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Hybrid Mail

The 5 benefits of hybrid mail: printing and posting online

Emma Workman

23rd September 2021

Hybrid mail is the secure, cost-effective, online digital mail solution that allows users to quickly and efficiently send personalised printed mail from their desktop or laptop computer.

The solution is designed to help businesses manage all of their communication requirements within one account. This provides both ease of use and the perfect tool for both remote and office-based working.

This process transforms the way printed communications are managed through an automated mailing process, providing a mailing service from which businesses can only benefit.

But how do organisations really benefit? Here are five reasons you should be using hybrid mail today:

Hybrid Mail is time efficient

1. Hybrid mail solutions are time-efficient

By combining the efficiency that comes with digital technologies with the reduced staff involvement in producing bulk and individual mailings, hybrid mail speeds up the end-to-end process of sending physical mail to one or thousands of end recipients.

The traditional in-house mailing process - purchasing equipment, printing, folding and stuffing envelopes, and trips to the post office, whatever the weather - can be challenging. Hybrid mail makes the same communications accessible instantly and online (with no need to worry if you need an umbrella).

Additionally, many hybrid mail services, like Docmail, enable users to store templates, pre-schedule mailings and report on audience engagement so that everything can be found in one place.

This increases productivity and efficiency at both the employee and the business level. The process is automated, easy to use and streamlines the sending of print and mail whilst providing complete mailing management and reporting functionality.

docmail hybrid mail

In all of this the Docmail team were ‘second to none’. They were just there all the time, with rapid response on every question, I never wait more than 20 minutes for an answer to anything. They follow up to check understanding with phone calls and anticipate and offer help. They guided me through the whole process.

Platform Housing Group

Hybrid communications

Hybrid mail really does think of everything when it comes to saving businesses and employees valuable time, which we all know is hard to come by!

Save money with hybrid mail

2. Hybrid mail saves money

There are no hidden costs with hybrid mail. What you see is what you get.

Hybrid mail removes the requirement for in-house resources and the amount of staff time when creating postal mailings. A typical estimate to produce a letter in-house is £1.32+vat (as of 2021), based on the following breakdown:

  • Staff time @ £10 an hour (3 minutes per letter) = 50p
  • Franking machine rental = 1p
  • Franking machine toner = 1p
  • Toner and printing costs = 5p
  • Postage = 65 - 76p
  • Stationery = 5p
  • Envelope = 5p

  • In-house letter total = £1.32

    Docmail hybrid mail starts at just 54p

And with hybrid mail, the cost is consolidated.

For example, Docmail hybrid mail pricing starts from 0.54p per black-and-white letter sent second class.

That’s a total of 59% savings on each document sent when you compare the online mailing service to traditional business mail methods. This is not only from the savings made from resources and staff time but also from relationships that hybrid mail suppliers can offer, such as the Royal Mail address validation service that ensures you are mailing correct, recognised addresses.

The price is approved before payment, giving the user the ability to control and monitor the exact spend a business is allocating to postal communications whilst providing a complete breakdown of where a budget has been spent and ensuring approved addresses are mailed to.

Hybrid mail is safe and secure

3. Hybrid mail is secure

The very best hybrid mail systems are GDPR compliant, minimise data breaches and work in line with sector accreditations. The online system meets all the requirements you would expect from a trusted partner, orders are encrypted in the system and sent to be printed, enclosed and sorted at a secure production facility and handed directly to Royal Mail for delivery.

The hybrid mail team becomes your second line of support acting as a spot check for data errors that may occur.

Many hybrid mail services, like Docmail, also offer the option for returned mail to be managed by the print provider and securely destroyed. It can also be sent directly to you for data security purposes. This means that you can rest assured your letters are always in the right hands.

Hybrid mail for a hybrid workforce

4. Hybrid mail solutions allow you to send communications from any location with internet access

With secure online access, hybrid mail solutions offer complete flexibility wherever you find yourself working. Hybrid mail supports remote, agile, office-based and hybrid workers, providing all-sized businesses with the perfect tool to manage and send communications without delays.

With remote and agile working very much a thing of the present, hybrid mail is being adopted into businesses to ensure that employees have the tools they require to engage effectively with their clients, drive sales and increase business engagement and awareness, wherever they happen to be.

Environmentally focused

5. The right hybrid mail solution is environmentally friendly

Hybrid mail is an environmentally friendly option for communicating with end audiences. It uses the minimum amount of resources to drive maximum results. It does this by removing the need for ink, paper, envelopes, and all the other things that lead to wastage. Hybrid mail only uses the resources required.

What’s more, many hybrid mail suppliers use FSC paper and power a percentage of their factory with solar panels, like CFH Docmail, to ensure their environmental initiatives are passed onto their customers, like you.

By allowing an expert company to manage your business communications with hybrid mail, you are streamlining your communication efforts for both bulk mailings and individual touch points. This feeds into your bottom-line targets of working with and being an environmentally focused company.

These are just five of the benefits showcasing why many businesses are opting to use hybrid mail as a communication tool to drive awareness and improve their processes. There are plenty more reasons why hybrid mail can benefit your organisation. To find out more, check out our page dedicated to everything you need to know about hybrid mail:

Learn more about how hybrid mail can benefit you »

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You can also get in touch with one of our hybrid mail experts below. They are happy to discuss how Docmail hybrid mail can help improve your business from day one.