The value of mail is undeniable but executing it successfully on a large scale is a challenge.
GrayHair provides the right tools to manage your postal optimization.
The Problem with Undeliverable Mail
The value of mail is undeniable but executing a mailing successfully on a large scale is a challenge. The struggle for most mailers is the lack of data and visibility throughout the lifecycle of a mailpiece, from creation to delivery.
One in three customers will leave a company after just one bad experience.
– American Express
The successful journey of each single mailpiece to its intended destination is subject to many influences:
- USPS regulatory and operational changes
- USPS, supplier issues, and delays
- Planned and unplanned events, such as the holiday season, catastrophic weather, elections, and COVID
- 1 to 1.5% of the US population moves every month
- Data silos across an enterprise
When a mailpiece is delivered to the wrong address, or is late or lost, the impact can be:
- Lost revenue opportunities
- Delayed receivables
- Negative customer experience
- Less effective marketing campaigns
- Missed Service Level Agreements (SLAs)
- Fraud incidents
- Regulatory penalties
When a mailpiece is delivered to the wrong address, access to real-time data empowers you to set strategies, answer questions, and proactively resolve delivery issues.
GrayHair leverages a proprietary data platform and industry expertise to create actionable data and insights for integration into your business.
We monitor mail from creation to delivery providing visibility to help you resolve delivery issues and reduce undeliverable mail with:
A personalized and consultative client engagement approach
- On average, our dedicated account team spends 20 hours weekly supporting each client
Results-driven client success
- Our results boast an annual savings in the millions
Unparalleled team of data, postal, and operations experts
- Combined, our experts have over 240 years of experience
Highest levels of data security
- Annually, we process over 55 billion data points for the largest banks and insurance companies
Address Data Quality Cleaner Data In A Repeatable Process Provide Increased Deliverability And Savings
GrayHair’s Clients Outperform Industry Averages
Address Quality is a game changer.
Knowing your customer is not only an essential part of doing business but a highly valuable one as it fuels your business and its success on many levels. GrayHair understands that. Achieving the highest levels of address data quality requires more than standard tools.
Superior address data quality is the critical component to identifying actionable insights that deliver benefits not only to mailing operations but across the enterprise.
Exceeding industry standards, we customize our best practices for each of our clients to decrease undeliverable mail, increase customer response, and reduce waste.
Our business rules-driven process provides results leveraging standard tools like CASS, NCOA, USPS Address Change Service (ACS), and Secure Destruction, as well as our proprietary address change data set.
Delivery Performance –
Gain Visibility Into Mail Processing And Delivery
Useful data insights can be accessed through easy-to-read dashboards and customizable data feeds making it simple to proactively monitor trends and solve problems.
Mail Analytics Portal
Gaining access to mailpiece data provides increased visibility and valuable insights, which can be leveraged by different parts of an organization.
- Real-time status of a single mailpiece’s location
- Projected in-home delivery dates
- Percentage of job or campaign successfully delivered
- Overall job status–Early, In Window, or Late
- Percentage correctly addressed
- Client delivery compared to industry performance
- Address quality insight
- Vendor agnostic, gain unbiased visibility into supplier performance
The Journey of a Single Mailpiece
Not knowing is no longer an option.
Fraud Prevention Marketing
- Monitor delivery anomalies and delays
Call Center
- Integrate data to reduce, eliminate, or enhance client calls
Client Experience
- Provide delivery info to clients
Marketing
- Utilize delivery data for coordinated campaigns
Client Databases Data identifying the most up-to-date addresses for clients
- Remittance Processing Insight into inbound payments
Security & Compliance
Ensure addresses are correct and current to meet industry regulations and USPS standards, while monitoring mailpiece delivery for regulatory requirements
Compliance
- Ensure data is correct, complete, current, and compliant to specific industry rules and USPS standards.
Security Controls
- Regulatory requirements and certifications are in place, including compliance in accordance with SOC 2 Type II with HITRUST controls mapping, PCI, HIPAA, and CCPA.
Governance
- Annual vendor assessment/audits, quarterly risk assessment and prioritization events.
Vulnerability Management
- Annual penetration and web application vulnerability testing, annual disaster recovery/ business continuity simulation testing, quarterly application scans, quarterly scans on operating systems, databases, laptops, workstations, switches, routers.
Case Study
Aflac Improves Address Quality, Lowers Costs, And Gains Visibility
“We didn’t see the innovation elsewhere that we saw with GrayHair.”
– MIKE THOMAS VICE PRESIDENT of SUPPORT SERVICES, AFLAC
Problem
Aflac, an insurance provider, wanted a new address validation software system to streamline existing processes, that would maintain USPS™ compliance but improve its address quality and optimize postage discounts.
Solution
Turning to GrayHair, Aflac implemented addressing services that provide a single-source solution tailored to fit their operations. Aflac then utilized GrayHair’s address verification service to identify potential issues with an address when customers contacted Aflac’s call center. Identifying these address issues reduces the cost of printing and mailing to bad addresses. To ensure USPS full-service pricing, Aflac’s team applied our Intelligent Mail® barcode assignment tool and mail tracking service to monitor its campaigns and delivery performance.
Results
Aflac has seen a “significant” drop in the amount of returned mail. Instead of pulling addresses monthly and running them through the old system, it sends all of its addresses to GrayHair every 60 days. In fact, the first time Aflac sent addresses to GrayHair, it received over 700,000 address standardization updates.
Now with this new system, incorrect address information is identified in real-time which can be fixed and mailed out the same day versus what would have previously taken up to 10 business days to be returned; a significant savings.
