How to Send Important Documents by Post Securely and Speedily?
With data breaches on the rise, do you have enough options at hand to send important documents by post? We don’t think so! Well, it is crucial to know how to package and ship items safely and speedily. But, it can be hard to make the right choice!
Luckily, Australia Post handles the delivery of documents very well. It is one of the most reputed postal organisations globally and has several mailing services to suit your needs.
But are these options apt for mailing tax forms, invoices, and other significant items? There are several ways to ensure the security of your documents, like using good-quality packaging, mentioning the correct recipient’s address, etc.
This blog will cover how to send important documents by post. Furthermore, we will also talk about some easy steps that you can take to guarantee accurate deliveries.
Let’s get right to it!
Australia Mail Services to Send Important Documents by Post
If you need to send letter-form documents, Australia Post has several commonly-used services for you! They vary based on the mailing speed, features, and costs. We have enlisted the details below so you can make an informed choice:
Regular Mail
If you want to know how to ship documents with Australia Post, your first answer is Regular Mail. It is the most basic or standard mailing option in Australia. Naturally, it is also the cheapest, making it a good choice for everyday mailings.
The Post Office takes between two to four business days for same-state deliveries. However, it takes up to six business days to deliver mail items to interstate locations. Prices start at $1.10 only.
Priority Mail
Priority Mail is a bit expensive, with prices starting at $1.60. But, it is an excellent option if you are looking for how to mail important documents.
Australia Post delivers it in only two working days if your destination is local or falls within the same state. However, remember to factor in public holidays and weekends.
Interstate deliveries might take up to four business days, depending on your item’s destination and origin.
Express Mail
Express Mail is an ideal option for mailing irreplaceable, highly-valuable items, like passports. It is also the perfect mailing service for individuals and companies looking for how to ship important documents urgently.
Using this service, you can get your documents delivered the next day with free tracking. But, it is expensive as rates begin at $7.15.
Please check the Australia Post’s website for updates or disclaimers regarding next-day deliveries.
To keep costs under control, try using PostGrid’s direct mail services. They enable you to draft your documents, print, and ship at all-inclusive rates—helping you save up to 75% of costs. Here’s more about how PostGrid works.
Registered Mail
Registered Mail is a premium service with rates starting at $4.45 only. It offers several helpful features to ensure that you send important documents by post safely, including:
- Proof of mailing (if you lodge an item at the Post Office instead of dropping it in a mailbox
- $100 insurance coverage.
- Bulk discounts on buying rolls of 50 Registered Post labels.
- Optional SMS and tracking notifications.
- Proof of receipt with online tracking and signature on delivery.
You can pay for Registered Mail via three options:
- Prepaid envelopes
- Prepaid labels
- Mailing imprints
At PostGrid, we get several queries, like how to send important documents by mail in the safest way? And we always suggest Registered Mail because there are several features and optional extras that guarantee a secure delivery, like:
- Delivery confirmation ($2.95): Australia Post returns a card to the sender with the recipient’s signature.
- Person-to-person delivery ($6.30): Your document is delivered to the addressed recipient only.
- Extra cover ($2.50 for every $100 of coverage up to $5,000): If you send valuable items, you should consider buying additional coverage to protect them against damages.
Australia Post Secure Collect
This mailing service is specially curated to send important documents by post to the correct recipients. Australia Post conducts an identification check before giving the item to the recipient.
However, please remember that the recipient needs to come down to the Post Office to collect the item. Once the document reaches the local Post Office, the recipient gets a collection advice notice.
Australia Post can also collect the payment on your behalf if needed.
How to Package Crucial Documents Properly?
Paper-type documents are fragile. Thus, try packaging them properly before mailing because there are chances of damage in transit.
Using sturdy packaging helps you send important documents by post confidently. Try purchasing envelopes or packaging materials that cannot bend or tear. The purpose is to keep your mail contents intact inside the packaging throughout the journey.
Also, if you want your mail contents to remain confidential, avoid using see-through or windowed envelopes. Even if you wish to use windowed envelopes, ensure that only non-crucial contents are visible.
Some mailers also use waterproof plastic stickers to protect their shipping labels. It helps the postal workers read the mailing address even when the label gets wet under some circumstances.
Hopefully, that answers your question about how to send important documents by post. If not, our next section covers some more tips to help ensure safe document mailing.
Other Tips to Send Important Documents by Post Safely
Here are some more tips and tricks you can use while sending compliance and transactional mail via the Post Office:
Hand-Dropping Items
There are many laws and regulations protecting postal mail. However, your documents are not referred to as mail until they reach the mailbox or Post Office. Thus, try hand-dropping items at the mailbox or lodging them over the Post Office counter by yourself. Or, you can ask a trusted person to do the same.
Tracking Mail
Opt for the Express Mail or Registered Mail option to send important documents by post, especially for sensitive items that lead to data breaches. They can also help you get frequent tracking updates, ensuring that your mailpiece is safe.
Tracking also helps you spot potential issues instantly and alert the Post Office. If you don’t see your mail piece moving for a few days, it is advisable to contact Australia Post at the earliest.
Follow Up With Your Recipients
To keep your mail safe, try calling your clients or customers to ask them if they got the document on time. Your tracking update may show ‘delivered,’ but you must still follow up with the recipients to confirm.
Choose the Optional Extras Whenever Needed
As discussed above, there are many extra services you can avail of with Registered Mail. They offer the safest way to post important documents. These options are ideal for high-end items or valuable documents, like tax forms or overdue bills.
For example, imagine you want to contact a client that isn’t paying your dues for a long time. You tried calling and emailing, but nothing worked. In this case, you send them invoices with past due dates every fifteen days.
None of your messages meets with a reply, so you officially initiate a legal process. It is when your delivery confirmation cards can come to good use. They act as evidence that you tried contacting your debtor several times, hence, strengthening your case.
Send Documents Via a Secure Mailing Platform
Always select safe and lawfully-compliant direct mail services to send important documents by post like PostGrid.
Our direct mail API and automation software are compliant with the Privacy Act 1988, PCI DSS Level 1, SOC 2 – IRAP (Australia), ISO 9001, ISO 27001, and ISAE 3402. Thus, we strive to keep your information confidential and safe.
How Can PostGrid Help Send Important Documents by Post Affordably, Securely, and Efficiently?
PostGrid offers a secure, digital space to companies for sending documents and other mail items hassle-free. Now, you can automate the entire process of drafting, printing, and shipping documents. It means that you don’t need to spend hours of your time doing manual jobs, like labelling, affixing stamps, packaging, etc.
Here’s what PostGrid offers:
- Free HTML and PDF design templates
- List compilation and address verification
- Print and mail fulfilment
- Real-time tracking updates
- Variable data printing
- Easy-to-navigate dashboard
- Bulk mailing
- International mailing
- Zapier integration
Also, PostGrid helps several industries send important documents by post, including:
To Conclude
We hope this blog helps you understand how to send important documents by mail. By choosing the ideal mailing service, you can ensure your mail items reach the right person on time.
Regular Mail helps you save money, whereas Express Mail assures next-day delivery. Therefore, choose according to the significance of your documents, budget, and other factors.
Australia Post offers many services to help mailers send documents based on their requirements. Furthermore, PostGrid allows you to streamline your offline mailing tasks and ship your mail items smoothly.
Our 2-business day SLA and flexible pricing help businesses save a lot of costs, time, and effort. You can also benefit from these features and send important documents by post safely using PostGrid; sign up now!
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The post How to Ship Important Documents By Mail appeared first on PostGrid.
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