How to Choose the Best Print and Mail Outsourcing Vendor?

Are you considering transitioning to outsourcing your company’s high-volume print and mail tasks, but uncertain about choosing the right service provider? Not all print and mail vendors are equal. Each business faces unique challenges, expectations, and regulatory requirements in communicating with customers through print and mail. We provide insider tips to help you select the best print and mail vendor tailored to your company’s needs.

Printing experience, resources, production capabilities, security certifications, and technical expertise can vary significantly among vendors. Knowing the right questions to ask can save your company substantial time and money in finding a vendor that aligns with your requirements.

---

---

Criteria to Consider When Evaluating a Printing Services Company

Consider the following criteria when evaluating potential printing services companies:

Print-Mail Experience 

• Does the vendor possess extensive experience and understanding of your industry?  
• Do they work with a wide variety of different industries? 

Digital Color Expertise 

• Are there digital color experts on staff to ensure consistent branding and impactful messaging?
• Do they have experience with color conversions?  

Security Certifications and Compliance 

• Do they follow processes and regulations for data security and compliance?
• Do they hold SOC 2 SSAE-18 Type II and HIPAA certifications?

Investments in Technology and Equipment 

• Does the vendor have the latest print and mail equipment?
• Do they stay updated with new technologies and software, providing trackable results?

Location and Print Capacity  

• Where is the print and mail facility located?  
• Does the prospective vendor have the print and mail capacity to serve your communication needs? 

Material Availability and On-Site Storage 

• Does the vendor store paper, envelopes, or collateral in-house?
• Can they leverage supplier connections for cost-effective paper stock and mailing materials?

Adaptability and Disaster Recovery 

• Does the vendor have a disaster recovery plan, including off-site facilities?
• Is there an archive and backup for data?

Data Handling and File Processing 

• Is there an onboarding process?
• What types of data and file formats can be integrated?
• Do they have in-house developers and project managers for efficient and error-free processing?

Visibility and Job Tracking 

• Does the company offer visibility through workflow or mailpiece tracking?
• Are additional client-facing content management and marketing features available?

 Sustainability and Eco-friendly Paper 

• Is the potential vendor an FSC Certified print and mail provider?
• Do they have a sustainability program or offer eco-friendly stock and mailing materials?

Choosing the right outsourcing provider for your company’s sensitive information is crucial. By asking these questions, you can gain insight into a potential print-mail vendor’s processes and capabilities, enabling you to make the best choice for your company’s communications.

For a more in-depth exploration of outsourcing print and mail, refer to our Getting Started Guide to Print Outsourcing.

---

---

FSSI

FSSI has 40 years of experience as a print services provider for highly-regulated industries. Learn more by downloading our special report, The Top 10 Reasons to Outsource Print and Mail Production, or contact us at (714) 436-3300 to speak with an FSSI print and mail specialist today.

---