How to improve business mail tracking in 2022

If you’re a business that consistently sends out important documents to clients or other offices, or parcels and packages to customers, you’ll need to choose the best delivery service possible for your needs. While you may have already done your research to find the best and worst delivery companies, do you know how to improve your mail tracking even further in 2022?

By improving your mail tracking, you’ll be able to maintain customer retention, improve customer service and make life easier for everyone. Here, we’ll be sharing the benefits of mail tracking for businesses, what you should be looking for in a courier and how to make sure your delivery times are always met.

The Benefits of Mail Tracking for Business

Having a delivery service where you can track the mail’s progress will help your business thrive in the modern world. Here are some of the top benefits of mail tracking:

It Builds Trust Between You and Your Customers

When a customer orders from you, they’ll usually like to know when the estimated day of arrival is. If they’re shopping for a gift and are on a tight timescale or they need something before going on holiday, knowing the estimated arrival date and being able to follow the progress of the parcel will put them at ease. With this tracking information, trust is built between you and the customer as they know they can rely on you giving them exactly what they need, from the product to the delivery service.  

It Offers Transparency

Mistakes can easily be made when it comes to delivering parcels. But, with a detailed tracking process, both you and the customer will be able to see where in the service the mistake has occurred. For example, the customer has put in the wrong address by accident or the delivery company is experiencing delays. This transparency will not only help build on that trust again, but it’ll also make your business seem more reliable and transparent.

Your Business Can React and Fix Any Issues Easily

If a customer hasn’t received their parcel when they were supposed to, the tracking information given to them should show the issue. If the parcel says it has been delivered, but it hasn’t, this then gives you the opportunity to contact your courier and resolve the issue. By keeping customers in the loop and using the tracking information to fix any issues quickly and easily, you’ll be showing them your exemplary customer service, and, despite the missing package, how you handle the situation can bring them back to your business.

What to Look For in a Courier

Did you know that one of the biggest reasons why customers stop returning to an online store is because of poor delivery service? We’ve all been there and felt the frustration of a delivery company not delivering the packages we’ve patiently waited for, or it’s been delivered poorly or damaged. It’s definitely enough to start looking elsewhere toward companies that use a different courier. 

It’s important, as a business, to stay updated with your current delivery company and whether or not your customers are happy with them. If they’ve proven to be unreliable time and time again, it’s probably best to start searching for something new. Here are just some of the things to look for when choosing a new courier:

Delivery Times

The time it takes for your customers to receive items they’ve bought from your business can impact your reputation. So, you want to make sure you choose a courier with fast delivery times. On average, in the UK, people expect items to be delivered between 2-5 working days. See which couriers your competition uses and then try and find a company with even shorter delivery times, so customers will be choosing your business instead. 


Of course, it should go without saying that you want a delivery company that is reliable and trustworthy. If items don’t get to where they need to be on time, your customers won’t be happy which can be detrimental to your business. Opt for a company that can provide proof of delivery and detailed tracking information so, in the event that something does go wrong, you can resolve the issue quickly. Some delivery companies will go that extra step further and send a text to the customer with the hours the package should arrive and the name of the delivery driver too, creating both peace of mind and adding a slightly personal touch. 

We’d also recommend seeking a company known to have great customer service. As the delivery is an extension of your business, a courier with bad customer service will reflect badly on you, too. So, take your time and make sure you choose a delivery company that embodies your own values as closely as possible.


It’s no secret that delivery companies can be expensive and, as a business, you want to make sure you’re getting the most out of what you’re paying. You’ll need to calculate your monthly or yearly delivery costs against the value the delivery company provides for your business. However, remember that a more affordable courier doesn’t always equal the best value, and they may not deliver the positive service you’re looking for either. 

How to Make Sure Your Delivery Times are Met

So, the big question is: how do you make sure your delivery times are met so your customers are happy and don’t have to deal with the hassle of late or missing deliveries? Well, there are a few things you can do to ensure everything runs as smoothly as possible.

Use Franking Machines

Whether you’re a small or large business, franking machines are an invaluable piece of equipment for anyone who sends 5 or 500 items a day. Franking machines are easy to use and designed to pay for postage in advance – saving you both time and money. The machine weighs the parcel, provides accurate postage and stamps it for proof so you won’t need to wait endlessly at the post office again, allowing mail to be posted far quicker. Read our article to learn how to prepare franking mail for delivery so you’ll be a pro in no time.

Provide Customers with Updated Tracking Information

As mentioned above, providing customers with detailed tracking information – from the estimated date and hour of arrival to the name of the driver – will go a long way in keeping customers happy and detecting where exactly any issues might’ve occurred. If a package isn’t delivered, you’ll have all the information needed to find out where it got lost and who the driver was in order to provide a satisfactory response to the customer and get the problem solved sooner. 

Troubleshoot on Behalf of Customers

It can be extremely frustrating for customers who don’t receive the parcel they were expecting and, rather than contacting the delivery company, they’ll more than likely contact you instead. By choosing a delivery company with excellent customer service, you should be able to contact them quickly and easily to find out what happened and relay this information back to the customer in a timely manner. Not only will this reassure them, but they’ll also appreciate the fast response and level of customer care provided.

At Officeology, we partner with global manufacturers and specialise in helping businesses save up to 34% on postage costs, streamline processes and save time. Take a look at our mailroom solutions for more information, and contact our team who will be more than happy to talk through your business postage needs.

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