Rising Shipping Costs Starting in 2027: How Companies Can Digitize General Merchandise Shipping and Save Money

Rising Shipping Costs Starting in 2027: How Companies Can Digitize General Merchandise Shipping and Save Money

Starting January 1, 2027, a standard-size A-Post letter will cost CHF 1.40 instead of the previous CHF 1.20, and a B-Post letter will cost CHF 1.10 instead of CHF 1.00. At the same time, the weight limit for standard letters will be reduced from 100 to 50 grams. For companies with high volumes of general mail, this could result in significant additional costs.

The impending rise in costs is therefore a good opportunity to conduct a comprehensive review of the current process for mailing AGM invitations. Sending AGM invitations digitally reduces direct costs for postage, printing, packaging, and shipping. At the same time, it simplifies processes and helps establish a digital communication channel with shareholders. Reducing the use of paper and physical shipments can also support the company’s sustainability goals.

Physical shipping is becoming increasingly expensive

When sending out invitations to a general meeting, the costs aren't limited to postage. The total costs also include paper, printing, packaging, preparing the mailings for shipment, data preparation, and handling undeliverable mail.

Added to this are opportunity costs: The time employees spend correcting addresses, coordinating print jobs, reviewing mailing lists, or processing returns is time that is not available for targeted shareholder communications and other value-adding tasks.

The economic conditions for letter mail are likely to remain challenging. According to Swiss Post’s 2025 Annual Report, letter volume fell by 4.2 percent in 2025 to 1.49 billion items. As a result, largely fixed costs are being spread across a declining number of items. Swiss Post accordingly describes the structural decline in letter volumes as a significant economic challenge. Swiss Post 2025 Annual Report

At the same time, shareholder expectations are changing. For younger shareholders, digital access and information available from anywhere are increasingly part of everyday life. A survey by the Federal Statistical Office reveals significant differences in digital literacy across various age groups. This suggests that the needs of shareholders may vary. A hybrid distribution strategy better accommodates these differences than relying exclusively on a single channel. Federal Statistical Office, Digital Literacy 2025

Companies should therefore neither expect the costs of physical mailings to decline over the long term nor rely exclusively on a single communication channel. A digital or hybrid mailing strategy can reduce operating costs while also addressing the various expectations for modern shareholder communication.

Digitization Saves More Than Just Postage

The financial benefit is the most obvious reason for the switch. Equally important is the reduction in the burden on internal processes.

With a suitable digital process, mailing preferences can be recorded in a structured manner and used for future mailings. This reduces manual steps and simplifies preparation. At the same time, information is available more quickly, and shareholders can access it from anywhere.

Shareholders who have consented to digital delivery can also be reached digitally for other relevant shareholder communications, in accordance with their stated preferences and applicable requirements. This creates an additional communication channel beyond the AGM invitation. Companies can provide information in a more targeted and timely manner, with less operational effort.

The sustainability strategy also benefits. Fewer physical shipments mean less paper, printing, packaging, and transportation. The transition can therefore be incorporated into a sustainability or net-zero strategy as a concrete reduction measure. For formal crediting and reporting, the impact on emissions should be measured and documented using a methodologically transparent approach. Current net-zero standards prioritize concrete emissions reductions within a company’s own operations and along the value chain. Science Based Targets initiative, Corporate Net-Zero Standard

For companies, this offers the following benefits in particular:

1. lower costs for postage, printing, packaging, and shipping
2. less administrative work
3. less manual processing of returns
4. lower opportunity costs within the relevant teams
5. Faster and more continuous communication with shareholders
6. more measurable use of digital channels
7. less paper, materials, and physical transportation
8. a concrete contribution to the sustainability and net-zero strategy

As a real-world example from the year 2026 shows

The potential is illustrated by the example of an SMI company. Of the approximately 200,000 shareholders who received the letter, about 40,000 took the action described in the letter. Of this group, about 25 percent switched to receiving correspondence via email. That amounts to about 10,000 people, or 5 percent of all those who received the letter in the first year.

This first step alone reduces the number of future physical mailings and the associated shipping and processing costs.

This example illustrates three points: First, an existing mail campaign can be specifically used as a starting point for the digital transition. Second, a measurable portion of the shareholder base can be won over as early as the first year. Third, the potential for cost savings grows with each additional mailing that can be sent digitally.

About 75,000 shareholders have now created an account on GVMANAGER-Live. This figure shows that a significant portion of the shareholder base is willing to use digital access. It is crucial to make the transition simple, easy to understand, and trustworthy.

How to Ensure a Successful Transition in Practice

The digitization of AGM mailings is not an isolated IT project. It affects the articles of incorporation, the share register, shareholder communications, internal responsibilities, and the time-sensitive AGM preparation process. The transition should therefore be planned as a cross-functional project.

1. Clarify the legal and statutory basis

First, it must be determined what form of notice the articles of incorporation prescribe and whether they permit the electronic transmission of the invitation to the general meeting. Art. 626 of the Swiss Code of Obligations (OR) lists the form of notices to shareholders as a required element of the articles of incorporation. Pursuant to Art. 700 of the Swiss Code of Obligations (CO), the board of directors must convene the general meeting at least 20 days prior to the meeting date in the form prescribed by the articles of incorporation. The specific implementation should be reviewed in light of corporate law and data protection regulations. Swiss Code of Obligations on Fedlex

2. Define the Target State and Responsibilities

Before proceeding with the technical implementation, a clear vision is needed. Should only the AGM invitation be sent digitally at first, or should additional information for shareholders follow later? Will digital delivery be introduced gradually, or will it be offered as the preferred option for certain groups from the outset?

At the same time, responsibilities must be defined among the departments involved, the share registry, IT, and external partners. All parties involved should know who approves the data, initiates the dispatch, processes feedback, and makes decisions in the event of problems.

3. Reliably Collect Data and Communication Preferences

Digital mailings only work if the data is up to date and preferences are clearly recorded. Email addresses, registrations, and the choice of communication channel must be recorded in a structured manner and reconciled with the shareholder register.

It should be clear when and how a shareholder switched to digital delivery. Changes, undeliverable emails, and any switch back to postal delivery also require a defined process.

4. Make the transition as easy as possible for shareholders

The initial activation can be done through an existing mail campaign. This should include a clear call to action and, if possible, direct access to the registration process. Possible options include, for example, a personal code or a QR code that leads directly to the registration process.

The benefits must be immediately apparent: faster access to documents, availability regardless of location, and less paper. Registration, confirmation, and subsequent logins should require as few steps as possible. Equally important is providing clear guidance for people who need assistance with the transition.

5. Ensure the integrity of the GV-critical process

Before sending the first digital mailing, all steps should be tested. This includes data import from the share register, the correct assignment of mailing preferences, the digital delivery of documents, and the handling of undeliverable messages.

In addition, a clear fallback process is needed. If digital delivery is not possible, it must be possible to decide in a timely manner whether and how a physical shipment will be initiated. Responsibilities, checkpoints, and escalation procedures should be documented before the general meeting season begins.

6. Measure the impact over several years

Success is not measured solely by the number of new digital accounts. Companies should also evaluate the remaining volume of mail, delivery quality, operational effort, and the cost per shareholder reached.

Fewer physical shipments directly reduce the need for paper, printing, packaging, and transportation. Whether and to what extent this results in a quantifiable reduction in emissions should be measured and documented using a methodologically transparent approach.

The transition is therefore not a one-time mailing decision. It lays the groundwork for more efficient, direct, and measurable shareholder communication over the long term.

Conclusion

The Swiss Post’s announced price adjustments, effective in 2027, are increasing the pressure to act. However, the greatest benefit of digitization lies in its long-term impact: lower recurring shipping costs, less operational work, and a more modern approach to shareholder communication.

Companies do not have to eliminate paper entirely all at once. Even a gradual increase in the use of digital processes can yield measurable savings. Key factors include a simple registration process, reliable data, clear communication preferences, and seamless integration into existing general meeting processes.

How much could you save on your current general meeting mailings? Devigus analyzes your mailing structure and shows you how to increase your digital rate step by step, reliably, and in a measurable way.