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The Ultimate Guide to Statement Printing and Mailing Services

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The Ultimate Guide to Saving Time and Money with Statement Printing and Mailing Services


  1. What are Statement Printing and Mailing Services?
  2. Benefits of Using Print and Mail Services
  3. Who Uses Print and Mail Services?
  4. Cost Savings with Statement Printing and Mailing Services
  5. Overall Cost Savings with Volume Orders
  6. What to Look For in Printing and Mailing Services
  7. Unexpected Perks of Partnering
  8. Final Thoughts

When it comes to managing a business, time and money are two valuable assets that every organization wants to optimize. One way to do this is by using print and mail services. These services offer numerous benefits that can help businesses save both time and money.

What are Statement Printing and Mailing Services?

One of the most overlooked customer touchpoints are invoices and billing statements. These mailings are both consistent communication with your market and a critical element of your financial operation.

Statement and invoice printing and mailing services involve the printing, folding, and inserting of statements or invoices into envelopes and mailing them out to customers. This process can be time-consuming and costly if done in-house. 

Businesses can save time, money, and resources by outsourcing these tasks to a statement print and mail service provider. These savings can be reinvested to focus on core business activities. 

In this guide, we will explore the benefits of using statement print and mail services. We’ll outline the different types of services available and how you can choose the right provider to meet your needs. 

Benefits of Using Print and Mail Services

Using a print and mail services provider frees up valuable resources, enabling you to operate more efficiently. The Top 5 Benefits of Statement Printing and Mailing include:

  1. Cost Savings: significantly reduce operating and mailing costs
  2. Increased Customer Trust: add a level of credibility and trust to your business communications
  3. Streamlined Processes: automate manual processes, saving time and minimizing mistakes
  4. Improved Sales Strategy: mailing physical statements provides an opportunity to promote your products and services
  5. Security: protect valuable data with security measures

Using a print and mail services provider provides you with an efficient and cost-effective solution for your statement printing and mailing needs. Outsourcing these tasks not only saves time but also allows you to redirect their resources to other critical areas.

Who Uses Print and Mail Services?

Print and mail service providers are utilized by a wide range of entities, including private sector businesses, universities, nonprofit organizations, and government agencies.

Businesses of all sizes can benefit from using a print and mail service provider. These services allow you to outsource statement printing and mailing tasks, freeing up staff to focus on other important tasks. Additionally, you can save on costs associated with expensive printing equipment or an in-house mailing system.

For those who own rental properties or apartment complexes, outsourcing statements comes with an additional benefit known as householding. With householding, you can insert multiple bills to the same addressee into a single envelope or box. No need to mail in multiple separate envelopes. This is yet another way to streamline the process and create additional savings.

Cost Savings with Statement Printing and Mailing Service Provider

Perhaps one of the most popular benefits of outsourcing your statement printing and mailing functions is the cost savings. Let’s dive deeper into that. Cost savings present themselves in three significant areas:

  1. Paper, Ink, and Postage
  2. Equipment and Power
  3. Time and Resources 

Mail service providers can get bulk discounts on paper, ink, and postage. Many individuals and small businesses might have trouble getting such discounts on their own. When you outsource your statement printing and mailing services, you won’t have to worry about paper and ink shortages. Your distribution partners should have ready access and long-term relationships with their suppliers.

As mentioned, you won’t need expensive printing equipment or an in-house mailing system. This not only eliminates the need for upfront capital investment but also saves on ongoing maintenance and operational costs. 

Since your team isn’t stuffing and mailing, they can do other things. By allowing your team to focus on more important tasks, you’ll increase overall productivity and efficiency. 

Overall Cost Savings with Volume Orders

One of the key factors that can lead to significant cost savings is placing volume orders. By consolidating your mailings into larger quantities, you can reap a range of benefits that help reduce costs per piece.

Volume orders create the potential for postage discounts. Many postal services offer reduced rates for bulk mailings, allowing you to save on postage fees. These discounts can add up significantly, especially if you are sending out a large volume of statements or invoices regularly.

In addition to postage savings, volume orders also benefit from economies of scale. Processing larger quantities of mail items allows for streamlined processes and reduced labor costs. The per-unit cost of printing, folding, inserting, and mailing decreases as the volume increases, resulting in substantial overall cost savings.

What to Look For in a Printing and Mailing Service Partner

When choosing a printing and mailing service, there are several key factors that you should consider:

  1. Industry Knowledge
  2. Personalized Customer Service
  3. Quick Turnaround Times

First and foremost, evaluating the knowledge and types of services is important. Look for a provider that has experience and expertise. Postal rules and regulations can be complicated. You need a partner who knows how to get the most from the USPS. Look for various services, such as full color inkjet printing and the ability to print custom inserts, to meet your specific needs.

Customer service is a benefit that you’ll be happy you thought of in advance. You want a service provider who provides personalized attention and excellent customer service.

Efficiency is another crucial aspect to consider. Opt for a service pro that utilizes technology and streamlined processes to ensure fast and accurate printing and mailing. This can help save time and reduce errors, ultimately improving overall efficiency.

Additionally, consider specific capabilities that may be important to your organization. Address correction services reduce the number of bad addresses. Personalized printing options provide a more tailored approach to your mailings.

Unexpected Perks of Partnering

Deciding to outsource your printing and mailing services can lead to some unexpected perks

  • Enhanced Control and Visibility: With the right partner you can easily track and stay up to date on the production process so you know everything is running smoothly.
  • Improved Appearance: The attention to detail that comes with a professional service provider results in a better-looking statement which can improve the customer experience. 
  • Streamlined Communication: options like variable messaging, address correction, and barcode technology all streamline your communication with your customers

Final Thoughts

Outsourcing statement printing and mailing services is a smart and cost-effective way to free up your time and resources. It also ensures your customers receive their statements accurately and on time. By partnering with a reputable provider like PMSI, you can benefit from a range of benefits, including:

  • Significant cost savings on paper, ink, postage, equipment, and labor.
  • Improved customer experience through timely delivery, professional appearance, and personalized messaging.
  • Streamlined processes and enhanced control and visibility over your printing and mailing operations.
  • Enhanced security with industry-leading data protection measures.

Improve operational efficiency. Increase the effectiveness of your statement printing. Streamline your mailing process. All by outsourcing to a professional service provider.

Contact us today to learn how we can help you save time and money with your statement printing and mailing!

Bill With Confidence guide by Professional Mail Services, Inc.

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