You hand off the document. We mail every copy.
No copier runs, no envelopes, no green cards to fill in and no line at the post office. Five steps, and you only do the first one.
- 1YouYou upload the document once
The notice, petition or accounting as a PDF, and each party's name and address. Or your firm's AI assistant sends it.
- 2WeWe print a copy for each party
Every page, in the order you sent, black and white or color, up to 200 pages a copy.
- 3WeWe envelope and label each one
First-Class, Certified, Certified with a return receipt, Restricted Delivery, or FedEx with a signature.
- 4WeWe take them to USPS or FedEx
Prepared for dispatch the next business day by our staff in Manhattan Beach, CA.
- 5WeYou keep the record
Tracking for each party, the mailing date, photos of the pages and the sealed envelope, and the signature when you chose one.
One page: First-Class $2.00, Certified $20.00, with a return receipt $24.00; Restricted Delivery adds $10.00. Each extra page $0.40 plus postage by weight. You see the exact price before you approve.
How do I mail an estate notice to every heir and beneficiary, with proof?
Upload the notice once, add each party's name and address, choose the mail class the rule calls for, and approve. Each party gets a printed copy with its own tracking, and your file gets photos of every piece and the carrier's record, which you can pull up later. Your state's statute or court rule decides who must be notified, by when and how; check it, then choose the class here.
Without mailbox.bot vs with mailbox.bot
One notice to nine beneficiaries, step by step: the work in your office, and what's left of it here.
| Step | Without mailbox.bot | With mailbox.bot |
|---|---|---|
| Printing | Run nine copies of a long accounting: printer time, paper, toner, collating, and a jam halfway through. | Upload one PDF. We print every copy. |
| Supplies | Keep 9×12 envelopes, labels, Certified Mail forms (PS 3800) and green cards (PS 3811) in stock. | Nothing to stock. |
| Addressing and postage | Address each envelope, weigh each packet and work out the postage. | We print the label and buy the postage. The price shows before you approve. |
| The post office | Someone drives over and waits at the counter for each Certified receipt. | Our staff take it to USPS or FedEx, prepared for dispatch the next business day. |
| Proof it went out | Stamped receipts, kept in the file by hand. | Photos of the pages and the sealed envelope, the mailing date and the tracking number, kept for each party. |
| Proof it arrived | Wait weeks for green cards and chase the missing ones. | The electronic return receipt with the signature, by email, in the dashboard or by webhook. |
| Who does it | A paralegal, an assistant, or an attorney's own time. | You or your firm's AI assistant hand it off; an attorney can approve each letter. |
| Finding it later | Search the file room or the scanned PDFs. | Search by the party's name or address, and open the record in a click. |
| Your part | Every step above, for every party, on every deadline. | Upload once, list the parties, approve. |
Common estate and trust notices, and how they go out
A starting point for four states and the institutions, with the rule linked. Rules change and courts read them differently, so check the current text before you rely on it.
| Notice | Rule | How it goes | When | What comes back |
|---|---|---|---|---|
| California: Notice of Petition to Administer Estate (DE-121) | Probate Code 8110 and 1215 | Mail to each heir and devisee (first-class is allowed) | At least 15 days before the hearing | Mailing date and photos; Certified adds USPS tracking |
| California: trustee notification (Probate Code 16061.7) | Probate Code 16061.7 and 1215 | Mail to each beneficiary and heir at the last known address | Within 60 days; it starts the 120-day contest period | Mailing date and photos; Certified or a return receipt if you want delivery proof |
| Texas: notice to beneficiaries | Estates Code 308.002 and 308.004 | Certified or registered mail, return receipt requested, or another delivery method the Code allows | Within 60 days of the order admitting the will; affidavit within 90 days | USPS tracking and the electronic return receipt for the affidavit |
| Florida: notice of administration | Fla. Prob. R. 5.240 and 5.040 | Formal notice: a mail service with a signed receipt | Promptly after letters issue | Certified with the return receipt carries the signature |
| Banks, brokerages and insurers | Each institution's own requirements | Often Certified, Priority or FedEx with a signature | Your timeline | Tracking and the signer's name |
A notice to 3 parties or 300
- Every party is its own piece, with its own tracking, photos and record, whether there are 3 or 300.
- Your firm's assistant can send a whole list over MCP or the API, each letter priced first and, if you choose, held for an attorney's approval.
- From the dashboard, you send them one after another.
- Notices of three pages or fewer that can go First-Class can also go as one batch of ten or more from a list, with a printed proof to check first.
- Each account has a daily spending limit as a safeguard. Ask us to raise it before a large mailing.
Pull up any piece's proof when someone asks
When a beneficiary says it never came, or you prepare the proof of service:
- Find the piece by the party's name or address in the dashboard, or by name, address, ZIP, tracking number or your own notes over the API and MCP.
- Open its record: the photos taken before the envelope was sealed, the mailing date, every tracking event, and the return receipt or the name of the person who signed.
- Give each piece your matter or estate reference (metadata over the API, or the notes field) and every record carries it.
- The document itself is deleted after mailing, so keep your own copy. The record stays.
Your assistant runs the mailing. An attorney approves.
Connect Claude, ChatGPT, your IDE or an agent harness over MCP at https://mailbox.bot/api/mcp, or use the REST API. Sandbox keys rehearse the whole flow for free.
- You hand it the notice and the parties: from the petition, the will or your own list.
- It prices each letter with a dry run (
send_outbound_mailwithdry_run: true) and shows you the total before anything is created. - It sends each letter with
requires_approval: true, so nothing is printed until an attorney approves it in the dashboard. - It follows each piece through the
mail.mailedandmail.deliveredevents and writes the tracking and the return receipt into the matter. - Months later it finds any piece with
list_outbound_mailand returns the record.
The record behind every piece
Kept for each party, so your office can complete its proof of service or affidavit from it.
- A photo of the printed pages and of the sealed envelope with the address, before it leaves
- The mailing date and the USPS or FedEx tracking number for each party
- The electronic return receipt with the signature, the delivery date and the delivery address, for Certified with a return receipt
- With Restricted Delivery, USPS delivers only to the addressee or an agent they authorized in writing
- With a FedEx signature option, the name of the person who signed
- Every event by email, in the dashboard, or by webhook to your firm's systems
A copy for every party
Published prices for a new account; the dry run of your actual document is exact.
$44.37 a copy, $399.33 in all. With Restricted Delivery, $54.37 a copy.
$2.40 a copy, $33.60 in all, with photos of every piece.
Your documents are encrypted while they wait and deleted after mailing; only blurred previews and photos are kept. See the trust page.
- Give legal advice or tell you who must be notified
- Find heirs or look up addresses
- Publish notices in a newspaper or file anything with the court
- Sign your proof of service or affidavit of mailing
Estate attorney mail, answered
Can you mail the same notice to every heir and beneficiary?
Yes. Each party gets their own printed copy in their own envelope, with their own tracking and record. Your firm's AI assistant can send the whole list over MCP or the API; from the dashboard you send them one after another.
Which mail class should I choose?
The statute or court rule decides. Where first-class mail is enough, First-Class costs least and we still photograph every piece. Where the rule asks for certified or registered mail with a return receipt, or a signed receipt, choose Certified with the return receipt. Add Restricted Delivery when only the addressee should be able to sign.
What is Restricted Delivery?
A USPS service on Certified Mail: the carrier delivers only to the person named, or to an agent they authorized in writing, and records who signed. It adds $10.00 to a Certified letter.
Does this replace our proof of service?
No. Your proof of service or affidavit is still completed and signed as your rule requires. What we give you is the record behind it: what was mailed, to whom, when and how, with the carrier's tracking and signature.
Can we find a piece months later?
Yes. Search by the party's name or address in the dashboard, or ask your assistant, and open the photos, mailing date, tracking events and return receipt. The document itself is deleted after mailing, so keep your own copy.
Can you print a long accounting?
Yes, up to 200 pages a copy, black and white or color, double-sided on request when the piece allows. Each extra page is $0.40, plus any postage increase from the weight. The price for the actual document shows before you approve.
Can executors and trustees use it without a lawyer?
Yes. Anyone can sign up and mail. We don't tell you who must be notified or which rule applies, so check the rule or ask your attorney first.
How is our clients' information protected?
Documents are encrypted with Google Cloud KMS keys while they wait and are decrypted only to print and check each piece. The file is deleted after mailing; only blurred previews and photos are kept. Details are on our trust page.
- California Probate Code 1215: how notice is mailed
- California form DE-121, Notice of Petition to Administer Estate
- California Probate Code 16061.7: trustee notification
- Texas Estates Code 308.002: notice to beneficiaries
- Texas Estates Code 308.004: affidavit of notice
- Florida Probate Rule 5.240: notice of administration
Last checked against these sources on 28 October 2026.
Disclaimer. This page is general information, not legal advice, and it doesn't replace the statute, the court's rules or your own judgment. Rules change and differ by state and county, so check them before you mail. mailbox.bot isn't affiliated with or endorsed by any court or the USPS. Mail you send through us is covered by our Terms of Service.
Every beneficiary mailed, every piece on record.
Send the document and the parties. Staff at our facility in Manhattan Beach, CA print, mail and photograph every copy.