By the USMail.ai team, more than 50 years of combined expertise in printing and mailing
Members learn what their capital credits are and when the board returns them, and we print each letter and hand it to USPS. Export the member list, upload it with your letter, check the proof and the full price, then approve. The member services desk keeps its time for calls.
USMail.ai is an AI print-to-mail platform for rural electric cooperatives that write to members about more than the monthly bill. You upload. You approve. We produce. This page is part of utility notices.
Your billing vendor handles the bill. The rest usually lands on member services: capital credit allocation and retirement letters, annual meeting notices, rate change letters, planned outage letters, easement and right-of-way letters, and past-due or disconnection notices. For that last one, see disconnection notices.
Members often confuse a capital credit letter with a bill. Say plainly that it isn't one. Explain that capital credits are the member's share of the co-op's margins, show the amount allocated, say whether the board has approved a return and how it will be paid, and ask members to keep their mailing address current. Your co-op writes the letter and the amounts; we print exactly what you approve.
Billing systems are built for the monthly bill. One-off letters often need a different layout, a different list or a different date, and adding them to the bill run can take weeks of vendor time. With USMail.ai, member services uploads the letter and the list and approves the job the same day.
Yes. Each mailing is its own job, so you can upload only the members on one substation, one feeder or one county. Filter the export, check the count on the proof screen and approve.
You save the letter the way you already make it, as a PDF or a Word file, and keep member 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.
The full walk-through is on how it works.
Certified fits single, serious notices, such as a disconnection notice or a letter about an easement dispute, where the co-op wants 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 bylaws or your attorney for what your notice requires.
General information, not legal advice.
Capital credits often go to former members who have moved away. Their last known address comes from your records; we check every address before mailing, but we can't find a new address for someone who has moved.
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 the letter and your member list, check the proof and the full price, and approve. We print each letter and hand it to USPS.
No. This page covers letters. Pay any refunds the way your co-op does today, and use the letter to explain them.
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.
