In today’s economic climate, every dollar counts. Yet many businesses are hemorrhaging money on what seems like a simple operation: managing their own mail. While most leaders focus on obvious costs like stamps and supplies, the real expense of in-house mailing runs far deeper – and it’s likely eating into your profits right now.
The unexpected complexity of mail operations means many organizations don’t realize just how much their DIY approach costs them until they take a closer look at the numbers.
To help you make an informed decision about your mailing operations, let’s dive deep into the surprising ways in-house mailing impacts your bottom line.
The Real Costs of In-House Mailing
Labor Costs
Your team’s time is precious, but in-house mailing devours it.
A typical employee might spend 15-20 minutes preparing just 20 pieces of mail. Multiply that across hundreds or thousands of mailings per month, and you’re looking at significant labor hours.
Whether you’re hiring dedicated staff or pulling employees away from revenue-generating activities, the hours spent printing, folding, and stuffing envelopes translate directly to lost productivity.
Even worse? Those looming mailing deadlines often lead to costly overtime.
Equipment & Supplies
Think a printer and some envelopes are all you need? Think again. The reality is far more complex and expensive. Here’s what a proper in-house mailing operation really requires:
- Industrial-grade printers capable of handling high-volume output
- Folding machines and inserters for efficient processing
- Postage meters and precision scales
- Sorting equipment and mailing software
- Regular maintenance and repairs
- Constant supply replenishment (e.g. paper, ink, toner, envelopes, etc.)
- Annual software licensing fees and updates
Postage & USPS Compliance
Postage rates have been on the rise and aren’t showing any signs of relenting. While you have to front this cost no matter whether you outsource or handle mailing in-house, complex USPS regulations and processes make it rather easy to make errors and risk overpaying—especially when you’re in a hurry to get important documents into the mail stream.
Dedicated Mailroom Space
Your office space is prime real estate. Every square foot dedicated to mail operations is space that could generate revenue through other business activities. In today’s market, can you really afford to turn premium office space into a mailroom?
The space requirement goes beyond just equipment footprint. You need:
- Storage areas for supplies and materials
- Workspace for mail preparation
- Staging areas for outgoing mail
- Space for returned mail processing
- Climate-controlled areas for sensitive equipment
With commercial real estate prices continuing to rise, the true cost of dedicating space to mail operations becomes increasingly significant.
Human Error
When teams rush to meet mailing deadlines, mistakes happen. These errors aren’t just minor inconveniences—they’re profit-killers that can damage your business relationships and bottom line. Common costly mistakes include:
- Address errors leading to returned mail
- Incorrect postage causing delivery delays
- Compliance violations resulting in fines
- Missing documents requiring reshipment
- Quality issues damaging brand reputation
Each error requires additional time and resources to correct, creating a snowball effect of increased costs and decreased efficiency.
Less-Than-Ideal Response Rates
Many businesses unknowingly sabotage their own success with subpar mailing practices. Professional mail operations aren’t just about getting documents from point A to point B—they’re about maximizing the impact of every piece sent. Common pitfalls include:
- Using low-quality printing equipment and supplies
- Selecting the minimum standard postage (instead of first class)
- Sending printed documents when an e-mail would have sufficed
Is In-House Mailing Cheaper Than Outsourcing?
In short, the answer is no. Outsourcing your critical business communications to a print-to-mail company like MailXStream can save you as much as 30% on your mailing costs.
Cost-Saving Benefits of Outsourcing Mail Correspondence with MailXStream
- Increased Efficiency: With our streamlined print-to-mail services, we guarantee speedy production and delivery to the USPS by the very next business day.
- Reduced Staff Burden: No need to use valuable staff hours to handle your mail solutions. Instead, rely on our experienced team and advanced printing technology to get the job done faster.
- Fewer Mistakes: Say goodbye to mailing errors that inevitably require costly resolutions. MailXStream’s automated process has been perfected to ensure your documents get delivered to the right place at the right time—every time.
- Improved ROI: With state-of-the-art printing technology and specialized direct mail expertise, we can help increase open and response rates for critical mailings.
- More Predictable Costs: With our straightforward, all-inclusive pricing, you’ll know precisely how much you need to budget for printing and delivery.
Is Mail Outsourcing Only Cost-Effective for Large Businesses?
No. Many small businesses (and even remote ventures) simply don’t have the space, time, or capital to support in-house mailing.
Print-to-mail outsourcing can help avoid unnecessary overhead and minimize operating costs. Instead of spending valuable employee hours and funds on an in-house mailing operation, small businesses can automate their mailing process with the help of MailXStream.
Start Saving With MailXStream
MailXStream offers comprehensive print-to-mail services that streamline your operations and strengthen your bottom line. Our automated systems ensure your communications reach the right recipients, at the right time, with professional-grade quality—all while reducing your overall costs.
Don’t let outdated mailing practices hold your business back. Contact MailXStream today to discover how much you could save.
