Send Letter
Overview
Explore how to send a letter online using DocuPost, starting from preparing your document to the final mailing steps. This process involves selecting between uploading a document, composing a letter, or designing a flyer, and then choosing the appropriate mailing options for your needs. By following this guide, you will learn how to mail a letter online that is printed and sent via post mail.
Navigate to the Send Letter page in DocuPost
Upload your letter PDF, or design & compose within DocuPost if you do not have one.
Add your recipient's address information to the "To Recipient" section.
Add your own return address information under "From Sender".
Confirm any extra details such as whether to print in color, choose extra service options (like Certified) or include a return envelope.
Click the "Send letter" button at the bottom when you are finished!
Preparing Your Letter
Enter Send Letter Page
The send letter page in the DocuPost app is promoted prominently throughout the app experience. We recommend navigating there from the the sidebar navigation menu, by clicking the + Send mail button.
DocuPost automatically generates a cover page for your letter. This cover page contains the recipient's address and return address, positioned to be visible through the window of a #10 envelope. This ensures that your letter is properly addressed without any additional effort on your part.
DocuPost offers several ways for you to send a letter. You can choose to upload a PDF, compose your letter online within DocuPost's rich text editor, select from a variety of flyer templates, or even design your own flyers using DocuPost's Picsart-powered design tool.
These options are accessible via the purple header block at the top of the send mail interface.
Letter Creation Options
Upload PDF
If you wish to upload an existing document, click the Click to upload PDF button and select your document.
We recommend 8.5x11 document size. At this time, DocuPost will only accept PDF format files. If you have a Microsoft Word document (.doc, .docx) or other format, please "Save as" or export to PDF from your word processor. You can also convert documents to PDF online using free services like SmallPDF. Your document can contain up to 118 pages if printing double-sided, or 59 pages if printing single-sided.
Compose a Letter
For those who prefer writing your letter within DocuPost, there's a Compose a letter button that opens a modal with a rich text editor. Here, you can create your letter from scratch or load from any saved templates. This enables you to use mail merge tags.
Use Merge Fields
If you are sending bulk letters, you may benefit from using merge fields and merge tags via the editor. This enables automatic personalization based on your created lists and custom data. Please note that mail merge, given the use of tags, is only available via the rich text editor that you can access by clicking the Compose a letter button from the send letter page.
Use the tags listed and described below. Note that this relies on your mailing lists being prepared appropriately in your address book, which you learn about in manage mailing lists.
Merge Tag Description | Tag Syntax |
|---|---|
Recipient Full Name | {{fullname}} |
Recipient First Name | {{firstname} |
Recipient Last Name | {{lastname}} |
Recipient Address Line 1 | {{address1}} |
Recipient Address Line 2 | {{address2}} |
Recipient City | {{city}} |
Recipient State | {{state}} |
Recipient Zip | {{zip}} |
Recipient Custom Field (1–5) | {{custom1}} {{custom3}} {{custom4}} {{custom5}} |
Design a Flyer
You may wish to send a flyer to your recipient. If so, click the Design a Flyer button. This will trigger a modal where you are presented with various default templates that DocuPost offers.
DocuPost also offers the ability to Create a flyer from scratch. To do so, from the modal that appears after clicking Design a Flyer, click the Create from Scratch option.
You will be taken to DocuPost's flyer creation tool, powered by Picsart. This tool provides various functionalities so you can create and customize your flyer, exactly how you see fit.
Flyer Design Features | Description |
|---|---|
Background Color | Select a background color using the color picker or enter specific colors via HEX and RGB input fields. |
Shape Selection | Choose shapes like circles, triangles, stars, and arrows, then insert and resize them in your flyer. |
Text Addition | Add and format text elements such as headings, subheadings, and body text. Customize the font, size, color, and alignment. |
Photo Selection | Browse a grid of photo thumbnails or use the search bar to find and insert photos into your flyer. |
Upload Image | Upload your own images by navigating to the Uploads section and selecting files from your computer. Once uploaded, they appear ready for use. |
Choosing Mailing Options
Letter Mail Service Options Breakdown
DocuPost offers four USPS Mail Service options for Letters and Checks. You can see a detailed breakdown of the options below.
Mail Service | est. Delivery Time | Mailing Status Details | USPS Tracking Link | USPS Delay Information | USPS Proof of Delivery |
|---|---|---|---|---|---|
USPS | 3-10 days | Preparing, | ✅ | May be available via USPS link | Available via USPS link. Electronic Return Receipt can be requested from USPS.com tracking page. |
USPS | 3-10 days | Preparing, | ✅ | May be available via USPS link | Available via USPS link |
USPS | 3-10 days | Preparing, | ❌ | ❌ | ❌ |
USPS | 5-20 days | Preparing, | ❌ | ❌ | ❌ |
As shown in the table above, please note that we are only able to provide a USPS tracking link for mail that you elect to send via USPS First-Class Certified Mail. If you do not send via USPS First-Class Certified Mail, you will be unable to use the USPS website to track your mail with a tracking link.
Learn more about tracking sent letters on DocuPost.
Recipient Details
When you're ready to send a letter through DocuPost, you'll enter the recipient's details in the To Recipient section. This service allows you to send letters globally, so you can reach friends, family, or business partners no matter where they are. First, fill in the recipient's information. This includes their name, address line 1, address line 2, city, state, and zip code for U.S. addresses. For recipients outside the U.S., fill in the equivalent details as required.
You have the flexibility to send your letter to either a single recipient or multiple recipients, via the Single or Multiple radio buttons at the top of the To Recipient section.
If you're sending to more than one person, you can opt for a mailing list. You might already have a list set up. If so, simply choose it from the dropdown menu. If you need a new one, you can buy or upload a mailing list using the Buy a mailing list and Upload a mailing list buttons, respectively. Alternatively, if you have saved addresses in your address book, you can select from there by clicking the Choose from address book... dropdown field.
Using your address book can make the process smoother. If you decide to add a new recipient not yet in your address book during this process, you have the option to save their information for future use. This feature helps streamline sending and managing letters, making future correspondence quicker and more efficient.
You have the option to send Letters internationally also via the country drop-down, as shown in the image below.
Sender Information
To send a letter with DocuPost, you'll need to enter or select the sender's details in the From Sender section. First, type in the sender's information such as name, address, city, state, and zip code if you are sending from the US. For sending from other countries, fill in the relevant fields according to that country's postal format.
If you have previously saved addresses in your address book, you can quickly select them to save time. This step ensures that your mail looks professional and reaches its destination without any issues.
Also, you have the option to save new addresses to your address book during this process. This is handy for future mailings, allowing you to easily choose these details next time without re-entering the information.
If you are subscribed to DocuPost Premium, you may also upload a logo that will be displayed above your return address on your envelope (visible through the envelope window) This adds an extra level of professionalism and grabs the attention of recipients.
Finalizing Your Letter
Print and Preview Options
When you've prepared your letter in DocuPost, you have a few more options to tailor how your mail looks and when it gets sent. You can pick to print your letter in color, which makes it stand out. This option is great for letters that have images or need to make a strong visual impact.
Checkbox Option | Description | Benefits |
|---|---|---|
Color Printing | Prints in full color | |
Double-Sided Printing | Prints on both sides of a page. | Saves paper and is good for the environment. Allows up to 118-page documents (only 59 if single-sided) |
Include Return Envelope | Includes a return envelope and formats your return address on the cover page. The return envelope does not have prepaid postage. | Facilitates easy response from the recipient without extra effort. |
Another option is double-sided printing. This choice helps you save paper and can be useful for longer letters or documents. It keeps your mailing compact and environmentally friendly.
Before you finish, it’s a good idea to preview your letter, via the Letter preview section on the right of the send letter page. This lets you see exactly how it will look when printed. You can check for any errors or adjustments needed. This step helps make sure your letter looks just right.
Beneath the letter preview, you can also optionally add a description or note for your internal reference or reporting purposes. For example, if you needed to keep track of expenses of letters sent on behalf of a client, this is where you could place an identifying note and later reference it when exporting data from DocuPost.
Scheduling and Sending
To set the mailing date and finally send your letter in DocuPost, there is a horizontal bar pinned to the bottom of the send letter page. On the left is a Send Letter button, and to the right there is a Send ASAPbutton.
The default setting is Send ASAP, which means your letter will be sent as soon as possible. If you do not interact with the Send ASAP button, it will default to the Send ASAP setting. Typically this will tender your mail to the mail carrier within two days when taking into account daily cut-off times, holidays and weekends - but generally much sooner.
We do not guarantee postmark date for a number of reasons, including unpredictable delays between the time that a mailing is ready for pickup, when it actually gets picked up, and finally, when USPS actually first acknowledges it via a scan. You can learn more about tracking letters via our track sent letters guide.
If you prefer to schedule your letter for a later date, clicking the Send ASAP button, which will trigger a date picker overlay where you can select the date that works best for you.
After you've set the mailing date or chosen to send your letter immediately, finalize the process by clicking the Send Letter button. It's a purple button located on the left side of the bottom bar. This step will place your letter into the preparing / on the way status.
Frequently Asked Questions
All letters are mailed on 8.5x11" stock, in a double-window envelope. 8.5" x 11" B&W and Color Letter Specs. Basis Weight: 60# text. GSM: 89 - 90. 10% PCW Product. FSC Certified
At this time, DocuPost only offers a window size #10.
Addresses may be changed to meet USPS requirements. DocuPost uses USPS' CASS validation and NCOA databases to ensure accurate delivery, which may modify addresses for compliance.
At the time of writing (June, 2024), USPS states the following in their Mailing Your Tax Return FAQ, regarding zip codes changes for tax returns: "This is normal and does not indicate that your return was delivered to the wrong location. The IRS has multiple delivery locations and courier services across the country to expedite pickup and delivery of mailed tax returns."
Letters, postcards and checks can be scheduled to be sent up to 170 days in the future.
Once you've queued a letter for mailing in the future, you may cancel it up to the send date that you've selected.
You may send Letters and Postcards to international destination addresses.
To upload a PDF for your letter, click the send mail button on the dashboard. Then, use the drag & drop option or browse to select your PDF file. Look for the purple box at the top with an upload icon.
For certified mail, you have two options: USPS First Class Certified with Electronic Return Receipt (ERR) and USPS First Class Certified.
At this time, you cannot send bulk mailings (letters or postcards) to international destinations.
When you send a letter with DocuPost, the first page will always be a blank page. This page contains your recipient and sender address information, which is visible through the double-window envelope we send. In the lower right corner of this blank page, there is a small badge that says "Printed and mailed by DocuPost.com."
You can sign up for premium to remove DocuPost branding on your letter.
The digital equivalent of the longstanding return receipt (a.k.a "green card", "green slip", "green sheet"). If you have chose the Electronic Return Receipt option, then your ERR is available via the USPS.com tracking page. USPS will send you the ERR directly when you complete the form on your USPS.com tracking page.