Mail It Before End of Year

The Last-Minute Mail Marathon: Don’t Panic, LetterStream Has Your Back

The end of the year is here, and you’re the one tasked with getting all the business-critical mail out the door. Whether it’s statements, invoices, or notices, the pressure is real. With just two days left, it’s time to face the facts: there’s no room for error and no time for standing in line at the Post Office. But fear not—LetterStream.com is here to save the day!

Skip the Post Office: Let LetterStream Handle the Heavy Lifting

Why waste precious time battling long lines and dodging grumpy last-minute shoppers at the Post Office? With LetterStream’s Print and Mail services, you can handle everything from the comfort of your desk—or your favorite coffee shop (we won’t tell your boss).

LetterStream takes care of the whole process:
• Printing your documents.
• Stuffing envelopes.
• Addressing and applying postage.
• Mailing your critical correspondence on time.

All you need to do is upload your documents to LetterStream.com, customize your mailing preferences, and let us handle the rest. It’s that easy.

Why “Do It All Yourself” Is a Terrible Idea

You might be tempted to grab the office printer, some envelopes, and a stack of stamps. Let’s break down why that’s a recipe for disaster:
• Time Drain: Do you really have hours to spare folding papers and licking envelopes?
• Cost: Have you seen the price of printer ink lately? It’s practically liquid gold.
• Mistakes: A missed page or misaddressed envelope could cost your business more than just embarrassment.

With LetterStream, you’ll save time, reduce costs, and eliminate errors.

Tick-Tock: The Clock Is Ticking!

Those deadlines aren’t going to wait, and neither should you. The beauty of LetterStream’s services is that we specialize in fast, accurate, and professional mail handling, even when time is tight.

We’ve got you covered with:
• Certified Mail for critical legal documents.
• First-Class Mail for invoices and notices.
• FedEx 2-Day Shipping for when it really needs to arrive ASAP.

No minimum quantities, no contracts, just efficient and stress-free mailing solutions.

Make Next Year Easier—Start Using LetterStream Today

Why stop at a last-minute save? LetterStream can become your go-to solution for mailing all year round. Give yourself the gift of peace in the office—no more scrambling to meet deadlines or juggling envelopes.

The Bottom Line: Don’t Wait Another Second

If you’re staring down the end-of-year mailing deadline, don’t panic. Just head to LetterStream.com, upload your files, and let us work our magic. With two days to spare, there’s still time to get it all done without breaking a sweat.

Take a deep breath, grab a cup of coffee, and let us handle the rest.

LetterStream.com

Certified Mail – Return Receipt vs Electronic Return Receipt (ERR)

What is the difference between a Return Receipt and Electronic Return Receipt (ERR)?

Actually, let’s get more specific, shall we? What are the different types of Return Receipt for Certified Mail?

There are two different ways to get a Return Receipt through the United States Postal Service (USPS) for your Certified Mail. The first is the traditional green card, also known as PS Form 3811, which the Postal Service calls a Return Receipt.

The second method is an Electronic Return Receipt (ERR). No special forms are needed to purchase or take advantage of with ERR. An Electonic Return Receipt, simply put, is an electronic version of a Return Receipt.

Do I Need a Return Receipt?

Let’s back up just a bit and point out that you may not even need a Return Receipt for your Certified Letter. A simple Certified Letter without a Return Receipt will provide tracking on USPS.com or various other websites that have access to USPS tracking data, like LetterStream.com and www.OnlineCertifiedMail.com. So, if you just want to know the status of your letter, you may not need to spring for the additional expense of a Return Receipt.

The Return Receipt, however, does give you the added information of the name and signature of the person who received your letter. This provides you with a little extra information and might help you prove that someone actually saw your letter and took it into their hands.

Return Receipt Vs Electronic Return Receipt

So, back to the differences between Return Receipts. A Return Receipt, also known as a green card, is a green pre-printed postcard that you can pick up at your local post office and apply to the back of the Certified letter you are about to mail.

You will need to add your address to the green card or the address where you’d like the green card sent after the letter gets signed for. You’ll also want to put the tracking number from the Certified Mail barcode label (PS Form 3800) on the green card as well so you will know specifically which letter the green card relates to.

After paying the extra fees for Return Receipt and attaching the form to your letter, you are ready to give the letter to the USPS and let them do their part. When they deliver your Certified letter with Return Receipt included, they will have the person who gets your letter sign the green card.

The postal carrier will then take the green card back to the USPS and put it in the mail so it will be returned to the sender. If all goes well, you’ll have your green card back in no time (or maybe longer, just depends).

The process gets a bit simpler with Electronic Return Receipt. You simply tell the USPS cashier that you’d like to send your Certified Letter with ERR. No extra forms are required, but there is a charge for this service. The cashier will scan the Certified Mail barcode (PS Form 3800) that you’ve placed on your letter. This tracking number will appear on your USPS receipt along with the fees for Electronic Return Receipt. You will then be able to use this tracking number to check the status of your Certified letter.

Collecting a Signature

When the mail carrier delivers your Certified letter, they will collect a signature either on the green card or on their digital tracking pad. When they get back to their office, they will either scan it into their computer system or they will download the signatures from their digital tracking pad.

Once the signature is in their computer system, they will create an electronic document/letter providing details of the delivery. It will show the date the letter was delivered and include the signature of the person who received the letter. If you choose to send it as a Return Receipt, the green card will get mailed back to you. If Electronic Return Receipt is choosen, this document will not be mailed to you; however, you can go to USPS.com, enter the 20-digit tracking number from your receipt and request the signature via email when it is available.

If you choose to mail you Certified letter, either through LetterStream or OnlineCertifiedMail.com then you can access a copy of the Electronic Return Receipt right in your online portal.

Is There a Difference Legally?

Some people want to know if there is a difference in the legal authority of a green card compared to an ERR. Long ago the USPS claimed on their website that there was no legal difference, however, they soon discovered that they are not the judge of that. Instead, the ultimate authority belongs to the local judge who gets to determine whether they are the same or not.

From our experience, the Electronic Return Receipt is accepted by most judges. We haven’t heard even a rumor of a judge tossing out the ERR as valid proof of delivery. If in doubt, we suggest that you contact the local authorities and see if they can confirm that an ERR is just as binding as a green card.

To sum it up, Return Receipt and Electonic Return Receipt both provide the same value when it comes to the added information of the name and signature of the person receiving your Certificated letter. One actually just is a bit more convenient than the other.

What Does My Tracking Information Mean?

What Do Certified Mail Tracking Numbers Mean?

Using your LetterStream account you are able to track the entire process of your created Certified Mail – from job creation to successful delivery, and all other statuses in between.

Although we want nothing but the best for our customers, LetterStream cannot guarantee the success of a delivery or timeliness to your intended recipients since this is dependent upon the United States Postal Service (USPS). We do, however, offer real-time transit status and tracking information for each piece of Certified Mail, which provided directly from the USPS.

Here is a breakdown of the various status levels along the journey:

Mailed: Your Certified Mail piece has been printed, inserted into envelopes, and given to the USPS for processing and to attempt to be delivered. This begins the transit stage of your Certified Mail. Mailed pieces shouldn’t be confused with Delivered mail, as “mailed” simply means that your letter(s) are in the mail stream/system.

In Transit: Your Certified Mail is in the hands of the USPS. At this point, we are at the mercy of the USPS in regard to a successful delivery to the intended recipient.

Delivery Attempted: Delivery to the intended recipient has been attempted. The Post Office likely left a notice of attempted delivery for the recipient with instructions on how and where the item can be received.

Unclaimed By Recipient: After attempts of delivery had been unsuccessful, and the recipient does not make an attempt to receive the item, the status is changed to “Unclaimed By Recipient.”

Refused By Recipient: If the intended recipient refuses to accept and/or sign for the mail piece, the status is changed to “Refused By Recipient” and is returned to the sender.

Returned To Sender: In the event the mail piece is undeliverable due to a bad address, the recipient is no longer at the address, etc., then the status is changed to “Returned To Sender.”

Delivered: Your Certified Mail was successfully delivered to the recipient, and a signature was acquired. Once this status is achieved and the USPS gives you access to the electronic signature file, you can view the signature by clicking the “View” link to the right of the status indicators for each recipient.

You will also see 3 status boxes next to each recipient within your LetterStream account. These are color-coded by status.

See below for the color that represents the corresponding status:

White – No action has occurred, or the Post Office has not updated the tracking information

Lime Green – Recent status updated successfully

Light Yellow – Unclaimed/Business Closed

Orange – Out for Delivery/Attempted

Violet – Forwarded

Pink – Returned to Sender

Dark Green – Returned (2nd box will be pink)

Red – Refused (2nd box will be pink)

These rules are applied to the tracking status bar at the top of the page as well.

Never be out of the loop along the journey.

Why You Should Outsource Your Corporate Mail

A lot of organizations these days are trying to find ways to do less in the office. In a post-pandemic world, many companies have switched over to remote working styles, allowing their employees to work from home full-time. Without a collective office space, getting regular business mail out to your clients has become a challenge.

Fortunately, there are ways to minimize the amount of people coming into the office to perform outbound mailing operations at your company and let print and mailing companies do all the work instead. LetterStream has developed virtual mailroom services that allow you to outsource your printing and mailing all online.

You’ll be surprised to learn that our process is actually less complicated than sending an email and a lot easier than trying to communicate your needs to a traditional mailing company. LetterStream is here to make sure your corporate mailings are prepared correctly and that all your mail will be sent out to your clients on time.

What Is Outsourcing?

Companies may outsource services for a lot of different reasons. Instead of obtaining a product or service from an internal source, businesses hire someone outside of the company to do it instead. These third-party sources typically help perform operational tasks or other essential services or products that companies need help with.

Many companies choose to outsource certain tasks to lower their business costs and improve production efficiency. Third parties may also be independent contractors or experts in the field that can provide valuable advice and methods for performing operational tasks properly or more efficiently.

5 Reasons to Outsource Your Corporate Mail

Here are some reasons why you should consider outsourcing your corporate mail to LetterStream.

1. Reduce Business Expenses

Automated solutions for critical mail can help to lower business costs and expenses by offering competitive pricing that saves you money in the long run. Operating a mailroom internally can become very costly, especially considering the high price associated with equipment costs, paper, ink, toner, supplies, and maintenance. You should also consider the downtime and money associated with equipment problems that need to be fixed.

Performing mail operations can also take up a lot of your team’s time internally, as well as use up office space—or home space, if you’re working remotely. Outsourcing your corporate mail to a virtual mailroom can help maximize internal efficiency and ensure that necessary mail is sent in a timely manner.

Third-party online mail services are also trained and have specialized expertise in mail management. Any mail-related business functions can be handled by someone else, so your employees don’t have to worry about it on their to-do list. Your business will save money in the long run by allowing a high-tech mailing service to use an automated and cost-efficient system.

Instead of allowing mailing operations to detract from your overall business objectives, you can reinvest the money you save in the long run back into your business. Fortunately, LetterStream has no upfront costs, and we guarantee that you will save money right away, even by sending just one letter.

2. Improve Customer Service

There’s no doubt that your customers are important to you. Your business is more likely to be remembered when it can provide excellent customer service, making your customers more likely to come back.

When you utilize a virtual mailroom, you can maintain a critical business flow while still providing professionalism and top-notch service to your clients. By outsourcing your corporate mail, you have the freedom to focus on what’s most important—your customers. You can enhance the customer experience and ensure your employees are giving them first-rate customer service.

3. Reduce Mishandled Mail

A virtual mailroom can help maintain mail security and reduce any error that could potentially occur in traditional mailing operations. Many third-party mailing services typically have access to high-level security systems that your business wouldn’t be able to afford if your mailing system was done internally.

When sending mail to your clients, security and safety are huge concerns. You must uphold and protect any confidential information in order to keep your customers and stay out of legal trouble. If you outsource your corporate mail, it will be delivered to an off-site, secure facility that can more thoroughly protect against mail threats or information breaches.

Fewer hands on your corporate mail also means avoiding any of it getting lost or stolen. Outsourcing your mailing services creates a risk-free environment for your business, saving you time and money.

4. Software As a Service

Outsourcing your mail gives you full insight into the mailing process, including incoming and outgoing mail. You can improve and accelerate the mailing process, resulting in happier customers and more money for your business.

LetterStream offers both first-class mailing and bulk or standard mailing. With our multi-level user portal, you can track your letter and see where it’s at in the process until it reaches its designated mail carrier.

At the USPS, all important documents must be sent as first-class mail. Unfortunately, the Post Office does not track first-class mail, but you can see in your LetterStream portal if your letter has reached the Post Office yet or not.

5. Scalable for Your Business Needs

LetterStream works with the USPS and FedEx to help reduce postage fees. No matter how large or small your business is, we can easily mail any items to fit your needs.

Third-party mailing services can also provide reporting on all mailed items and mailing processes to help reduce areas of unnecessary waste in materials or time. With more effective and streamlined processes, you will save more money in the long run.

Using LetterStream to Outsource Your Corporate Mail

LetterStream has developed a very modern portal that allows you to upload your mailings in just a few minutes; after that, we take care of the rest! We can operate based on your specifications in a timely and helpful manner.

Most of our corporate clients can upload their documents exactly as they were exported from their accounting or corporate software. Exporting to a PDF will allow you to load your files directly into our system without talking to our Sales or Customer Service teams—although, they’re here to help if you need them!

LetterStream can extract addresses right out of your PDF, creating an online address book that’s personalized just for you. Along with PDF files, we also accept mailing and address lists via Excel spreadsheet.

We want our mailing process to be easy and work well with you and your business, so we are flexible and will try to help in any way possible. We have countless administrative and power-user features that allow you to set up different user roles, define departments, run reports, and automatically notify others when a mailing has gone out.

Instead of going to the post office, send a letter by outsourcing your corporate mailing processes. LetterStream can help eliminate the frustrations of mailing internally in your company. Our Customer Service team is also stellar in assisting users who need a little extra guidance along the way.

If you’re looking for a company to outsource your corporate mailing through, or you want to learn more information about our mailing processes, LetterStream is here for you. Contact us today at 1-888-501-5288.

USPS Proposed Postage Increase for July, 2023

proposed_usps_postage_rate_increase_july_2023 3

On April 10th the United States Postal Service (USPS) filed their proposed mid-year price changes with the Postal Regulatory Commission (PRC). These proposed rates will be the second increase of the year and are set to take place at midnight on July 9, 2023.

Most notably, the price of a first-class stamp will raise by 3 cents, but there don’t appear to be as many changes as there have been in past price increases.

Here is a quick look at some of the prices that will be changing which will have an impact on LetterStream customers:

First Class Mail going up from $0.63 to $0.66
International Rates going up from $1.45 to $1.50
First-class postcards going up from $0.63 to $0.66

Sorry, this year we didn’t find any fees that went down for the products that we offer.

Click here to review the USPS 2023 postage rate press release.

Click here to download the complete list of 2023 USPS postage rate changes. Keep in mind, the Notice 123 for 2023 is still in review by the RPC and subject to change, but the USPS generally gets the rates they ask for.

LetterStream will be implementing these changes on the weekend of July 9th, so be sure to plan ahead and get your jobs paid for in our system before then to lock in the lower prices!

Complaints of Missing Mail: Can you prove it mailed?

Where's my mail? — Hey! Where’s my mail?

We always hate to hear about letters not making it to their desired destination, after all, we are a communication company. And yes, we do get to blame some missing letters on the USPS, but sometimes the blame works its way back to us. And that’s fine, its a role that we play, but I’d like to share a response that we’ve been able to offer to our clients to help them out.

Before I jump right into the details, I think it important that you know that we have processed over 1 million mailing jobs for clients. And if each job had 1,000 recipients, then we’ve processed over 1 billion pieces of mail. I say this not to gloat, but to let you know that the information we provide is from the viewpoint of an expert of experts.

The question is often presented to us as; “My customer thinks we didn’t get the mailing out properly. Can you prove that it really went out?”

Here is the response we like to use.

So sorry to be the barer of bad news, but technically, no proof of mailing exists after-the-fact for First-Class Mail. We offer various forms of mailing proofs for purchase before a mailing is sent out. These include: certificate of mailing, certificate of bulk mailing, certified mail and affidavit of mailing. Since these items were not purchased in advance, there really is no “proof” that the mail happened.

However, we can offer an Affidavit of Prior Mailing, which is a legal document where we attest that we did everything correctly. Unfortunately the fees for this service are $50; mainly because we tear the building apart and attempt to recreate exactly what happened on the day in question. We really find out exactly what happened to every piece of mail.

All that said, I think you are really wanting to know if the mailing went out on time, to all the recipients listed in the address file. The easy answer to this is; certainly. We track every completed piece of mail with a high speed camera. The camera looks at the unique mail piece ID and compares it to the database of pieces that need to be mailed. If these items don’t match up exactly we jump in and find out what went wrong. Ultimately all jobs “reconcile”. Are we 100% positive that every single piece made it to the postal service? No, but we are 99.9999% positive that your mailing went out exactly as specified.

“But why are the board members saying the mailing didn’t go out?” We hear this concern fairly often, but each time we research it, we find that we’ve done everything correctly. And ultimately the board members all receive their mail. The concerns are often brought up by homeowners and often in response to an HOA Board member asking them as they communicate casually in the neighborhood.

There are a few things that can be done when board members express concern about missing mail. First, ask if they received their letter, and if not, ask if they would check their mail carefully. Second, ask the Board member who reported someone else’s lost mail to check back in with the homeowner and see if they received it.

A slightly different way to approach this topic is to review the use of the LetterStream tools that we make available to help mail get noticed. As I reviewed the outer envelope of the mailing in question, I noticed that you could have taken advantage of our free Endorsement printing. We allow our customers to put big bold text on the outer envelope to draw attention to the envelope. We offer this to prevent concerns exactly like this. By offering and encouraging the free use of an Endorsement, the amount of lost mail complaints has gone down. You can add things like “Important Neighborhood News” or “Urgent Community Meeting” or similar wording.

Another thing we encourage communities to do is make sure and use the community name in the return address area of the envelope. While community management companies would like to think that every homeowner knows who they are, this simply isn’t true. And if someone can’t identify the personal relevancy of a piece of mail to them, they generally cannot recall getting it. If you add the community name to the return address and add the endorsement printing I think you’ll find far fewer concerns about lost mail.

Hopefully this has provided a little extra insight into how people both mentally and physically process their mail. In addition, maybe its given you some tools to ponder the next time you create a mailing in order to achieve maximum impact.

For more information, you might want to review this help article.

2017 USPS Price Changes

At the start of each new year the USPS typically announces new pricing, and this year is no exception. Effective January 22nd, new USPS prices will take effect.

You might recall our post from last year regarding the 2016 USPS price changes. We talked a lot about the price of a First-Class stamp being decreased by $.02 (from $.49 to $.47). This year it’s going back up two pennies. Initially, this seems like a bit of a bummer. But look at the bright side. The decrease that happened last year was the first time the cost of postage went down since 1919. So hypothetically, had it gone up a couple cents last year and this year again, we would be closer to $.53. Let’s choose to be optimistic and still consider ourselves winners with the 4 cent swing.

You could also try and stave off the postal increase a little longer by purchasing a few extra forever stamps at your local post office before the new rates go into effect.

Below are some of this year’s notable changes (keep in mind, we are quoting the new USPS postage costs, not LetterStream prices. LetterStream typically increases prices only to the extent that the USPS fees increase, but for exact pricing review your LetterStream job invoice when creating mailings on our website):

2017 Postage Rates

– First Class Stamps up from $.47 to $.49
– First Class Postcard Rate staying at $.34
– Extra Ounces staying at $.21
– International Rates staying at $1.15
– Certified Mail up from $3.30 to $3.35
– Return Receipt up from $2.70 to $2.75
– Electronic Return Receipt up from $1.35 to $1.45
– Registered Mail staying at $11.70
– Flats (.0001 – .999 oz) postage up from $.95 to $.98
– Flats extra ounces up from $.20 to $.21

Standard Mail Now Marketing Mail

Another notable change moving forward is that Standard Mail will now be known as Marketing Mail. Not to add to the confusion, but Standard Mail is/was the name of what many of us know as Bulk Mail. Standard Mail should not be confused with First-Class Mail which is what most of our customers send regularly.

USPS Certified Mail Signature Delay

Certified Mail Return Receipt Delays ERR

We are noticing delays in the speed at which the USPS returns electronic signatures for Certified Mail that are requested on their website, www.USPS.com. In a recent test (shown above), it was 48 hours before a signature was provided via email by the Postal Service.

As a quick refresher, if you need to get the signature for a piece of Certified Mail that you sent through the USPS, you typically need to follow these steps: Find your USPS cash register receipt with the tracking number, go to the United States Postal Service website (www.USPS.com), enter the tracking number from your receipt, click the link called “Return Receipt Electronic”, and enter your email address. Keep in mind, just because you see the link called “Return Receipt Electronic”, doesn’t mean your letter was delivered. If you click the link before a signature is available you’ll receive a response from the USPS (in maybe 2 days), but it will just tell you that a signature is not available yet. …That’s a bummer.

When you are dealing with the urgency and legal concerns that necessitate the use of Certified Mail with Return Receipt, you don’t always have time to wait around a few days for a signature the be emailed back to you. If your attorney calls and says they need the signature, you want to get it right then.

Faster with LetterStream…

Here’s quite possibly a better way, let LetterStream handle your Certified Mail. If you send your certified letters through our service you can retrieve a signature in a fraction of a second, maybe a half second on a slow day. That’s assuming that the USPS has delivered the letter and collected a signature, of course. You don’t have to find your receipt and you don’t have to enter a 20-digit tracking number, you simply click on the button that says “view”, which activates after we receive the signature from the USPS.

Ah, you might say, “but LetterStream has to wait on the USPS too”. Well, that is partly true, but our automated servers are always communicating with USPS servers and as soon as we find signatures to the letters we print and mail for our clients, we save them to your account on our website. It’s kinda like having someone in your office (that you don’t pay) go out and check everyday for every certified letter that you still need a signature for and then save them on your network in the same folder as the letter that you sent. In this way, if we do have a signature for your letter, you can get to it immediately.

Getting your Certified Mail signatures at LetterStream…

After you load your Certified Mail letter to our website, we print it, fold it, insert it into our proprietary USPS approved Certified Mail envelope and put it in the mail for you, without you ever needing to leave your home or office.

You can search for the status of your letters very quickly on our website by clicking on the job name (whatever name you want to assign to your mailing to help you identify it later) and the recipient name, or you can simply search by any part of the recipient’s name or address. Unlike sending Certified Mail at the local Post Office, you don’t have to keep a receipt with the tracking number because all of this information is saved neatly into your LetterStream account.

So, if you are ever in a hurry, or simply hate to wait, use LetterStream to get instant access to the status of your Certified Mail signatures and tracking information.

(learn more on our help pages) (learn more on our website)

USPS Stamp Prices Going Down in 2016!

USPS Postage Rates 2016

The biggest news in the mailing business, in maybe forever, or since the forever stamp. The United States Postal Service (USPS) is LOWERING the price of a first-class stamp. The price DECREASE goes into effect on April 10, 2016, when your cost for a first class stamp will be reduced to 47 cents each.

The last time the USPS decreased the price of a first-class stamp was in 1919, when the price dropped a single cent from 3 cents each to 2 cents each. Now, the greatest price decrease in the price of a first class mail stamp since 1885; the USPS is cutting the price of a first-class stamp by a whopping 2 cents! For more information check out the wikipedia page on the History of United States postage rates.

Why are Stamp Prices Going to 47 Cents?

The federal regulatory body that governs USPS pricing is the Postal Regulatory Commission (PRC)(https://www.prc.gov). This organization decides whether the Postal Service can raise prices and by how much. A year ago the USPS was given a special waiver by the PRC to increase prices by more than the maximum amount allowed (according to their rules), so now the PRC is making the USPS roll prices back.

It really makes no sense though, as the post office is still operating at a loss. Follow this link to read the USPS press release on the topic of lowing prices (https://about.usps.com/news/national-releases/2016/pr16_009.htm).

What Other Postage Prices are Changing in April?

In addition to the decreasing price of a first-class stamp, other stamp prices are going down as well. In fact, nearly every increase that took effect in 2015 is being reversed. Seems a bit odd that the Postal Regulatory Commission and the USPS couldn’t work out a meet-in-the-middle solution, but their loss turns out to be mailers’ gain. Here’s a sampling of new postage rates:

First-Class Postcards will decrease from $.35 to $.34 each (reversing last year’s increase)
Additional ounces for First-Class mail will decrease from $.22 to $.21 (reversing last year’s increase)
Certified Mail base fees will decrease from $3.45 to $3.30 (reversing last year’s increase)
Certified Mail Return Receipt Green Card fees will decrease from $2.80 to $2.70 (reversing last year’s increase)
Certified Mail Electronic Return Receipts will decrease from $1.40 to $1.35 (reversing last year’s increase)
International First-Class Letters will go down from $1.20 to $1.15 (reversing last year’s increase)
One ounce First-Class flats will decrease from $.98 to $.95, and 2 ounce pieces will fall from $1.20 to $1.15 (reversing last year’s increase)
Registered Mail letters will decrease from $12.20 to $11.70 (falling more than last year’s increase by another 25 cents)
The price of a First-Class Stamp will fall from $.49 to $.47 (there was no increase in the price of a first-class stamp last year)

We encourage everyone to take advantage of the cheaper postage prices in 2016 and send more mail. If you need some help with that, give us a call, we are what you call experts.

Best Practice – Secret Ballot Envelope

Letterstream Secret Ballot Envelope

Ballot Mailing Best Practices

Improve voter turnout with our new and improved ballot envelope! We have researched and improved our Secret Ballot Envelope in such a way to create a Best Practice solution for secret ballots and your next election. We’ve had a secret ballot envelope for quite some time and have worked with our customers to create a new version that accomplishes nearly every requirement of a secret ballot mailing.

A Secret Ballot Envelope is important to protect the identity of the voter. It is used in conjunction with a ballot and a #9 return envelope. The completed ballot is placed in a Secret Ballot Envelope (which is large enough to hold a folded 8.5″ x 11″ sheet of paper, but small enough to fit in a standard size return envelope) and sealed. Then the Secret Ballot Envelope gets placed in the #9 return envelope and gets mailed back to the management company. The management company can then open all the #9 envelopes and take the sealed ballot envelopes to the meeting for counting.

For those who need to keep track of which homeowners have returned their ballot or proxy, we have a simple option to add the homeowners mailing address and/or lot number to the return address area of the #9 envelope. This allows the HOA management companies to see who has voted, while not being able to see how they voted for the election.

There might be a few individuals who say “Ah, nobody cares how other people vote.”. Well, we might argue that anyone who says something like that has probably not served of a Homeowner Board or talked with their neighbors who don’t vote out of fear that their vote might be held against them. We might also argue that the number of homeowners voting could improve when a secure and trustworthy process is followed.

New Features of our Ballot Envelope:

– Instructions for Homeowner – The envelope more clearly explains to the homeowner/recipient/voter what their role is and how to best use the envelope in order to keep their ballot secret.

– Instructions for Management Company – The envelope contains instructions for the management company, board member or whoever handles the secret ballot so they can process it while protecting the intentions of a secret ballot.

– Save a Page – With good instructions built right into the envelope, you no longer need to try and wordsmith some good directions in your own document. This might just free up some space in your letter or possibly save an entire sheet of paper.

– Professionally Designed – This new envelope looks far more professional in its design which may lead to better utilization and compliance.

– Best Practices – We’ve attempted to incorporate the appropriate instructions and simplistic design in an effort to create a “Best Practices” solution to proxy and Secret Ballot mailings.

– Same Security Tint – Our Secret Ballot Envelope continues to have security tint on the inside of the envelope to keep prying eyes from trying to see through the envelope.

– Same Great Price – While we believe this envelope is far superior to our earlier version we’ve decided to leave the price the same as its always been.

We believe this is the best way to solicit proxies and votes from your members; its secure, its fast and its easy. Give it a try for your next election or proxy mailing and let us know how it worked for you.