Cutting costs by email your customers

Many companies are now choosing to email their customers information, advertising and account queries and bills. This is saving the business world millions of pounds every year in terms of postage and even admin time.

Some of these companies are passing some of the savings on to their customers, offering them discounts for receiving their bills via paperless means. This is a great way to attract customers to sign up for this service.

You should first carry out some research as to how your customers would feel if you starting communicating with them via emails rather than letters. If you decide to go down the email route you should always allow people to be able to receive information in another way e.g. in the post as not everyone has access to the internet. Some companies no charge customers to receive paper bills but offer a free service to view / print your bills online.

Setting up rules and filters on your email inbox

For many of us it is not unusual to receive 20 or 30 emails per day, often even up to a hundred. When this happens it is easy for your email inbox to get out of control and important emails often get missed.

I always recommend that people set up rules and filters on their inbox to file certain emails that maybe they do not need to read. For example, if you are responsible for creating post on your website and get a new email every time one is posted, you may want to keep the email but do not actually need to read it at that time. In this case I would suggest opening up your email program and creating a rule whereby any email that contains the subject “post from website” for example automatically gets filed in a new folder you have created. Be aware that if you use the filters incorrectly you may find that all emails from a particular sender get sent to the specified folder.

Internet security regarding emails

Sending out and receiving emails for many of us, is a large part of our daily life. It has become second nature to send a quick email to a colleague, friend or customer and it is hard to remember a time before emails.

There are a lot of scams that are sent out through emails and certain emails that are received can contain very harmful viruses. So how do we protect ourselves against this threat and what should we do if we receive a malicious email? You need to ensure that you have a good antivirus program installed on the PC or phone/tablet that you are using. Many antivirus systems will pick up an email before you have opened it and warn you that it looks suspicious. You should also set up junk settings on your inbox to filter out suspicious emails, but also be aware to check this box occasionally as sometimes it does catch genuine emails and they may go unread.

Fulfillment Services – In House or Outsourcing

The term fulfilment refers to services that are provided by a company that provides services dealing with storage, receiving of orders, packaging, and shipping ordered goods to the end consumers. A fulfilment house is a company that specialises in the product fulfilment services on behalf of the product owner.

Order fulfilment refers to the process of a firm’s response to customer orders. According to Fandel (2004), fulfilment services enables seamless data flow between participants in a supply chain. Most often, an increase in sales leads to an increase in the number of orders. While this may not apply to start-up businesses, both large and small businesses must put in place concrete measures in managing their orders.

A business may hire an in-house fulfilment expert or outsource. One one hand, having an in-house fulfilment expert saves cost, is convenient, and enables an entrepreneur to have absolute control over the business. On the other hand, outsourcing allows you to use the latest technology, and leads to a more efficient, reliable, and flexible distribution system.

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Communicating by email in an office

Most companies now have email facilities to allow them to email customers or suppliers. Many companies also use email in their day to day work to communicate with other members of staff.

This may seem odd as they are often sat within eye sight of the person they are email, but there are many reasons why some employers prefer their staff to contact each other using emails.

Often emails are linked in to a internal calendar where you can email another member of staff about a meeting and it will automatically add it to their diary, this can be very useful in a busy office where people are in and out all of the time. Another good reason to use email is that there is effectively a paper trail of what has been asked or agreed between two of more people. This can come in handy if ever there is a discrepancy about what has been disgusted.

Speedy Letter Opening Systems

The term ‘letter opener’ used to merely refer to a knife-like object used to open envelopes but that certainly is not the case today. The term can also be used today for a range of letter opening machines and these are really clever systems, some capable of opening thousands and thousands of envelopes every hour.

Many businesses rely heavily on mail and the sooner it’s opened the sooner the next stage can begin. You may just be a company that receives many different documents and every second is an important second in a business, so if these letters are already opened and ready to read or organise, than a great deal of time can be saved.

You also don’t have to worry about the contents being cut or damaged and no matter what size the envelopes are, a clean envelope cut can leave a soft feathered opening, giving easy access to content.


Office Mailing Machines

A busy office is not always the ideal place to be organising mail and sending it out to customers and previous customers and that’s why many offices will have their very own mailing machine. There’s no doubt about it, paperwork can get in the way the last thing you want is to muddle up mail and have the wrong information sent out to the wrong individual.

There are many different types of office emailing machines, and they can essentially be used to organise mail quickly so it’s ready to be sent before you even have time to cause a mess. Many have the ability to print, fold and add place the relevant letter or document into an envelope.

You can also organise daily post, so mail can be organised at a certain time of day so the only thing left to do is assign a stamp and have the letter sent out. Mailing doesn’t have to be time consuming and messy, and office mailing machines can save a great deal of time and prevent a build up of clutter in any office.

Can mass emailing be an effective form of marketing

Mass emailing can work especially if you are using your own database to send to. If you opt to buy lists of email address from third parties you have to be aware that you may get the results that you had hoped for and can end up upsetting people by contacting them when they have not agreed for you to do so.

Although many companies that sell these lists stipulate that all the addresses are opted in, this is very often not the case. Also the data contacted in a mass email marketing list can often be out of date and not relevant to the business you are promoting.

You have to be careful how you send out these emails if you do decide to give it a try, as many server owners will not allow mass emailing as it not only uses up all their server bandwidth but can also cause the IP of the server to be blocked. If you are not sure on the limits of emails you can send through your server in any one time perior then check with your service provider.

Legal requirements regarding opt out on email marketing

Email marketing can be a very reliable form of marketing and can return you a lot of business if done correctly. But you do need to remember that you have to give your customers the option to opt out of future emails. This is a legal requirement and if not added to the bottom of email sent you can get in to serious trouble.

The best way to do this is to add a link to opt out, but then give the reader options of which email marketing messages they wish to stop receiving rather than removing them from all further communications. This way you may still be able to obtain their data for new product releases for example but they may not want to receive your weekly e-newsletter.

You may also ask the reader how often you can contact them if they stay opted in. Also remember to point out to customers that they will o longer receive special offers and voucher codes etc (if this is something that you offer) if they do opt out. Very often when people read this, they are less likely to opt out completely as none of us want to miss out on saving money if possible.

Email marketing – How can it help your business

Email marketing is actually becoming quite popular especially amongst some of the big companies like Tesco’s and GAP. Many of these companies now offer incentives by signing up to receiving their emails like 20% off codes or free delivery. Many people do not mind receiving emails if they are offered something that may interest them.

When building up an email marketing list it is important that you gather some other information besides their email address. First and foremost is a name as if you can personalise an email, research shows that the open rate for the campaign is higher. You should also obtain information about their interests and what products or services they may want to know about if possible,. This will allow you to tailor the email you send to them to match their needs.

When sending out these types of emails, try and install some tracking software so you can see which elements of your email were most clicked on so you can work out what people are finding interesting about the marketing material you are sending them.

  • Mailing Services

    Mailing Services will always be relied upon in modern society, and there has always been a demand for direct mailing. Many businesses see the benefits of mailing and one of the main advantages is the fact that it can leave a positive and long lasting impression on potential customers.