Here we will compare some key factors that your customers value and that can help you make the best decision.
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Cost
Sending a letter by postal mail can triple the costs compared to an email with attachments.
This is especially relevant when considering the variability in the price of postal mail depending on the distance to the destination. In contrast, email mailings are not only less expensive, but also allow multiple recipients to be reached at no additional cost due to distance.
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Traceability
While the tracking of a mailing depends on manual and periodic updates by mail service officials, the traceability of an email is immediate and automatic. In fact, it is now possible to monitor in real time the opening and interaction of recipients with the emails sent.
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Speed
Speed of delivery is a crucial factor. A postal shipment can take hours, days or even weeks, depending on the destination.
Sending documents via email can be done in a matter of minutes, regardless of the distance or the number of recipients involved.
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Deliverability
Although postal mail physically arrives at the recipient's address, it does not always ensure that it reaches the right hands.
In contrast, emails allow for greater accuracy, as they are delivered directly to the recipient's inbox, which provides more accurate and reliable deliverability metrics.
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Digital environment
Email is the preferred channel for many interactions in today's digital environment. It offers companies the ability to maintain two-way communication with their customers, which is especially valued by young consumers. It also facilitates the use of other digital media, such as automation and personalization.
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Carbon footprint
Although sending an email also generates CO2 emissions (around 4 grams per message), its impact is significantly lower compared to sending a letter, which can be up to four times more polluting due to the transport and use of paper.
By attaching digital documents, you contribute to reducing your company's environmental footprint.
What is the best alternative for sending documentation via email?
We already know that email is the most efficient option, but there are two options when using this tool: inserting links in the body of the message or directly attaching files.
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Security
Inserting links in emails can present significant security risks, as they are a common avenue for phishing or spoofing attacks, which seek to trick recipients into providing sensitive information.
On the other hand, attaching documents directly to the email is a more secure option, as it limits exposure to this type of attack.
In several countries, such as Chile, banking regulations prohibit the use of links in emails, which reinforces the importance of this practice.
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Infrastructure
The use of download links requires a complex and costly support infrastructure, especially when duplicate repositories are needed to ensure document availability.
This may not be a viable option for companies that handle large volumes of shipments.
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Backup
Like infrastructure, the storage and backup of documents sent via links also involves significant costs.
This is a challenge for companies that must comply with strict regulations, such as the banking and insurance sectors, where it is crucial to ensure the availability and security of documents.
Conclusion
Email has become the best option for sending critical documentation, not only because of its efficiency and low cost, but also because of its traceability and lower environmental impact.
Attaching documents directly to emails ensures greater security and avoids the risks associated with download links.
If you are looking for a reliable and efficient solution to manage the sending of transactional emails with attachments, we are your best option.
With almost a quarter of a century of experience, MasterBase® is a leader in the email marketing market, offering customized solutions for companies of all sizes and in several countries in the region.
