Securemail comprises Hybrid Mail and Safemail (Bulk Registered items).

Hybrid Mail

Hybrid Mail provides bulk printing and distribution of work, with either the Safemail.

(Traceable) or Ordinary Mail (Non-traceable) streams of the South African Post Office.

Hybrid Mail process and print items from Data files submitted via FTP to Post Office IT.

Normal white paper and envelopes are used, but pre-printed stock can be provided.

Items are printed and inserted into envelopes or pages sealed with the one-step mailer system.

Envelopes are sorted and dispatched to Post Offices (Ordinary Mail) or by Safemail (registered mail).

Benefit to customers

Hybrid Mail provides customers a faster product, while saving time and money. Hybrid Mail simplifies the process of preparing the mail, reduces the time to distribute and deliver the mail, and provides businesses with a powerful outsourcing service.

Convenience

Hybrid Mail offers the convenience of having mail produced and delivered by one organisation from start to finish. It removes the difficulties of printing, processing and delivering post, allowing companies to concentrate on their core business.

Communication Improvement

Businesses can select to improve their communication strategy by packaging the traditional mail item with electronic channels such as e-mail and/or SMS. In addition, product enhancements such as undelivered e-mail, can automatically be re-routed to physical delivery, can be considered. Hybrid Mail strengthens the business-customer relationship by improving communication with their customer. Eventually the customer will be able to choose to receive some documents as a normal letter, while other documents can be sent as e-mail, supplemented by an SMS notifying the customer that the mail item has been sent.

Cost-saving

Hybrid Mail reduces fixed costs because there is no need to purchase and maintain specialised printing equipment, staff costs and the costs of transporting mail to the bulk mail centres are slashed. In addition, businesses spend less time on the processing of communications and can to focus on their core business and communicate more effectively more often, with more existing customers and potential customers.

Time-saving

Businesses using Hybrid Mail are ensured that their customers will receive their bills faster, resulting in reduced debtor’s days and increased cash flow. If possible returns have been identified because of the recipient’s incorrect address; the company can be informed even before the letter has been printed. Direct mail or other bulk business communications are no different; faster responses result in quicker sales or increased customer satisfaction

Safemail (Bulk Registered Mail)

Safemail receives items from customers directly or via Hybrid Mail.

Items are pre-sorted by matching the items to the import data provided by the customer.

Items are labelled by a printed tracking label.

Items are scanned and update the Safemail tracking system with the tracking number.

Items are dispatched to post offices in direct flyer bags with a checking sheet (Dispatch Bill).

Using Safemail provides:

A reliable service tailored to a customers’ requirements.

Central automated sorting facility.

Bar-code item scanning minimizes misroutes.

Continuous tracking of every item.

Proof-of-delivery service.

Notifications (e-mail, SMS and letter).

- Printing and mailing a 1st notification advising the recipient to collect his/her item, the day after dispatch.

- A SMS seven days after the first notification informing recipients of the item waiting to be collected and requesting the recipient to contact the sender for enquiries.

- Printing and mailing a final notification thirty five (35) days after dispatch - again requesting the recipient to collect the items.

- The Post Office will send the recipient a SMS to thank him/her for collecting his/her item from the SA Post Office.

- Uncollected items will be returned to Safemail to record and deliver back to the customer to ensure a ‘closed-loop’ process.

Electronic proof of delivery.

Management reports:

- Provides daily/weekly/monthly breakdown on all items distributed with current statuses of items.

- Management reports are tailored to suit your administration requirements - within reason.  

No laborious, manual sticking of tracking labels as labels are applied by Safemail.

A limited Safemail service to international destinations.

At the delivery end

The security loop closes when recipients collect Safemail items from their local post office or the item is delivered back to the receiver or the item is returned (not collected) to Safemail. Personalised delivery notifications are sent to every individual. (Notifications can also be designed to meet your own specific needs).

Recipients have to produce the delivery notification, and an official identity document (green or blue or card), and personally sign for the items. No temporary ID book or affidavits are accepted. If the addressee has to send a representative to collect the item, it will only be handed over under the following conditions:

- The delivery notification must be completed in full.

- The representatives of companies and corporations must have a letter of authorization on a company letterhead.

- Both the representative’s and the addressee’s signatures and ID and numbers must be provided in the letter.

- Both ID documents or ID card must be verified by the post office teller.

Please contact the Post Office for further information about the Safemail service, or to request a quote for your particular delivery needs.