Payment Envelopes

Discussion in 'Business Operations' started by mtdman, Jul 9, 2003.

  1. mtdman

    mtdman LawnSite Gold Member
    Messages: 3,143

    Here's a problem that came up just recently. I send out monthly statements and I always included a small payment envelope with the statement, self addressed, for the check. I have had a few problems in the past, mostly once or twice a year, with payments not reaching me or showing up months late, etc. In June, I had 10 envelopes that were either eaten or lost in the mail. After speaking with the Post Office, they told me that some new sorter machine of theirs likes to eat smaller envelopes and to go to bigger ones.

    Problem was, the smallest bigger envelope I could find wouldn't fit in my statement envelope. So, I passed out a bundle of 6 of the larger envelopes, self addressed, for customers to use for the remainder of the season. I'd like to find an envelope that would fit inside the statement, but so far no luck. They are the same size, more or less, and I don't want to fold the payment envelope.

    Any thoughts?


  2. ffemt1271

    ffemt1271 LawnSite Bronze Member
    Messages: 1,285

    since it costs a small fortune to mail something nowadays, tell the p.o. to fix thier machine!!!
  3. Five Star Lawn Care LLC

    Five Star Lawn Care LLC LawnSite Bronze Member
    Messages: 1,006

    im in the same general area as you mtdmaster and havent had any troubles with my return envelopes. must just be the A2 post office. Thank God
  4. wriken

    wriken LawnSite Silver Member
    Messages: 2,154

    I include a # 6 3/4 envelope in my # 10 envelope, which I have'nt had a problem as of yet. But when I was thinking of adding a return envelope, seem like I had heard of a envelope a little bit smaller then a # 10 which should work fine. Check with staples etc.
  5. A #9 will just fit in a #10. Customer wont have to fold check either. Your print shop should be able to do them or if you do your own go to a paper supplier that caters to printers.
  6. MasterForm

    MasterForm LawnSite Member
    Messages: 83

    1.) Mail out your statements with #10 (window) envelopes.
    A single large window is cheapest, but you can get double windows or have them printed.

    2.) Include a #9 window for the return.
    Then, configure your software to print your address where the window is on the tear-off portion of your invoice.

    That will be the least costly and yet very professional way of doing it. Most all billing software today is easily customizable to accomodate this.
  7. mtdman

    mtdman LawnSite Gold Member
    Messages: 3,143

    I send the statements in #10 window envelopes with the address printed by my QuickBooks program. For some reason all I can find is #10 or #6(?) solid security envelopes for returns/payments. I passed out the #10s in bundles of 6 to all my customers, which should hold 'em through the season.

    Ram, all the A2 mail goes to Detroit for sorting. No sorting machines at the local post office, supposedly. :dizzy:
  8. Gr grass n Hi tides

    Gr grass n Hi tides LawnSite Bronze Member
    Messages: 1,020

    My bills go out in a #10 window envelope with enclosed self addressed stamped return #10 envelope which I fold into thirds. No problems whatsoever. We've been doing this at the office for 10 years and no problems there either.
  9. Rustic Goat

    Rustic Goat LawnSite Bronze Member
    Messages: 1,194

    Sounds like postal clerk b.s.
    Maybe that location had 'a' problem with 'a' machine that wasn't set up correctly.
    Just fold another #10 and put inside.
  10. KenH

    KenH LawnSite Bronze Member
    from CT
    Messages: 1,622

    I had a customer receive a bill 3 years late. He called me to question the work on the bill, and when he looked further, noticed the date was for 2000!!

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