Using high-quality official documents can bring tremendous exposure to your tax preparation or insurance business. That impact can be more profound when it comes to branded materials.
Whether it’s a tax envelope or insurance folder, branded documents allow you to project a professional image and potentially attract high-value clients. They also let you stay organized by housing crucial paperwork like the W2/1099 tax forms while enabling you to market your brand subtly.
However, you can only unlock the benefits from tax or insurance documents by streamlining your mailing. Here’s a comprehensive guide to proper mailing procedures for tax preparers and insurance companies.
1. Find the Right Supplies
The first step in streamlining your mailing is to choose proper supplies. Expectedly, this will vary based on your business type.
Tax preparers can benefit immensely from tax supplies at Minespress.com. The website offers a wide range of tax return envelopes, which come in diverse sizes depending on the tax forms they’re meant to hold. Most of the envelopes can safely accommodate 1099 and W2 forms, as well as other important financial documents you need to mail to your client.
Insurance companies may also sample from the vast collection of presentational folders. The company maintains a massive catalog of folder templates, which can be customized to capture your brand’s visual identity.
2. Understand Your Mailing Documents’ Compatibility
Mailing documents should be compatible with the specific documents they’re meant to carry. To establish that compatibility, start by defining the size of the documents you must mail to your clients.
Standard tax return envelopes may accommodate regular tax forms. However, if you need to mail additional resources to your clients, such as end-of-year statements, you may require a larger envelope. The same applies to presentational folders.
If you’re in doubt, source your mailing documents from a reputable company. Printing suppliers offer a complete assortment of tax envelopes compatible with most tax preparation programs, including AccuTax, TaxAct, TaxSlayer, Crosslink, etc.
3. Insist On a W2P Printing Company
Streamlining mailing can be an arduous undertaking, particularly for budding startups.
First, you must source the printing materials from a credible supplier and then get them branded in your company’s name. Then comes the more rigorous part of crafting an effective mailing schedule.
Fortunately, many printing firms offer web-to-print (W2P) services. This model allows clients to select mailing supplies from a printing company’s storefront, customize the materials as required, and then mail the final products directly to their clients.
Getting your mailing documents printed at the source can enhance consistency across your branding materials. Besides, you don’t have to incur additional resources looking for a third-party printing and mailing provider.
4. Print in Bulk
The perks of bulk printing are commonly viewed concerning printing solutions. By producing copies in bulk, printing companies can save significantly on ink, paper, and postage.
However, bulk printing can also be cost-effective for any agency undertaking routine direct mail campaigns. It’s particularly impactful for businesses that handle large mail volumes daily, such as tax preparers and insurance firms.
Whether it’s tax envelopes, presentation folders, letterheads, business cards, or even promotional pens, ordering these items in large quantities can save your business money by taking advantage of bulk-order discounts.
5. Customize the Branding
Mailing out branded documents can help bring exposure to your company and products. While you may source third-party agencies for your printing needs, the freedom to brand your mailing documents rests squarely with you.
Start by incorporating your business’s name and logo into your envelopes. Then, add your company’s contact information underneath the logo. You may include your mobile number, email address, and social media handles.
Have your branding information on the upper right corner of each document, preserving the lower left corner for the recipient’s details. For maximum impact, brand your envelopes in your company’s official colors and fonts.
Finally, address the envelopes to each recipient.
6. Address Your Envelopes Appropriately
Each envelope should bear the recipient’s name and address. Highlight the addressee’s first and last names while keeping their middle name initialized.
Not only does sending out personalized mails avoid undue confusion, but it can also endear the recipients further to your brand.
Another good practice when addressing your envelopes is to use an ink-jet label marker or dedicated software. All three options are incredibly time-saving, although they’re preferable if you’re branding your mails in-house.
7. Beware Of Peak Periods
Tax preparation has its peak and off-peak periods. In the United States, the peak season for filing income tax returns is between January and April.
Prepare and mail your clients’ tax return forms before the April 15 deadline.
Note that the Internal Revenue Service (IRS)’s systems are usually jammed during the period leading up to the deadline. Getting caught in the hectic rush can lead to inconveniencing delays, potentially damaging your company’s reputation.
Final Word
Streamlined mailing is the cornerstone of an impactful marketing campaign for tax preparers and insurance businesses.
First, you’ll need to begin with the right supplies. These could be tax envelopes or insurance folders, depending on your company. Then, incorporate your branding information before addressing each document to specific clients.
Taking cognizance of the peak periods is also critical to streamlining mailing for your tax or insurance business. It lets you meet crucial deadlines and avoid losing valuable clients.
As branding materials are designed to deliver long-lasting effects, insist on documents crafted from durable and weatherproof materials.
