Charity

We have been assisting charities with direct mail for over 25 years. In its very simplest form traditional direct mail, to detailed personalised pieces where specific sponsorship has been involved.

We now have a specialist team helping select data, complete print and direct mail though to response handling and live telephone answering.

Public sector

The first council we did work for 25 years ago, continues to use our facilities as an extension of their own post room.

Initial work was in the form of advertising literature for all the local amenities, since winning the distribution of the ‘leisure times’, we have sent an estimated 10 million items out for this council.

More recently the work has been through a direct link to our print facilities for same day despatch, although we recently won a tender for the distribution of 195,000 recycling licences that needed producing and despatching within 7 working days.

We would happily provide references on request.

We appreciate the focus in the public sector is demanding cuts in resources and budgets, whilst we appreciate there is still need to communicate.

We have dealt with numerous local authorities, central government departments, Educational and health services.

Electoral mailings are a speciality for local, Mayoral and national elections,

Our approach defines us from our competitors by providing bespoke efficient service levels for Electoral Departments.

Retail

In addition to the consumer focused traditional direct mail, invariably split across different target markets.

We receive in daily order notification files whether they are as little as 10 per day or 10,000 these are processed on a daily basis in –line with our service level agreement.

Property

Our property clients cover all aspects of the market from residential / commercial agents with targeted mail sent to enquirers on a daily basis, to large campaigns to specific sectors for property acquisition, through to housing association rent statements.

Finance

Outsourced Business Letters –London based Accountancy Practice  

 

Having worked with a number of companies in the financial services sector, we have a wealth of experience catering for the specific needs of accountants and solicitors, as wealth as a host of other businesses in the sector such as insurance companies, banks and other financial institutions. Many of the clients we work with were spending painstaking hours in the office printing and enclosing business mail, taking their focus away from the critical day to day tasks whilst paying a premium on postage for the privilege.

 

Overview

A progressive and forward thinking Accountancy practice saw the benefits that outsourcing their business mail could bring and duly approached us for a solution. Dealing in the main with SME businesses, contacting their clients and prospective clients by post was critical to their business. In short, they were sending thousands of letters per month and keeping their franking machine extremely busy, not to mention the staff members printing, enclosing and franking. Realising this was not the most time or cost effective way of processing their business mail, they decided to reach out to a mailing house they could rely on and trust.

 

Solution  

As with all new customers, a detailed brief of the mailing requirements as well as a general overview of the business itself is imperative. At Herald Chase, we like to see ourselves as an extension of our clients marketing departments working in partnership with our customer to ensure the needs are understood and the requirements are met. This may involve several telephone conversations or face to face meetings but for us it’s paramount to really understand what makes our clients tick as well as the challenges they face. Having had these initial conversations it was clear our solution had to allow the accountancy practice to completely outsource their mailing requirements whilst offering cost reductions in the process. Such a project was perfect for our hybrid mail platform, mailit.direct. By simply installing our virtual print driver, pre-merged PDF’s could be sent to us at the click of a mouse, whilst we took care of the rest. Suddenly a laborious and time consuming weekly process was reduced to minutes as opposed to hours. On receipt of the pre-merged PDF files, we were able to print, enclose and despatch within 48 hours, at less than the cost of a 2nd class stamp per item! A full reporting suite was made available so our client could have the comfort of knowing their mailing campaigns had been despatched, as well as closely monitoring costs.

 

Outcome

Whilst this particular client was very tech savvy, outsourcing their business mail didn’t initially top their priority list and so the process was overlooked in previous years. By outsourcing their mailing campaigns to Herald Chase, the client was able to focus their attentions on tasks more pertinent to their day to day accounting duties, as well as saving money and increasing certain staff members happiness now they no longer had to spend hours printing, enclosing and sealing envelopes. The simple and slick solution offered by Herald Chase enabled them to save up to 50% on their mailing costs, resulting in a very happy client.All prospecting and business critical mailing campaigns are now handled by Herald Chase, with volumes of up to 5000 letters monthly being despatched.

 

 

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Health

We can act as a postroom for Doctor Surgeries and cover a number of NHS trusts despatching same day post from our virtual print and mailing solution.

In addition to looking private sector pharmaceutical companies, with their wide variety of promotional items being stored and mailed.

Legal

We offer a confidential letter despatch service to solicitors, expediting their post same day.

We often handle and deliver time critical mailing pieces, including delivery confirmation services.

This includes annual accounts, business merger and acquisition notifications.

Education

Working in conjunction with the department of education, over the years we have stored over 1000 pallets and despatched time critical mailings from our pick and pack facilities. Our offerings are far more simpler these days, which include audited campaigns with a mix of on-line, email and postal despatch.

Membership

Membership Mailings – Wildlife Trust UK 

Overview

We were delighted to be asked to take over some of the Wildlife Trust work.

We enjoy doing educational, environmental and charity based work for good causes, and try and introduce efficiencies to save money and reduce their costs.

The mailings are based on the distribution of the members magazine, in some cases were over 10 inserts which contained a number of variations dependant on the member profile.

Solution  

The turnaround times were challenging,  but by grouping inserts, and enabling our machine software to count multiple copies of inserts such as raffle tickets, the campaigns were run to maximum efficiently.

Despite 10 variations on one campaign we were still able to maximise the postal discounts the charity would benefit from.

The work is very bulky , some campaigns containing multiple magazines, but we were still able to meet our internal despatch targets , which far out way what the client was hoping we would achieve.

In line with our current philosophy of ensuring the campaigns are as environmental friendly as possible.

Outcome

Quite simply we try and minimise plastic, use recyclable materials and embrace digital responses though interactive , proven web based call to actions , often enhancing membership retention and cost effective lead generation

 

Vehicle management

Outsourced Business Mail – Large UK Fleet Vehicle Management Company

Many companies carry out their mailing requirements in house, often with accounts departments or receptionists printing, enclosing and despatching invoices, remittance documents or general business mail. Aside from the obvious productivity issues this brings, in some cases there are often long term leases with franking machines, pre-printed stationery and envelope costs to consider.

Overview

We were approached by a large fleet vehicle management company who sent large volumes of invoices weekly to a number of customers throughout the UK and western Europe. Being a multi-site operation with offices across the UK, there was understandably a large and varied amount of communications being sent weekly on their behalf. Largely, the responsibility for despatching these mailings fell to the accounts team who would spend a significant amount of time each week collating, printing, enclosing and franking these invoices, impacting their productivity on the day to day tasks their roles demanded. Alongside the labour intensive process these mailings required, there were also significant costs attached to purchasing stationery, printing and franking & postage.

Solution  

After some detailed discussions regarding their mailing requirements and expectations, Herald Chase was able to offer a fully outsourced mailing solution from data transfer to despatch. With PDF files received securely each week, we were able to sort and process the files by each region before printing, enclosing and despatching the same day. Full quality control procedures and proofing requirements were agreed by the client allowing them to retain control over their mailings, whilst a full suite of reporting detailing the volumes and dates despatched gave them comfort that their business mailings were being handled efficiently and securely.

Outcome

They didn’t know such a service existed. By outsourcing their business mail, the client was able to streamline the entire mailing process and allow one point of contact to gather and collate the weekly invoices, before simply securely sending the PDF files to our mailing team for processing. The countless hours previously spent printing, enclosing and franking their invoices are now allocated to more business critical tasks. In addition to the increased productivity, the cost savings were significant. The client was able to cease their reliance on office franking machines and remove them completely, whilst also negating the need to spend on paper, toner cartridges and envelopes. Herald Chase’s ability to mailsort the data and therefore maximise the postage discounts available further justified their decision to outsource their business mail. The method of working was chosen in preference to our virtual printer driver , mailit.direct which offers a seamless solution for your daily mailing needs.

 

Commercial private sector

We are able to support your organisation in achieving its targets by providing an entire range of personalised and printed products that continuously improve business performance, simplify processes and maximise response.

SMEs and professional service organisations.