Tag: accuracy

Reliability is at the core of our operations. We understand the importance of dependable and accurate printing and mailing services, and we strive to deliver on our promises. Our clients trust us to handle their critical communication needs, and we take that responsibility seriously. We have robust processes, quality control measures, and redundant systems in place to ensure consistent and reliable results.

Why LetterStream is Known for Sending Fast, Accurate, and Reliable Mail

With LetterStream you get speed without sacrifice when it comes to sending physical mail.

We’ll just say it: you shouldn’t have to choose between fast and accurate when sending critical mail. If your current system forces you to pick one, you’re working too hard, and your process is probably holding you back.

Whether you’re sending Certified Mail online, urgent financial notices, HOA violation letters, or medical documents, timing and precision matter. And here’s the kicker—LetterStream handles both with ease.

We’ve built our entire platform on this belief: fast doesn’t mean rushed, and reliable doesn’t mean slow. You can send real mail online and still have confidence in every envelope, every barcode, and piece of mail that we send out.

Why Accuracy Is Everything in Business Mail

Let’s be honest: a misplaced name, a missed page, or a double-stuffed envelope isn’t just a small mistake—it’s a big deal. Especially when your documents are time-sensitive or legally required.

With our intelligent document handling, every letter goes through multiple automated checks—from data validation to address formatting to barcode placement. And thanks to our proprietary The Stream technology, you get full transparency into how your job moves through the system.

You can stop crossing your fingers and start sending mail like a pro.

We Don’t Just Move Fast—We’re Built for It

Speed matters. If your team’s mailing process takes more time than it does to write the actual message, we’ve got a problem.

Most LetterStream customers go from upload to print in minutes. The best part is there’s no printing, stuffing. applying postage, or Post Office runs, just business-critical mail, handled with urgency on ours.

In fact, if it takes more than two minutes to upload a job (after learning the process and creating a job or two), it’s probably because you stopped to get a snack or more likely went to get approval from your manager about the documents you were uploading.

And with our range of mailing options—from First-Class Mail and Certified Mail to FedEx 2Day—you’re in full control of how quickly your mail gets sent out.

Reliability You Can Actually Rely On

Some platforms claim to be reliable. We prove it—millions of times over.

Whether you’re sending 10 letters or 10,000, the output doesn’t change. We don’t “hope” your letters go out. We make sure they do. We even give you updates during the production process.

That’s why businesses like law firms, healthcare providers, and HOAs trust us with their most sensitive communications.

Your team shouldn’t have to follow up on mail. With us, it’s handled.

Built for the Teams That Need It Most

We work with teams who simply don’t have time for manual errors or missed deadlines.

  • HOAs & Property Managers: Annual meeting notices, violation letters, billing statements
  • Law Firms: Time-sensitive legal notices, court correspondence
  • Healthcare Providers: Compliance letters, appointment reminders, HIPAA communications
  • Finance Teams: Late payment notices, invoices, and regulatory mail

These aren’t “nice to have” mailings. They’re critical—and they deserve a partner that treats them that way.

Want to Send Certified Mail Online? Done.

Certified Mail isn’t just about the green card anymore. When you send Certified Mail with LetterStream, you get USPS tracking, electronic signatures, and even return receipt options—without setting foot in a post office.

That means you can log in, upload a PDF, and hit send—whether you’re working from a laptop at your desk or checking in from the road.

Learn more about Certified Mail online and how easy it can be.

Fast, Accurate, Reliable—Pick All Three

The truth? You shouldn’t have to settle. Not when your job is to make sure the right information gets to the right people on time, every time.

With LetterStream, there’s no tradeoff. Just high-performing mail that goes out exactly how—and when—you need it to.

And that’s what fast, accurate, and reliable really looks like.

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.

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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.