Today, mailing letters, invoices, and marketing materials is still a vital part of many companies' operations. However, manual mail preparation can be time-consuming and error-prone. This is where folder inserter machines come in handy. This equipment can help businesses automate their mailing processes and increase productivity. In this article, we discuss how to choose the right folder inserter machine for your business.

A folder inserter machine is a device that automates the process of stuffing various types of documents into envelopes. The machine folds the paper, inserts it into the envelope, and seals the envelope. It can handle a wide range of mail volumes and sizes, making it ideal for businesses that have to send out a lot of mail.

Investing in a folder inserter machine can deliver a host of benefits to your business, such as:

• Saving you time and money by automating the mailing process, reducing manual labor, and decreasing the risk of errors.
• Improving the quality of your mailings by ensuring that every piece of mail is correctly folded, inserted, and sealed.
• Managing your communication more effectively by allowing you to send out more mail in less time.

Folder inserters are ideal for time-sensitive mail jobs that are processed on a regularly scheduled basis (i.e., daily, weekly, monthly, quarterly), such as:

• Bills and invoices
• Statements
• Tickets or fines
• Notices (i.e., past due)
• Checks (i.e., payroll, payables)
• Tax forms (i.e., W-2)
• Policies
• Renewals
• Explanations of benefits
• Health insurance claim forms
• Financial reports (i.e., annual reports)

They are also useful for recurring or one-off mail jobs to inform, engage, promote, or advertise, such as:

• Newsletters
• Announcements
• Requests for funds or donations
• Catalogs, booklets, brochures, or pamphlets
• Advertisements for products or services
• Flyers for sales or special offers
• Coupons or vouchers
• Event invitations
• Welcome letters 
• Application or entry forms
• Election/political advertising

Here are some of the most critical factors to consider when choosing a folder inserter machine for your business:

Envelope sizes

Make sure the folder inserter can handle the envelope sizes you need for your mailing. Some machines can only handle standard sizes, while others can handle a wide range of sizes.

Wide range of mail volume and pieces

Consider the volume and types of mail you will be sending out. Choose a machine that can handle the volume and different pieces of mail you need to send out.

Compact design

Consider the size of the machine and whether it will fit into your office environment. Choose a machine that is compact and easy to store.

Scanning technology

Some folder inserter machines come with scanning technology that can read barcodes or optical marks on documents. This technology helps ensure that each piece of mail goes to the correct recipient.

Double parallel feed stations

Choose a machine that has double parallel feed stations, which can double the machine's speed and increase productivity.

Paper folding machines and sheet feeders

Consider whether you need a machine that can fold paper and whether it has a sheet feeder to reduce manual labor.

Reply envelopes and direct mail pieces

If you send out reply envelopes or direct mail pieces, choose a machine that can handle them.

Below are some of the critical features to look for in a folder inserter machine:

High insertion speeds and envelopes per hour: Choose a machine that has high insertion speeds and can handle a large number of envelopes per hour.

Easy setup and operation: Choose a machine that is easy to set up and operate, with an intuitive interface and clear instructions. This will reduce the chance of user errors.

Automated processes and document integrity: Choose a machine that easily integrates with document automation software to increase reliability, and ensure that your mailings are accurate and secure.

Valuable time savings: Choose a machine that can save you valuable time by automating your mail preparation process.

Download our folder inserter buyer guide for more information to help you find the right automation solution for your business.

Investing in a folder inserter machine can bring significant benefits to your business. By choosing the right machine for your needs, you can automate your mailing process, reduce manual labor, and increase productivity. Consider the factors we discussed when choosing a folder inserter machine and look for machines with high insertion speeds, easy setup and operation, automated processes, and reliable performance. With the right machine, you can manage your communication more effectively, save time, and improve the quality of your mailings.