LetterStream Glossary

Getting Started

This glossary defines key terms used throughout the LetterStream system, help documentation, and customer communications. It’s organized by topic so we can quickly find definitions relevant to roles and workflows.

Company & Account Basics

LetterStream
Definition: Web‑based printing and mailing company that sends physical USPS and FedEx mail from uploaded documents.
Avoid: “Vendor,” “mailer,” “print house” (too generic).
LetterStream Account
Definition: Secure online account where users upload documents, manage mailings, track jobs, and view billing.
Avoid: “Profile,” “instance” (too technical).
Free Account
Definition: No monthly fee; pay per piece mailed.
Avoid: “Freemium,” “trial account.”
Web Portal
Definition: Secure online interface you log into to create/manage mailings.
Avoid: “Back end,” “console,” “admin UI.”
Dashboard
Definition: Main summary screen showing recent mailings, statuses, and key account info.
Avoid: “Control center,” “mission control.”
User
Definition: Any person with login access to a LetterStream account.
Avoid: “Seat,” “license.”
User Levels
Definition: Permission tiers controlling what each user can see/do.
Avoid: “Roles & ACLs,” “RBAC.”
Permissions
Definition: Specific capabilities granted to a user (create jobs, see billing, manage users).
Avoid: “Entitlements,” “privileges.”
Login
Definition: Entering email/password to access the portal.
Avoid: “Authenticate,” “credential exchange.”
Help Docs / Help Center
Definition: Online knowledge base with guides, FAQs, how‑to articles.
Avoid: “KB,” “documentation set,” “wiki.”
Knowledge Base (AI‑Powered)
Definition: Searchable help content surfaced via chatbot or in‑app search.
Avoid: “LLM,” “AI stack,” “vector search.”
Support Ticket / Contact Form
Definition: Request submitted to support through help site or portal.
Avoid: “Case,” “issue ID.”
Chatbot
Definition: Automated helper that searches help articles and surfaces answers.
Avoid: “AI agent,” “bot framework.”
Test Mode (API)
Definition: API state where mailings are tests and not physically mailed.
Avoid: “Sandbox,” “staging environment” (unless speaking to devs).
Production Mode (API)
Definition: Live API mode that generates real mailings.
Avoid: “Prod,” “live stack.”

Mailing Products & USPS/FedEx

Mailing
Definition: Group of one or more mail pieces submitted as a single job.
Avoid: “Batch” (use only for API audiences).
Mail Piece / Piece
Definition: One individual letter/postcard/flat/package going to one recipient.
Avoid: “Doc,” “unit,” “record.”
Recipient
Definition: Person/organization receiving a mail piece; 1 recipient = 1 piece.
Avoid: “Addressee” (postal jargon) unless clarified.
USPS First‑Class Mail
Definition: Standard USPS letters without built‑in tracking; typically 3–7 business days transit.
Avoid: “FCM,” “first‑class piece.”
Urgent First‑Class Mail
Definition: Time‑sensitive First‑Class mail prioritized for LS processing.
Avoid: “Rush job,” “hot letter.”
USPS Certified Mail
Definition: USPS service including tracking and optional proof of delivery signature.
Avoid: “CMRRR,” “certs,” “green card.”
Certified Mail w/ Electronic Return Receipt (ERR)
Definition: Certified Mail where signature proof is delivered electronically.
Avoid: “ERR only,” “e‑green card.”
Certified Flats
Definition: Flats sent with Certified Mail services.
Avoid: “Certified packages.”
USPS Marketing Mail (Standard Mail)
Definition: Slower, lower‑cost USPS class for non‑time‑critical messages, no tracking.
Avoid: “Standard,” “bulk mail.”
Postcards
Definition: Single‑sheet pieces without envelopes; standard and large sizes.
Avoid: “Card mailers,” “flats.”
Large Postcards
Definition: Oversized postcards with more content area.
Avoid: “Oversize flats.”
Flats
Definition: Larger unfolded envelopes for multi‑page or sensitive docs.
Avoid: “Large letters,” “packages.”
Registered Mail
Definition: USPS high‑security registered letters with longer transit windows.
Avoid: Using “registered” to mean “tracked.”
FedEx 2Day
Definition: Two‑business‑day FedEx delivery service LS fulfills and hands off.
Avoid: “Express,” “overnight.”
FedEx 2Day w/ Signature
Definition: FedEx 2Day requiring delivery signature.
Avoid: “Adult signature required” unless explicitly true.
Invoice Mailings
Definition: Sending invoices/statements to customers via LS.
Avoid: “Bill blast.”
Statement Mailings
Definition: Periodic statements (HOAs, utilities, etc.) mailed via LS.
Avoid: “Recurring batch.”
Payment Coupons / Coupon Books
Definition: Tear‑off stubs or booklets for recurring payments.
Avoid: “Dunning books,” “payment booklets.”
Ballot & Proxy Mailings
Definition: Mailings for HOA elections/votes/decision processes.
Avoid: “Election packs.”
Newsletter Mailings
Definition: Periodic informational mail pieces to groups.
Avoid: “Broadcasts,” “blasts.”
Recall Notices
Definition: Time‑sensitive mail about product recalls/regulatory actions.
Avoid: “Recall campaigns.”
Legal Notices
Definition: Mail meeting legal/compliance requirements.
Avoid: “Threat letters,” “demand mail.”
Non‑Profit Mailings
Definition: Mail produced by/for nonprofits, sometimes with USPS rates/permits.
Avoid: “Charity bulk,” “fundraising blasts.”

Jobs & Production

Job
Definition: Specific mailing project containing one or many pieces.
Avoid: “Batch” for non‑API users.
Mail Job
Definition: Synonym for “Job” used in UI/help content.
Avoid: Mixing with “order” unless you define equivalence.
Job Type
Definition: Product/class of mailing in a job (First‑Class, Certified, Postcards, FedEx).
Avoid: “Template,” “campaign.”
Job Status
Definition: Stage of a job (Draft/Action Required → In Production → Mailed).
Avoid: “State,” “flag.”
Action Required (status bucket)
Definition: Job not in production yet, usually awaiting payment/fix.
Avoid: “Blocked,” “failed.”
In Production (status bucket)
Definition: Printing/assembling/processing at LS.
Avoid: “In USPS hands.”
Mailed (status bucket)
Definition: Handed off to USPS/FedEx.
Avoid: “Delivered.”
Job Number
Definition: Unique ID for a job used for tracking/support.
Avoid: “Record ID,” “primary key.”
Mail Date
Definition: Date pieces are handed to USPS/FedEx (not delivery date).
Avoid: “Induction date,” “drop date.”
Processing Timeframe / Fulfillment Time
Definition: Time between submission/payment and Mail Date.
Avoid: “SLA window,” “throughput.”
Delivery Timeframe
Definition: Carrier transit time after Mail Date.
Avoid: “Guaranteed arrival date.”
Open and Mailing Today?
Definition: Help topic showing whether LS is mailing on a given date.
Avoid: “Ops calendar.”
Production Queue
Definition: Internal lineup of jobs waiting to print/mail.
Avoid: “Print spool,” “job buffer.”
Document Proof / PDF Proof / Proof
Definition: Online preview of exactly what prints and mails per recipient.
Avoid: “Hard proof,” “legal proof.”
Mail Owner
Definition: Organization legally responsible for mailing content.
Avoid: “Controller,” “originator.”
Non‑Profit Job
Definition: Job flagged for nonprofit mailing/permit workflow.
Avoid: “NP batch.”
Job in Test Mode
Definition: Job submitted for testing only, not mailed.
Avoid: “Dry run,” “mock job.”
Modify an Approved Mailing
Definition: Changes allowed before payment; after approval restrictions apply.
Avoid: “Edit anytime” without the rule.

Documents & File Preparation

Document (PDF)
Definition: PDF uploaded containing the letter/postcard/flat content.
Avoid: “Asset,” “payload.”
Primary Document
Definition: Main letter inside envelope, distinct from inserts.
Avoid: Calling it “cover letter” unless that’s truly what it is.
Insert / Additional Insert
Definition: Extra PDF(s) included with primary document (usually same for all recipients).
Avoid: “Attachment” (email mental model).
PDF (required format)
Definition: Required file type LS prints and mails.
Avoid: Encouraging Word/native formats.
PDF Portfolio
Definition: Container PDF holding multiple files; not supported for mailing.
Avoid: “Binder PDFs.”
Image Print Quality
Definition: Clarity/sharpness of printed images.
Avoid: Explaining in “DPI/rasterization” unless needed.
Simplex Printing
Definition: One‑sided printing.
Avoid: “1‑sided simplex.”
Duplex Printing / Two‑Sided Printing
Definition: Double‑sided printing.
Avoid: “Double‑sided simplex.”
Pages vs. Sheets
Definition: Pages = printed sides; sheets = physical paper (up to 2 pages if duplex).
Avoid: Using “pages” when pricing per sheet.
Collate / Collating
Definition: Keeps multi‑page personalized sets aligned with CSV rows.
Avoid: “Merge” or “sort” without context.
Mail Merge / Word Merge
Definition: Merge externally (e.g., Word), then upload finished PDF.
Avoid: “Mail merge in LetterStream.”
Pre‑Addressed Letters
Definition: Workflow where each PDF page already contains its own address.
Avoid: “Any addressed PDF will work.”
Variable‑Page Documents
Definition: Mixed page counts per recipient in one job, with LS formatting rules.
Avoid: “Upload whatever — LS figures it out.”
Document Folding
Definition: How pages fold to fit envelope choice.
Avoid: “Folding logic,” “fold algorithm.”
Full‑Bleed Printing
Definition: Prints edge‑to‑edge with no margins.
Avoid: “Edge‑to‐edge raster.”
Landscape Printing
Definition: Horizontal orientation printing.
Avoid: “Rotated media.”
Portrait Printing
Definition: Vertical orientation printing.
Avoid: “Normal orientation.”
Envelope Window
Definition: Clear area where address shows through.
Avoid: “Window aperture.”
Envelope Window Character Limits
Definition: How much text fits reliably in window.
Avoid: “Character budget,” “overflow.”
Envelope Security
Definition: How well envelope hides contents (security tint, etc.).
Avoid: “Obfuscation pattern.”
PDF PreFlight / Proof Tools
Definition: Tools to preview/check address placement & assembly before sending.
Avoid: “OCR preview,” “printer proof.”
PDF Tools (Shift/Crop/Rotate/Join PDFs)
Definition: In‑account tools to adjust files to LS specs.
Avoid: Framing as “advanced PDF engineering.”
Extract Addresses from PDF
Definition: Tool to pull addresses into a CSV for job use.
Avoid: Calling it “OCR” unless that’s what the doc says.
Printing and Mailing Checks
Definition: Service for printing and mailing physical checks.
Avoid: “Check disbursement engine.”
eDoc Delivery
Definition: Email delivery of statements instead of physical mail when enabled.
Avoid: “e‑correspondence module.”

Addresses & Data

Address
Definition: Recipient mailing address for USPS/FedEx delivery.
Avoid: “Record,” “location.”
Address List
Definition: List of recipients/addresses via CSV or manual entry.
Avoid: “Data file” for non‑tech users.
CSV File
Definition: Comma‑separated values file used to upload multiple addresses/data.
Avoid: “Flat file,” “structured data.”
Field Mapping
Definition: Matching CSV columns to LS required fields during upload/API.
Avoid: “Schema binding,” “ETL.”
Address Cleanup / Address List Cleanup
Definition: Service validating/standardizing addresses to USPS standards (CASS/NCOA).
Avoid: “Hygiene,” “scrubbing.”
CASS
Definition: USPS certification system for standardized/validated addresses.
Avoid: “CASSing,” “CASS‑cert.”
NCOA
Definition: USPS change‑of‑address database for moved recipients.
Avoid: “NCOA scrub.”
Address Errors/Warnings
Definition: Messages indicating address problems/potential issues.
Avoid: “Hard fail / soft fail.”
Return Address
Definition: Sender address shown on piece; receives undeliverables.
Avoid: “Origin address,” “RTS address.”
International Address
Definition: Any address outside the U.S. with different rules.
Avoid: “Foreign address.”
APO/FPO/DPO / Armed Forces Mail
Definition: U.S. Armed Forces overseas address types.
Avoid: “Military bulk,” “army mail.”
Address Service Requested / Return Service Requested
Definition: USPS endorsements requesting forwarding/updated address info.
Avoid: “ASR/RSR,” “ancillary service.”
Envelope Endorsement
Definition: Optional USPS endorsement text printed on envelope for handling/returns.
Avoid: “Carrier note.”
Rejected Mail
Definition: Pieces not processed due to content/format/address issues.
Avoid: “Bad pieces,” “failures.”

Tracking, Delivery & Signatures

Tracking
Definition: Status visibility for eligible mail types (Certified, Registered, FedEx).
Avoid: “Telemetry,” “scan events.”
Tracking Number
Definition: Unique ID in USPS/FedEx tracking systems.
Avoid: “Barcode ID.”
Intelligent Mail Barcode (IMB)
Definition: USPS barcode used for automation/tracking.
Avoid: “IMB symbology.”
USPS Tracking
Definition: USPS system reporting scan events for eligible pieces.
Avoid: “USPS T&T.”
Certified Mail Signature
Definition: Recipient signature captured for Certified Mail (paper or electronic).
Avoid: “Sig image,” “proof blob.”
Electronic Return Receipt (ERR)
Definition: Electronic record of delivery/signature for Certified Mail.
Avoid: “eRR,” “e‑receipt.”
Delivery Signature (FedEx)
Definition: FedEx‑captured signature for signature‑required shipments.
Avoid: “POD” without spelling it out.
Mail Delivery
Definition: When USPS/FedEx marks a piece delivered.
Avoid: “Last scan.”
Mail Tracking History
Definition: List of scans over the life of a piece.
Avoid: “Scan feed,” “event log.”
Nobody Got My Mail
Definition: Help topic for recipients reporting non‑receipt.
Avoid: “Lost batch.”
Postmark Date
Definition: USPS official date applied when accepted.
Avoid: “Kill date,” “indicia date.”

Pricing, Billing & Account Management

Pricing
Definition: Per-piece and option costs listed for products.
Avoid: “Rate card.”
Per-Piece Price
Definition: Cost to send one piece of a given type/configuration.
Avoid: “Unit cost.”
Additional Page Charge
Definition: Extra cost per additional page beyond the first.
Avoid: “Overage pages.”
Color Page Charge
Definition: Extra cost per color page vs B&W.
Avoid: “4-color upcharge.”
Promo Code
Definition: Discount/special pricing code applied to account.
Avoid: “Coupon string.”
PrePay / Account Balance
Definition: Preloaded funds; jobs don’t process until paid.
Avoid: “Stored value,” “wallet.”
Low Balance Alert
Definition: Notification when PrePay dips below a set amount.
Avoid: “Threshold trigger.”
PrePay Load Attempt Limit
Definition: Maximum allowed consecutive PrePay loading attempts (successful or failed) per 24-hour period; when reached, further attempts are blocked until window resets.
Avoid: “Attempt cap.”
Blocked Loading Period
Definition: Temporary hold on PrePay loading attempts for 24 hours after reaching attempt limit.
Avoid: “Freeze window.”
Stripe
Definition: Third-party payment processor used by LetterStream to handle credit card transactions.
Avoid: “Gateway,” “processor stack.”
Stripe Risk Score
Definition: Numeric fraud risk score (0–100) returned by Stripe based on transaction details. Used to determine if a transaction should be allowed.
Avoid: “Stripe risk,” “fraud rating.”
Risk Threshold (Stripe)
Definition: Configurable maximum Stripe risk score allowed before a transaction is blocked. Set to 50 for non-US cards (as of 124.10).
Avoid: “Risk floor,” “cutoff score.”
Card Country
Definition: The billing country associated with a credit card, as reported by Stripe. Used to differentiate US vs. non-US transactions.
Avoid: “Geo,” “origin.”
Fraud Block / Blocked Transaction (Stripe)
Definition: A transaction rejected due to exceeding Stripe’s configured risk threshold or failing fraud checks.
Avoid: “Card fail,” “auto-denial.”
Additional Fees & Mail Volume Requirements
Definition: Extra charges/minimums tied to services or usage patterns.
Avoid: “Penalty fees,” “overages.”
Invoice (per Job)
Definition: Each job generates its own invoice by default.
Avoid: “Monthly statement” unless consolidated.
Document Purge
Definition: Scheduled removal of stored documents.
Avoid: “Wipe,” “data destruction.”
Data Retention
Definition: How long LS keeps job/tracking data online.
Avoid: “Archival policy.”
Requesting a W-9
Definition: Process to obtain LS W-9 for accounting.
Avoid: “Tax packet.”

API & Integration

API
Definition: Programmatic way to submit jobs, get pricing, proofs, status, tracking, and signatures.
Avoid: “Web services,” “REST endpoint” with non‑devs.
API Key
Definition: Private credential authenticating API calls.
Avoid: “Token string.”
API ID
Definition: Identifier paired with API key to associate calls to account.
Avoid: “Client ID” unless that’s the UI label.
API‑Accessible Data
Definition: Proofs, pricing, mail date, job status, tracking, signatures.
Avoid: “Payload feeds.”
Automation Mode (API)
Definition: Mode for organizations automating their own outbound mail.
Avoid: “Internal ops mode.”
Monetization Mode (API)
Definition: Mode where partner resells LS and keeps margin.
Avoid: “White‑label reseller tier” unless fully white‑labeled.
Partnership Mode (API)
Definition: Mode pushing customer docs into their own LS accounts (no markup).
Avoid: “Referral integration.”
Batch (API)
Definition: API method for many letters/recipients in one job via CSV.
Avoid: “Batch” with portal users — say “mailing.”
Post (API)
Definition: API method sending one letter to one or more recipients; often creates separate jobs.
Avoid: “POST call.”
Callback (API)
Definition: LS pushes status updates to your URL.
Avoid: “Webhook” with non‑devs.
Endpoint (API)
Definition: URL your system exposes for callbacks.
Avoid: “Listener,” “hook URL.”
Sample Files & Sample Code
Definition: Example PDFs/CSVs/code snippets for faster integration.
Avoid: “SDK” unless you ship one.
Developer
Definition: Person/team implementing LS API integration.
Avoid: “Engineer resources.”
Integration
Definition: Connection between your software and LS.
Avoid: “Plumbing,” “wiring.”
SaaS Partner / Platform Partner
Definition: Software provider embedding LS mailing into its app.
Avoid: “ISV,” “OEM.”

Compliance, Security & Miscellaneous

HIPAA‑Compliant Mailing
Definition: Processes meeting HIPAA requirements for PHI handling.
Avoid: “HIPAA‑certified.”
Security Practices
Definition: LS controls protecting data, documents, systems.
Avoid: “Bank‑grade security” unless substantiated.
Letter Origination
Definition: Where letter is generated/printed before USPS/FedEx handoff.
Avoid: “Print plant.”
Mail Delivery Companies Used by LetterStream
Definition: Carriers LS uses (primarily USPS and FedEx).
Avoid: “Downstream logistics partners.”
Mailing History
Definition: Record of past jobs, dates, statuses, tracking.
Avoid: “Historical archive.”
Activity Reports
Definition: Summaries of user and mailing activity.
Avoid: “Audit logs” with non‑technical users.
Login Issues
Definition: Problems accessing account (password, validation, etc.).
Avoid: “Auth failures.”
Unrequested Password Reset Emails
Definition: Help topic on what to do if you get a reset you didn’t request.
Avoid: “Credential compromise notice.”
Deleting Your LetterStream Account
Definition: Permanently closing account and handling remaining data.
Avoid: “Terminate instance.”
Feedback & Reviews
Definition: Customer comments/ratings about LS services.
Avoid: “NPS,” “CSAT.”

Global “Similar Terms to Avoid”

Use these sparingly or pair immediately with the preferred LS term:

Order / Purchase / Campaign / Blast → prefer Job / Mailing.
Packet / Package / Shipment → reserve for FedEx; otherwise Piece / Letter / Flat.
Instant delivery / same‑day delivery → say “instant submission + clear fulfillment/delivery windows.”
Guaranteed delivery date → say “estimated delivery timeframe (carrier‑dependent).”
Certified letter → say Certified Mail (USPS product).
Return receipt (RR) (generic) → say Electronic Return Receipt (ERR).
Ship date / Shipping → say Mailout Date (USPS) / Mailout Date (FedEx).
Tracking (for First‑Class) → specify that tracking applies to Certified/Registered/FedEx only.
Mail merge in LetterStream → clarify merge externally, upload final PDF.

Common Acronyms

ACH — Automated Clearing House. A bank-to-bank payment method used for electronic transfers, often for invoice payments.

API — Application Programming Interface. A way for software systems to talk to each other; used to automate sending mail through LetterStream from another app.

BRM — Business Reply Mail. A USPS service that lets recipients return mail without adding postage; postage is paid by the sender when returned.

CASS — Coding Accuracy Support System. A USPS certification process that standardizes and verifies addresses to improve deliverability.

CM / Certified Mail — Certified Mail. A USPS service that provides proof of mailing and delivery tracking, often used for legal or compliance notices.

COA — Change of Address. A USPS process that updates addresses when recipients move.

CMYK — Cyan, Magenta, Yellow, Key (Black). A print color model used in commercial printing; different from screen colors and can affect final printed appearance.

CSV — Comma-Separated Values. A spreadsheet-style file format commonly used to upload lists of recipients and related data.

DPV — Delivery Point Validation. A USPS address check confirming a specific address is valid and deliverable to an exact location.

EDDM — Every Door Direct Mail. A USPS marketing option that sends a mail piece to every address on selected carrier routes without needing a specific mailing list.

ETA — Estimated Time of Arrival. The expected delivery timeframe for mailed pieces.

FCM — First-Class Mail. A USPS mail class for letters and postcards with faster delivery and forwarding/return services.

HIPAA — Health Insurance Portability and Accountability Act. A U.S. law setting privacy and security standards for protected health information.

HOA — Homeowners Association. An organization that manages a residential community; often sends compliance, billing, or notice mail.

IMb — Intelligent Mail barcode. A USPS barcode printed on mail that enables automated sorting and tracking events.

MFA — Multi-Factor Authentication. A login security method requiring more than one verification step (for example, password plus a code).

NCOA — National Change of Address. A USPS database used to update addresses for people or businesses that have filed a move.

PDF — Portable Document Format. The standard file format for uploaded letters and documents to be printed and mailed.

PII — Personally Identifiable Information. Data that can identify a person (like name, address, account number) and must be handled securely.

QA — Quality Assurance. The review process used to confirm print and mail jobs meet formatting and production requirements.

RGB — Red, Green, Blue. A screen color model; printed colors may differ from RGB previews because printing uses CMYK.

SLA — Service Level Agreement. A published commitment to processing or delivery timelines and service expectations.

USPS — United States Postal Service. The national mail carrier that LetterStream hands physical mail to for final delivery.