Direct answer: Patients learn when the doors close and how to get their records before then, and we print and mail every letter. You upload the letter and your patient list, check the proof and the full price, and approve. USPS delivery times vary, so mail early enough.
Practice closing? Notify patients before the deadline.
By the USMail.ai team, more than 50 years of combined expertise in printing and mailing
What should a practice closing letter say?
Your board and counsel set the final wording. Most closing letters cover a few plain points: the last day you see patients, where patient records will be kept and how to ask for a copy, and a suggestion to choose a new doctor before the last day. Many offices add a phone number staffed through the closing date. Keep it short and warm; patients read it to learn what to do next.
When should the letter go out?
Early enough that patients can book a last visit and move their care. Guidance from medical boards and practice groups often suggests weeks or months of notice, but your board or counsel decides what applies to you. Pick your mail date with room to spare. USPS delivery times vary, so mail early enough. USPS lists First-Class Mail at 1-5 business days on its First-Class Mail page.
Who gets the letter?
Usually every active patient, plus any patient in active treatment who may need extra care steps. Export the list from your practice management system and remove duplicates. For a minor, address it to the parent or guardian on file. Every address comes from you. We check every address before mailing, and the AI never suggests or adds one.
What about records requests after the closing?
Many offices send a second, shorter letter later that points former patients to their records. See Tell former patients where their records are. for that follow-up. Other practice changes, such as a doctor leaving a group, are on the medical office mailing hub.
How do you mail it with USMail.ai?
You upload. You approve. We produce. Upload the letter as a PDF or document, add the patient list, check the proof, review the complete price and approve. We print, fold, envelope and hand every letter to USPS. 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. 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.
For patients where your office wants a USPS record, you can choose Certified Mail. Certified Mail is $1.15 plus the current USPS Certified Mail fee, which USPS publishes in Notice 123. You see the full price before you approve. We don't offer paper Return Receipt yet.
Letters starting at $1.15, postage included. For a one-page, single-sided, black-and-white First-Class letter. USMail.ai is an AI print-to-mail platform, not USPS.
Who on staff can send it?
Anyone your office trusts to approve mail can send it. There's no printer to set up, no folding machine and no trip to the post office, so the letter doesn't wait for the one person who usually runs the mail. A front desk lead can upload the file and the list, and a practice administrator can review the proof and approve it. Every job shows the full price before approval, so the person approving knows exactly what the mailing costs. If the list changes after approval, unapprove the job before its mail date, fix the list and approve it again. Your patients get one clear letter, and your staff stays on patient care instead of the mail.
Can we send a second letter closer to the last day?
Yes. Many offices send a short reminder a few weeks before the last day, for patients who haven't asked for their records or chosen a new doctor. Set it up as its own job with its own list, so you can remove patients who already acted. Each job shows its own price and proof, and each needs its own approval.
What do people ask about USMail.ai?
How far ahead should we mail a closing letter?
Early enough that patients can book a last visit and move their care. Your board or counsel decides the notice you need. USPS delivery times vary, so mail early enough.
Can we mail the letter only to active patients?
Yes. Export the active patients from your practice management system and upload that list with the letter.
Can we send letters to patients in active treatment by Certified Mail?
Yes. Certified Mail is $1.15 plus the current USPS Certified Mail fee. We don't offer paper Return Receipt yet.
Do you find addresses for patients who moved?
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.