Easy Mail | LetterStream Blog

Last Minute Mailings? We Have Your Back!

Year-end mailings: they’re crucial, they’re time-sensitive, and they’re often the thing that sneaks up on you at the busiest time of the year. Whether it’s financial statements, donor letters, nonprofit mail, or compliance notices, those envelopes aren’t going to stuff themselves. That’s where we come in—your trusted partner for making sure the mail gets out without a hitch (and without the stress).

Here’s the deal: we’re not just another mailing service. We’ve built LetterStream to make even the most last-minute mailings smooth and stress-free. And we’ve done it by keeping things personal, flexible, and (dare we say) kind of fun.

Why LetterStream Is Your Year-End MVP

We know there are options out there to choose from but here are a few reasons we’re the choice for those last-minute mailing needs:

Custom Solutions for Your Unique Needs: No two organizations are the same, and neither are their year-end mailing needs. Whether you’re a nonprofit sending donor thank-yous, a law firm wrapping up compliance documents, or a small business getting invoices out, we’ll help tailor the perfect mailing solution for you.
Easy-to-use platform: Our online platform is built with simplicity in mind. Upload your documents, pick your options, and let us do the rest. You can even schedule your mailings. Plus, 99% of all business mail already goes out by next business day but if you need the guarantee to get it out quicker then we offer an expedited option for an additional fee to get your mail out the same day!
We Handle it all: From sending Certified Mail online to bulk mailing projects, we’ve got the tools and expertise to take on the tasks you’d rather avoid. We literally do everything after you upload your documents; printing, folding, inserting, postage and of course, mailing.

We Care About Your Mail

Here’s the thing: We’re not just a faceless company that churns out envelopes. We’re a team of real people who genuinely care about helping you succeed. We take pride in making your mailing process seamless and stress-free because we know how much you’ve got on your plate. Your success is our success, and we’re honored to play a small part in helping you wrap up your year.

And hey, we’ve been in this business long enough to know that last-minute mailings happen to the best of us. Life gets busy, priorities shift, and suddenly, it’s crunch time. No judgment here—just solutions.

Mailing Made Simple

We believe that mailing should be the easiest part of your to-do list. That’s why we’ve streamlined every step of the process. Need to send Certified Mail? We’ve got it covered. Need to send last minute postcards out? Done. Want FedEx 2Day to really get your mail out and delivered fast. Yep, we’ve got that too. Just need to get those documents out ASAP without overthinking it? Say no more. This is what we do!

And if you ever have questions (or just need a little reassurance), we have our trusty 24/7 Chatbot that can help you answer any question you may have, day or night.

Let’s End the Year Strong

As the year winds down, remember that LetterStream is here for you now and whenever you may need us. Whether you’re sending 10 letters or 10,000, you can trust us to handle your mailing needs with care, speed, and accuracy.

So, take a deep breath, check “year-end mailings” off your list, and let us handle the rest. You’ve got bigger things to focus on—like celebrating all the wins this year brought your way.

Here’s to a stress-free mailing experience and an incredible year ahead. Thanks for letting us be part of your journey. Let’s make this year’s finish line a smooth one—together!

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.

LetterStream’s Dear Santa Toy Drive to Benefit Live & Learn AZ

LetterStream truly believes in making an impact—not just with your mail but in our community as well. Which is why this holiday season we’re playing Santa’s little helpers with our Dear Santa Toy Drive to benefit the inspiring women and children of the Live & Learn AZ Foundation. Their mission? Empowering women to break the cycle of generational poverty. Our mission? Ensuring their kids experience the magic of the holidays through gifts and joy.

Donating to Live & Learn AZ

We’ve turned our office into a Christmas haven, complete with a beautiful tree adorned with something extra special—paper envelopes, each containing a child’s name and their holiday wish. LetterStream employees eagerly grab an envelope (or two, or three!), head out to find that perfect gift, and return it unwrapped to our office.

But here’s the best part: The gifts go straight to the amazing moms in the Live & Learn program. These hardworking women, who are striving to create a brighter future for their families, get to experience the joy of giving the presents directly to their children. It’s their chance to be the hero under the tree—a moment of connection and pride that’s truly priceless.

Why This Matters

Live & Learn AZ is making a real difference by providing education, training, and support for women determined to rewrite their stories. By participating in this toy drive, we’re helping these families celebrate the season with a little extra sparkle, while also shining a light on the importance of programs like the Live & Learn AZ foundation.

But let’s not forget—this is also about those little faces lighting up when they unwrap a gift they’ve been dreaming of. Whether it’s a cuddly teddy bear, a set of crayons, Barbie, or that action figure they’ve had their eye on, these presents are so much more than toys. They’re symbols of love, hope, and brighter days ahead.

How You Can Help

If you’re reading this and feeling inspired, why not find a way to get involved in your own community? Whether it’s a toy drive, volunteering, or simply spreading awareness about organizations like Live & Learn AZ, there are so many ways to make a difference.

If you want to specifically help out the Live & Learn, you can click here to see the different ways you are able to give back to or volunteer and support this awesome foundation.

Making Holiday Magic Together

LetterStream is more than just a print and mail company that gets your important mail out quickly—we’re also about building connections and creating moments that matter. This holiday season, we’re proud to partner with Live & Learn AZ to bring a little extra magic to families who deserve it most.

So, here’s to the moms rewriting their stories, the kids dreaming big, and everyone who’s making this season shine a little brighter. Together, we’re proving that a little kindness can go a long way—and that’s something worth celebrating.

Happy Holidays from all of us at LetterStream! 🎄

Are you a charity or nonprofit looking for help with your donor mailings? After working with various nonprofit organizations, we created many easy-to-use solutions to help charities and nonprofit organizations. These solutions allow small nonprofits to easily take advantage of nonprofit postage rates and help with mailings that are required to be sent by first-class mail. To learn more and to get nonprofit postage, click here.

How to Schedule Mailings With LetterStream

It’s no secret the holiday season is a whirlwind of to-dos, but if you’re a company that sends business-critical mail then here’s one thing you can check off your list early: scheduling your mailings! Whether it’s end-of-year notices, important business documents, or that must-go-out HOA mailing, LetterStream’s scheduling tool lets you set it and forget it. You focus on decking the halls; we’ll focus on getting your mail out on time. After all, that’s what a printing and mailing company should be all about, right?

Why Schedule Your Mailings?

Imagine this: you’ve planned a winter getaway. While you’re sipping hot cocoa by a crackling fire—or enjoying a tasty drink on a tropical beach—an email from LetterStream arrives to confirm that your mailing has just been sent. That means, no stress, no interruptions, and no wondering whether everything went out on time. Wohoo!

Scheduling your mailings doesn’t just bring peace of mind; it’s a productivity game-changer. It allows you to plan ahead, avoid the last-minute holiday rush, and keep your business communications running like clockwork, no matter how hectic life gets. Keep in mind, scheduling a job isn’t just convenient during the holiday season. In fact, it’s awesome all year long for sending out physical mail.

How Does It Work?

Setting up a scheduled mailing with LetterStream is as simple as ordering your favorite holiday latte…peppermint mocha latte, anyone?

Here’s how easy it is:

Once the job is approved and paid for go to My Jobs in the header and choose View My Job List

Next, choose your job and on the right hand side click on EDIT.

A drop-down menu will appear. Choose Change Schedule Date and the date you want your job to be mailed on. Click Submit Change when done.

The scheduled post will then turn to orange and the Job Status will say “Scheduled.”

That’s it! We’ll handle the rest…and yes, it’s that easy!

A Little Holiday Pro Tip

While we’re at here’s a little pro tip for you. The scheduling tool is perfect for ensuring mailings go out on your timeline, but what if you need something to go out faster? That’s where Expedite come in. Whether it’s a last-minute business notice or an urgent document, we can ensure it will go out the same day. However, keep in mind that 99% of all mail goes out by the next business day as it is. So, either way your mailings go out fast! Just one may be a little bit faster than normal.

How to choose Expedite a job:

When you’re done creating your job and you hit Continue to Payment, the next screen will be My Account – Billing Information. There will be a drop-down menu that says “normal processing (included).” Click on the down arrow and you will see the option for “expedited processing (additional fee)” and that will be added to your job.

Easy enough.

Take Control of Your Mailing Schedule

This holiday season, don’t let the stress of getting mail out on time steal your holiday joy. With a quick plan, you can schedule your mailings, avoid the chaos, and focus on what really matters—celebrating the season stress-free with LetterStream!

Happy Thanksgiving From LetterStream

Happy Thanksgiving from us to you!

Thanksgiving is the perfect time to reflect on what truly matters, and for us, it’s all about the connections we help create. As a printing and mailing company, we’re in the unique position of ensuring important communications reach their destinations—whether it’s a, a vital notice, or a business-critical letter or a community update letter. This season, we’re pausing to express our gratitude for the people and partnerships that make it all possible.

From our loyal customers to our dedicated team and the tools that keep everything running, there’s so much to be thankful for. Let’s take a moment to celebrate what makes this work so meaningful.

Grateful for Our Customers: The Heart of What We Do

To our customers: you’re the reason we load up trays with letters, secure every envelope flap, and obsess over getting mail out in a timely matter. Whether you’re an HOA sending out annual meeting notices or a business managing critical mailings, you trust us with your communication—and that’s something we never take lightly.

Your loyalty, creativity, and understanding keep us motivated. We love hearing about how our services make your job a little easier, how our platform simplifies your processes, and, occasionally, how we’ve saved the day with last-minute jobs. (We do love a good mailing miracle!)

We’re also grateful for your feedback. Your suggestions and insights help us innovate, improve, and continue offering the best possible solutions for your needs.

Appreciating Our Employees: The People Behind the Process

Behind every perfectly addressed envelope is a team of dedicated people who make the magic happen. Our employees are the glue that binds (sometimes literally, depending on the adhesive situation) everything together. They’re the ones who ensure precision in printing, accuracy in mailing, and a smooth process from start to finish.

We’re especially thankful for their creativity and energy. From solving tricky logistical challenges to bringing a little fun into the workplace (we’re still talking about that pumpkin carving contest), our team doesn’t just do great work—they do it with heart.

Gratitude for the Little Things That Make a Big Difference

Sometimes, it’s the smallest details that bring the greatest sense of satisfaction. Like the smooth closure of a neatly sealed envelope or the precise alignment of text on a freshly printed page. These little moments remind us of the craftsmanship behind every piece of mail. We’re thankful for the tools, technology, and materials that allow us to deliver quality and care in every job we handle.

We’re also thankful for the moments of connection we get to share. Even though we’re a tech-savvy company, there’s something timeless and personal about physical mail. Knowing that we help businesses and communities stay connected—whether through invoices, newsletters, or heartfelt holiday cards—reminds us why we do what we do.

Looking Forward with Gratitude

As we wrap up another year (and maybe a few extra pieces of pie), we’re reminded of how lucky we are to be part of your journey. Whether you’re a long-time customer or just discovering us, thank you for choosing us as your printing and mailing partner.

As you gather with loved ones this Thanksgiving, we want you to know how much we appreciate you. We’re truly grateful for the incredible people, meaningful projects, and lasting partnerships that make our work so rewarding. This season is a reminder of the connections we’ve built together, and for that, we’re deeply thankful.

Happy Thanksgiving from all of us! May your day be full of gratitude, good food, and maybe even a perfectly stamped envelope or two.

LetterStream is an online printing and mailing service company, offering bulk printing and mailing business mailing solutions for businesses of all sizes, from those with small business mailing needs to Fortune 500 companies that want to send mail online. Be sure to sign up for a FREE account to check us out.

FedEx Holiday Surcharge—Here’s What You Need to Know

The holidays are almost here, and if you’re planning your end-of-year mailings, there’s one important thing to keep in mind: FedEx is rolling out a FedEx holiday surcharge. However, it’s not a flat fee this year—there are a few twists and turns this time around. Starting October 28th, FedEx will be adding a $1 surcharge on letters and envelopes, and it’ll change a couple of times before going away in late January.

Let’s break it down and chat a little bit about how LetterStream is handling it, so you’re not caught off guard during the busy season.

So, What’s the Deal with the Holiday FedEx Surcharges 2024?

From October 28th to January 19th, FedEx is adding a temporary surcharge to letters and envelopes. But it won’t be the same rate the whole time—here’s the timeline:

Starting October 28th: FedEx adds a $1 surcharge per letter or envelope.
On November 25th: That jumps to $2 during the holiday peak.
On December 30th: It drops back down to $1.
After January 19th: The surcharge ends.

If you’re sending out bulk letters or documents, especially around big shopping days like Black Friday and Cyber Monday, you’ll want to keep these dates in mind. It’s a bit of a rollercoaster, but nothing we can’t handle together when it comes to FedEx online printing and mailing.

Here’s How LetterStream Is Handling It

We get that surcharges can be frustrating, especially when managing a lot of mail. That’s why we’re keeping things as straightforward as possible. As FedEx adjusts its rates, we’ll match those changes within our services. Just to be clear. We are not raising our prices on FedEx, only adding on a fee for the purchase during this holiday season. That means when you send mail online through us you’ll see the surcharge added as $1 starting October 28th, going up to $2 on November 25th, back to $1 on December 30th, and gone after January 19, 2025.

To keep everything transparent, you’ll see the FedEx holiday surcharge as a line item before paying and on your invoice as: FedEx Surcharge / Mandated FedEx Holiday Fee. This way, you’ll always know what to expect when it comes to the added surcharge fee.

Why This Matters for Your Mailings

If you’re in charge of bulk mailings—whether it’s invoices, HOA notices, legal documents, or some festive holiday mail—you’ve probably got enough on your plate already. Adding a fluctuating surcharge into the mix can feel like another thing to juggle.

By matching FedEx’s peak season surcharge exactly, we’re helping you avoid any surprises when it comes to checking out. You’ll know in advance what your mailing costs will be, so it’s easier to plan and budget without any last-minute curveballs.

Planning Ahead for the Holiday Rush

The holidays have a funny way of sneaking up on us all, and mailing deadlines definitely don’t help. If you haven’t started planning your end-of-year mailings, now’s the time to get things in motion. While the $1 surcharge starts on October 28th, it’s that jump to $2 on November 25th that’s going to matter most if you’re sending out a lot of FedEx online mail during the holiday crunch. The earlier you can get your mailings out the better. You’ll save on costs and avoid the holiday rush altogether.

Wrapping It Up (No Pun Intended!)

The FedEx holiday surcharge might be a bit more complicated this year, but that doesn’t mean your mailing process has to be. We’re keeping things simple, transparent, and easy to navigate over here at LetterStream. As you prepare for your holiday mailings—whether it’s important documents or some holiday cheer—you can count on clear pricing with no hidden fees when you send snail mail online through us.

Here’s to a stress-free holiday season! Let’s get those letters where they need to go, no matter what FedEx has in store.

LetterStream is a printing and mailing company, offering bulk online printing and mailing services for businesses of all sizes from those with small business mailing needs to Fortune 500 companies that want to send mail online.

Top Reasons Franchises Are Outsourcing Printing and Mailing for Faster Growth

Franchise owners have a lot on their plate, from managing multiple locations to keeping operations running smoothly. When it comes to essential communications—whether promotional materials, invoices, or important legal documents—efficiency and accuracy are critical. However, handling printing and mailing in-house can be a time-consuming and a resource-intensive process. That’s why many franchises are turning to outsourcing, allowing them to focus on what they do best: growing their business.

Here’s why outsourcing bulk print and mail needs is becoming a popular choice for franchises:

Let the Experts Handle It

Managing the logistics of printing and mailing can quickly become overwhelming. From printer malfunctions to managing supplies and ensuring timely deliveries, it can be a significant drain on internal resources. Franchisees already juggle enough daily responsibilities, so adding print and mail operations to the list only adds complexity.

Outsourcing to professionals removes this burden, leaving the intricate processes of printing and mailing to experts. This ensures that your materials are produced and sent out efficiently, with minimal hassle. Instead of spending time on admin tasks, franchisees can focus on delivering excellent service and growing their business.

Cost-Effective Solutions

While it might seem more cost-effective to handle printing and mailing in-house, the reality is that expenses can add up quickly. Printers, paper, ink, maintenance, and dedicated staff all come with a price tag. And when something goes wrong—like a printer breakdown—the unexpected costs can be significant.

Outsourcing often provides a more affordable option, especially for franchises that need high-volume mailings. Professional services can offer bulk pricing and eliminate the need for constant maintenance. By outsourcing, you can cut operational costs while still receiving high-quality, professional results.

Speed and Efficiency

Franchises thrive on efficiency, and when it comes to getting time-sensitive and important mailings out the door—whether statement and customer communications, signed ownership documents or tax documents—speed matters. Managing this process in-house can lead to delays and inefficiencies, especially when coordinating across multiple locations.

Outsourcing ensures that all your printing and mailing needs are handled promptly and professionally. With the right provider, you can trust that your materials will be processed and sent out quickly. This allows your franchise to run smoothly and meet tight deadlines without added stress.

Pro tip: If you want to get your mail delivered the fastest way possible, you can choose FedEx 2Day with a signature confirmation. That way if gets your mail there fast and you can track. Another option for tracking would be Certified Mail and you can also choose Certified Mail with an Electronic Return Receipt to get proof of delivery.

Compliance and Security

Franchises often need to deal with sensitive documents such as legal notices, financial disclosures, or regulatory forms. Ensuring these communications are handled correctly is crucial, as any errors could lead to compliance issues or security risks.

Outsourcing your printing and mailing to a trusted provider ensures that these important documents are processed securely and in accordance with legal standards. These providers are well-versed in data privacy and compliance regulations, so you can rest assured that your documents are being managed appropriately and securely.

Focus on Growth, Not Admin

For franchise owners, the goal is always growth—expanding locations, improving customer service, and increasing profits. By outsourcing non-core tasks like printing and mailing, franchises can reallocate their time and resources to focus on achieving these bigger business goals.

Outsourcing doesn’t just reduce the administrative burden—it enables franchisees to run more efficient operations. With printing and mailing handled externally, franchise owners and managers can concentrate on strategic priorities that drive long-term success.

LetterStream is a printing and mailing company, offering bulk printing and mailing services for businesses of all sizes from those with small business mailing needs to Fortune 500 companies that want to send mail online.

7 Reasons Why Small Businesses Should Be Outsourcing Mail

Being a small business is no easy feat, especially nowadays. There’s always a lot to do in all areas of the business and usually for small businesses that also means a smaller staff. There are many perks to having a close-knit team but when it comes to having enough hands on deck for all the tasks, both big and small, it can sometimes get a bit overwhelming. That is where efficiency becomes your friend and not only is it a goal of small business but it’s essential for survival. One easy way to become more efficient is by outsourcing mail services instead of doing it yourself.

Whether you’re managing the complexities of a law firm, overseeing the needs of an HOA, managing HR responsibilities, or in charge of confidential patient paperwork in the healthcare field, handling mail operations in-house can quickly become overwhelming. The constant demands of printing, processing, and sending out mail can drain your time and resources. This is where outsourcing your mailing service can make a real difference and can help alleviate some of the overwhelm in the office. Let’s explore how handing over your mailroom duties can streamline your operations and free up your team to focus on what they do best.

1. Time is Money: Save Both by Outsourcing Mail

Consider this: Instead of dedicating hours to tasks like printing, folding, stuffing, and addressing envelopes, your team could be focusing on core business activities. By outsourcing your mail operations, the routine tasks are handled efficiently by professionals, freeing up valuable time for your team. With the ability to send mail online with just a few clicks, those trips to the post office become a thing of the past, making your workdays more productive.

2. Cutting Costs Without Cutting Corners

Running a full-scale mail operation in-house can be costly. Between purchasing supplies, maintaining equipment, and paying for postage, the expenses add up quickly. Not to mention the human hours and resources needed to manage it all. By outsourcing, you not only eliminate these overhead costs but also benefit from the economies of scale that a professional print and mail service offers. Whether it’s First-Class Mailing, Certified Mailing, or FedEx 2Day, you can keep your budget in check while ensuring your mail gets sent out on time.

3. Accuracy and Reliability: Get It Right the First Time

Mistakes happen, and when it comes to mailing important documents, they can be costly—not just in terms of money, but also your reputation. Outsourcing your mail operations means partnering with experts who know the process inside and out. From printing and mailing online to ensuring the right postage and tracking, outsourcing simplifies everything. You can trust that your mail will be handled with care and precision, and be sent out on time, every time

4. Stay Compliant with Ease

If you’re in an industry where compliance is key (we’re looking at you, financial services and legal firms), staying on top of regulations is a full-time job in itself. Outsourcing your mail operations can help you stay compliant without the headache. For example, professionals in the field understand the importance of adhering to regulations such as HIPAA (Health Insurance Portability and Accountability Act) for handling sensitive healthcare information or the stringent guidelines required by FINRA (Financial Industry Regulatory Authority) for financial communications.

By utilizing these services, especially at LetterStream, your sensitive documents are processed within secure environments that meet or exceed industry standards. This includes encryption, secure data transmission, and other advanced security measures to ensure that your mail not only complies with legal standards but also maintains the highest levels of confidentiality. Whether it’s sending real mail online with Certified tracking or managing sensitive financial documents, outsourcing to a compliant provider helps mitigate risks and keeps your operations running smoothly and securely.

5. Scalability: Grow Without the Growing Pains

As your business grows, so does your mailing list. But scaling your mail operations doesn’t have to mean scaling your stress levels. Outsourcing allows you to easily ramp up or down based on your current needs, without the need for additional staff or resources. Whether you’re sending out a few dozen letters or thousands of First-Class letters or Certified letters, outsourcing can easily handle it all—seamlessly and efficiently and who doesn’t love that?

6. Embrace the Digital Age Without Sacrificing the Personal Touch

In a world where digital communication reigns supreme, there’s still something powerful about a piece of real mail. It’s tangible, personal, and often more impactful than an email that can be easily ignored. But just because you’re sending physical mail doesn’t mean you can’t embrace the convenience of the digital age. With online platforms, you can manage your mail operations entirely online—you can print and mail your documents with just a few clicks literally from anywhere…an office, the couch, the beach. It’s the best of both worlds.

7. Focus on What You Do Best—Let the Experts Handle the Rest

At the end of the day, your expertise lies in your business, not in running a mailroom. By outsourcing your mail operations, you can focus on what you do best—whether that’s serving your clients, innovating your products, or leading your team. Tasks like sending First-Class and Certified Mail or by sending real mail online in general, are best managed by professionals who specialize in these areas. This way, you can keep your business running smoothly without the added stress of handling mail operations.

If you’re a small business looking to outsource your printing and mailing online, you can sign up for a free account here to try us out!

We’re Excited To Announce Letterstream At CINC Up 2024

We’re excited to announce that LetterStream will be attending the CINC Up show in Nashville, happening from October 2nd – 4th, 2024! As one of the premier events for HOA community managers and leaders, this is the perfect opportunity for us to connect with those who rely on efficient communication solutions. We can’t wait to meet you in person and show you how we can make your mailing process smoother, faster and easier than ever before.

Come say hi to us at Booth 11.

CINCUP show expo hall layout with LetterStream's booth highlighted.

LetterStream & CINC Software: The Perfect Pair

If you’re a CINC software user, you’re in luck! LetterStream is already integrated into the CINC platform, which means you have direct access to our powerful mailing services without needing to navigate external systems. But there’s one simple step you’ll need to take before unlocking the potential of LetterStream within CINC: contact your CINC representative to get everything set up.

Yes, it’s that simple.

With just a few clicks, you can send statements and violation letters without leaving the CINC software. It’s all about making your job easier and giving you peace of mind that your mail is handled securely and efficiently. And if you’re attending the CINCUP show, we’d be thrilled to walk you through how it works. Stop by our booth (#11), and we’ll show you firsthand how LetterStream can simplify your HOA mailing needs.

Meet Us at CINC Up 2024 in Nashville

We know how busy you are as HOA leaders and community managers, but attending the CINC Up show is your chance to streamline your processes and learn about innovative tools designed just for you. At the show, the LetterStream team will be ready to answer all your questions and show how we’ve helped countless HOAs, just like yours, stay on top of crucial communications.

Whether you need to send statements or violation letters, LetterStream offers a seamless way to manage it all. And with our integration within CINC, you’ll have all the tools you need at your fingertips. There’s no more back-and-forth with external vendors or worrying if your mail will arrive on time. With LetterStream, it will.

LetterStream Expanded

We understand that HOAs have specific mailing needs, and ensuring timely, accurate communication with residents, board members, and vendors is crucial. In addition to our seamless integration with CINC Systems, we offer a range of mailing services that are not yet built into the CINC platform. These services include sending annual meeting notices, large mailing packets, postcards, and ballot mailings.

With these additional options, you have greater flexibility in managing your HOA’s communications. Whether you’re preparing for an important meeting, distributing election materials, or sending out updates, we provide the tools to keep your community informed and organized.

You can check all of this our by signing up for a free account on our website.

Why Choose LetterStream?

We don’t just mail letters—we offer peace of mind. Our goal is to help you simplify your communication processes, from printing to mailing, so you can focus on managing your community. Our platform handles every step of the process, ensuring that important information reaches the right people when it’s needed most. We also prioritize security and confidentiality, especially when dealing with sensitive HOA documents like financial statements or election ballots.

Let’s Connect at CINC Up

If you’re planning on attending the CINC Up show, make sure to drop by Booth 11 to say hi! We’d love to meet you in person and show you how LetterStream’s printing and mailing services can transform your HOA communications. Whether you’re looking to simplify your mailings, ensure compliance, or just find a more efficient way to keep your community informed, we’ve got the tools to help.

Mark your calendars for October 2nd-4th in Nashville—we can’t wait to see you there! And remember, if you’re using CINC software, don’t forget to reach out to your representative to set up LetterStream in your account and start streamlining your HOA communications today.

To learn more about CINC in your LetterStream account, click here.

How To Get Your Mailing Strategy Ready for Q4

As we say goodbye to the third quarter, the big question is: Is your mailing strategy ready for Q4? For many businesses, the final quarter is a make-or-break time of year. Whether you’re managing end-of-year reports, sending out open enrollment letters, or dealing with holiday-related communications, a strong Q4 mailing strategy can be the difference between hitting your goals or missing them.

Here at LetterStream, we know how critical it is to enter Q4 with confidence. The real question is: Are you prepared? Let’s dive into why this quarter demands a streamlined mailing plan, how you can automate your processes, and what you should look out for when planning your business’s mailing strategy.

By the way, it’s not too late to get in the game for printing and mailing needs in Q4.

Why Q4 Demands a Well-Tuned Mailing Strategy

Q4 isn’t just another quarter—it’s often the busiest time of the year for many businesses. You might be juggling various mailing needs like sending time-sensitive open enrollment letters, compliance communications, or violation letters that need to be sent as First-Class mail or Certified mail with a return receipt. Delays are not an option when you’re working with crucial mailings like these, and any hiccups in your mailing strategy could lead to compliance issues, customer dissatisfaction, or missed opportunities.

A robust mailing strategy can help you avoid costly delays and make sure your mailings reach their intended recipients on time. So, ask yourself: Is your Q4 mailing strategy up to par? Are you taking the necessary steps to streamline mailing processes and stay on top of your business mail planning?

Reflecting on Q3: Lessons Learned

Before you dive headfirst into Q4, take a moment to look back at Q3. Did your mailing efforts run smoothly, or were there bumps in the road? Now is the perfect time to assess what worked well and where there’s room for improvement when it comes to sending letters.

Think about the following:

Did your team meet mailing deadlines?
Were there any delays or errors in getting important documents out the door?
How effective was your communication with clients and partners?

These questions can help you identify any gaps in your mailing strategy and prepare for a more seamless Q4. If you found yourself scrambling to meet deadlines or dealing with last-minute mailing issues, it’s time to consider more efficient ways to handle business mail, like sending physical mail online. Streamlining your mailing operations now will ensure you’re ready for the increased demands of the final quarter.

Automate to Streamline Your Q4 Mailing Process

We get it—Q4 is a busy time, and the last thing you need is to spend hours manually preparing and sending mail. That’s why automating your mailing processes by sending mail online can be a game changer. With our advanced mail automation services, you can schedule recurring or one-time mailings, ensuring that everything from your open enrollment letters to year-end tax notices is handled without you needing to worry.

Automation not only helps you streamline your mailing, but it also reduces the chance for error. Meaning, our error-free mailing solutions allow you to focus on more critical tasks while we handle the logistics of getting your documents where they need to go.

Whether you’re managing high volumes of mail or just want the peace of mind that your business mailing solutions are taken care of, automating your processes is the smart move. With Q4 here, there’s no better time to start.

Stay Ahead of Your Mailing Volume in Q4

While postage costs may not rise in Q4, although there will be another postage increase at the beginning of 2025, one thing that does increase is the volume of mail being sent. Between holiday promotions, year-end notices, and important compliance documents, businesses often find themselves managing more mail than usual. This surge in mailing activity can create bottlenecks if your strategy isn’t prepared to handle it.

By planning ahead and streamlining your mailing processes, you can handle the extra workload without overwhelming your team. A well-thought-out strategy allows you to focus on wrapping up the year smoothly, knowing that your mail will be sent out to its destination efficiently and without delays.

Ensure Accuracy in Every Detail

In Q4, there’s no room for mailing errors. Well, there’s never room for mailing errors, but you get the point. Sending inaccurate documents or having mail returned due to incorrect addresses can be costly—both financially and in terms of your reputation. That’s why it’s essential that your mailing strategy includes error-free processes.

To avoid any errors, our automated systems check for address accuracy and document quality, giving you confidence that your mailings will reach the right people, at the right time. We offer an Address List Clean-Up service and we even have a free PDF PreFlight tool that helps you line up your address prior to uploading a job to ensure they are set up correctly.

Plan for Success in Q4

We know Q4 is crunch time for many businesses, and just to reiterate, a well-executed mailing strategy is essential to staying ahead. The good news is you don’t have to tackle it alone. As a printing and mailing company, we specialize in helping businesses streamline their mailing processes and ensure everything runs smoothly—no matter how busy things get.

Are you ready to tackle the final quarter with confidence? Let’s work together to create a Q4 mailing strategy that helps you hit every deadline, meet compliance needs, and achieve your goals. Whether its bulk printing and mailing services, postcard printing and mailing services, check printing and mailing services, or just letter printing and mailing services, we’ve got you! After all, it’s not just about surviving Q4—it’s about thriving and setting your business up for success as you move into 2025.

How to Easily Send Open Enrollment Mailings

Ah, open enrollment season—the annual ritual where HR professionals juggle deadlines, employee questions, and mountains of paperwork, all while trying to ensure that every employee gets the right benefits package for the year ahead. It’s a high-stakes operation, and let’s be honest—getting those open enrollment packets delivered on time is non-negotiable.

That’s where we come in.

LetterStream’s got a knack for making your open enrollment season not just manageable, but downright easy. How you might ask? Well, our professional mailing services can take the weight off your shoulders and ensure timely delivery, all while keeping things efficient, secure, and—dare we say it—enjoyable.

Why Sending Out Open Enrollment Materials On Time Matters

When it comes to open enrollment letters, timing is everything. Employees need these materials to make important decisions about their health, retirement, and other benefits. If packets are delayed, it can lead to missed deadlines, confusion, and frustration for everyone involved. That’s something no HR team wants to deal with.

By using a professional mailing service, like ours, it ensures that your open enrollment materials are sent out when they’re supposed to be. We’ve fine-tuned our process to make sure that everything from health plan details to enrollment forms are sent out on time, giving you one less thing to worry about.

Precision and Efficiency: Our Secret Sauce

Not to brag but we must say that we’ve mastered the art of efficient mail processing when it comes to open enrollment mailing services and all printing and mailing for that matter . We know that HR teams have enough on their plates, so we’ve designed our services to be as hands-off for you as possible, especially when it comes to high-volume mailing processing regarding employee benefit communications. Just upload your documents to our secure platform, and we’ll take it from there.

And yes, it really is that simple.

Security First: Protecting Sensitive Information

Don’t worry, we haven’t forgotten that open enrollment packets contain some of the most sensitive information your employees will ever receive. Personal details like Social Security numbers, health information, and financial data are all part of the package, and we know that keeping this information secure is paramount.

That’s why we’ve built our platform with security at its core. We use top-tier encryption and secure data-handling practices to ensure that your employees’ personal information is protected every step of the way. You can trust us to handle your mailings with the utmost care, so you can focus on what you do best—supporting your team.

The Perks of Outsourcing Your Open Enrollment Mailings

Outsourcing your open enrollment mailings to a professional service like us isn’t just about saving time—it’s about working smarter. It allows your HR team to focus on the bigger picture, like helping employees make informed decisions about their benefits.

And let’s face it, outsourcing can be more cost-effective in the long run. No need to invest in printers, paper, postage and the hours it takes to prepare mailings in-house. Plus, you’ll have peace of mind knowing your materials are in good hands and will be sent out on time.

How LetterStream Simplifies the Process

We get it—open enrollment is a beast. But we can help you can tame it. Our platform is designed to be user-friendly, so you can upload your documents, choose your mailing options, and hit send—all in just a few clicks.

Our efficient workflow and advanced technology mean that you can trust us to handle your open enrollment mailings quickly and accurately. We take care of everything from printing and inserting to postage and delivery, so you can focus on what matters most—supporting your employees during this crucial time.

We take pride in our attention to detail and precision. With our efficient workflow, you can be confident that every piece of mail will be sent out quickly but with quality in mind. Accuracy is key during open enrollment, and we’ve designed our processes to eliminate errors and ensure that your communications are flawless.

Ready to Simplify Your Open Enrollment?

Open enrollment season comes with its fair share of challenges, but managing the mailing process doesn’t have to be one of them. With LetterStream’s services, you can rest assured that your letters will go out on time, sensitive information will stay secure, and your HR team will have more bandwidth to focus on other important tasks.

If you’re interested in simplifying your open enrollment process, take a moment to explore our offerings or get in touch to learn more. And, if you’ve been managing mailings in-house, this might be a good time to consider a more streamlined approach. Your HR team will appreciate the extra time and fewer headaches.

To learn more about how to send mail online, send Certified Mail online or about our other online mailing solutions for business mailings, click here.

Our state-of-the-art printing and mailing facility is optimized for high-volume jobs like open enrollment. We handle everything from printing and inserting to sealing and sending. And because we know time is critical, we offer expedited processing options to ensure your materials are out the door in record time.