Nursing home notices? Mail residents in one upload.

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

Direct answer: Residents and their families learn what is changing at your facility and what happens next, and we print and mail every letter you approve. You upload the letter and your resident and family list, check the proof and the full price on screen, and approve. Nothing prints until someone on your staff says yes.

Statutes checked October 29, 2026: 42 CFR 483.10, 42 CFR 483.15 and 42 CFR 483.70 on eCFR. These federal rules cover nursing facilities in Medicare or Medicaid. Assisted living and other care homes follow state rules. General information, not legal advice.

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Which nursing home letters does this cover?

Nursing homes and other long-term care facilities mail residents and families when something changes that affects their care or their money. These pages cover the ones with the clearest written-notice duty:

Rate increase letters: telling residents about a change in charges before it takes effect.
Discharge notices: the mailed copy of a transfer or discharge notice.
Change of ownership letters: telling residents and families who will run the facility.

Facility closing letters are covered in the section below.

What if the facility is closing?

Under 42 CFR 483.70(k), the administrator of a nursing facility must give written notice of an impending closure to the State Survey Agency, the State Long-Term Care Ombudsman, residents and their legal representatives or other responsible parties at least 60 days before the closure date, or, where the Secretary or a State terminates the facility's Medicare or Medicaid participation, not later than the date the Secretary determines appropriate. The notice must include the State-approved plan for transferring and relocating residents. 42 CFR 483.15(c)(8) also points to this closure notice. A closure usually means a first letter to every resident and representative, then follow-up letters as the relocation plan moves. Upload each as its own mailing. USPS lists First-Class Mail at 1-5 business days on its First-Class Mail page, and USPS delivery times vary, so mail early enough.

Why mail these letters?

Families are often spread across states, and many don't check a portal or email. A mailed letter reaches the address the family gave you and gives the facility a written copy it sent. Many facilities also talk to residents in person, post notices and call representatives. Your state rules and your counsel decide which channel each notice needs. Every job also runs through address verification before it prints.

How does mailing work on USMail.ai?

You upload. You approve. We produce. You upload the letter as a PDF or document, add your 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. Every address comes from you. We check every address before mailing, and the AI never suggests or adds one. Each mailing is one letter that goes to every address on your list, so add each resident and each representative you want to reach as a row on that list.

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. A meter balance is optional, and you can pay per mailing.

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. Certified Mail is available for single letters where you want a USPS record of mailing. Certified Mail is $1.15 plus the current USPS Certified Mail fee, which USPS publishes in Notice 123. We don't offer paper Return Receipt yet. USMail.ai is an AI print-to-mail platform, not USPS.

What does USMail.ai not do?

We don't write your notices, decide who must be told, file anything with your state, or contact the ombudsman for you. We don't keep resident records. Your census, care records and family contacts stay in your own systems. We print the letters you upload, exactly as you approved them, and hand them to USPS. Keep your own copy of every letter and the list it went to.

Who at the facility usually sends these?

Often the administrator, the business office manager or the social services director. Because the steps are the same for one letter or a few hundred, anyone on staff can prepare the job, and the administrator can review the proof before it is approved. That keeps staff with residents instead of at a folding table.

What do people ask about USMail.ai?

Do these federal rules apply to assisted living?

The rules cited here, 42 CFR 483, cover nursing facilities in Medicare or Medicaid. Assisted living and other care homes follow state rules.

How much notice is required before a nursing facility closes?

Under 42 CFR 483.70(k), the administrator must give written notice at least 60 days before the closure date, or, where the Secretary or a State terminates the facility's Medicare or Medicaid participation, not later than the date the Secretary determines appropriate.

Can a letter go to a resident and a family member?

Yes. Add each address as a row on your list, and the same letter goes to every row.

Do you look up family addresses?

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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