Letters
LiveSend business letters with mail-stream status updates, including USPS scan updates when available, plus address verification before checkout.
Residential property managers and landlords
Property management mailing service for tenant letters
A new manager, a renewal offer, a letter for each resident. Postmarkr is a property management mailing service for sending those letters by USPS First-Class. Use one PDF when everyone receives the same content, or a saved letter template when names, units and amounts change from row to row.Mail up to 100 recipients per batch. A one-page black-and-white letter costs $2.05, including the added address page, printing, postage and processing fee.
Which letter are you preparing?
Introducing new management. Give residents the new contact details and explain which arrangements change. The example below shows how to identify each rental property while keeping the envelope's mailing address separate.
Renewal offers and rent changes. Prepare the approved terms first. A template can fill in each resident's name, property and amount from your spreadsheet. Check every row against your records before uploading it.
Courtesy late-rent reminders. Start with the late rent notice guide for a reminder example and a distinction between courtesy correspondence and formal notices.
Resident welcomes and planned updates. Send the same building update as a PDF, or use a template for a welcome letter that names each resident and unit. For information residents need immediately, choose a communication method that reaches them in time.
If a letter requires Certified Mail, a signature or another specified service, arrange that service separately. Postmarkr sends First-Class letters and does not establish that a notice meets legal requirements.
Match the document to the mailing
| What you have | How to prepare it |
|---|---|
| One finished letter that everyone should receive unchanged | Upload that PDF and add the recipients. The address page changes for each envelope; the PDF's content stays the same. |
| One letter with different names, units, dates or amounts | Save a letter template and provide a CSV column for each field. Use column names that exactly match your template fields, then inspect the sample letter before paying. |
| A separately prepared PDF for each resident | Send each through the single-letter flow. A shared-PDF batch does not divide a file into different residents' documents. |
For a broader explanation of spreadsheet personalization, read how letter mail merge works.
Prepare a resident mailing
Keep the envelope address and the property reference in separate columns. A resident's mailing address may differ from the rental property named in the letter. The envelope needs the address where the letter should go.
Use one row for each intended recipient. Include name, address_line1, city, state and zip; put the mailing address's apartment or suite in address_line2. Add separate columns for details that appear inside the letter. Give those columns specific names, such as leased_property and leased_unit, and use those exact names for the matching template fields.
Before importing, check the whole list:
- Confirm the intended recipients against your current resident records.
- Keep ZIP codes as text so leading zeroes stay intact.
- Check apartment numbers in the mailing address, even when the same unit appears inside the letter.
- Fill every field the template needs. Review names, amounts and dates row by row.
- Remove unintended duplicate recipients. Split lists larger than 100 recipients into separate batches.
The preview shows one recipient's letter. It does not replace checking the other rows.
A management change, from spreadsheet to letter
Fictional example: a manager is introducing Cedar House Management. The contact details are the same for everyone. Each letter names its recipient and rental property.
Keep two addresses straight. Taylor’s envelope uses the supplied mailing address at 300 Sample Rd, Unit 8. The letter refers to Example Court, unit 3. These are deliberately fictional details; replace every sample row before sending.
| CSV column | Taylor’s example value | Used for |
|---|---|---|
name | Sample Taylor Chen | Envelope recipient |
address_line1 | 300 Sample Rd | Envelope address |
address_line2 | Unit 8 | Envelope address |
resident_name | Taylor | Greeting inside the letter |
leased_property | Example Court | Property inside the letter |
leased_unit | 3 | Rental unit inside the letter |
Download the sample mailing CSV
The download has three fictional rows and the required postal columns. Replace the sample information with your current resident records. The sample’s format has been checked with Postmarkr’s importer; its addresses have not been verified for delivery.
Saved-template excerpt — adapt before use
Dear {{resident_name}},
Cedar House Management is the new contact for management questions about {{leased_property}}, unit {{leased_unit}}.
Please contact us at manager@example.com with questions about this management change. Keep using your existing payment and maintenance channels unless you receive and verify separate instructions about a change.
Thank you, Cedar House Management
For Taylor’s row, the opening becomes: “Dear Taylor, Cedar House Management is the new contact for management questions about Example Court, unit 3.” The envelope still uses Unit 8 at the mailing address.
Use the exact custom column names shown in your template fields. Keep the management company’s contact details in the letter itself when they apply to everyone. This excerpt is a writing example; enter and review your own complete letter before sending.
Upload the resident CSV, confirm its postal address mapping and review the generated sample for the first valid recipient. Check that the envelope uses the mailing address and that the letter names the right rental property. Review the remaining spreadsheet rows and the batch total before payment.
Postmarkr prints and mails the letters.
Printing: Printed the next business day.
After payment, the batch page shows processing status for each recipient. These records are not a signature or proof of service.
Budget for the letter you actually send
One page in black and white: $2.05, including the added address page, printing, postage and processing fee. Longer documents and color change the price. Bulk letters print single-sided.
Each batch has a limit of 100 recipients and $1,000 in total. Review the amount shown for your batch before paying. There is no subscription.
Questions
Questions before the resident mailing
Can I put each resident's rent amount in the letter?
Use a saved letter template with an amount field and a CSV column containing each resident's approved amount. A shared PDF keeps the same content for everyone. Check all amounts against your records; the generated sample covers the first valid recipient.
Can I upload letters from my property-management software?
Upload an exported PDF when its content should be the same for every recipient. For personalized batches, prepare a saved letter template and a CSV. This is a manual export-and-upload workflow; Postmarkr does not connect to your property-management system.
Can I send 240 letters?
Split the recipients into batches of no more than 100. For 240 recipients, that means at least three batches. Each batch has its own review and payment, and the batch total must stay within $1,000.
Can I mail a notice that requires Certified Mail?
Postmarkr does not send Certified Mail. If your notice requires it, use a service that provides it. A Postmarkr status record is not proof of service or confirmation that your notice satisfies a legal requirement.
Do I need a separate letter template for each property?
Not when the wording is the same and only property details change. Put those details in template fields and supply the values in your CSV. If the wording or attachments differ, prepare separate mailings so each resident gets the intended document.
Can these letters go out automatically every month?
You prepare, review and pay for each mailing. Postmarkr does not schedule recurring resident letters. Reuse your saved template, then check the current recipient list and values for the next batch.
Put the resident list beside the approved letter
Decide which details change, check where each envelope should go and prepare your first batch. You will review a sample and the total before paying.
Managing an association instead? See mailing for HOA boards.
Letters and envelopes
Check the document and envelope options for your mailing.
Envelopes
LiveSupport multi-page documents with standard and flat-envelope handling for larger print jobs.
Guides for your next resident letter
Practical letter examples and preparation help for property managers and landlords.
