Choosing the right folder inserter for your business

Despite the rise of digital communication, sending letters, invoices, and marketing materials remains a crucial part of many businesses’ operations. However, manually preparing post can be time-consuming and prone to errors. A folder inserter can help streamline these processes, increasing efficiency and reducing costs. This guide will help you choose the right folder inserter for your business.

A folder inserter machine automates the process of stuffing various types of documents into envelopes. The machine folds the paper, inserts it into the envelope, and seals the envelope. These machines accommodate various mail volumes and envelope formats, making them ideal for companies needing to process large amounts of post efficiently.

Investing in a folder inserter can deliver a host of benefits to your business, such as:

• Saving you time and money by automating the mailing process, reducing manual labour, and decreasing the risk of errors.
• Improving the quality of your mailings by ensuring that every piece of mail is correctly folded, inserted, and sealed.
• Managing your communication more effectively by allowing you to send out more mail in less time.

Folder inserters are particularly useful for businesses that regularly send time-sensitive mail, such as:

• Financial correspondence: Invoices, bank statements, tax documents (i.e., P60s, P45s, P11Ds, VAT invoices)
• Legal and regulatory notices: Past due notices, arrears letters, penalty charge notices (PCNs), compliance updates
• Payroll and HR documents: Payslips, salary statements, employment contracts, pension and benefits communications
• Insurance documents: Policy renewals, claims correspondence, settlement letters, legal indemnity documents
• Healthcare and medical mailings: NHS appointment letters, private healthcare membership updates, vaccination reminders
• Marketing and customer engagement: Direct mail campaigns, promotional offers, loyalty programme updates, charity appeals
• Public sector and government mailings: Council tax statements, local authority correspondence, benefit notifications
• Election and political materials: Voting information, polling cards, political party mailings, government consultation letters

Here are some of the most critical factors to consider when choosing a folder inserter for your business:

• Envelope formats: Make sure the folder inserter can handle the envelope formats you need for your mailing. Some machines can only handle standard sizes, while others can handle a wide range of sizes.
• Mail volume capacity: Consider the volume and types of post you will be sending. Choose a machine that can handle the volume and different pieces of post you need to send out.
• Compact design: Look for a compact machine that fits well within your workspace without compromising efficiency.
• Scanning technology: Some machines offer barcode or optical mark recognition (OMR) scanning, ensuring documents are matched correctly to recipients.
• Double parallel feed stations: Choose a machine that has double parallel feed stations, which can double the machine's processing speed and increase productivity.
• Paper folding and sheet feeders: If your business requires paper folding, opt for a machine with automatic folding and sheet-feeding capabilities to reduce manual handling.
• Reply envelopes and direct mail handling: For businesses that send out return envelopes or promotional materials, ensure the machine supports these mailing formats.

When selecting a folder inserter, prioritise these features:

• High processing speed – Machines that can handle a large number of envelopes per hour improve productivity.
• Ease of use – A user-friendly interface and simple setup minimise operational errors.
• Integration with document automation software – Helps maintain GDPR compliance and ensures accuracy in mailings.
• Automated processing – Reduces the need for manual intervention, saving valuable staff time.

Download A Comprehensive Guide to Mail Automation: How to find the right folder inserter for your business for more information on finding the right automation solution for your business.

A folder inserter can be a game-changer for businesses looking to streamline their mailing processes. By investing in the right equipment, you can increase efficiency, reduce manual labour, and enhance the accuracy of your mailings.

When making your decision, consider factors such as mail volume, envelope size compatibility, automation features, and scanning technology. With the right machine, you can enhance communication efficiency while saving time and costs.