hoa mail | LetterStream Blog

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

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

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

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

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

HOA Mail Conversations That Matter

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

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

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

A Better Way to Handle HOA Mail

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

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

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

What We Offer HOA Managers

We make life easier for HOA pros. Period.

Whether you’re sending:

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

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

Why We Keep Showing Up

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

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

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

To learn more about sending HOA mail online, click here.

LetterStream offers bulk printing and mailing services allowing companies to send physical mail online. Whether it’s online Certified Mail, First-Class Mail, FedEx 2Day, or postcards, we give both small businesses and large corporations that time and freedom back to work on tasks that better serve the company. If you’re interested in creating a free account, you can do so, here.

How Your HOA Mail Process Could Actually Hurt Your Community

I’ve seen it too many times, HOAs doing their mailings in-house, and it’s hurting communities.

When we first started working with HOAs at LetterStream, I kept seeing the same thing over and over: Good boards. Hardworking community managers. Total chaos when it came to mailing important documents.

Maybe you’ve lived it, too—ballots that didn’t reach homeowners. Certified letters sent too late to meet compliance rules. Financial disclosures stuck on someone’s desk while the clock kept ticking.

It doesn’t seem like a huge deal at first. But every missed notice chips away at homeowner trust. Every late mailing risks compliance headaches. Every misstep invites unnecessary drama—and I don’t think any of us need more of that in community management.

Mailing isn’t just paperwork. It’s one of the few official ways your board communicates with your homeowners. When the mail goes wrong, it makes everything else harder.

And honestly? I think a lot of communities deserve better.

The Problem Isn’t the People—It’s the Process

In my experience, it’s never about people not caring.
It’s about asking small teams to manage too many manual steps: printing, folding, stuffing, labeling, mailing, tracking. Every one of those steps is a chance for something to get missed.

And let’s be real—HOA offices weren’t built to be full-service mailrooms.

That’s why we built LetterStream to help HOAs send mail online—real, trackable mail—without the piles of paper, the runs to the post office, and the constant worry about what fell through the cracks.

Instead of burning out your team, you can just upload your files, pick your mailing options, and get on with the work you actually want to be doing.

Because running a community is hard enough without the mailing disasters.

A Better Mailing Process = A Stronger Community

When your HOA mailing runs smoothly, a few things happen:

Homeowners trust that important information will reach them.
Elections feel clean and legitimate.
Legal compliance becomes a whole lot less stressful.
Your board looks organized and professional—and that matters.

It’s not flashy. It’s not exciting. But consistent, reliable mail builds a stronger, healthier community. Period.

What LetterStream Brings to the Table for HOAs

We didn’t build LetterStream for perfect-world HOAs with unlimited budgets and full back-office staff.
We built it for the real world—the one where you need to get 500 meeting notices out this week, track 75 certified violation letters, and maybe handle an election or two… all without dropping the ball.

Here’s what you can expect when you use our platform:

First-Class Mail, Certified Mail, FedEx 2Day, postcards and other business mailing options—all handled online.
No minimums—whether you’re sending one notice or a thousand.
Next-business-day processing to help you stay ahead of deadlines.
Return envelopes and custom options for elections and billing packets.
Detailed tracking and full reporting, right in your account—no digging through piles of green cards.
A simple, clean platform that doesn’t require hours of training to figure out.

It’s professional mailing, built for the realities of HOA management—not for some fantasy land where mailing days never get hectic.

Heading to CAI? Let’s Talk About It

If you’re coming to the CAI National Conference in Orlando, May 7–10, we’ll be there too at Booth 333.

No big sales pitch, just real conversations about how to make HOA mailings easier, cleaner, and way less stressful.

If you’ve ever wished for an easier way to handle notices, ballots, and Certified Mail, come find us. We’ll show you how it’s done. Or if you want to get a head start? You can send HOA mail online today with LetterStream.

HOA Made Easy – Visit Us At The CAI National Show

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

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

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

You’ve Got Mail To Send

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

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

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

What Kind of HOA Mail Are We Talking About?

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

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

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

Booth 333: Where Your Mail Problems Go to Disappear

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

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

I love LetterStream ribbon at the CAI show.

Who Should Swing By?

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

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

See You in Orlando!

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

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

Join LetterStream at the 2025 CAI National Show in Orlando

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

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

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

Why We’re Showing Up

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

That’s where we come in.

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

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

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

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

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

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

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

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

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

What Makes Mailing with LetterStream Different?

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

Here’s what that looks like in practice:

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

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

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

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

Come Say Hello

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

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

LetterStream offers bulk printing and mailing services allowing companies to send physical mail online. Whether it’s online Certified Mail, First-Class Mail, FedEx 2Day, or postcards, we give both small businesses and large corporations that time and freedom back to work on tasks that better serve the company. If you’re interested in creating a free account, you can do so, here.

How to Make Sending HOA Mail Easier

Managing an HOA means juggling homeowners association dues, violation notices, community updates, and board elections—all requiring reliable communication. But sending mail the traditional way can be time-consuming and costly. That’s where online mailing platforms like LetterStream come in.

When using LetterStream, HOAs can easily send mail online, whether it’s a homeowners association annual meeting agenda, proxy ballots, or Certified Mail for violation letters. Our online platform automates the entire process, eliminating the need for printing, stuffing, and mailing letters yourself. Plus, we have an API option that seamlessly integrates with HOA management software companies like CINC, making it even easier.

The Struggles of Traditional HOA Mail

Handling HOA mail manually presents major challenges including:

High costs – Postage, paper, and labor expenses add up.
Time-consuming – Printing and mailing homeowners association dues notices and other documents takes valuable time.
Compliance concerns – Late or lost mail can create legal and financial issues.
Lack of tracking – HOAs need proof that critical letters were sent and received.

A mailing service like LetterStream solves these problems with automation, tracking, and seamless integration.

How LetterStream Streamlines HOA Mail

Simplify Sending Mail

Instead of dealing with printers and envelopes, HOAs can send physical mail online in minutes. Upload your documents, choose recipients, and we handle the rest.

HOA Software Integration for Seamless Mailings

Our API connects with HOA management software like CINC, allowing for automated mailings of homeowners association dues reminders, violation notices, and community updates—all from the same system you already use.

Proxy & Ballot Mailings for HOA Elections

For board elections and annual meetings, HOAs must distribute proxy forms, ballots, and the homeowners association annual meeting agenda. LetterStream ensures:

Accurate mailing of ballots and voting instructions.
Real-time tracking for compliance.
Address verification to reduce return mail.

Send Certified Mail Online for Legal Compliance

Some HOA communications—like delinquency notices and violation warnings—require Certified Mail tracking. Our platform allows you to send Certified Mail online with tracking and the option of an electronic proof of delivery (Electronic Return Receipt). And, you can even track it all right from inside your LetterStream account.

Cost Savings & Bulk Mailing Discounts

HOAs can send mail more affordably when sending bulk mail. When you take into account the time spent to physically send mail yourself including supplies, postage and the time it takes to the Post Office—it adds up. The ability to have it all done for you without literally having to leave your desk, the price to send online is actually priceless.

The Future of HOA Mail is Automated

When HOAs use LetterStream to send snail mail online, they can automate and streamline sending a letter—from financial statements to election ballots. Whether you need to send a letter, send Certified Mail, postcards, proxy and ballet mail or integrate mailings with your HOA software, we’ve got you covered.

Ready to Upgrade Your HOA Mailing Process?

Join HOAs nationwide that trust LetterStream for their mailing needs. Send mail the easy way today at LetterStream.com.

We’re Excited To Announce Letterstream At CINC Up 2024

We’re excited to announce that LetterStream will be attending the CINC Up show in Nashville, happening from October 2nd – 4th, 2024! As one of the premier events for HOA community managers and leaders, this is the perfect opportunity for us to connect with those who rely on efficient communication solutions. We can’t wait to meet you in person and show you how we can make your mailing process smoother, faster and easier than ever before.

Come say hi to us at Booth 11.

CINCUP show expo hall layout with LetterStream's booth highlighted.

LetterStream & CINC Software: The Perfect Pair

If you’re a CINC software user, you’re in luck! LetterStream is already integrated into the CINC platform, which means you have direct access to our powerful mailing services without needing to navigate external systems. But there’s one simple step you’ll need to take before unlocking the potential of LetterStream within CINC: contact your CINC representative to get everything set up.

Yes, it’s that simple.

With just a few clicks, you can send statements and violation letters without leaving the CINC software. It’s all about making your job easier and giving you peace of mind that your mail is handled securely and efficiently. And if you’re attending the CINCUP show, we’d be thrilled to walk you through how it works. Stop by our booth (#11), and we’ll show you firsthand how LetterStream can simplify your HOA mailing needs.

Meet Us at CINC Up 2024 in Nashville

We know how busy you are as HOA leaders and community managers, but attending the CINC Up show is your chance to streamline your processes and learn about innovative tools designed just for you. At the show, the LetterStream team will be ready to answer all your questions and show how we’ve helped countless HOAs, just like yours, stay on top of crucial communications.

Whether you need to send statements or violation letters, LetterStream offers a seamless way to manage it all. And with our integration within CINC, you’ll have all the tools you need at your fingertips. There’s no more back-and-forth with external vendors or worrying if your mail will arrive on time. With LetterStream, it will.

LetterStream Expanded

We understand that HOAs have specific mailing needs, and ensuring timely, accurate communication with residents, board members, and vendors is crucial. In addition to our seamless integration with CINC Systems, we offer a range of mailing services that are not yet built into the CINC platform. These services include sending annual meeting notices, large mailing packets, postcards, and ballot mailings.

With these additional options, you have greater flexibility in managing your HOA’s communications. Whether you’re preparing for an important meeting, distributing election materials, or sending out updates, we provide the tools to keep your community informed and organized.

You can check all of this our by signing up for a free account on our website.

Why Choose LetterStream?

We don’t just mail letters—we offer peace of mind. Our goal is to help you simplify your communication processes, from printing to mailing, so you can focus on managing your community. Our platform handles every step of the process, ensuring that important information reaches the right people when it’s needed most. We also prioritize security and confidentiality, especially when dealing with sensitive HOA documents like financial statements or election ballots.

Let’s Connect at CINC Up

If you’re planning on attending the CINC Up show, make sure to drop by Booth 11 to say hi! We’d love to meet you in person and show you how LetterStream’s printing and mailing services can transform your HOA communications. Whether you’re looking to simplify your mailings, ensure compliance, or just find a more efficient way to keep your community informed, we’ve got the tools to help.

Mark your calendars for October 2nd-4th in Nashville—we can’t wait to see you there! And remember, if you’re using CINC software, don’t forget to reach out to your representative to set up LetterStream in your account and start streamlining your HOA communications today.

To learn more about CINC in your LetterStream account, click here.