Stop paying to print and post letters your customers could read in seconds. everymessage sends each customer a text or email invite to a secure, branded portal where they verify who they are and download their document. Every step is tracked, and anyone who doesn’t open it gets an automatic reminder or a printed letter instead.
What is digital letter delivery?
Digital letter delivery replaces posted letters with a secure online document that the customer is invited to collect. Instead of printing and posting a statement, notice or letter, the organisation sends the customer an SMS or email with a link to a branded portal. The customer confirms their identity and views or downloads the document, and the organisation can see exactly when it was delivered, opened and downloaded.
everymessage has been helping UK organisations communicate with their customers since 2003, by digital channels and by print and post. Digital letters bring the two together, with UK hosting and ISO 27001 certification.
How digital letters work
Invite
The customer receives an SMS or email, in your brand, telling them a document is ready, with a personal link.
Verify
If you choose, the customer confirms their identity using information you already hold about them, such as their date of birth or postcode.
Collect
The customer views and downloads the document from a portal styled to match your brand.
Track and follow up
You see every step. If the document isn’t opened, everymessage can send reminders automatically, or print and post the letter instead.
Digital letter features
AI-branded portal
Give our AI branding tool any PDF form or web page, and it builds the document portal in your own brand, so customers land on a page that looks and feels like you.
Identity verification
Secure documents with identification and verification based on the data you hold, so only the right person can open them. You can set it up in minutes.
Complete audit trail
Track every step, from the invite being delivered to the portal being opened and the document being downloaded.
Automatic follow-up
Set reminders for customers who haven’t opened their document, without anyone having to chase them.
Automatic print fallback
If a customer still hasn’t collected their document, it can be switched to a printed, posted letter through Print and Post, with no manual work.
Part of the customer journey
Use the branded portal as a step in a wider journey: deliver a document, collect a response or take the customer on to the next action.
Digital letters vs post vs email attachments
| Posted letter | Email attachment | everymessage digital letter | |
|---|---|---|---|
| Cost | Print, paper, envelope and postage for every letter | Low | No print or postage costs |
| Speed | Days | Seconds | Seconds |
| Security | Can be lost or opened by someone else | Can be forwarded, intercepted or opened by anyone with access to the inbox | Optional identity check before the document opens |
| Proof of receipt | None, unless sent tracked or signed for | Limited | Delivered, opened and downloaded, all tracked |
| If it isn’t read | You won’t know | You won’t know | Automatic reminders, or a printed letter instead |
What organisations send as digital letters
Statements and bills
Send regular statements and bills digitally, and post only to the customers who need paper.
Arrears and collections letters
Deliver important letters quickly, with proof of when they were opened, and follow up automatically.
Policy and renewal documents
Send policy documents, renewals and terms securely, with identity checks for sensitive information.
Notices of change
Tell customers about changes to their account, prices or terms, and keep a full record of delivery.
Appointment and confirmation letters
Replace posted confirmations with an instant, trackable digital version.
How to get started
- Book a discovery call. Tell us what you post today and how many letters you send, and we’ll show you where digital delivery saves the most.
- Brand your portal. Give our AI branding tool any PDF form or web page and it builds the portal in your own brand. You can also customise the invites to match your brand guidelines.
- Choose your rules. Decide which documents need identity checks, when reminders go out, and when a document should be printed and posted instead.
- Send. Submit your documents and everymessage handles the invites, portal, tracking and follow-up.
Secure, UK-based and compliant
- ISO 27001 certified since 2009
- Hosted in UK data centres, with high availability across the UK and EU
- Developed and supported by our own team in the UK
- Optional identity verification, so documents are only opened by the right person
- A full audit trail of every invite, visit and download
Digital letters FAQs
How can I send letters digitally instead of by post?
With everymessage, you submit your letters as documents and each customer receives an SMS or email with a personal link to a secure, branded portal. They can verify their identity and download the document. If they don’t open it, they can be reminded automatically or sent a printed letter instead.
How much can I save compared with posting letters?
Every letter delivered digitally avoids printing, paper, envelope and postage costs, plus the staff time spent preparing post. The saving depends on your volumes and how many customers still need paper, and we’ll work it out with you on a discovery call.
Is digital letter delivery secure?
Yes. Documents can be protected with identification and verification based on information you already hold about the customer, so only the right person can open them. The platform is ISO 27001 certified and hosted in UK data centres.
How do I know a customer has received their document?
everymessage tracks every step: when the invite was delivered, when the portal was opened and when the document was downloaded. This gives you a complete record for each customer.
What happens if a customer doesn’t open their document?
You can set automatic reminders. If the document still isn’t collected, it can be switched to a printed letter and posted, with no manual work.
Do customers need to download an app or create an account?
No. Customers follow the link in their SMS or email and, if required, confirm their identity using details you already hold. There’s no app to install and no password to remember.
Can the portal match our branding?
Yes. Our AI branding tool takes any PDF form or web page and builds the landing portal in your own brand, ready to use in your customer journeys. The invites can also be customised to follow your brand guidelines.
Why not just email the document as an attachment?
Email attachments can be forwarded or opened by anyone with access to the inbox, and you can’t tell whether they were read. Digital letters keep the document behind an optional identity check, record exactly when it was opened and downloaded, and follow up automatically if it wasn’t.
Cut your postage bill
Book a free discovery call and we’ll show you how much of your post could be delivered digitally.