What is Hybrid Mail?

Hybrid mail is a simple and smart way to create and distribute your mail. Hybrid mail exists as an online document distribution solution that reduces the time and cost spent on everyday print and post tasks.

What is hybrid mail?

Instead of printing your documents, franking and posting them, a hybrid mail service simply takes care of it for you.

Hybrid mail is a document distribution solution, using a combination of electronic and physical delivery. A hybrid mail service simplifies the processing and distribution of everyday business communications and documents by letting a hybrid mail provider handle the entire process, so that you don’t have to. With hybrid mail, you can easily send your business communications without ever having to physically print and post a document yourself.

Want to discover more about hybrid mail and how it can work for your business? Read on to understand more about the solution and business benefits, or watch our video for a quick explanation.

Hybrid mail solutions

Hybrid mail has been around for many years and was traditionally seen as outsourcing a business print and post set-up. And it’s easy to understand why.

Hybrid mail enables a business to easily distribute customer and supplier communications more cost-effectively and efficiently than using a traditional mailroom. The cost and time it takes for businesses to source their print material, invest in franking machines and research the best postage deals, can very quickly add up. Which is where hybrid mail really comes into its own.

With a hybrid mail solution, businesses can reduce the time and cost it takes to manage print and post and simply outsource the task to a hybrid mail service provider.

But that’s not all. Hybrid mail has developed from being just a simple print and post outsourcing tool, and can now be used as a fully digital resource. By using hybrid mail’s electronic distribution, businesses can automate and digitalise their documents and communications to create an even more convenient and efficient outsourced document distribution solution.

Who uses hybrid mail?

A hybrid mail solution is a simple and smart communication solution for almost any business. If you business creates and distributes ad-hoc communications, customer letters or even supplier documents, then hybrid mail is the perfect service.

Hybrid mail reduces the need for mailroom services. Businesses who regularly source print materials, maintain printing equipment and manage a post service can turn to hybrid mail to manage the majority of the work for them. Businesses have the opportunity to work from anywhere and have the confidence that their ad-hoc communications will be created and distributed without any of the hassle of carrying out the distribution themselves.

How does hybrid mail work?

Hybrid mail works on an online system where you can add the likes of documents, letterheads and your distribution method. All ready for your hybrid mail provider to distribute for you.

Once you have chosen a hybrid mail service provider, the solution can be used by anyone from anywhere. All you need is a computer and an internet connection and you’re on your way:

Create your business letter or document as normal. Whether this be a word document or invoice, any format is fine.
Prepare to print your document, just as you would do if a hybrid mail solution wasn’t in place.
Select your hybrid mail provider’s print driver icon.
Choose your configuration. Paper size, colour, double-sided etc.
Select whether you would like your document to be sent electronically by email, SMS, mobile app and portal or by print and post.
Submit and you’re done!

Your hybrid mail provider then picks up your submission to process and dispatch your document via your chosen delivery channel.

If you want a multichannel digital solution to provide your customers the option to receive their communications by mobile app, email SMS or portal, then look for a hybrid mail service provider who can offer a true multichannel communication service for your business. Discover more here.

Find out even more about how hybrid mail works with our step by step process guide.

Hybrid mail process

What are the benefits of hybrid mail?

For businesses looking to save money, cut back on internal manual tasks and digitalise their communication offering, then a hybrid mail system ticks all the boxes.

Hybrid mail can be seen as even more than just cost and time saving solutions:

Digitalisation – Some of your business documents may always need a print and post element, but the vast majority of documents could be sent electronically. They reach your recipients in minutes and show your customers how you are a forward thinking, digital business.
Consistency – Set up your hybrid mail system with the same configuration for all employees. You then have the confidence that all employees are using the same corporate standard letterhead, to keep your brand and communications consistent.
Flexible – Manage your physical or electronic mailings from anywhere. Therefore making remote working even easier.
Reporting – Receive automated reports for every physical or digital send, so that you can see all the documents that have been distributed from anywhere in the business.

Start your switch to hybrid mail today

Hybrid mail is a simple and smart solution for many organisations looking to start digitally communicating with their customers, partners, citizens. With Prime Document, switching to hybrid mail is a quick and easy process, and we will be with you every step of the way. Simply get in touch to start discussing how hybrid mail can benefit your business today.

Hybrid mail with Prime Document