How To Send Legal Documents Through Mail And Optimise Your Direct Mail Communication?
Sending legal documents via postal mail is always a little scary. Postal mail has little security, and there is no instant or easy way to tell whether your documents reached their destination or not. Or is it?
Unlike what many of you may believe, there are ways you can ensure superior security for your direct mail. Today we will explain how to send legal documents through mail with a step-by-step guide.
Additionally, we will also try to teach you how you can optimise your direct mail communications.
How to Send Legal Documents Through Mail?
Australia Post offers what is likely the most secure and the best way to send legal documents through mail. As far as postal mail services go, Australia Post does exceptionally well in delivering essential documents accurately and securely.
And we are not just saying this. Because Australia Post has some practical measures that ensure crucial documents always reach the right person. For example, Australia Post performs an identity check before handing over the sensitive or valuable documents your business sends.
Australia Post even has a list of steps that explain how to send legal documents through mail. And below, we have listed these steps so you can send vital business documents, such as collection letters, patient statements, etc., securely.
Step 1: Choose a Post Office
Every organisation or customer first needs to choose a Post Office from where they want to send all their critical documents. In other words, the first step is to pick an easy and convenient collection point for your documents.
Step 2: Get The Notification Letter From Australia Post
Whenever a business organisation wants to send critical documents via Australia Post, they provide it with a notification letter. As you can imagine, this letter notifies your customer that their record is awaiting collection.
It means you don’t have to go through the trouble of making the notification letter by yourself. Hence, sending legal documents by mail becomes easier when you use Australia Post to send sensitive documents.
Step 3: Send The Documents To A Post Office
It is the step where you send your business’s sensitive documents to the nominated Post Office. Remember to send the documents directly to the designated Post Office you picked in the first step.
As soon as Australia Post receives the documents, they scan them. At this point, Australia Post classifies the postal document you are sending as “Received at the Post Office.” They then store the documents safe and secure until the customer comes in and collects them.
Step 4: Send The Notification Letter To Customers
Remember how we talked about you receiving the notification letter from Australia Post in the second step? When sending legal documents by mail, sending the notification letter is essential.
And since you already have the material for the notification letter it is relatively simple to print and send them. Furthermore, you can use a direct mail tool like PostGrid for sending the notification letter. Even sending a massive number of notification letters is easy using PostGrid because of its bulk mailing feature.
Step 5: Identity Verification
The customer will come to the Post Office to collect their documents once they receive the notification letter from you. Even the notification letter acts as a security measure against people accidentally or knowingly receiving your sensitive documents.
But the main security factor in sending legal documents by mail is the identity verification at the Post Office. Australia Post conducts an identity check on your organisation’s behalf. And the best thing about it is that you can specify the identity verification requirements before Australia Post can release the document.
Step 6: Payment Processing
Although it may not always apply to your business, sometimes Australia Post may require you to pay extra charges. The charges may be applicable for the goods and services from Australia Post. So, be ready to shell out money for the services you opt for when sending legal documents by mail.
Step 7: Contract/Declaration Signing
If you think it is necessary, you can opt to add an extra layer of protection for sending sensitive documents to your customers. You can do this by implementing a step that requires your customers to sign a contract or declaration before document collection.
For example, suppose you are a financial service provider sending critical documents like collection letters. Let’s also assume that you need it in writing that your customer received the letter. In such a case, such a service can come quite handy for sending legal documents by mail.
Step 8: Hand Over The Item to The Customer
At this point, Australia Post has already collected all the information, signs, and any additional documents from the customer. As we have already mentioned, you get to decide the identity verification requirements for your organisation.
After Australia Post ensures that all your identity verification requirements are met, there is only one thing left to do. Australia Post hands over your sensitive documents to the customer after it confirms the recipient’s identity.
Step 9: Receive Documentation From Australia Post
At last, the customer has received the sensitive document that you were so concerned about. But, sending legal documents by mail does not end there. After handing over your documents to the customers, Australia Post provides you with all the documentation you require.
Once they hand over the documents to the customer, Australia Post scans your document as “collected”. In addition to that, you even get a digital image of the Signed Collection Declaration. You can keep these documents for future reference and maintain clean records for your business.
How Can PostGrid Help You Optimise Your Direct Mail Communications?
PostGrid is a complete direct mail solution with advanced automation and Address Verification capabilities. It lets you print and deliver personalised documents, including notification letters you send to your customers.
As PostGrid uses a fully automated direct mail system, even printing personalised letters in bulk is not a problem. Using PostGrid’s address verification tool alone is enough to ensure that your mail is always delivered to the correct address.
Furthermore, PostGrid uses Australia Post for all their direct mail processes, including sending legal documents by mail. Hence, PostGrid is the perfect way to ensure accurate and convenient direct mail communication for your business.
Conclusion
If you are looking for the best way to send legal documents through mail, you don’t have to look past Australia Post. With advanced security measures like identity verification, you have little to no reason to consider an alternative.
However, you can make your direct mail communication more effective by using a direct mail tool like PostGrid. The complete automation and address verification capability offered by PostGrid makes it the ideal solution for sending sensitive documents to your customers.
Every industry vertical, including insurance, healthcare, finance, and more, can optimise their direct mail communication with PostGrid. More importantly, you can use PostGrid for sending regular communication, including the notification letter for legal documents.
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The post Mail Legal Documents Securely appeared first on PostGrid.
source https://www.postgrid.com.au/mail-legal-documents-securely/
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