Tag: Certified Mail

Certified Mail is an add on service for USPS First-Class Mail. A stamp, or first-class postage, needs to be purchased and and additional fee is charged for Certified Mail, which provides proof of mailing, mail-piece tracking and proof of delivery. An option available with Certified Mail is a Return Receipt which is basically the signature of the person who received the letter from the mail carrier. Undeliverable Certified Mail is returned to the sender.

Why Certified Mail is Better Managed Online

When it comes to sending important documents, Certified Mail offers peace of mind. But did you know that managing Certified Mail online can streamline the entire process? If you’re still standing in line at the post office, it’s time to rethink your strategy. Let’s explore why Certified Mail is better managed online and how this method can save you time, effort, and even money. Sound good?

The Convenience Factor: Manage Certified Mail Anytime, Anywhere

Gone are the days when sending Certified Mail meant taking time out of your busy schedule to visit the post office. Managing Certified Mail online allows you to create and easily send your letters from any location—whether you’re sending Certified Mail from home, the office or even on the go, it’s extremely convenient.

With LetterStream, you can:

  • Upload your documents securely.
  • Easily select Certified Mail for your critical documents without the hassle of manual processing.
  • Track your Certified Mail in real-time right from inside your account without having to type in your tracking number.
  • For mail requiring a signature, there’s an option to choose an Electronic Return Receipt (ERR) in place of the old-fashioned Green Card and be able to see the digital signature in your account.

The convenience of sending Certified Mail online is particularly valuable for businesses that send a high volume of Certified Mail, such as legal firms, financial institutions, and HOAs. LetterStream’s seamless process eliminates manual steps, ensuring your mail gets out quickly and reliably.

Real-Time Tracking and Instant Documentation

One of the key benefits of Certified Mail is the ability to track its journey from sender to recipient. However, keeping track of physical receipts and status updates can be cumbersome when done manually.

LetterStream’s platform allows you to easily gain real-time tracking updates and access to detailed documentation at your fingertips. You can:

  • Monitor delivery progress instantly within the platform.
  • Access electronic delivery confirmations as soon as they are available.
  • Download proof of mailing and delivery for your records.

This digital documentation ensures that you always have verifiable proof on hand, which can be crucial in industries requiring compliance with strict legal or regulatory standards.

Improved Efficiency for Businesses

Managing Certified Mail through online platforms reduces administrative overhead. Manually preparing, printing, and mailing Certified letters is both time-consuming and error-prone. LetterStream’s system streamlines these steps by automating key tasks, such as:

  • Automated printing, folding, inserting, and mailing services.
  • Bulk mailing options for high-volume needs.
  • Address verification to prevent delivery errors for an additional fee.
  • Expedite mailing option for the last-minute letters that need to be sent ASAP.

Businesses that frequently send Certified Mail—for example, for contracts, notifications, or compliance letters—can significantly reduce time spent on mailing tasks and allocate resources more effectively with LetterStream’s tailored solutions.

Cost Savings Through Automation

While Certified Mail is essential for critical documents, the costs of handling it manually can add up. Factor in postage, printing, administrative time, and travel to and from the post office, and you may find yourself with a hefty bill.

LetterStream helps mitigate these costs by offering customers the convenience of having it done for them. No extra money spent and the ability to get your time back to focus on other high priority tasks.

These savings are particularly impactful for small businesses looking to optimize their operational budgets. With LetterStream’s transparent pricing and scalable options, you can control costs without sacrificing service quality.

Enhanced Security and Compliance

In today’s digital world, security and compliance are non-negotiable. Certified Mail is already a secure method for sending sensitive documents, but managing it through LetterStream elevates those protections even further.

All LetterStream employees are HIPAA-certified, ensuring that documents containing Protected Health Information (PHI) are handled and mailed with the utmost security. Our IT department follows rigorous security protocols, including 128-bit encryption on the website, safeguarding sensitive data during every transaction. Physical security is equally robust—our production facilities allow no unescorted visitors, and access is strictly monitored with electronic sign-ins.

Additionally, LetterStream securely disposes of any unmailed printed documents through shredding and offers customers the ability to purge documents from their accounts at specified times. As part of ongoing initiatives to strengthen data protection, we are actively pursuing SOC 2 certification to further enhance compliance measures. Through these practices, we ensure that businesses in industries like healthcare, legal services, and finance can trust their data and communications are protected at every step.

These features are critical for industries that handle confidential information, including healthcare, legal services, and finance. LetterStream ensures that your data and communications are protected at every step.

Environmentally Friendly Mailing Solutions

Managing Certified Mail online isn’t just about convenience and efficiency—it’s also a step toward more sustainable business practices. By reducing the need for physical trips to the post office, as well as paper-based tracking and documentation, you can lower your carbon footprint.

LetterStream allows you to opt for digital receipts and records to minimize paper waste and to utilize batch processing to reduce the environmental impact of individual mailings.

For companies committed to corporate social responsibility (CSR) initiatives, online Certified Mail solutions like LetterStream align with broader sustainability goals.

Simplify Your Certified Mail Process

Certified mail is a crucial tool for sending important documents securely and with proof of delivery. By managing it online through LetterStream, you gain unparalleled convenience, efficiency, and security. Whether you’re a business leader, an HOA manager, or a legal professional, transitioning to an online solution can transform how you handle critical communications.

Ready to streamline your Certified Mail process? Explore Online Printing & Mail Services – Send Your Letters The Easy Way – LetterStream to learn more.

If you’re wondering how much is Certified Mail to send, click here to view our prices. If you’re wondering how to send a certified letter online through our website, create a free account here to get started.

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Easily Outsource Your Business Mail

Let’s talk about outsourcing mail, specifically business mail: invoices, contracts, customer notices, and all the other documents that keep your operation running. If you’re managing this in-house, chances are you’re dealing with some serious frustrations—constant printer jams, paper shortages, and that one person who always forgets to refill the paper tray.

Sound familiar?

Here’s the good news: outsourcing your business mail with LetterStream can turn this chaos into a smooth, worry-free process. It’s not just about saving time; it’s about making a smart investment in your business’s efficiency, accuracy, and success.

Save Time, Save Sanity with LetterStream

Imagine this: Instead of spending hours printing, folding, and stuffing envelopes (not to mention the mad dash to the post office), you simply upload your documents to LetterStream’s secure online platform, click a button, and relax with your morning cup of coffee.

From printing and inserting to postage and mailing, LetterStream takes care of every detail. Need to send First-Class Mail online? Done. Prefer to send Certified Mail online? No problem. Want tracking? You’ve got it. And the best part? Your mail can often hit the post office by the next day after you upload it.

99% of all mail is sent by next business day!

By outsourcing to LetterStream, you’re reclaiming hours of your day to focus on growing your business—or finally taking that well-deserved coffee break.

Cut Costs on Business Mail Without Cutting Corners

Let’s talk about the cost. Handling mail in-house adds up quickly: printers, paper, ink, postage meters, maintenance costs, gas to drive to the post office and the time your team spends managing it all. And let’s not even talk about the occasional “printer tantrum.” You know exactly what we’re talking about it with that one.

With LetterStream, you only pay for what you need—no surprise expenses or hidden costs. Bulk mailers especially see significant savings, as our streamlined process is built for efficiency. Plus, you’ll never have to worry about running out of supplies or dealing with costly equipment repairs.

We not only save you money but also gives you peace of mind knowing your mail is handled by experts.

Are you starting to see why outsourcing mailing services is a good idea?

Accuracy You Can Count On

Mailing isn’t just about getting documents out the door—it’s about getting them where they need to go, error-free. A single typo in an address can lead to delayed payments, unhappy customers, or compliance issues.

That’s why LetterStream has add-on options, like Address List Cleanup, to ensure your mail is accurate and secure. With LetterStream, you’re not just outsourcing—you’re upgrading to a higher standard of accuracy.

Scale with Ease, Thanks to LetterStream

Whether you’re a small business handling monthly statement printing and mailing or a corporation managing bulk mailing projects, LetterStream offers the flexibility to scale your mailing operations seamlessly.

One of our clients, a rapidly growing startup, came to us when their mailing needs quickly outpaced their in-house capabilities. We set them up to send thousands of letters using our online print and mail services. The result? Streamlined processes, satisfied customers, and a business ready to grow without being bogged down by mailing logistics.

Security Is a Top Priority

Business mail often includes sensitive information—financial documents, legal notices, and customer communications. Protecting that data isn’t just important—it’s essential.

Just so you know, LetterStream takes security seriously. From our encrypted online portal to tightly controlled mailing operations, we ensure your data remains confidential every step of the way. Rest easy knowing that your mail is handled with the utmost care and professionalism.

Stay Ahead in 2025 with LetterStream

In today’s fast-paced business world, efficiency and reliability aren’t optional—they’re critical. Outsourcing your business mail with LetterStream ensures you’re not just keeping up but staying ahead.

While your competitors are stuck battling printer issues, thanks to outsourcing your printing and mailing online, you’re focusing on serving your customers and growing your brand. And with LetterStream, sustainability is part of the package. Our optimized processes reduce waste and create more efficient delivery routes—a win for both your business and the planet.

Why Choose LetterStream?

With over 10 million jobs completed, LetterStream isn’t just another mailing service—it’s your trusted partner in simplifying business mail. Our customers range from small startups to industry leaders, all of whom value reliability, accuracy, and speed.

When you work with LetterStream, you’re not just outsourcing a task—you’re gaining a partner dedicated to making your business mail stress-free. Whether you’re sending your first set of invoices or tackling a large-scale mailing project, like open enrollment letters, we’re here to help you succeed.

Ready to leave the headaches of in-house mailing behind? With LetterStream, your business mail becomes one less thing to worry about. Print and mail documents online today and discover how we can make mailing easier, faster, and more efficient than ever.

If you haven’t outsourced printing and mailing services for your business yet, what are you waiting for?

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.

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Merry Christmas and Happy New Year from LetterStream! 🎄✨

As the holiday season fills the air with joy (and the irresistible aroma of cookies and gingerbread candles), we at LetterStream want to take a moment to share some gratitude and festive cheer. After all, nothing says “holidays” like a heartfelt thank-you and the promise of smoother mailing solutions for the year ahead.

Grateful for Our Incredible Customers

First and foremost, we want to express our deepest thanks to you—our amazing customers. Whether you’ve been with us for years or recently discovered the simplicity of sending mail online with LetterStream, we are grateful for your trust.

From one piece to one million, you rely on us to handle your mailing needs with precision and professionalism. Whether it’s sending invoices, legal notices, or Certified Mail, you’ve shown us just how important business-critical mail is to your success—and we’re proud to make it effortless for you.

With LetterStream, your mail always reaches the right place at the right time, so you can focus on growing your business or, better yet, enjoying a holiday cookie break (because you’ve earned it).

Thankful for Our Magical Team

Behind every successful piece of mail is a team of dedicated professionals who ensure your projects run seamlessly. During the holiday rush, they’re nothing short of magical—working like elves in a high-tech workshop to process your mail with care and efficiency.

From our technical team, who keep the LetterStream platform user-friendly and robust, to our production staff, who handle every job with precision, we couldn’t be prouder. Whether it’s a single holiday card or a million business-critical documents, they ensure every piece is handled like it’s the most important one.

Reflecting on 2024 and Looking Ahead to 2025

As we wrap up 2024, we’re filled with pride and excitement for the year ahead. This past year has been all about growth, innovation, and delivering solutions that make mailing simple and stress-free.

We’ve enhanced our platform to serve your needs better, expanded our capabilities to handle everything from bulk mail to urgent Certified Mail, and remained committed to being your go-to partner for business-critical mail.

What’s next for 2025? We’re planning even more tools and innovations to help you send mail easily, securely, and with confidence—whether you’re managing a single letter or a million-piece campaign.

How We Make Mailing Easier

At LetterStream, we understand that business-critical mail is about more than just envelopes and stamps—it’s about reliability, efficiency, and peace of mind. That’s why our platform allows you to upload your documents, customize your mailing options, and trust us to take care of the rest. From invoices to legal notices, we specialize in delivering solutions that ensure your mail arrives on time and hassle-free.

We like to think of ourselves as your very own virtual mailroom, accessible from anywhere, at any time. And the best part? You can rely on us whether you’re sending a single piece of mail or a high-volume project that needs to reach recipients across the globe.

A Festive Wish from Our Family to Yours

This holiday season, we hope you’re surrounded by warmth, joy, and maybe a few too many holiday treats (no judgment here). Whether you’re wrapping up the year with a mountain of mail or simply reflecting on your achievements, we’re honored to be part of your journey.

Here’s to a Merry Christmas filled with everything that makes the season bright and a Happy New Year bursting with potential. May 2025 bring smooth processes, exciting growth, and—dare we say it—less stress about mail. After all, with LetterStream on your side, you’ll never have to wonder, “Did I remember to send that mailing?”

Cheers to another amazing year of working together and making every mailing moment count.

Warm wishes,
The LetterStream Team 🎄🎉

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Happy Thanksgiving From LetterStream

Happy Thanksgiving from us to you!

Thanksgiving is the perfect time to reflect on what truly matters, and for us, it’s all about the connections we help create. As a printing and mailing company, we’re in the unique position of ensuring important communications reach their destinations—whether it’s a, a vital notice, or a business-critical letter or a community update letter. This season, we’re pausing to express our gratitude for the people and partnerships that make it all possible.

From our loyal customers to our dedicated team and the tools that keep everything running, there’s so much to be thankful for. Let’s take a moment to celebrate what makes this work so meaningful.

Grateful for Our Customers: The Heart of What We Do

To our customers: you’re the reason we load up trays with letters, secure every envelope flap, and obsess over getting mail out in a timely matter. Whether you’re an HOA sending out annual meeting notices or a business managing critical mailings, you trust us with your communication—and that’s something we never take lightly.

Your loyalty, creativity, and understanding keep us motivated. We love hearing about how our services make your job a little easier, how our platform simplifies your processes, and, occasionally, how we’ve saved the day with last-minute jobs. (We do love a good mailing miracle!)

We’re also grateful for your feedback. Your suggestions and insights help us innovate, improve, and continue offering the best possible solutions for your needs.

Appreciating Our Employees: The People Behind the Process

Behind every perfectly addressed envelope is a team of dedicated people who make the magic happen. Our employees are the glue that binds (sometimes literally, depending on the adhesive situation) everything together. They’re the ones who ensure precision in printing, accuracy in mailing, and a smooth process from start to finish.

We’re especially thankful for their creativity and energy. From solving tricky logistical challenges to bringing a little fun into the workplace (we’re still talking about that pumpkin carving contest), our team doesn’t just do great work—they do it with heart.

Gratitude for the Little Things That Make a Big Difference

Sometimes, it’s the smallest details that bring the greatest sense of satisfaction. Like the smooth closure of a neatly sealed envelope or the precise alignment of text on a freshly printed page. These little moments remind us of the craftsmanship behind every piece of mail. We’re thankful for the tools, technology, and materials that allow us to deliver quality and care in every job we handle.

We’re also thankful for the moments of connection we get to share. Even though we’re a tech-savvy company, there’s something timeless and personal about physical mail. Knowing that we help businesses and communities stay connected—whether through invoices, newsletters, or heartfelt holiday cards—reminds us why we do what we do.

Looking Forward with Gratitude

As we wrap up another year (and maybe a few extra pieces of pie), we’re reminded of how lucky we are to be part of your journey. Whether you’re a long-time customer or just discovering us, thank you for choosing us as your printing and mailing partner.

As you gather with loved ones this Thanksgiving, we want you to know how much we appreciate you. We’re truly grateful for the incredible people, meaningful projects, and lasting partnerships that make our work so rewarding. This season is a reminder of the connections we’ve built together, and for that, we’re deeply thankful.

Happy Thanksgiving from all of us! May your day be full of gratitude, good food, and maybe even a perfectly stamped envelope or two.

LetterStream is an online printing and mailing service company, offering bulk printing and mailing business mailing solutions for businesses of all sizes, from those with small business mailing needs to Fortune 500 companies that want to send mail online. Be sure to sign up for a FREE account to check us out.

How To Celebrate At A Printing And Mailing Company

You may already know LetterStream as a printing and mailing company. One that can easily send mail online for businesses of all sizes but something you may not know about us is how much LetterStream values people, especially our customers and employees. With that being said, we believe in fostering a workplace culture that celebrates achievements, creativity, and the team that makes it all possible.

Now that fall has swept in we’ve been able to have not one but two fantastic opportunities to come together as a team to celebrate and have some fun. From our Halloween pumpkin carving contest to our Q3 bonus party at our Scottsdale location, it’s been a season of bonding, creativity, and a little hibachi flair.

Let’s get into it.

Pumpkins, Prizes, and Creativity Galore

celebrating our team at LetterStream, a printing and mailing company.

Halloween at LetterStream brought out the best in our team’s creativity with our 2nd Annual Pumpkin Carving Contest. Employees took to their carving tools to create spooky, silly, and downright impressive designs, turning pumpkins into works of art. The competition was fierce, with unique designs that showcased our team’s talent and humor.

LetterStream mail pumpkin with #10 envelopes coming out the top with postage included.

Of course, no contest is complete without prizes! Winners walked away with bragging rights and some exciting rewards. It was a fun-filled way to embrace the Halloween spirit and highlight the camaraderie that makes LetterStream such a strong workplace community.

Q3 Bonus Party: Celebrating Success Together

As the calendar turned toward November, we had another reason to gather: our Q3 Bonus Party at our Scottsdale location. This wasn’t just a typical celebration—it was a night filled with gratitude, reflection and a whole lot of delicious food.

The evening kicked off with snacks and our quarterly presentation, where we took a moment to reflect on our collective achievements and set sights on the future. We celebrated milestones, acknowledged hard work, and shared plans for what’s ahead—all while enjoying the energy and enthusiasm of the entire team.

The highlight of the night? A hibachi dinner experience that brought everyone together and boy was it fun. Watching the chefs in action was as entertaining as it was delicious, creating a dining experience that we won’t soon forget.

LetterStream employees enjoying a hibachi dinner to celebrate Q3 of our printing and mailing success.

To top it all off, we had even more fun and handed out more prizes during the night. It’s moments like these that remind us how much we value every person who makes LetterStream the company it is today.

A Team That Feels Like Family

These celebrations are more than just fun events—they’re a reflection of who we are as a company. We pride ourselves on being the go-to for sending letters such as First-Class Mail, Certified Mail online and FedEx 2Day (among other services), but we believe in showing up for one another, enjoying the work we do, and recognizing the achievements that drive our success. Whether it’s carving pumpkins or sharing a meal, we cherish the moments that bring us together and strengthen the bonds within our team.

Here’s to more milestones, more celebrations, and more reasons to gather as a community. As we head into the final weeks of the year, we’re already looking forward to what’s next—both for our business and the incredible people who make it all happen.

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.

Is Sending Physical Mail Better For Critical Business Communications?

Is sending physical mail better for critical business communications? The quick answer is yes. In today’s digital landscape, it feels like everything’s competing for attention. Emails pile up, screens demand constant refreshing, and notifications are endless. So, what’s the best way to get a message across when it really matters? Enter: good old-fashioned snail mail. From important notices and statements to updates that need acknowledgment, physical mail has some surprising advantages. There’s no cluttered inbox to contend with here—just a message delivered right to the recipient’s door. Here’s why business mail, from official documents to statements and policy changes, often achieves better results when sent the old-school way.

It’s Hard to Ignore Physical Mail

When an email notification can be swiped away in an instant, a physical letter sits patiently on a desk or countertop, waiting to be opened. There’s something undeniably impactful about receiving a tangible document that says, “This is important.” From account statements and legal notices to membership updates, a letter isn’t just information—it’s a call to action that grabs attention by design. Plus, it doesn’t get lost in the digital shuffle, so your customers, clients, or members are far more likely to actually read and respond to it.

Adds a Personal Touch to Business Communication

Emails may be fast and convenient, but they’re also a bit…impersonal. A physical letter, on the other hand, offers a personal, thoughtful touch that digital messages lack. There’s a sense of care that comes with a document you can hold in your hands. Imagine sending important updates about new services, policy changes, or community notices. Physical mail says, “We care enough to make this real,” which strengthens trust and customer loyalty. People notice when you take that extra step to ensure they’re informed.

Boosts Read Rates and Engagement With Physical Mail

With physical mail, there’s no spam filter, no cluttered inbox, no “marked as read” misclick. Studies show that printed letters have significantly higher open rates than digital communications. For crucial documents like statements, compliance notices, or account updates, this reliability can make all the difference. When your message lands in the mailbox, recipients are far more likely to open it, engage with it, and take any necessary action.

Stands Out in a Sea of Digital Noise

Digital fatigue is real—too many emails, too much time on screens, and a constant stream of notifications. By contrast, physical mail is memorable because it’s refreshingly different. In the middle of all that digital clutter, a letter becomes a focal point. For businesses, this can mean better response rates for service updates, billing information, and other vital communications. A physical document gives people the chance to step back, process the message, and respond without the usual distractions.

Why Use LetterStream for Your Business Mail?

When it comes to sending essential business mail, we make it quick and hassle-free. With LetterStream, sending physical mail online couldn’t be easier. We handle the printing, folding, and mailing for you, so you can focus on what matters most. Plus, our built-in tracking options, including Certified Mail and FedEx 2Day, let you monitor your mail right from your portal. Whether you’re sending monthly statements, compliance updates, or priority notices, LetterStream helps ensure your important messages reach their destination, on time and with peace of mind.

LetterStream is an online printing and mailing service company, offering bulk printing and mailing business mailing solutions for businesses of all sizes, from those with small business mailing needs to Fortune 500 companies that want to send mail online. Be sure to sign up for a FREE account to check us out.

FedEx Holiday Surcharge—Here’s What You Need to Know

The holidays are almost here, and if you’re planning your end-of-year mailings, there’s one important thing to keep in mind: FedEx is rolling out a FedEx holiday surcharge. However, it’s not a flat fee this year—there are a few twists and turns this time around. Starting October 28th, FedEx will be adding a $1 surcharge on letters and envelopes, and it’ll change a couple of times before going away in late January.

Let’s break it down and chat a little bit about how LetterStream is handling it, so you’re not caught off guard during the busy season.

So, What’s the Deal with the Holiday FedEx Surcharges 2024?

From October 28th to January 19th, FedEx is adding a temporary surcharge to letters and envelopes. But it won’t be the same rate the whole time—here’s the timeline:

  • Starting October 28th: FedEx adds a $1 surcharge per letter or envelope.
  • On November 25th: That jumps to $2 during the holiday peak.
  • On December 30th: It drops back down to $1.
  • After January 19th: The surcharge ends.

If you’re sending out bulk letters or documents, especially around big shopping days like Black Friday and Cyber Monday, you’ll want to keep these dates in mind. It’s a bit of a rollercoaster, but nothing we can’t handle together when it comes to FedEx online printing and mailing.

Here’s How LetterStream Is Handling It

We get that surcharges can be frustrating, especially when managing a lot of mail. That’s why we’re keeping things as straightforward as possible. As FedEx adjusts its rates, we’ll match those changes within our services. Just to be clear. We are not raising our prices on FedEx, only adding on a fee for the purchase during this holiday season. That means when you send mail online through us you’ll see the surcharge added as $1 starting October 28th, going up to $2 on November 25th, back to $1 on December 30th, and gone after January 19, 2025.

To keep everything transparent, you’ll see the FedEx holiday surcharge as a line item before paying and on your invoice as: FedEx Surcharge / Mandated FedEx Holiday Fee. This way, you’ll always know what to expect when it comes to the added surcharge fee.

Why This Matters for Your Mailings

If you’re in charge of bulk mailings—whether it’s invoices, HOA notices, legal documents, or some festive holiday mail—you’ve probably got enough on your plate already. Adding a fluctuating surcharge into the mix can feel like another thing to juggle.

By matching FedEx’s peak season surcharge exactly, we’re helping you avoid any surprises when it comes to checking out. You’ll know in advance what your mailing costs will be, so it’s easier to plan and budget without any last-minute curveballs.

Planning Ahead for the Holiday Rush

The holidays have a funny way of sneaking up on us all, and mailing deadlines definitely don’t help. If you haven’t started planning your end-of-year mailings, now’s the time to get things in motion. While the $1 surcharge starts on October 28th, it’s that jump to $2 on November 25th that’s going to matter most if you’re sending out a lot of FedEx online mail during the holiday crunch. The earlier you can get your mailings out the better. You’ll save on costs and avoid the holiday rush altogether.

Wrapping It Up (No Pun Intended!)

The FedEx holiday surcharge might be a bit more complicated this year, but that doesn’t mean your mailing process has to be. We’re keeping things simple, transparent, and easy to navigate over here at LetterStream. As you prepare for your holiday mailings—whether it’s important documents or some holiday cheer—you can count on clear pricing with no hidden fees when you send snail mail online through us.

Here’s to a stress-free holiday season! Let’s get those letters where they need to go, no matter what FedEx has in store.

LetterStream is a printing and mailing company, offering bulk online printing and mailing services for businesses of all sizes from those with small business mailing needs to Fortune 500 companies that want to send mail online.

7 Reasons Why Small Businesses Should Be Outsourcing Mail

Being a small business is no easy feat, especially nowadays. There’s always a lot to do in all areas of the business and usually for small businesses that also means a smaller staff. There are many perks to having a close-knit team but when it comes to having enough hands on deck for all the tasks, both big and small, it can sometimes get a bit overwhelming. That is where efficiency becomes your friend and not only is it a goal of small business but it’s essential for survival. One easy way to become more efficient is by outsourcing mail services instead of doing it yourself.

Whether you’re managing the complexities of a law firm, overseeing the needs of an HOA, managing HR responsibilities, or in charge of confidential patient paperwork in the healthcare field, handling mail operations in-house can quickly become overwhelming. The constant demands of printing, processing, and sending out mail can drain your time and resources. This is where outsourcing your mailing service can make a real difference and can help alleviate some of the overwhelm in the office. Let’s explore how handing over your mailroom duties can streamline your operations and free up your team to focus on what they do best.

1. Time is Money: Save Both by Outsourcing Mail

Consider this: Instead of dedicating hours to tasks like printing, folding, stuffing, and addressing envelopes, your team could be focusing on core business activities. By outsourcing your mail operations, the routine tasks are handled efficiently by professionals, freeing up valuable time for your team. With the ability to send mail online with just a few clicks, those trips to the post office become a thing of the past, making your workdays more productive.

2. Cutting Costs Without Cutting Corners

Running a full-scale mail operation in-house can be costly. Between purchasing supplies, maintaining equipment, and paying for postage, the expenses add up quickly. Not to mention the human hours and resources needed to manage it all. By outsourcing, you not only eliminate these overhead costs but also benefit from the economies of scale that a professional print and mail service offers. Whether it’s First-Class Mailing,  Certified Mailing, or FedEx 2Day, you can keep your budget in check while ensuring your mail gets sent out on time.

3. Accuracy and Reliability: Get It Right the First Time

Mistakes happen, and when it comes to mailing important documents, they can be costly—not just in terms of money, but also your reputation. Outsourcing your mail operations means partnering with experts who know the process inside and out. From printing and mailing online to ensuring the right postage and tracking, outsourcing simplifies everything. You can trust that your mail will be handled with care and precision, and be sent out on time, every time

4. Stay Compliant with Ease

If you’re in an industry where compliance is key (we’re looking at you, financial services and legal firms), staying on top of regulations is a full-time job in itself. Outsourcing your mail operations can help you stay compliant without the headache. For example, professionals in the field understand the importance of adhering to regulations such as HIPAA (Health Insurance Portability and Accountability Act) for handling sensitive healthcare information or the stringent guidelines required by FINRA (Financial Industry Regulatory Authority) for financial communications.

By utilizing these services, especially at LetterStream, your sensitive documents are processed within secure environments that meet or exceed industry standards. This includes encryption, secure data transmission, and other advanced security measures to ensure that your mail not only complies with legal standards but also maintains the highest levels of confidentiality. Whether it’s sending real mail online with Certified tracking or managing sensitive financial documents, outsourcing to a compliant provider helps mitigate risks and keeps your operations running smoothly and securely.

5. Scalability: Grow Without the Growing Pains

As your business grows, so does your mailing list. But scaling your mail operations doesn’t have to mean scaling your stress levels. Outsourcing allows you to easily ramp up or down based on your current needs, without the need for additional staff or resources. Whether you’re sending out a few dozen letters or thousands of First-Class letters or Certified letters, outsourcing can easily handle it all—seamlessly and efficiently and who doesn’t love that?

6. Embrace the Digital Age Without Sacrificing the Personal Touch

In a world where digital communication reigns supreme, there’s still something powerful about a piece of real mail. It’s tangible, personal, and often more impactful than an email that can be easily ignored. But just because you’re sending physical mail doesn’t mean you can’t embrace the convenience of the digital age. With online platforms, you can manage your mail operations entirely online—you can print and mail your documents with just a few clicks literally from anywhere…an office, the couch, the beach. It’s the best of both worlds.

7. Focus on What You Do Best—Let the Experts Handle the Rest

At the end of the day, your expertise lies in your business, not in running a mailroom. By outsourcing your mail operations, you can focus on what you do best—whether that’s serving your clients, innovating your products, or leading your team. Tasks like sending First-Class and Certified Mail or by sending real mail online in general, are best managed by professionals who specialize in these areas. This way, you can keep your business running smoothly without the added stress of handling mail operations.

If you’re a small business looking to outsource your printing and mailing online, you can sign up for a free account here to try us out!

How To Get Your Mailing Strategy Ready for Q4

As we say goodbye to the third quarter, the big question is: Is your mailing strategy ready for Q4? For many businesses, the final quarter is a make-or-break time of year. Whether you’re managing end-of-year reports, sending out open enrollment letters, or dealing with holiday-related communications, a strong Q4 mailing strategy can be the difference between hitting your goals or missing them.

Here at LetterStream, we know how critical it is to enter Q4 with confidence. The real question is: Are you prepared? Let’s dive into why this quarter demands a streamlined mailing plan, how you can automate your processes, and what you should look out for when planning your business’s mailing strategy.

By the way, it’s not too late to get in the game for printing and mailing needs in Q4.

Why Q4 Demands a Well-Tuned Mailing Strategy

Q4 isn’t just another quarter—it’s often the busiest time of the year for many businesses. You might be juggling various mailing needs like sending time-sensitive open enrollment letters, compliance communications, or violation letters that need to be sent as First-Class mail or Certified mail with a return receipt. Delays are not an option when you’re working with crucial mailings like these, and any hiccups in your mailing strategy could lead to compliance issues, customer dissatisfaction, or missed opportunities.

A robust mailing strategy can help you avoid costly delays and make sure your mailings reach their intended recipients on time. So, ask yourself: Is your Q4 mailing strategy up to par? Are you taking the necessary steps to streamline mailing processes and stay on top of your business mail planning?

Reflecting on Q3: Lessons Learned

Before you dive headfirst into Q4, take a moment to look back at Q3. Did your mailing efforts run smoothly, or were there bumps in the road? Now is the perfect time to assess what worked well and where there’s room for improvement when it comes to sending letters.

Think about the following:

  • Did your team meet mailing deadlines?
  • Were there any delays or errors in getting important documents out the door?
  • How effective was your communication with clients and partners?

These questions can help you identify any gaps in your mailing strategy and prepare for a more seamless Q4. If you found yourself scrambling to meet deadlines or dealing with last-minute mailing issues, it’s time to consider more efficient ways to handle business mail, like sending physical mail online. Streamlining your mailing operations now will ensure you’re ready for the increased demands of the final quarter.

Automate to Streamline Your Q4 Mailing Process

We get it—Q4 is a busy time, and the last thing you need is to spend hours manually preparing and sending mail. That’s why automating your mailing processes by sending mail online can be a game changer. With our advanced mail automation services, you can schedule recurring or one-time mailings, ensuring that everything from your open enrollment letters to year-end tax notices is handled without you needing to worry.

Automation not only helps you streamline your mailing, but it also reduces the chance for error. Meaning, our error-free mailing solutions allow you to focus on more critical tasks while we handle the logistics of getting your documents where they need to go.

Whether you’re managing high volumes of mail or just want the peace of mind that your business mailing solutions are taken care of, automating your processes is the smart move. With Q4 here, there’s no better time to start.

Stay Ahead of Your Mailing Volume in Q4

While postage costs may not rise in Q4, although there will be another postage increase at the beginning of 2025, one thing that does increase is the volume of mail being sent. Between holiday promotions, year-end notices, and important compliance documents, businesses often find themselves managing more mail than usual. This surge in mailing activity can create bottlenecks if your strategy isn’t prepared to handle it.

By planning ahead and streamlining your mailing processes, you can handle the extra workload without overwhelming your team. A well-thought-out strategy allows you to focus on wrapping up the year smoothly, knowing that your mail will be sent out to its destination efficiently and without delays.

Ensure Accuracy in Every Detail

In Q4, there’s no room for mailing errors. Well, there’s never room for mailing errors, but you get the point. Sending inaccurate documents or having mail returned due to incorrect addresses can be costly—both financially and in terms of your reputation. That’s why it’s essential that your mailing strategy includes error-free processes.

To avoid any errors, our automated systems check for address accuracy and document quality, giving you confidence that your mailings will reach the right people, at the right time. We offer an Address List Clean-Up service and we even have a free PDF PreFlight tool that helps you line up your address prior to uploading a job to ensure they are set up correctly.

Plan for Success in Q4

We know Q4 is crunch time for many businesses, and just to reiterate, a well-executed mailing strategy is essential to staying ahead. The good news is you don’t have to tackle it alone. As a printing and mailing company, we specialize in helping businesses streamline their mailing processes and ensure everything runs smoothly—no matter how busy things get.

Are you ready to tackle the final quarter with confidence? Let’s work together to create a Q4 mailing strategy that helps you hit every deadline, meet compliance needs, and achieve your goals. Whether its bulk printing and mailing services, postcard printing and mailing services, check printing and mailing services, or just letter printing and mailing services, we’ve got you! After all, it’s not just about surviving Q4—it’s about thriving and setting your business up for success as you move into 2025.

Happy Labor Day to Our Team and Customers

As Labor Day approaches, we wanted to take a moment to celebrate and honor the incredible dedication and hard work that fuel our success. This holiday isn’t just about a well-deserved break; it’s a time to recognize the contributions of our employees and customers—those who drive industries forward and make progress possible.

Celebrating Our Employees: The Heart of LetterStream

Like we stated above, Labor Day is more than a day off; it’s a celebration of the effort, skill, and commitment that everyone brings to their work. At the core of LetterStream’s success is our team—a group of hardworking, passionate individuals who make everything we do possible. From the folks in our production facility who ensure every piece of mail is perfectly processed, including Certified Mail, to our customer service team that goes the extra mile to assist our clients, each person plays a vital role. We’re really proud of the team that powers our business— the people who go above and beyond every day to ensure that our customers receive the best service possible when sending mail online.

The LetterStream staff together for a picture at a team building event.

Appreciating Our Customers: Partners in Progress

It’s not just our team that deserves recognition, it’s also our customers, who rely on us to keep their businesses running smoothly who also play a crucial role in our success. Whether you’re managing high-volume mailings in healthcare, HOA, financial services, legal matters or any other industry, your commitment to excellence inspires us to keep improving and innovating. From invoice printing and mailing to statement printing and mailing, your trust in us motivates us to continually enhance our services.

Our customers are more than just clients—they’re partners in progress. We understand that your businesses are built on trust, reliability, and efficiency, and we’re honored that you’ve chosen us to be a part of your journey. Whether you’re sending critical documents, statements, large packet mailings, recall notices, violation notices, or everyday communications, we’re here to support you every step of the way.

Labor Day is also a celebration for you for the hard work you put into your businesses. We’re proud and honored to help you achieve your goals and keep your operations running smoothly, no matter the time of year.

Looking Ahead: Continuing Our Commitment

As we honor Labor Day, we also look forward to the future. The upcoming months are some of the busiest of the year, and we’re ready to meet the challenge head-on. Our commitment to excellence remains unwavering, and we’re excited to continue serving our customers with the same dedication and reliability that you’ve come to expect from us.

As you prepare for the final quarter of the year, remember that we’re here to support you. Whether it’s handling an increase in mail volume, ensuring timely deliveries, or providing solutions to streamline your processes like invoice printing and mailing or statement printing and mailing, our team is ready to assist. We’re in this together, and we’re committed to helping your business thrive.

On Labor Day, we want to express our deepest gratitude to our employees and our customers. Your dedication, creativity, and problem-solving skills are what set us apart. It’s because of you that we can confidently say we provide the best solutions for sending mail online and more specifically business mail online in the industry.