In this digital era, the dynamics of efficiency have taken over businesses in their effort to reduce operational effort while saving on costs. The company mail service often turns out to be the least considered area when it comes to seeking means of streamlining operations and cutting down on the bottom line. Digitising your company’s mail will enhance the speed and security of your documents while bringing down costs. With a range of digital mail services offered within the UK, switching to a digital mail solution has never been easier. Here we delve into how to make the switch to digital mail, which services can support the switch, how much this will cost, and how much you are likely to save.
Why Digitise Your Mail Service?
The conventional letter service maintains physical handling, sorting, and distribution. This entire process is quite time-consuming and requires a lot of resources. Digitalization of this process allows receiving and managing business mail electronically, thus flexibility and accessibility to the enterprise.
Benefits of digitising your company’s post service include the following:
Efficiency: The mail can be accessed by staff from any location without any delays and no physical handling.
Cost Savings: Over time, a company will save money in the realms of paper, printing, and mailing.
Security: Most digital mail services feature encryption and other forms of security, reducing the chances of lost or misdirected mail.
Go Green: Reduced paper waste and reduced transportation emissions help the company along with its environmental sustainability goals.
How Does a Digital Mail Service Work?
Digital mail services digitise ordinary posts. Actual mail is scanned upon arrival to a prestated address, stored in a secure manner, then made available to the recipient through some web platform. The recipient can then view, download, or forward the mail accordingly. Other services will go ahead and permit you to select which you would like to keep, shred, or recycle after scanning for flexibility in choosing physical documents.
UK Services to help digitalise your mail service
There are a number of UK-based companies that can provide a range of digital mail solutions, from the small to the enterprise level business. Here are some of the more popular options:
1. UK Postbox
UK Postbox is a digital post management service that allows businesses to receive, view, and manage their mail online. When the mail reaches them, they scan the envelope and give you an overview of what has come through. You then select whether to open and scan the contents, forward the mail, or securely destroy it. Other services offered include parcel forwarding and mail archiving.
Pricing: UK Postbox has various schemes, depending on the volume of post. Business schemes start off at about £15 per month, with overcharges based on scanning and sending needs.
Possible Savings: With UK Postbox, there is a possibility of saving some costs for businesses due to minimal handling and storage of physical posts by using economies of scale on paper, postage, and people.
2. Scan My Post
Scan My Post operates the same way, but will enable business people to get their posts from any part of the world. In this case, mail gets scanned and then uploaded to a secured portal. Users are allowed to view it within 24 hours of its arrival. This can, however, be used for other alternatives like forwarding, shredding, or recycling physical mail.
Price: Plans start from approximately £12 a month, in addition to added scanning costs over the allowed volume and physical mail forwarding.
Possible Savings: Companies using a traditional mailroom will save on office space, labour costs, and storage of physical mail by moving onto a digital solution like Scan My Post.
3. DocuMail
DocuMail by CFH Docmail is a service that helps companies in streamlining their mail processes. DocuMail digitises physical posts and integrates them into an organisation’s existing system. It would, therefore, be more applicable to the larger organisations with complicated mail management needs. It offers a security feature in storing the mail, a search function, and automated workflows to process the mails.
Price: Pricing is based on volume and specific service needs. It also can be customised. Basic lot prices usually begin at about £20 a month for small to medium-sized businesses.
Possible Savings: Large organisations could have big savings by the fact that DocuMail integrates large enterprise systems to minimise manual mail handling; further, it increases the speed of processing. This all gives fruitful profit to the companies.
4. Swiss Post Solutions
Swiss Post Solutions provides full digital mail services to businesses in the UK, particularly for large organisations that have high volume sensitive or regulated documents. Swiss Post Solutions scans, indexes, and stores materials securely before allowing users easy access and retrieval of them via the digital platform.
Cost: Prices vary because of the nature of the bespoke service, dependent upon volume of mail and individual business needs. Pricing usually starts from £25 a month, with bespoke packages for larger organisations.
Possible Savings: Save on personnel, real estate, and compliance-related costs by dismissing the need for a mailroom.
Reduce Costs and Costs of Implementation
The costs involved with digitising your mail service-both in implementation fees and subscription fee ongoing. But many times the benefits of this investment result in significant savings into an operation’s cost. Here’s what you can expect:
Implementation Costs: Most of the digital mail services do not have any, or minimal, setup fees since most of them operate on a month-to-month subscription basis. In those instances where businesses have particular needs, such as integration with existing systems, the cost of customisation may vary from £100 to £500.
Monthly Fees: These range from £10 to £50 a month for small to medium-scale businesses. This is based on the volume of mail and features required. Larger organisations have heavier volumes, which translate to higher rates.
Cost Savings: Once a business switches over to digital mail service, it will save on:
Paper and Printing Costs: Reduced need for paper and printing supplies by about 10-20% of the costs linked to such supplies.
It saves money on postage. With fewer physical letters sent via snail mail, which companies do in bulk, some save on the mailing fees. Again, this depends on the volume and frequency of mails sent or received by the companies. Labour: With a reduced need for personnel handling mails, companies stand to save on salaries to maintain a mailroom team. The savings will depend on the number of workers working in the mailroom of your organisation. Steps to Transition to a Digital Mail Service Transitioning to a digital mail service requires careful planning. Here’s how to get started:
First, evaluate your mail volume and type, plus any compliance and security requirements of your company. Then comes the time to choose a service provider: One has to research providers for suitability to one’s needs, budget, and security standard. Implementing the Service: Discuss how that company is going to take over your mail by setting it up in a new address where all the incoming mail will be sent to their digital system with the chosen service provider.
Announce the Change: It has to be announced to all staff and clients so that everybody adjusts to the transition smoothly.
Test and Optimise: The test runs have to be done so that problems are sorted out and settings adjusted as necessary.
Request Letter for Digital Mail Services
How to write a request letter ? In requesting services concerning digital mail, what your company needs and expects should be stated clearly. This can be attained by giving a decent introduction, explaining your requirements, and finishing with the request for further information concerning packages or prices. A common example of such an approach is as shown below:
Dear [Service Provider’s Name],
I do hope this note finds you in great spirits. I am writing to inquire about your services in the line of digital mail and how such services can be tailored to suit the needs of [Your Company’s Name]. We have been looking for ways through which we could make our mail processes less cumbersome and more efficient with some form of digital solution. Could you, therefore, kindly avail us with details of your service and price packages?
Thank you, and I look forward to hearing from you.
Best regards,
[Your Name]
[Your Position]
[Your Company]
Examples of Companies Using a Winter Colour Palette in Marketing
This is something that companies like John Lewis & Partners and Boots have done seamlessly as companies move to digital solutions, using a winter colour palette across their digital and physical campaigns. Often, this is achieved by John Lewis & Partners using deep reds, forest greens, and golds to really bring in a warm, cosy feel for their holiday adverts, with Boots drawing upon cool blues and silvers in their winter promotions to give them a crisp, cold feel.
Conclusion
Digitising your company’s mail service will save colossal amounts, improve operational efficiency, and increase security. With the selection of an appropriate service provider and using a structured approach, businesses in the UK can have a very easy transition into this digitised mail system. This move-from cost-cutting to compliance with the winter colour palette in your digital communication-marks one step ahead in modernising your business operations.
