Ever wondered what happens after you hit upload? Here’s how LetterStream turns your digital file into real mail, sent quickly and securely.
I still remember the first time a customer asked me, “So what actually happens after I click upload?” It was a fair question and one that gave me the chance to pull back the curtain.
From the outside, it feels like magic: you upload a PDF, and a few days later (sometimes longer, given that it’s the USPS, after all), your letter arrives in someone’s mailbox. But, behind the scenes, there’s a carefully refined process that makes it happen smoothly, securely, and on time.
Let me take you on a quick journey of a letter’s life at LetterStream.
Step 1: The Upload
It all starts when you upload your PDF file to the LetterStream SaaS platform.
Once your file is in, our system immediately begins processing. Think of it like dropping your letter into a digital mailbox—but smarter, because it’s double-checked before it leaves.
Step 2: Preparing the Letter
Next, your file is transformed into a physical letter.
- High-quality printing: Your document is printed on professional-grade equipment.
- Inserting & addressing: Envelopes are automatically filled, sealed, and labeled.
- Postage: Automatically applied.
- Batch handling: Whether it’s one letter or ten thousand, automation keeps the process efficient and accurate.
This is where the heavy lifting happens, and it’s designed to reduce the human errors that often plague manual mailrooms.
Step 3: The Tracking
For many businesses—especially law firms, HOAs, and healthcare providers—proof of mailing and delivery is critical. That’s why tracking is built into the process.
- Certified Mail: Tracking numbers are generated and stored digitally.
- FedEx 2Day: Labels are created instantly for guaranteed delivery.
- Dashboards: Customers can log in anytime to see the status of their letter.
This is where we make sure no letter becomes a mystery—every piece has a digital breadcrumb trail.
Step 4: Handoff to USPS or FedEx
Every day, the mail is picked up by USPS and FedEx. By the time it leaves the facility, it’s already prepared, tracked (if it applies), and ready for their delivery systems.
- USPS Certified Mail: Scanned and tracked through their network, feeding updates back to your dashboard.
- FedEx 2Day: Delivered with guaranteed timing and priority handling.
- First-Class Mail: Entered into the regular delivery stream, typically reaching recipients within a few days.
From here, the letter is on its way.
Step 5: Arrival in the Mailbox
Finally, your letter arrives in the recipient’s mailbox. If it’s Certified, you’ll have proof of delivery (digital instead of green cards piling up). If it’s FedEx, you’ll see delivery confirmation. If it’s First-Class, you’ll know it’s already moved through the system within days.
From your perspective, it feels like magic. From ours, it’s the result of 22 years of refining the process so your mail gets where it needs to go—quickly, securely, and reliably.
Why This Matters
Most businesses don’t care about the machinery or logistics—they care about results:
- No missed deadlines.
- No lost proof of delivery.
- No wasted staff hours on envelopes or Post Office runs.
That’s the life of a letter at LetterStream. From upload to mailbox, every step is designed to give you peace of mind.
Send Mail with LetterStream
The next time you upload a PDF to LetterStream, you’ll know what happens between your click and your recipient’s mailbox.
It’s not just mail, it’s a streamlined, proven process that saves you time and ensures your critical communications arrive where they’re supposed to.
LetterStream makes printing and mailing a breeze. To learn more about LetterStream, click here.
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.
