Consumer confidence report? Notify residents in one upload.

By the USMail.ai team, more than 50 years of combined expertise in printing and mailing

Statutes checked October 29, 2026

Direct answer: Every resident on your list is sent this year's water quality report on paper, and we print and mail each copy for you. Federal rules require community water systems to distribute the report by July 1 each year. You upload the report and the list, check the proof and the full price, and approve.

Statutes checked October 29, 2026: 40 CFR 141.155 (delivery methods; July 1; twice a year for systems serving 10,000 or more, starting January 1, 2027 (40 CFR 141.152); 3-year retention). Your state primacy agency may add requirements. General information, not legal advice.

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When is the Consumer Confidence Report due?

Under 40 CFR 141.155, "Each community water system must distribute reports by July 1 each year," using data from the previous calendar year. Starting January 1, 2027, per 40 CFR 141.152(a), the same section says each system "serving 10,000 or more persons must distribute the report biannually, or twice per calendar year, by December 31." Check with your state drinking water program on how the dates apply to you. USPS delivery times vary, so mail early enough.

Do we have to mail it?

Not always, but mail is one of the listed methods. The rule says each system "must directly deliver a copy of the report to each customer," using at least one of these: "Mail or hand deliver a paper copy of the report," "Mail a notification that the report is available on a website via a direct link," email, or another method your primacy agency approves in writing. Systems that deliver electronically must still provide a paper copy to any customer who asks. Your primacy agency confirms which method fits you.

Who gets the report?

Each customer, which for most systems means every billing address. The rule also asks systems to make a good-faith effort to reach people who don't get a water bill, such as renters, using means your primacy agency recommends. Export your billing list, add any extra addresses your program uses, and remove duplicates before you upload. Every address comes from you. We check every address before mailing, and the AI never suggests or adds one.

How long do we keep copies?

The rule says "Any system subject to this subpart must retain copies of its Consumer Confidence Report for no less than 3 years." Keep your approved proof with your own records if that helps. Other drinking water mailings are on the water system notices page. Boil-water advisories have their own boil-water follow-ups page.

How does mailing work on USMail.ai?

You upload. You approve. We produce. You upload the notice as a PDF or document, add your mailing list, and check the proof on screen. You see the complete price before you approve, and nothing prints until a person on your staff says yes. From our own production floor: we print, envelope and hand each piece to USPS, and you see the proof and the full price before you approve.

If plans change, you can unapprove an approved job before its mail date, and the money goes back on your meter balance, not your card.

Paper report or a link notice?

Both are letters you upload. A full paper report may run several pages; you see the full price for your file before you approve. A short notice with a direct link to the online report is one page for most systems. Pick the method your primacy agency accepts, then upload that file. A report goes to every address at once, so Certified Mail rarely fits. Certified Mail is $1.15 plus the current USPS Certified Mail fee, which USPS publishes in Notice 123. You see the full price before you approve. We don't offer paper Return Receipt yet.

What does it cost?

Letters starting at $1.15, postage included. For a one-page, single-sided, black-and-white First-Class letter. You see the full price for the whole mailing before you approve. A meter balance is optional, and you can pay per mailing. USMail.ai is an AI print-to-mail platform, not USPS.

What does USMail.ai not do?

We don't write the report, run water tests or file your certification with the state. We print the report or notice you upload, as you approved it, and hand it to USPS.

What do people ask about USMail.ai?

When is the Consumer Confidence Report due?

By July 1 each year. Systems serving 10,000 or more people distribute it twice a year, with the second by December 31.

Can we mail a notice with a link instead of the full report?

Yes, if your primacy agency accepts it. The federal rule lists a mailed notice with a direct link as one delivery option.

Do we need to keep a copy?

Yes. The rule says to keep copies of the report for no less than 3 years.

Do you add addresses for renters who don't get a bill?

No. Every address comes from you, and the AI never suggests one. We check every address before mailing.

When does my letter go to USPS?

By default, letters you approve before 10 p.m. CT are handed to USPS the next business day (Monday to Friday). USPS delivery times vary. USPS handles delivery from there. There are no contracts, subscriptions or setup fees.

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