Should You Consider Outsourcing Mailing Projects?

I was working on a proposal this morning for a potential client and found myself pondering the benefits of outsourcing mail room operations and letter shop activities.

For those of you who would like a better printing and mailing solution but are hesitant to enter the world of outsourcing, consider the idea that you are already outsourcing many of your mission critical activities.  Yes, that’s right.  You are already outsourcing a tremendous amount of your business operations.

You are outsourcing the activities of keeping your money safe to your local bank.  You are outsourcing all of your phone conversations to cell and telecom providers.  You are outsourcing your electricity to the power company.  Once you start thinking about it, the only things you don’t outsource are your core competencies… those things that provide uniqueness to your product and a competitive edge to your organization.

Still skeptical?  Check out what other experts say… here’s a good article in Inc Magazine that supports our logic and might shed some additional light.

The question then becomes: Is printing and mailing your competitive advantage?  Is folding and inserting what makes your company unique?

If you’d like to see what it might look like to outsource your printing and mailing activities to an organization as reliable as the local power company and probably more helpful than your banking institution please give us a call and let us show you how our unique and competitive solutions can help you focus more on yours.

Going Out On A Limb

I Love LetterStream Ribbon

We decided to try a different kind of giveaway at our booth at the National CAI Trade Show this year, and to be honest, it could have backfired on us.

This year we took the risk of offering “I Love LetterStream” ribbons to our customers and API partners as they stopped by our booth. We were hoping that a few would attach the ribbon to their trade show attendee badge. But whatever happened, we knew it would be a learning experience.

You see, when you ask someone to wear a ribbon that says they love you, you open yourself up to a whole lot of scrutiny. Would our customers and partners love it or hate it?

We waited patiently as the Expo doors opened and attendees started filing into the aisles. Then the first visitors approached our booth, they looked up to survey our exhibit, they noticed the LetterStream banner, and then we heard these words… “LetterStream!!, We love LetterStream!!” We breathed a sigh of relief and passed out the “I Love LetterStream” ribbons, which were quickly applied to their trade show badges.

Indeed it was a risky move, and one that might have caused us to be accused of excessive boldness. But in the grand scheme of things, it certainly created an honest feedback mechanism. And we discovered what we hoped would be true; that our customers LOVE the LetterStream experience. We passed out slightly over 100 ribbons at the Community Association Institute (CAI) national trade show and the CAI Arizona show.

We work very hard to provide incredible speed, impeccable accuracy and crazy good service; and we are tickled to know that it is appreciated by our customers.

To our customers and API partners that were happy to wear our ribbons, we say “Thank You!”. Thank you for your feedback, your partnership and your appreciation.

For those who aren’t that familiar with LetterStream, check out some of the positive things our customers are saying about us on our testimonials page. And if you have something you want to add, please keep the comments coming!

World’s Longest Receipt?

USPS post office receipt

When we returned from the Post Office the other day, we thought we might have set the world record for the longest receipt. After all, the cash register receipt was 48 feet and 8 inches long! Turns out we were a little short. The longest receipt is well documented online at 57 feet and 6 inches.

Why did we have such a long receipt? Sometimes we print and mail rather unique jobs for our customers, and if that means generating a receipt at the local post office that’s nearly 50 feet long, so be it. In this case we were mailing certified mail flats that necessitated a trip to the post office due to something special we were doing for our client.

If you find yourself pondering how you are going to get your next certified mail project out the door, keep LetterStream in mind. We have a lot of fast, automated processes for mailing certified letters.

And if we don’t already have an automated solution for your complex mailing, you might just be the opportunity we need to get a real world record receipt!

Thanks to the team and our friends at the local post office for making the magic happen when complex mailings arise.

LetterStream Exhibits At The National CAI Trade Show

CAI 40th Anniversary

For the fourth year in row, LetterStream is exhibiting at the National CAI (Community Association Institute) Trade Show.

This year’s event starts tomorrow and is taking place in San Diego, CA, (April 17-20th). It celebrates CAI’s 40th Anniversary as an organization dedicated to building better communities.

Homeowner associations (HOAs), and the management companies that assist them, send a tremendous amount of mail each year in order to keep homeowners informed and up to date. Each homeowner is assessed their homeowner fees via statement, invoice or payment coupon book. In addition, each homeowner is made aware of budgets, annual meetings and election results via letters, email and postcards.

LetterStream assists communities by providing critical online communication tools for homeowner associations and property management companies alike, to make the numerous mailings easier to manage.

Letters, statements, postcards, coupon booklets, violation letters, late payment notices, and certified mail are but a few of the types of mailings that LetterStream offers to HOAs. The LetterStream website has a solution for each of these different types of mailings, and is feature-rich, giving you control of your mailings.

If you are attending the National CAI trade show, stop by our booth (#805) to learn how we make mailings easy.

Happy Anniversary CAI!

See LetterStream At The Arizona Chapter CAI Trade Show

cai-az-logo-109x110-v2

Meet with the LetterStream team at the CAI trade show and learn great new ways to create and send mail, including: HOA violation letters, statements, postcards, invoices, collection notices, intent to lien letters, certified mail, annual meeting notices, newsletters, new homeowner packets and even electronic documents.

LetterStream staff will be available to answer questions about outsourcing your mailing projects and streamlining your outbound mail operations.

New products featured at the show include eDocuments, PRO Postcards and an Android app for creating full color, first-class postcards (see newsletter). Rumor has it that the mysterious Letterman, blog writer extraordinaire, may even be present.

The expo is this Friday, April 12, 2013 from 11:30am to 3:30pm at Rawhide, and will be well attended by property management companies and community managers. Rawhide is located in Chandler, Arizona (5700 West North Loop Rd). To learn more about the Arizona Chapter of CAI, visit their website at www.cai-az.org. To learn more about LetterStream, visit our website at www.LetterStream.com.

How Do You Organize Certified Mail Return Receipts?

certified mail green card

These slippery little green cards have a way of getting lost. For you mailroom folks, you probably know them as a PS Form 3811, but the rest of us simply call them green cards. Obviously “Certified Mail Return Receipt” is a more complete term, but it is probably not the term we use when trying to find the one we lost.

So the big question is, how do you keep track of green cards? They are small and get mixed in with empty envelopes that you put in the trash, they fall out of file folders even while in a filing cabinet, they get piled up waiting for a rainy day for someone else to file. Let’s face it, they are hard to file and they are hard to find. There’s nothing like the attorney calling and saying, “We are headed to court, what happened to the green card?”

Here’s a better way to organize your PS Form 3811 receipts… skip the entire paper process altogether and keep your electronic signatures organized online–always available, always filed correctly, always filed instantly, and best of all, never lost.

Wondering how?

The best way to get your certified mail receipt electronically filed is to create your certified mail online. When you use LetterStream or OnlineCertifiedMail.com to create your certified letter, your PS Form 3811 as well as all of the related USPS tracking scans will be available online for you to access when you need then.

The online process of making real Certified Mail is fast and easy, with no forms to fill out, no envelopes to seal, and no trips to the post office. We take care of all that so you can focus on other pressing issues. Oh, and one more benefit… you won’t need to type in that 20-digit certified mail tracking number–you can look up information about your certified letter by searching on the job name or the recipient’s name.

Stop searching for green cards. Use our online tools and let us organize them for you.

LetterStream Joins ACA International – Visit Us At The Expo This Week!

ACAinternationalLogo


LetterStream‘s ability to send First-Class and Certified Mail with ease, one-at-a-time and in bulk, is attracting the attention of credit departments and collection agencies.

ACA International, the Association of Credit and Collection Professionals, is a not-for-profit trade association for professional businesses and individuals in the credit and collection industry.

By establishing an affiliate membership with ACA, LetterStream will have a greater presence in the collection and credit market and can highlight their unique solutions in the field.

Sending Certified Mail during a collection process can be a time consuming process. However, with LetterStream’s easy-to-use website, Certified Mail can often be created and mailed the same day. In addition, online tracking and signature reporting tools provide easy access to the important documents that prove the mailing followed proper collection practices.

For industry collection software and service bureaus that send large quantities of mail from various departments, LetterStream’s API allows automatic transmitting of letter data directly to LetterStream for printing and mailing. This process makes all the work involved in printing and mailing completely disappear.

Visit LetterStream at the ACA International Spring Forum and Expo in Scottsdale, Arizona this week.

2013 Spring Forum & Expo
March 20-22, 2013
Talking Stick Resort – Scottsdale, Ariz.

 

Easy HOA Annual Meeting Notice Mailings

annual meeting notices

For Community Managers and Property Management Companies, annual meeting mailings are some of the most complex document sets that need to be mailed to homeowners.

The notice of annual meeting can include a variety of the following documents: cover letter, meeting agenda, draft budget, absentee ballot, community newsletter, ballot instructions, proxy, bios (biographical information) of candidates, community survey, stamped return envelope, and/or secret ballot envelope.

In addition to the different document types, most community managers ask that the proxy be printed on a colored sheet of paper, and the ballot on another. Sometimes there are special instructions from board members to print on both sides of the sheet of paper for some documents, and only print on one side for others.

For those of you who are responsible for the annual meeting packet for your HOA, you know just how crazy these mailings can get. However, for those of you who are already using LetterStream to create your annual meeting announcement, you can attest to just how fast and easy the process has become.

On the LetterStream website you can do the following:

  • Specify paper size and paper color per document
  • Specify 1-sided or 2-sided (simplex/duplex) printing per page
  • Specify black and white or full color printing per sheet
  • Include a return envelope with or without the homeowners return address pre-printed on it
  • Include a secret ballot envelope

What makes this process so easy is that most of the options are simply check boxes that need to be clicked to activate the options.

So whether your HOA annual meeting notices can go out in a standard size business envelope (#10), or require a large flat packet envelope, your mailing can be created online in a flash. If you are a bit skeptical, log in to www.letterstream.com and experiment with our mailing tools to see for yourself.

Your mailing can be created online without so much as a phone call or credit card swipe, and if you don’t like the online proofs, simply delete the job! (You’ll only have to pay for a job if you decide you want us to print and mail it).

How Can I Look Up a Zip Code?

Map with push pin

If you are trying to find the correct zip code for an address, the United States Postal Service (USPS) website has a quick and easy tool that you can use for free.

However, if you are trying to find the correct postal zip code for multiple addresses in a list, you might want to review our address correction tools. In addition to assigning zip codes to multiple records at a time, our address correction software will fix misspelled city names and improper state abbreviations, as well as standardize the street directions and road names.

If you really want to clean up a mailing list, you might consider using our advanced address list correction tool, which will provide the address someone has moved to (provided they have filled out a change of address card online or at the post office).

Visit LetterStream.com to send first-class and Certified Mail utilizing our advanced address correction tools.

Struggling To Keep Up With USPS Postal Regulations?

USPS DMM Domestic Manual

Ever wonder if trying to keep up with the ever-changes rules of the United States Postal Service (USPS) is worth it? Well in their defense, they are trying hard to come up with new and better ways to process mail in order to control their costs.

However, that means a lot of changes to postal regulations. Here’s a few new Post Office rules pertaining to mailings that went into effect in January 2013.

Postage Rate Increase – A whole multitude of price increases went into effect. These price changes impacted First-Class Mail, Certified Mail, Standard Mail and about every other kind of mail.

Tabbing Rules – The size of tabs required for sending out tabbed material changed, making many tabs unusable and requiring acquisitions of new equipment.

Intelligent Mail Barcode – The Postnet barcode has been phased out for getting postal discounts. Now the new multi-dimensional barcode is needed to speed USPS mail processing.

Address Correction – In late December the USPS cancelled the FASTforward program.

We know that more changes are yet to come as the USPS will continually need to change and innovate.

If you are beginning to wonder if you should try to keep up or just simply outsource your mail projects, LetterStream might be worth considering.

We’ve got over ten years of experience making people happy and removing the headaches of mailing.