection of personal and confidential data is not only an important aspect in the digital world, but also within mail processing and distribution. After all, when you choose to outsource your mail processing, you entrust your business mail to an external mail partner. It is therefore important that you take into account a number of important concerns regarding reliable mail distribution. We will be happy to list them for you so that you can be sure to choose the most suitable outsourcing partner.

DOCUMENT INTEGRITY GUARANTEED

When you are looking for an external partner to process and distribute your business mail, it is important that this partner provides you with a guarantee of document integrity. Reliable handling of confidential documents is an absolute must with any mail solution you choose. Whether it’s ensuring correct covers, vignettes, mailbags or providing a reliable customer portal, your privacy must always be treated as a top priority.

To ensure that your confidential data remains protected even during digital mail solutions, postal companies use secure systems. At Easypost, for example, we opted for a highly secure platform where you can send your documents so that we can print and process them for you. You don’t have to worry about confidential information suddenly becoming public for our employees, because the entire process is done in-line. No one has access to the content of your mail.

CLEAR INFORMATION ABOUT YOUR PROCESSED MAIL

It is not only important that personal data is well protected at all times, but also that you are always aware of the amount of business mail sent, the status of registered mail or postal packages, etc. It is therefore best to choose a professional postal partner who guarantees a transparent mail handling process, for example by means of a well-developed customer zone. Some companies, such as Easypost, offer a customer zone that allows you to consult the receipts for your digital registered mail up to 10 years after the date or check the shipment status of your parcel . Such a customer portal also complies with current GDPR legislation and is encrypted with a specific security key with which you must log in. In this way, you can be sure that only you can access your shipping data.

MAINTAINING CONTROL OVER YOUR CORPORATE MAIL AND RELATED COSTS

A third point of attention regarding reliable mail distribution is maintaining control over your mail and the associated expenses. We just mentioned that many external postal partners work with a secure customer zone to keep you informed about mail processing and distribution. The portal is also used to give you an update on the amount of monthly mail and associated invoicing. In such a customer account, you can consult your detailed invoices and in some cases even have them broken down by department. In this way, you keep a constant overview and control over your various expenses. After all, a transparent way of communicating is part of a reliable mail service.

Of course, the expertise, experience and punctuality of your mail processing partner also contribute to the value of reliable mail delivery, but protecting your confidential data is an absolute top priority.

Would you like more information about our reliable postal solutions and service? Then contact us now. We would like to give you more information about our professional ways of working.

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HANDLING OUTGOING MAIL MORE EFFICIENTLY IN 5 STEPS

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Despite the rise of various modern and digital means of communication, companies still send traditional mail. Unfortunately, processing this amount of official documents, invoices and reminder letters costs them a lot of time and money, resources that they can better use for the core tasks of their business. The Centre for Economics and Business Research Ltd, or Cebr for short, even published a report a few years ago stating that companies can save an average of around 5400 million euros by outsourcing certain print functions. This also applies to the printing of outgoing corporate mail.

In order to process your outgoing mail more efficiently and economically, you can outsource your business mail. At Easypost, for example, we developed EasyPrint, a solution for efficient mail processing that allows you to outsource some tasks, such as printing your mail. In this blog we go through the 5 steps your mail goes through in such a process.

1. CHECK THE SHIPPING INFORMATION

This sounds obvious, but it is a crucial step in the efficient processing of your outgoing mail. After all, documents can end up with the wrong person, or they can be returned to sender. Since in most cases these are important documents or payment details, this can have very unpleasant consequences for both your company and the recipient. It is therefore important that you always have a customer database that is up to date.

2. SELECT THE RIGHT DOCUMENTS AND CHOOSE THE APPROPRIATE LAYOUT

The next step in this digital process is to select the right documents to send. Then comes the layout of your documents and enveloppes. You can also change your house style if you like. In that case, all you have to do is deliver the final result to your outsourcing partner.

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3. EXTERNAL PARTNER RECEIVES OUTGOING MAIL

After selecting the documents to be sent and the choice of layout, you send them to your postal partner via a digital system. This partner always receives your outgoing mail in a secure environment. This means that the entire process runs in-line and employee never have access to the content of your outgoing mail.

4. PROCESSING OF OUTGOING MAIL BY PARTNER

Once the the external partner has received your outgoing mail, the mail processing begins. The documents are carefully printed, enveloped and stamped in a single flow.

5. MAIL IS HANDED TO PROVIDER FOR DELIVERY

Finally, your outgoing mail will be delivered to the belgian provider, bpost, for delivery to the addressee.

Outsourcing these steps will save you a lot of time and money. After all, you no longer need employees to handle your business mail and your printing costs will drop considerably. As a bonus, you no longer have to deal with the purchase and maintenance of a franking machine, the purchase of enveloppes, labels and so on. What’s more, with an efficient mail handling method such as this, you can also benefit from special printing and mailing rates.

Would you like to know more about how you can process your outgoing mail more efficiently with a solution such as EasyPrint? Or are you looking for an experienced postal partner to process and send your business mail?

Contact us now! Our consultants will be happy to discuss the various possibilities to process your outgoing mail as efficiently as possible.

 

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WHAT IS MAIL MANAGEMENT AND HOW DOES IT HELP YOUR BUSINESS?

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Mail handling and mail management are not directly part of your company’s core activities, but they do play a major role in, for example, communicating with your customers and employees. Organising these tasks in-house is always possible, but working with a professional mail partner is a better solution for many companies. After all, you don’t have to use employees for manual mail processing and you can manage your budgets better because you don’t have to purchase and maintain the necessary mail processing equipment. Does outsourcing your mail management and mail processing seem the perfect solution for your company? Then of course you need to look for the right partner, but how do you start? We would like to give you a few points of attention you should take into account when choosing a professional mail processing partner.

SERVICES AND APPROACH

Does your company have a fluctuating amount of mail that depends on a certain period of time? Would you like to outsource your business mail entirely to an experienced postal partner or just a certain part of the mail handling process? Or maybe you have a lot of registered mail to send and are looking for a partner who can offer you this service? The range of services offered is obviously an important factor in choosing the right partner for your mail management.

In addition, the approach of the postal partner also plays an important role. A postal company that thinks along with you in function of your company and your specific needs is always the best choice and can help your company grow. The right approach also requires clear communication and a reliable way of working. This includes not only a pleasant customer service at all times, but also transparent communication about rates and the guarantee of safe mail handling. After all, your business mail must always be processed and managed in a confidential manner. If, for example, you choose the EasyPrint service from Easypost, your business mail will always be sent and processed in-line. So your privacy is always guaranteed.

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EXPERIENCE AND REFERENCES IN MAIL PROCESSING AND MANAGEMENT

When looking for a suitable partner for your mail management, experience is a crucial decision factor. After all, you want your business mail to be in good hands at all times and the mail handling process to run optimally. A postal partner with a few years’ experience on the counter will be able to respond faster and more efficiently when your company needs new solutions to postal problems.

References from other customers or perhaps from your connections can also help you make the right choice. For example, Easypost communicates some cases and customer testimonials on the website. In this way you can read the results of the services offered and best estimate which solution is most suitable for your company.

FUTURE-PROOF AND INNOVATIVE

In the business world it’s important to keep an eye on the future and to keep up with new technologies. The same also applies to your choice of a suitable outsourcing partner for your mail management. An experienced mail partner who always tries to optimise mail processing will be able to assist you with any problem within your mail management. So it’s a good idea to opt for a partner who is involved in innovative solutions such as digital registered mail and the digital dispatch of your business mail for further processing.

COMPETITIVE RATES FOR MAIL MANAGEMENT

Finally, we must not forget that outsourcing also costs money. A good rate for outsourcing your mail management and mail processing is therefore a final decisive factor in choosing the right partner. When you receive information and offers from potential partners, be sure to check whether they offer special rates for mail collection or discounts depending on your annual volume. In addition, a postal partner with a well-filled customer portfolio can offer you extra discounts because it manages and processes large volumes of mail for multiple customers. These discounts allow you to better manage your budget and spend it where it is really needed.

Are you looking for an experienced partner for your mail management? Then it’s best to take some time to go through the above points for each candidate and compare them with each other. This way, you don’t make a hasty decision and you are most likely to choose the right partner.

Would you like more information on how Easypost can optimize your mail management and mail handling? Contact us now. Our consultants will be happy to advise you.

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PRINT AND SEND INVOICES IN ONE FLOW WITH EASYPRINT

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We live in an era where most communication is done digitally. Every day, companies send various e-mails to employees, partners and customers. Now, not all communications are equally suitable for sending digitally. Think for example of invoices, official documents, fines or reminder letters sent by financial institutions, collection companies or the police. These documents are therefore most often sent by traditional mail.

Unfortunately, this traditional and manual sending of such documents costs a lot of time and money. From printing to making the documents fully ready for dispatch. To help companies and agencies with this time-consuming task, we developed EasyPrint, an all-in-one solution for processing and sending invoices. In this blog we explain how you can use EasyPrint to print and send all your invoices in one go.

HOW DOES EASYPRINT WORKS?

Knowing that sending invoices and other official communications is a cumbersome process, we wanted to come up with a total solution for mail processing and dispatch. That’s why EasyPrint takes over the entire shipping process from you. All you have to do is deliver the documents you need to send digitally, Easypost does the rest. The mail processing process with EasyPrint is as follows:

  1.  you select the documents you wish to send.
  2. you determine the layout of the documents and envelopes yourself. Does your company change house style over time? No problem, you make the necessary changes to your current layout and internal systems yourself. Then you send us the final result digitally for processing.
  3. Easypost receives these documents in a digital, secure environment.
  4. the documents are printed one by one, covered and stamped.
  5. Easypost delivers the processed mail to our provider, bpost.
  6. It will further distribute your mail via its network
  7. Your mail arrives at the correct destinationUw facturen en officiële communicatie wordt dus in één vlotte flow verwerkt en tot bij de ontvangen gebracht. U hoeft zich dus geen zorgen meer te maken om de postverwerking van uw facturatie, met EasyPrint nemen wij dit helemaal van u over.

THE BENEFITS OF EASYPRINT

EasyPrint also offers a lot of advantages to your company through an efficient and fast processing of your invoices:

BETTER USE OF TIME AND FOCUS

Because with EasyPrint we take care of the printing and processing of official documents and invoices, your company or office will save a lot of valuable time. Your employees can focus on important tasks that are part of your core business.

COST REDUCTION

In addition, you save a lot of costs associated with the mail processing of your invoicing, such as printing costs, cover costs, mail processing machines and so on. What’s more, at Easypost we can charge you a more favourable printing and shipping rate because we process large volumes of mail for different customers on a daily basis.

PRIVACY GUARANTEED

Moreover, because we consider privacy of paramount importance, we would like to emphasize that we are fully compliant with the legislation on GDPR. No one therefore has access to the content of the invoices and documents to be sent.

REQUIRED SUPPORT

Easypost gives your company the necessary support regarding your mail delivery, 7 days a week. You even have your own dedicated Easypost employee at your disposal. In addition, you can always consult our support page on the website for frequently asked questions.

Are you curious about what EasyPrint can do for your company? Then contact us now. Our consultants will be happy to give you the necessary advice to send your mail in a more efficient way.

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