Even with the widespread use of the Internet and email for most business functions, regular snail mail is still an important part of everyday business transactions. No matter the size of your company or type of industry, having quality control measures in place to track your mail is important to prevent costly mistakes down the line. Consider implementing the following procedures at your business to prevent mistakes in your mail management.
1. One of the most common mistakes in using mail is that the address list you are working from is not accurate. With human error, it is possible to scramble or mismatch a list of names before the addresses even make it to being printed on an envelope. This unfortunate phenomenon is especially true if you are mailing a massive amount of letters out at once. It is all too easy to simply enter the wrong name next to an address on a worksheet. Before your envelopes make it to the mailbox, use an extra set of eyes to approve the initial address list.
2. Check addresses against the National Change of Address database to make sure that your letter is being mailed to the appropriate person. This step is especially important if you are sending out a mass mailing to businesses or people with whom you do not regularly interact.
3. Another quality control measure to take before the envelopes hit the mailbox is to proofread the contents of the letter being mailed. This job should be done by a different person than the author of the original letter to ensure a fresh set of eyes.
4. Even if the addresses are correct on the envelopes and the letter is properly addressed, it is still possible to insert the wrong mailing contents into an envelope. This is why someone should be designated to check and match up the address on the envelope to the addressee name on the letter before the envelope is sealed. If you lack the time or resources to dedicate one person to this task for each letter, then you could perform a random check of envelopes to prevent the most egregious errors.
5. Institute a check in procedure for when the envelopes are actually delivered to the Post Office or mailbox. There should be a record to account for how much mail was taken and by whom it was transported. This will be important information to have if a problem comes up later on about whether mail was actually delivered to the carrier. It is always best to err on the side of caution when recording data about mail so that you can access whatever information you need to deal with a future problem.