Preparing mailings can be time-consuming when your resources and staff are limited. If you are ready to ditch the manual process and reclaim those precious hours lost to this mundane task, it is time to give letter folding equipment a try.

Much as its names suggests, letter folding equipment folds sheets of paper. Sheets of paper are fed either manually or automatically through the machine. While some models stop there, others will actually insert the letter into an envelope.

Exactly how much time can you save? In one hour, the average employee can fold and insert 120 single sheets into #10 envelopes. This volume slips as the sheet quantity per envelope increases, or as inserts are included. It is not uncommon for a low-end folding machine to be over 10 times faster than an employee.

Do not waste your dollars, though, by buying equipment that falls under or over specification for your jobs.

Extra feeders, for those models that support them, which would be needed to stuff inserts or return envelopes, can drive up your costs. There are also different fold styles and paper that models can handle which can also raise prices. You also pay extra for speedier equipment. So be realistic and buy a letter folder that meets your needs. You can always trade-up later.

There are several developments in letter folding technology to consider. With some "smart" equipment, you only need to load the paper in the machine and press "start," and the machines will automatically check all feeders, measure what is in the feeder, and pre-determine what you want to do.

For more basic needs, commercial equipment manufacturers are also developing inexpensive "basic" machines for low volume customers who still require automatic feeders. These machines have limited features but are sufficient for small businesses doing standard mailings (#10 envelopes with letter-sized paper).

Letter folding equipment can be found through dealers and office superstores. Store folders typically cannot insert into an envelope, and they require an operator to feed the machine manually. Commercial folders and folder inserters, however, have automatic feeders and are much faster.

Think about volume, frequency, and the need to fill envelopes when choosing between a superstore and commercial folder. If your volume is less than 500 letters per month and is spread over the entire month, an office superstore folder may be the right solution. If a run is 500 per month, but all on the same day, or more than 500 per month, a commercial folder may save you more time.

Small hand-fed commercial folders can cost less than $400, while auto-feed folders and folder inserters run $2,500 and up. For small businesses with simple jobs and low volumes, a hand-fed folder will do fine. As the complexity of the job increases, the volume increases, security is needed, or the window of time to complete the job narrows, a more expensive unit is appropriate.

As the saying goes - time is money. Letter folding equipment may just be the way to recoup some of those hours - not to mention those dollars.