How to Send Your First Letter With LetterStream

If you’re new to LetterStream, welcome! You’re about to discover just how easy it is to send mail online, even high-volume mailings—without the hassle of printers, envelopes, or Post Office visits. Whether you’re sending HOA violation notices, legal documents, invoices, or customer statements, LetterStream makes mailing fast, efficient, and stress-free.

📌 Watch the Video Tutorial Below!
Sending Your First Letter with LetterStream

And keep reading if you want the breakdown of how to send your first letter through your LetterStream account, from start to finish.

Step 1: Log Into Your LetterStream Account

First things first—log into your LetterStream account. If you don’t have an account yet, signing up is quick and simple. Once inside, you’ll see your dashboard, where you can manage your mailings, view job history, and track sent letters.

Step 2: Start a New Mailing Job

To send your first letter, click “Create a New Job.” This is where you’ll set up the details for your mailing.

Choose the type of mail you’re sending (First-Class Mail, Certified Mail, or FedEx 2Day®).
Select single or multiple recipients—you can send one letter or a bulk mailing in the same job.
Upload your PDF file containing the letter(s) you want to send or your CSV file of contacts.

Pro Tip: Your document should be properly formatted with the recipient’s address visible in the correct windowed-envelope position. Try our PDF PreFlight tool to make sure your document is formatted correctly.

Step 3: Review Your Document & Addressing

Once your PDF or CSV file is uploaded, LetterStream’s online mailing service will automatically check for proper formatting. You’ll be able to preview your letter and make sure everything looks good before sending.

Step 4: Choose Printing & Mailing Options

Now, it’s time to customize your mailing:

Paper Type: Standard white or specialty paper
Envelope Style: Single-window, double-window, or custom envelopes

Step 5: Final Review & Checkout

Before submitting, review the details:

Preview your letter one last time
Confirm addresses and recipients
Verify your mailing preferences

Once everything looks good, proceed to checkout, where you can select your payment method and submit your mailing job.

Step 6: Tracking & Confirmation

If you choose Certified Mail, after sending, you can track the status of your mailing in your LetterStream dashboard. You’ll receive updates on when it’s printed, mailed, and delivered—giving you peace of mind that your letter is on its way.

Need to send multiple notices? LetterStream also specializes in bulk mailing solutions for HOAs, law firms, and businesses.

And That’s It! 🎉

You’ve successfully sent your first letter through LetterStream’s online mailing service—without ever stepping foot in a Post Office. Whether you’re managing HOA mailings, legal notices, invoices, or critical business mail, LetterStream takes care of the heavy lifting so you can focus on what matters most.

Ready to send your next letter? Log in and get started today! And if you have any questions check out our Chat Help located in the right-hand corner of our website, which provides help 24/7.

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.

Now That You Use LetterStream, You Can Actually Take a Real Break (Yes, Really!)

Now that you use LetterStream, you can actually take a break…like a real break. We’re talking no envelopes, no stamps, no printer meltdowns. Just you, a moment of peace, and maybe even a latte you didn’t have to reheat three times.

Because when someone else takes the mailing chaos off your plate—like a reliable partner offering online printing and mailing services—guess what you get back? Time. Sanity. And maybe a full lunch hour…for once.

Goodbye Mailroom. Hello Midday Me-Time.

Let’s be honest: manually managing business-critical mail is not the glamorous part of your job. (Unless your dream was always to master the art of paper jams.) Between printing, folding, stuffing, labeling, and trying to find that one missing address, and taking a tip to the Post Office to drop it all off, your to-do list can start to look like a scavenger hunt.

But now that you’re using LetterStream’s business mailing solutions, you’re not in the mailroom anymore. You’re in control. You upload your PDF files and hit send. We handle everything else. It’s basically magic—without the wand.

**Let’s Talk About All the Things You’re Not Doing Anymore**

Since you’ve passed off your mailing tasks to an outsourced mail service you can trust, here’s a short list of things you no longer have to stress about:

Running out of toner (again)
Fighting with the folding machine (you know the one)
Spending your lunch hour at the Post Office (fun!)
Stamping envelopes until your wrist gives out
Wondering if your mailing actually got there

All of that? Gone. Poof. Out of your hands. Thanks to LetterStream’s bulk mail services, it’s not just a time-saver—it’s a mood boost.

So, What Do You Do With All This Free Time?

Ah, the possibilities.

There are so many things you can do with your free time now. You could actually take a full lunch break. You could go for a walk that’s not just to cry behind the building. You could sip coffee while it’s still hot. Or hey—maybe you use that time to think big, plan a new project, or simply not think at all.

And here’s a fun fact from the productivity gurus: real breaks help your brain recharge, improve focus, and make you better at your job. So technically, you’re still being productive… just enjoying it a lot more from your new view.

If you’re still stuck manually sending mail, it’s time to rethink the strategy. When you send mail online through a professional service like LetterStream, you’re not just improving efficiency—you’re reclaiming your day.

Everyone’s Winning (Especially You)

Your mail is going out on time. Your boss is impressed. Your customers are getting their statements, invoices, or notices like clockwork. And you? You’re no longer buried under a pile of paper cuts and postage questions.

We’d call that a win.

Take Five, Take Ten—Take the Break You Deserve

Now that you use LetterStream, the only thing you should be folding is a napkin at lunch. The busywork? It’s ours now. Your time? It’s yours again.

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.

Certified Mail for Tax Time: Why Young Adults and Families Need to Get Serious About Sending Important Documents

Avoid Tax Time Trouble with Reliable Mailing Solutions from LetterStream

As tax season is upon us, young adults—and the parents who may still be helping them—are being urged to get ahead of filing deadlines and financial recordkeeping. A recent Wall Street Journal article emphasizes that many Gen Z taxpayers aren’t fully prepared for what it means to file taxes independently. Whether it’s mailing tax documents, keeping up with deadlines, or dealing with the IRS, the stakes are high—and missing paperwork could mean delays or penalties.

That’s where LetterStream comes in.

We specialize in printing and mailing services, including Certified Mail—a critical tool for anyone sending tax documents, legal notices, or time-sensitive communications. Our platform makes it simple, and everything is handled online, without a trip to the Post Office.

Why Certified Mail Still Matters—Especially for Taxes

Sending documents by Certified Mail is often recommended when dealing with government agencies like the IRS, as it provides a record of mailing and proof of delivery. Unfortunately, traditional green cards (Form 3811) are easy to lose, hard to track, and cumbersome to manage.

LetterStream eliminates that hassle with:

✅ Electronic Certified Mail receipts — Instantly available in your online account

✅ Long-term access — Our digital records outlast USPS retention windows

✅ No more green cards — Everything is tracked digitally with an Electronic Return Receipt (ERR) – add-on option

✅ Peace of mind — You’ll know exactly when your tax documents were sent and received

Whether you’re a parent helping your college-aged child file taxes for the first time, or a young professional navigating self-employment income, using Certified Mail online through LetterStream can help keep record of your filings.

Tax-Time Tips from the WSJ Article (and How LetterStream Helps)

The WSJ article offers smart guidance for young adults and families during tax season. Here are a few key takeaways—and how LetterStream supports them:

🧾 Tip 1: Keep Paperwork Organized

Save W-2s, 1099s, and proof of deductions.

How LetterStream Helps: Digitally send and archive documents via Certified Mail, knowing you’ll have easy access to mailing receipts and documents—even next year.

🧒 Tip 2: File for Dependents (Carefully)

Parents often mistakenly claim children who’ve already filed on their own.

How LetterStream Helps: Use Certified Mail to send statements or communications with legal or financial advisors—and have an electronic receipt so you know if a family member has already sent theirs.

💰 Tip 3: Report Side Income

Young adults with Venmo gigs, tutoring, or Etsy shops may need to report income they didn’t expect.

How LetterStream Helps: Submit forms or tax paperwork to your accountant or IRS with confidence—Certified Mail ensures it’s not “lost in the mail.”

When to Use Certified Mail for Taxes

You have different options when sending mail through the USPS, including First-Class Mail and Certified Mail, however, when it comes to taxes you may want to use Certified Mail for:

• Sending your tax return (if not e-filing)

• Notifying the IRS about an address change

• Responding to IRS letters or requests

• Mailing tax documents to accountants or attorneys

• Confirming delivery of supporting paperwork

Any time the date and sending of your documents matters, Certified Mail is a great option for tracking when it gets sent out and when it arrives—and LetterStream makes it effortless.

Why LetterStream Is the Smarter Way to Send Certified Mail

Instead of standing in line at the Post Office, fiddling with green cards, or losing track of receipts, you can handle it all with LetterStream.com, here’s how:

Sending Certified Mail with Electronic Return Receipt online with LetterStream

• Upload your PDF

• Choose Certified Mail (with or without Electronic Return Receipt)

• Check your proof

• Click send—we print, fold, insert, and mail it for you

• Easily track the status of your Certified Mail letter in your LetterStream account

Track Certified Mail online in your LetterStream account.

Your receipt and tracking are stored securely online. That’s one less thing to stress about this tax season.

Ready to Simplify Your Mailing Process?

Whether you’re a tax professional, parent, or first-time filer, LetterStream offers a fast and reliable way to handle Certified Mail—no printer, envelopes, or stamps required.

👉 Visit LetterStream.com to create your free account and start mailing smarter.

And if you want to dig into the tax tips for young adults, check out the full WSJ article here.

* Note: Check the website for actual delivery/send dates. This blog article is not meant as tax advice, but simply observation.

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 the 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 Handle High-Volume Mailings Without Leaving Your Desk

How to handle high-volume mailings? The answer is simple…you don’t. You let someone else do it for you.

Let’s be real—managing high-volume mailings sounds about as fun as assembling furniture without instructions. But what if we told you that you could send out thousands of letters without ever leaving your desk? Yep, no more paper cuts (Ouch, no one likes those), envelope-stuffing marathons, or emergency runs to the Post Office (Because no one likes standing in those lines). Welcome to the future of mailing, where all the heavy lifting is done for you.

The Mailroom Chaos You’re Avoiding

If you’ve ever tried handling bulk mail manually, you know the struggle:

Printing stacks of documents until your printer decides it’s had enough due to exhaustion.
Stuffing envelopes like you’re packing a suitcase for a month-long trip.
Wrestling with postage and logistics, wondering if there’s a better way.

Here’s the good news: There is a better way. And it doesn’t involve you leaving your desk—or spilling your coffee in frustration…we’ve all been there.

Let Someone Else Handle It

The secret to effortless bulk mailings? Outsource your mail to a professional online mailing service that will do the work for you. Look for one that offers:

Hands-free mailing from anywhere – your couch counts as “anywhere,” right?
Different options for all your mailing needs, from First-Class letters to Certified Mail and even FedEx 2Day.
Seamless document uploads—because no one has time for clunky interfaces.

Upload, Send It, Done

Instead of standing over a printer and meter machines for hours, use us, Hi! LetterStream here, just upload your files, double-check your recipient list (because typos happen to the best of us), and click send. That’s it. No stamps, no stuffing, no trips to the Post Office, no stress.

Pro Tip:

Make sure your mailing list is clean and up to date. Nobody likes returned mail—especially when it could’ve been avoided. When using LetterStream, we offer an Address List Cleanup service for an additional cost.

Let the Experts Take Over

Once your files are uploaded, the mailing service takes care of the rest, ensuring:

Your documents are printed on high-quality equipment.
Your mail is prepared according to USPS guidelines for accurate and efficient delivery.
Your letters, invoices, or notices are sorted and routed for mailing with optimal speed and reliability when getting them out the door.

No trips to the Post Office. No standing in line. No printer jams. Just efficient, professional mailing without the hassle.

Track It Like a Pro

Here’s another perk-no more guessing games! When you send Certified Mail letters you get real-time tracking right in your account. Meaning, you’ll know exactly when your mail is sent, processed, and delivered. You can also choose to opt-in for an Electronic Return Receipt which gives you an email signature confirmation from the recipient.

Easily Send Mail Online

Whether you’re sending 500 letters, 5,000, or 50,000, a professional mailing service scales with your needs—so you don’t have to hire extra hands or make room for a mountain of envelopes.

You can easily send bulk mail online, massive amounts of mail even, without breaking a sweat, wasting time, or leaving your desk. It’s fast, it’s easy, and (Bonus!) it means you never have to fight with a jammed printer, postage meter or stamps again!

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.

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.

A New Postage Increase Begins in July

The United States Postal Service will increase prices for the second time this year. On July 14, 2024, the cost of a First-Class stamp will rise by five cents.

Unfortunately, this was inevitable as the timing of the new prices is consistent with the USPS twice-a-year postage increase. If you recall, back in January the first 2024 postage increase took place and now here we are again, mid-year, with another. This also happened back in 2021, 2022 and 2023 so it’s not surprising that 2024 is any different.

July 2024 USPS Postage Price Increase

Effective July 14, 2024, the cost of mailing letters, packages, and other USPS services will climb. This next postage increase is part of USPS’s ongoing efforts to balance its budget and cover rising operational expenses. While the exact changes will depend on the type of mail you send, it’s clear that everyone from businesses to individual mailers will feel the impact. It’s crucial to stay informed about these changes so you can adjust your budget and mailing strategies accordingly. By planning ahead for the United States Postal Service postage increase and exploring cost-saving options, you can minimize the financial impact and keep your mailing operations running smoothly.

Postage Prices

Let’s start by talking about how this will look for our current customers. Since USPS postage is rising, we’ve updated our pricing to reflect that. Below you will find what each type of mailing will cost you going forward.

LetterStream’s New Postage Price Increase:

First-Class postage is increasing by $0.05, meaning a First-Class letter will start at $1.18
Flats are going up $0.21 and will now start at $2.54
Certified Mail (without Electronic Return Receipt) is going up $0.45, plus an extra $0.05 for the First-Class postage increase and that will result in a new price of 7.84 (without ERR) per letter
Certified Mail with Electronic Return Receipt Add-On is going up $0.30 which puts our total increase of $0.80 more per letter. New base price of Certified Mail with ERR is $9.96
Express Postcards are increasing by $0.03 making the new price $0.81
PRO Postcards will increase the same amount as First-Class postage, which is $0.05, making the new price $1.20 per postcard
Marketing Mail will go up by $0.03, making the new starting price $1.04
International Letters are going up $0.10, along with a $0.05 surcharge making the new starting price $2.68
Registered Mail will have a new starting price of $33.68
Extra Ounces (Letters) is going up to $0.28
Extra Ounces (Flats) is going up to $0.27

Why Is It Important to Know About the USPS Postage Rate Increase?

Being in the know about the upcoming US postage stamp increase is crucial for smart planning and smooth operations. Here are some reasons why:

Budget Planning: For businesses that rely heavily on sending physical mail for billing or communication purposes, postage costs are a significant budget line item. Understanding the new rates allows you to adjust your budget accordingly and avoid unexpected expenses.
Mailing Strategy: Higher postage rates might impact the volume and frequency of your mailings. Knowing about the increase ahead of time gives you the opportunity to reassess your mailing strategy. You might even consider exploring bulk mailing options.
Customer Communication: Transparency is key in customer relationships. If your business will be passing on some of the increased costs to your clients, it’s important to communicate these changes clearly and in advance to maintain trust.
Operational Adjustments: Organizations that send a large volume of mail might need to make operational adjustments to accommodate the increased costs. This could involve exploring printing and mailing solutions that can help utilize the entire process for you, which in the end can save you time and money, even with USPS prices increasing.

LetterStream’s Commitment to Your Mailing Needs

LetterStream is dedicated to helping you navigate these changes with ease and no we’re not just saying that. We know it’s frustrating with the cost of just about everything still on the rise and our advanced mailing solutions and expert team are here to ensure your mailing operations remain smooth and cost-effective. We offer a range of services designed to optimize your mailing processes, from the ability to easily upload your job in 2 minutes or less with no trips to the post office through First-Class Mail, flat envelope mailing and postcards to easily being able to track Certified Mail or FedEx 2Day from right inside of your account.

Send Your Mail Electronically

Ok, so let’s look at another angle. With the cost of postage rising bi-annually, you may be thinking about sending your statements, notices and other forms of mail communication electronically. Well, if that’s something you’re considering you’re in luck. Not only is LetterStream experts in the industry of snail mail but we also offer eDoc Delivery, which is a way to send your documents via email directly through your LetterStream account. This service can be done in place of or in addition to your regular UPSP mailings. To learn more visit our free 24/7 online Chatbot for pricing and next steps.

For more information regarding the July 2024 price increase, visit the USPS website or you can download the list of rate changes here.

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

by 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

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

by 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.

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.

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!

Is it Time For a New Mailroom?

In an ever-changing world, the importance of looking for ways to improve our current situation is key. When we strive to make our lives better, our relationships better, our environments better and our jobs better, well…it tends to make everything better, generally speaking. This applies to all areas of life, including the workplace.

On that note, let’s get a little bit more specific about the workplace and jump into talking about improving your current mailroom situation, shall we? In fact, let’s get even more specific and break it down to talking about your in-house mailroom. Meaning, as a business or company you internally print and send out letters to your customers. Maybe you’re an HOA (homeowners association) who needs to mail out important information to your community. Maybe you’re a law firm that needs to mail letters to clients. You get the idea.

So how does talking about your current in-house mailroom relate to improving your current situation? Good question. Running your own in-house mailing can come with a lot of responsibilities, time and struggles if we’re being honest. It comes with added roles within the organization that probably have nothing to do with your product or service. Remember someone internally has to do the physical work of printing and mailing the letters.

If you are managing, dealing with or struggling with your in-house mailroom, we have some ideas to help you find a better solution for it.

Mail is mission-critical

First off, let’s call it what it is. A mailroom is mission-critical, meaning it’s very important…just like your internet access is super important. However, your company didn’t build its own internet company to get internet access into the building, did they? No, your company found another company that offered that service and said “Here, you handle this, while we handle what we are experts at.”

So, the question is, “What’s up with your mailroom?” “Why do you have one?” “Is there a visible career path beyond the mailroom?” Basically, why have an internal place to do mailings when you can have a company that specializes in it do it for you?

Your first thought might be that you have a mailroom because again, mail is mission-critical and it must go out ASAP. To that, we completely agree. However, why do YOU have a mailroom? You said MAIL is critical and MAIL must go out but, you didn’t say your mailroom is mission-critical, did you?

On that note, let’s get you introduced to the mailing industry experts. Hi, we’re LetterStream, a print and mail online service that a large number of companies are turning to in order to free up their time spent on mailing jobs.

Freeing up time away from handling their company mailings, people are able to find new jobs with their current employer, doing truly mission-critical work within the company; mission-critical work that provides growth an opportunity beyond being the chief of the mailroom.

The Mailroom Manager

So, how can they do that? Well, let’s unpack the roles and responsibilities of a Mailroom Manager because these roles can essentially all go away.

Mailroom Manager Roles and Responsibilities

Keeping informed of new and emerging printing and mailing technologies.
Creating connections in the printing and mailing industry to know where to purchase equipment and supplies.
Negotiating with vendors each year who constantly want to increase their prices.
Reviewing contracts every couple of years on printers, folders, tabbers, inserters, and postage meters, to name a few.
Staffing your department with people to make sure that the mission-critical mail can always go out.
Managing people and processes each and every day to keep employees productive, accurate and motivated.
Dealing with suboptimal equipment that struggles to produce in the key moments when you are counting on it the most.
Arguing with service vendors who don’t show up when expected or who don’t solve the problem that you’re dealing with.
Justifying the office space your team needs to store supplies, stage equipment, and create a mailroom that can produce the mail volume when it is needed.
Being called into meetings to discuss what went wrong when one of your internal customers didn’t give you the instructions you needed to be successful.
Driving to the Post Office to drop off mail, get supplies or have a face-to-face meeting about why, despite everything being done perfectly, the mail clerk decided to reject your mailing.
Studying the latest, and ever-changing Domestic Mail Manual, to know what you can and can’t continue to do and how you need to make sure your postage meters and rate charts and price structures are all updated.
And finally not getting the credit for the heroic effort you put forth day after day. And let’s face it, mail is extremely important and you are so good at your job, that you may be too valuable for anyone to move you out of that role.

Your new non-mailing job

It might be time to take those skills that you are developing and find a way to participate in your organization in areas that are both mission-critical AND a core product or service that your company needs. But how do you do that when you are needed to get the mail out? It’s easy! You find someone who can do your job as well as you can. May we propose that the answer is to send the mail to a mailroom that is turn-key and ready to go?

Consider an expert print and mail company

There are probably several good printing and mailing companies around who’d love to take on your mail projects. While we might propose any decent mailing company can help take the responsibilities off of your plate, it’s actually an excellent mailing company that would also keep you from being sucked back into your current situation. Meaning, that many companies bring print and mail back in-house because their former vendor couldn’t perform.

But trust us, there are plenty of high-performing print and mail vendors, so before being tempted to believe you are the only company that can make mail correctly, you owe it to yourself to look around.

On that note, our shameless plug is to contact us, LetterStream. Actually, you don’t even need to contact us. Just go to LetterStream.com and use the promo code “MyNewMailroom2023” to get $10 of free mail to test out what LetterStream can do for you. We send everything from First-Class Mail, Certified Mail with an Electronic Return Receipt (USPS tracking and signature), Registered Mail and even FedEx letters to invoices and postcard printing and mailing.

Trust us, we will be fast. We will be accurate. We will be committed to supporting you never having to utilize print and mail services internally ever again.