send mail online | LetterStream Blog

LetterStream Makes Donation to the 2025 Code:Red Water Drive

When summer in Arizona hits triple digits, staying cool isn’t just about comfort—it’s about survival. That’s why we once again joined forces with Brown Community Management to support the Phoenix Rescue Mission’s Code:Red Summer Heat Relief Campaign, helping to get bottled water to those who need it most.

And this year? We went big. Together, we collected 12,080 bottles of water to donate. That’s enough to fill an entire office breakroom…and then some.

Why We Keep Coming Back to This Cause

If you’ve lived in Arizona for more than a week, you know summer heat is no joke. For our neighbors experiencing homelessness or without reliable shelter, it’s downright dangerous. Dehydration can set in quickly, and access to clean, cold water can be the difference between life and death.

That’s why we jumped right back in this year. Not only is this cause close to our hearts, but we’ve seen the difference it makes—firsthand—from the smiles and gratitude of those receiving these donations. And yes, while LetterStream is known for helping people send mail online (and making it a breeze), we’re also big believers in lending a hand offline, too.

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

Partnership Power: Brown Management

The success of this year’s drive is thanks to a solid team effort. Brown Community Management rallied their network and encouraged donations across their communities. OPACS also helped out as our go-to for office supplies, once again came through in a big way to help us source and deliver the water.

It’s proof that when businesses team up for good, the results multiply—kind of like how one pallet of bottled water can become an entire truckload when everyone chips in.

From Pallets to People

We measured the donation in bottles, but the real measure is impact. Each case of water represents relief for someone braving the Arizona sun without easy access to hydration. That’s a humbling thought—and a big motivator for us to keep supporting the Code:Red Water Drive each year.

And while mailing Certified Mail online or sending bulk business statements might be our daily grind, it’s projects like this that remind us why community matters.

A Big Thank You

To everyone who donated, shared the cause, or helped move and stack cases in the blazing heat—thank you. You helped turn 12,080 bottles into 12,080 chances to make a scorching summer just a little bit safer for someone in need.

We’re proud to be part of a community that shows up when it matters. And we’ll be ready to do it all over again next year.

To learn more about Phoenix Rescue Mission, click here.

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.

Come See Letterstream at CINC Up 2025 in Austin!

LetterStream will be at Booth 11. Come check us out!

The countdown is on—CINC Up 2025 is right around the corner, and we couldn’t be more excited to be part of it once again. From September 3–5, 2025, industry leaders, community managers, and solution providers will gather in Austin, Texas for CINC’s premier annual event. And yes—LetterStream will be there in full force.

Where to Find Us

This year, you’ll catch us at Booth 11 (same one as last year!). Keep an eye out for our team—Marc, Aaron, and Dave—and for anyone sporting our signature “I ♥ LetterStream” ribbons. Be sure to stop and ask them why they love using LetterStream so much!

We’ll also be kicking off the event with a welcome video, so you’ll see us right from the start.

Already Integrated with CINC

Here’s one of the best parts: if you’re a CINC user, LetterStream is already available to you. Our print and mail services are built right into the CINC platform. All you need to do is ask your CINC representative to turn on LetterStream—and you’ll be ready to send accurate, reliable, and even trackable Certified Mail without ever leaving your account.

Why Stop By Our Booth?

We’d love to connect with you personally! Stop by Booth 11 and chat with Marc or Aaron (David will be wandering around, so say hi when you spot him in the wild) to see what’s new.

Visiting our booth gives you the chance to:

See how easy it is to send statements, violation letters, annual mailing packets, ballots, and more using First-Class Mail and Certified Mail, directly through your CINC account.
Ask questions and get answers straight from our team.
Explore how our solutions help HOAs, management companies, and business leaders save time while staying compliant.
Walk away with practical tips for streamlining your mail operations.
Learn how studies show that using accent colors on invoices can help payments come in up to 30% faster.
Explore our Four-up coupon booklets, designed to reduce costs while keeping things simple and organized for homeowners.

It’s a great chance to discover the little tweaks that make a big impact in community management.

Why It Matters

Community managers and HOA leaders already have enough on their plates—managing vendors, compliance timelines, and board expectations. The last thing you need is to wrestle with printers, envelopes, tracking numbers, or vendors that never seem to get your mail out on time. That’s where we step in. With LetterStream and CINC together, your mail gets handled—accurately, securely, and fast.

See You in Austin

If you’ll be at CINC Up 2025, stop by Booth 11 and say hello to Marc, Aaron, and David. Whether you’re already using LetterStream inside your CINC account or want to learn how simple it is to get started, we’d love to connect. See you there!

Tired of Going to the Post Office? Learn How to Send Certified Mail Online

There are so many benefits to sending Certified Mail online. Let’s get into how we can make your job and your life a whole lot easier!

You already know Certified Mail is a must-have for business-critical communications.

It gives you proof. It gives you peace of mind. But what happens after you send it?

If you’re still juggling green cards, scribbled tracking numbers, or crossing your fingers hoping it got there… there’s a better way.

At LetterStream, we make Certified Mail trackable, visible, and organized—all in one dashboard. No more guessing. No more “I think it was delivered last week?” vibes.

Just clean, confident tracking.

Why Tracking Certified Mail Matters

Tracking isn’t just a nice bonus—it’s the whole point.

When you send Certified Mail through USPS, you’re doing it because you need proof that something happened:

You sent it
It got delivered
Someone signed for it
It happened on a specific day

Whether you’re dealing with legal notices, compliance requirements, HOA violations, or billing disputes—proof is everything.

The problem? Traditional Certified Mail tracking is clunky, manual, and easy to misplace.

That’s where we come in.

LetterStream = Certified Mail + Full Transparency

When you send Certified Mail online with LetterStream, you get:

USPS tracking numbers assigned instantly
Real-time status updates (Mailed, Delivered, Electronic Signature)
Digital access to delivery confirmations
Downloadable return receipts (Electronic Return Receipt)
All tracking data in one place—no spreadsheets, no guesswork

No More Chasing Envelopes

We’ve all been there—trying to figure out which envelope was sent when, who signed for what, and whether anyone remembered to scan the return receipt.

With LetterStream:

Each job is automatically logged
Every tracking update is available with a few clicks
Return receipts are stored right in your account
You never have to enter in a tracking number again. It just appears in your account.

You can literally prove delivery in a meeting with one tab open. Easy, right?

Stay Compliant Without Losing Your Mind

If you work in an industry where compliance matters (and let’s be real—most do), tracking isn’t optional.

It’s required.

Healthcare teams rely on Certified Mail to meet HIPAA standards. Law firms use it for time-sensitive court notices. HOAs depend on it to prove they notified residents properly.

Why?

Because you can’t afford to lose a return receipt, and you shouldn’t have to dig through paper piles to prove you followed the rules.

With LetterStream, all your Certified Mail tracking is centralized, searchable, and exportable. It’s like your own compliance safety net.

Bonus: Track Every Certified Mail Job With LetterStream

Want even more control?

Using LetterStream, you can view every stage of your mail’s journey—from upload to mailed. We ensure your mail is produced with the highest possible levels of speed, accuracy, and reliability. When you send Certified Mail specifically, it gets even cooler. We have the tracking number and tracking overview right in your account. Meaning, you never have to type in those long tracking numbers again. That’s just one of the reasons we say that LetterStream makes mailing a breeze!

It’s like Certified Mail with superpowers.

You Deserve Mail That Doesn’t Disappear Into the Void

With LetterStream, Certified Mail tracking isn’t an afterthought—it’s built in.

You get the proof.
You get the timestamps.
You get to sleep at night knowing you can back it all up.

So go ahead—send that violation letter, court doc, or compliance notice. We’ll track it right in your account, and you can sit back and relax. And hey, side note, if you need to get your letter sent and delivered really fast, consider using FedEx 2Day with tracking.

LetterStream makes print and mail a breeze! Create a free LetterStream account here.

Behind Every Piece of Mail: Celebrating the LetterStream Team

Wow! Can you believe we’re already approaching the end of August?! Boy, how time flies. But, if you’ve been following along with LetterStream over the years, then you might know that the middle of August means it’s time for one of our quarterly Employee Appreciation Parties (formerly known as Quarterly Bonus Party time), which is always a super fun time for us as a company.

Celebrating Humans In an AI World

With the ever-changing world of AI happening before our eyes, it’s fun to remember the human side of work as well. We embrace AI at LetterStream. It has its place, and it makes for better efficiency. It’s honestly a fantastic tool to utilize.

But, do you know what else we embrace at LetterStream?

People. Our employees. Our customers.

No matter how much AI there is in the world, our people are still the heart of mail (which happens to be our updated Core Values. Check them out here). We don’t say it just to say it. In fact, we say it because we live it. Without the people who run the machines and keep an eye on your business-critical mail pieces, without the tech people, the sales and marketing people, our people in leadership—we wouldn’t be able to do what we do (at least with the same integrity).

Celebrating our hard-working, dedicated, loyal, and just plain awesome employees is something we truly love to do, and it’s not something we take lightly.

Printing and Mailing Made Fun

Every quarter, we invite our team members to join together for a few hours of just plain fun. Every now and then, we have it at our LetterStream headquarters (last year we had Hitachi come in and it was memorable to say the least), but usually we’re out and about at a cool place celebrating.

This year we did it at Bam Kazam (the name itself represents cool and fun, right?), and oh man, did we have an absolute blast! Not that we don’t at all of our parties, but this one was unique. Bam Kazam is part escape room, part adventure fun, part arcade…do we need to say more?

At past events, we’ve done an escape room, we’ve done an arcade, and we’ve done parties where some type of adventure was to be had (remembering our time go-kart racing), but this was the first time we’ve done all of them at once. Highly recommend if you’re looking for something unique that is a great team-building event for your employees that also brings in a lot of laughs. It took place on August 13^th and we’re still hearing rumbles of it between team members in the back… that’s how much fun it was.

Innovation In Mail

During each of our parties, we not only take the time to celebrate but we also take the time to review the quarter—our wins, areas that could possibly use some improvements, milestones, introducing new employees, and preparing for the upcoming season. Our presentations are our way of over-communicating with the team and making sure everyone is kept in the loop, while also recognizing the hard work that each and every person puts in here. Then it’s on to games and prizes and of course, food (this time it was a burger bar!) before the main event. Oh, and we almost forgot to mention that we always have a theme to go along with our parties, and this quarter it was Innovation.

Our People Are the Heart Of Mail

We love sharing about our Employee Appreciation Parties because they truly mean a lot to us as a company. We love screaming about how great our employees are, the people who show up daily for us and for you.

The people who deserve to be recognized, even though you never see or hear from them (except if you’re emailing our awesome support team). The people who have helped shape LetterStream to become, well, LetterStream, for the past 22 years.

They make us more than just a printing and mailing company, a SaaS company, a company that can easily send First-Class Mail and Certified Mail online for you. They help make us different and set us apart from the rest. The innovation we have at LetterStream and our drive and love for what we do are what allow us to show up for our customers every single day.

We’ve said it once, and we’ll keep saying it. Thank you, LetterStream team members, for your dedication to our company, and thank you to our loyal customers who have trusted us with your mail over the years. We will continue to celebrate, innovate, work hard, have fun, and prioritize MAIL by sending fast, accurate, and reliable mail with mad customer love!

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.

HOA Mail Simplified: Best Practices for HOA Managers

Managing HOA mail shouldn’t be the hardest part of the job. In fact, sending HOA Mail with LetterStream makes it a breeze.

HOA management is already full of moving parts—fielding resident complaints, managing vendors, scheduling board meetings, staying compliant with legal timelines.

So why does the simple act of sending mail still take up so much time?

If you’re printing, folding, stuffing, and tracking HOA mail manually, you’re not just overworked—you’re under-equipped.

Let’s talk best practices for HOA mail that actually save time, reduce stress, and keep your board (and residents) happy.

1. Create a Standardized HOA Mailing Calendar

Mailing isn’t just reactive—it should be planned.

Successful HOA managers build an annual calendar for mailings, including:

Annual meeting notices (with quorum and voting deadlines)
Budget announcements
Assessment bills or reminders
Rule changes and policy updates
Violation notices
Welcome letters and postcards for new residents

This lets you avoid last-minute panic (and helps ensure compliance with governing documents or state statutes).

2. Don’t Just Send Mail—Track It With Certified Mail

HOA mail often includes sensitive or time-bound communication. A notice of violation that doesn’t arrive? That’s a liability. A budget letter that gets lost? That’s a board complaint waiting to happen.

That’s why many associations choose First-Class Mail or Certified Mail with tracking—and why it’s critical that your system lets you track each piece from send to delivery.

With LetterStream, you get:

✅ USPS tracking
✅ Delivery status updates
✅ Optional Electronic Return Receipts
✅ One dashboard to manage it all

3. Send Real Mail Online—No Post Office Run Required

Imagine sending 600 annual meeting notices without ever loading a printer.

With LetterStream, you can upload a PDF, choose the mailing class, and click send. We take care of:

Printing
Folding
Stuffing
Barcoding
USPS handoff
Tracking (with Certified Mail and FedEx 2Day)
Return receipts (if needed)

You stay focused on the community. We handle the mail.

It’s especially useful when you’re managing multiple properties or handling mail remotely.

4. Know Your State’s Legal Requirements

HOA mail isn’t just a formality—it’s often legally required.

Some states require:

Specific language in notices
Minimum delivery timelines
Certified Mail for violations
Return receipts for compliance

Using a professional print and mail service ensures you’re hitting those deadlines and can show proof of compliance if questioned.

And if you manage HOAs in multiple states? Even more reason to use a centralized, trackable system.

5. Let Technology Do the Heavy Lifting

You’re not just a manager—you’re also a liaison, organizer, and sometimes even the peacemaker.

So why are you folding letters?

Let automation do what it does best.

With LetterStream’s StreamLogic™ technology, you can view every stage of your mailing—from job upload to USPS delivery (utilizing Certified Mail). No more digging through folders to find a lost tracking number.

6. Say Goodbye to “Did You Mail That Yet?”

The average HOA board sends hundreds of pieces of mail a year. Multiply that by multiple properties and suddenly you’re doing more admin than actual homeowner association management.

With LetterStream, your job is to hit upload. Ours is to do the rest—on time, every time.

And because you have a trackable option, you’re never stuck answering vague board questions without documentation.

HOA Mail Doesn’t Have to Be Manual

Your team is stretched enough. You shouldn’t have to build a mailroom just to send out violation letters.

Whether you’re sending 10 letters or 10,000, LetterStream gives managers the tools to stay on top of every HOA mailing—with speed, precision, and peace of mind.

Less paper. More control. Happier residents.
We call that a win-win.

LetterStream makes printing and mailing a breeze!

USPS Is Closing CPUs—What That Means for Your Business Mail

Recently, the U.S. Postal Service has been quietly closing Contract Postal Units (CPUs) across the country—leaving communities and businesses without convenient access to mailing services they’ve relied on for years.

If you’ve ever used a CPU located on the local corner or tucked inside a hardware store, pharmacy, or university bookstore, you know how valuable they can be. They offer local, accessible mailing options without the long lines or travel time to a main post office.

Now? Many of them are disappearing.

And while the news might feel like one more reason to worry about your business-critical mail, we’re not here to sound alarms.

We’re here to offer solutions.

Wait—What’s a CPU, and Why Are They Closing?

CPUs are retail locations contracted by the USPS to offer mailing services like First-Class, Certified Mail, postage, and P.O. boxes—especially in underserved areas or high-demand zones.

They’ve long played a key role in helping the USPS meet local demand without opening full-service post offices. But due to rising costs, contract changes, and internal restructuring, the Postal Service has ended many of these contracts—sometimes without community input or clear alternatives.

This leaves businesses and residences without local access to Certified Mail, postage, or package drop-off.

In fact, a USPS Inspector General audit found that some areas need more CPUs, not fewer.

So, where does that leave businesses?

If Your CPU Closes, Your Options Shrink Fast

When a CPU shuts down, it’s not just an inconvenience. It affects how businesses send important communications—especially in industries that rely on physical mail for legal or compliance reasons.

HOAs need to send out ballots, violation notices, and annual meeting packets
Law firms rely on Certified Mail online for time-sensitive filings
Medical offices must send HIPAA-compliant documentation on a tight schedule
Property managers need to notify residents of lease changes, fee updates, and more

Losing your closest postal location can mean longer drive times, longer lines, lost productivity, and mailing delays—none of which are great for business.

Here’s the Good News: You Don’t Need a CPU to Send Mail

At LetterStream, we’ve been helping businesses send mail online for over 20 years—no trips to the Post Office required.

Whether you were relying on a CPU or a main postal branch, the challenge is the same: how do you keep your mailing processes fast, accurate, and reliable without relying on physical access to USPS? (Here’s a hint: LetterStream.com.) Ok, so maybe a hint wasn’t the right word.

Just so you know, that’s exactly what our platform is built for.

Upload your documents and addresses
Choose your mail class: First-Class, Certified Mail, or even FedEx 2Day
Track every job with real-time updates
Let us print, prep, and send your documents—without stepping foot in a Post Office

CPUs May Be Disappearing, But Your Mail Doesn’t Have to Slow Down

This shift in USPS infrastructure is a wake-up call for businesses still dependent on physical mailing locations. It’s time to bring your mailing strategy into the digital age—without giving up the benefits of real, tangible mail.

And we’re not just saying that. Here’s what your business gains when you send mail online through a trusted print and mail service:

Speed: Get documents uploaded in minutes and out the door fast, even during peak seasons
Tracking: Maintain full visibility with digital proof of mailing and delivery when sending Certified Mail online
Scalability: Whether you send 10 letters or 10,000, the process stays consistent
Location freedom: Your mailing doesn’t rely on a single Post Office or CPU

So even if USPS closes more CPUs—and they likely will—you’re ready.

Think of It as an Opportunity, Not a Roadblock

Yes, losing local mailing centers is frustrating. But it’s also a powerful reminder that your business needs a mail strategy that can adapt.

Sending documents shouldn’t depend on someone driving across town, waiting in line, or hoping a retail CPU is still in business. With online mailing, it’s all handled from your desk—fast, secure, and trackable.

When USPS infrastructure shifts, your operations don’t have to.

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 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!

The Hidden Cost of Sending “Free” In-House Mail

Sending mail in-house doesn’t actually save you money.

“We already have a printer.”
“It only takes a few minutes.”
“Stamps aren’t that expensive.”

Sound familiar?

It’s the internal chorus many companies rely on when justifying their in-house mail processes. But here’s the thing: what seems free on the surface is usually costing you more than you realize.

If your team is still printing, folding, stuffing, stamping, and tracking important mail internally, oof, that’s a lot. Let’s break down what that “free” process is really costing you.

Spoiler: it’s not just paper and toner.

Labor: The Most Expensive Envelope You’ll Ever Seal

Think about how long it takes to send a single Certified Mail letter in-house:

Print the document
Grab the right envelope
Fill out the Certified Mail form
Apply postage
Drop it off at the Post Office
Save the tracking number (somewhere, hopefully)
File the proof later—if someone remembers
Enter in all the numbers just to track and see where your letter is at

Now multiply that by dozens, hundreds, or thousands of pieces of mail per month. And who’s doing all of this? Your office manager? Your HR assistant? Your paralegal?

That’s real time spent on repetitive tasks—and real salary dollars diverted away from actual job responsibilities.

Companies like ours that send mail online eliminate these manual steps entirely. Your team uploads a file, clicks send, and we take it from there.

You didn’t hire talented people to stand next to a postage meter. So why are they still doing it?

Equipment and Supplies

Sure, printers and paper seem cheap—until they aren’t.

There’s the printer that jams every other day. The envelope reorder that someone forgot. The postage meter lease. The toner that runs out mid-job. The unexpected maintenance call that kills your budget for the month.

These costs might be small individually, but collectively, they add up, especially when they disrupt workflows or delay time-sensitive mail.

And while no one wants to budget for a new postage scale, you’ll end up paying for it anyway… one emergency trip to the office supply store at a time.

Mistakes, Delays, and Compliance Risks

In regulated industries, one lost Certified Mail receipt can mean legal exposure. One delayed benefits notice can mean an HR violation. One botched billing cycle can mean thousands in late fees or customer confusion.

When you’re managing mail manually, you’re relying on humans to get it right, every time.

A proactive print and mail service introduces speed, reliability, and accuracy, and it reduces the risk of:

Wrong addresses
Missed deadlines
Lost documentation
Inconsistent branding
Untrackable delivery

These are hidden costs you can’t afford to keep ignoring.

Opportunity Cost: What Could They Be Doing Instead?

Every hour your team spends printing and mailing is an hour they’re not doing something more valuable.

That might be:

Following up with clients
Solving customer service issues
Closing new deals
Onboarding employees
Building new workflows

Manual mail doesn’t just cost money—it costs momentum.

With LetterStream, your documents are still printed, stuffed, and mailed, but your team doesn’t lose focus or flow to make it happen.

“We Only Send a Few Letters” (Until You Don’t)

A lot of businesses think they don’t send enough mail to justify using a platform. But sporadic mail is exactly where delays, mistakes, and distractions sneak in.

Plus, when something urgent comes up—like a legal notice or compliance mailing—you want a reliable system, not a scramble.

Whether it’s one letter or 1,000, a printing and mailing company ensures it gets handled with care, tracked properly, and out the door quickly.

Because your brand shouldn’t feel like a paper jam.

Real Costs vs. Perceived Costs

Let’s stack them up.

In-House “Free” Mail:

Staff time (hourly or salaried)
Equipment lease or replacement
Postage meter
Postage and supply overhead
Risk of error or delay
Storage, filing, and compliance burden

Online Print and Mail Service:

Fixed, transparent cost per piece
Built-in tracking for Certified Mail and compliance
Zero office disruption
Digital records
No hardware, maintenance, or manual labor
No trips to the Post Office

Which one sounds more efficient?

You’re Not Saving. You’re Delaying the Switch.

The businesses that move to online Certified Mail and First-Class Mail systems usually do it after one of two things happens:

A compliance scare or mail-related mistake.
A team finally had enough and says, “There has to be a better way.”

We’re here to tell you: there is a better way. It’s easier than you think. And it’s probably cheaper than what you’re doing now, especially when you factor in everything you’re currently not tracking.

Start sending mail online with LetterStream. We make sending mail a breeze!

How to Go From Reactive to Proactive With Your Mailing Strategy

If your team is still scrambling to send out time-sensitive letters, compliance notices, or monthly statements at the last minute, congrats, you’re not alone. You’re also not scalable.

Inconsistent mail processes, forgotten deadlines, and last-minute envelope stuffing aren’t just frustrating—they’re a sign your business is stuck in a reactive loop.

But what if your physical mail strategy could actually run ahead of your schedule? What if it could be streamlined, automated, and entirely scalable, no matter how fast your business grows?

It can. And we’re here to show you how.

Reactive Mail = Risky Business

You know the signs:

Your team rushes to print invoices at the end of the month
Compliance documents are delayed because someone forgot the Certified Mail label
HR still sends out benefit packets manually, after new hires start asking
You keep a stash of stamps “just in case,” which you constantly forget to reorder

These aren’t just quirks—they’re liabilities. When critical communications are handled reactively, deadlines get missed, reputations take a hit, and teams burn out.

Modern business doesn’t run on duct tape and overnight FedEx envelopes. It runs on intentional systems, including mail.

A Proactive Mail Strategy: What It Looks Like

Going proactive doesn’t mean doing more—it means doing it smarter. A scalable print and mail service lets you plan, schedule, and automate mailings so your operations stay ahead of the curve.

With a proactive mail strategy, you can:

Schedule recurring jobs utilizing an API (monthly statements, policy updates, annual notices)
Upload mailings on your timeline, not when your team is already buried
Track every Certified Mail piece—with digital logs and delivery records
Plan ahead and never have to leave your desk

And all of it can be done without touching a printer, envelope, or postage machine.

Scalable = Sustainable

Whether you’re a growing law firm, a national HOA management company, or a healthcare provider adding new clinics, your mail volume won’t stay the same. And that’s the point.

You don’t need a different process when your volume doubles—you need one that flexes with you.

Upload and Send It. It’s That Easy

You know what’s more efficient than real-time panic? Scheduled peace of mind.

Let’s say you send tenant statements to 2,000 properties every month. Instead of frantically printing them on the 31st, you can schedule them ahead of time. Same goes for:

Healthcare EOBs (Explanation of Benefits)
Collections letters
Legal time-bound notices
Annual rate adjustments or fee changes
Mass policy mailings

One upload. One process. Every time. And when you send mail online, you never have to make another Post Office run again.

The ROI of Getting Ahead

Yes, this is about operations—but it’s also about cost.

When you batch mail, avoid express delivery fees, reduce errors, and eliminate labor waste, the savings add up fast. Not to mention the soft ROI of reducing stress and reclaiming hours every month for more strategic work.

You can even monitor the performance of your proactive strategy—how many pieces sent, how many Certified letters with proof, how quickly they arrived—all from your dashboard.

You can’t do that with a postage scale and a sticky note reminder.

Turn Your Mail Into a Competitive Advantage

Most businesses don’t think about mail until it’s urgent. That’s exactly why having a proactive strategy sets you apart.

Clients trust companies that communicate clearly and on time. Regulators expect promptness and documentation. Employees thrive when they aren’t stuck doing repetitive, manual work.

When your mail process runs like clockwork, your whole business runs better.

You Don’t Need a Department. You Need a Plan.

Building a scalable mail strategy doesn’t mean adding headcount. It means using tools that do the heavy lifting for you.

LetterStream gives your team the ability to send Certified Mail, First-Class Mail, and more—all online, and all easily managed from a dashboard.

That’s not just growth-ready—it’s future-proof, because LetterStream makes printing and mailing a breeze!

How Using LetterStream’s API Saves Companies Time, Money, and Sanity

LetterStream’s API allows companies to automate business-critical mail.

Behind every successful operations team is one core truth: they didn’t get there by printing and stuffing envelopes by hand.

Automation has become the backbone of modern business operations, especially for teams managing recurring or high-volume mail. And if you’ve ever wished you could hit “send” on a document and have it magically turn into trackable Certified Mail or just a First-Class letter… you’re closer than you think.

With the LetterStream API, developers and operations leaders can fully automate the printing, processing, and sending of snail mail, securely and efficiently.

Here are five real-world use cases that show how the LetterStream API saves time, reduces stress, and helps teams work smarter (not harder).

1. Automate Late Payment Notices from Your CRM

Still sending out manual past-due letters? With the LetterStream API, you can connect your CRM or billing platform to automatically trigger a physical notice after a set number of days.

Let’s say a customer hasn’t paid within 30 days. Your system can generate a PDF notice, ping the LetterStream API, and send the letter via First-Class Mail—without anyone printing or folding a thing.

Need to add Certified Mail for legal protection? You can include that logic too. Tracking numbers, digital proofs, and delivery data all included.

This is how finance and AR teams turn chaos into consistency.

2. Trigger Mailings from Your Internal Software

Whether you’re using custom ERP tools, a ticketing system, or something built in-house, if it can send a webhook or make an HTTP request, it can send mail through LetterStream.

Imagine this:

An eviction notice is triggered when a resident’s file status changes
A violation letter goes out when a photo is uploaded in your HOA software
A legal firm’s case management system auto-generates and sends a filing notification

If you’ve got software that manages workflows, you’ve got the power to connect it directly to our print and mail software—and make the paper part disappear.

3. Bulk Job Scheduling and Batch Mail

Need to send 500 notices each Friday? Or maybe you’re processing thousands of monthly statements for clients?

With the LetterStream API, you can script and schedule batch jobs that send all your mail at once, pulling from databases, applying templates, and routing based on zip code or content.

You stay in control, and your team avoids the last-minute, end-of-month stress. Plus, you’ll always have a full audit trail to reference, including file uploads, job IDs, and delivery confirmations.

Pair this with StreamLogic™, and you can build in automated logic to handle special rules, like Certified Mail for certain states or alternate return addresses for specific regions.

4. Empower Your Customers

If your business offers SaaS tools to other companies—think property management platforms, legal software, or fintech tools—you can integrate the LetterStream API directly into your platform.

That means your users can send Certified Mail or First-Class Mail without ever leaving your website.

You get:

Embedded mailing capabilities
Brand consistency (you can white-label the experience)
Zero support tickets about printers or postage

We handle the print, insert, and send. Your platform gets the credit. Everybody wins.

5. Create a Compliance-First Mailing System

If your industry deals with HIPAA, legal timelines, or regulatory disclosures, the API allows you to bake secure, traceable mail delivery into your compliance workflows.

No more guessing if something was sent. No more “we thought the admin handled that.”

Every job has a digital record, every piece of Certified Mail is trackable, and you can see when it was mailed from our end.

For healthcare groups, law firms, and insurance providers, this turns compliance from a risk into a repeatable system.

Let Your Systems Do the Sending

The best part? Your team can stop wrestling with stamps and focus on work that actually moves the business forward.

When physical mail becomes just another API call, everything gets smoother: timelines, compliance, customer experience, and morale.

Learn more about LetterStream’s API, here.