Advisor statements and disclosures, mailed
Quarter-end without the stuffing table. Upload the statements and letters your systems already make. A human approves, either on the app or by setting a postage grant. We print and deliver the pieces to USPS.
For RIAs, broker-dealers, wealth managers, insurance agencies, and 401(k) administrators.
What advisory firms still put in the mail
Your systems already built the file. Paper is the last mile.
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Statements and reports
Quarterly performance reports. Fee and billing statements. Year-end summaries. Upload one PDF per client or one merged file. Recurring cycles use the same path. Statements & invoices →
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Agreement and consent letters
Renewals and re-papering. Fee-schedule changes. Negative-consent letters after a platform or ownership change. Add Certified Mail or Certificate of Mailing before you approve. Certified Mail →
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Annual ADV, privacy, and CRS notices
The spring ADV summary of material changes. The annual privacy notice. Form CRS updates when your summary changes. Mail them together or apart. Your compliance team writes them. We print what you approve.
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Rep-change letters
A new advisor joins. Former clients get the letter and the transfer paperwork. Time-sensitive mail runs on its own job, on the mail date you pick. Add Certificate of Mailing if you want a receipt.
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Tax forms, on an envelope you design
Upload the 1099s, RMD letters, and backup-withholding notices your tax software already produced. Design your own envelope with the endorsement your notice needs, such as "Important Tax Return Document Enclosed" or "Important Tax Information Enclosed." There is no default tax envelope. Approve the artwork before the job. January and February cycles use the same path as any other job.
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401(k) participant paper statements
Starting with 2026 plan years, defined contribution plans generally owe each participant at least one paper benefit statement a year. Upload the statement file from your recordkeeper or TPA. We print, insert, and mail it.
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Proof when the letter matters
Certified Mail is proof the piece was delivered. Certificate of Mailing is a receipt that it was handed to USPS. You pick. You approve. Never same-day. Certified vs Certificate of Mailing →
How a mailing runs
Upload. Setup. Review. Approve. We produce.
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Upload
The PDFs or merge file you already have. Add a CSV list, or let the app read addresses from the file.
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AI-assisted setup
Software proposes addresses and print options. For a merged file, the AI suggests where to split, by page count or by text on the page. You confirm every split.
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Review the proof
See the pieces on screen. Check flagged addresses. Fix the file before anything prints.
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Approve
A human approves. Pay & Approve on the app, or set a postage grant, capped or uncapped.
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We produce
We print, insert, and apply postage. Then we hand the pieces to USPS on your mail date.
Your file. Your approval. Our production.
USMail.ai is an AI print-to-mail platform. Your reporting system, CRM, and tax software keep making the documents. We take the export. We do not calculate balances, fees, or performance.
A merged quarterly file is many mail pieces. The AI suggests split points. You confirm them. Splitting is never automatic, and it is never by logo. The list has to match the pieces. You check that on the job. Statements & invoices →
We do not auto-mail next quarter because last quarter ran. Clients move. Accounts close. A consent letter changes. Each job waits for a human.
Keep statements and consent letters on separate jobs when the files differ. A quarterly report is not a negative-consent letter. A tax cycle is not a privacy notice.
A bad address wastes a statement. CASS standardizes addresses on the job. NCOA runs only when it is set up on your account. You review flagged pieces before you approve. Address verification →
Some letters need proof. Most statements do not. Add Certified Mail or Certificate of Mailing before you approve. A flagged address cannot still mail Certified. Tracing on First-Class is not that proof. Certified Mail → · Tracing →
Put your firm's mark on the envelope if you want it. Logo envelopes are included. Approve the artwork first. That can take 1–2 business days. Features →
An assistant or an agent can stage the job. A human sets the postage grant. With a grant on, submit approves the job within that grant. With the grant off, the job waits for Pay & Approve on the app.
Cutoffs are in Central Time. Certified is never same-day. We do not promise a USPS delivery day. Cutoffs →
Upload through the app, not email. Job files and recipient lists are used only to produce your mail. They remain your property. This page does not publish a SOC seal. Security →
Fund a prepaid meter. There are no public unit prices on this site. Production mail is not free.
Why the paper still goes out
Rule context, not legal advice. Your compliance team decides what to send and when.
- Quarterly statements. FINRA Rule 2231 and the SEC custody rule both expect quarterly statements. (FINRA 2231 · Rule 206(4)-2)
- ADV delivery. Advisers generally deliver within 120 days of fiscal year-end when the brochure changed. (Rule 204-3)
- Privacy notices. Electronic delivery requires the client's agreement. (Reg S-P §248.9)
- Form CRS changes. Existing retail clients hear about changes within 60 days. (Rule 17a-14 · Rule 204-5)
- Rep transitions. FINRA Rule 2273 sets a three-business-day window after oral contact. (FINRA 2273)
- Tax statements. Electronic delivery needs the recipient's affirmative consent. (IRS instructions)
- 401(k) statements. One paper statement a year under SECURE 2.0, with exceptions. (DOL FAB 2026-02)
Paper keeps going to three groups:
- clients who never consented to e-delivery
- clients whose email bounced
- clients who revoked consent
That remainder is small and hard to predict. An upload-and-approve job handles it well.
What this is not
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Not your records archive
Jobs are kept 30 days by default. Keep your own copy of what you sent. Your books and records stay in your system. Security →
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Not your compliance reviewer
We do not routinely screen content. Approving a job is not our endorsement of the words. Your firm decides what a rule requires.
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Not a portfolio or reporting system
We do not calculate performance, fees, or balances. Custodial statements and trade confirmations stay with your custodian.
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Not an e-delivery portal
We print and mail what you approve. Email and portals stay where they are.
Financial advisor mail FAQ
Does USMail.ai mail client statements for advisors and broker-dealers?
Yes. Upload the statement PDFs or merged file your reporting system already makes, plus a list if you keep one. A human approves, either on the app or by setting a postage grant. We print, insert, apply postage, and deliver the pieces to USPS.
Our system exports one PDF for every client. Can you split it?
Yes, with you in the loop. The AI suggests split points by page count or by text on the page. You confirm each split before proof. Splitting is never automatic and never by logo.
Can you mail 1099s with "Important Tax Return Document Enclosed" on the envelope?
Yes. Design a custom envelope with the endorsement on the outside, then upload the tax PDFs your software already produced. There is no default tax envelope. We do not prepare the forms.
Can consent or termination letters go Certified?
Yes. Add Certified Mail or Certificate of Mailing before you approve. Certified is never same-day. It is not for postcards. A flagged address cannot still mail Certified. Certified Mail →
Does USMail.ai make our mailing compliant with SEC, FINRA, or IRS rules?
No mail vendor can promise that. Your firm decides what a rule requires and approves the words. We produce the job you approve, and you see the proof before it prints.
Do you keep a record of what we mailed?
Jobs are kept 30 days by default. We are not your books-and-records archive, so keep your own copy. For formal proof, add Certified Mail or Certificate of Mailing to the job.
Do you have SOC 2?
We do not publish a SOC 2 report on this site. Do not assume a seal from this copy. Qualified buyers can request a security questionnaire under NDA. Security →
Get started
Open the app. Upload this quarter's file and list.