What to look for in a mail management service

November 15, 2023
Minh Mai

The United States Postal Service (USPS) processes approximately 162 million units of mail every day. That equates to about 4,877 pieces of mail every second. 

The raw volume shows how much people and businesses rely on mail to receive important shipments and drive communications with others. However, businesses deal with much more incoming mail. 

It’s so much mail that some companies have in-house mailrooms to sort, deliver, and receive mail for employees throughout the organization. But managing in-house mailrooms is both time-consuming and inefficient. That’s where mail management services come in.

This guide will give you a rundown of how a digital mail management service works and how it can revolutionize your business operations. 

The basics of digital mail management

Before the days of the internet, businesses that sent and received mail had to develop mailrooms. 

Mailrooms were designed to run efficiently, sending outgoing mail and ensuring that each internal recipient received their incoming mail. But in reality, most mailrooms became chaotic hotbeds of scattered paper, unsent letters, and mismatched incoming mail. 

Nowadays, companies can manage their incoming and outgoing mail all from a virtual mailbox. Here is how a digital mail management service works, in a nutshell:

  • Everything is digital: Every letter you receive through the mail is collected and digitized into PDF files you can view from a secure mailbox. 
  • Manage your mail with a few clicks: You can easily go through your mail with just a few clicks and keep track of what you receive without a massive paper trail. 
  • Key integrations to make mail easier: Most virtual mailboxes can integrate with popular business tools, such as Dropbox and Quickbooks. (Stable even has webhooks and an API to help with this.)
  • Permanent address for any business: With a digital mail management service, you can get a permanent mailing address that’ll stick with your business no matter where you’re located.

As you can see, a digital mail management service is a modern alternative to the traditional mailrooms of yesteryear. More and more companies are switching to this solution to end the mess of chaotic, inefficient mailrooms. 

Why businesses need a reliable mail management service

A reliable mail management service ensures that your business will receive important business updates promptly and facilitates streamlined communication with stakeholders, associates, and business partners. 

Dependable mail management services can help your company:

  • Enhance efficiency and productivity: A digital mail management service automatically assorts and delivers your mail with ease. This approach is more efficient and productive than a traditional mailroom. 
  • Reduce human errors: As the old saying goes, “to err is human.” Digital mail management services reduce human errors with swift automation. 
  • Save money in the long term: Investing in a virtual mailbox cuts down on the overhead costs, labor costs, and resource expenses of a traditional mailroom. 

With that said, here are the benefits of using a virtual mailbox:

  • Virtual mailboxes are secure: With bank-grade encryption and reinforced security measures like multi-factor authentication (MFA), you can be confident the mail you receive is properly protected.
  • Manage your mail from anywhere: You can access your business mailbox from the comfort of your own home, whether on your computer or via a mobile app.
  • Streamline your remote operations: The best virtual mail management services help you with check deposits, forwarding mail to specific teams, scanning incoming mail, and creating organization to keep that mail organized.

The advantages of using a digital mail management service are clear, so let’s discuss how to choose the right provider for your business. 

Key features to consider when looking for a mail management service

Not every mail management service is created equal. Below are the key features you should look for in your search for a high-quality provider. 

1. Offers a user-friendly interface

A virtual mailbox will digitize all of your physical mail into PDF format. Ensuring you can easily access your mailbox should be a primary concern when shortlisting service providers. 

When choosing a user-friendly virtual mailbox, consider these questions:

  • Does the interface easily extract key information like the sender and recipient from incoming mail?
  • Will the mail management service accept all kinds of carrier shipments in addition to mail from the post office?

The bottom line here is that you should invest in a virtual mailbox you’re comfortable using every day. 

2. Protects sensitive data

The onslaught of hackers and cyber terrorists today is a legitimate concern. Global cyberattacks increased by 38% in 2022, and these attackers will compromise any vulnerability in your business, including your mailbox. 

If you receive sensitive information through the mail, like bank statements and private employee information, it’s important to keep this data secure. So, you should choose a service provider that utilizes tough security measures and multifactor authentication (MFA) to protect your information. 

3. Offers automation features

Another important feature of a mail management service is automation. In fact, automation should drive the virtual mailbox you use — making your life easier without lifting a finger. 

For example, your digital mail management service should automatically open and scan your mail, forward your packages to the right recipients, and deposit checks right into your bank account. 

4. Provides reporting and analytics

Digital mailroom services should provide comprehensive reporting features and analytics to give you clear insight into your mail processes. 

Your virtual mailbox should provide you with the data you need to:

  • Understand how much junk mail you’re receiving every month.
  • See how quickly you’re addressing urgent mail.
  • Know who your most frequent recipients are.

Having access to this kind of data puts the power in your hands to make critical business decisions with laser accuracy. 

5. Offers a digital service where you can manage your physical mail online

Managing physical mail over the internet shouldn’t be a hassle with a virtual mailbox. In fact, the best digital mail management services make it extremely simple for users to manage their physical mail online.

So you should look for a mail management service that allows you to: 

  • Quickly find mail in your mailbox.
  • Receive real-time notifications when mail is scanned, received, and sent.
  • Categorize and track mail with custom tags.
  • Invite collaborators to read and send mail.

6. Integrates with other tools

A quality mail management service will integrate with the tools you already use to run your business. For example, Stable allows users to use APIs and webhooks to connect to their favorite tools and services for broader collaboration. 

Manage your mail digitally with Stable

Using a digital mail management service can help you avoid the expense and inefficiency of a traditional mailroom. With a virtual mailbox, you can conveniently receive, view, and manage all of your business mail from any device.

If you’re ready to make this change for your business, give Stable’s professional services a try. Stable is a virtual address and mailbox provider for modern businesses, offering all the benefits and options you need in a mail management service.

Get started with Stable today and bring your mail operations into the digital age.

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