LetterStream Blog

Easily Optimize Your Mailing Lists

When it comes to business communication, an optimized mailing list is the key to ensuring mail reaches the right recipients efficiently, without wasted resources. Whether you’re sending invoices, recall notices, customer updates, or legal notices, maintaining a clean, accurate mailing list ensures your mail reaches the right recipients—every time.

Why Mailing List Optimization Matters

A poorly maintained mailing list can lead to returned mail, wasted postage, and missed business opportunities. Inaccurate addresses don’t just drain budgets—they can also disrupt customer relationships by delaying critical documents such as statements, compliance notices, and contracts.

By keeping your mailing list up to date, businesses can:

Reduce undelivered mail – Avoid unnecessary costs and mailing delays.
Improve customer experience – Ensure timely and accurate communication.
Enhance operational efficiency – Streamline mail processing with clean data.
Maximize ROI – Minimize wasted printing and postage expenses.

Best Practices for Optimizing Your Mailing List

1. Regularly Verify and Clean Your Data

Before sending any mail, validate your mailing list against official postal databases. Address verification tools like USPS CASS (Coding Accuracy Support System) certification ensure addresses are correctly formatted and deliverable.

Pro Tip: Run your mailing list through an NCOA (National Change of Address) update at least quarterly to catch address changes. LetterStream offers this as an added service for your mailing. You can learn more about it here.

2. Remove Duplicates and Incomplete Addresses

Duplicate entries inflate printing and postage costs, while incomplete addresses can result in returned mail. Check your mailing list for:

Multiple entries for the same recipient
Variations in name formatting
Addresses missing suite or apartment numbers

3. Segment Your Mailing List

Not all mailings are the same! By segmenting your list based on recipient type, business relationship, or mailing priority, you can:

Ensure legal and compliance documents reach the correct recipients with Certified Mail tracking
Separate customer invoices from marketing mail
Customize bulk mail campaigns for different regions

4. Standardize Address Formatting

Incorrect address formatting can cause mail delays or returns. Standardizing your list ensures every address follows USPS guidelines. If you’re not using the National Change of Address database, then here are some quick formatting tips:

Use all capital letters (optional but recommended)
Abbreviate street suffixes properly (ST for Street, AVE for Avenue, BLVD for Boulevard)
Ensure ZIP codes are correct, using ZIP+4 where possible

5. Utilize Digital Address Validation Tools

Automated validation tools help businesses catch errors in real-time before they result in undelivered mail. Many online mailing services, including LetterStream, offer built-in address verification to improve data accuracy. To utilize our CASS or National Change of Address NCOA services, click here.

6. Track and Update Address Changes

People and businesses move frequently. Using USPS Address Change Services helps keep your mailing list updated and minimizes undeliverable returns.

Best Practice: When receiving returned mail, update your database immediately to prevent future issues.

Optimized Mailing List Saves Time and Money

All-in-all, a well-optimized mailing list saves time, reduces costs, and improves business communication. By verifying addresses (especially with the help of the National Change of Address USPS), removing duplicates, segmenting recipients, and using automation, businesses can significantly enhance their mailing efficiency and success rate.

Looking for a hassle-free way to manage your business mail? LetterStream provides online printing and mailing services that make sending real mail easy, accurate, and efficient—without the headaches.

Start optimizing your mailing strategy today!

LetterStream offers bulk printing and mailing services allowing companies to send physical mail online. Whether it’s online Certified Mail, First-Class Mail, FedEx 2Day, or postcards, we give both small businesses and large corporations that time and freedom back to work on tasks that better serve the company. If you’re interested in creating a free account, you can do so, here.

Charity Hike With LetterStream to Benefit Climb to Conquer Cancer

At the core of LetterStream, we are all about people—our team, our clients, and our community. Giving back isn’t just something we do—it’s stamped into our mission, sealed with purpose, and mailed straight from the heart. So when one of our employees brought the Climb to Conquer Cancer charity event that was near and dear to their heart to our attention, we laced up our hiking boots and took to the trails to make a difference.

Climb to Conquer Cancer Charity Event

On February 22, 2025, our LetterStream crew joined hundreds of fellow Arizonans for the 42nd Annual Climb to Conquer Cancer at South Mountain Park. This incredible, family-friendly event is a cherished tradition in Phoenix, bringing together individuals and teams to hike approximately 5.5 miles up South Mountain to honor the lives lost to cancer, celebrate the survivors, and support caregivers who give themselves to help others.

The event kicked off bright and early at 7:00 AM, with participants gathering at the base of South Mountain, ready to honor cancer survivors, raise awareness, and fundraise for the American Cancer Society. The trail was lined with supporters, entertainment and the high energy of those determined to make a difference.

LetterStream Gives Back

I climb for sign at the Climb to Conquer Cancer event

Our team, fueled by a shared commitment to the cause, took on the mountain with enthusiasm and determination. Each step symbolized our support for those affected by cancer and our dedication to funding research and patient services. The breathtaking views, the incredible energy of the community, and the knowledge that we were making a meaningful impact kept us motivated every step of the way.

Participating in the Climb to Conquer Cancer is just one of the ways LetterStream strives to give back to our community. We believe that by coming together, we can make a tangible impact on the lives of those affected by cancer. This event not only allowed us to support a worthy cause but also strengthened our bond as a team.

We’re grateful to the incredible organizers, volunteers, and fellow climbers who made this event so impactful. It’s moments like these that show the strength of a united community. We’ll keep stepping up, giving back, and moving forward—because every climb brings us closer to a future without cancer.

LetterStream offers bulk printing and mailing services allowing companies to send physical mail online. Whether it’s online Certified Mail, First-Class Mail, FedEx 2Day, or postcards, we give both small businesses and large corporations that time and freedom back to work on tasks that better serve the company. If you’re interested in creating a free account, you can do so, here.

Listeria Outbreak: How LetterStream Quickly Mailed Out Recall Notices

LetterStream quickly and efficiently mailed out urgent recall notices to help prevent further tragedy in widespread Listeria outbreak.

A deadly Listeria outbreak linked to frozen nutritional shakes has resulted in 12 deaths and 38 infections across 21 states. The FDA and CDC issued an urgent recall, warning healthcare facilities and nursing homes of the dangers posed by contaminated ready-to-drink protein shakes. LetterStream played a crucial role in assisting a customer with mailing recall notices, ensuring at-risk individuals and caregivers received timely information that could help prevent further loss of life.

The Listeria Outbreak: What Happened?

In February 2025, the U.S. Food and Drug Administration (FDA) and the Centers for Disease Control and Prevention (CDC) traced a Listeria monocytogenes outbreak to frozen supplemental shakes produced by Prairie Farms Dairy Inc. These shakes, distributed under the Lyons ReadyCare and Sysco Imperial brands, were primarily sent to long-term care facilities, hospitals, and rehabilitation centers. Unlike retail food recalls, this outbreak disproportionately affected elderly patients, individuals with weakened immune systems, and hospitalized individuals—all of whom are at high risk for severe illness from Listeria (FDA, 2025; CDC, 2025).

The CDC confirmed 12 deaths and 37 hospitalizations among the 38 reported cases. Tracing the contamination back, authorities found that the same strain of Listeria had been present in the Fort Wayne, Indiana, production facility since 2018. This shocking discovery raised concerns about long-term safety violations and lapses in quality control (San Francisco Chronicle, 2025).

Immediate Recall Efforts to Protect Vulnerable Populations

Upon discovering the contamination, a nationwide recall was issued on February 22, 2025, urging healthcare facilities to immediately discard affected products. However, because the shakes were not sold in retail stores, public awareness was limited—making it harder for facilities and caregivers to react swiftly (People, 2025).

This is where LetterStream played a vital role.

LetterStream’s Contribution to the Rapid Recall Response

In the wake of the outbreak, one of our clients turned to LetterStream to expedite the mailing of urgent food recall notices to care facilities, patients, and caregivers. Our high-speed printing and mailing solutions enabled them to quickly notify thousands of recipients, reducing the risk of further Listeria-related illnesses and fatalities.

By utilizing USPS First-Class Mail and Certified Mail online, we ensured that the recall notices went out quickly so recipients could receive their notices promptly and securely.

LetterStream’s automated mailing system provided:

Fast, reliable production and mailing of recall letters
Tracking options to confirm delivery through Certified Mail tracking

Through our streamlined print-and-mail services, we helped our client meet regulatory compliance requirements while maximizing the impact of their outreach. In a situation where every hour counts, our ability to handle time-sensitive, business-critical mailings contributed to public safety efforts.

Why Rapid Recall Notices Are Critical in Food Safety

In foodborne illness outbreaks, delays in communication can cost lives. The FDA and CDC depend on manufacturers and distributors to quickly notify those affected. While digital alerts and press releases are valuable, many healthcare administrators and caregivers rely on physical notices to take immediate action.

LetterStream specializes in handling:

All types of recall notices
Critical product safety communications
Mass mailing campaigns for urgent notifications

By bridging the gap between regulatory agencies and the public, we help ensure that important recall information reaches those who need it most—fast.

Final Thoughts: Public Safety Through Fast, Reliable Mail Solutions

The recent Listeria outbreak is a stark reminder of how crucial timely and effective communication is in public health emergencies. LetterStream remains committed to supporting businesses, healthcare providers, and government agencies in sending out urgent, business-critical mail.

For organizations needing fast, secure, and compliant recall notices, LetterStream provides an industry-leading solution—helping protect lives through efficient mail delivery.

How to Handle High-Volume Mailings Without Leaving Your Desk

How to handle high-volume mailings? The answer is simple…you don’t. You let someone else do it for you.

Let’s be real—managing high-volume mailings sounds about as fun as assembling furniture without instructions. But what if we told you that you could send out thousands of letters without ever leaving your desk? Yep, no more paper cuts (Ouch, no one likes those), envelope-stuffing marathons, or emergency runs to the Post Office (Because no one likes standing in those lines). Welcome to the future of mailing, where all the heavy lifting is done for you.

The Mailroom Chaos You’re Avoiding

If you’ve ever tried handling bulk mail manually, you know the struggle:

Printing stacks of documents until your printer decides it’s had enough due to exhaustion.
Stuffing envelopes like you’re packing a suitcase for a month-long trip.
Wrestling with postage and logistics, wondering if there’s a better way.

Here’s the good news: There is a better way. And it doesn’t involve you leaving your desk—or spilling your coffee in frustration…we’ve all been there.

Let Someone Else Handle It

The secret to effortless bulk mailings? Outsource your mail to a professional online mailing service that will do the work for you. Look for one that offers:

Hands-free mailing from anywhere – your couch counts as “anywhere,” right?
Different options for all your mailing needs, from First-Class letters to Certified Mail and even FedEx 2Day.
Seamless document uploads—because no one has time for clunky interfaces.

Upload, Send It, Done

Instead of standing over a printer and meter machines for hours, use us, Hi! LetterStream here, just upload your files, double-check your recipient list (because typos happen to the best of us), and click send. That’s it. No stamps, no stuffing, no trips to the Post Office, no stress.

Pro Tip:

Make sure your mailing list is clean and up to date. Nobody likes returned mail—especially when it could’ve been avoided. When using LetterStream, we offer an Address List Cleanup service for an additional cost.

Let the Experts Take Over

Once your files are uploaded, the mailing service takes care of the rest, ensuring:

Your documents are printed on high-quality equipment.
Your mail is prepared according to USPS guidelines for accurate and efficient delivery.
Your letters, invoices, or notices are sorted and routed for mailing with optimal speed and reliability when getting them out the door.

No trips to the Post Office. No standing in line. No printer jams. Just efficient, professional mailing without the hassle.

Track It Like a Pro

Here’s another perk-no more guessing games! When you send Certified Mail letters you get real-time tracking right in your account. Meaning, you’ll know exactly when your mail is sent, processed, and delivered. You can also choose to opt-in for an Electronic Return Receipt which gives you an email signature confirmation from the recipient.

Easily Send Mail Online

Whether you’re sending 500 letters, 5,000, or 50,000, a professional mailing service scales with your needs—so you don’t have to hire extra hands or make room for a mountain of envelopes.

You can easily send bulk mail online, massive amounts of mail even, without breaking a sweat, wasting time, or leaving your desk. It’s fast, it’s easy, and (Bonus!) it means you never have to fight with a jammed printer, postage meter or stamps again!

LetterStream offers bulk printing and mailing services allowing companies to send physical mail online. Whether it’s online Certified Mail and First-Class Mail or FedEx 2Day and postcards we give both small businesses and large corporations that time and freedom back to work on tasks that better serve the company. If you’re interested in creating a free account you can do so, here.

Why FedEx 2Day Is A Great Choice for Business Mail

When it comes to business mail, time is money. Whether you’re sending contracts, invoices, legal paperwork, or customer notifications, you need a mailing solution that’s fast, secure, and reliable. That’s where FedEx 2Day comes in. With guaranteed two-day delivery and top-tier features, it’s the best option for businesses that can’t afford to wait.

The Fastest Way to Send Business Mail

Not all mail is created equal. While standard First-Class mail might work for casual correspondence, business mail often carries deadlines that simply can’t be missed. Delays in invoices can impact cash flow, late contracts can slow down deals, and missing legal deadlines can have serious consequences.

What Makes FedEx 2Day So Fast?

Guaranteed Two-Day Delivery: FedEx 2Day is guaranteed to arrive within two business days from when it is sent. Now you may be asking yourself, “Is FedEx 2Day guaranteed, really?” and the answer is yes and no. Although occurrences can happen causing a delay, for the most part, FedEx is extremely reliable, so you can almost always guarantee it will arrive when it says it will.
Priority Processing: Unlike standard mail, FedEx 2Day mail is fast-tracked through the FedEx network, ensuring it gets from Point A to Point B as efficiently as possible.
Reliable Performance: FedEx has one of the most consistent on-time delivery records in the industry, making it a trusted option for businesses.

Whether you need to send a time-sensitive legal notice, an important customer document, or an internal business contract, FedEx 2Day is the fastest way to ensure on-time arrival.

With FedEx 2Day, businesses don’t have to deal with uncertainty—it’s guaranteed to arrive within two days, making it the fastest and most reliable option for time-sensitive mail.

How LetterStream Makes Sending FedEx 2Day Effortless

Sending business mail through FedEx 2Day is fast and reliable—but handling the printing, packaging, and drop-offs yourself can be a hassle. That’s where LetterStream simplifies the process.

With LetterStream’s online mailing service, you can send important documents via FedEx 2Day without ever leaving your desk. Instead of printing, stuffing envelopes, and making a trip to a FedEx location, LetterStream handles everything for you—from processing your documents to handing them off to FedEx for delivery.

How It Works:

Upload Your Document – Simply upload your file to LetterStream’s online platform.
Select FedEx 2Day – Choose FedEx 2Day as your delivery option.
We Print and Process – LetterStream prints, stuffs, and preps your mail for shipment.
FedEx Handles Delivery – Your document is handed off to FedEx for guaranteed 2-day delivery.
Track Your Mail – Get real-time tracking updates through FedEx, ensuring full visibility.

By using LetterStream for FedEx 2Day, businesses eliminate the time and effort of handling mail manually while still benefiting from the fastest and most secure delivery option available.

Security and Reliability You Can Trust

Speed is essential, but security and reliability matter just as much—especially for sensitive business documents. FedEx 2Day ensures your mail arrives quickly and securely, with multiple safeguards in place.

How FedEx 2Day and LetterStreamKeeps Business Mail Secure and Reliable

End-to-End Tracking – Every FedEx 2Day shipment includes Fedex 2Day tracking, so you know when your FedEx letter is delivered.
Signature Confirmation – Ensure delivery to the right recipient with optional signature requirements.
Secure Handling – FedEx follows strict protocols to prevent lost or damaged mail.
Fastest 2-Day Delivery – Get your documents delivered in two business days, guaranteed.
Same-Day Processing – When sent through LetterStream, 99% of all mail is processed the same day.
Up to 75 Pages Per Envelope – Perfect for contracts, financial reports, and legal documents.
No Trips to the FedEx Store – Upload your documents to LetterStream, and we’ll handle the rest.

With FedEx 2Day and LetterStream, your business mail is not only fast but also secure, trackable, and hassle-free.

Who Should Use FedEx 2Day for Business Mail?

While any business can benefit from fast, secure and reliable mailing, some industries rely on it more than others. FedEx 2Day is ideal for:

Legal Firms: Need contracts or court documents delivered fast? This is the way to go.
Financial Institutions: Ensure invoices, loan documents, and sensitive financial paperwork arrive without delays.
Human Resources Departments: Perfect for sending offer letters, employee agreements, and other HR-related mail.
Healthcare & Insurance Providers: Great for policy documents, patient notifications, and claims processing.

Make Business Mailing Easier with FedEx 2Day

When speed and reliablity matter, FedEx 2Day is the best way to send business mail. No delays, no uncertainty—just fast, reliable delivery you can count on.

Want an even easier way to manage your business mail? LetterStream makes printing and mailing a breeze. Send important documents online, and we’ll handle the rest—fast, secure, and hassle-free.

The cost to FedEx a letter through LetterStream starts at $14.20. To learn more and to send your first FedEx 2Day mailing, click here.

How To Use Letterstreams PDF PreFlight Tool

Ensuring your business mail is formatted correctly before printing and mailing is crucial—LetterStream’s PDF pre-flight tool helps businesses across industries catch errors early, preventing costly delays and misprints in critical documents.

For businesses handling critical mailings, ensuring every document is formatted correctly is essential. LetterStream’s PDF PreFlight Tool is designed to simplify and safeguard that process. Available within every LetterStream account, this tool performs a thorough review of your uploaded PDFs, checking for key issues such as incorrect page sizes, missing margins, and non-embedded fonts. This helps prevent costly printing errors and mailing delays.

But how exactly does it work? Let’s explore how LetterStream’s PDF PreFlight Tool ensures your documents are print-ready. You can also watch this video for a quick demonstration.

How the PDF Pre-Flight Tool Works

The PDF PreFlight Tool streamlines document preparation through automated checks and user-friendly feedback. Here’s how it works:

Upload Your PDF Simply log in to your LetterStream account and upload the document you want to mail.

Document Analyzation: The tool analyzes your file and runs multiple quality checks, such as:

Page dimensions (e.g., ensuring 8.5 x 11-inch format for U.S. mail)
Sufficient margins to prevent text or images from being cut off
Embedded fonts to ensure proper appearance

Recommendations If any issues are detected, the tool outlines it with boxes and lines showcasing where to fix them. For example, if your address falls outside of the red box, you’ll know that it doesn’t fit in the space for addresses.

Approval for Mailing Once your PDF passes the checks, it’s ready for production. You can confidently proceed with uploading your documents in the Job Start section of your account, knowing your document meets all requirements.

Benefits of Using the PDF Pre-Flight Tool

The PDF PreFlight Tool provides a range of benefits for businesses and organizations that rely on timely, accurate mail delivery:

Error Reduction: Catch formatting problems early to prevent printing and mailing issues.
Time Efficiency: Automated checks eliminate the need for manual reviews, speeding up the mailing process.
Consistency: Maintain a professional and consistent look across all your mailed communications.
Peace of Mind: Know that your documents will be printed correctly, reducing the risk of costly reprints.

Who Should Use the PDF Pre-Flight Tool?

To put it simply…everyone! Businesses and organizations across various industries can benefit from ensuring their mailings are error-free and professionally formatted.

Here are a few examples:

Healthcare Providers: Ensure patient statements, appointment reminders, and billing invoices are clear and compliant with HIPAA regulations.
Financial Institutions: Send bank statements, loan documents, and investment reports with confidence, avoiding formatting errors that could delay important communications.
Government Agencies: Maintain accuracy when mailing tax forms, public notices, and election-related documents.
Nonprofits and Charities: Ensure donation receipts, fundraising letters, and event invitations are delivered with a polished, professional look.
Utility Companies: Prevent miscommunications by confirming that monthly statements, notices, and service updates are formatted properly for mailing.
Educational Institutions: Universities, colleges, and schools can use the tool to format transcripts, acceptance letters, and tuition statements accurately.

Regardless of your industry, the PDF pre-flight tool ensures that your documents meet mailing standards, reducing errors and improving efficiency.

Tips for Maximizing the Tool’s Effectiveness

Here are a few tips to make the most of LetterStream’s PDF PreFlight Tool:

Prepare Documents in Advance: Finalize your PDFs before uploading to minimize errors.
Review Alerts Promptly: Address any issues right away to avoid delays.
Run a Test: For large mailings, upload a sample PDF first to verify that everything is formatted correctly.

By following these best practices, you can optimize your mailing process and minimize errors.

See the Tool in Action

Curious about how this tool can transform your document preparation workflow? Check out this video for a full walkthrough of LetterStream’s PDF PreFlight Tool and see the step-by-step process below.

Step-by-Step Process

Begin by logging in to your account, go to My Account – PDF Tools

2. Once you’re in PDF PreFlight tools go to the PDF PreFlight section and click on Choose File then Do Pre-flight. Your document will now be uploaded.

3. The document will then be marked up showcasing perimeters in which your addresses and content falls into. Staying inside the green lines is what we want. It also gives a breakdown of perf lines with return addresses and Certified Mail barcode.

As you can see below there are a variety of options for handling your pdfs. Whether you need to extract pages from sets, crop or rotate your pdf, convert to black and white and more, you can easily do all of that right from inside you’re the PDF Tools section in your account.

Simplifying Business Mail with LetterStream

LetterStream’s PDF pre-flight tool is just one example of how we make mailing easy and efficient. With automated checks, real-time feedback, and a streamlined user experience, businesses can send important mail with confidence.

Ready to learn more? Visit LetterStream to explore our online printing and mailing services.

Why Certified Mail is Better Managed Online

When it comes to sending important documents, Certified Mail offers peace of mind. But did you know that managing Certified Mail online can streamline the entire process? If you’re still standing in line at the post office, it’s time to rethink your strategy. Let’s explore why Certified Mail is better managed online and how this method can save you time, effort, and even money. Sound good?

The Convenience Factor: Manage Certified Mail Anytime, Anywhere

Gone are the days when sending Certified Mail meant taking time out of your busy schedule to visit the post office. Managing Certified Mail online allows you to create and easily send your letters from any location—whether you’re sending Certified Mail from home, the office or even on the go, it’s extremely convenient.

With LetterStream, you can:

Upload your documents securely.
Easily select Certified Mail for your critical documents without the hassle of manual processing.
Track your Certified Mail in real-time right from inside your account without having to type in your tracking number.
For mail requiring a signature, there’s an option to choose an Electronic Return Receipt (ERR) in place of the old-fashioned Green Card and be able to see the digital signature in your account.

The convenience of sending Certified Mail online is particularly valuable for businesses that send a high volume of Certified Mail, such as legal firms, financial institutions, and HOAs. LetterStream’s seamless process eliminates manual steps, ensuring your mail gets out quickly and reliably.

Real-Time Tracking and Instant Documentation

One of the key benefits of Certified Mail is the ability to track its journey from sender to recipient. However, keeping track of physical receipts and status updates can be cumbersome when done manually.

LetterStream’s platform allows you to easily gain real-time tracking updates and access to detailed documentation at your fingertips. You can:

Monitor delivery progress instantly within the platform.
Access electronic delivery confirmations as soon as they are available.
Download proof of mailing and delivery for your records.

This digital documentation ensures that you always have verifiable proof on hand, which can be crucial in industries requiring compliance with strict legal or regulatory standards.

Improved Efficiency for Businesses

Managing Certified Mail through online platforms reduces administrative overhead. Manually preparing, printing, and mailing Certified letters is both time-consuming and error-prone. LetterStream’s system streamlines these steps by automating key tasks, such as:

Automated printing, folding, inserting, and mailing services.
Bulk mailing options for high-volume needs.
Address verification to prevent delivery errors for an additional fee.
Expedite mailing option for the last-minute letters that need to be sent ASAP.

Businesses that frequently send Certified Mail—for example, for contracts, notifications, or compliance letters—can significantly reduce time spent on mailing tasks and allocate resources more effectively with LetterStream’s tailored solutions.

Cost Savings Through Automation

While Certified Mail is essential for critical documents, the costs of handling it manually can add up. Factor in postage, printing, administrative time, and travel to and from the post office, and you may find yourself with a hefty bill.

LetterStream helps mitigate these costs by offering customers the convenience of having it done for them. No extra money spent and the ability to get your time back to focus on other high priority tasks.

These savings are particularly impactful for small businesses looking to optimize their operational budgets. With LetterStream’s transparent pricing and scalable options, you can control costs without sacrificing service quality.

Enhanced Security and Compliance

In today’s digital world, security and compliance are non-negotiable. Certified Mail is already a secure method for sending sensitive documents, but managing it through LetterStream elevates those protections even further.

All LetterStream employees are HIPAA-certified, ensuring that documents containing Protected Health Information (PHI) are handled and mailed with the utmost security. Our IT department follows rigorous security protocols, including 128-bit encryption on the website, safeguarding sensitive data during every transaction. Physical security is equally robust—our production facilities allow no unescorted visitors, and access is strictly monitored with electronic sign-ins.

Additionally, LetterStream securely disposes of any unmailed printed documents through shredding and offers customers the ability to purge documents from their accounts at specified times. As part of ongoing initiatives to strengthen data protection, we are actively pursuing SOC 2 certification to further enhance compliance measures. Through these practices, we ensure that businesses in industries like healthcare, legal services, and finance can trust their data and communications are protected at every step.

These features are critical for industries that handle confidential information, including healthcare, legal services, and finance. LetterStream ensures that your data and communications are protected at every step.

Environmentally Friendly Mailing Solutions

Managing Certified Mail online isn’t just about convenience and efficiency—it’s also a step toward more sustainable business practices. By reducing the need for physical trips to the post office, as well as paper-based tracking and documentation, you can lower your carbon footprint.

LetterStream allows you to opt for digital receipts and records to minimize paper waste and to utilize batch processing to reduce the environmental impact of individual mailings.

For companies committed to corporate social responsibility (CSR) initiatives, online Certified Mail solutions like LetterStream align with broader sustainability goals.

Simplify Your Certified Mail Process

Certified mail is a crucial tool for sending important documents securely and with proof of delivery. By managing it online through LetterStream, you gain unparalleled convenience, efficiency, and security. Whether you’re a business leader, an HOA manager, or a legal professional, transitioning to an online solution can transform how you handle critical communications.

Ready to streamline your Certified Mail process? Explore Online Printing & Mail Services – Send Your Letters The Easy Way – LetterStream to learn more.

If you’re wondering how much is Certified Mail to send, click here to view our prices. If you’re wondering how to send a certified letter online through our website, create a free account here to get started.

Many Postage Meters Are Out Of Date – Here’s What You Need To Know

If you’re still using an Information-Based Indicia (IBI) postage meter, we have some news for you: it’s officially out of date.

As of June 30, 2024, the United States Postal Service (USPS) said farewell to the IBI USPS postage meter machines, making way for the more advanced Intelligent Mail Indicia (IMI) technology. If you’re wondering what this means for your business, don’t worry—we’re here to break it all down for you, and more importantly, show you how to avoid any mailing disruptions.

Why Did USPS Phase Out IBI Meters?

IBI meters had a good run, but they just weren’t cutting it anymore. The USPS decided to phase them out in favor of IMI meters for several key reasons, according to USPS | Postal Pro:

Enhanced Security: IMI meters incorporate advanced security measures to prevent fraud and ensure the integrity of postage.
Real-Time Data Transmission: IMI devices provide immediate transaction data to the USPS, facilitating more efficient mail processing and tracking.
Improved Compliance: The new IMI standard ensures accurate postage calculation and adherence to USPS regulations, minimizing errors and potential mailing issues.

What This Means for Your Business

If your postage meter machine still relies on IBI technology, it’s time to take action. You don’t want to find yourself unable to send important business mail at the worst possible moment. The good news is, you have options:

Upgrade to an IMI Meter: Many postage meter providers offer IMI-compliant machines, but this means another round of purchasing, setup, and maintenance.
Go Meter-Free: Instead of investing in new hardware, you can opt for a smarter, more efficient alternative—one that doesn’t require a physical meter at all. If this sounds like it’s up your ally, keep reading.

Skip the Meter Drama—Let LetterStream Handle It

Why wrestle with USPS postage meter regulations and upgrades when there’s a better way? We offer a modern, hassle-free solution that eliminates the need for postage meters altogether. Cool, huh?

Here’s how LetterStream can help:

Send Real Mail Online: With just a few clicks, you can send physical mail without ever touching a meter.
No Equipment, No Maintenance: If you’re thinking about getting a postage meter then a question you’re asking yourself is, “How much does a postage meter cost?” Guess what, it doesn’t matter because when you outsource with us you get to say goodbye to the cost and hassle of maintaining a postage meter.
USPS Compliance: We handle the regulations and postage requirements so you don’t have to.
Scalability: Whether you’re sending a handful of letters or thousands, we can easily handle the volume.
Get Your Mail Out Fast: 99% of all mail gets sent out by the next business day. Now that’s fast.

Simplifying Your Mailing Without Postage Meters

The USPS has officially moved on from IBI postage meters, and it’s time for businesses to do the same. Instead of worrying about upgrading to an IMI meter, why not take this opportunity to simplify your mailing process? LetterStream offers an easy, efficient, and cost-effective way to send mail without the headache of hardware.

So, what are you waiting for? Let’s make your mailing process smarter, faster, and meter-free. Your business (and your budget) will thank you!

Easily Outsource Your Business Mail

Let’s talk about outsourcing mail, specifically business mail: invoices, contracts, customer notices, and all the other documents that keep your operation running. If you’re managing this in-house, chances are you’re dealing with some serious frustrations—constant printer jams, paper shortages, and that one person who always forgets to refill the paper tray.

Sound familiar?

Here’s the good news: outsourcing your business mail with LetterStream can turn this chaos into a smooth, worry-free process. It’s not just about saving time; it’s about making a smart investment in your business’s efficiency, accuracy, and success.

Save Time, Save Sanity with LetterStream

Imagine this: Instead of spending hours printing, folding, and stuffing envelopes (not to mention the mad dash to the post office), you simply upload your documents to LetterStream’s secure online platform, click a button, and relax with your morning cup of coffee.

From printing and inserting to postage and mailing, LetterStream takes care of every detail. Need to send First-Class Mail online? Done. Prefer to send Certified Mail online? No problem. Want tracking? You’ve got it. And the best part? Your mail can often hit the post office by the next day after you upload it.

99% of all mail is sent by next business day!

By outsourcing to LetterStream, you’re reclaiming hours of your day to focus on growing your business—or finally taking that well-deserved coffee break.

Cut Costs on Business Mail Without Cutting Corners

Let’s talk about the cost. Handling mail in-house adds up quickly: printers, paper, ink, postage meters, maintenance costs, gas to drive to the post office and the time your team spends managing it all. And let’s not even talk about the occasional “printer tantrum.” You know exactly what we’re talking about it with that one.

With LetterStream, you only pay for what you need—no surprise expenses or hidden costs. Bulk mailers especially see significant savings, as our streamlined process is built for efficiency. Plus, you’ll never have to worry about running out of supplies or dealing with costly equipment repairs.

We not only save you money but also gives you peace of mind knowing your mail is handled by experts.

Are you starting to see why outsourcing mailing services is a good idea?

Accuracy You Can Count On

Mailing isn’t just about getting documents out the door—it’s about getting them where they need to go, error-free. A single typo in an address can lead to delayed payments, unhappy customers, or compliance issues.

That’s why LetterStream has add-on options, like Address List Cleanup, to ensure your mail is accurate and secure. With LetterStream, you’re not just outsourcing—you’re upgrading to a higher standard of accuracy.

Scale with Ease, Thanks to LetterStream

Whether you’re a small business handling monthly statement printing and mailing or a corporation managing bulk mailing projects, LetterStream offers the flexibility to scale your mailing operations seamlessly.

One of our clients, a rapidly growing startup, came to us when their mailing needs quickly outpaced their in-house capabilities. We set them up to send thousands of letters using our online print and mail services. The result? Streamlined processes, satisfied customers, and a business ready to grow without being bogged down by mailing logistics.

Security Is a Top Priority

Business mail often includes sensitive information—financial documents, legal notices, and customer communications. Protecting that data isn’t just important—it’s essential.

Just so you know, LetterStream takes security seriously. From our encrypted online portal to tightly controlled mailing operations, we ensure your data remains confidential every step of the way. Rest easy knowing that your mail is handled with the utmost care and professionalism.

Stay Ahead in 2025 with LetterStream

In today’s fast-paced business world, efficiency and reliability aren’t optional—they’re critical. Outsourcing your business mail with LetterStream ensures you’re not just keeping up but staying ahead.

While your competitors are stuck battling printer issues, thanks to outsourcing your printing and mailing online, you’re focusing on serving your customers and growing your brand. And with LetterStream, sustainability is part of the package. Our optimized processes reduce waste and create more efficient delivery routes—a win for both your business and the planet.

Why Choose LetterStream?

With over 10 million jobs completed, LetterStream isn’t just another mailing service—it’s your trusted partner in simplifying business mail. Our customers range from small startups to industry leaders, all of whom value reliability, accuracy, and speed.

When you work with LetterStream, you’re not just outsourcing a task—you’re gaining a partner dedicated to making your business mail stress-free. Whether you’re sending your first set of invoices or tackling a large-scale mailing project, like open enrollment letters, we’re here to help you succeed.

Ready to leave the headaches of in-house mailing behind? With LetterStream, your business mail becomes one less thing to worry about. Print and mail documents online today and discover how we can make mailing easier, faster, and more efficient than ever.

If you haven’t outsourced printing and mailing services for your business yet, what are you waiting for?

Nonprofit Mail Made Simple: How LetterStream Supports Your Mission

Sending nonprofit mail is easier than you think.

Let’s be real—if you’re part of a nonprofit, you probably wear a million hats. One minute you’re strategizing fundraising campaigns, the next you’re coordinating volunteers, and somewhere in between, you’re tackling the seemingly never-ending to-do list.

Oh, and mailing? Yeah, that’s in there too.

It’s the behind-the-scenes work that no one talks about but everyone feels. Donation receipts, thank-you notes, event invites—mail is often the invisible thread keeping your organization connected to your supporters. And while it’s critical, it can also be a huge time suck.

Does this sound familiar?

So, how do you handle USPS nonprofit mailings without pulling your hair out? That’s the million-dollar question, and spoiler alert: there’s an easier way to do it.

The Struggle In Sending Mail

Mailing might not be the most exciting task, but its impact is undeniable. It’s a vital part of keeping your nonprofit connected and thriving.

The challenge?

Managing the logistics of printing and mailing can be overwhelming. From preparing materials to ensuring timely delivery, the process eats up valuable time and resources—time that could be better spent advancing your mission. And let’s be honest—your office equipment was never designed to handle this kind of workload efficiently.

Sending Mail Can Actually Be Easy!

Here’s a thought: What if you didn’t have to do it all yourself? What if there was a way to take the stress, the mess, and the chaos out of mailing? What if there was a way for sending mail to actually be easy?! Even better, what if there was a way to send your nonprofit mail online?

Hard to imagine, isn’t it? But, it doesn’t have to be.

Imagine uploading your donor list, pressing a button, and then… poof! Your letters are printed, prepped, and on their way. No running out of ink. No frantic trips to the post office. No leaving your desk or home. Just done.

Sounds pretty awesome, right?

How Nonprofits Make It Work

Okay, story time. There is a nonprofit that used to dread their year-end mailings. Their small team was already stretched thin, and adding hundreds (sometimes thousands) of letters to their plate felt impossible. One year, they decided to outsource the whole process—and the difference was night and day.

Instead of spending days folding paper and sealing envelopes, they focused on what they did best: connecting with people and spreading their mission. Their donors noticed the shift too—because the mailings were polished, professional, and (most importantly) on time.

It wasn’t just a win for their sanity; it was a win for their entire organization.

Why Mailing Still Matters

In a world dominated by digital, well, everything, sending physical mail has a unique power. It’s tangible, personal, and nearly impossible to ignore. While an email might get lost in a crowded inbox, a letter demands attention.

For non-profits, that attention can mean everything. It’s how you send your year-end donor letter, how you say thank you, how you share your wins and how you invite people to be part of something bigger than themselves.

LetterStream Makes It Easier to Send Non-Profit Mail Online

What’s on your to-do list? Maybe it’s building stronger relationships with donors, keeping supporters informed, or finding ways to maximize your team’s impact.

Whatever the task, simplifying your processes doesn’t mean compromising quality—it means creating space for what truly drives your mission.

That’s where LetterStream comes in. We specialize in handling the time-consuming aspects of printing and mailing, so your team can stay focused on the bigger picture.

From printing to postage, we take care of it all with precision and reliability. And because we’re passionate about supporting charitable organizations, we offer discounted nonprofit postage rates (to those with a nonprofit postage permit) to help you make the most of your resources.

Mailing doesn’t have to be a burden. Let us help you keep your focus where it belongs: on changing the world, one connection at a time.

Now, take a deep breath, pour yourself a cup of coffee, and tackle that mailing list with confidence. You’ve got a mission to run, and nothing—not even a stack of envelopes—should slow you down.