Formatting Pre-Addressed Documents

Getting Started

If your PDF documents already include recipient mailing addresses, you're in great shape! LetterStream’s system can automatically read those addresses—as long as the file meets a few basic formatting requirements.

In This Article

Requirements for Embedded Address PDFs

To ensure your file works correctly with our system:

  • The PDF must be text-based, not image-based.
  • Every recipient must receive the same number of pages.
  • Address content should be placed clearly and consistently on each page.

How to Upload a Pre-Addressed PDF

  1. Log in to your LetterStream account.
  2. Click Send Letter(s).
  3. Choose the My PDF Document option.
  4. Upload your PDF file.
  5. Select your mailing preferences and click Continue to proceed.

Address Visibility and Coversheets

After uploading your document, if the address does not align with our envelope window:

  • Our system will automatically add a coversheet with properly formatted address placement.
  • This ensures delivery but adds a $0.10 per recipient cost.

Using the PDF PreFlight Tool

To avoid coversheets and extra charges:

  1. Go to My Account > PDF Tools > PDF PreFlight.
  2. Upload your PDF.
  3. Check the preview layout.

You’ll see green boxes labeled FROM (return address) and TO (recipient address). These indicate the areas that will appear in the envelope windows.

Tips for Address Placement

  • All address lines must fit within the green "TO" box.
  • Leave room for longer addresses (e.g., company name, suite numbers).
  • Avoid placing the address too low—the last line might fall outside the viewable area and result in returned mail.
  • Even with quality checks, misplaced addresses may occasionally pass through—so proper formatting is key.