Mailroom Essentials: Scales, Envelopes, Tape and Labels

A well-stocked mailroom keeps outgoing post moving and incoming deliveries processed without delays. This guide covers every supply you need, from postal scales and envelopes to packing materials and postage options for Australian businesses.

Postal Scales

Accurate weighing prevents overpaying for postage and avoids items being returned for insufficient postage. Australia Post domestic letter rates are tiered by weight: up to 125g, up to 250g and up to 500g. Getting the weight right saves money on every item you send.

• Digital scales: Accurate to 1g, easy to read and available from about $40 for a basic 5 kg model. Choose one with a tare function so you can weigh the contents without the envelope or box weight.
• Higher-capacity models: If you ship parcels regularly, get a scale rated to at least 30 kg. These typically cost $80-$150 and handle everything from letters to large cartons.
• Mechanical scales: Cheaper but less precise. Only suitable if you're sending a few letters a week and exact weight isn't critical.

Envelopes

Stock three standard sizes and you'll cover 95% of business mail.

• DL (110 x 220 mm): The standard business letter envelope. Fits an A4 sheet folded in thirds. Available in window (for letters with a printed address block) and plain versions.
• C5 (162 x 229 mm): Fits an A4 sheet folded in half. Good for invoices, statements and multi-page letters that you don't want to fold too tightly.
• C4 (229 x 324 mm): Fits a full A4 sheet flat, no folding required. Use these for contracts, reports, certificates and anything that shouldn't arrive creased.

Self-seal envelopes save time compared to lick-seal. For high-volume mailing, peel-and-seal strips are fastest. Budget about $30-$40 per box of 500 DL envelopes.

Packing Materials

If your business ships products or sends fragile items, keep these on hand.

• Bubble wrap: Available in small bubble (10 mm, for light items) and large bubble (25 mm, for heavier items). Buy rolls of 50 m or 100 m for the best per-metre price.
• Packing peanuts or void fill: Lightweight filler for padding around items inside boxes. Biodegradable starch-based peanuts are available if your business prioritises sustainability.
• Tissue paper: For wrapping delicate items like glassware, artwork or retail products. Acid-free tissue is best for archival or art-related items.
• Cardboard boxes: Stock a few common sizes. Small (200 x 150 x 100 mm), medium (400 x 300 x 200 mm) and large (500 x 400 x 300 mm) cover most needs. Buy flat-packed in bundles of 25.

Tape and Dispensers

• Packing tape: 48 mm wide, brown or clear. This is the standard for sealing cartons. Buy in packs of six rolls for better value.
• Tape dispenser: A pistol-grip dispenser with a built-in cutter speeds up box sealing dramatically. Essential if you pack more than a few boxes a day.
• Fragile tape: Printed "FRAGILE" tape in red and white alerts handlers to take care. Use it on any box containing breakable items.
• Printed/branded tape: Custom-printed tape with your business name adds a professional touch to outgoing parcels. Minimum orders are typically 36 rolls.

Labels and Stickers

• Shipping labels: Self-adhesive A4 labels (one per sheet or four per sheet) for printing addresses directly. Compatible with most laser and inkjet printers.
• Return address labels: Pre-printed with your business details. Saves handwriting your address on every item.
• "Fragile" and "This Way Up" stickers: Bright, visible warning labels for delicate or orientation-sensitive packages.
• "Do Not Bend" stickers: Essential for envelopes containing certificates, photos or artwork.

Letter Openers and Paper Trimmers

For incoming mail, a quality letter opener saves time and prevents torn contents. Electric letter openers ($50-$80) handle high volumes quickly. A desktop paper trimmer (A4 or A3 size) is useful for cutting labels, flyers and packing slips to size.

Postage Options for Australian Businesses

Stamps

Simple and familiar. Buy booklets of 20 or rolls of 100 from Australia Post. Best for low-volume senders (fewer than 20 items per week). The downside is manual application and no tracking.

Franking Machines

A franking machine prints postage directly onto envelopes or adhesive strips. You'll get a discounted rate compared to stamps, and most machines print a return address and logo alongside the postage. Monthly rental starts around $30-$50. Worth it if you send 50+ items per week.

Online Postage (Australia Post MyPost Business)

Create and print shipping labels online with tracking included. You get discounted parcel rates, and pickups can be booked from your premises. No upfront hardware cost. This is the best option for businesses that ship parcels rather than letters.

Organisation Tips

• Dedicate a prep area. Even a single desk or bench with supplies within arm's reach makes packing faster and tidier than hunting for tape and scissors each time.
• Track stock levels. Run out of DL envelopes mid-week and your invoices don't go out. Keep a simple checklist on the wall and tick off items as they run low.
• Set reorder points. For each supply, decide the minimum quantity that triggers a reorder. For envelopes, that might be one box remaining. For tape, two rolls. Don't wait until you're completely out.
• Process incoming mail daily. Sort, open and distribute incoming mail at the same time each morning. This prevents backlogs and ensures urgent items reach the right person promptly.