As property investment specialists who are always looking for new opportunities, Tudorgate Homes was looking to improve one of their important land acquisition processes, with the assistance of a reputable print and post provider. Covering Worcestershire, Herefordshire, Warwickshire, Gloucestershire and Birmingham, one of the organisation’s main requirements is to send physical mail to landowners, initially enquiring about their space, before providing valuations with complete discretion and confidentiality.
With eligible landowner details sourced from the public land registry, Tudorgate already had a dedicated list of addresses to send their mailings to and required a more streamlined and accessible platform from which to do so. There was an immediate need for mail to be printed instead of emailed or sent via SMS, as publicly available landowner details only extend to address information. The three step mailing process required a supplier who could manage bulk and individual mailings on demand, as well as the ability to pre-schedule mailings when required.
A period of transition was to be expected, as Tudorgate Homes was using Microsoft Word for mail merges initially, while the printing and postage of letters was being completed manually. This was proving to be time-consuming, costly and stressful, due to the various equipment, paper stocks and stamps taking up unnecessary storage space for the organisation. From allowing users to send letter templates directly from a desktop, through to triggering personalised bulk mailings using nothing more than a document template and a spreadsheet, the Docmail system takes the pain out of getting time-critical and sensitive communications to customers.
CFH were originally recommended to Tudorgate by an associate, and identified as a reliable UK-based provider, with an existing reputation for assisting SMEs with unique communication needs. It was identified that the Docmail system would support the staggered sending of three letters, with the first of these being an initial printed letter of enquiry, while the latter two would act as follow-up letters.
This trio of printed communications would be sent to landowners, who are prompted to contact Tudorgate directly if interested in the sale of their land. The Docmail web portal was seen as entirely suitable for these needs, with the easy scheduling of such communications and a library of templates to save and select from at the click of a mouse.
Following the creation of a free account, the property investment company were happy to progress with Docmail as their print and post solution, in large part due to the convenience of the system and potential for cost savings. Scalable to organisational needs, and easy to top up with funds as well as operate remotely, the friendly and responsive CFH support team were just a phone call away throughout set-up. Training was arranged immediately, as Tudorgate’s main point of contact was keen to unlock the full potential of the Docmail system, and this included a tutorial on how to top up their Docmail account, as well as navigate through the various pages of the web portal.
It was explained how letter templates could be easily stored online via the Docmail system library, which can contain saved documents for future use. This functionality was ideal for the client, who would often be sending one of three set mailing templates. The client was keen to fit their letter content onto a set number of pages to remain concise and readable, with the support team helping facilitate this request quickly and efficiently.
Tudorgate Homes now utilises Docmail for the sending of all printed communications, by simply uploading their chosen date file and selecting the pre-set template from the library before dispatching to their different recipients.
Overall, working with CFH has allowed Tudorgate to focus their resources and time on other matters, safe in the knowledge that their printed communications can be easily accessed and managed in one dedicated place. While the director of Tudorgate was initially hand-signing each letter for authenticity, the convenience of sending out batch mailings from the comfort of a desktop has not affected service at all. The software even allows for a scanned image of the signature to be included in the letter, still allowing for that personal touch. The client remains incredibly happy with the response rate received from landowners, which sits at around 9%, compared with the industry standard of around 2%.
Having been using Docmail for almost a year, Tudorgate Homes have continued to utilise the system for their communications with local landowners. Establishing a set process to be used within their print and post processes, the property investment organisation have grown from strength to strength. Tudorgate are keen for their output to increase and for the relationship with CFH to continue as they grow as a company, we will continue to work with them as they expand their service, offering suitable support at every stage of their journey.
We have been very pleased with the functionality of the Docmail system, and everyone at CFH has been incredibly helpful when we have required extra assistance. I love the time savings that the system provides us, as the web portal is incredibly fast and easy to use. I would recommend Docmail to any SME with a requirement to send printed documents, as the solution provides benefits that support the goals of my business.
Sam Bastow, Director,
Tudorgate Homes Ltd
