Step 01
Build a recipient workbook
Start with the account’s approved Excel template. Keep recipient names and complete mailing addresses in the designated fields; use one row for each mailpiece and a unique reference wherever your job requires it.
Batch Certified Mail
Send many letters with a clear recipient-to-document match.
For a batch mailing, each recipient’s address and reference must line up with the correct PDF letter. Start from the approved workbook format, prepare one document per recipient, then prove the mapping before recurring or high-volume production.
Prepare the files
A batch is a mapping exercise before it’s a mailing.
The published workflow pairs an approved Excel address list with individual PDF files. This structure lets the mailing job connect a recipient row to the corresponding document and its mailing record.
Request the current workbook templateStep 02
Prepare one PDF per recipient
Save each letter as its own PDF, with all pages and attachments already combined in the intended order. The file references in the workbook need to match the right recipient’s PDF.
Step 03
Validate the mapping
Before upload, compare the row count to the PDF count, check every address and reference, verify page order, and review any one-to-one recipient-to-document matching rules from your approved job setup.
Step 04
Proof, test and release
For a new recurring job, request a custom work order, submit sample data, review and approve the production proof, then run an end-to-end test with 10 records or fewer before the workflow goes live.
Recipient workbook
Use the approved spreadsheet layout, with complete postal addresses and recipient references mapped into the expected columns. Keep a saved copy of the submitted list with your internal batch ID.
Individual PDFs
Save each recipient’s final, approved letter as one PDF. If a letter has attachments or multiple pages, combine them in correct order before linking it to the workbook record.
Reconciliation checks
Reconcile recipient count, PDF count, filename mapping, page count and addresses. Resolve mismatches before the proof is approved or the job is released.
Proof before production
Review a sample. Test the handoff.
A new automated job follows a setup and proofing process before live production.
Send a sample file and data set
Review and approve the proof
Run a test with 10 records or fewer
Cost and timing
Price each mailpiece with its own facts.
Batch totals can differ because recipient documents have different page counts, weights and optional mailing services.
Use an estimate, not a blended guess
Enter the actual page counts and mailing options in the price estimator. Ask about volume pricing with your recurring quantity and job details; no bulk discount is assumed here.
Get an estimatePlan around the daily cutoff
Complete submissions before 5:00 p.m. Eastern on USPS business days can qualify for same-business-day mailing. Review and data corrections should happen before the cutoff.
View service and price detailsBatch mailing questions
Frequently asked questions
Can I upload a single merged PDF for a whole batch?+
The published multiple-letter workflow describes one PDF file per recipient, referenced from the approved Excel workbook. It does not describe a single merged PDF as the batch mapping format.
What file formats should I prepare?+
The published batch process specifies an approved Excel address-list format plus separate PDF letters. Ask support to provide or confirm the current workbook template before building a production job.
How many pages can each letter contain?+
The published single-letter upload guide says it supports a single-page letter or a document up to 1,000 pages. Price is based on the printed page count and mailpiece weight; confirm job-specific limits and postage in the estimator or with support.
Is there an automatic batch discount?+
No batch rate is assumed on this page. Pricing depends on each letter’s pages, weight and selected services. Contact us for volume pricing based on your actual job.
Next step
Have a mailing file ready?
Talk with us about your recipient workbook, PDF set, volume, proofing and the right way to validate the batch before release.