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.

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 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.

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.

Join LetterStream at the 2024 Community Association Law Seminar

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

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

Simplied Communication for Lawyers

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

Why We Are Attending

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

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

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

Networking Opportunities with LetterStream Experts

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

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

LetterStream’s Commitment to Legal Excellence

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

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

How to Send Certified Mail to a PO Box

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

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

Understanding and Tracking Certified Mail

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

Who Would Send a Certified Letter?

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

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

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

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

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

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

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

Using LetterStream

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

New Hope for the USPS Mailbox

I was at a trade show at the end of last year and had lots of enjoyable conversations with partners, customers and potential customers. But the one I chuckled the most about was the conversation I had at the luncheon with a man who was about 25 years old. Without realizing it, he basically made an argument when it came to sending mail to a mailbox and how it isn’t a necessity anymore.

Now, not that there is anything wrong with his age, but I realize that some of the younger generation doesn’t go to their mailbox or the Post Office mailbox nearly as often as prior generations. Some may have never been to a mailbox at all (which is a crazy thought), but it is a reality. Many now get their information through paperless communication, such as emails or even through online platforms like Instagram and TikTok. For some, there just isn’t a need to walk to the mailbox anymore.

But back to my conversation. There were about eight people sitting around a large round table and we were talking about what each of us did. When it was my time to share that I work at an online printing and mailing company, the young man’s boss said “We don’t use mail. Instead of sending snail mail, we send everything electronically.”

I responded, “Well done! So, you don’t have envelopes in the office or a postage meter?”

He reflected a moment and then said, “Well, we do have a postage meter, envelopes, and specialty paper but we don’t use them for anything.”

At which point, another colleague of theirs responded with, “Well, we do send a few letters through the United States Postal Service using First-Class Mail.”

His boss inquired directly to him about it and he then responded with, “We do have about 10 people in one community that want letters mailed, and 20 in another. And sometimes people reach out to us and ask that we mail something to them.”

Hmmm interesting….so sometimes they do send mail. It can be easy to forget that just because we live in a digital world that that doesn’t mean a lot of people still don’t like to receive important information via the USPS.

No more Postage Machines

While this wasn’t the key concept of my story, it allowed me to discuss how LetterStream frees up clients from the expenses that come along with mailing letters. This includes the actual postage machines, machine leases, machine service calls, postage machine desks, and floor space. Not to mention the other expenses that accompany sending mail, like different envelope sizes and toner. Plus let’s not forget to factor in the time it takes to make trips to the office supply store, stamps, training your employees…you know where I’m going with this.

Email Inboxes Overflowing

And back to the story…again. At some point, I was blown away to hear one of the nice gentlemen I was talking to say his email inbox is so full of emails that he can hardly get anything done. He said he gets hundreds of emails per day.

Of course, this made my mind start to ponder. I started thinking about the old adage- if everything is important, then nothing is. How can someone process hundreds of emails per day, and how can you designate the time you need for the important ones without being distracted by all the new emails that just keep coming day after day?

In short, how does one get in front of people easier than through an overflowing email inbox?

The Answer is Simple, Send a Letter to a Mailbox

After mulling over this entire conversation and then about what was said regarding email, my mind began to spin its own story and here is what it came up with:

“If you want to get the attention of someone and actually have them see what you are offering then it would make sense to put a real piece of mail in the mailbox. They will walk to their mailbox and grab their mail (for those that it applies to), they will walk back, flip through their mail pieces possibly separating them into different stacks. The key would be to make your mailing stand out so they will be intrigued to open it. And if it’s intriguing to open, then mission accomplished with getting in front of someone without ending up in the trash of an email account with every other promotional item.”

Ok, so obviously that’s not exactly what was said by the potential customer but you get the gist of where my mind went with that. He did, however, point out some truth that mail is a totally different medium than email. It calls for special handling and can even linger for days waiting for the right moment when it can be sorted, processed, and acted upon. There’s no denying that. However, sending USPS mail, whether it be First-Class Mail or Certified Mail, may actually catch the attention of the recipient in a way that email can’t anymore.

All-in-all the point of this story is: Maybe it’s time to start focusing on getting your message out there with the help of the mailbox in 2024.

If you decide you or your company want to send mail the old-school way, be sure to check out our 2024 USPS Postal Holiday calendar to not only see when your local Post Office is closed but also when we’re open and mailing.

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-The Letterman

Happy New Year!

Happy New Year to our loyal customers and Happy New Year to those who may be just joining us or thinking about joining us here at LetterStream!

As we reflect back on this past year we can’t help but be so grateful for you, our incredible team and the continued growth of this printing and mailing company that we know and love as LetterStream.

LetterStream started back in 2003 (Woah! How cool) and now as we’re here embracing the new year of 2024, it’s fun to reflect on how far we have come.

A Look Ahead at 2024

We’re also excited about all the plans we have for 2024. We’re in the process of revamping our website and blog and we’re excited to keep implementing new processes that aid in the customer experience. Last year we introduced our new chatbot that enhanced how customers can get answers in real-time, along with new printing and mailing updates that served our customer base. Keep checking back in on our blog to see what new updates we have for you in 2024!

Printing and Mailing Tradeshows and Beyond

This year we plan on attending some tradeshows throughout the nation that pertain to the print industry, mailing industry, printing and mailing industry and the SAAS (Software as a Service) industry, along with shows that focus on HOA’s (Homeowner’s Associations) and law firms. Again, be sure to check back here on the blog to find out which shows we’ll be attending. We’d love to have you come stop our booth and say hi if you’ll be there as well!

We’re Here for You!

We hope this next year is full of abundance both personally and professionally. Remember we’re here for you to send out your First-Class Mail, Certified Mail, postcards, statements and invoices, flat envelope mailings and even FedEx 2Day mailings! Check out our 2024 Postal Holiday Calendar to see when we’re open and mailing even when the USPS (United States Postal Service) is closed! Yes, there are holidays where we can still send out mail!

Wishing you a very Happy New Year!

How to Send Mail on USPS Postal Holidays

Sending mail during the Christmas season can seem a bit hectic. Actually, let’s be honest, the month of December as a whole can be chaotic. Then trying to send out your holiday gifts and mail your Christmas cards and letters on top of it can also be a bit much. On top of that, there’s also the added stress of knowing when the postal holidays are, when the Post Office is closed and when deadlines are to get everything mailed on time for it to get to its destination before Christmas.

So much to think about.

U.S. Postal Holidays 2023 – Christmas and New Year’s Day

We’ll get right to the point on when the USPS is closed during this time of year. The 2023 postal holiday schedule is pretty simple. The Post Office is Closed on Christmas, December 25th and New Year’s Day, January 1st. Many wonder, “Is December 26 a postal holiday?” and it is not. USPS mail runs the day after Christmas each year…at least for now.

Others also wonder “Is Christmas Eve a postal holiday?” It is not, however, what you may not know is that some of the Post Offices do close early on Christmas Eve, December 24th. We recommend calling your local USPS Post Office to see what their hours are. Just something to keep in the back of your mind.

Like the Post Office, we are closed on both Christmas Day and New Year’s Day. However, we are open and mailing on Christmas Eve and New Year’s Eve. We do have limited staff during this time of year and we too deal with USPS backups of mail but our team is working extra hard to always provide fast, perfect mail for our customers.

Our 2023 postal holiday calendar can be found here and the USPS postal holiday schedule 2023 can be found here.

mail truck for the usps postal service in a christmas tree for mailing on postal holidays

Shipping Deadlines for Christmas 2023

The shipping deadlines for Christmas 2023 vary, but here are some general deadlines:

USPS:

USPS Ground Advantage — December 16
First-Class Mail (including greeting cards) — December 16
Priority Mail — December 18
Priority Mail Express — December 20

FedEx:

FedEx Home Delivery: 1-Day Shipping — December 22
2-Day Shipping — December 21
3-Day Shipping — December 20
4-Day Shipping — December 18
5-Day Shipping – December 15

The USPS gives a more in-depth overview of mailing deadlines, here.

Tips for Getting Mail Out Before the Delay

Christmas tree, Christmas mailbox with a mail truck in front of a merry christmas can

If you’re worried about getting your mail out on time before the Christmas rush, here are some quick tips to avoid any delays with your mail delivery service:

Get your mail out ASAP. Start early if you can
Use Priority or Express Mail services
Double-check addresses
Include return addresses in case there are any issues
Avoid peak shipping days
Send letters, cards and mail online through the LetterStream portal so you never have to set foot in the Post Office
Track your shipments and track your letters

You’re probably not going to be using Certified Mail to send your holiday mail, however, if you use it for other purposes or you just decide to, here is where you can track your USPS Certified Mail on our website.

LetterStream Is Open on Certain Postal Holidays

Ok, now let’s talk a little bit about LetterStream during other postal mail holidays. A fun fact about us is that there are a lot of holidays when the USPS is closed, however, we can still get your mail out for you!

You may be wondering how that is possible. If the Post Office is closed during postal holidays, then how is mail being delivered through LetterStream? Good question!

LetterStream is a printing and mailing company that works with the USPS. Just because the front counters are empty and the doors are closed to the public doesn’t mean that the back-office staff (those behind the scenes of the United States Postal Service aren’t still working hard). Because of that, we can have our dedicated team work on getting your mailings out the door and a driver to pick up the letters that need to be delivered.

Even though the mail may not be delivered on the actual holiday because USPS drivers are off, that doesn’t mean that we can’t get the internal process done beforehand. This allows us to be ahead of the curve for the next day’s mailing schedule. If mail goes out the door during a postal holiday then that means it is ready to be mailed the next day, whereas if we were closed we’d still have to do our internal part the next day. Basically, we’re one step ahead of the Post Office by being open on certain postal holidays.

The USPS accepts and processes our mail on President’s Day (Washington’s birthday), Columbus Day, Veterans’ Day, MLK Day and Juneteenth.

Click here to view our Postal Holidays 2024 Schedule which gives you a complete overview of when the Post Office is closed, when LetterStream is closed and when we are open and mailing even if the Post Office isn’t open.

Happy Holidays and Happy Mailing!