Mail machines can do it all

Sending mail with the appropriate amount of postage shouldn’t be a chore. So why waste your time standing in long lines at the post office? With full-featured mail machines, you can automate the mailing process and ensure you never waste postage.

Common mail machine features
Typical mail machines start with the postage meter. The postage meter prints indicia – the mark that replaces traditional postage stamps – directly onto your mailers. You can have up to $1,000 worth of postage loaded to your meter at once; when it runs out, you call your vendor to replenish it.

Next is the postage base which guides letters through your mail machines. Higher-end mail machines allow you to adjust the base to accommodate thicker envelopes. Otherwise, you’ll have to run strips of tape through the machine and affix them to your package.

The base may include any of these features to help with your mailings:

1. Feeder — Automatically guides envelopes through the machine
2. Sealer — Uses a special solution to close envelopes shut
3. Stacker — Neatly compiles stacks of mail
4. Tape dispenser — Prints indicia to adhesive strips

The addition of a postage scale ensures you apply the right amount of postage each and every time. You simply place your envelope or package on the scale and the weight appears on a digital display. Enter the class of mail you want to send and the machine will know how much postage to print.

Some mail machines may not yet be equipped for shape-based pricing which takes into account the size, shape, and weight of your mailings. Ask your vendor about upgrading to a dynamic weighing platform which automatically checks your mailing dimensions, or find out if they offer a template to measure size and shape manually.

Other considerations for mail machines
Now that you know what the main components of your mail machines will be, here are some other things to look for to make sure your mailings always run smoothly:

• Look for the mail machine’s rating to find out how many envelopes it can handle at once so you don’t overload it.
• In addition to showing the details of a package, the digital display indicates when you’re running low on tape, ink, or sealer. Make sure to replenish these items before using the machine.
• If you regularly perform different types of mailings, make sure the mail machines offer preset functions so you set specific jobs once and then start them as needed.
• Mail machines should provide password protection so unauthorized users don’t access your postage balance.
• Look for latches and levers that you can lift to clear paper jams or other work stoppages without having to contact the vendor.
• Be careful not to touch any components clearly marked “DO NOT TOUCH,” for obvious reasons.