By the USMail.ai team, more than 50 years of combined expertise in printing and mailing
Residents learn about route changes, new rates and required notices on paper, and we print each notice and hand it to USPS. Your billing clerk exports the list, uploads it with the notice, checks the proof and the full price, then approves. No print room is needed.
USMail.ai is an AI print-to-mail platform for city and town utility offices that run water, sewer, trash or electric service. You upload. You approve. We produce. This page is part of utility notices.
Your billing system sends the monthly bill. Everything else lands on the office: trash route and pickup day changes, rate change letters, meter access letters, water quality reports and past-due or disconnection notices. For those, see disconnection notices and consumer confidence reports.
Mail fits notices with time to spare: a route change next month, a rate change before its effective date, a planned outage next week. For an emergency, such as a main break or an outage today, use your faster channels first. A mailed letter can follow as the written record. For planned work, see planned outage notices.
Usually the billing clerk exports it from the utility billing system as a spreadsheet: account name, service address and mailing address. Landlords and renters often have different mailing addresses, so decide which one each notice should use before you upload. We check every address before mailing, but every address comes from you.
If a household buys water, sewer and trash service from you, one letter can cover all three. Put each service under its own heading and say what changes, when and who to call. Keep it to one page when you can; that keeps the price at the base rate shown below.
You save the notice the way you already make it, as a PDF or a Word file, and keep resident names and addresses in a spreadsheet. You upload both. 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. We check every address before mailing. The AI helps set up the job, but it never suggests addresses; every address comes from you. USMail.ai is not USPS, and we can't promise when USPS will deliver a letter.
By default, letters you approve before 10 p.m. CT are handed to USPS the next business day. USPS delivery times vary. If you approve a job and then spot a mistake, you can unapprove it until its mail date. Unapproving puts the money back on your meter, not back on your card.
Some disconnection or legal notices are sent by Certified Mail so the utility has a USPS record of the mailing. Certified Mail is $1.15 plus the current USPS Certified Mail fee, which USPS publishes in Notice 123. USPS tracking is included with every Certified letter, never an add-on. We don't offer paper Return Receipt yet. Check your state rules, your ordinance or your attorney for what your notice requires.
General information, not legal advice.
Most town utility offices have two or three people and a counter to staff. Mail tends to take a whole afternoon: printing, folding, stuffing, stamping and a trip to the post office. With USMail.ai, the clerk uploads the list from a desk and returns to the counter.
Letters starting at $1.15, postage included. For a one-page, single-sided, black-and-white First-Class letter.
You see the full price on screen before you approve. You can pay for each mailing as you go, or keep an optional balance on your meter. There are no contracts, subscriptions or setup fees. There is no printer, toner, envelope or stamp to buy, and nobody has to fold letters or stand in line at the post office.
Yes. Upload your notice and resident list, check the proof and the full price, and approve. We print each notice and hand it to USPS.
Use faster channels first for emergencies. A mailed letter works as the written follow-up, since USPS delivery times vary.
Yes. Certified Mail is $1.15 plus the current USPS Certified Mail fee and includes USPS tracking. We don't offer paper Return Receipt yet.
By default, letters you approve before 10 p.m. CT are handed to USPS the next business day. USPS delivery times vary.
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.
