1. Money

How to Determine What Mailing Equipment You Need

A Guide to Help You Decide


Most small businesses do not have a separate mailroom. Large businesses, on the other hand, will have an entire department dedicated to inter-office and external mail. Based upon the estimated number of pieces mailed per month, here is a guide to help you decide what type of mailing equipment you need.

Less Than 400 Pieces Per Month (Less Than 20 Per Day)

  • Postage Scale
    Accurately weighing your items will insure that you do not pay too much for shipping. Additionally, customers will be impacted if you do not apply enough postage because the piece will be returned to you for the proper postage and this will keep your customer waiting. A basic postage scale that weighs up to 5 pounds (2.25kg) will be adequate for a small office and can be purchased through your current office supply store.

  • Online Postage Service
    Going to the U.S. Post Office or shipping store like The UPS Store or FedEx Office to buy stamps and mail packages will consume your valuable time. For a monthly fee you can print postage yourself on your PC. One online postage service is Stamps.com and they will even send you a free postage scale when you sign up.

Between 400 and 4,000 Pieces Per Month (between 20 and 200 Per Day)

  • Postage Scale
    Regardless of the size of your company, you will always need a scale to accurately weigh the pieces that you are mailing. If your business also ships large parcels, you will need a heavy duty postage scale with a maximum capacity of at least 50 pounds (22.7kg).

  • Folding and Insertion Equipment
    If a majority of your mailing consist of statements, bills or invoices that need to be folded and inserted into envelopes, an integrated mailing system that includes folding and insertion equipment will increase your mailroom efficiency.

  • Electronic Postage Solution
    Mail volumes that exceed about 20 pieces per day will make using regular stamps from the U.S. Post Office unrealistic. An electronic postage machine that will print the postage directly on your envelopes or generate a separate label will save your company money. The two leading postage machine companies are Piney Bowes and Neopost.

More Than 4,000 Pieces Per Month (More Than 200 Pieces Per Day)

  • Custom Mailroom
    At volumes that exceed 200 pieces per day, you will need a customized mail room solution that is tailored to the specific needs of your business. A consultant that specializes in shipping and logistics will be able to design a solution to meet the needs of your business.

  • Mailroom Service
    An alternative solution to building a customized mailroom is to outsource your mailroom operations to a third party that specializes in mailroom operations. Pitney Bowes and UPS, both offer outsourcing solutions.

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