How to hire a mail inserter

How to hire a mail inserter, step by step

Here's a step-by-step mail inserter hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a mail inserter job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new mail inserter
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   First, determine the employments status of the mail inserter you need to hire. Certain mail inserter roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A mail inserter's background is also an important factor in determining whether they'll be a good fit for the position. For example, mail inserters from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   Here's a comparison of mail inserter salaries for various roles:

   Type of Mail Inserter	Description	Hourly rate
   Mail Inserter		$10-21
   Mailroom Clerk	A mailroom clerk specializes in handling and distributing mail and packages within a company or establishment, ensuring accuracy and timeliness. They are responsible for scanning and sorting out every parcel through a system, making sure to document everything in and out of the building... Show more	$11-17
   Insert Operator	An insert operator's job is to set up, maintain, and troubleshoot the insert machine to produce accurate work on a timely basis. The operator conducts quality checks and performs other tasks whenever needed as he/she works with one or more machines from time to time depending on workload and date of delivery (DOD)... Show more	$12-19

   Show more

2. Create an ideal candidate profile

   Common skills:

   • RAN
   • Mail Room
   • ZIP Codes
   • Flowmaster
   • USPS
   • Pitney Bowes
   • Troubleshoot
   • Quality Standards
   • Quality Inspection
   • Billing Statements
   • RST
   • Postage Meter
   • Mail Pieces
   • APS

   Check all skills

   Responsibilities:

   • Sort mail into USPS bins and stack them onto pallets.
   • Perform quality control during mailing to ensure USPS requirements are met.
   • Meter outgoing military govt mail, prepare fed-ex shipments...delivery of mail to squadrons .. work in control restricted area ..
   • Convince management to convert bi-monthly newsletter to PDF, eliminating all mailing costs for annualize savings of more than $110K.

3. Make a budget

   Including a salary range in your mail inserter job description is one of the best ways to attract top talent. A mail inserter can vary based on:

   • Location. For example, mail inserters' average salary in mississippi is 31% less than in massachusetts.
   • Seniority. Entry-level mail inserters 52% less than senior-level mail inserters.
   • Certifications. A mail inserter with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in a mail inserter's salary.

   Average mail inserter salary

   $14.88hourly

   $30,949 yearly

   ---

   Entry-level mail inserter salary

   $21,000 yearly salary

   Updated December 15, 2025

4. Writing a mail inserter job description

   A good mail inserter job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a mail inserter job description:

   Mail inserter job description example

   EverView is seeking and immediately hiring Mail Inserter Operators - 2nd Shift to join our team for to help support and facilitate our growth and expansion of services! We offer a $1,000 sign on bonus, benefits and growth!

   Shift: Immediately Hiring For 2nd Shift (FULL-TIME/PERMANENT)

   Pay Rate: $19.00 per hour PLUS $1,000 sign on bonus (pay increases with experience)

   About Us:

   EverView is a full-service partner in the design, production, and deployment of data-driven, highly personalized customer communications for businesses and nonprofit organizations. Delivering targeted, relevant, and dynamic messaging using print and digital media, OSG provides in-house solutions for secure communications, direct response, fulfillment, and healthcare communications.

   Essential Duties and Responsibilities:

   • Responsible for the accuracy and quality of work run on an inserting machine
   • Setting up and running an inserting machine
   • Some mechanical setup is required during the setup process
   • Ability to load and unload stock properly for the job to be run

   Qualifications and Skills Required:

   • Ability to multi-task and operate multiple pieces of equipment at once
   • A self-starter with a keen attention to detail
   • Basic Mechanical and troubleshooting skills
   • Good interpersonal skills

   Benefits:

   • PTO
   • Paid Training/Growth & Development Opportunities
   • Medical, dental, vision plans, employee assistance program, as well as life insurance and LTD plans
   • Supplemental life insurance
   • Voluntary accident and critical illness insurance, respectively
   • Flexible Spending Account available
   • 401k plan

   EverView offers equal employment opportunity and will not discriminate on the bases of race, religion, color, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, family medical history or genetic information, political affiliation, military service, or other non-merit based factors.

   RSROSG

   Copy this example

   

5. Post your job

   There are a few common ways to find mail inserters for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

   • Post your mail inserter job on Zippia to find and recruit mail inserter candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with mail inserter candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new mail inserter

   Once you've decided on a perfect mail inserter candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   To prepare for the new mail inserter first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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How much does it cost to hire a mail inserter?