CAI National Trade Show | LetterStream Blog

What A Fantastic Event! Thanks For Another Great CAI National Show

We Just Got Back from the CAI National Show—and We’re Still Buzzing!

Let me just say this: if you work in community management and didn’t make it to the CAI National Conference in Orlando this year… you missed a good one.

I’ve been to more than a few trade shows in my time, but there was something about this one—maybe it was the energy in the room, the conversations around real challenges HOAs are facing, or maybe it was just the Florida sunshine—but CAI National 2025 hit different.

To everyone who stopped by booth 333 to say hi, ask questions, or just grab a sticker (Yes, we saw you), thank you. Your curiosity and openness are what make these events worth showing up for.

HOA Mail Conversations That Matter

What stood out this year wasn’t just how busy it was (though it was busy). It was the quality of the conversations.

We talked to HOA managers juggling ten communities and vendors looking for ways to streamline board notices. We met folks brand new to their roles and seasoned pros who just needed to stop printing late at night and folding paper with a ruler. (There are way too many of you out there.)

And the common theme? Everyone’s looking for smarter, faster ways to get the job done—without sacrificing accuracy, security, or their sanity. That’s kind of our whole thing.

A Better Way to Handle HOA Mail

So here’s what we showed (and heard) at the booth:

Most of our mail goes out the next business day—50% goes out same day.
You can send mail to one community or a hundred. No minimums.
Our Certified Mail is trackable, timestamped, and accounted for. No guessing.
We already integrate with many HOA software platforms (CINC fans, we see you).
You don’t need a giant mailing team—you just need a good platform.

If you’re new to LetterStream, our platform lets you send real mail online in just a couple of minutes. Upload your file, choose your options, click send. We handle the printing, folding, stuffing, addressing, postage, and tracking. That’s it.

What We Offer HOA Managers

We make life easier for HOA pros. Period.

Whether you’re sending:

Violation letters
Certified mail
Annual meeting notices
Statements
FedEx 2Day mail
Ballot and proxy mail

You get the tools, tracking, and peace of mind without the late nights and jammed printers.

Why We Keep Showing Up

We don’t go to these shows to sell you stuff. We go to listen, to learn, and to be part of a community that’s trying to make things run better. That’s why we’re proud to be part of CAI and why we keep showing up for you.

To the CAI organizers, attendees, and fellow vendors: thank you for the conversations, the connections, and the laughter. We’re grateful for the work you do and are thrilled to be a small part of helping you do it more efficiently.

Until next time—log in, upload, and get back to what matters. We’ll handle the mail.

To learn more about sending HOA mail online, click 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 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.

HOA Made Easy – Visit Us At The CAI National Show

We know your CAI schedule is already filling up with sessions, meetups, and maybe even a Disney detour (we won’t judge). But before the madness begins, here’s your reminder that HOA mailing doesn’t have to be the slow, painful, paper-cut-filled task it’s always been.

The countdown is on! CAI’s 2025 Annual Conference is just around the corner (May 7th–May 10th), and LetterStream is officially in preparation and packing mode. If you’re heading to Orlando, make sure Booth 333 is on your must-visit list.

LetterStream at CAI National Show
May 7th – May 10th
Orlando, Florida
Booth #333

You’ve Got Mail To Send

If you’re still printing notices, stuffing envelopes, and sprinting to the Post Office before 5pm, let’s talk. Because honestly? You don’t have time for that. We built LetterStream so you can send your HOA mail online—without needing a dedicated mailroom (or a spare afternoon).

Certified Mail with tracking? Easy.
First-Class letters and postcards? You bet.
FedEx 2Day from your laptop?
Yes, really. Poscards? We even offer two sizes!

We’ve got solutions for property managers, board members, and anyone who’s ever asked, “Did someone remember to mail that?”

What Kind of HOA Mail Are We Talking About?

All the important stuff. You know—the things that have to get out, on time (not waiting for someone to go to the Post Office or a vendor to keep them in the queue for days or weeks before sending), and with proof they were sent. We help with:

Annual meeting notices (complete with proxy ballots and agendas)
Statements
Violation letters (with tracking, of course, and an option for an electronic signature)
Financial disclosures
Postcards and community updates
Welcome packets for new homeowners
Ballots for elections
Coupon sheets and booklets

If it needs to be mailed and it affects your community, we’ve probably seen it—and send it.

Booth 333: Where Your Mail Problems Go to Disappear

We’re bringing live demos, real mail samples, and real people who can answer your questions (the weirdly specific ones too—we’ve heard it all). Got compliance questions? Curious about our integrations, yes we have an API that connect to CINC and other HOA software? Want to know how long it actually takes to send 3,000 violation notices? We’ve got you.

And yes, there will be ribbons again for our awesome customers who love to showcase that they love LetterStream!

I love LetterStream ribbon at the CAI show.

Who Should Swing By?

HOA managers with too much on their plate
Board members looking for better ways to get mail out fast
People who hate printers (our kind of people)
Anyone who’s ever said “Ugh time for another mailing to be done and sent”

Even if you’ve chatted with us before, stop by! We’re always updating our tools and adding new features—and if you’ve never used us? It’s time!

See You in Orlando!

Come say hey! at Booth 333 during CAI’s 2025 Annual Conference in Orlando. Whether you want to talk bulk HOA mail, Certified Mail tracking, or just need a break between breakout sessions, we’ll be there.

Let’s finally make mailing the easiest thing on your to-do list.

Join LetterStream at the 2025 CAI National Show in Orlando

LetterStream is off to CAI’s Annual Conference in Orlando to talk all things HOA mail, and we can’t wait to see you there!

LetterStream is packing up our favorite mail samples and heading to CAI’s Annual Conference & Exposition: CommunityNOW, happening May 7–10, 2025. If you’re planning to be there, come find us at Booth 333. We’d love to say hi—and show you how easy sending HOA mail can actually be with the right online mail platform.

Yes, we said easy and HOA mail in the same sentence. Stick with us.

Why We’re Showing Up

If you’re in community management, you already know that mailing things—violation notices, annual meeting packets, financial disclosures—isn’t always your favorite part of the job. It’s time-consuming. It’s manual. It’s repetitive. And let’s be honest, it’s easy to mess up.

That’s where we come in.

We built LetterStream to take that entire task off your plate. No more printing. No more envelope stuffing. No more rushing to the post office before it closes. Just upload your files and we’ll handle the rest—like, really handle it.

CAI’s Annual Conference is one of our favorite events of the year because it gives us a chance to connect in person with the people who are doing the hard work of keeping communities running. Whether you’re a board member, a community manager, or the go-to person for “who’s mailing what,” we’d love to show you how our HOA mailing services and automated mailing solutions can make your job way less stressful.

What You’ll Find at Booth #333 (Besides a Bunch of Friendly Humans)

We’re not just showing up with brochures and a handshake. We’re bringing real solutions—and a chance to see how they actually work in the wild.

Swing by and we’ll walk you through how easy it is to:

Send Certified Mail without ever leaving your desk
Upload your files and let us handle the printing, stuffing, and mailing
Improve your mailing process without adding more work to your plate

You’ll get to see real mail samples (yes, the actual stuff we print), ask us anything about timelines, compliance, integrations—you name it—and pick our brains about how to make your next big HOA mailing way less painful.

Whether you’re a seasoned community manager or just figuring out what “annual disclosures” even are, we’ve got tools (and stories) to share.

Also, we might actually have snacks. But no promises.

What Makes Mailing with LetterStream Different?

We’re not just another platform. We’re a team of real people who actually get what HOA teams deal with day-to-day. So we built tools that actually solve the problems—not just talk about them.

Here’s what that looks like in practice:

✅ You log in, upload your files, and we handle the rest
No supplies, no equipment, no guessing. Whether you’re sending first-class mail for HOAs, certified letters, or even FedEx, it’s all done from your computer.

✅ You get tracking on certified mail and FedEx
Need to prove it was delivered? You’ll have the receipts (digitally speaking).

✅ You avoid the common mailing mishaps
We’ve built in checks so you’re not losing sleep over missed pages or mismatched envelopes.

✅ You get hours back in your week
Because let’s face it—your to-do list is long enough without “go to the post office” on it. With our print and mail service, you can send hundreds of letters in just minutes.

Come Say Hello

Whether you’ve used LetterStream before or are just hearing about us for the first time, we’d love to meet you. Booth #333. Orlando. May 7–10. Mark your calendar, circle it in red, set an alarm—whatever works.

Let’s talk about the mail you send, the problems you’re trying to solve, or even just which session had the best coffee. We’re all ears (and envelopes).

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.

Going Out On A Limb

I Love LetterStream Ribbon

We decided to try a different kind of giveaway at our booth at the National CAI Trade Show this year, and to be honest, it could have backfired on us.

This year we took the risk of offering “I Love LetterStream” ribbons to our customers and API partners as they stopped by our booth. We were hoping that a few would attach the ribbon to their trade show attendee badge. But whatever happened, we knew it would be a learning experience.

You see, when you ask someone to wear a ribbon that says they love you, you open yourself up to a whole lot of scrutiny. Would our customers and partners love it or hate it?

We waited patiently as the Expo doors opened and attendees started filing into the aisles. Then the first visitors approached our booth, they looked up to survey our exhibit, they noticed the LetterStream banner, and then we heard these words… “LetterStream!!, We love LetterStream!!” We breathed a sigh of relief and passed out the “I Love LetterStream” ribbons, which were quickly applied to their trade show badges.

Indeed it was a risky move, and one that might have caused us to be accused of excessive boldness. But in the grand scheme of things, it certainly created an honest feedback mechanism. And we discovered what we hoped would be true; that our customers LOVE the LetterStream experience. We passed out slightly over 100 ribbons at the Community Association Institute (CAI) national trade show and the CAI Arizona show.

We work very hard to provide incredible speed, impeccable accuracy and crazy good service; and we are tickled to know that it is appreciated by our customers.

To our customers and API partners that were happy to wear our ribbons, we say “Thank You!”. Thank you for your feedback, your partnership and your appreciation.

For those who aren’t that familiar with LetterStream, check out some of the positive things our customers are saying about us on our testimonials page. And if you have something you want to add, please keep the comments coming!