Category: USPS

The USPS stands for the United States Postal Service. It is an independent agency of the United States federal government responsible for providing postal services within the country. The USPS is one of the largest postal services in the world, delivering mail and packages to millions of addresses across the United States.

The USPS traces its roots back to 1775 when Benjamin Franklin was appointed as the first Postmaster General. It has since evolved to become an integral part of the nation’s infrastructure and communication network. The USPS offers various services, including the delivery of letters, postcards, and packages, as well as money orders, priority mail, and express mail options. They also provide additional services like registered mail, certified mail, and insurance for valuable items.

The USPS operates a vast network of post offices, sorting facilities, and delivery vehicles to ensure efficient and timely delivery of mail. It plays a crucial role in connecting people and businesses across the country, especially in remote or rural areas where private delivery services may not be as accessible or cost-effective.

What You Need to Know About the 2025 USPS Holiday Mailing Deadlines

The U.S. Postal Service has announced its holiday mailing and shipping deadlines for 2025.

Yes, you read that correctly. Fall may have officially just begun, but it’s already time to start planning for the holiday season, especially when it comes to sending your mail and making sure it gets to its destination on time.

The dates the USPS announced for its holiday mailing and shipping deadlines are especially important if you want your cards, gifts, and packages to arrive before Christmas. But these dates are also important in order to make sure your business-critical mail gets where it needs to go. Why? Because the holiday time is a crazy time for mail in general. Adding in all the extra gifts and letters being sent means delays for your important notices too. There’s no need to panic, just prepare.

2025 USPS Holiday Shipping Dates

Here are the recommended 2025 holiday shipping dates for people to send their holiday gifts and for organizations that rely on the timely send-out of statements, notices, invoices, and compliance letters.

For mail to arrive by December 25, USPS recommends the following send-by dates:

Contiguous U.S. (Lower 48 States)

USPS Ground Advantage® – December 17
First-Class Mail® – December 17
Priority Mail® – December 18
Priority Mail Express® – December 20

Alaska, Hawaii, Puerto Rico & U.S. Territories

USPS Ground Advantage® – December 16
First-Class Mail® – December 17
Priority Mail® – December 18
Priority Mail Express® – December 20

What These Dates Mean for Businesses Using LetterStream

For businesses, missing a mailing deadline can mean more than just a late holiday card — it can mean delayed billing cycles, non-compliance with notification requirements, or frustrated customers.

Here’s where LetterStream comes in:

Upload and We Handle the Rest: No need to schedule trips to the Post Office. Upload your mailing job (statements, notices, invoices), and we print, insert, and deliver directly to USPS.
Deadline Alignment: If your job is in our system before our production cut-off on these USPS dates, we’ll ensure it enters the mail stream on time.
Scale Doesn’t Slow Us Down: Whether it’s 100 notices or 100,000 statements, our production lines are built to handle large, business-critical mailings right up until USPS deadlines.
Proof of Mailing When You Need It: For Certified Mail® or compliance-related mailings, you’ll have full tracking and reporting available, even during the holiday rush.

Why Planning Ahead Matters More in December

December mail volumes are the heaviest of the year, which can add stress for businesses with end-of-year or regulatory mailings. While USPS deadlines are the “last possible day,” we encourage LetterStream clients to:

Upload at least a day early for critical mailings — this ensures both our processing and USPS delivery stay on track.
Plan bulk jobs now — large statement runs and compliance mailings can take longer, especially if uploaded at the very end of the cycle.
Expect longer delivery windows — even First-Class Mail may take an extra day or two (or more) in December.

Use LetterStream to Send Mail Online

USPS deadlines are designed to help customers get their mail delivered by December 25. For businesses, these dates should be treated as hard cut-offs for year-end statements, compliance letters, invoices, and other critical documents.

At LetterStream, we bridge the gap between your upload and USPS deadlines. You focus on running your business — we’ll make sure your mailings get where they need to go.

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.

Good News! No Postage Increase Planned For January 2026

Big news for businesses: the USPS has confirmed there will be no postage price increase in January 2026! That means businesses can count on stable mailing costs through the first half of 2026.

In 2025, USPS surprised many by holding rates steady and not increasing them in January. This was the first time in years we didn’t see a mid-winter hike. Now, they’ve doubled down with another freeze for January 2026, meaning there is no USPS postage increase happening at the beginning of the year.

What This Means for Businesses

For organizations that depend on physical mail—law firms, HOAs, healthcare providers, financial services, and more—this pause brings some relief. Instead of bracing for another January increase, especially since we just had a price increase in July 2025, you’ll see postage pricing stay the same at least for the first half of 2026.

Why USPS Made This Decision

The Postal Service framed the decision as part of its Delivering for America 10-year plan, which balances financial stability with affordability. By holding off on January adjustments, USPS is giving businesses and individuals more breathing room while continuing to modernize operations.

“We continually strive to balance our pricing approach both to meet the revenue needs of the Postal Service and to deliver affordable offerings that reflect market conditions,” Postmaster General David Steiner said. “We have therefore decided at this time to forgo a price change for First-Class Mail postage and other Market Dominant services until mid-year 2026.”

Read the entire announcement here.

The next expected price review will come mid-2026, at which point USPS may adjust rates to account for inflation and operational costs.

How LetterStream Helps You Stay Ahead

At LetterStream, we know rate changes can create stress for businesses that depend on mail. Even when prices hold steady, it’s smart to optimize how you send letters. That’s where we help:

No Post Office Runs: Upload documents online and let us handle the printing, addressing, and mailing—no wasted staff hours.
Tracking & Proof: Digital dashboards provide real-time visibility into every letter, with delivery confirmations stored securely.
Scalability: Whether you’re mailing one Certified notice or thousands of First-Class letters, the process is just as seamless.

Stable pricing is great news, but true savings come from smarter processes—and that’s where LetterStream gives you the edge.

Looking Ahead

So what should businesses do with this news?

Take advantage of the pause. Use the next few months to evaluate mailing workflows.
Plan for the future. Expect a mid-2026 adjustment and budget accordingly. Rumor has it that we should expect a postage increase come mid-2026 (usually in July).
Adopt smarter tools now. Platforms like LetterStream help you save time and reduce errors regardless of USPS rates.

In other words, while the Postal Service has hit “pause” on price increases, it’s the perfect time for businesses to hit “go” on efficiency.

Celebrating No January 2026 Postage Increase

No postage increase in January 2026 is a welcome update for businesses that rely on the mail. It offers predictability, stability, and a chance to refocus on process improvements instead of cost increases, which is something to celebrate.

And when the next adjustment does come, you’ll be ready—because with LetterStream, sending mail online is always The Easiest, Fastest Way to Send Real Mail. To learn more, click here.

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

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

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

Why Did USPS Phase Out IBI Meters?

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

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

What This Means for Your Business

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

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

Skip the Meter Drama—Let LetterStream Handle It

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

Here’s how LetterStream can help:

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

Simplifying Your Mailing Without Postage Meters

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

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

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.

A New Postage Increase Begins in July

The United States Postal Service will increase prices for the second time this year. On July 14, 2024, the cost of a First-Class stamp will rise by five cents.

Unfortunately, this was inevitable as the timing of the new prices is consistent with the USPS twice-a-year postage increase. If you recall, back in January the first 2024 postage increase took place and now here we are again, mid-year, with another. This also happened back in 2021, 2022 and 2023 so it’s not surprising that 2024 is any different.

July 2024 USPS Postage Price Increase

Effective July 14, 2024, the cost of mailing letters, packages, and other USPS services will climb. This next postage increase is part of USPS’s ongoing efforts to balance its budget and cover rising operational expenses. While the exact changes will depend on the type of mail you send, it’s clear that everyone from businesses to individual mailers will feel the impact. It’s crucial to stay informed about these changes so you can adjust your budget and mailing strategies accordingly. By planning ahead for the United States Postal Service postage increase and exploring cost-saving options, you can minimize the financial impact and keep your mailing operations running smoothly.

Postage Prices

Let’s start by talking about how this will look for our current customers. Since USPS postage is rising, we’ve updated our pricing to reflect that. Below you will find what each type of mailing will cost you going forward.

LetterStream’s New Postage Price Increase:

First-Class postage is increasing by $0.05, meaning a First-Class letter will start at $1.18
Flats are going up $0.21 and will now start at $2.54
Certified Mail (without Electronic Return Receipt) is going up $0.45, plus an extra $0.05 for the First-Class postage increase and that will result in a new price of 7.84 (without ERR) per letter
Certified Mail with Electronic Return Receipt Add-On is going up $0.30 which puts our total increase of $0.80 more per letter. New base price of Certified Mail with ERR is $9.96
Express Postcards are increasing by $0.03 making the new price $0.81
PRO Postcards will increase the same amount as First-Class postage, which is $0.05, making the new price $1.20 per postcard
Marketing Mail will go up by $0.03, making the new starting price $1.04
International Letters are going up $0.10, along with a $0.05 surcharge making the new starting price $2.68
Registered Mail will have a new starting price of $33.58
Extra Ounces (Letters) is going up to $0.28
Extra Ounces (Flats) is going up to $0.27

Why Is It Important to Know About the USPS Postage Rate Increase?

Being in the know about the upcoming US postage stamp increase is crucial for smart planning and smooth operations. Here are some reasons why:

Budget Planning: For businesses that rely heavily on sending physical mail for billing or communication purposes, postage costs are a significant budget line item. Understanding the new rates allows you to adjust your budget accordingly and avoid unexpected expenses.
Mailing Strategy: Higher postage rates might impact the volume and frequency of your mailings. Knowing about the increase ahead of time gives you the opportunity to reassess your mailing strategy. You might even consider exploring bulk mailing options.
Customer Communication: Transparency is key in customer relationships. If your business will be passing on some of the increased costs to your clients, it’s important to communicate these changes clearly and in advance to maintain trust.
Operational Adjustments: Organizations that send a large volume of mail might need to make operational adjustments to accommodate the increased costs. This could involve exploring printing and mailing solutions that can help utilize the entire process for you, which in the end can save you time and money, even with USPS prices increasing.

LetterStream’s Commitment to Your Mailing Needs

LetterStream is dedicated to helping you navigate these changes with ease and no we’re not just saying that. We know it’s frustrating with the cost of just about everything still on the rise and our advanced mailing solutions and expert team are here to ensure your mailing operations remain smooth and cost-effective. We offer a range of services designed to optimize your mailing processes, from the ability to easily upload your job in 2 minutes or less with no trips to the post office through First-Class Mail, flat envelope mailing and postcards to easily being able to track Certified Mail or FedEx 2Day from right inside of your account.

Send Your Mail Electronically

Ok, so let’s look at another angle. With the cost of postage rising bi-annually, you may be thinking about sending your statements, notices and other forms of mail communication electronically. Well, if that’s something you’re considering you’re in luck. Not only is LetterStream experts in the industry of snail mail but we also offer eDoc Delivery, which is a way to send your documents via email directly through your LetterStream account. This service can be done in place of or in addition to your regular UPSP mailings. To learn more visit our free 24/7 online Chatbot for pricing and next steps.

For more information regarding the July 2024 price increase, visit the USPS website or you can download the list of rate changes here.

How to Send Mail on USPS Postal Holidays

Sending mail during the Christmas season can seem a bit hectic. Actually, let’s be honest, the month of December as a whole can be chaotic. Then trying to send out your holiday gifts and mail your Christmas cards and letters on top of it can also be a bit much. On top of that, there’s also the added stress of knowing when the postal holidays are, when the Post Office is closed and when deadlines are to get everything mailed on time for it to get to its destination before Christmas.

So much to think about.

U.S. Postal Holidays 2023 – Christmas and New Year’s Day

We’ll get right to the point on when the USPS is closed during this time of year. The 2023 postal holiday schedule is pretty simple. The Post Office is Closed on Christmas, December 25th and New Year’s Day, January 1st. Many wonder, “Is December 26 a postal holiday?” and it is not. USPS mail runs the day after Christmas each year…at least for now.

Others also wonder “Is Christmas Eve a postal holiday?” It is not, however, what you may not know is that some of the Post Offices do close early on Christmas Eve, December 24th. We recommend calling your local USPS Post Office to see what their hours are. Just something to keep in the back of your mind.

Like the Post Office, we are closed on both Christmas Day and New Year’s Day. However, we are open and mailing on Christmas Eve and New Year’s Eve. We do have limited staff during this time of year and we too deal with USPS backups of mail but our team is working extra hard to always provide fast, perfect mail for our customers.

Our 2023 postal holiday calendar can be found here and the USPS postal holiday schedule 2023 can be found here.

mail truck for the usps postal service in a christmas tree for mailing on postal holidays

Shipping Deadlines for Christmas 2023

The shipping deadlines for Christmas 2023 vary, but here are some general deadlines:

USPS:

USPS Ground Advantage — December 16
First-Class Mail (including greeting cards) — December 16
Priority Mail — December 18
Priority Mail Express — December 20

FedEx:

FedEx Home Delivery: 1-Day Shipping — December 22
2-Day Shipping — December 21
3-Day Shipping — December 20
4-Day Shipping — December 18
5-Day Shipping – December 15

The USPS gives a more in-depth overview of mailing deadlines, here.

Tips for Getting Mail Out Before the Delay

Christmas tree, Christmas mailbox with a mail truck in front of a merry christmas can

If you’re worried about getting your mail out on time before the Christmas rush, here are some quick tips to avoid any delays with your mail delivery service:

Get your mail out ASAP. Start early if you can
Use Priority or Express Mail services
Double-check addresses
Include return addresses in case there are any issues
Avoid peak shipping days
Send letters, cards and mail online through the LetterStream portal so you never have to set foot in the Post Office
Track your shipments and track your letters

You’re probably not going to be using Certified Mail to send your holiday mail, however, if you use it for other purposes or you just decide to, here is where you can track your USPS Certified Mail on our website.

LetterStream Is Open on Certain Postal Holidays

Ok, now let’s talk a little bit about LetterStream during other postal mail holidays. A fun fact about us is that there are a lot of holidays when the USPS is closed, however, we can still get your mail out for you!

You may be wondering how that is possible. If the Post Office is closed during postal holidays, then how is mail being delivered through LetterStream? Good question!

LetterStream is a printing and mailing company that works with the USPS. Just because the front counters are empty and the doors are closed to the public doesn’t mean that the back-office staff (those behind the scenes of the United States Postal Service aren’t still working hard). Because of that, we can have our dedicated team work on getting your mailings out the door and a driver to pick up the letters that need to be delivered.

Even though the mail may not be delivered on the actual holiday because USPS drivers are off, that doesn’t mean that we can’t get the internal process done beforehand. This allows us to be ahead of the curve for the next day’s mailing schedule. If mail goes out the door during a postal holiday then that means it is ready to be mailed the next day, whereas if we were closed we’d still have to do our internal part the next day. Basically, we’re one step ahead of the Post Office by being open on certain postal holidays.

The USPS accepts and processes our mail on President’s Day (Washington’s birthday), Columbus Day, Veterans’ Day, MLK Day and Juneteenth.

Click here to view our Postal Holidays 2024 Schedule which gives you a complete overview of when the Post Office is closed, when LetterStream is closed and when we are open and mailing even if the Post Office isn’t open.

Happy Holidays and Happy Mailing!

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.

Proposed USPS Price Updates For July, 2023

proposed_usps_postage_rate_increase_july_2023 The USPS (United States Postal Service) has submitted new price requests to the Postal Regulatory Commission (PRC), and the new rates will go into effect on July 9th, 2023. These rates are still under review, but the USPS typically gets what they ask for.

In similar fashion to the last postage increase, the price of a first-class stamp will be raised by three cents again. Below are the other notable changes that will have an impact on some of the other products LetterStream has to offer:

First Class Letters (1 oz.) are going up, from $.63 up to $.66 cents
First Class Flats are going up, from $1.26 to $1.35
Certified Mail is going up, from $4.15 to $4.35
Certified ERR is going up, from $2.10 to $2.20
International Letters (1 oz.) are going up, from $1.45 up to $1.50
Domestic Postcards are going from $.48 up, to $.51
International Postcards are going from $1.45 up, to $1.50
Extra Ounces staying at $.24
Registered Mail is going up, from $24.35 to $25.90

If you’re looking for an electronic way to send your statements, we provide an email delivery service (eDoc Delivery), which allows you to send your documents via email directly through your LetterStream account. This can be done in place of real mail or in addition to your real mail. Click here for more information.

For more information regarding this price increase, visit the USPS website or download the complete list of July 2023 USPS rate changes.

Visit our website for more information about LetterStream and how to send your mail online without ever touching a piece of paper.

Pro tip:  if you want to get the old pricing but don’t want your mailing to go out before July 10th, you can always use our schedule job option to schedule your job to be mailed on a future date!

COVID-19 Update May 2020

Capture

Thanks to all of you for supporting and remaining loyal to us during COVID-19. It’s been a number of weeks since we’ve given you an update so we thought we’d pass along our current status.

As an essential business, as defined at both the states and federal level, we are still open and operating, and, aside from suspending our Express Letter job type, there has been practically no negative impacts on our speed of service or quality.

I have to express our overwhelming appreciation to our team for reacting positively to a great many restrictions that we imposed on them, like canceling their free gym memberships, closing down our breakroom, getting rid of shared food, and breaking up comfortable workgroups by spreading workers around the clock. We have been blown away by our team’s flexibility and commitment to us and to you our customers.

Going forward, as the country attempts to get back to some level of normalcy we are working on our next phase of operating, taking into account both state and federal guidelines and recommendations. The Governor of Arizona recently announced that we are in Phase One of his reopening strategy. Group gatherings are to be limited to 10 or fewer people and social distancing is still to be observed. Phase Two is likely to occur at the end of the month if all state metrics are trending in the right direction.

In Phase One we will continue to practice social distancing, equipment, and workplace disinfecting and frequent hand washings. Our breakroom and common areas will remain closed and essential employees are encouraged to wear masks. Non-essential employees will continue to work from home and meetings will be handled via conference calls, zoom meetings, and the like.

When the Governor declares Phase Two, we will cautiously work to remove some obstacles to productivity all the while continuing to embrace appropriate methods of cleaning and disinfecting. In Phase Two we anticipate reintroducing non-essential employees into the building in a limited capacity and may receive an occasional prospective client for a company tour.

Keep in mind we remain highly vigilant for the health and safety of our employees, customers, and those in our community and will always choose safety over convenience or profit. This period calls for fluid decision making that is the best interest of all. All that to say, our plans may change but know that we are striving to be the best possible us, so we can do our best for you. Thank you one and all!

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.