Postage

Started by DeAnnW • 2 replies • 2135 views

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DeAnnW (Virginia)
Posts: 18

Posted:

Our HOA spends quite a bit of money in postage. We send out letters all of the time for violations, late fees, reminders, billing, thank you letters, etc.

Some of the stuff goes into prestamped window envelopes, other things go in regular enveloped and we stamp and hand address, which in my opinion does not look very professional.

The office manager spends a decent amount of time going to the post office to drop off letters, pick up stamps, purchase the window envelopes, etc. She gets paid mileage for doing this.

Is there a better way to handle these things? Any cost saving ideas are greatly appreciated.

Thanks,
DeAnn

BeckyW (Georgia)
Posts: 34

Posted:

We too are watching postage spending and with the latest increase, costs seem to be upwards bound. I can suggest the following which may help:

All our homeowners are invoiced quarterly. We try to time the quarterly newsletter to go out with that mailing.

To save the trips to the PO, consider holding and mailing out weekly or bi-weekly. USPS WILL deliver stamps with the mail too. Can't most of your outgoing mail be sent with the mailman when he/she delivers your mail? Either option should cut down your mileage costs too.

Buy your envelopes in bulk (we just bought 1,000 window envelopes and 1,000 regular #10, both preprinted with the HOA return address). We use labels for addresses which are preprinted on a computer laser printer.

I hope these ideas might work for your HOA.

BrianB (California)
Posts: 2,820

Posted:

we hand deliver most of our notices and news. The only things we mail are violation notices and news to absent owners. That keeps it inexpensive for us.

We also do not invoice our dues, however, i suspect we are rare in that regard.

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