The Best Option for HOA Printing and Mailing

Effective communication is the backbone of any successful homeowner association (HOA).

It’s the key to keeping residents informed, engaged and satisfied.

Yet, for many HOA managers and community managers, handling the printing and mailing tasks can be daunting. We know this first-hand because we’ve talked to so many homeowner managers and HOA self-managed communities that are doing all of these tasks themselves.

It’s a lot!

However, it doesn’t have to be a lot and this is where specialized HOA printing and mailing services come into play.

These services are designed to streamline the HOA mailing process allowing for timely and professional communication with residents.

Ok, let’s dive a little deeper in the world of HOA printing and mailing services, shall we? We’ll explore some of the benefits, challenges, and key considerations for implementation.

red blocks on brown wooden tableby Tierra Mallorca

Understanding HOA Printing and Mailing Services

HOA printing and mailing services are specialized offerings tailored to the unique needs of homeowner associations. As experts in the industry for over 20 years, specifically working with homeowners associations, property management companies and HOA software companies we know the specifics of what is needed.

Home owners associations encompass a wide range of tasks, from keeping track of the fees due for HOA invoices and organizing events to handling the mailing process of sending out HOA coupons, HOA statements, HOA violation notices, HOA annual meeting notices, HOA ballots and more…you get the point.

The goal of a printing and mailing company specializing in HOA mailings and one of our goals specifically at LetterStream is to alleviate the burden on HOA managers and team members who often juggle multiple responsibilities, at least when it comes to mail.

By outsourcing these tasks to a dedicated company, HOA managers can focus more on strategic planning and community building while ensuring effective communication is maintained.

The Importance of Effective Communication in HOAs

Let’s be honest here. The backbone of a thriving homeowner association is effective communication. It fosters a sense of community, encourages resident participation, and ensures transparency in HOA operations.

There’s also the fact that there are legal requirements for HOAs to provide certain notices and documents to residents. Again, this is done through the communication HOAs have with their communities. These can include meeting announcements, financial reports, invoices and voting materials.

By using a company that understands the industry and HOA printing and mailing services, the HOA communities and HOA community managers can ensure they meet these legal obligations while enhancing their communication strategies.

Challenges in HOA Printing and Mailing

Like we mentioned above, printing and mailing tasks in-house can be a daunting task for HOAs.

One common issue is the time and effort required to handle these tasks. From dealing with invoices and fees due to stuffing envelopes, applying postage and driving the letters to the post office, these tasks can consume significant resources.

Other challenges HOAs face when printing and mailing on their own include:

  • Ensuring accuracy and compliance
  • Time-consuming tasks
  • High costs of equipment and supplies
  • Errors in mailing addresses or content
  • Difficulty in tracking and reporting
  • Compliance with postal regulations and HOA bylaws
  • Resident dissatisfaction

These challenges are not to be taken lightly and can impact the overall efficiency and effectiveness of HOA operations.

Selecting the Right HOA Printing and Mailing Service Provider

Choosing the right service provider is crucial for the success of your HOA’s printing and mailing operations.

Several factors should be considered. These include:

  • Experience in handling HOA printing and mailing tasks
  • A comprehensive range of services, from products to delivery
  • Competitive pricing and bulk mailing options
  • Positive customer reviews and testimonials
  • Understanding the legal and compliance side
top view photo of houses

Benefits of Outsourcing to Specialized Services Through LetterStream

Outsourcing to specialized HOA printing and mailing services can offer several benefits.

Firstly, it can result in significant cost and time savings. These companies have the expertise and equipment to handle large volumes of printing and mailing tasks efficiently.

That is where LetterStream comes into play.

Being experts in the industry for over 20 years we know the ins and outs of what HOAs really need when it comes to their mailing, including the knowledge and understanding of compliance with postal regulations and HOA bylaws.

Not only have we spoken to many community managers, but we’ve also participated in improving our products and services throughout the years to better serve the HOA industry and HOA software companies specifically.

We can’t tell you how many times we’ve heard, “Ugh I dread when it’s time to do mailings. We have to make a whole night of it.” or “We use another company but they take forever to just send out our stuff and the process isn’t simple.”

That’s so frustrating for any HOA and it’s frustrating for us to hear that HOAs have such a hard time getting the services they need and that they end up having to sacrifice their personal and family time to make sure community needs are met.

To sum it up, LetterStream helps you save on your overhead costs of supplies, postage and equipment, along with saving not only your time but the company’s times as well.

white and red wooden house miniature on brown table

by Blake Wheeler

Enhancing HOA Operations Through Effective Printing and Mailing Services

HOA printing and mailing services offer numerous benefits. They streamline communication, ensure legal compliance, and save time and resources. These services also enhance community engagement through professional and timely delivery of HOA communications.

Choosing the right service provider is crucial. It’s important to consider their expertise, technology, understanding of HOA mailings and ease of use. A good provider will offer a seamless transition, ongoing support, and services tailored to the HOA’s needs.

LetterStream helps HOA communities print and mail violation letters, statements, annual meeting notices and anything else an HOA may need through First-Class Mail, Certified Mail, postcards and FedEx 2Day.

Choosing the Right Print and Mail Service

Why You Need a Print and Mail Service

In today’s digital world, many businesses have shifted to online communication. However, there are still situations where physical mail is necessary, like sending important documents, contracts or invoices or violation notices.

This is where a reliable print and mail service comes in.

Using a print and mail service can save you time, money, and resources. Instead of manually printing, folding, stuffing, and mailing documents, you can simply upload them to an online platform and have them printed and mailed on your behalf.

Also, a really good print and mail service ensures that your documents are handled with care and provides reporting and tracking features, giving you insights into your mailing activities,

Factors to Consider When Choosing a Print and Mail Service

Choosing the right print and mail service for your business requires careful consideration. Here are some factors to keep in mind:

Types of Mailing Services Offered

The first thing to consider is the types of mailing services offered by the company. Do they offer Certified Mail or is it only First-Class Mail? Do they give you the option to choose different paper types and colors? Make sure the service you choose can handle all of your mailing needs.

Additionally, if you’re a B2B business, you may want to consider a print and mail service that offers bulk mail services. This can save you time and money when sending out large quantities of mail and who wouldn’t want that?

Online Platform Ease of Use

person using iMac for online print and mailing servicesby Austin Distel

The whole point of using a print and mail service is to save time and effort. Which is why it’s so important to choose a service that has an easy-to-use online platform. This includes features such as an intuitive user interface, easy document uploading, and the ability to track your mailings.

An online platform that offers a seamless experience from start to finish can greatly reduce the potential for errors and increase efficiency. Look for a service that provides a dashboard where you can manage your account details, view past transactions, and even track your mailings if you opted in for that.

Turnaround Time

As you know when it comes to mailing important documents, time is of the essence. Make sure the print and mail service you choose has a quick turnaround time. Ideally, they should be able to print and mail your documents within 24-48 hours.

Furthermore, if your business requires expedited services for last-minute mailings, check if the provider offers rush options. Knowing that you can rely on a quick option in urgent situations can be a huge plus when choosing the right service.

Cost

Of course, cost is a major factor when choosing a print and mail service. Compare prices between different services and like we mentioned above, consider the types of services offered and turnaround times. Something to ponder is that paying a little extra for a more reliable service may be worth it in the long run.

Oh and one more little note to keep in mind. While evaluating costs, don’t forget to account for hidden fees such as setup charges, minimum order requirements, or cancellation fees. A transparent pricing structure without unexpected costs can help you budget more accurately for your mailing needs.

Security and Privacy

Secure mail envelope
by Mediamodifier (https://unsplash.com/@mediamodifier)

When sending sensitive documents, security and privacy are of utmost importance. Be sure the print and mail service you choose has secure servers and protocols in place to protect your information.

It’s also important to inquire about the company’s data handling policies and whether they comply with regulations like GDPR or HIPAA, depending on your industry. The assurance that your confidential documents are handled with the highest level of security can give you peace of mind with each mailing.

Customer Service and Support

In case of any issues or questions come up, it’s important to have support from your print and mail service. Look for services that offer help whether it’s through phone, email, or a chatbot.

Quality customer service should be knowledgeable and responsive, capable of resolving any concerns swiftly. Make sure to read reviews or testimonials to gauge the service’s reputation for customer support before making your decision.

LetterStream for Printing and Mailing

Ok, so here’s the part where we tell you more about us! As experts in the industry, we’re a popular choice for businesses looking for a user-friendly online platform and quick turnaround times and we’re not just saying that.

Everything we’ve mentioned above with what to look for, we offer! Whether you’re an HOA manager looking to mail out your annual meeting notices, invoices or statements, a lawyer looking to send bulk Certified Mailings, a company needing to send out mass communication about a product recall or someone just wanting to send a single letter to grandma, we’ve got you. And, our online platform is a breeze to use. You can easily upload a job in 2 minutes or less, choose different paper and envelope types and it allows for real-time tracking of your mailings with no signup or monthly fees and no order minimums. You literally just pay for what you want to send.

Oh, and you shouldn’t have any issues when using us but if you do run into any or have questions, we have a very knowledgeable chatbot that is available 24/7 to help you out and of course our awesome customer support team is on hand as well. Not much usually comes up for our customers because we offer the option to pause, stop or shred a job from inside your online portal, but we are here if you need us.

Some more of our benefits include:

  • Amazing speed! 99% of jobs are mailed by next business day, with many mailed the same day we receive it
  • See instant, real-time proof of your mailings
  • Easily add reply envelopes or additional inserts to a mailing
  • Create your mailing anytime, day or night
  • Find any mail piece you ever sent by name or address
  • Certified Mail and FedEx 2Day tracking stored indefinitely in your account
  • Receive an email notification when your job is mailed

We offer a variety of products including First-Class Mail, Certified Mail, FedEx 2Day, Registered Mail, HOA Annual Meeting Notice packets, postcards and more.

Tips for Using a Print and Mail Service

If you’ve decided to use us, great! Either way, once you’ve decided to outsource your print and mail services, there are some tips to keep in mind for making the most out of their services:

Organize Your Documents

Before uploading your documents, make sure they are properly organized. This will save you time and prevent any mistakes during the printing and mailing process.

Proper organization also includes ensuring your documents are formatted correctly and meet any specifications required by the service. Double-check that all files are in the correct format and resolution to avoid any printing issues.

If you create a free LetterStream account then you have access to our free PDF tool, which helps you double-check address placements and errors before uploading your documents.

Double Check Addresses

white Unsplash mail letterby Jonathan Kemper

When sending important documents, it’s crucial to double-check the recipient’s address as any errors in the address could result in the mail being returned to you.

Taking the time to verify addresses can prevent delays and additional costs associated with returned or misdelivered mail. Many print and mail services offer address validation tools, so take advantage of these features to ensure accuracy. To answer your question, of course, LetterStream offers this service. We call it the Address List Cleanup (CASS) tool, which you can learn more about here.

Optimize Printing and Mailing Frequency

To save time and costs, consider optimizing your printing and mailing frequency. Instead of sending one document at a time, batch them together and send them in one mailing. Scheduling regular mailings, such as monthly invoices or quarterly newsletters, can help streamline your operations.

Final Thoughts

Choosing the right print and mail service is an important decision for any business. Consider the factors mentioned above and choose a service that best meets your needs and budget. With the right print and mail service, you can save time, money, and resources, and ensure that your important documents are delivered securely and on time.

To learn more about how LetterStream can help you with your print and mail needs, sign up for a free account, with no hidden or monthly fees, here.

Elvis Presley and How to Return Mail to Sender

A story from the Letterman about return mail all thanks to a classic song…

It was a busy day of making mail and innovating today. I traveled to multiple facilities and had a brief celebration of our most recent quarter. I gave a Starbucks card and a high-five to our team leader, who produced the most pieces of mail for the month and watched as we spooled up a new process of shipping pallets of mail to send across the country for speedier mail delivery.

To give a little context, my family is out of town and I’m sitting in an Italian restaurant that is open late, having a little desert and writing blog posts about mail. 

Is this not how everyone spends their Friday night? Or is that just me?

Anyway, Frank Sinatra and Dean Martin had been playing to set the mood of fine dining. I’m in the zone, cranking out blog posts and savoring affogatos after experiencing a wonderful day in the factories. As if it wasn’t already going great, the icing on the cake was when Elvis Presley came up in the playlist singing, get ready for it… Return to Sender. Now, to most, this would simply mean a great Elvis Presley song was playing. To a Letterman, however, this was gold. Could a day be any better?!

Elvis Presley and Mail

In case you might not be aware of what the song is, here is a little overview and some of the lyrics I got to listen to while celebrating a fantastic day of mail:

According to Wikipedia, “Return to Sender” is a song recorded by American singer Elvis Presley and performed in the film Girls! Girls! Girls!. The song was written by Winfield Scott and Otis Blackwell to suit Presley’s rock and roll musical style. The singer laments his relationship with a spiteful partner. Released on October 2, 1962, and published by Elvis Presley Music, the song became a commercial hit and received praise for its lyricism and melody.”

Lyrics:

I gave a letter to the postman

He put it in his sack

Bright early next morning

He brought my letter back

Return to sender, address unknown

No such number, no such zone

We had a quarrel, a lover’s spat

I write I’m sorry, but my letter keeps coming back, 

address unknown

How timeless are the words from the king of rock and roll?

Return Mail That Isn’t Yours

Ok, but let’s talk about this for a minute. Granted the song is about two people who knew each other and one writes the words Return to Sender as if they don’t live there anymore, but I ponder the thought of mail ending up at the wrong location.  

Which brings up the question: How often do we get a piece of mail that doesn’t belong to us?

As a recipient of mail myself, it’s a scenario I’ve encountered more times than I can count due to the United States Postal Service. There’s a certain curiosity that accompanies the moment when you realize the letter in your hand is addressed to someone else—a mix of intrigue and responsibility. It’s also a reminder that even in our digital age, the tangible exchange of snail mail still holds a place of significance in our lives.

When faced with this situation, my first instinct is always to do what’s right—to ensure that the first-class letter finds its rightful owner. It’s a simple act of kindness, but one that carries weight and importance. After all, behind every piece of mail is a story, a connection waiting to be made, even.

Returning the letter to its sender is not just a matter of correcting a mistake—it’s an act of respect and consideration. It’s about honoring the privacy of the individual to whom the letter was intended and upholding the integrity of the postal system.

How to Return Mail/Send a Letter Back?

But returning a letter isn’t always straightforward. Sometimes, there are no clear indications of the sender’s identity, and I’m left to rely on my instincts and intuition. It’s a process that requires patience and persistence, but one that’s ultimately rewarding.

Here are some helpful tips on how to return mail that was sent to the wrong address or if the person no longer lives there.

  • On the envelope write the words “Return to Sender” or “Not at this address.” 
  • If there is a barcode on the # 10 envelope, cross that out to help ensure it doesn’t come back to you again.
  • Put the mailpiece back in your mailbox, an outgoing collection mailbox or you can hand it back to your postal worker or mailman the next time you see them.
  • If placed back in your mailbox and you have the option, put the red flag up, indicating you have outgoing mail.

On that note, if you’re sending a letter a bulk mailing that’s considered important, you may want to consider sending it in a way where you can track it. On our LetterStream website, we offer the ability to track your letters right inside of your online portable. So, if you’re sending Certified Mail, Registered Mail (international only) or FedEx 2Day letters allowing you to see if they were delivered, signed for or undeliverable. Just something to keep in mind so this doesn’t happen to you.

Return to sender written in red ink for return mail

There’s a sense of satisfaction that comes from knowing that I’ve played a small part in ensuring that a piece of mail reaches its intended destination. So the next time you find yourself holding a letter that wasn’t meant for you, remember the importance of kindness and consideration. By returning the letter to its sender, it extends a helping hand to a stranger, even in the simplest of ways.

As I wrap up this blog and my time here at the Italian restaurant, I can’t help but secretly hope that anyone who reads this post will now think of us here at LetterStream every time they hear Elvis Preseley’s Return to Sender. 

Now Available! Send Registered Mail Through LetterStream

We’re excited to announce that sending Registered Mail online is now available in your online portal. If you’re a company or someone who is required to send letters internationally with tracking then this product is definitely for you. We’ll dive into what Registered Mail is, the reality of sending letters this way, alternative options and how to access this feature in your account. Let’s dive in!

What is Registered Mail?

If you’re not sure what Registered Mail is here’s a quick overview:

USPS Registered Mail is basically like sending Certified Mail except it’s to international locations. You are supposed to get proof of mailing, a unique tracking code, proof of delivery and a signature confirmation upon delivery.

Now, here’s the thing, it is technically considered to be a more secure process than Certified Mail tracking is. With Registered Mail tracking the sender can potentially get more progress updates than one would if sending a Certified letter. Tracking Registered Mail is considered to be a more in-depth process. A Registered letter can be tracked from the beginning, starting with the person at the USPS Post Office, then to each location it arrives at and when, to its delivery status, delivery confirmation and recipient signature.

Sending A Registered Letter Isn’t For Everyone

With that being said, we want to be completely up-front and transparent about this new product offering. We go more in-depth about it on our blog post here, but the reality behind sending Registered Mail is that it actually isn’t as secure as the USPS claims it to be especially when sending to international addresses. After our part is done it gets sent to the Post Office and then shipped out from there. Once the letter lands in the destination country, a new courier is responsible for delivery. Because of that they may or may not follow the proper protocols and that is beyond our control. 

Something else to keep in mind, the delivery timeframe can take a very long time, the cost is a lot higher (more on those later) and a signature confirmation is also NOT guaranteed.

Again, we’re only stating all of this because we want to make sure you’re aware of what to expect when sending your letters this way.

Ok, now let’s get more into the details of sending a registered letter.

The Pink Slip

Registered Mail pink slip on an envelope of an international letter

If you’ve never heard of a pink slip in the mailing world than let us explain. A Registered letter pink slip is the equivalent of a Certified Mail green card (which is also known as a Return Receipt or an Electronic Return Receipt). The pink slip is placed on the back side of a mailing envelope. It covers the envelope flap to help secure the mailing. The Post Office will also stamp on and around both the pink slip and the envelope flap so that the sender and receiver can see if either has been tampered with. Again, this is not guaranteed but it is essentially what is supposed to take place.

Registered Mail Cost

Let’s briefly talk about price. It’s important to know that the cost of sending a Registered letter is on the higher end, especially compared to sending regular mail. Since Registered Mail is sent internationally, the location changes the cost of sending it. When sending through LetterStream, the price for sending Registered Mail starts at $30 and goes up from there. Not so great, we know.

Delivery Time

Ok, here’s the other not-so-great part. Sending a Registered letter can take a while to get to its destination. Again, this all depends on the location the letter is being sent to but it’s important to note that it can take a long time for a letter to arrive. How long you ask? It can take, on average, 15 days (about 2 weeks) to be delivered but it can also take anywhere from 6-8 weeks (about 2 months). And yes, you did, in fact, read that correctly.

If you have to send a letter internationally then Registered Mail is for you. However, if you’re looking to send a secure letter within the US then USPS Certified Mail is absolutely the way to go.

Access Registered Mail in Your LetterStream Account

To send a Registered letter online through LetterStream, simply login to your online portal (if you’re new you can create a free account here) and click on ”Send Letters.”

On the right-hand side there will be a section called “I would like my mailing sent” and below that you can choose to send your letter as Registered Mail. You can then go through the process of uploading a job to the website and proofing it. From there we handle the rest, including the printing, stuffing and mailing. After your letter is sent you can go back into your account and track the process of it. Keep in mind, that only 15 sheets of paper can be sent in each Registered envelope.

Although Registered Mail is the most obvious choice when you’re required to send mail internationally with tracking, it is important to remember that the process can be more promising than it seems. Unfortunately, tracking, signature confirmation, and delivery are not actually guaranteed. Sometimes the tracking is behind or it doesn’t actually track throughout the entire process. Sometimes you may not actually receive a signature confirmation and like we mentioned above, sometimes it can take a really, really long time to arrive at its destination.

With that said, we don’t recommend using Registered Mail unless it’s an absolute must and, in that case, we’re happy to offer this product to you.

To learn more about Registered Mail click here and to learn more about Certified Mail service with USPS tracking click here.

How to Seed Your Mailing List and Marketing Campaign

In the world of mailing, first impressions are often the most impactful. When sending a letter online the expectation is that your recipient opens their mailbox, retrieves your letter, and takes in its contents. This moment is crucial and we recognize the significance in that. Hence why we’re huge advocates of customers seeding their mailing campaigns a practice that may seem a bit unconventional coming from a printing and mailing company.

What is Seed Mailing?

Seed mailing or a seed mailing list is a simple yet powerful strategy that allows you to monitor the performance of your mailing provider. Essentially, it involves adding your own address or the addresses of friends and colleagues to your USPS mailing list. By doing so, you receive a copy of the mail piece alongside your intended recipients. This simple yet effective strategy offers firsthand insight into how your mailings are handled and delivered.

Benefits of A Seed List

As we mentioned above, we champion for our customers to seed their list, for numerous reasons. Firstly, it provides a comprehensive understanding of your mailing provider’s performance. By witnessing the journey of your mail piece yourself, from creation to delivery, you can assess its quality and efficiency and if it actually makes it to you in general.

Secondly, seeding your mailing list isn’t just about monitoring—it’s also about gaining confidence when sending to your marketing mailing list through USPS First-Class Mail or when sending community announcements for Homeowner Association Mailings, important notices or legal notices sent via Certified Mail. Basically, seeding offers reassurance by confirming delivery. It’s a proactive step towards ensuring accuracy and reliability in your messaging.

Check-In on Speed and Efficiency

Now that we got through all of that, let’s talk about expediting your USPS mailing online using LetterStream. There are several strategies you can use to streamline the process. One approach is to include your own name and address in the CSV file or merged file used for your mailing. This ensures that you receive a copy of the mail piece alongside your recipients. 

A second option would be to utilize a seamless solution we offer in our online platform. When you’re in your account you can simply click the “Add Additional Recipient” button and type in your information to include your address directly. It’s super easy to do, just look at the screenshot below.

Add New Address

Empowering Your Mailing Campaigns

Seeding your mail job isn’t just a precautionary measure for quality control—it’s an opportunity to gain invaluable insights into your communication strategy. By proactively monitoring and optimizing your mailings you can guarantee that each communication is able to leave a lasting impression. Whether you’re sending community updates, business announcements, or promotional materials to a mailing list for marketing, seeding empowers you to refine your approach and maximize your impact.

Seed Your Mail With LetterStream

Just remember in the world of communication that will live on, every detail matters. Seeding your mailing campaigns with LetterStream is about empowering your small business or company. By taking proactive steps when you mail letters, you can then take your communication strategy to new heights. So go ahead, embrace the power of seeding, and unlock the full potential of your mailing campaigns with LetterStream.

Get to Know LetterStream’s Pricing to Send a Letter Online

A quality we really pride ourselves in over here at LetterStream is understanding that transparency is a key component when it comes to choosing a solution to print and mail out your letters, along with one that fits seamlessly into your budget.

Recently we received an excellent question from one of our valued customers. They were asking about the monthly and yearly costs associated with our services. Although our pricing is pretty simple, we figured it would be beneficial to break it down a bit more here on the blog for our current customers and potential new customers to help alleviate any confusion.

So, let’s dive into it.

Our Pricing Philosophy: Free Access, Only Pay for Mailings – What?!

We’re extremely proud to offer a straightforward pricing model for our services based on USPS mail prices. If you’re wondering about the price to send a letter through LetterStream, keep on reading.

Our basic services come with zero monthly or annual fees – that’s right, it’s absolutely FREE to access our website and experiment with all the mail-making features.

And no, this isn’t a joke, we promise. You only incur costs when you have a specific mailing job. So, if you don’t send mail in a given month, you won’t pay a dime. It’s really that simple.

Mailing Costs: Affordable and Customizable

Ok, let’s talk about the price of mailing a letter and the costs associated with it. When it comes to printing and mailing online, we keep the costs simple.

For instance, sending a one-page letter printed in black ink on 8.5″ x 11″ and mailed via USPS First-Class Mail starts at $1.13 each. Similarly, if you want to send Certified Mail via the USPS, those start at $7.34. You can also send USPS Certified Mail with an electronic mailing receipt for an added price. If you’re looking for super fast delivery that’s where FedEx 2Day comes into play and starts at only $13.50. We also have cheaper options where you can easily send a postcard that will cost you a mere $.78.

Basically, it’s a pay-as-you-go system, ensuring that you only pay for the mailings you send.

Try Before You Buy

LetterStream logo with the words free acount and everything you need for a print and mail job with a click here button

We encourage you to give our print and mail services a try – for free! Here’s an extra perk we forgot to mention. No credit card is needed to experience the full functionality of our website. It’s so simple to take advantage of our easy-to-use interface, explore the advanced features, and see if LetterStream meets your needs.

We purposefully designed our pricing model with simplicity, flexibility, and cost-effectiveness in mind.

Additional Features

Now that we’ve covered our free pricing subscription (again mailing cost and service of sending a job only), let’s dive a little bit deeper. We take pride in offering more than just mailing services. Our platform is equipped with several additional features to enhance your experience when you sign up:

  • Trained AI Chatbot to answer questions 24/7. Although this one is available on our website in the bottom right-hand corner even if you aren’t a member.
  • Traditional help pages and videos are instantly available.
  • Multiple-user access.
  • Various user-access roles.
  • Reporting offered by user, department and job type.
  • Mailing jobs guaranteed to go out on time.
  • Easy-to-use interface.
  • Different types of perforated/perf paper to select from.
  • Return envelope options.
  • Can accommodate all types of jobs, including Fist-Class Mail, Certified Mail, FedEx, Postcards, Registered Mail and Flats.
  • Easy-to-use ‘Search’ feature to find any job or recipient that you’ve mailed to.
  • And, of course, our extreme commitment to excellence to serve our customers.

For an added cost, here are some more advanced options that can be accessed:

  • Load a document of variable page count per recipient and we’ll sort it out for you.
  • Address List Cleanup to help reduce undeliverable mail.
  • Ability to send an email copy in addition to a letter for $0.20.

If you’re visiting us for the first time and want to get in on all the cool features we offer and to help you get your mailings out the door, then comment below for a new customer promo code to get $10 free added to your account to test out sending a letter online.

To learn more about Certified Mail prices, First-Class Mail prices and other services we offer, click here.

How to Proof Your Letters When Sending Mail Online

Here’s something fun for you to do on your next printing and mailing job, spend a few extra moments reviewing online proofs of your mail!

Ok, just kidding, that’s not actually the most fun thing at all. In fact, sometimes it’s downright painful for people, so much so that they just skip the process. But trust us it’s something you’ll want to start doing when you send mail online because your end product will then be sent out perfectly.

Take the time to review your letters

It’s really important to take the time to look over your proof before you zip through to checkout. In fact, it’s so important that just last year we spent some time making the link to view your proofs more prominent, in an effort to remind you to review the documents you uploaded before sending out your snail mail.

Right before you get to the checkout screen, on the right-hand side, there is a blue ‘View‘ button. This button appears next to each person you send mail to, allowing you to view each one. 

Fun fact: behind-the-scenes we like to call it the Little Blue Button. We started calling it that one day when talking about improving our process for it and the name has stuck ever since. 

Screenshots of the LetterStream online customer portal that showcases where the proof button is located.

Ok, back to it. Look, the truth is, we get it. When you’ve finished uploading your documents and are done with this portion of your work, getting the ‘Order Acceptance‘ email from LetterStream is exciting because you know your part of the process is over. It also means your mailing is moments away from cruising through LetterStream’s crazy, fast production facility. However, it’s important to note that just because you were quick to get that “order acceptance’ email, doesn’t mean you were quite ready to send it or that it was actually ready to go on your end. 

Truth is, we need some help from you to make certain your job is fully ready to print and mail.

Oops, mistakes were made

As much as we like talking to and helping our customers, we also like to save them time. Here are some popular and frequent emails our Customer Support team takes after a job has been mailed that showcase why it’s a good idea to check your proofs:

“Argh! I forgot to add my return envelope, it is too late to add it in now?”

“Oops! I forgot to specify that I wanted my flier printed in color. What do I do now?”

“Yikes, I forgot to run the letter past the CFO and mailed out the wrong prices!” 

As you know, we like to help our customers make the very best impression possible when using our online printing and mailing service, but we also like to go really, really fast, which everyone likes. If your mailing has mistakes in it, then that means we have to stop production on it and possibly even shred a job. In short, this just adds more time to the process. 

Things to look out for when viewing your proofs

different samples of proofs of letters that are to be mailed and printed by LetterStream. First-class letters and #10 envelopes included.

In order to avoid having to use our Chatbot on our website (although it is a great tool to utlize that’s availabe 24/7) or contact customer service to make changes to a job, here are some things that you might want to check for before the final submission that will be helpful to both you, the customer, and us here at LetterStream.

Ask yourself:

  • is my return address correct?
  • are all pages and envelopes included?
  • did I include the correct mailing list of addresses?
  • am I using the most up-to-date information?
  • are all dates/phone numbers on my documents correct?
  • are the amounts in the document correct and properly formatted?
  • do my addresses all seem to be properly formatted?
  • Did I make sure to choose the correct type of mailing, like USPS First-Class Mail, USPS Certified Mail or Certified Mail with Electronic Return Receipt for USPS tracking?

Many other items need to be examined for a perfect mailing, but the questions above might be a good place to start. Then maybe you can create a list of ‘things to double check’ when it comes to mailing a letter. 

After all, being a printing and mailing company, we like it as much as you do when your mail goes out fast and perfect! So, while the proofing task isn’t the most fun, it’s really is fun to know that you’ve just completed another perfect mailing online!

Printing and Mailing and Lots of Fun

This week our team got together and we celebrated the success of our 2023 Q4 at pretty cool escape room called Escapology. Here’s the backstory. LetterStream is a printing and mailing company that allows businesses to send mail online without the hassle of going to the Post Office.

We do it all from sending First-Mail Mail, Certified Mail, postcards, FedEx 2Day, checks and invoices, HOA annual meeting notices with proxy and Registered Mail. And you know what else we do? We provide awesome and fun events for our team members for all of their hard work helping to get all those services out the door.

Quarterly Gatherings

Each quarter we gather together to celebrate the previous quarter. We try and switch it up each time with a new location and theme. As mentioned above this time we met up after work at Escapology for a night of fun detective work. The first hour consisted of a company presentation with catered food where we discuss the strengths of the company and where we could possibly improve. We talk about our customers and how we’re serving them, how we’re handling bulk mailings, new staff we have brought onto the team, new products we have launched, like when we turned on FedEx 2Day or implemented our new Chatbot onto our SAAS website and any announcements for up-and-coming projects we need to be aware of.

Lots of Fun

On top of that we also love giving our door prizes! After our presentation we usually find fun ways to hand out hand prizes. Sometimes we play games, sometimes we draw names out of a hat and sometimes we spin a wheel. You never know until you attend the event. After the presentation, food and prizes it was time to break out into teams and head into the escape rooms! This part was extra fun that came with a lot of teambuilding moments, laughter and the chance to get to know each other a little bit than the day prior.

We won’t spoil it by telling you which group won but let’s just say it was a competitive night that was also a lot of fun!

Core Values Behind the Printing and Mailing

Here’s the thing, LetterStream lives by a set of internal core values, which we pride in ourselves as a company and take very seriously. They include not only valuing our customers but also our employees, staff and vendors. This is a way for us to showcase our appreciation for the team efforts that go into producing snail mail for business and individuals to be sent to mailboxes and P.O. boxes efficiently and effectively.

Join LetterStream at the 2024 Community Association Law Seminar

As the legal industry and law firms continue to evolve, professionals are constantly seeking innovative solutions to enhance their efficiency and client communication.

With that being said, LetterStream, a leading provider of printing and mailing services, is thrilled to announce that we will be attending the 2024 Community Association Law Seminar, taking place on February 14-17 in Las Vegas to help bring awareness to lawyers and law firms about more efficient ways to send out their mailings.

Simplied Communication for Lawyers

In the legal world, effective communication is paramount. Attorneys often find themselves inundated with crucial letters and documents that need to be sent to clients promptly. That’s where we come in! LetterStream specializes in simplifying this process by offering a streamlined and efficient platform for the printing and mailing of important correspondence that is secure and confidential!

Why We Are Attending

Our reason for attending the 2024 Community Association Law Seminar is to showcase our services that empower lawyers to focus on their legal expertise while leaving the task of printing and mailing in capable hands. By leveraging LetterStream’s services, legal professionals can enhance their client engagement strategies, ensuring that important information reaches clients in a timely and professional manner.

The Community Association Law Seminar is the premier conference for attorneys and insurance professionals who represent those in homeowner’s associations (HOA community management), property management, condominium communities, or housing cooperatives.

And guess what? We do a ton of printing and mailing jobs for homeowner’s associations. In fact, we also provide print and mail fulfillment to many software providers that serve community associations, so it makes sense for us to connect with HOA lawyers.

Networking Opportunities with LetterStream Experts

The Community Association Law Seminar provides an excellent opportunity for legal professionals and attorneys for HOAs to connect with the experts at LetterStream. Attendees can engage in one-on-one discussions, seek solutions, and gain insights into how LetterStream’s services can be help  meet their specific needs.

We can sit and discuss all of our mailing options including Certified Mailv (key for lawyers to have access to), Certified Mail with Electronic Return Receipt (USPS tracking and signature confirmation), USPS First-Class mailings, FedEx 2Day, Statements, postcards for marketing purposes and more. Or, you can just come hang out with us in our booth. We promise we’re fun to be around!

LetterStream’s Commitment to Legal Excellence

With a commitment to excellence and a proven track record of serving the legal community, LetterStream is dedicated to helping lawyers navigate the challenges of sending communications out easily and with minimal effort.

To learn more about the 2024 Community Association Law Seminar, click here

How to Send Certified Mail to a PO Box

As experts in the mail industry, we often encounter questions regarding Certified Mail, especially when it comes to sending them to P.O. Boxes. Well, we’re about to shed some light on the very popular question: Can you send Certified Mail to a PO Box?

The quick answer is yes, you can send Certified Mail to a P.O. Box, however, there are things to consider when doing so but we’ll talk more about that later.

Understanding and Tracking Certified Mail

Before getting into the specifics of sending to P.O. Boxes, let’s first understand what a Certified Mailing entails. It’s a service offered by the United States Postal Service (USPS) providing senders with a level of assurance that their important documents have been sent, delivered or attempted for delivery. When sending mail via Certified you can also get a Green Card, also known as a Certified Mail Return Receipt or an Electronic Return Receipt (ERR) and get a copy of the signature of the recipient sent back to you.

Who Would Send a Certified Letter?

Sending a Certified letter is a popular choice for individuals and businesses dealing with crucial documents, legal papers, contracts, or sensitive information. It offers proof of mailing and delivery, which can be invaluable in various scenarios, such as legal proceedings, contract disputes, or important communications where a record of receipt is essential.

Can You Send Certified Mail to a P.O. Box?

Like we mentioned above, the answer is yes, you can send Certified Mail to a PO Box. However, there are a few key considerations to keep in mind to ensure a smooth and successful delivery.

When addressing Certified letters to a P.O. Box, it is crucial to include the P.O. Box number in the address. This ensures that the postal service can accurately route the mail to the correct destination within the post office. The recipient’s name and the P.O. Box number is essential for a precise delivery.

It’s worth noting that Certified Mail sent to a P.O. Box requires the recipient to visit their local post office to retrieve the mail. Unlike regular mail, which is placed directly in the P.O. Box, Certified letters often involve a signature upon receipt (ERR), adding an extra layer of security and accountability. And if you’re wondering, “Does Certified Mail require a signature?” No, it does not but you can definitely choose it as an option for added tracking and security.

Certified Mail tracking is included. As a sender, you’ll receive a receipt with a unique tracking number. This tracking number allows you to monitor the delivery status, giving you peace of mind about the progress of your important documents or packages.

All-in-all, Certified Mail is a versatile and secure option for sending important items, and yes, it can be sent to a P.O. Box. By following the proper addressing guidelines and understanding the additional steps involved, you can ensure that your letter reaches its destination with precision and reliability.

Using LetterStream

To avoid unnecessary trips to the Post Office and to take the hassle out of sending any type of mail then use our website! Once you upload your job, we do the rest for you, including printing, inserting and mailing your letters. When sending USPS Certified Mail online through LetterStream, the Certified Mail cost starts at $7.34, which includes the Certified Mail fees and then goes up depending on the add-on services and type of envelope you’d like to use.