Daily business mail handling and collection
We handle outgoing business mail: collection, document preparation, envelope inserting and dispatch. In Warsaw, office collections follow an agreed schedule. Companies in other Polish cities can courier ready letters or printed documents, or upload files for production. Status information and confirmations are available in e-COK.
Daily mail: from ready letters to digital files
Most clients are in Warsaw, where we collect mail to an agreed schedule. A client in another Polish city can courier a batch of their own correspondence in one parcel. We accept three formats: letters already in envelopes, printed documents that need preparation and insertion, and files uploaded to the Document Server. We register ready letters in tracked-mail posting books or ordinary-mail summaries and post them with the Polish postal operator. We prepare, insert and dispatch printed documents. We process digital files to the client’s instructions, print and insert them, then send them by Polish post, courier or electronically to the specified email address. The channel and scope are agreed for each batch.
The animation below shows an example of physical collection.
From the client to the post office and back with confirmation
Follow the real mail-handling cycle carried out by our courier and the BackOffice Outsourcing team.
Track the complete process and every shipment status online in e-COK.Open e-COK →Courier travels to the client
A dedicated courier drives to the client’s premises at the agreed time.
How much is an hour of your team's work worth?
- Does your assistant or specialists waste 1-2 hours every day standing in unpredictable queues at the post office?
- Unsure whether important letters were sent on time (KPA) and difficulties in quick access to mailing confirmation?
- Do you need real flexibility (e.g. additional pickups in emergencies), not rigid procedures?
Gain complete peace of mind.
We will take over your mailroom.
Effective correspondence outsourcing is the standard of a modern office.
Oursexternal correspondence handlingeliminates human errors, ensures KPA compliance and allows your team to focus on business goals rather than standing in lines.
- Step 1: Daily Mail Collection (Convenience)
- A dedicated courier collects correspondence from your office every day - also on non-standard dates.
- A dedicated courier collects correspondence from your office every day - also on non-standard dates.
- Step 2: Correspondence Management, Recording and Sending (Timeliness)
- We carry out mass mailing of letters and precise records of each shipment outgoing on the same day.
- We carry out mass mailing of letters and precise records of each shipment outgoing on the same day.
- Step 3: Online Records (24/7 Control)
- Electronic Correspondence Center - full online access to statuses, reports and mailing confirmations.
Leaders of their industries trust us
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Global Leader in Payment Services (FinTech)
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Challenge: Handling sensitive financial correspondence and stringent audit requirements.
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Result: Full compliance with ISO standards and error-free shipment records.
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Reference quote: "Tasks carried out while maintaining the highest safety standards, which is an absolute priority in our industry."
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Top Brand of Medical Solutions
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Challenge: Paralysis of the administrative team by manual envelopes of medical records.
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Result: Eliminate manual work and reduce operational costs.
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Reference quote: "The cooperation allowed us to significantly reduce time and costs. Tasks were carried out while maintaining the highest safety standards."
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Global Manufacturer (Industrial & SSC)
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Challenge: Distributed correspondence and difficulties in reporting costs for the Shared Services Center (SSC).
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Result: Process centralization and dedicated online cost reports.
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Reference quote: "The company ensures effective cooperation with the group's SSC and immediate response to inquiries."
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Request a business mail quote
Business mail handling: questions before you order
What can we hand over?
We accept letters already in envelopes, printed documents that need preparation and inserting, and digital files sent through the Document Server. We agree the work required for each batch.
Where is mail collection available?
Scheduled office collections are arranged in Warsaw. A company elsewhere in Poland can courier a batch of documents or send files for printing and mailing. Collection and handover arrangements are agreed individually.
What information is needed for a quote?
Provide your approximate monthly mail volume, collection address and frequency, the format of the materials, mail categories and required reports. This lets us agree a comparable scope and price.
Where can we find posting confirmations?
Mail records, documents, status information and reports are available in e-COK within the agreed service scope.
How does this differ from correspondence outsourcing?
This page focuses on daily outgoing mail. Broader correspondence outsourcing can also cover incoming-mail registration, scanning, routing and agreed administrative tasks.
Technology, process and complete control
We combine efficient document handling with tools that give teams current access to statuses, reports and confirmations.
