By the USMail.ai team, more than 50 years of combined expertise in printing and mailing
Patients who are due for an eye exam find a reminder at home, and we print each letter and hand it to USPS. Export this month's due list, upload it with your recall letter, check the proof and the full price, then approve. Your front desk stays with patients.
USMail.ai is an AI print-to-mail platform for optometry offices that send recall and patient letters on paper. You upload. You approve. We produce. This page is part of medical office mailing.
Annual exam recall is the big one: patients about twelve months past their last exam. Offices also mail contact lens renewal reminders, eyewear-ready notices for patients who didn't answer a call or a text, and letters when a new doctor joins, the office moves or the practice stops taking a vision plan. Dental offices run a similar routine with recall cards.
Most offices run recall once a month. Someone exports the patients whose exam is due next month, checks the list and sends one batch. Because every month uses the same steps, the job doesn't depend on one person remembering how it was done last time.
Usually the front desk lead or the office manager pulls it from the practice system as a spreadsheet, with names, mailing addresses and any field the letter uses, such as the doctor's name. You choose who is on it. USMail.ai doesn't pick patients or suggest addresses.
Keep it short and friendly. Name the patient, say an exam is due, give one clear way to book, such as the phone number or online booking link, and sign it from the doctor or the office team. Your office writes the letter; we print what you approve.
Texts are quick, but they're easy to swipe away, and some patients never opted in. A letter on the counter stays in sight, and older patients who rarely text can keep it. Many offices text first and mail patients who didn't book.
You save the recall letter the way you already make it, as a PDF or a Word file, and keep patient 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.
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.
Anyone you trust with the patient list can upload a job and send it for approval, and someone else can approve it. The steps are the same for ten letters or a thousand, so the mailing doesn't wait on the one person who used to run the postage machine.
Eye care offices send many of the same letters as other healthcare offices. If your practice is closing, practice closing letters walks through that letter. Browse healthcare for the rest.
Yes. Upload this month's due list and your recall letter, check the proof and the full price, and approve. We print each letter and hand it to USPS.
No. Export the patients due for an exam to a spreadsheet and upload it. There is nothing to connect or install.
No. You write and approve every letter. We print, fold, add postage and hand each one to USPS exactly as you approved it.
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.
