[For HOAs, cities, counties and landlords]

We print and mail your HOA, weed abatement, code enforcement and tenant notices

Send one notice and its owner, or one design and your list of parcels, lots or units. We print each piece with its own APN, address, violation and deadline, mail it First-Class or Certified as you choose, and keep a record for the day an owner says it never came.

For HOAs and community association managers, counties, cities and fire districts, and landlords and property managers. Send from the dashboard, or let Claude, ChatGPT, your IDE or an agent harness send over MCP or REST. We don't build owner lists, post notices at a property or give legal advice.

Mail a property notice See how it works

Mailed by our staff in Manhattan Beach, CA
Certified, return receipt, Restricted Delivery
APN and QR code on each piece of a list
Exact price before you send

[Example: one association, one week]

Example Ridge HOA · this week's notices

41 pieces · 38 from one list, 3 single letters · fictional

Lot 12
Courtesy notice · trash cans in view
First-Class, one of 38 from a list
Mailed
Lot 31
Violation notice · front yard not kept
First-Class, one of 38 from a list
QR scanned
Lot 47
Notice of hearing · fence built without approval
Certified + return receipt
Delivered, signed
Lot 88
Pre-lien notice · to the owner in Phoenix, AZ
Certified + return receipt
In transit
Lot 88
Same notice · to the occupant at the lot
First-Class letter
Photos on file

[How it works]

You hand off the notice. We print, mail and keep the record.

You decide what the notice says and who gets it. The printing, the envelopes, the Certified forms, the postage and the post office run are ours.

1
You
You send the notice and who gets it
One PDF per owner, or one design and a CSV of parcels, lots or units. Your agent can send them too.
2
We
We print every piece
From a list, each piece gets its own APN, address, violation and deadline, and a QR code of its own.
3
We
We envelope, label and pay postage
First-Class for routine notices; Certified, a return receipt or Restricted Delivery where a rule asks for it.
4
We
We hand it to USPS
Staff in Manhattan Beach, CA prepare single letters for dispatch the next business day; a list mails on or after your mail date.
5
You
You keep the record
Photos, tracking and the return receipt for a letter; mailing status, scans and taps for each piece of a list.

Single letters, for one page: $2.00 First-Class, $20.00 Certified, $24.00 with the electronic return receipt, and $10.00 more for Restricted Delivery. Every added page is $0.40, plus any postage the weight adds. From a list: $1.15 per one-sheet letter and $1.05 per 4×6 postcard, printing and First-Class postage included. The dashboard and the dry run both show the exact price before anything is sent.

[Quick answer]

How do I mail HOA, weed abatement or code enforcement notices to property owners, with proof?

Upload the notice with the owner's name and mailing address, choose First-Class, Certified, Certified with a return receipt or Restricted Delivery, and approve. For the same notice to many owners, send one design and your list: each piece prints its own parcel details and QR code and goes First-Class. Your state's law, the local ordinance or your governing documents decide who gets notice, how and by when, so check them first, then pick the mail here.

[Who sends what]

Property notices, in the order they usually go

Three kinds of senders, the notices each one mails, and the mail that often fits. The names, the steps and the timing come from your state's law, the local ordinance or your governing documents, and they differ from place to place.

HOAs and community association managers

From the board or the manager, to each owner at the address in the association's records.

Violations · usual order

Courtesy notice
A first, friendly letter: trash cans in view, an unkept lawn, a car parked where it shouldn't be.
First-Class, often from a list
Violation notice
The formal letter: which CC&R or architectural rule, what to fix and by when.
First-Class, or Certified if your documents ask
Notice of hearing
Before a fine, many states and many governing documents give the owner written notice and a chance to be heard.
Often Certified + return receipt
Fine notice
The board's decision after the hearing, and the amount.
First-Class or Certified

Assessments · usual order

Statement or reminder
Regular dues and special assessments coming due.
First-Class letter or postcard, from a list
Delinquency notice
Past due, with any late charges and how to pay.
First-Class, in an envelope
Pre-lien notice
Before a lien is recorded. Some states call for certified mail here.
Certified + return receipt

Every year

Budget and disclosure packet
The annual budget and the disclosures your state or documents call for.
First-Class, from a list, up to 16 pages
Meeting and election notices
Annual and board meeting notices, and notice of an election.
First-Class letter or postcard, from a list

Counties, cities and fire districts

Usually to the owner of record, at the mailing address on the assessor roll.

Weeds and vegetation · usual order

Notice to clear
Cut weeds, brush and dry grass, or clear defensible space around buildings, by the date set. Many places mail it every year.
First-Class, from the roll with the APN
Notice of violation
After inspection: what still needs clearing, and the new date.
First-Class or Certified
Re-inspection notice
When the inspector comes back, or what they found.
First-Class
Abatement cost notice
If the agency's contractor clears the lot: the cost and, in many places, a hearing before it goes on the tax bill.
Often Certified + return receipt

Noxious weeds · usual order

Notice to control
A county weed board or weed district names a listed noxious weed on the land and asks the owner to control it.
First-Class or Certified
Notice of violation
Not controlled in time: the next step, which can include control work billed to the owner.
Often Certified + return receipt

Code enforcement · usual order

Notice of violation
The problem, the code section and the date to comply: a junk vehicle, unpermitted work, an unsafe structure.
Often Certified + return receipt
Re-inspection notice
The return visit, or its result.
First-Class
Administrative citation
A fine for what wasn't fixed. The ordinance sets how it's served.
Certified + return receipt, where mail is allowed

Landlords and property managers

To the tenant at the unit, or at the forwarding address they left.

Rent · usual order

Rent reminder
A reminder before rent is due.
First-Class, from a list
Late notice
Rent is late, with any late fee the lease allows.
First-Class
Notice to pay rent or quit
Pay by the date, or leave.
Served as your state requires

Lease · usual order

Lease violation notice
Which lease term, what to fix and by when.
First-Class or Certified + return receipt
Notice to cure or quit
Fix the violation by the date, or leave.
Served as your state requires

Move-in and move-out

Move-in notice
Keys, the condition checklist, house rules and contacts.
First-Class
Move-out notice
The inspection before move-out, then the itemized deposit statement to the forwarding address.
First-Class or Certified, for the mailing date

[Choosing the mail]

First-Class for routine notices, Certified when a rule asks

The rule behind the notice decides. Where it says nothing about how, First-Class costs least, and each letter sent on its own is photographed. Where it asks for certified mail or proof of delivery, choose it here.

Mail	One page	When it fits	What comes back
First-Class letter	$2.00	Courtesy and violation notices, reminders, statements, move-in and move-out letters: wherever plain mail is enough.	Photos of each page and of the sealed envelope, plus the mailing date. No carrier tracking.
First-Class from a list	$1.15 a one-sheet letter, $1.05 a 4×6 postcard	The same notice to many owners or units, each piece with its own fields and QR code.	Each piece's mailing status, QR scans and button taps. No photo or carrier tracking per piece.
Certified Mail	$20.00	Where a statute, an ordinance or your governing documents ask for certified mail.	USPS tracking with the mailing and delivery dates, plus the photos.
Certified + electronic return receipt	$24.00	Where you need proof of delivery with a signature, as for many hearing, pre-lien and final notices.	The return receipt: who signed, the delivery date and the delivery address.
Restricted Delivery, on Certified	+$10.00	When only the owner named on the envelope, or an agent they authorized in writing, should sign.	USPS hands it to that person or their agent only, and records who signed.

Priority Mail ($15.00) and FedEx are there too, each with a signature option, for a packet that has to arrive fast.

Same notice, two ways

Some rules ask for the same notice twice: by certified and by first-class mail, or to the owner's mailing address and to the property. Send each copy as its own piece. Each gets its own record, so you can show that both went out.

Some notices must be served, not just mailed

Notices to pay rent or quit, notices to cure or quit and other eviction steps, and some HOA and code enforcement steps, have to be delivered the way the law, the ordinance or the governing documents set out: by hand, posted at the property, through a process server or an officer, or by mail together with one of those. Mail alone may not satisfy the rule. We print and mail; we don't hand-deliver, post or serve. Check your state's law, your local ordinance and your governing documents before you rely on mail.

[Owner of record]

The owner, the mailing address and the property

The roll often points somewhere other than the parcel. Mail where your rule says, and copy the property when the people living there need to know.

The roll

The assessor roll lists each parcel's owner of record and a mailing address, where the tax bill usually goes. That address is often not the property: an owner in another state, a trust, a company or a PO box.

Two addresses, two pieces

Mail the owner of record at that address when your rule names the owner. Add a copy to the property, for the occupant, when the people living there need to know too.

What comes back

A Certified letter comes back with photos, USPS tracking and the signed return receipt. A piece from a list comes back with its mailing status, its QR scans and the APN as your reference.

We mail to the addresses on your list. We don't look up owners or check them against the roll.

[From a list]

One notice to every parcel, each with its own details

One design, or the letter typed as text, and a CSV with a row per parcel, lot or unit. Letters from 10 pieces, postcards from one, up to 10,000 a batch, all First-Class.

Your list's extra columns become fields. Tag them as {{apn}}, {{situs}}, {{violation}}, {{deadline}} or {{hearing_date}} in the letter, in the QR link, or as the name of a PDF form field.
Each piece carries a QR code of its own. It can open your own page for that parcel, with {{apn}} in the link, or a one-button page such as “Cleared, ready for re-inspection”.
Scans are tallied per piece, with their times and nothing else about the scanner: no IP address, no device. Link previews don't count. A button stays live 30 days from the mail date unless you set up to 90.
Put the APN, lot or unit in a ref column and it comes back on every scan webhook, so the answer lands on the right parcel.
Set the mail date as far as 60 days out, and open a proof of any piece, with its fields and address label, before you pay.

The list: its header row

apn,name,address,city,state,zip,situs,violation,deadline,ref

The letter, typed as text

Parcel {{apn}} at {{situs}}: {{violation}}.
Please correct it by {{deadline}}.
Scan the code for this parcel's notice online.

What the list check catches

A row missing its name, street, city, state or ZIP.
A ZIP that belongs to a different state than the row names.
A ZIP that lost its leading zero in a spreadsheet.
A second row with the same name and address. It's skipped as a duplicate, so an owner with several parcels at one mailing address gets one piece: list all their APNs in that row, or mail the rest as single letters.
Rows with a problem are listed for you, never dropped silently, and you see the count before you pay.

A batch goes First-Class only. A notice that must go Certified, or that carries its own photo of the violation, goes as a single letter.

[Months later]

When an owner says it never came

At the hearing, in an appeal, or when a lien is challenged:

Look a letter up in the dashboard by the owner's name or address; over the API and MCP, a search also takes the ZIP, the tracking number or your notes.
Its record has the photos of the pages and the sealed envelope, the date it was mailed, the USPS tracking history and, for Certified with a return receipt, the signature.
Put the APN, case or account number in the notes or the metadata, and it stays on the record.
For a list, open the batch: each piece's status and mailing date, and which pieces were scanned or tapped, by piece number and your ref.
Keep your own copy of each notice: the file is deleted once it's mailed, while the record stays.

[Priced up front]

Worked prices

At a new account's published rates. For your own file, the dry run or the estimate gives the exact figure.

One letter at a time

A 2-page notice of hearing, Certified with a return receipt

$24.40 a copy; with Restricted Delivery, $34.40.

A 3-page pre-lien notice to an owner out of state, plus a copy to the property

$24.80 Certified with a return receipt and $2.80 First-Class for the copy: $27.60 in all.

A 1-page lease violation notice

$2.00 First-Class, or $20.00 Certified.

From a list, First-Class

38 notices from one HOA inspection, one sheet each

$43.70 in all, $1.15 a piece.

1,200 weed abatement notices, one sheet each with the APN and a QR code

$1,296.00 in all, after the volume discount.

A 12-page budget and disclosure packet to 240 homes

$660.00 in all.

A 4×6 annual meeting postcard to 240 homes

$252.00 in all.

Spending per day is capped on every account to guard against mistakes; write to us before a bigger run and we can lift the cap. Files stay encrypted until printing and are deleted after mailing.

[With your agent]

Your agent prepares the run. A person approves it.

Point Claude, ChatGPT, your IDE or an agent harness at the MCP server, https://mailbox.bot/api/mcp, or at the REST API. A sandbox key lets it practice every step for free, and nothing is printed.

Start it with the inputs: violations from an inspection, parcels from the roll, or units from the rent roll.
For a list, it prices the run with estimate_batch_mail, builds it with create_batch_mail (fields, qr, mail_on and a ref column for the APN), and hands you get_batch_mail_proof before confirm_batch_mail.
For a notice that must go Certified, it prices each letter with send_outbound_mail and dry_run: true, then submits it with requires_approval: true, so a manager signs off in the dashboard before anything prints.
It follows mail.mailed and mail.delivered for letters, and batch.completed and batch.piece.scanned for lists, and files each one under its parcel, lot or unit.
When an owner disputes a notice, it finds the piece with list_outbound_mail or get_batch_mail and brings back the record.

[What we don't do]

Build owner lists, pull the assessor roll or look up owners
Decide who must be notified, how or by when
Post notices at a property or deliver them by hand
Serve eviction notices or act as a process server
Give legal advice, or sign a proof of service or a declaration of mailing
Run association elections or count ballots

[Questions]

Property notice mail, answered

Can you mail HOA violation notices?

Yes. Send one notice as a single letter, First-Class or Certified, or one design and a list of lots as a batch, each piece printed with its own lot, violation and cure date. What the notice says and who must get it come from your governing documents and your state's law.

Which mail class should an HOA use for a notice of hearing or a pre-lien notice?

The one your governing documents and your state's law ask for. Where they ask for certified mail or proof of delivery, choose Certified with the return receipt, $24.00 for one page. Where plain mail is enough, First-Class is $2.00, and a letter sent on its own is photographed before it leaves. Some states require certified mail before an assessment lien is recorded.

Can you mail weed abatement notices to every parcel on the roll?

Yes. Export the parcels from the roll or your GIS as a CSV, up to 10,000 rows a batch, and each piece prints its own APN, situs address and deadline and mails First-Class on or after the date you set. We don't pull the roll or choose which parcels get notice.

The owner lives in another state. Where does the notice go?

To the address your rule names, usually the mailing address on the assessor roll or in your association's records. You can also mail a copy to the property itself, addressed to the occupant, and some rules ask for both. Each copy is its own piece with its own record.

Can you serve a notice to pay rent or quit?

We can mail it, but mailing may not be service. Many states set how these notices must be delivered, often by hand, or by posting at the unit together with a mailed copy, and mail alone may not count. Check your state's law first; where mailing is one part of the method, we can do that part, First-Class or Certified, and keep the record.

What is Restricted Delivery, and when would we use it?

Restricted Delivery is an add-on to Certified Mail: USPS releases the letter only to the person named on it, or to an agent they've authorized in writing. It costs $10.00 more, and it fits a notice meant for one individual owner rather than whoever answers the door.

Can each notice show its own APN, violation and deadline?

Yes, in a batch. Add the APN, the violation and the deadline as columns of your list and tag them in the letter as {{apn}}, {{violation}} and {{deadline}}: every piece prints its own row's values. The same tags work in the QR link and in PDF form fields.

Can a notice include a photo of the violation?

Yes, as a single letter: each one is its own PDF, so it can carry its own photo. A batch prints one design for everyone, with text fields, so a notice with its own photo goes as a single letter.

What does the QR code on each piece do?

It opens your own page for that parcel, with the APN in the link, or a one-button page such as "Cleared, ready for re-inspection". Each piece's scans and taps are recorded with their times, your app gets a webhook on the first scan, and a button stays live 30 days from the mail date unless you set up to 90.

How much does property notice mail cost?

One letter, one page: First-Class $2.00, Certified $20.00, Certified with a return receipt $24.00, plus $10.00 for Restricted Delivery, and $0.40 for each extra page plus any postage the weight adds. From a list, First-Class with printing included: $1.15 a one-sheet letter, $1.35 for two or three sheets, $1.05 a 4×6 postcard, with volume discounts from 500 pieces.

Can our agent send property notices?

Yes. Claude, ChatGPT, your IDE or an agent harness can do it over MCP or REST: send_outbound_mail with dry_run and requires_approval for single letters, and estimate_batch_mail, create_batch_mail, get_batch_mail_proof and confirm_batch_mail for a list. With a sandbox key, all of it runs as a free rehearsal.

Disclaimer. Nothing here is legal advice; it's general information about mailing. Notice rules vary by state, county, city and association, and they change, so read your statute, ordinance and governing documents before you mail. mailbox.bot has no affiliation with, or endorsement from, the USPS, any government agency or any association. Our Terms of Service cover all mail sent through us.

Every notice on the list, mailed and on record.

One notice or a thousand: our staff in Manhattan Beach, CA print each piece, mail it and keep its record.

Mail a property notice See pricing