Are you overwhelmed by the volume of email your business receives? Do you have paper emails scattered around your office with no clear idea how to go through them? you are not alone.
According to the US Postal Service, 17.7 million pieces of mail are processed every hour. the traditional mail sorting system will require you to manually sort each document received by your company. but, thanks to advances in technology, this is no longer necessary. signing up for mail scanning services may be the solution you need to manage mail and stay on top of business activities.
Digital mail services can help your business save valuable time and money that would have been spent opening, sorting and processing thousands of postal items. Of course, some of these mail items aren’t important and are destined for the shredder.
However, is it worth the risk of losing customers and money by inadvertently missing an important email? In this roundup, you will learn that email scanning services are the best options in 2021.
what are email scanning services?
mail scanning services automatically scan, classify and process mail in a digitized system that improves the operational efficiency of your company. you can also share documents, filter spam, archive your mail, forward packages, and more with the click of a button.
Thinking about going to your company mailbox to collect your mail and sift through it for what you need? no need to do that anymore. With a mail scanning service, you can access your mail from anywhere in the world because the process is completely digitized.
here is a basic overview of how it works;
When you subscribe to mail scanning and forwarding services, you can select a virtual mailbox address to receive mail and packages. this ensures that emails will reach you regardless of your location. Even if a tenant is on vacation, you can rest assured that their mail is accessible and will be kept up to date with relevant information.
after receiving notification that an email has arrived, grant your service provider access to open and scan. this allows them to scan and send you a digital copy. In addition, you can filter spam, shred it and receive only the necessary mail at your location through a digital mail forwarding service. among its many advantages, the digital mail service is a quick way to sort your mail into folders to keep incoming mail in order. and it’s not just mail; some of the services also help keep track of received packages.
7 best mail scanning services in 2021
In recent years, mail scanning services have become more popular with businesses looking to increase operational efficiency and customer satisfaction. According to helpcout, after having a positive experience with a company, 77% of customers would recommend it to a friend.
In this guide, we will be introducing you to the best mail scanning services that can help you take back control of your mailroom. Here is a list below! Here is an infographic about the top 7 mail scanning services. 
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package mail roomx
mail post-scan
ipostal1
sasquatch email
earth class mail
virtual postal mail
mailbox at any time
1. packagex mail room
download: android | ios
packagex mailroom is a digital mailroom service that allows you to automate, organize and manage your mailroom. You get end-to-end service when you use the Packagex Mail Room Mobile App. you can scan, forward and track incoming and outgoing mail and packages. these features reduce the need to find more solutions.
In addition, the mailroom api can be integrated into your existing mailroom setups without purchasing additional hardware. all you need is your phone and the app, making it cost-effective for any organization.
A digital signature feature and photo ID make it possible for recipients to sign packages electronically, facilitating mailrooms and contactless delivery systems. this eliminates the need to touch shared surfaces and keeps you and your recipients safe. the packagex mail room has been adopted and trusted by leading business organizations such as wework, ups, xerox and more.
key features
● packagex’s sophisticated ocr system can read letters without the need for folders or barcodes to identify which letter is for a particular recipient. In addition, it has a 95% accuracy in capturing characters that help create high-quality, eligible documents.
● You can scan multiple mails faster with the packagex mail room. its smart algorithm prevents you from scanning the same item more than once.
● You can group your mail into folders for easy retrieval, access, and organization.
● You can keep your mail room safe with totally contactless pickup options.
2. post scan mail
postscan’s mail service is an excellent solution for remote workers, frequent travelers, and business owners who want to track their mail deliveries completely online from any location. They have worked with companies like UPS, Amazon and FedEx. To use post scan mail, once you receive a notification through your virtual mailbox address, you have the option to grant them access to open and scan. you can then choose to download, archive, or print your scanned copy.
Using this service, you can have a specific email address to group spam. this makes it easier for you to filter spam from the relevant ones to the trash. postscan’s mail service helps recycle paper mail you don’t need, helping to maintain a sustainable environment. In addition to the option to scan, forward and store mail, PostScan Mail has several physical locations you can choose from to enter and pick up mail or a package. this is independent of your location.
for example, imagine you live in san francisco and received mail or a package while you were in new york. You can request that your mail be forwarded to the nearest physical PostScan mail location in New York, and you can pick it up yourself.
key features
● Mobile apps are available to manage scanning and forwarding of your mail from your phone.
● You can request bulk package shipping and recycling.
3. ipostal1
ipostal1 app allows you to open and scan email content for viewing or cloud storage. you can pick up your mail and packages at their digital dropbox locations, and they can forward, scan, recycle, shred, or let you pick them up.
There are three different plans currently available to customers: virtual business address, virtual mailing address, and virtual office. This mail scanning service allows you to view your mail from anywhere in the world, easily redirect and add additional address locations.
key features
● You can choose from over 2000 real street addresses for business or personal use.
● You can request a scan and get a pdf version of your email in hours.
4. sasquatch mail
sasquatch mail is a great option for those looking for a basic option that only provides mail scanning. you can get mail forwarding options, but you’re limited to just four addresses. your virtual mailbox is only available in idaho, wyoming, idaho and florida.
key features
● Physical mailings can be stored for 30 days free of charge
● no limit on incoming mail or recipients
● Affordable rates and you can shred or recycle for free
5. land class mail
By converting your postal mail into high resolution pdf files, Land Class Mail makes it searchable just like you do with email. small, medium and large companies need an alternative to a traditional mailbox to benefit from their plans. Plus, they have options that cater to individuals, remote workers, and frequent travelers.
earth class mail allows you to scan your mail in real time and decide if you want to print, shred or recycle it. plus, there is a cloud storage option available for your scanned mail.
key features
● Check deposits to your mail can be automated to be digitally scanned, reviewed and approved for deposit.
● the app can be synced with accounting software to automate postings and payments.
6. virtual postal mail
virtual postal mail (vpm) provides a paperless office solution for business owners and property managers. Plus, it gives you the ability to create a permanent postal address that you can use as your online postal mailbox. You can use the street address to receive any package, regardless of its size or delivery method.
key features
● You can deposit any received check without going to the bank with Virtual Post Office.
● You can easily forward emails to international locations.
● help recycle documents.
7. mailbox at any time
anytime mailbox is one of the cheapest digital mail services available. provides mail scanning, recycling, shredding, and mail forwarding for businesses. anytime mailbox has 1,215 locations in the united states that you can pick up if needed.
through its android, ios and web applications, you can access your mail from any phone with internet access. there is an additional option to receive alerts via text at no additional cost. however, its price depends on its location.
what are the benefits of email scanning services?
Business operations can be made more efficient through the digitization of mail handling processes. Below we have summarized a list of the benefits of email scanning services:
1. keeps you organized
As businesses are embracing more digitization in their systems, this is a tool that can help make mailroom management easier. Mail room managers are familiar with the chaos that results when there is no control when an overwhelming amount of mail and packages arrive in the mail room. Plus, property managers can use this to reduce mail theft and easily find packages for residential tenants.
2. is accessible
mail scanning has many benefits; one of the most obvious is that you can access it from any location. no matter where you are in the world, mail scanning services ensure that you can receive your mail conveniently. Imagine that you are trying to find an email sent in 2020; you can digitally search for a file and find it in minutes.
3. saves you time
The average four-drawer file cabinet holds between 10,000 and 12,000 documents, takes up 9 square feet of space, and costs $1,500 a year. On average, 30% to 40% of an employee’s time is spent digging through mail and office filing cabinets.
Hours spent manually filtering a growing pile of mail can be redirected to other business activities. Plus, as companies embrace hybrid work systems, all employees can stay informed when working in and out of the office.
4. helps improve tenant experience and customer satisfaction
Having the right amenities and features will give you an edge over your competitors. if tenants are satisfied with the experience provided, they are more likely to stay longer and pay more for a building that includes the amenities they need or makes their lives easier. In the long run, this will increase occupancy rates and reduce tenant turnover. ultimately increasing asset sale potential as well as cost savings.
5. it’s ecological
A study by the Environmental Protection Agency reveals that paper products make up the majority of materials disposed of in landfills, more than plastics, metals and yard trimmings combined. For businesses that want to start implementing sustainable options, using a mail scanning service can provide a paperless solution. In addition to facilitating the tracking of documents and information through digitalization, companies can easily recycle paper through their digital mail service.
frequently asked questions about mail scanning services
p. How does email scanning work?
mail scanning is a service where a company opens and scans mail on behalf of a customer. When you get a mailing address, you will receive all the mail and packages that are sent to you. however, for mail scanning to take place, you must register for a virtual mailbox address where the scanned mail items will be sent. When received, through optical character reader (OCR) technology, mail is scanned and transformed from a paper document to a digital copy. While there is the option of taking images of physical documents for storage, OCR is more advanced. when a document is scanned via ocr, the text contained therein can be searched and edited.
In addition, mail scanning can be used to quickly identify packages in a crowded mail room. each item that needs to be tracked has a barcode. Barcode scanning can occur at each stage of the process (receiving, processing, and delivery), either using automated equipment during processing or via a handheld scanner used by delivery personnel. With mailroom by packagex software, you can use the mailroom app to scan these barcodes to identify packages, with no additional hardware required.
p. how do i scan to email?
Digital mail services can help you scan documents for email. When you grant access to open and scan after receiving notification of an incoming mail, the company scans it and sends it to a designated email address of your choice. there are also cloud storage options where you can store the scanned copy and access it when needed.
Also, you can choose a manual process with your phone after your mail has been delivered. there are apps you can use to scan documents, and mobile cameras can be used as well. however, these are not much different from the manual options and are very time consuming. If your organization received a large volume of mail, errors might occur when scanning the same document multiple times. In addition, the results of mobile cameras have poor readability, so an ocr technology is needed to automate the scanning process.
p. How do I see my mail before it’s delivered?
To see your mail before it’s delivered, you can request a digital preview before it arrives. The United States Postal Service (USPS) has a feature called Informed Delivery that provides eligible residential consumers with a digital preview of incoming mail from their household scheduled to arrive soon. however, you can only see the information on the envelope and not the contents of the letter.
With a mail scanning service, you can request that mail be opened and scanned before it is delivered. plus, you can quickly identify spam and request that it be removed. Plus, express mail can be handled before it’s delivered.
p. can i scan documents to my phone?
yes, you can scan documents to your phone through their email scanning service. If you’re looking for an alternative option when you need to scan a document on the go, here’s how to do it.
for android devices:
● Open your google drive app and scan documents directly to google drive by tapping the “+” button in the bottom right corner of the home screen.
● select “scan” when the menu slides up from the bottom.
● opens to a camera that you can use to take a photo of the document.
● will automatically scan the document. you have the option to resize, crop and download as pdf.
for ios devices:
the google drive app on ios does not have the same option to scan documents. you can use your notes app to achieve the same results.
● open notes and select a note or create a new one.
● To scan a document, tap the camera button in notes, then tap scan documents.
● Make sure the camera captures your document.
● When your device is in auto mode, your document will automatically scan. using the shutter button to scan or the volume buttons will allow you to capture a scan manually. you can adjust the scan to fit the page by dragging the corners. then tap continue scanning to finish.
● You can save the document or scan more.
research by aiim shows that more than 40% of organizations process more than 1,000 mail items every day, increasing paper usage. With advances in technology and the advent of digital mail services, businesses can reduce paper usage and improve mailroom operations.
Using mail room management software will help you save time and money and provide a positive experience for your customers. Through mail scanning and forwarding services, you can reduce spam and access data on mailroom practices. When choosing a digital mail service, remember to check their credibility and make sure they can handle your business needs.