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This is the next part of the mailing process which inserts one or more mailing items into an envelope. Although this sounds deceptively simple, this is often the point at which expert production planning pays off and culminates in the despatch of an accurate, timely mailing. For the unwary, it can also represent extra costs and time delays.
The basic choice lies between machine enclosing and hand enclosing. Most businesses wish to take advantage of the cost efficiencies of automating the process - it's about 4-5 times cheaper than hand enclosing. However, there are some occasions where the size, weight or shape of the mailing items or envelope cannot be machine enclosed and have to be manually inserted. TMS can offer a fully comprehensive in-house hand enclosing service - ask for further details.
Most enclosing machines have several feeding stations or 'hoppers' which are arranged in sequence alongside a conveyor belt. At TMS, we can enclose up to eight different items in an envelope.
By defining the enclosing sequence, each active station is always dedicated to feeding one specific mailing item.
During this process, mailing items are collated in sequence before being simultaneously enclosed into an envelope.
This happens at very high speed - some of our enclosing machines are capable of enclosing and sealing up to 13000 envelopes per hour.
So what are the factors which affect machine enclosing?
- Most enclosing machines can insert mailing items into a minimum C6, maximum C4 envelope.
- The enclosing sequence is an important factor in determining response. The most important communications such as the letter or flyer should be visible when the mailing is opened. Other items such as the reply envelope are usually contained in the middle of the pack.
- A mailing house can control the planning and production of those items which it is responsible for lasering or inkjetting. However, a user may wish to include in the mailing a variety of items which have been pre-printed e.g. flyers, brochures, business reply envelopes etc. These items preferably need to be printed on mid-weight papers (80-120 gsm) otherwise it can cause enclosing machines to misfeed or insert more than one item.
- Pre-printed items need to be produced in sufficient quantity to allow for the planned mailing volume and also for machine set up and the provision of samples - as a general rule, allow 5% extra 'overs'.
- Mailing items need to be loaded into a feeding station so that a 'leading edge' is always presented into the envelope. For example, a 4pp brochure would need to be enclosed by presenting the fold rather than the open sides into the envelope. It is therefore vital that when pre-printed items are unpacked ready for enclosing, they have been uniformly presented in large bundles to avoid too much manual sortation.
- Mailing items are usually presented into the full width of the envelope (known as a 'wallet' type envelope) It is rarely possible or advisable to insert items into an envelope with the opening on the shortest side other than by hand (known as a 'pocket' type envelope).
- The choice of mailing envelope is critical. Enclosing machines have to open the 'throat' of the envelope so that they can insert the mailing items. This opening process causes the width of the envelope to temporarily narrow. It is therefore vital that there is sufficient clearance between the envelope and the mailing items - and the more mailing items, the more clearance is required. Specialist manufacturers produce envelopes for machine enclosing e.g. DL envelopes can be produced at 114x229mm and 114x235mm rather than the standard 110x220mm. TMS are happy to recommend such suppliers, please contact your TMS Account Manager for more details.
- Envelopes must always be gummed rather than self-seal and be described as a mailing wallet.
- For mailings which contain more than one personalised item, it is vital that these are correctly inserted into the same envelope. For example, a financial services company would want to guarantee that a personalised letter and part completed application form is sent to the same person. TMS can pre-print a unique reference number on these items and use OCR technology to ensure that the items match whilst being enclosed.
- Some mailings may need to enclose non-standard items such as pens or plastic cards. Our enclosing machines have a range of special adapters which can enclose these types of item - talk to your TMS Account Manager to see what is possible.
- And finally - always provide a sample pack or dummy to your TMS Account Manager who can help and advise on planning your mailing to avoid potential problems and maximise the efficiency of our versatile enclosing capabilities.
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TMS enclosing plant list
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