How Does Hybrid Mail Work?

Hybrid mail is becoming more popular, especially with more working from home practices. Businesses are seeing hybrid mail as a simple and smart solution for their business. Not only does it reduce document distribution admin tasks, but it is more cost-effective as well.

You may have heard about hybrid mail and the benefits it can bring, but are you aware of how hybrid mail works? From set-up to use, hybrid mail is a simple solution and works in a way that suits your business best. Once up and running your business will reap the benefits. So read on to find out how hybrid mail can work for you and your team.

What is hybrid mail?

Firstly, let’s recap what hybrid mail actually is.

Hybrid mail is a document distribution solution, using a combination of electronic and physical delivery. Hybrid mail involves digitally sending a document to a hybrid mail provider. Your provider then distributes your document by email or via their print and post set-up.

Tailor your hybrid mail solution to suit your business. Include company letterheads, distribution options and a bank of attachments. Learn even more about hybrid mail’s definition.

What is hybrid mail?

How does hybrid mail work?

Once your provider has set up hybrid mail for your business, the process is very simple.

Preparing to send

Create your document as normal. This could be customer communications, a payment notification document or a customer welcome letter.
Click to print, as you would do if you were printing your document via your usual printer. Then select your provider’s printer option.

Choose your document configuration options. For example, you may have a company letterhead that you would like all employees to use. Save the letterhead within your hybrid mail system so that all users are selecting the same one.

Document distribution channel

Next, choose whether how you would like your document to be distributed:

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Print and post

Email

Multichannel and hybrid mail communication solutions

Both

Simple and smart admin and financial processes

Print and post

On your document, choose the placement of your envelope window. This ensures that the address is in the exact right place when printing.
Select your paper, colour, configuration. You can lock down these options for the entire business, or whether you would like each employee to pick.

Email

Select which email address you would like your document to come from. For example, you may wish the email to come from customerservices@yourbusiness.com or financedepartment@yourbusiness.com
Then select the sender’s email address.

Can I check my documents before they are sent?

Yes you can.

Your hybrid mail provider will give you access to a management and reporting system. You can view your business’ communications up to the point of dispatch. Cancel or amend your documents within the system before they are sent to your customers.

Your provider may even offer an approval option. An approval option means checking all documents before their distribution.

Benefits of hybrid mail

Hybrid mail is a simple and smart solution for any business. Whether you are working in an office or working from home, hybrid mail will reduce the time you spend on document distribution. No longer will you have to print documents, frank them and source postage. Hybrid mail will take care of this for you. Hybrid mail will also help you move towards digital document distribution where relevant.

Save not only time on your communications and document distribution, but cost too. The process of sending a document via a hybrid mail solution costs less than the price of a second class stamp.

Choosing Prime Document’s Hybrid Mail

Prime Document’s hybrid mail solution is a simple and smart process for your business.

With a dedicated project management team, your business will up and running with hybrid mail in no time. Plus, we will be with you for the entire journey. Our Customer Service team is always on hand to answer any queries and to help customise your hybrid mail to fit your business’ needs.

At Prime Document, we have partnered with many businesses to help them realise the benefits of hybrid mail. Discover how Teachers Building Society’s hybrid mail solution helped reduce document distribution time and cost. Time and cost which the team were then able to put back into their business and their members.

Start your journey towards hybrid mail today, with an initial discussion to see how it can work for your business.

Hybrid mail solution