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Mail Solutions to Save You Time and Money

Want to eliminate trips to the post office? Invest in one of these postage solutions.

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Written by: Bennett Conlin, Senior WriterUpdated Aug 28, 2024
Sandra Mardenfeld,Senior Editor
Business News Daily earns compensation from some listed companies. Editorial Guidelines.
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Direct-mail marketing is often underestimated, but it can be highly effective. If you use or want to start using direct mail for business, it’s smart to invest in small business postage solutions. These tools range from inexpensive letter openers to advanced shipping software, so make sure your purchases align with your specific business needs.

We’ll explain what to look for in mailing equipment solutions, share direct-mailing best practices, and highlight some top solutions to consider.

Editor’s note: Looking for the right mailing equipment for your business? Fill out the below questionnaire to have our vendor partners contact you about your needs.

What to consider before buying mailing equipment solutions

Before you start shopping for direct-mail equipment, it’s crucial to ask yourself these questions:

  • How frequently does your business send mail? Your business’s mailing frequency will significantly affect your purchasing decisions. For example, do you send direct mail weekly or daily? Businesses that send and receive significant mail quantities may want to invest in shipping software, letter openers and folding machines. Smaller firms that don’t send mail frequently won’t need those tools.
  • What are you sending? Do you mail packages to customers? If so, your business may need to abide by specific shipping standards, which will affect the equipment you need. Do you send content via envelopes? If so, you may need a postage meter that prints directly on envelopes to ensure you always include the correct postage amount. 
  • What are your direct-mail goals? Your business goals will directly affect the mailing equipment you buy. For example, if you plan to ship items to customers frequently to boost engagement and interest, you’ll likely need shipping software and folding machines. If your goal is to ship a few items monthly to select customers, you might need only a postage meter. 

Businesses should focus on buying direct-mail solutions that will improve operations and make things easier for team members. Not every company needs extensive mailing equipment, so invest wisely in solutions that will help propel your business. 

TipTip
If direct mail aligns with your business needs but you're not ready to invest in mailing equipment, consider outsourcing your shipping to a third-party specialist.

Best mailing equipment solutions

After you assess your mailing equipment needs, consider the following top-rated vendors. They provide postage meters, folding machines, shipping software and much more to help improve your direct-mail campaigns.

Data-Pac Mailing Systems (postage meters, shipping software)

Data-Pac has been in the mailing industry for more than 35 years. It offers hardware and software solutions that work together to make it easier for small and midsize businesses (SMBs) to ship parcels without visiting the post office.

  • Hardware: With more than a dozen hardware systems to choose from, Data-Pac can meet the needs of small businesses with modest mailing needs and bigger operations that require extensive features such as mixed-thickness feeders, dual carrier options and optional weighing platforms.
  • Software: Data-Pac’s Ushipsaver shipping software allows companies to ship and mail many types of packages. According to the company’s website, the software is designed to save companies roughly $10 per day.

Contact a Data-Pac system sales specialist to determine the best solutions for your business’s unique needs. 

Formax (folding machines, software)

Formax sells various mailing solutions, including the following:

  • Inserters
  • Folders
  • Tabbers
  • Envelope openers and sealers
  • Pressure sealers
  • Mailing software 

Formax’s folding machines include compact folders such as the FD 300, which processes 11-inch and 14-inch paper at speeds of 7,400 sheets per hour, and robust powerhouses like the Atlas-AS Air-Feed Document Folder, which processes up to 27,500 sheets per hour and sports a 7-inch touchscreen control panel. Contact the Formax sales team to learn about the company’s vast array of business products. 

FP Mailing Solutions (postage meters, folding machines, software)

FP Mailing Solutions is a one-stop shop for small business owners who need mailing solutions. Its products make it easy to scale up your mailing efforts as your business grows. Instead of overloading business owners with an onslaught of confusing customizable options, FP separates its hardware by series to simplify the shopping process.

The vendor’s PostBase Mini Postage Meter is perfect for entrepreneurs and small business owners who need significant functionality in a small package. From its small-space-friendly postage meter to tiny-footprint folders like the FPi 1015 Folder inserter, FP Mailing’s line of SMB products is well designed and varied. Price quotes can be requested directly through the website.

MyBinding (letter-folding machines, binding machines)

MyBinding sells an array of folding and binding equipment. 

  • Paper-folding machines: MyBinding offers extensive paper-folding options for low, medium or high volumes. Prices range from around $300 to $40,000, with offerings from several manufacturers, including Martin Yale, Intimus and Dahle.
  • Binding machines: MyBinding offers a selection of binding machines and supplies. In fact, the company says it sells more binding machines and book-binding systems than any other vendor. If you want to bind materials before mailing, look into MyBinding.

United (folding machines)

United’s F100 Automatic Paper Folder is perfect for small businesses with low-volume projects. It’s compact, so you can place it on a desk if you have a small workspace or need extra room for other business operations. It can process up to 156 sheets per minute for 11 x 14-inch paper and offers four folding settings. To help with any unloading needs, you can set specific numbers of sheets with a resettable three-digit counter and adjustable stacker wheels. This product is ideal for schools, churches and offices.

Martin Yale Industries (folding machines)

Martin Yale Industries offers a broad range of folding machines that are best suited for small businesses, schools, churches and mail rooms. The company’s folders range from a 8.5 x 11-inch desktop unit to a 12 x 18-inch format; some units include a 500-sheet feed-table capacity. The folders have various options, including preset positions for standard folds on manual adjustment machines and preset, preprogrammed folds on electronic automatic machines. Martin Yale’s folding machines can process 2,200 to 15,000 sheets per hour.

Quadient (postage meters, folding machines, software, address printers)

Quadient, formally called Neopost, offers mailing systems and letter-folding and insert machines specifically designed for small businesses. Models range from petite desktop units built for home offices to large mail-room designs with built-in scales and touchscreens. The company’s postage meters can process over 50 U.S. Postal Service rates and services.

Quadient also offers machines that specifically fold letters, as well as devices that can handle inserts and fold letters. Its small business options can fold 1,350 to 2,400 letters per hour. Quadient also sells address printers. 

Pitney Bowes (postage meters, folding machines, software, letter openers)

Pitney Bowes offers several postage meters and letter-folding machines, as well as mailing services, inserters, letter openers, sorters, specialty printers and software solutions. The business’s letter-opener selection includes the DL200 Letter Opener, which can open 250 letters per minute. This type of machine is geared more toward businesses that receive mass quantities of mail. (The DL50 model is a better option for smaller operations.)

While many of Pitney Bowes’ products and services target enterprises, the company also offers SMB-friendly postage meters and folding machines. For example, the SendPro C200 is compact and powerful and allows entrepreneurs to compare options from three major carriers (including USPS and UPS), print postage, weigh packages, print shipping labels and more.

Pitney Bowes also offers a diverse selection of postage tools and affordable financing for its mailing solutions; some systems cost as little as $17.99 per month.

Did You Know?Did you know
Taking advantage of USPS promotions can help your small business save significant money on direct-mail campaigns.

Direct mailing best practices

Finding the right mail solutions for your business is a great first step. However, an effective direct-mail strategy requires an intuitive understanding of best practices to ensure excellent results and positive reactions from recipients. Consider the following tips: 

  • Avoid spamming customers with direct mail. Don’t overwhelm customers with excess marketing materials. Sending too many items or sending mail too frequently can backfire.
  • Incorporate letters into your direct-mail campaign. Personalized letters with customized offers or information can help boost direct-mail engagement.
  • Make sure your direct mail is relevant to recipients. Much like email marketing, your direct-mail campaigns should be relevant to recipients. Understand your target customers, and send offers and information that will interest them.
  • Include a call to action (CTA) in your direct-mail pieces. Develop CTAs that encourage recipients to take action and engage with your business.
  • Build an email list with direct-mail customers. Use direct mail to get permission to add recipients to your opt-in email marketing campaigns. Invite them to join your email list via a QR code, or include a printed link to your landing page
  • Help direct-mail customers reach your business. Always provide an easy way for customers to respond to your message via mail, email or online.
  • Ensure that your direct-mail campaigns are error-free. Any mail you send to current or prospective customers should be grammatically correct. In particular, customers’ names must be spelled correctly.
  • Pay attention to your direct-mail pieces’ design. Keep your mailers straightforward and easy to read. Be mindful of design best practices to ensure your message is received. 
TipTip
For additional advice on adding direct mail to your marketing plan, read our Small Business Guide to Direct Mail.

Unlock the power of direct mail

Investing in small business postage solutions can help you enhance the efficiency of direct-mail marketing and save you money. From simple tools such as letter openers to advanced shipping software, these solutions should be tailored to your business’s specific needs and goals. Key considerations include the frequency and type of mail sent, adherence to shipping standards, and alignment of your mailing solutions with your business objectives.

Amanda Clark contributed to this article. 

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Written by: Bennett Conlin, Senior Writer
Bennett Conlin's passion for business and entrepreneurship is evident everywhere, from his bachelor's degree in business administration and management from James Madison University to his work with small business development centers to the founding of his own small multimedia company. At Business News Daily, Conlin primarily covers technology, such as mobile credit card readers, PayPal alternatives, document scanners and 3D printing, as well as marketing trends like direct mail solutions, Facebook marketing best practices, email marketing services and outsourced PR. Conlin has also provided consultative services for small businesses looking for social media and website assistance, studied the cybersecurity landscape and expertly guided entrepreneurs toward the wide range of products and services needed for everyday operations. In recent years, Conlin has focused on the intersection of business, finance and sports with insights on the casino industry and coverage of sports betting news and legislation.
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