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Tax form envelopes are an essential business document. As the name implies, these envelopes are designed exclusively to enclose tax forms. They come in different sizes and thicknesses and can be customized to suit each company’s needs.
Individuals may also invest in tax envelopes to quickly mail essential tax documents, such as the W-2 and 1099 tax forms. Depending on the information displayed in the envelopes, you can leverage it to enhance your brand’s reach.
Since tax envelopes enclose critical information, extra caution is paramount to protect their integrity. This article shall highlight the various strategies to make your tax form envelopes safe and secure.
1. Source Your Tax Form Envelopes From Reputable Companies
Multiple print-on-demand (POD) companies design and supply tax form envelopes. However, in-depth research is critical to find a provider that suits your needs.
Mines Press is an excellent recommendation if you’re looking for durable and premium-quality tax form envelopes. Based in Cortlandt, New York, the online printing service provides custom envelopes designed to house differently-sized tax forms.
Tax form envelopes from minespress.com also feature a flap at the top, which makes it easy to insert your tax-related paperwork. You can customize each envelope accordingly to achieve the desired branding impact.
Whether you need to incorporate your company’s logo to showcase your brand or add a patriotic touch with the Stars and Stripes, your imagination is the limit.
2. Choose a High-Strength Material
The material your tax form envelopes are made from directly impacts their durability. While there are numerous options, experts recommend the highest-grade paper stock.
The strength of tax form envelopes is measured primarily in grams per square meter (gsm).
Most envelopes used to mail regular business documents measure 90 gsm – 100 gsm. For tax form envelopes, aim for at least 120 gsm. This minimizes damage to the envelope and enclosed contents caused by human handling or harsh weather.
A thicker paper stock can also deter fraudsters from ripping your tax envelopes to steal the enclosed information. It’s even better if the envelopes are reinforced with an anti-tear and anti-puncture material.
3. Look For Tamper-Evident Seals
Merely using tax form envelopes made from thick paper stock might not be an effective deterrence against fraudsters. Fortunately, you can double down by adding a tamper-evident seal.
Tamper-evident seals warn a letter’s recipient if the envelope was opened along the way and the contents potentially compromised. Some seals also leave footprints if someone attempts to open the envelope, adding an extra layer of deterrence.
Tamper-evident seals can take on many shapes.
A common strategy is adding a perforated portion that’s irreversibly damaged if the envelope is opened or the section is ripped off. You could also design your tax form envelopes with special adhesives that only peel off once and cannot be reattached or replaced.
4. Seal the Adhesive Strip With Paint
Sealing a tax form envelope with water or saliva smear may appear quick and easy. However, opting for a paintbrush and actual paint is better to secure the contents.
A paintbrush holds more water than your tongue, minimizing dipping frequency. Besides, the brush carries extra adhesive, which improves sealing security.
As for the paint, you can use any remnants from your last office renovation or purchase a small bottle of acrylic paint.
To properly seal a tax form envelope with a paintbrush, dip a foam brush in a small paint solution and squeeze out excess liquid. Then, carefully run the brush along your envelopes’ adhesive strip. Clear any paint smudges from the envelope before sealing.
5. Add Custom Graphics
Branded envelopes are a budget-friendly way to enhance your company’s image. People tend to hold on to branded envelopes much longer, unlike their plain counterparts, which are chucked into the trash as soon as they’re opened.
Besides increasing your brand’s reach, customizing a tax form envelope with your organization’s information may also secure the enclosed contents.
Many fraudsters would think twice before tampering with an envelope bearing your company’s logo, intricate designs, or serial numbers.
You could even go a notch higher and customize your tax form envelopes with the national flag. This portrays your company as affiliated with the federal government, securing your tax documents from unauthorized access.
6. Incorporate Tracking Technology
Having malicious actors hijack your tax form envelopes can be disastrous for your company. Such entities may steal your organization’s sensitive information and use it to commit cybercrimes.
Fortunately, tax form envelopes are now trackable.
Incorporating tracking technologies into your tax envelopes lets you monitor the documents as they move through the postal system. You can instantly pinpoint the location of your tax envelopes and determine if they’ve deviated from the intended mailing path.
Barcodes and RFID tags are noteworthy tracking solutions to integrate into your tax form envelopes. Whether you suspect your documents have been hijacked or simply misplaced in the office, you can rely on these technologies to quickly locate them.
Parting Shot
The most important tip to secure your tax form envelopes is to source them from a reputable print-on-demand company.
Insist on POD services using heavy-duty, weatherproof card stock for tax form envelopes. Besides, the company’s envelopes should feature advanced security features like tamper-proof seals and RFID scanners. Better yet, you can rely on the above pointers to safeguard the integrity and credibility of your tax form envelopes.
