You can add things like “Important Neighborhood News” or “Urgent Community Meeting” or similar wording.Īnother thing we encourage communities to do is make sure and use the community name in the return address area of the envelope. By offering and encouraging the free use of an Endorsement, the amount of lost mail complaints has gone down. We offer this to prevent concerns exactly like this. We allow our customers to put big bold text on the outer envelope to draw attention to the envelope. As I reviewed the outer envelope of the mailing in question, I noticed that you could have taken advantage of our free Endorsement printing. Second, ask the Board member who reported someone else’s lost mail to check back in with the homeowner and see if they received it.Ī slightly different way to approach this topic is to review the use of the LetterStream tools that we make available to help mail get noticed. First, ask if they received their letter, and if not, ask if they would check their mail carefully. ![]() There are a few things that can be done when board members express concern about missing mail. The concerns are often brought up by homeowners and often in response to an HOA Board member asking them as they communicate casually in the neighborhood. And ultimately the board members all receive their mail. “But why are the board members saying the mailing didn’t go out?” We hear this concern fairly often, but each time we research it, we find that we’ve done everything correctly. Are we 100% positive that every single piece made it to the postal service? No, but we are 99.9999% positive that your mailing went out exactly as specified. If these items don’t match up exactly we jump in and find out what went wrong. ![]() The camera looks at the unique mail piece ID and compares it to the database of pieces that need to be mailed. We track every completed piece of mail with a high speed camera. We really find out exactly what happened to every piece of mail.Īll that said, I think you are really wanting to know if the mailing went out on time, to all the recipients listed in the address file. Unfortunately the fees for this service are $50 mainly because we tear the building apart and attempt to recreate exactly what happened on the day in question. However, we can offer an Affidavit of Prior Mailing, which is a legal document where we attest that we did everything correctly. Since these items were not purchased in advance, there really is no “proof” that the mail happened. These include: certificate of mailing, certificate of bulk mailing, certified mail and affidavit of mailing. We offer various forms of mailing proofs for purchase before a mailing is sent out. So sorry to be the barer of bad news, but technically, no proof of mailing exists after-the-fact for First-Class Mail. The question is often presented to us as “My customer thinks we didn’t get the mailing out properly. I say this not to gloat, but to let you know that the information we provide is from the viewpoint of an expert of experts. And if each job had 1,000 recipients, then we’ve processed over 1 billion pieces of mail. ![]() And that’s fine, its a role that we play, but I’d like to share a response that we’ve been able to offer to our clients to help them out.īefore I jump right into the details, I think it important that you know that we have processed over 1 million mailing jobs for clients. And yes, we do get to blame some missing letters on the USPS, but sometimes the blame works its way back to us. Plus, we can even process return receipt requests.įor small business owners, we also provide bulk mail, metered mail and direct mail advertising solutions, on top of everything else we do.įor all your USPS needs and more, visit The UPS Store ® nearest to you.We always hate to hear about letters not making it to their desired destination, after all, we are a communication company. We offer USPS postage stamps, USPS Delivery Confirmation ®, Signature Confirmation ® and certified letters. With so many locations, The UPS Store ® is a convenient alternative to the Post Office™.
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