Guide to Postage Meters and Scales
Save money and increase efficiency when you streamline your outgoing mail
By Tom Nutile
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Small business owners are busy folks. Too busy, in fact, to be running to and from the post office all day. And yet, that's exactly what some still do. Smart business owners and startups, however, turn to postage technology and tools. After all, you can automate your bill payment, your purchases and even your phones — so why not your mail? Postage meters do require some maintenance — they require an annual Post Office inspection (which can be done easily online) for instance, and must be reset for a fee when postage rates increase — and even some risk — because they must be leased, equipment is hard to abandon or upgrade if your needs change. Ultimately, however, they can save you both time and money. Among the reasons to meter your mail: - Because they measure precise postage weight, meters provide immense savings by preventing "over-stamping."
- Meters increase productivity by allowing you to spend more time building your business, and less time licking stamps.
- Meters help you monitor and manage your costs more efficiently.
- Meters get your mail delivered more quickly, as metered mail is processed faster.
- Meters give your mail — and therefore your business — a stamp of professionalism.
Action Steps
The best contacts and resources to help you get it done
 Lease your meter
Per federal guidelines, individuals and businesses may only lease, not purchase, postal meters.
I recommend: Consult postage meter manufacturers such as Francotyp-Postalia Inc., Hasler, Inc., Neopost, and Pitney Bowes Inc. for information on leasing a meter.
Carefully choose a provider
Consider several factors when choosing a postal meter provider, including the type of service you will receive and the price you'll have to pay per month.
I recommend: Find a local postage meter dealer in your area at Supplier-Match.com.
Consider online postage options
If you ship a smaller amount of mail, you may want to consider using either online postage sites or the U.S. Postal Service, which offers special e-commerce and pickup options.
I recommend: The U.S. Postal Service offers small businesses a variety of special services and postage advice, including a licensed vendor service at Stamps.com, where you can purchase postage online and print it from your home or office computer.
Purchase a scale
Scales, which weigh your letter or package and determine how much you will pay to mail the item, are a necessary part of any postage meter system. Digital scales are highly accurate, but if you have a small volume of mail you might want to consider a less expensive spring scale.
I recommend: Browse a selection of reliable postage scales – ranging from the inexpensive to the higher-end – at OfficeMax.com.
Choose a base for your postage meter system
Finally, you should consider adding to your system a base, which you can purchase to own at what might seem a higher cost, but which typically delivers significant savings compared to monthly rental fees. A base feeds mail into your meter, stacks it and even seals it.
I recommend: Compare costs for postage meter bases online at BuyerZone.com, where former buyers have reported their own purchase prices.
Tips & Tactics
Helpful advice for making the most of this Guide
- Always keep stamps on hand — just in case.
- Don't be afraid of metered mail, as it has the professional look you want your business to project.
- Using metered mail helps you avoid last-minute trips to the post office.
- Remember, you don't need a service contract with a meter/scale setup because the manufacturer takes care of that.
- Before leasing, make sure you know what to do if there's a problem with your equipment. For example, do you ship it somewhere, or do technicians come to your workplace to fix it?
- Determine whether you want to add features to your system, such as password protection, to keep out unauthorized users, thermal printing, etc.
The official source of Postage Meters and Scales is the Postage Meters page at Business.com
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Evaluation tips for choosing the right equipment for your needs.
Learn the about what you can and cannot send, how a postage meter can benefit your business; how to pay for postage, and where to find vendors.
Learn about of postage meters, service and support, postage systems prices, how to choose a provider and get buying tips.
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