Figuring out whether your mail fleet is large enough for a mail machine can be difficult. Sometimes you buy the machine and realize maybe it isn’t a necessity to save money. If your lease is coming up on its end date, it’s time to evaluate whether your current mailing solution still aligns with your business needs.
Changes in mail volume, service expectations, customer communication, and mailing technology can all impact whether renewing, upgrading, or replacing your current system makes the most sense.
Before renewing your agreement, consider the following factors.
Before your postage meter lease ends, take some time to figure out whether your current mail volume, equipment, provider, and technology still make sense. Businesses should review usage trends, service quality, available technology upgrades, and renewal options before deciding whether to renew, upgrade, replace, or switch providers.
Key Factors to Review
Mail volume: Has your organization increased or decreased the amount of mail it sends?
Equipment fit: Is your current mail machine appropriately sized for your needs?
Provider support: Are you satisfied with service, support responsiveness, and communication?
Local vs. national providers: Would more personalized local service benefit your organization?
Technology advancements: Could newer mail machine technology improve efficiency and reduce administrative workload?
Bottom line: A lease renewal is the ideal opportunity to determine whether your organization should renew its current agreement, upgrade equipment, explore new technology, or evaluate alternative providers.
At the end of your lease you should consider whether your organization mails the same volume today as it did when you originally bought or leased the postage meter.
Many businesses have:
If your mail volume has changed significantly, your current mail machine may no longer make sense. A lease renewal is a good time to evaluate whether your equipment is appropriately sized for your current and future needs. If it’s not, upgrading to a bigger or smaller machine, ending the lease, or buying out the machine may be a better option.
Business needs evolve over time, and the equipment that made sense several years ago may not be the same solution you need today.
Consider:
In some cases, a smaller solution may be sufficient. In others, upgraded automation could improve efficiency and reduce administrative burden.
When weighing your options on lease renewal, it's important to consider whether your provider is meeting expectations. Your experience with your provider's service, support, training, and responsiveness can significantly impact day-to-day operations.
Ask yourself:
A mailing system is only one part of the overall experience. Ongoing support and service can be just as important when evaluating long-term value.
If you are thinking of switching mail machine providers you should consider why your current provider is no longer working.
National mailing equipment providers often offer broad coverage and large product portfolios. However, some organizations find that working with a local provider delivers a more personalized experience, especially when service, training, and support are priorities.
Consider the differences:
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National Provider |
Local Provider |
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Large customer base |
Dedicated local relationships |
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Centralized support centers |
Local service technicians |
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Standardized service processes |
Personalized recommendations |
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May require navigating multiple departments |
Direct access to support teams |
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Broad national coverage |
Familiarity with local businesses and organizations |
Mailing technology continues to evolve, and a lease renewal is a natural opportunity to explore newer capabilities.
Modern mailing solutions may offer:
Even if your current system is functioning properly, newer technology may provide efficiencies that were not available when your existing lease began.
The right decision depends on your organization's specific circumstances.
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If your situation looks like this... |
You may want to consider... |
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Mail volume remains consistent |
Renewing your current solution |
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Mail volume is increasing |
Upgrading to a higher-capacity system |
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Mail volume has declined |
A smaller or more cost-effective solution |
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Operational needs have changed |
Exploring newer technologies |
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You're unhappy with service or support |
Evaluating alternative providers |
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Your equipment no longer meets business requirements |
Replacing your current system |
A postage meter lease renewal shouldn't be viewed as a routine administrative task. It is an opportunity to evaluate whether your mailing system, provider, and overall mailing needs still align with your organization's needs.
Before renewing your current lease, take time to assess whether your provider is helping your organization operate more efficiently, adapt to changing mailing needs, and plan for the future. The right mailing partner should offer more than just equipment. They should provide the guidance, support, and expertise needed to help your organization get the most value from its mailing operation.
At Usherwood, we believe every organization deserves a mailing solution backed by responsive local support, experienced professionals, and technology that evolves with your business. If your lease is approaching renewal, now may be the perfect time to explore whether your current solution is still the right fit.