Mailing Confirmations

There are a few easy ways to confirm when your letters have been officially mailed.

  1. Confirmation Email: If you are using an account that has your email address associated with it, you'll receive a "LetterStream Job Complete" email showing the date that we mailed your letters. This email gets sent out every evening for all jobs that were mailed that day.
  2. LetterStream Account: Simply log into your LetterStream account and navigate to the "Mailing Complete" section on the My Current and Completed Jobs screen. The date appearing under the "Date" column is the day that a particular job was mailed. You can also hover your mouse/cursor over the date for additional details related to the timing of the mailing.

If you are using someone else's LetterStream account to create your mailings, you might not be notified of the mailing. To be sure you also receive notification, simply add your email address using the Notify Others option.

If you need your letters to be mailed on a specific date you can schedule your mailing for a future date or you can choose to expedite your job.

If you are concerned about whether we mailed your letter, here are a few things you can check:

  1. Did you send your mailing through LetterStream? - Check to see if the mailing is in your LetterStream account.
  2. Did you approve and pay for the mailing? - Check to make sure the job is in the "Mailed" section of your LetterStream account.

If your job is in the "Mailed" section of our website, then yes, we are quite certain that we put your letters in the mail. We have highly automated processes that actually prevent us from calling a job mailed unless it really left our building.  This process involves barcodes and high-speed barcode readers.  In fact, most pieces of mail that we print have tiny barcodes on them so we can verify the exact time, down to the second, that we put your letter into an envelope. You can also review the "Job Confirmation" email that we mail out for every mailed job, which is our systems way of notifying you that a job was mailed out. These emails are sent in the evening time of the day your job was mailed.

If your job is marked mailed, here are a few more things you can check:

  1. Did your job mail less than 3 days ago?  - The Postal Service implemented processing changes in 2016 that has slowed down the delivery of First-Class mail.  We recommend waiting at least 5 days before being concerned that your mailing didn't go out.
  2. Does your mailing contain bad news? -  If so, we found that people generally don't want to admit that they got the letter.
  3. Did your mailing envelope contain a familiar return address? - If individuals don't recognize the return address, they may not remember getting the letter.
  4. Did you check the return mail that arrived at your house or office? - Most mailings of more than a few pieces often result in mail pieces being returned as undeliverable.  If you received some return mail from the mailing, that's a pretty good sign your mailing went out.
  5. Did you receive any responses? - If your mailing calls for action, check with others in your organization to see if action happened (i.e. a payment was received, a ballot arrived, a phone call was placed, etc.)
  6. Did your mailing contain correct mail-to addresses? - Sometimes address data gets scrambled before we get the job.  You might want to review the addresses on your letters and make sure they look correct and are not mis-matched.
  7. Review your call to action - I you are expecting something to be returned to you, make sure your have clearly asked that something be returned to you. Did you provide a return envelope?  If so, is the address on the return envelope correct?  If you asked someone to call you, did you double check (dial) the phone number listed to make sure  the number is printed correctly?  Double check any fax numbers listed as well.
  8. Review your data - Sometimes data can get scrambled if it is over manipulated in Excel.  Double check the names and addresses on our website with the data in your data base, contact management software or other sources.  If the street address is associated with the wrong city and zip code for example, the mail may take longer to be delivered, or may not be delivered at all.

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