By the USMail.ai team, more than 50 years of combined expertise in printing and mailing
Your letter goes out on paper to patients of your clinic, hospital, lab or care home, and we print and mail each one after your staff approves the proof. You upload the letter or statement file and your patient list, check the full price on screen, and approve. Nothing prints until a person says yes.
Each page below covers one kind of patient letter and how to send it:
This hub is for health care organizations with a building and a large patient list: community health centers and clinics, hospitals, clinical labs, nursing homes and assisted living, and home health agencies. If you run a doctor's office or a small practice and need a letter about a doctor leaving or the practice closing, start at Practice changes? Tell patients instead, which covers those letters.
Both hubs use the same steps. They're split so each one can answer the questions its readers actually ask.
Plenty of patient communication still goes on paper: statements from the billing file, recall reminders, result letters for patients who don't use a portal, rate-change letters for care home residents, and notices when a department moves or a service changes. Older patients, patients without email and family members who manage a parent's care often rely on the mailed letter.
Postcards work for short reminders such as a flu shot clinic or an annual checkup. Formal notices to one person can go Certified when your team wants a USPS record.
You upload. You approve. We produce. Your staff uploads the letter or statement file as a PDF or Word document and adds the patient list as a spreadsheet. The software lays out the print job and finds where each patient's pages start in a long export, and your staff confirms each split. You check the proof and the full price, then approve. We print, fold, stuff, apply postage and hand every letter to USPS. The full walk-through is on Upload. Review. We mail it.. 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.
Every address comes from you, and we check every address before mailing. That check doesn't promise when or whether a letter gets where it's going.
If plans change, you can unapprove an approved job before its mail date, and unapproving puts the money back on your meter, not your card. A meter balance is optional, and you can pay per mailing.
A letter with a patient's name on it should never go out by accident. Every job waits for someone on your staff to look at the proof and approve it, either in the app or through a spending limit set ahead of time. Next month's statements don't mail just because this month's did. Keep cycle statements and one-off letters on separate jobs when the documents differ.
Before you upload patient documents, check your own data-handling rules with your compliance team or counsel. This page makes no regulatory claims, and we don't write clinical wording or decide what a letter must say. You own the document and the list. General information, not legal advice.
No. Most patient letters and statements go First-Class. Certified fits a single formal notice where your team wants a USPS record. Certified Mail is $1.15 plus the current USPS Certified Mail fee, which USPS publishes in Notice 123, and it includes USPS tracking. We don't offer paper Return Receipt yet. The page on what Certified Mail costs explains the options. Certificate of Mailing is a lower-cost receipt that a piece was handed to USPS, and it has no tracking.
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. Your organization's logo on the envelope is included, and artwork approval can take a business day or two. USMail.ai is an AI print-to-mail platform, not USPS.
By default, letters you approve before 10 p.m. CT are handed to USPS the next business day. USPS delivery times vary. When a letter is tied to a date, like a rate change or a department move, approve early so patients have time to act.
Yes. Upload the letter or statement file and your patient list, approve the proof, and we print and mail every letter.
No. This hub covers clinics, hospitals, labs, care homes and home health agencies. Doctor's offices and small practices start at the medical office mailing hub.
No. Each job waits for a person on your staff to approve it, in the app or through a spending limit set ahead of time.
No. Most patient letters go First-Class. Add Certified Mail when a single formal notice needs a USPS record.
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.
