HOA mailing service that fills in each owner's letter

No. Every letter goes USPS First-Class. Postmarkr doesn't send Certified Mail, doesn't issue a Certificate of Mailing (PS Form 3817), and can't give you a USPS-confirmed mailing date. If your governing documents or your state's notice rules name one of these for a notice, send that notice from a post office counter.

What each USPS option records

With Bulk Send, up to 100 owners per batch. Put the notice, agenda, proxy form and budget in one PDF or letter template, upload a CSV of owners, approve one proof and pay once for the batch. With a PDF, every owner gets the same pages behind their own address page. With a letter template, each owner's fields fill in from their row.

How Bulk Send works

No, it takes two. Each batch holds up to 100 owners and $1,000, so split the list into two CSV files and send each one. Each batch gets its own proof approval and checkout. For owner notices, the 100-owner limit is the one you'll reach first; the dollar cap only matters for very long packets.

Yes, with a letter template. Add a field for each item, such as unit_number or amount_due, and give each field a column in your CSV. Every field needs a value in every row. Call the greeting field salutation_name, not recipient_name, because the import reads that heading as the envelope's name. Write a credit as (25.00): a cell that starts with a minus, plus, equals or @ sign loses that first character.

Rows with the same owner name and identical mailing-address fields produce one letter per batch. Two different owners at the same address each get a letter. Keep property units in a separate unit_number column, not unit: unit fills address line 2, so different unit values can produce separate letters. For an owner with two units at one mailing address, list both units in one letter, or send the second unit's letter in another batch.

No. We don't add return envelopes, inserts, coupon books or checks. A proxy form can print as a page of the notice, and the owner mails it back in their own envelope. Ballots that come back in a return envelope need a printer or an election vendor.

The batch page lists every owner's letter and its outcome. Each letter has its own status page with USPS scan updates when available. Save any PDF available from that page alongside your approved source document and the status record. A retry-ready CSV is offered only when saved inputs and outcomes are sufficient to confirm which rows were not mailed; some rows may be withheld. Use only the retry-ready CSV to resend, not the diagnostic failure report or the original list. That record isn't a Certificate of Mailing and doesn't show a USPS-confirmed mailing date. If USPS confirms a letter was lost, we'll resend it for free.

A one-page black-and-white letter is $2.05 all in: printing, the address page we add, the envelope, USPS First-Class postage and the processing fee. Every letter in a batch costs the same, and you see the batch total before you pay by card. Bulk Send prints single-sided, and longer packets cost more. Printed the next business day following payment, and USPS estimates 1–5 days for First-Class delivery.

Each login has one workspace, with one address book and one set of letter templates, and there's no way to invite a second user. The address book has no per-association folders, and owners from a CSV are saved into it when you send. Keep one CSV per association outside Postmarkr and upload the one you're mailing.

The price you see before paying is the whole price: $2.05 for a one-page letter, postage and processing fee included, with no subscription. Put that next to the mailing line on your management invoice. If your management agreement says the manager sends official notices, keep sending those through the manager.