Mailing Statuses and Delivery Tracking

Have you ever wondered what your mail status is and how you can track it? Find out how to check the status of your mailing and how to track its delivery in the article below.

When a mailing campaign is activated, the mailer will go through several statuses in order. 

Let's break down each status.

'Not Mailed' Status

This is the default step after activating a campaign. All mailings are Not Mailed until they are processed during an upcoming batch (determined by the Daily Send Count).

'Processed' Status

The 'Processed' status means Pebble has picked up the mailing in a batch. At this step, the addresses are checked to confirm they are valid, and the mailers are printed.

Mailings with an invalid address are not printed. They get the 'Failed' status instead (see 'Failed' Status below).

Processed mailings will be reviewed and printed within 1-3 business days. This means that mailings that reach this step on Friday, Saturday, and Sunday will typically be processed the following business days (Monday/Tuesday).

'Submitted' Status 

'Submitted' mailings have been checked and printed in our mailhouse, and will now being sent to USPS. Mailings will stay in the Submitted status until they are mailed out.

'Mailed' Status

The 'Mailed' status means that the mailing has been printed and mailed out.

'Failed' Status

The 'Failed' status means that the mailing has failed to deliver.

Please note that failed mailers are determined during the printing process, so these mailers are not printed nor sent out. With that being said, users will not be charged for failed mailers

If you want to know the reason for why the mailing failed,  hover over the icon with the letter I for more details. Typically this is due to an undeliverable address.

'Delivered' Status

A mailing is tagged as Delivered as soon as the letter reaches the post office nearest to the recipient. It is not tagged when the letter reaches the recipient's mailbox.

This means a mailing can show as Delivered in Pebble before the recipient has actually received it. After the Delivered tag, the mail carrier collects the letter at that post office and delivers it to the contact. This last step is handled by USPS.

Example: Your First Class letter reaches the recipient's nearest post office on Tuesday and is tagged Delivered that day. The mail carrier then collects it from the post office and delivers it to the contact, which can take a few more days.

Delivery Timeline

Please note that USPS delivery times can vary for several reasons, so delivery dates provided are an estimate.

With that being said, Standard mail can take between 2-8 business days before making it to its final destination. While First Class typically takes 1-3 business days.

Mail class: The mail class you select when activating your campaign (Standard or First Class) is the class your mailers are shipped with. If you choose First Class, your mailers will be shipped as First Class.

Previewing and Tracking Your Mailing

Once the status has changed to 'Mailed', you can track your mailing and view the expected date of delivery as well as see tracking information.

Find the Mailed pieces and click the View button.

A new page will show up and you'll be able to see the Mailing Details on the side.

Checking the Status of a One-off Letter or Contract (from a Property)

The statuses above can also be checked at the individual-document level, not just for a campaign as a whole. This is useful when you need to confirm whether one specific letter, offer, or contract sent to one seller actually went out and was delivered.

1. Go to the Properties page and open the property the document was sent from.
2. In the property's Attachments area, find the generated document (letter, offer, contract, etc.) and click it.
3. On the left side, find the Mailings section and click on the exact mailing event you'd like to check out.
4. A pop-up will show up and the document's mailing status and tracking info will be shown alongside it, following the same statuses described above (Not Mailed / Processed / Submitted / Mailed / Delivered or Failed).

What to Do If a Contact Says They Didn't Receive a "Delivered" Mailing

Occasionally a document will show as "Mailed" or "Delivered" in Pebble but the recipient reports never receiving it.

Remember that Delivered means the letter reached the post office, not the recipient's mailbox (see "'Delivered' Status" above). If the Delivered tag is only a day or two old, the letter may still be on its way, so the first step is to give it a few more business days.

Other than that, you can follow these steps:

1. First, double-check the address on file is correct. Most delivery issues trace back to an incorrect or outdated address.
2. If tracking confirms the piece was delivered to the correct address, that means USPS completed delivery on their end. Since Pebble tags a mailing as Delivered once it reaches the post office, "delivered" here means the letter reached the post office, so the last leg to the mailbox is handled by USPS. From there, what happens to it is outside of Pebble's visibility, and is most often a USPS handling issue or something on the recipient's side rather than something we're able to trace further ourselves.
3. It's still worth flagging to our support team with the property/contact details, the document sent, and the date it was marked delivered. This helps us keep an eye out for patterns and confirm nothing was missed on our end. Please email hello@pebblerei.com for that.
4. In the meantime, you can manually re-send the document to the contact so there's no delay for them.