Sending notices? Mail your list from your desk.

Your letter goes out on paper to every patient, tenant, resident or client, and we print, fold and hand each letter to USPS. You upload the letter and the names, check the proof and the full price on screen, then approve. Nothing prints until a person on your side says yes. Pick your field below.

USMail.ai is an AI print-to-mail platform for offices that still need to send letters on paper. You upload. You approve. We produce. The steps are the same whether you run a dental office, a small water system, a law firm or a homeowners association, and whether you send one letter or a few thousand.

Start MailingSee how it works

Which fields does USMail.ai mail for?

Each page below covers the letters one kind of office sends most, with its own examples and questions. Pick the one closest to your work. If yours isn't listed, the same steps still apply, and you can start from the general business page.

Healthcare and care homes

Patient statements and notices: Send the statements and notices your billing office already prints.
Medical office mailing: Tell patients when a doctor leaves, the practice moves or it closes.
Long-term care letters: Send residents and their families rate changes and other letters.

Homes and property

HOA notices: Tell owners about the annual meeting, dues or a rule violation.
Eviction notice by Certified Mail: Send a tenant the written notice your state asks for.

Professional offices

Financial advisor and broker-dealer mail: Send clients their statements, consent letters and tax forms.
Law firm notices: Let clients know when an attorney leaves, the firm closes or you end a matter.

Utilities and water systems

Utility notices: Tell residents about rate changes, hearings and service shutoffs.
Water system notices: Send the written follow-up for water notices and your yearly water report.
Your Monthly Utility Bill Run. Handled.: Upload your existing billing file, review it on screen, and we print, stuff, and mail it First-Class from Wichita.

How does mailing work, whatever your field?

You save your letter the way you already make it, as a PDF or a Word file, and keep your list of names and addresses in a spreadsheet. You upload both, and we show you a proof of the finished letter and the full price before anything prints. When it looks right, you approve it. We print each letter, fold it, put it in an envelope, add postage and hand it to USPS. You can read the full walk-through on how it works.

Nothing prints until someone on your side says yes. That keeps the person who knows the letter in charge of it, and it means the receptionist or office manager doesn't have to become the mail room. Anyone on staff who can attach a file to an email can send a mailing.

If you approve a job and then spot a problem, you can unapprove it until its mail date, and unapproving puts the money back on your meter. Keeping money on a meter is optional; you can also pay for each mailing as you go.

What does it cost to mail a letter?

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 your own job on screen before you approve, so there's no guessing what postage will run. Longer letters, color and other options change the price, and the proof shows the exact total for what you chose. There are no stamps to buy, no envelopes to order and no postage meter to lease.

How do you check addresses before mailing?

We check every address before mailing against the USPS address database, and we flag any that look wrong so you can fix them before you approve. You supply every address on your list; we never make one up or fill one in for you. A clean address helps, but no address check can promise when or whether a letter gets to the person. You can read more on address verification.

What about letters that need Certified Mail?

Some letters carry more weight, such as an eviction notice, a letter ending a client relationship or a demand for payment. For those, you can add Certified Mail before you approve. Certified Mail is $1.15 plus the current USPS Certified Mail fee, which USPS lists in Notice 123. It includes USPS tracking. We don't offer paper Return Receipt yet. You can see the steps on how to send Certified Mail online.

Rules about notices differ by state and by type of letter, and this page isn't legal advice. If a law or contract says how a notice must be sent, check that rule with your own adviser before you choose how to mail it.

Why do offices hand their mail to us?

Most offices that mail paper aren't short on letters; they're short on hours. Printing a stack, folding it, stuffing envelopes, peeling labels and driving to the post office before the window closes all come out of a day that was meant for patients, tenants, residents or clients. When a big mailing lands at the same time as a busy week, something else gets pushed back.

Handing the mail to us means that work stops landing on whoever happens to be free. You keep making your letters the way you do now, and we take it from the upload to USPS. A one-off notice and a monthly batch follow the same steps, so nobody has to relearn anything when the next mailing comes up.

What do people ask about USMail.ai?

Do I need special software to use USMail.ai?

No. If you can save your letter as a PDF or Word file and keep your mailing list in a spreadsheet, you have what you need. You upload both, check the proof and the price, and approve.

How much does a letter cost?

Letters starting at $1.15, postage included. For a one-page, single-sided, black-and-white First-Class letter. Certified Mail is $1.15 plus the current USPS Certified Mail fee listed in USPS Notice 123.

Can I change my mind after I approve?

Yes. You can unapprove a job until its mail date, and unapproving puts the money back on your meter. Keeping a meter balance is optional, and you can pay per mailing instead.

When does my mail go out?

By default, letters you approve before 10 p.m. CT are handed to USPS the next business day. USPS delivery times vary, so mail early enough for any deadline you have.

Do you offer Return Receipt with Certified Mail?

We don't offer paper Return Receipt yet. Certified Mail from USMail.ai includes USPS tracking, so you can see when USPS has your letter and follow it from there.

Ready to send your first letter? Start mailing and see the proof and price before you approve.

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

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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