Easy Mail | LetterStream Blog

How to Avoid Common Online Mailing Mistakes

Avoiding common mistakes when mailing online isn’t just about saving face—it’s about saving time, money, and possibly your sanity. Whether you’re sending one letter or a thousand, the truth is: mailing online sounds foolproof… until you hit send and realize you just mailed 200 letters to a zip code that doesn’t exist. Oops!

We’ve seen it all. So we figured we’d save you from the usual slip-ups and help you mail smarter, not harder.

The Classic: “Wait, That’s Not the Right Address”

This one tops the list every single time. The address looked right… until it was sent back faster than your coffee hit this morning’s inbox.

Here’s the thing: mailing platforms aren’t mind readers. If the address is off, the mail won’t get there. (And no, USPS can’t deliver based on “well it’s close enough.”)

LetterStream tip: Always double-check your spreadsheet before uploading. Clean columns. No extra commas. Full zip codes. You’d be surprised how many people forget apartment numbers—like the mail is supposed to guess the unit.

Thinking “Online Mail” Means Instant Delivery

Let’s just clear this one up: you’re not sending email. You’re sending real, physical mail—paper, envelope, postage stamp, the whole deal. It still has to go through printers, folders, inserters, and a quick ride with USPS or FedEx.

This means that clicking “send” is just step one. Give it a little breathing room.

LetterStream tip: Build in a day or two for processing—especially for time-sensitive stuff like legal notices or HOA violations. Need tracking or signatures? Certified Mail or FedEx 2Day might be the better route.

Uploading a Glitchy File and Hoping for the Best

Let’s talk about your letter file. Is it clean? Do the addresses line up in the window? Did you accidentally attach last month’s version? These are things to keep in mind and that can be a make or break for your business-critical mail.

LetterStream tip: Before uploading, preview the proof. That little preview button? It’s your best friend. Use it. We promise, future-you will thank you when you don’t accidentally send a test letter to your boss.

Picking the Wrong Postage

This one’s sneaky. You’re in a rush, and without thinking, you pick First-Class Mail when you really needed Certified Mail with an Electronic Return Receipt signature. Or you go all-in with Marketing Mail for your billing statements (spoiler: not a good idea).

Quick breakdown:

First-Class: Fast and reliable for statements, notices, invoices.
Certified Mail: Great when you need a paper trail.
FedEx 2Day: Ideal when timing is critical.
Marketing Mail: For big batches that aren’t urgent.

Formatting Your Data Like a Puzzle

Merged cells, hidden columns, emoji in the address field—oh my. The more “creative” your spreadsheet is, the more likely something will go sideways.

LetterStream tip: Stick to the basics. Name, street, city, state, zip. No formulas. No filters. No random unicorn emojis (no matter how cute they may be). 🦄

And definitely no mixing home and work addresses in the same field. Yes, we’ve seen it.

Skipping the Proof (Again)

We get it—you’re busy. But you know what’s really time-consuming? Fixing a batch of mail after it’s been sent.

LetterStream tip: Pause. Breathe. Preview. Even if you’ve sent the same letter a dozen times before, it takes just a second to catch that typo in the footer or the page that broke in the middle of your sentence.

Waiting Until the Last Possible Minute

We hate to be the bearer of bad news, but if your “urgent” letter gets submitted at 4:59 PM expecting same-day miracles… you’re cutting it close. Plan ahead, always.

LetterStream tip: Get it in early. And if it’s truly an emergency, check out expedited options. We’re fast—but we’re not magic (well, not every time).

Wrap-Up: Mail Online Like a Legend

Mailing online should feel easy—because it is, once you dodge the common traps. Check your addresses, preview your work, choose the right postage, and keep your data clean. (Honestly, most of these are just good life advice, too.)

And if you’re looking for a mailing partner that actually helps you avoid these issues—not one that leaves you staring at a support portal at midnight—LetterStream is here for it.

We make mailing online simple, reliable, and just a little more fun than you’d expect.

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.

How to Get Your Invoices and Billing Statements Out Fast

You’ve done the hard part—you generated the invoice, reviewed the numbers, maybe even double-checked the due date. Gold star. But if it’s still sitting on a desk waiting to be printed, folded, and mailed? That money you’re owed is just… chilling, sitting there.

Let’s not pretend the envelope stuffers of the world are running ahead of schedule. If you want your payments to show up on time, your invoices and billing statements need to leave the building fast. Like same-day fast. And unless your business model includes licking envelopes and dodging paper cuts, you might want to rethink the way you’re sending your mail.

The Mailroom Bottleneck (a.k.a. The Silent Payment Killer)

Here’s what happens more often than we’d like to admit: an invoice gets finalized, then it disappears into the magical land of internal processes—where it sits in a queue behind 37 other “urgent” jobs. By the time it’s printed, stuffed, and dropped in the mailbox, you’ve missed your customer’s payment cycle, your team’s sending awkward follow-ups, and the cash flow dashboard is giving you side-eye.

It’s not about when the invoice was created—it’s about when it actually hits the mail.

And if you’re relying on someone to “get to it when they can,” that’s not a process. That’s a gamble.

Fast Mail = Fast(er) Payments

Let’s be real: snail mail is already doing its best and it’s not always great in terms of timing. Don’t make things worse by dragging your feet on the front end. When you send invoices and billing statements fast—like same-day or next-day fast—you increase your chances of:

Landing inside your customer’s check-run window
Getting paid without having to follow up three times
Looking like the organized, on-top-of-it business you are

Plus, it helps your customers stay on track too. Nobody likes getting a bill late and then feeling like they’re the one behind.

You Could Be Sending Mail Online… But You’re Still Folding Paper?

There’s something charming about a hand-stuffed envelope. But charming doesn’t pay the bills. If your team is spending hours printing and mailing statements, they’re not doing the things that actually grow your business.

This is why automated mailing solutions exist. You upload a file. They handle everything else. Printing, folding, inserting, postage, mailing—done. Whether it’s First-Class letters, Certified Mail, or even FedEx 2Day, it’s out the door without you lifting a finger.

And no, you don’t need to install anything.

Who Actually Needs Fast Mailing Services? (Spoiler: Probably You)

Let’s play a quick round of “Is this your business?”:

You send billing statements, invoices, or official notices on a regular basis?
You’ve got clients who still expect (or require) physical mail?
You’ve had at least one “Did we send that?” moment this year?
You’re tired of your billing cycle being held hostage by your printer?

If you said yes to even one, congrats—you’re exactly who fast print and mail services were made for.

And if you work in one of these industries, it’s pretty much a no-brainer:

Accounting and finance
HOAs and property management
Medical billing departments
Law firms and legal services
Utility companies
Local governments and special districts
Real estate
3rd Party Administrators
Education
Construction
Insurance

These are all real businesses with real mail that still needs to move—fast.

From PDF to Post Office Without the Drama

Imagine uploading a PDF and being done. That’s it. Your job’s in the queue, your mail’s going out within 2 business days at the latest, and your team is suddenly not buried in envelopes.

Imagine having:

A secure portal to upload your files
Mailing options that actually fit your needs
Real-time tracking so you know it’s been handled with Certified Mail tracking or FedEx 2Day tracking
One less thing clogging your calendar

Not to spoil it but you can absolutely have all of this when you use us…just saying.

Final Mail Thoughts

Getting invoices and billing statements out fast might not be the flashiest part of running a business, but it sure makes everything else run smoother. Your clients get their documents. Your payments show up when they should. And your staff stops hiding when the words “mail run” come up.

Want to stop sweating your outgoing mail? Visit us online and see how easy it is to send invoices online without the hassle, the mess, or the paper cuts.

How to Send Your First Letter With LetterStream

If you’re new to LetterStream, welcome! You’re about to discover just how easy it is to send mail online, even high-volume mailings—without the hassle of printers, envelopes, or Post Office visits. Whether you’re sending HOA violation notices, legal documents, invoices, or customer statements, LetterStream makes mailing fast, efficient, and stress-free.

📌 Watch the Video Tutorial Below!
Sending Your First Letter with LetterStream

And keep reading if you want the breakdown of how to send your first letter through your LetterStream account, from start to finish.

Step 1: Log Into Your LetterStream Account

First things first—log into your LetterStream account. If you don’t have an account yet, signing up is quick and simple. Once inside, you’ll see your dashboard, where you can manage your mailings, view job history, and track sent letters.

Step 2: Start a New Mailing Job

To send your first letter, click “Create a New Job.” This is where you’ll set up the details for your mailing.

Choose the type of mail you’re sending (First-Class Mail, Certified Mail, or FedEx 2Day®).
Select single or multiple recipients—you can send one letter or a bulk mailing in the same job.
Upload your PDF file containing the letter(s) you want to send or your CSV file of contacts.

Pro Tip: Your document should be properly formatted with the recipient’s address visible in the correct windowed-envelope position. Try our PDF PreFlight tool to make sure your document is formatted correctly.

Step 3: Review Your Document & Addressing

Once your PDF or CSV file is uploaded, LetterStream’s online mailing service will automatically check for proper formatting. You’ll be able to preview your letter and make sure everything looks good before sending.

Step 4: Choose Printing & Mailing Options

Now, it’s time to customize your mailing:

Paper Type: Standard white or specialty paper
Envelope Style: Single-window, double-window, or custom envelopes

Step 5: Final Review & Checkout

Before submitting, review the details:

Preview your letter one last time
Confirm addresses and recipients
Verify your mailing preferences

Once everything looks good, proceed to checkout, where you can select your payment method and submit your mailing job.

Step 6: Tracking & Confirmation

If you choose Certified Mail, after sending, you can track the status of your mailing in your LetterStream dashboard. You’ll receive updates on when it’s printed, mailed, and delivered—giving you peace of mind that your letter is on its way.

Need to send multiple notices? LetterStream also specializes in bulk mailing solutions for HOAs, law firms, and businesses.

And That’s It! 🎉

You’ve successfully sent your first letter through LetterStream’s online mailing service—without ever stepping foot in a Post Office. Whether you’re managing HOA mailings, legal notices, invoices, or critical business mail, LetterStream takes care of the heavy lifting so you can focus on what matters most.

Ready to send your next letter? Log in and get started today! And if you have any questions check out our Chat Help located in the right-hand corner of our website, which provides help 24/7.

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.

Now That You Use LetterStream, You Can Actually Take a Real Break (Yes, Really!)

Now that you use LetterStream, you can actually take a break…like a real break. We’re talking no envelopes, no stamps, no printer meltdowns. Just you, a moment of peace, and maybe even a latte you didn’t have to reheat three times.

Because when someone else takes the mailing chaos off your plate—like a reliable partner offering online printing and mailing services—guess what you get back? Time. Sanity. And maybe a full lunch hour…for once.

Goodbye Mailroom. Hello Midday Me-Time.

Let’s be honest: manually managing business-critical mail is not the glamorous part of your job. (Unless your dream was always to master the art of paper jams.) Between printing, folding, stuffing, labeling, and trying to find that one missing address, and taking a tip to the Post Office to drop it all off, your to-do list can start to look like a scavenger hunt.

But now that you’re using LetterStream’s business mailing solutions, you’re not in the mailroom anymore. You’re in control. You upload your PDF files and hit send. We handle everything else. It’s basically magic—without the wand.

**Let’s Talk About All the Things You’re Not Doing Anymore**

Since you’ve passed off your mailing tasks to an outsourced mail service you can trust, here’s a short list of things you no longer have to stress about:

Running out of toner (again)
Fighting with the folding machine (you know the one)
Spending your lunch hour at the Post Office (fun!)
Stamping envelopes until your wrist gives out
Wondering if your mailing actually got there

All of that? Gone. Poof. Out of your hands. Thanks to LetterStream’s bulk mail services, it’s not just a time-saver—it’s a mood boost.

So, What Do You Do With All This Free Time?

Ah, the possibilities.

There are so many things you can do with your free time now. You could actually take a full lunch break. You could go for a walk that’s not just to cry behind the building. You could sip coffee while it’s still hot. Or hey—maybe you use that time to think big, plan a new project, or simply not think at all.

And here’s a fun fact from the productivity gurus: real breaks help your brain recharge, improve focus, and make you better at your job. So technically, you’re still being productive… just enjoying it a lot more from your new view.

If you’re still stuck manually sending mail, it’s time to rethink the strategy. When you send mail online through a professional service like LetterStream, you’re not just improving efficiency—you’re reclaiming your day.

Everyone’s Winning (Especially You)

Your mail is going out on time. Your boss is impressed. Your customers are getting their statements, invoices, or notices like clockwork. And you? You’re no longer buried under a pile of paper cuts and postage questions.

We’d call that a win.

Take Five, Take Ten—Take the Break You Deserve

Now that you use LetterStream, the only thing you should be folding is a napkin at lunch. The busywork? It’s ours now. Your time? It’s yours again.

How to Make Sending HOA Mail Easier

Managing an HOA means juggling homeowners association dues, violation notices, community updates, and board elections—all requiring reliable communication. But sending mail the traditional way can be time-consuming and costly. That’s where online mailing platforms like LetterStream come in.

When using LetterStream, HOAs can easily send mail online, whether it’s a homeowners association annual meeting agenda, proxy ballots, or Certified Mail for violation letters. Our online platform automates the entire process, eliminating the need for printing, stuffing, and mailing letters yourself. Plus, we have an API option that seamlessly integrates with HOA management software companies like CINC, making it even easier.

The Struggles of Traditional HOA Mail

Handling HOA mail manually presents major challenges including:

High costs – Postage, paper, and labor expenses add up.
Time-consuming – Printing and mailing homeowners association dues notices and other documents takes valuable time.
Compliance concerns – Late or lost mail can create legal and financial issues.
Lack of tracking – HOAs need proof that critical letters were sent and received.

A mailing service like LetterStream solves these problems with automation, tracking, and seamless integration.

How LetterStream Streamlines HOA Mail

Simplify Sending Mail

Instead of dealing with printers and envelopes, HOAs can send physical mail online in minutes. Upload your documents, choose recipients, and we handle the rest.

HOA Software Integration for Seamless Mailings

Our API connects with HOA management software like CINC, allowing for automated mailings of homeowners association dues reminders, violation notices, and community updates—all from the same system you already use.

Proxy & Ballot Mailings for HOA Elections

For board elections and annual meetings, HOAs must distribute proxy forms, ballots, and the homeowners association annual meeting agenda. LetterStream ensures:

Accurate mailing of ballots and voting instructions.
Real-time tracking for compliance.
Address verification to reduce return mail.

Send Certified Mail Online for Legal Compliance

Some HOA communications—like delinquency notices and violation warnings—require Certified Mail tracking. Our platform allows you to send Certified Mail online with tracking and the option of an electronic proof of delivery (Electronic Return Receipt). And, you can even track it all right from inside your LetterStream account.

Cost Savings & Bulk Mailing Discounts

HOAs can send mail more affordably when sending bulk mail. When you take into account the time spent to physically send mail yourself including supplies, postage and the time it takes to the Post Office—it adds up. The ability to have it all done for you without literally having to leave your desk, the price to send online is actually priceless.

The Future of HOA Mail is Automated

When HOAs use LetterStream to send snail mail online, they can automate and streamline sending a letter—from financial statements to election ballots. Whether you need to send a letter, send Certified Mail, postcards, proxy and ballet mail or integrate mailings with your HOA software, we’ve got you covered.

Ready to Upgrade Your HOA Mailing Process?

Join HOAs nationwide that trust LetterStream for their mailing needs. Send mail the easy way today at LetterStream.com.

Sealed with M.A.I.L.: Letterstream’s Core Value List For Customer Excellence

M.A.I.L. Isn’t Just What We Send—It’s Who We Are

Ok, ok, ok, we know we spend a lot of time talking about mail—how to send it, track it, and make sure it gets out the door, fast. That’s what we do.

But this blog? This one’s about the core values of who we are.

LetterStream is an online printing and mailing company, sure. But underneath the envelopes, stamps, barcodes, and batches of Certified Mail is a team of real people who care deeply about doing things the right way. It’s our commitment, and our mission to give our customers a superior experience—not just in mailing services, but in the way we work.

And we wanted our core values to reflect that—again, not just what we do, but how we show up for each other and for you.

So, we put it into four simple letters: M.A.I.L. (Mail nerds? Maybe. Proud of it? Absolutely.)

Here’s a quick overview:

M.A.I.L. stands for Mastery, Accountability, Innovation, and Leadership, the pillars that shape how we operate every day. Whether we’re handling HOA mailings, recall notices, legal mail, statements, announcements or just overall need bulk printing and mailing services utilizing First-Class Mail and Certified Mail, these values ensure that we keep pushing the envelope—literally and figuratively.

Ok, let’s break it down even further.

M is for Mastery: Always Delivering Excellence

We’ve been in the mailing industry offering mailing services around the world for a while, 20 years and counting to be exact, and we’ve learned a thing or two. But we’re not about resting on our postage-paid laurels.

Mastery means we’re committed to constant improvement—individually, as a team, and as a service.

Learning—Because the more we know, the better we serve.
Engaging—Bringing energy and enthusiasm to our work.
Growing—Never settling for “good enough” and always being open to knowing more.
Persevering—Mail must go out, rain or shine (or when the Post Office is closed, and yes we are able to do that for some postal holidays!).
Excellence—Every detail matters, from printing and mailing to keeping the production center clean and organized.

A is for Accountability: Owning Every Envelope

When you send mail online—especially important things like legal notices or invoices—you’re trusting someone else to get it right. That’s not something we take lightly.

For us, accountability looks like this:

Commitment—We show up, excited, ready to get the job done.
Communication—Behind the scenes, we like to use the term “over-communicate,” meaning everything we do within our organization is shared thoroughly to prevent any miscommunications from happening.
Integrity—We do what we say, no exceptions.
Quality—Not just good, but great.
Ownership—If there’s a challenge, we take ownership and solve it.

Whether you need to send mail online, send a letter, or track important certified mail, you can count on us to handle your job with precision and care.

I is for Innovation: Rewriting the Playbook on Mailing

Mail might be one of the oldest industries around, but that doesn’t mean we’re stuck in the past. We’re always looking for ways to improve how businesses send physical mail online, like integrating APIs for seamless online Certified Mail solutions with Certified tracking right from inside of your account.

LetterStream is all about bringing modern efficiency to the classic art of sending real mail.

When it comes to innovation, we embrace:

Curiosity—Asking “what if” and “why not?”
Problem-Solving—We’re proactive, not reactive.
Improvement—Streamlining, refining, optimizing—always.
Creativity—Thinking outside the mailbox, because even in mailing, there’s room for fresh ideas.
Transformation—Looking ahead and adapting to new tech, trends, and needs.

No matter how your business handles mailing services, we’re constantly evolving to provide better, faster, and more secure options.

L is for Leadership: Setting the Standard in Print and Mail

Leadership isn’t just about being the biggest or fastest—it’s about setting an example, empowering others, and driving meaningful change. Some companies follow trends—we set them.

From our internal team to the businesses we serve, we believe strong leadership makes the difference between a company that merely exists and one that thrives.

Here’s how LetterStream leads:

Humble—No egos, just results.
Unafraid—We tackle mailing challenges head-on. Complicated job? Bring it on.
Empowering—Helping businesses streamline printing and mailing like pros and encouraging employee growth.
Visionary—Always thinking ahead.
Inspiring—Because great mail deserves great service.

Whether you’re a business looking for bulk printing and mailing services or a legal firm in need of Certified Mail, our leadership ensures that you receive top-tier service.

Why M.A.I.L. Matters to You

We get it—core values are everywhere. But this isn’t about sounding nice. It’s about delivering work that feels right and works exactly how it should.

When you choose LetterStream, you’re not just choosing a printing and mailing company, you’re choosing a group of real people who care deeply about your deadlines, your reputation, and the trust you’re putting in us.

The LetterStream team:

Cares about the job—big or small
Respects your timelines, your data, and your reputation
Builds solutions to make mailing online easier, faster, and smarter
Knows the difference between “sent” and “done right”

Because at the end of the day, we’re not just in the business of sending mail—we’re in the business of making your life easier.

Ready to See the Difference?

If you need to send physical mail online, we’re here to make it ridiculously easy. Whether it’s a single Certified letter, a postcard campaign, or thousands of time-sensitive documents, we’ve got your back.

Ready to see the difference? Create a free account and see what happens when people who really care handle your mail.

Because great mail isn’t just about postage and paper.

It’s about people.

And we’re pretty proud of ours.

Certified Mail for Tax Time: Why Young Adults and Families Need to Get Serious About Sending Important Documents

Avoid Tax Time Trouble with Reliable Mailing Solutions from LetterStream

As tax season is upon us, young adults—and the parents who may still be helping them—are being urged to get ahead of filing deadlines and financial recordkeeping. A recent Wall Street Journal article emphasizes that many Gen Z taxpayers aren’t fully prepared for what it means to file taxes independently. Whether it’s mailing tax documents, keeping up with deadlines, or dealing with the IRS, the stakes are high—and missing paperwork could mean delays or penalties.

That’s where LetterStream comes in.

We specialize in printing and mailing services, including Certified Mail—a critical tool for anyone sending tax documents, legal notices, or time-sensitive communications. Our platform makes it simple, and everything is handled online, without a trip to the Post Office.

Why Certified Mail Still Matters—Especially for Taxes

Sending documents by Certified Mail is often recommended when dealing with government agencies like the IRS, as it provides a record of mailing and proof of delivery. Unfortunately, traditional green cards (Form 3811) are easy to lose, hard to track, and cumbersome to manage.

LetterStream eliminates that hassle with:

✅ Electronic Certified Mail receipts — Instantly available in your online account

✅ Long-term access — Our digital records outlast USPS retention windows

✅ No more green cards — Everything is tracked digitally with an Electronic Return Receipt (ERR) – add-on option

✅ Peace of mind — You’ll know exactly when your tax documents were sent and received

Whether you’re a parent helping your college-aged child file taxes for the first time, or a young professional navigating self-employment income, using Certified Mail online through LetterStream can help keep record of your filings.

Tax-Time Tips from the WSJ Article (and How LetterStream Helps)

The WSJ article offers smart guidance for young adults and families during tax season. Here are a few key takeaways—and how LetterStream supports them:

🧾 Tip 1: Keep Paperwork Organized

Save W-2s, 1099s, and proof of deductions.

How LetterStream Helps: Digitally send and archive documents via Certified Mail, knowing you’ll have easy access to mailing receipts and documents—even next year.

🧒 Tip 2: File for Dependents (Carefully)

Parents often mistakenly claim children who’ve already filed on their own.

How LetterStream Helps: Use Certified Mail to send statements or communications with legal or financial advisors—and have an electronic receipt so you know if a family member has already sent theirs.

💰 Tip 3: Report Side Income

Young adults with Venmo gigs, tutoring, or Etsy shops may need to report income they didn’t expect.

How LetterStream Helps: Submit forms or tax paperwork to your accountant or IRS with confidence—Certified Mail ensures it’s not “lost in the mail.”

When to Use Certified Mail for Taxes

You have different options when sending mail through the USPS, including First-Class Mail and Certified Mail, however, when it comes to taxes you may want to use Certified Mail for:

• Sending your tax return (if not e-filing)

• Notifying the IRS about an address change

• Responding to IRS letters or requests

• Mailing tax documents to accountants or attorneys

• Confirming delivery of supporting paperwork

Any time the date and sending of your documents matters, Certified Mail is a great option for tracking when it gets sent out and when it arrives—and LetterStream makes it effortless.

Why LetterStream Is the Smarter Way to Send Certified Mail

Instead of standing in line at the Post Office, fiddling with green cards, or losing track of receipts, you can handle it all with LetterStream.com, here’s how:

Sending Certified Mail with Electronic Return Receipt online with LetterStream

• Upload your PDF

• Choose Certified Mail (with or without Electronic Return Receipt)

• Check your proof

• Click send—we print, fold, insert, and mail it for you

• Easily track the status of your Certified Mail letter in your LetterStream account

Track Certified Mail online in your LetterStream account.

Your receipt and tracking are stored securely online. That’s one less thing to stress about this tax season.

Ready to Simplify Your Mailing Process?

Whether you’re a tax professional, parent, or first-time filer, LetterStream offers a fast and reliable way to handle Certified Mail—no printer, envelopes, or stamps required.

👉 Visit LetterStream.com to create your free account and start mailing smarter.

And if you want to dig into the tax tips for young adults, check out the full WSJ article here.

* Note: Check the website for actual delivery/send dates. This blog article is not meant as tax advice, but simply observation.

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 the 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.

Healthcare Mailing: Why Letterstream Is the Best Choice

Healthcare Mailing Made Simple, Secure, and Reliable

LetterStream understands the unique challenges that healthcare professionals face when it comes to mailing important documents. From ensuring HIPAA compliance to handling high volumes of time-sensitive patient statements, we’ve designed our mailing services to meet the specific needs of medical organizations. Accuracy, security, and efficiency drive everything we do, making us the preferred choice for healthcare providers across the country.

What Sets LetterStream Apart for Healthcare Mailing?

Seamless Online Mailing: With LetterStream’s SAAS platform, healthcare professionals can send patient statements, insurance updates, and compliance notices entirely online. Simply upload documents, choose mailing preferences, and let our system handle the printing, inserting, and sending—all from your computer, with no manual processing needed.

Unmatched Security & HIPAA Compliance: Healthcare mail requires the highest level of confidentiality. LetterStream’s secure mailing services are designed to safeguard patient data while ensuring compliance with HIPAA and other regulatory standards. We handle sensitive documents with precision so that you never have to worry about security risks.

Speed and Accuracy You Can Rely On: LetterStream prioritizes getting your mail out the door as quickly as possible. Our streamlined processing system ensures that patient statements, insurance notices, and compliance mailings are printed, inserted, and sent with minimal turnaround time. Our automated workflows and optimized mailing solutions help healthcare providers avoid delays, keeping operations running smoothly and efficiently.

Making Medical Billing Effortless

Managing patient billing can be overwhelming, but LetterStream streamlines the process with:

Quick uploads of invoice and statement mailings: easily send patient invoices and statements with minimal effort, reducing administrative workload
Real-time tracking: Confirm delivery with Certified Mail tracking and opt-in for an Electronic Return Receipt (proof of signature)
Bulk mailing capabilities: handles large volumes effortlessly

Through your LetterStream account, your office can send billing statements with complete visibility, eliminating bottlenecks in patient communication.

Trusted for Insurance & Compliance Notices

Healthcare providers and insurance companies trust LetterStream’s mailing solutions for:

HIPAA-compliant insurance notifications
Policy updates and regulatory mailings
Appointment reminders and compliance notices
Medical bill statements

With being able to upload jobs in under two minutes or less and with compliance-focused features, we make sure critical documents arrive securely and on time.

Experience Hassle-Free Healthcare Mailing with LetterStream

Our goal is to make healthcare mailing faster, safer, and easier. Whether you’re sending medical statements, compliance letters, or insurance notices, LetterStream handles it all with precision and reliability.

Start simplifying your healthcare mail today with LetterStream’s Online Printing & Mail Services!

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 the 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 Q4 2024 Bonus Party: Game Show Battle Rooms Edition!

LetterStream believes in working hard and celebrating just as hard. Every quarter, we take time to recognize the incredible effort our team puts in to make sure our customers get the best printing and mailing services out there. This year, we turned up the energy for our Q4 2024 Bonus Party, taking over Game Show Battle Rooms in North Scottsdale for an unforgettable, laughter-filled showdown!

If you’ve been following our company culture (or have attended one of our legendary bonus parties in the past as an employee), you know that we don’t do dull corporate events. Instead, we go all-in—whether that means testing our detective skills in an escape room, racing as fast as we can in go-carts, or, in this case, stepping into the spotlight for some game show-style competition!

The Ultimate LetterStream Game Show Experience

Game Show Battle Rooms provided the perfect setting for our team to unleash their competitive side while reinforcing the teamwork that makes LetterStream thrive. Picture it: bright stage lights, buzzer-smashing excitement, and rounds of fast-paced trivia, wacky physical challenges, and high-energy games.

From classic game show-style challenges to creative team-building moments, every LetterStream team member got to showcase their quick thinking, problem-solving skills, and, of course, a little friendly trash talk. (All in good fun, of course!)

Winners, Laughs, and LetterStream Camaraderie

As always, LetterStream’s team spirit was on full display. Whether we were solving puzzles, testing reflexes, or facing off in head-to-head challenges, the real victory was in the camaraderie and teamwork that carried through every round. (Okay, and maybe a few bragging rights for our ultimate game show champions.)

Some highlights from the night included:

Epic team rivalries that had us on the edge of our seats
Hilarious reactions to surprise challenges
A victorious crew that walked away with ultimate bragging rights

At the end of the night, no matter which team had the most points, everyone walked away a winner—because a strong, united team is the best prize of all.

Why LetterStream Values Celebrating Wins

Quarterly bonus parties aren’t just about having a great time (though we definitely accomplish that!). They’re about recognizing hard work, strengthening our team, and fostering a company culture that values both excellence and fun.

Our mission at LetterStream is to provide outstanding printing and mailing services with speed and precision, but we know that our people are what make that possible. When we celebrate together, we build even stronger connections that fuel our success—inside and outside the office.

Looking Ahead to 2025 and Beyond

With the Q4 2024 Bonus Party in the books, we’re already looking ahead to another year of growth, innovation, and celebrating our team. If you’re a customer who loves working with us, just know that behind the scenes, we’re not just a company—we’re a community.

Here’s to another incredible year of teamwork, big wins, and (of course) even more fun along the way.

Want to Work with a Team That Loves What They Do?

LetterStream brings the same energy to our printing and mailing services as we do to our bonus parties—because excellence (and fun) is just part of who we are. Let us handle your mailing needs with the same precision and dedication that keeps our team thriving.

New to us and need help with your next big mailing project, sending bulk mail or just sending mail online in general? Learn how to send your first mailing, 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 the 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.

How to Expedite Your Mailing on LetterStream

Get Your Mail Out Faster—Because Time is Money (And Sanity!)

Speed matters, and when you need important documents sent out quickly, every second counts. Whether you’re sending out HOA notices, legal documents, open enrollment letters, or those important business statements, you want them out the door yesterday. The good news? Expediting your mailing with LetterStream is easier than you think. Let’s break down how to get your mail moving at warp speed.

Pick The Right Mailing Option

First, let’s talk about delivery. Now we can’t guarantee when the mail will actually be delivered. However, we can guarantee that we can get it out fast, but once it leaves our facilities and in the hands of the United States Postal Service (USPS) then it’s out of our hands. However, we do offer different mailing options that can help to hopefully get your mail there quicker. Let’s break it down:

FedEx 2Day: The Fastest and most secure way to get your mail delivered. FedEx 2Day does guarantee that your mail will get there within two business days. You can also opt-in to track it and get a signature.
First-Class Mail: Considered the best bet for speed and affordability—typically delivered in 1-5 business days.
Certified Mail: This is good option for tracking and proof of mailing. However, if we’re being honest, Certified Mail can sometimes take a long time to be delivered, but you can track it right from inside of your LetterStream account for when it gets sent off and delivered. You can also choose an Electronic Return Receipt if you’d like to have proof of signature as an option.

Expedite Your Mailing

We’re fast when it comes to getting your mail out the door. How fast you ask? Well, we’re proud to say that 95% of all mail goes out by next business day. So we’d say pretty fast. But, if you have a really critical piece of mail or last-minute mailing that you need to be sure gets out the door within one business day or same-day, then the Expedite mail option is your new best friend. Selecting expedite guarantees your letters go out the same day or guaranteed the next day.

Expedite Options:

Expedite Processing: Your mail will be mailed within 1 business day.

Rush Processing: Your mail will be mailed the same business day if submitted before the cutoff time, which is typically 3 PM Arizona time.

Here’s how to expedite your mailing:

Log in to your free LetterStream account.
Name your mailing and upload your pre-addressed PDF or CSV address list and choose your mailing type.
Choose your return address and then proceed to upload any documents, inserts or return envelopes that may be needed.
Review your recipient’s list.
Review the Job Confirmation page and then continue to payment.
On the My Account – Billing Information page you will see an option for “Expedite.” It is automatically set to choose “normal processing (included).

Click on the dropdown and choose “expedited processing (additional fee)” or “rush processing (additional fee)” for same-day. Take note that it may say “Same Day Available Before 3:00 PM MST” if after the same-day cut-off time.

You can then continue on to pay for your job with the expedited processing fee included.

Upload Like a Pro in 2 Minutes or Less

Want to make sure your bulk mailing can be uploaded quickly and without any issues arising? Here are some tips and helpful resources to make your mailings a breeze:

PreFlight your PDFs with our PDF PreFlight Tool: Use this tool to make sure your PDFs are formatted correctly for easy upload without any mistakes to mailing addresses, perf lines or document discrepancies. Click here to learn more.

Address Check: Check to make sure addresses are properly formatted so there are no delays. LetterStream offers an Address Cleanup service to be extra sure your addresses are correct and up-to-date.

Bulk Upload: Uploading multiple docs? Group them together for a smoother, faster experience.

Using LetterStream to Send Mail Online Is a Breeze

Using LetterStream to send your business-critical mail online is super easy. But if you feel like you need some questions answered or resources to help make your mailing that much easier, we’ve got you!

We have our awesome Chat Help that is available 24/7 located in the bottom right-hand corner of our website.
Our Help Docs are available online to view at any time.
Our YouTube is growing and gives you step-by-step instructions on how to accomplish sending mail through us, along with other tutorials and tips & tricks for how to be successful using LetterStream.

Bottom line, we’re here to make sure your mail gets out where it needs to go—fast.

Expediting Your Mail

Expediting your mail with LetterStream is as easy as clicking “Send.” Whether you need a quick turnaround or full-on lightning speed, we’ve got the tools and expertise to make it happen.

So, ready to skip the mailing stress? Join the LetterStream family and see just how easy it really is!