Managing effective policyholder communication in the insurance industry comes with its own set of challenges, especially when it involves print and mail services. Ensuring the right information gets to the right policyholder at the right time can be a daunting process. And few tasks are as critical – or as complex – as proving that sensitive communications have been successfully sent. In fact, with shifts in proof of mail laws occurring across the country, managing insurance print and mail services is more challenging than ever.
That’s why we’ve launched Covenir IntelliMail Advantage (IMA). IMA is a comprehensive solution designed to streamline and modernize insurance print and mail services and help insurers respond to tightening proof of mail legal requirements, calls for greater transparency, and the need to reduce operational costs. IMA provides a verifiable, trackable audit trail for sensitive insurance documents from print to post office and does so at a reduced cost for most insurers.
“As a proactive partner for insurance carriers, Insurtech startups and MGAs, Covenir keeps an eye on the changing insurance environment to develop services that best support them,” said Covenir President and CEO David Squibb. “Covenir IntelliMail Advantage is one way we are innovating our offerings to help insurers streamline operations and reduce costs.”
Modern Proof of Mail Problems in Insurance Print and Mail Services
Proof of mail refers to the documentation that confirms a piece of correspondence has been sent, received, or delivered. When insurers send critical documents like policy updates, claim letters, or cancellations, these documents can serve as key evidence in court that communications were delivered should a dispute arise.
For insurance companies, this process goes far beyond logistics—it’s a core element of managing risk, ensuring compliance, and maintaining trust with policyholders. Although the digital age offers alternatives, physical mail remains essential in many jurisdictions and presents its own set of challenges.
Common Challenges in Insurance Mailing
Shifting Proof of Mail Laws
Regulations governing proof of mail are becoming stricter, and this shift has significant implications for the insurance industry. Traditional proof of mail documentation such as bulk mailing certificates (Form 3606-D) is being rejected by some states as insufficient. Insurers are now required to use more robust and typically costly documentation methods, such as Form 3665. Adapting to these evolving standards can be complex and expensive, but staying compliant is crucial for reducing legal risks, maintaining trust, and meeting regulatory requirements.
Transparency Expectations
The modern expectation of real-time tracking isn’t limited to the digital realm; it’s extending to physical mail as well. With the insurance industry under increased scrutiny, insurers are being pressured to embrace technology to ensure every piece of mail can be tracked and accounted for throughout the mailing process.
Cost Pressures and Scalability
Balancing operational budgets while scaling insurance print and mail services to meet evolving proof of mail requirements can introduce inefficiencies that strain resources.
The Need for a Better Solution for Proof of Mail Print and Mail Services
At Covenir, we’ve continually sought ways to address these challenges by offering evolving solutions to meet insurer needs. IMA was designed to bring much-needed simplicity, accuracy, and modern innovation to insurance print and mail services in general and proof of mail services in particular.
Introducing Covenir IntelliMail Advantage
Covenir IntelliMail Advantage is an innovative offering that redefines how insurance print and mail services operate. IMA combines file-based processing, barcode technology and bulk mail efficiencies to deliver a compliant and cost-efficient, same-day proof of mailing solution for any proof of mail option required. That means insurers get an end-to-end audit trail, from printing to post office. For most insurers, IMA will result in lower costs for the same service while providing greater oversight.
Key Benefits of Covenir IntelliMail Advantage for Print and Mail Services
- Print and Packaging Accuracy – IMA leverages file-based processing and barcode technology to ensure the right communications are prepped
- Mailing Validation and Tracking – IMA works with any USPS proof of mail solution and takes advantage of intelligent mail barcode tracking to ensure the right communications are sent
- End-to-End Audit Trail – IMA provides the proof of mail required in any jurisdiction
- Cost-Efficient – IMA utilizes bulk mailing cost efficiencies to reduce overall costs for most insurers, even after service fees
Why Insurance Professionals Are Choosing Covenir IntelliMail Advantage
Insurers today face heavier compliance burdens, higher operational costs, and more complex workflows than in the past. IntelliMail Advantage was developed not just as a solution to existing problems but as a proactive tool to address the challenges of tomorrow. With IMA, insurers can gain confidence knowing their communications are compliant, verifiable, and cost-effective, all while maintaining transparency throughout the mailing process. With IMA, insurers can have it all – the visibility of the digital world applied to physical mail for an end-to-end audit trail at reduced cost for most.
Take the Next Step Toward Print and Mail Services Excellence for Proof of Mail
The future of insurance print and mail services is here. Covenir IntelliMail Advantage is your all-in-one solution, delivering streamlined proof of mailing services, operational transparency, and cost efficiency for insurers who refuse to compromise on excellence.
Want to learn more? Contact Covenir today.