Online Certified Mail | LetterStream Blog

How to Send Certified Mail Online. LetterStream Makes it Easy.

The million-dollar question: Can I send Certified Mail Online? Yes, you can send Certified Mail online. And the best part? It’s easier than you think. Keep reading—we’ll show you how.

If you’re asking whether you can send Certified Mail online without going to the post office, the answer is simple: you absolutely can. In fact, thousands of businesses already do—with full tracking, delivery confirmation, and proof of mailing, just like you’d get standing in line at the counter.

The better news? You don’t lose anything by staying at your desk. When you use a trusted print and mail partner like LetterStream, every piece of Certified Mail is handled with the same care and attention to detail you’d expect if you were doing it yourself—only faster, more accurately, and with less room for error. We’re built for business-critical mail, and we make sure it’s not just sent, but sent right.

Certified Mail That Starts and Ends Online

Instead of printing documents, stuffing envelopes, handwriting labels, and braving the post office parking lot, you just upload a file, select Certified Mail, and we take it from there. We generate the barcode, print your documents, assemble the mailing, and deliver it to USPS—usually the same day (if your document is uploaded before 2pm AZ time).

Everything’s tracked in your online dashboard, so you can see exactly when it’s printed, processed, handed off to USPS, and delivered. If you opted for an Electronic Return Receipt, the signature scan will show up right in your account. No more guessing, no more waiting, and definitely no more filing cabinets full of green cards.

It’s Still Certified Mail—Just Without the Hassle

We follow all USPS Certified Mail guidelines, so the piece you send online is legally equivalent to what you’d send over the counter. The difference? You don’t have to handle it yourself, or assign someone on your team to do it. And that means no bottlenecks, no missed deadlines, and no “oops, it’s still sitting on my desk” moments.

LetterStream was built for professionals who need their mail to go out correctly every time—law firms, HOAs, healthcare organizations, financial teams, you name it. If your letters matter, they should be delivered fast, with precision, and with a full record of what happened at every step. That’s exactly what we do.

Proof of Delivery—Automatically Stored and Easy to Find

When you send Certified Mail through our system, everything gets logged. From the second the job is submitted to the final delivery scan, you can access every detail inside your account. Whether you’re mailing one notice or hundreds, the result is the same: trackable, organized, and dependable documentation you can actually rely on when it counts. Plus, you never have to enter another tracking number again.

The Post Office Line Is Optional Now

Let’s be honest—there are better things your team could be doing than prepping Certified Mail by hand. That’s why companies use LetterStream to handle it for them. It’s not just about getting something in the mail—it’s about getting it there correctly, and with the peace of mind that comes from knowing every piece is handled with care and accuracy.

LetterStream makes printing and mailing a breeze! Create a free account 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.

Easy Tasks That Take More Time Than Creating a Job on LetterStream

Let’s talk about tasks that take more time than creating a job on LetterStream, because if you didn’t already know, it only takes two minutes or less to send business-critical mail through LetterStream (after you’ve sent a job or two and learned the process).

What Can You Do in 2 Minutes?

You can microwave a burrito.
You can scroll through three LinkedIn posts.
You can watch your email load (again).

Or—you can send a complete, trackable, business-critical mailing job with LetterStream.

Seriously. Two minutes or less.

And once you realize how fast it is to send real mail online, everything else starts to feel… slow.

Let’s put it in perspective.

Here’s What Takes More Than 2 Minutes (Spoiler: Most Things)

Let’s start by talking about some tasks that take more than two minutes. We’re not trying to rush your life—but it’s eye-opening how many small things eat up your day while your mail could be handled in the background.

Making and drinking a cup of coffee or tea
Taking a shower
Preparing a quick breakfast (e.g., eggs, toast, smoothie)
Brushing teeth and flossing
Checking and responding to a few emails
Folding a small load of laundry
Tidying up a room (clearing dishes, fluffing pillows, quick vacuum)
Doing a short meditation or breathing exercise
Watering indoor or outdoor plants
Loading or unloading the dishwasher

Now, let’s go over some of your work tasks when it comes to sending business-critical mail:

Filing one piece of paper in a filing cabinet:
3 minutes (if you can find the right drawer)

Walking to the office printer and printing a job:
2–4 minutes (depending on if it jammed again)

Refilling the paper tray:
2–5 minutes (with a small paper cut bonus)

Waiting in line at the post office:
Minimum 15–20 minutes (on a good day)

Searching for that one return receipt you lost:
Good luck. That’s all we have to say on that one.

Sending a job through LetterStream?
Under 2 minutes, start to finish. From uploading the PDF to clicking “Submit Job,” you’re in and out.

Why Does This Matter? Because Time Is Expensive.

Let’s say your team sends 100 Certified letters a month.

If you’re spending 5 minutes per letter between printing, stuffing, form filling, and tracking… that’s 8+ hours of work. A whole workday—gone.

Even if you only save a couple of minutes per task, those savings stack up fast.

With LetterStream, you just upload your files, choose your settings (First-Class, Certified Mail, FedEx 2Day—your call), and we handle the rest.

You get the mail out fast—without sacrificing accuracy, tracking, or visibility.

Real Mail, Sent Smarter

This isn’t a marketing gimmick. Most customers are blown away by how fast it is to send mail once they create a free LetterStream account and get familiar with the process by sending a job or two.

You log in.
Upload your document.
Pick your options.
Hit send.
Done.

It really is that simple, and if it takes longer than 2 minutes, you probably stopped to grab coffee halfway through.

What About Accuracy? You Can Have Both.

Fast doesn’t mean sloppy. In fact, most errors in manual mail processes happen because people are trying to go too fast—rushing to get envelopes out the door.

LetterStream flips that. You move quickly because the system is designed for speed and accuracy.

“The Stream” ensures every job is barcoded, validated, and trackable—from upload to delivery.

Teams Who’ve Traded Chaos for Two-Minute Jobs

We see it every day:

HOA managers who send annual meeting notices without sorting resident lists
Law firms mailing Certified Mail for court deadlines—without stepping into a post office
Finance departments automating late notices weekly, all before lunch
Healthcare admins sending HIPAA letters and compliance mail with zero manual prep

Once they realize they don’t have to spend hours on mail… they never go back.

If You Have 2 Minutes, You Have Time to Send Mail

Seriously—next time you go to:

Reheat your coffee
Respond to a Slack message
Wait for your inbox to refresh
Load one spreadsheet
Unjam the copier (again)

…ask yourself: could I be using this moment to knock out a full mailing job instead?

Because with LetterStream, you probably could. Create a free LetterStream account here to send mail online in under 2 minutes or less!

Why Physical Mail Still Matters in a Digital World

Sending physical mail is easy to do online.

We live in a digital-first world. Emails. Text alerts. Online dashboards. It feels like everything has moved to screens—and for good reason. Digital tools are fast, flexible, and convenient.

But when it comes to business-critical communications, physical mail still has an edge. A big one.

Whether you’re in law, healthcare, finance, property management, or HOA administration, relying solely on digital channels leaves your business vulnerable to missed deadlines, ignored messages, and compliance risks.

Let’s break down why physical mail still matters—and how you can send it faster, smarter, and more securely than ever before.

Digital Is Easy to Ignore. Mail Demands Attention.

Your inbox is overflowing. So is everyone else’s. Most emails never get opened, and if they do, they’re often skimmed and forgotten. But a piece of physical mail? It has weight—literally and psychologically.

Physical documents land in the hands of real people. They get opened, reviewed and often acted on faster than just a regular email. Sending physical documents (or sending snail mail) is great for:

Violation notices
Legal disclosures
Payment reminders
Ballots and compliance documents
Statements

A print and mail service helps ensure these high-priority documents actually make an impact—while giving you the control and tracking you need.

Legal and Regulatory Compliance Still Favor Physical Mail

In industries like healthcare and law, physical mail is often the only truly compliant method for delivering sensitive or time-bound communications.

Digital delivery doesn’t always hold up in court or meet regulatory standards—especially when there’s no way to confirm it was received, read, or retained.

That’s why Certified Mail remains the go-to for:

HIPAA notices
Eviction letters
Collection demands
Audit disclosures
Insurance cancellations

When sending Certified Mail online, you get proof of mailing, delivery confirmation, and a digital audit trail—all without leaving your desk.

Trust Is Tangible

Physical mail communicates professionalism. It says, “We care about getting this right.”

It’s not just about regulation—it’s about relationships. Clients, patients, homeowners, and business partners are more likely to take action when they receive a well-formatted, official-looking document. It creates trust. Permanence. Accountability.

And with modern platforms like LetterStream, you can achieve this without manual effort or office interruptions. Upload your document. Choose your mail type (First-Class, Certified, or FedEx 2Day). We print, prep, and send it—all trackable.

Automation Doesn’t Mean Digital-Only

There’s a misconception that automation = digital. But in reality, some of the most powerful automation tools send real physical documents.

With tools like StreamLogic™, businesses get a standard of excellence. It serves as a framework to ensure speed, accuracy, and reliability, while giving customers complete visibility and control over their print and mailings.

When You Need to Be Sure, Send It for Real

Not all mail needs to be physical. But when it’s critical, sensitive, or time-bound—don’t gamble on a crowded inbox or a failed email.

Physical mail shows up. Gets opened. Gets noticed. And when it’s powered by LetterStream, it’s also fast, automated, and worry-free. Sending mail online has never been easier. Click here to try us out!

LetterStream makes printing and mailing a breeze!

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.

Why Franchise Mail Is Better Sent Online

Running a franchise operation means juggling brand consistency, local autonomy, and about 12 different inboxes full of chaos. Somewhere between corporate compliance, seasonal promotions, and day-to-day business notices… someone still has to send the mail.

Whether you’re franchising restaurants, fitness centers, repair services, or medical clinics, managing physical mail across locations can quickly become an operational headache.

But what if franchisees could send business-critical documents—First-Class, Certified Mail, or even FedEx 2Day—through a simple online portal, without needing local printers, postage meters, or training?

Spoiler alert: they can.

The Real Problem with Franchise Mail

Let’s call it what it is: decentralized mail handling leads to inconsistent execution, wasted money, and a whole lot of frustrated managers.

Here’s what typically happens:

Franchisees print locally—often with outdated templates or missing branding
Critical mail is sent late (or not at all) because someone ran out of supplies
HQ has zero visibility into what was sent, when, and how it looked
Legal notices or compliance updates get mishandled or delayed
Corporate spends time troubleshooting things they never should’ve had to touch

Sound familiar? This isn’t just an annoyance—it’s a growth inhibitor. Especially when your brand reputation depends on consistency.

Centralized Control. Local Execution. Seamless.

Here’s where LetterStream comes in.

With our print and mail service, franchise systems can allow each location to send physical mail from a web portal that maintains corporate-level branding, formatting, and compliance—while giving local operators the control they need to act fast.

There’s no need to download templates. No one forgets the return address. It’s just smart, scalable infrastructure that works.

Use Cases That Actually Matter

Franchise locations don’t have time to deal with bulk mail logistics. But they still need to send things like:

Lease renewal notices to landlords
Late payment notices to customers
Employee handbooks or HR updates
Legal documents by Certified Mail online
Seasonal marketing postcards
Tax documents for year-end reporting

With LetterStream, all of these can be sent from any device. No postage machine required.

And yes, that even includes Certified Mail with tracking numbers that corporate can access—without hunting down the regional manager.

Visibility for HQ, Freedom for Franchisees

This is where things get exciting.

Using tools like StreamLogic™, you can set rules across your entire network—say, flagging when certain notices need to be sent, auto-approving common forms, or generating reports on who sent what and when.

This gives headquarters oversight, documentation, and compliance—without micromanaging every location.

It’s how you scale without sacrificing control.

Compliance Is Easier When It’s Automated

Legal and operational compliance gets trickier as your footprint grows. Especially when local teams forget to send documents on time, or don’t use the right format.

Automating mail through a central system means:

Notices go out when they should
Certified Mail is trackable and logged
Legal deadlines are met
Documentation is saved in one place

Which is a lot better than playing detective across 84 franchisees when something goes wrong.

It’s Not About the Mail. It’s About the Model.

When franchisees can act quickly, customers get better service. When HQ doesn’t have to worry about paper handling, they can focus on strategy.

LetterStream supports that structure with modern, flexible tools that eliminate busywork, reduce mistakes, and keep your network aligned.

It’s not about replacing mail—it’s about making mail a non-issue.

Growing Fast? This Is How You Keep Up

Whether you have 10 locations or 300+, your franchise model depends on repeatable systems. The minute you outgrow local printers and internal processes, you need an infrastructure that can grow with you.

Our online print and mail service makes sending mail a breeze!

You get a better system in place and happier franchisees who aren’t wasting time licking envelopes.

How to Improve Company Culture With Your Mailing Strategy

Ever seen a company that still prints invoices one at a time, seals them by hand, and hopes they don’t run out of envelopes again this week?

It might seem harmless—or even charming—but here’s the truth: the way your business handles its mail says more about your internal culture than you might realize.

Whether you’re a growing healthcare practice, a multi-location law firm, or a property management company juggling thousands of statements, your mailing strategy reflects your values. Speed. Precision. Accountability. Flexibility. It’s all there, hidden in the way you send that Certified Mail notice or First-Class billing reminder.

So, what does your mail say about you?

Your Operations Are a Mirror

Let’s say your office manager spends two hours a day printing, folding, and stuffing envelopes. That’s not just inefficiency—it’s culture signaling. It says you’re okay with manual tasks eating up valuable time. It suggests you might be slow to adopt automation, or that you prioritize tradition over scale.

Now flip the script. Imagine a streamlined system where someone uploads a document, clicks a button, and it’s out the door—automatically tracked, printed, and handled. That doesn’t just save time. It communicates trust in technology, intentionality in operations, and care for your people’s time.

And yes, it says you’re serious about getting important documents where they need to go—without excuses.

The Hidden Impact on Employee Experience

Culture isn’t just what you say in your handbook—it’s how your team feels when they show up to work. If your staff is bogged down with printer jams and envelope glue, they’re not doing their best work. They’re surviving the work.

When companies use a print and mail service to handle time-consuming document delivery, they free up space for employees to focus on meaningful tasks. That shift sends a message: We value your time. We want your role to scale with the business. We invest in tools that support your success.

It’s one of the quietest, most powerful morale boosters out there.

Trust Starts with Precision

If your mail is inconsistent, delayed, or missing tracking info, your customers notice—even if they never say a word. Slow mail can erode trust, especially when dealing with invoices, legal notices, or anything compliance-related.

Automating your Certified Mail online or First-Class notices communicates professionalism. It shows that you don’t just say you care about details—you prove it with reliable, traceable systems.

A modern mail strategy shows you value transparency and accuracy. It reinforces that you’re a company people can count on.

Adaptability Matters More Than Ever

Let’s talk about 2020. (Briefly, promise.)

The businesses that adapted—who already had scalable systems in place or pivoted quickly—came out stronger. Those clinging to in-person processes struggled. Your mail strategy needs to be as adaptable as your business model.

Using an online platform to send mail allows your team to upload and send from anywhere. Whether they’re at headquarters, in a remote office, or working from a laptop at home, the system stays the same. That’s culture. That’s flexibility. That’s long-term thinking.

What Industry Leaders Are Already Doing

Forward-thinking organizations in legal, healthcare, and property management already rely on automated platforms like LetterStream. Not because it’s trendy, but because it’s smart.

They’ve realized that outsourcing print and mail doesn’t just solve a logistics problem. It sets the tone for how their business operates: efficiently, reliably, and without bottlenecks.

Plus, they get access to features like StreamLogic™ to automate recurring sends, track every mailpiece, and get real-time delivery data.

That’s not just better mail—that’s a better organization.

Where to Begin: Start Small, Then Scale

You don’t have to overhaul everything overnight. Start by identifying your most repetitive, high-volume mailing tasks:

Monthly statements
Legal notices
Internal HR documents
Certified Mail to clients or vendors

From there, integrate a print and mail service that lets your team send them online, with tracking and delivery confirmation. Over time, you’ll build a smarter, more resilient mail operation—and a more empowered team.

Culture Is in the Details

At the end of the day, your mailing strategy is about more than envelopes and paper trays. It’s a reflection of what you stand for.

Do you prioritize people’s time?
Are you ready to scale?
Do you invest in the right tools for the job?

When your mail says yes to all of those questions—your company culture becomes something your employees and clients actually feel. And that makes all the difference.

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.

Here’s the Truth About Sending Certified Mail to a P.O. Box

You’d think mailing something to a P.O. Box, especially Certified Mail, would be simple, right? Just drop it off, USPS does their thing, the person picks it up, end of story.

But if you’ve ever tried tracking a Certified letter headed to a P.O. Box, you probably ran into a moment of “Wait… what is happening here?” Can I actually send Certified Mail to a PO Box?

We get this question a lot. So let’s break it down.

Yes, Certified Mail Goes to P.O. Boxes. No, It Doesn’t Work Quite the Same Way.

The short answer is yes, USPS does deliver Certified Mail to P.O. Boxes, but the process is a little different from delivering to someone’s front porch.

Instead of dropping it in the box like regular mail, USPS places a notice slip inside the recipient’s P.O. Box. That slip tells them they have a Certified Mail item waiting—and they need to come to the counter and sign for it. No signature, no delivery.

So while the address is technically correct and reachable, the final handoff still requires a human being to show up and sign.

Why Tracking Can Get Confusing

If you’re watching tracking updates like a hawk (understandable when deadlines or legal requirements are involved), here’s what you’ll see:

Delivered to Agent or Notice Left – This means the slip went into the P.O. Box. The mailpiece is sitting behind the counter waiting for pickup.
Awaiting Pickup – Still waiting on the recipient to sign for it.
Picked Up – Once they head to the post office and claim it.

This is where people get tripped up. That first scan—”Delivered to Agent”—is not the same as “Delivered to Recipient.” It just means the first step was completed. The accountability piece (that signature) is still pending.

What If They Never Pick It Up?

If the recipient never comes in to sign for it, USPS will make a few attempts and eventually return the letter to you as unclaimed. That’s one reason why time-sensitive Certified Mail (like legal notices or compliance documents) should be sent early enough to account for delays.

You can also request a Return Receipt or Electronic Return Receipt when sending Certified Mail to a P.O. Box—just know that it’ll only be returned once the item is picked up and signed for.

And Yes, Businesses Do This All the Time

Plenty of government agencies, law offices, HOAs, and medical providers send Certified Mail to P.O. Boxes. Some recipients even prefer it for privacy or convenience. The key is just knowing what to expect from the process and planning around the potential lag if the person doesn’t grab their mail daily.

If you’re sending Certified Mail through a platform like LetterStream, the tracking dashboard makes it a lot easier to monitor all this without having to constantly refresh USPS pages.

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

Can you send Certified Mail to a P.O. Box? Absolutely. Just remember, it’s not quite “drop and done.” There’s a process. A signature. A wait. But it’s still one of the most trusted, accountable ways to send mail—especially when what you’re sending actually matters.

Send Mail Online Instead of Going Out In the Heat

You know that feeling when you open your car door in July and it hits you like a furnace? Now imagine lugging a box of letters through a parking lot that could fry an egg on the pavement (is that only out here in Arizona that happens?)… all to stand in line at the Post Office behind someone shipping a ceramic flamingo to Wisconsin.

Yeah. That’s summer mail season, the old-fashioned way.

But here’s the truth: You don’t have to do this anymore. Not for statements, notices, compliance letters, invoices—none of it.

Our customers haven’t stood in a Post Office line for years. And no, it’s not because they gave up on mail. It’s because they found a better way to send it.

Summer Is No Time for Errands That Could Be Done Online

Between triple-digit temps and packed calendars, summer is chaotic enough. Maybe you’re managing HOA mailings, prepping open enrollment notices, or just trying to keep up with monthly statements without breaking a sweat (literally).

So why are so many businesses still driving their mail to the Post Office like it’s 1999?

You don’t get bonus points for personally handing it to the clerk.
You’re not saving time.
And let’s be honest—by the time you cool off again, the day’s already half gone.

The biggest myth in business mail is that you have to do it all yourself. You don’t.

You Can Send Real Mail Online. Like, Right Now.

No lines. No stamps. No heatstroke.

With the right setup (hint: that’s us), you can upload a job from your desk and we’ll print it, insert it, and mail it—whether it’s one letter or one million.

And it’s not just easier on you. It’s actually faster. Most jobs are out the door by the next business day, 95% to be exact. So instead of playing delivery driver in flip-flops and regretting your life choices, you can stay cool and get back to the work that actually matters.

You Deserve Better Than a Post Office Sweat Session

There’s no prize for enduring the Post Office during the hottest months of the year. So why do it? Especially when you’ve got A/C, iced coffee and a nice office to escape the heat, along with other very important things to get done.

Let us handle the mailing. That’s our lane. (And spoiler: it’s climate-controlled.)

If you’re still stuffing envelopes in your office, at your kitchen table or doing Post Office runs in 100-degree weather, it’s time for an upgrade.

Let’s make this the summer you stop sweating the small stuff—literally.
Send your mail online and stay in the shade.

How to Get Your Invoices and Billing Statements Out Fast

You’ve done the hard part—you generated the invoice, reviewed the numbers, maybe even double-checked the due date. Gold star. But if it’s still sitting on a desk waiting to be printed, folded, and mailed? That money you’re owed is just… chilling, sitting there.

Let’s not pretend the envelope stuffers of the world are running ahead of schedule. If you want your payments to show up on time, your invoices and billing statements need to leave the building fast. Like same-day fast. And unless your business model includes licking envelopes and dodging paper cuts, you might want to rethink the way you’re sending your mail.

The Mailroom Bottleneck (a.k.a. The Silent Payment Killer)

Here’s what happens more often than we’d like to admit: an invoice gets finalized, then it disappears into the magical land of internal processes—where it sits in a queue behind 37 other “urgent” jobs. By the time it’s printed, stuffed, and dropped in the mailbox, you’ve missed your customer’s payment cycle, your team’s sending awkward follow-ups, and the cash flow dashboard is giving you side-eye.

It’s not about when the invoice was created—it’s about when it actually hits the mail.

And if you’re relying on someone to “get to it when they can,” that’s not a process. That’s a gamble.

Fast Mail = Fast(er) Payments

Let’s be real: snail mail is already doing its best and it’s not always great in terms of timing. Don’t make things worse by dragging your feet on the front end. When you send invoices and billing statements fast—like same-day or next-day fast—you increase your chances of:

Landing inside your customer’s check-run window
Getting paid without having to follow up three times
Looking like the organized, on-top-of-it business you are

Plus, it helps your customers stay on track too. Nobody likes getting a bill late and then feeling like they’re the one behind.

You Could Be Sending Mail Online… But You’re Still Folding Paper?

There’s something charming about a hand-stuffed envelope. But charming doesn’t pay the bills. If your team is spending hours printing and mailing statements, they’re not doing the things that actually grow your business.

This is why automated mailing solutions exist. You upload a file. They handle everything else. Printing, folding, inserting, postage, mailing—done. Whether it’s First-Class letters, Certified Mail, or even FedEx 2Day, it’s out the door without you lifting a finger.

And no, you don’t need to install anything.

Who Actually Needs Fast Mailing Services? (Spoiler: Probably You)

Let’s play a quick round of “Is this your business?”:

You send billing statements, invoices, or official notices on a regular basis?
You’ve got clients who still expect (or require) physical mail?
You’ve had at least one “Did we send that?” moment this year?
You’re tired of your billing cycle being held hostage by your printer?

If you said yes to even one, congrats—you’re exactly who fast print and mail services were made for.

And if you work in one of these industries, it’s pretty much a no-brainer:

Accounting and finance
HOAs and property management
Medical billing departments
Law firms and legal services
Utility companies
Local governments and special districts
Real estate
3rd Party Administrators
Education
Construction
Insurance

These are all real businesses with real mail that still needs to move—fast.

From PDF to Post Office Without the Drama

Imagine uploading a PDF and being done. That’s it. Your job’s in the queue, your mail’s going out within 2 business days at the latest, and your team is suddenly not buried in envelopes.

Imagine having:

A secure portal to upload your files
Mailing options that actually fit your needs
Real-time tracking so you know it’s been handled with Certified Mail tracking or FedEx 2Day tracking
One less thing clogging your calendar

Not to spoil it but you can absolutely have all of this when you use us…just saying.

Final Mail Thoughts

Getting invoices and billing statements out fast might not be the flashiest part of running a business, but it sure makes everything else run smoother. Your clients get their documents. Your payments show up when they should. And your staff stops hiding when the words “mail run” come up.

Want to stop sweating your outgoing mail? Visit us online and see how easy it is to send invoices online without the hassle, the mess, or the paper cuts.

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.

LetterStream Makes Donation to the 2024 Code:Red Water Drive

To Donate to the Phoenix Rescue Mission Code:Red, click here.

Let’s start by saying that we’re so excited to be back contributing to the 2024 Code: Red Water Drive for the Phoenix Rescue Mission!

Ok, now for the story.

A longtime customer of ours, Brown Management, had asked us to participate again this year in helping to give back to the Code:Red Heat Relief Water Drive and of course, we said yes!

Phoenix Rescue Mission Code:Red

A stack of cases of water at our print and mailing facility

In case you haven’t heard of it, let’s first dive into who the Phoenix Rescue Mission is and what Code:Red represents.

The Phoenix Rescue Mission’s purpose is to provide life-transforming solutions to people facing hunger, homelessness, addiction and trauma.

Phoenix Rescue Mission Code:Red more specifically helps those who are homeless or less fortunate get access to drinking water during the extreme summer months in Arizona.

Unfortunately, over the last few years the summers have continued to get hotter and hotter.

According to Maricopa County, in 2023 the number of heat-related deaths was 645.

This was up 52% from 2022 which had 425 confirmed deaths and get ready for this, is an 896% increase over the last 10 years.

Mind-blowing.

With that being said, it’s imperative that individuals get adequate amounts of drinking water to stay hydrated and that’s where this water drive comes into play.

Our Core Values

Cases of water bottles on a pallet to be donated from our online print and mail location in Scottsdale

As a company, we live and breathe our internal core values.

One in particular that stands out to us when it comes to this mission is: We believe in the tremendous value of people and that all should be treasured.

We believe it is our duty to treasure all people and to give back when we can, which is why we were thrilled to help Brown Management give back to the Phoenix Rescue Mission, helping them get drinking water into the hands of those in need.

Water Bottles Donated

Pallets of cases of water bottles in the truck to help Phoenix Rescue Mission and Brown, an HOA management community

We want to share how much water LetterStream donated but we’re not sharing to gloat but rather to showcase and celebrate our team members who believe in treasuring people.

This year LetterStream donated 240 cases of water and over 5,760 water bottles that will be dispersed to those who are in need of drinking water.

We couldn’t be more proud. Way to go, team!

A Big Thank You

LetterStream staff standing in our printing and mailing facility next to donated water bottles — A few of our awesome team members!

With that being said, we first want to give a big thank you to our awesome team for helping us treasure people and for donating to this incredible cause.

They came together and made magic happen.

We also want to give a huge thank you to Brown Management for asking us to participate again this year.

Brown is an HOA community management company that uses our services to send their HOA mail, including HOA statements, annual meeting packets, violation letters and more to their homeowners.

We also want to give a big shout-out and thank you to OPACS for supplying the box truck and lift to pick up and help deliver the water bottles that will be donated.

They also helped contribute to the Code:Red as well and we are super grateful for that.

OPACS, which offers office products and custom solutions, is another great long-term customer of ours who uses our print and mail services.

OPACS driving loading in cases of water on a pallet into the truck

Thanks again to everyone who made this possible.

If you want to donate to the Phoenix Rescue Mission Code:Red, you can check them out here.

To learn more about LetterStream and our printing and mailing services, click here.