How To Send Paper Letters From TrackVia Online Database

You can now send paper letters to your customers directly from TrackVia Online Database. Use TrackVia Online Database to merge data from TrackVia to one of your templates, generate an email message with your letter as a PDF document attached and send it to PostalMethods, where it will be sent as a paper letter (snail mail) within one business day.


  1. In case you are not familiar with TrackVia Mail Merge Templates, follow TrackVia's Mail Merge Tutorial
  2. Download the PostalMethods Word 2007 letter template and use it to design your TrackVia template. Using our template helps you insure that the recipient and return addresses are positioned correctly
  3. Save your template as Rich Text Format (RTF) to comply with TrackVia requirements


  1. Sign-in to your TrackVia account
  2. Go through the mail merge process as designed by TrackVia:
    1. Select a contact to whom you would like to send a letter
      Note: at the moment you can send a letter to a single contact at a time
    2. Click on Mail Merge

      TrackVia - Letter mail merge
    3. Select the template you created earlier

      TrackVia - Select mail merge template
    4. Click Perform Merge and open the RTF merged document created by TrackVia
  3. In Microsoft Word 2007, click the Office round symbol, then Send and E-mail as PDF attachment
    Alternative for older Word versions: save the RTF document as a Word Document (doc or docx) first and send an email with your document attached

    TrackVia - Send email as PDF attachment
  4. Your email client now opens a new email message with your document attached. In the To: line, write: and send the e-mail

An e-mail message containing the attached invoice is sent to PostalMethods. The address is extracted from the document; your invoice is printed, folded, inserted, stamped and delivered to the postal agency. You can see your letter being processed in the PostalMethods Control Panel Activity table.

Please Note

  • The email account you are using in order to send the email message to PostalMethods must be defined as an Allowed Email Sender in the PostalMethods Security Settings tab.
  • You can send letters via PostalMethods by using other applications, by using your favorite office application, by using our "Quick Send" web form or by using our advanced Web Services (for developers).
  • You can simulate sending letters for free in order to see how your resulting letter and envelope will look like. There is no charge for these tests. You can view your letters in the PostalMethods control panel. To simulate a letter simply include this string: /Development anywhere in the Subject line of your email and your letter will be simulated instead of being delivered to the postal service.