Terms of Service

WriteToMail

Effective Date: April 29, 2026

Version: 4.0

WriteToMail ("the Service") is operated by AE Software LLC, a New York limited liability company ("Company," "we," "us," or "our").

By accessing or using WriteToMail at writetomail.com, you ("User," "you") agree to be bound by these Terms of Service ("Terms"). Please read them carefully.

PLEASE NOTE: These Terms contain a binding arbitration agreement and class action waiver in Section 21. By agreeing to these Terms, you agree to resolve disputes through individual arbitration and waive your right to participate in a class action, subject to the opt-out procedure described in Section 21.

1. Acceptance of Terms

By creating an account, accessing, or using the Service, you agree to these Terms and our Privacy Policy, available at https://www.writetomail.com/legal/privacy-policy. If you are using the Service on behalf of an organization, you represent that you have authority to bind that organization to these Terms, and "you" refers to that organization. If you do not agree to these Terms, do not use the Service.

2. Description of Service

WriteToMail is a web-based platform that allows users to compose, manage, and send physical letters and mail via third-party mail delivery services (including Lob and successor providers). The Service includes tools for letter composition, contact management, template management, bulk mail sending, and integrations with third-party platforms including Clio practice management software.

The Service is a software platform only. We are not a postal service, common carrier, mail house, or delivery provider. Physical printing, handling, and delivery of mail are performed exclusively by independent third-party providers.

3. Eligibility

You must be at least 18 years of age and capable of forming a binding contract under applicable law. By using the Service, you represent and warrant that you meet these requirements. The Service is intended for business and professional use; consumer use is permitted but the Service is not designed primarily for consumers.

4. Account Registration and Security

You must provide accurate, complete, and current information when creating an account and keep that information up to date. You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account, whether or not authorized by you.

You must notify us immediately at support@writetomail.com if you suspect unauthorized use of your account or any other security breach. We are not liable for losses caused by unauthorized use of your account that occurred before you notified us.

You may not share your account, sell access to your account, or allow third parties to use your account except through authorized integrations or seat-based subscriptions where applicable.

5. Acceptable Use Policy

You agree to use the Service only for lawful purposes and in compliance with these Terms. The following uses are strictly prohibited and constitute a material breach of these Terms.

5.1 General Prohibitions

You may not use the Service to:

Violate any applicable federal, state, local, or international law or regulation, including but not limited to laws governing mail fraud (18 U.S.C. § 1341), mailing threatening communications (18 U.S.C. § 876), wire fraud, identity theft, or unauthorized practice of any regulated profession;
Send unsolicited bulk mail, harassing communications, threatening communications, or any mail intended to intimidate, defraud, or deceive recipients;
Impersonate any person or entity, misrepresent your identity, affiliation, or authority, or send mail under a false name or return address;
Send mail containing defamatory, libelous, obscene, fraudulent, or otherwise unlawful content;
Send mail to any individual or entity that has opted out, requested no contact, or appears on any applicable do-not-mail list maintained by you, the recipient, or a regulatory body;
Send mail to recipients in jurisdictions sanctioned by the U.S. Office of Foreign Assets Control (OFAC) or to persons on the OFAC Specially Designated Nationals list;
Attempt to gain unauthorized access to the Service, other users'' accounts, or any related systems or networks;
Reverse engineer, decompile, scrape, or otherwise attempt to extract the source code, structure, or non-public functionality of the Service;
Use the Service to develop a competing product or service;
Circumvent any rate limits, usage restrictions, or access controls imposed by the Service or its providers;
Violate the terms of any third-party service providers integrated with the Service, including Lob, Stripe, Clio, and any successor providers.

5.2 Prohibited Mail Content

You may not use the Service to send mail that:

Contains threats of violence, harassment, stalking, or intimidation;
Constitutes mail fraud, identity theft, phishing, or any scheme to defraud;
Falsely purports to originate from a government agency, court, law enforcement, regulatory body, or bona fide creditor;
Contains forged, fraudulent, or unauthorized legal documents, including fake demand letters, fake court filings, or fake cease-and-desist notices;
Promotes or facilitates illegal goods or services;
Contains sexually explicit material, child sexual abuse material, or content that sexualizes minors;
Targets minors with marketing or commercial solicitations without verifiable parental consent;
Contains material that infringes any copyright, trademark, trade secret, or other intellectual property right;
Contains protected health information ("PHI") under HIPAA unless you have executed a Business Associate Agreement with us in writing prior to sending such mail (no such agreement is in place by default);
Constitutes unsolicited political mail in violation of applicable Federal Election Commission rules or state campaign finance laws.

5.3 Industry-Specific Compliance

You are solely responsible for compliance with all laws and professional rules applicable to your industry, including without limitation:

Legal Practice. If you are a law firm, attorney, or legal professional, you represent that mail sent through the Service complies with the rules of professional conduct in every jurisdiction where the recipient is located, including ABA Model Rule 7.3 and any state-specific equivalents governing solicitation of clients, mandatory waiting periods following accidents or incidents (including but not limited to 30-day waiting periods imposed by certain states), required disclaimers, advertising labels, and bar filing or pre-approval requirements. You acknowledge that we do not review mail content for compliance with rules of professional conduct and that all such compliance is your exclusive responsibility.

Debt Collection. If you are a debt collector or are sending mail to collect a debt, you represent that all mail complies with the Fair Debt Collection Practices Act (FDCPA), Regulation F, and all applicable state debt collection laws, including required disclosures, validation notices, and prohibitions on contacting consumers who have requested cessation of communications.

Political and Election Mail. Political mail must comply with all applicable federal, state, and local election laws, including disclaimer requirements, contribution disclosures, and electioneering communication rules.

Healthcare. Healthcare providers and their business associates must comply with HIPAA, HITECH, and applicable state health information laws. The Service is not HIPAA-compliant by default.

Financial Services. Financial institutions and their service providers must comply with applicable laws including the Gramm-Leach-Bliley Act, Truth in Lending Act, and equivalent state laws.

5.4 Recipient Consent and Suppression

You represent and warrant that you have a lawful basis to send mail to each recipient. You are solely responsible for maintaining suppression lists, honoring opt-out requests, and scrubbing your recipient lists against any applicable do-not-contact registries or court-ordered no-contact lists. You agree to honor opt-out requests within ten (10) business days of receipt and to permanently suppress those recipients from future mailings sent through the Service.

5.5 No Practice of Law

The Service is a software tool. We do not provide legal advice, and nothing in the Service constitutes legal advice or the practice of law. Templates, sample content, and AI-generated suggestions are provided for informational purposes only and do not substitute for advice from a licensed attorney.

6. Right to Refuse and Content Review

We reserve the right, in our sole discretion and without notice, to:

Refuse, suspend, or cancel any mail order for any reason or no reason, including suspected violation of these Terms or applicable law;
Inspect, review, or moderate any mail content submitted to the Service, including through automated and manual review systems, although we have no obligation to do so;
Hold, delay, or return mail that we reasonably believe may violate these Terms, applicable law, or the policies of our third-party providers;
Report suspected violations of law to law enforcement, regulatory bodies, or affected third parties;
Disclose user information and mail content as required by valid legal process or as we believe reasonably necessary to protect our rights, the rights of users, or the public.

If we refuse or cancel mail under this Section, fees already incurred for processing or postage may be non-refundable in our reasonable discretion. We are not liable for any consequences of refusing, delaying, or returning mail in good faith under this Section.

7. Fees and Payment

Access to certain features requires a paid subscription, pay-per-use credits, or per-piece postage and handling fees. Fees and pricing are described on our pricing page and may be updated from time to time with reasonable advance notice.

All payments are processed through Stripe. By providing payment information, you agree to Stripe''s terms of service and authorize us to charge your designated payment method for all fees incurred.

Subscription fees are billed in advance on a recurring basis and are non-refundable except as required by law or as expressly provided in these Terms. Per-piece postage and handling fees are charged as mail is sent and are non-refundable once a mail piece has been submitted to the third-party provider for production.

Refunds for user-initiated cancellation are handled on a case-by-case basis at our reasonable discretion. We do not provide automatic prorated refunds for partially used subscription periods.

If a payment fails, we may suspend the Service until payment is received. You are responsible for all amounts owed, including any collection costs and reasonable attorneys'' fees we incur in collecting overdue amounts.

We reserve the right to change pricing for new subscription terms with at least thirty (30) days'' notice prior to your next renewal.

8. Mail Delivery, Returns, and Undeliverable Mail

8.1 Third-Party Delivery

Mail is printed, processed, and delivered by independent third-party providers, currently including Lob. We do not guarantee specific delivery times, delivery outcomes, scan accuracy, tracking accuracy, or delivery confirmation. You acknowledge that delivery scans and status updates from third-party providers may be inaccurate, delayed, or incorrect.

8.2 Address Accuracy

You are solely responsible for ensuring that all recipient addresses are accurate, current, and deliverable. We may, but are not obligated to, perform address validation or correction. Address correction fees, return fees, forwarding fees, and any additional postage costs imposed by the U.S. Postal Service or third-party providers are your responsibility and will be passed through to your account.

8.3 Returned and Undeliverable Mail

We are not responsible for mail that is returned, lost, damaged, delayed, or rendered undeliverable for any reason, including but not limited to: incorrect addresses, recipient refusal, postal service errors, third-party provider errors, weather, natural disasters, labor disputes, or force majeure events.

8.4 Postage and Mail Handling Fees

Postage rates and mail handling fees are set by third-party providers and the U.S. Postal Service and are subject to change without notice. We will pass through all such charges to your account.

8.5 No Guarantee of Outcome

You acknowledge that we make no representation or warranty regarding the response rate, conversion rate, business outcome, or legal effect of any mail sent through the Service.

9. Content Ownership and License

You retain ownership of the content you create or upload using the Service ("User Content").

By submitting User Content to the Service, you grant us a worldwide, non-exclusive, royalty-free license to host, store, reproduce, transmit, display, and process that User Content solely for the purpose of providing, maintaining, and improving the Service. This license terminates when you delete the User Content from your account, except to the extent we are required to retain it for legal, regulatory, or legitimate business purposes (such as fraud investigation, dispute resolution, or compliance with subpoenas).

You represent and warrant that you own or have all necessary rights, licenses, and consents to submit User Content to the Service and to authorize the transmission of that User Content to recipients.

We do not claim ownership of your letters, templates, or contact data.

10. Data and Privacy

Your use of the Service is subject to our Privacy Policy, available at https://www.writetomail.com/legal/privacy-policy, which is incorporated into these Terms by reference. You are responsible for ensuring that your collection, use, and transmission of recipient data complies with all applicable privacy laws, including the California Consumer Privacy Act (CCPA), the California Privacy Rights Act (CPRA), the EU General Data Protection Regulation (GDPR) where applicable, and any analogous state or international laws.

11. Intellectual Property

The WriteToMail platform, including its software, design, trademarks, logos, content, and documentation (excluding User Content), is owned by AE Software LLC or its licensors and is protected by U.S. and international intellectual property laws. We grant you a limited, revocable, non-exclusive, non-transferable license to access and use the Service in accordance with these Terms.

You may not copy, modify, distribute, sell, lease, sublicense, or create derivative works of any part of the Service. All rights not expressly granted are reserved.

12. DMCA and Copyright Infringement

We respect the intellectual property rights of others. If you believe that content available through the Service infringes your copyright, please send a written notice to our designated DMCA agent that includes the information required by 17 U.S.C. § 512(c)(3):

A physical or electronic signature of the copyright owner or authorized agent;
Identification of the copyrighted work claimed to be infringed;
Identification of the material claimed to be infringing and information reasonably sufficient to permit us to locate the material;
Your contact information;
A statement of good-faith belief that the use is not authorized;
A statement, under penalty of perjury, that the information in the notification is accurate and that you are the copyright owner or authorized to act on the owner''s behalf.

DMCA Agent:

AE Software LLC

Attn: DMCA Agent

support@writetomail.com

We will respond to valid DMCA notices in accordance with the Digital Millennium Copyright Act. We may terminate accounts of users who are determined to be repeat infringers.

13. Third-Party Services

The Service integrates with and relies on third-party services, including Lob, Stripe, Clio, and others. Your use of those services is subject to their respective terms and privacy policies. We are not responsible for the acts, omissions, errors, outages, or policies of any third-party service provider, and your sole recourse for issues caused by a third-party provider is against that provider.

14. Representations and Warranties by User

You represent and warrant that, with respect to each piece of mail you send through the Service:

You have the legal right and authority to send the mail to the intended recipient;
The content of the mail is accurate, truthful, and not misleading;
The mail does not violate any applicable law, regulation, or rule of professional conduct;
The mail does not infringe the rights of any third party;
All information you have provided to us, including identity information, payment information, and address data, is accurate and current;
You will comply with all applicable industry-specific compliance obligations described in Section 5.3.

15. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED. TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, WE DISCLAIM ALL WARRANTIES, INCLUDING WITHOUT LIMITATION WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, TITLE, ACCURACY, AND ANY WARRANTIES ARISING FROM COURSE OF DEALING OR USAGE OF TRADE.

WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, SECURE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS, OR THAT MAIL WILL BE DELIVERED TIMELY, ACCURATELY, OR AT ALL.

NO ADVICE OR INFORMATION OBTAINED FROM US OR THROUGH THE SERVICE CREATES ANY WARRANTY NOT EXPRESSLY STATED IN THESE TERMS.

16. Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, AE SOFTWARE LLC, ITS MEMBERS, OFFICERS, EMPLOYEES, AGENTS, AND AFFILIATES SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, INCLUDING WITHOUT LIMITATION LOSS OF PROFITS, REVENUE, DATA, GOODWILL, BUSINESS OPPORTUNITIES, OR REPUTATIONAL HARM, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF THE SERVICE, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES AND REGARDLESS OF THE LEGAL THEORY ON WHICH THE CLAIM IS BASED.

OUR TOTAL CUMULATIVE LIABILITY TO YOU FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THE SERVICE OR THESE TERMS SHALL NOT EXCEED THE GREATER OF (A) FIVE HUNDRED U.S. DOLLARS ($500) OR (B) THE TOTAL AMOUNT YOU PAID US IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

Carve-Outs. The limitations in this Section do not apply to: (i) your indemnification obligations under Section 17; (ii) your breach of Sections 5 (Acceptable Use), 9 (Content Ownership), or 11 (Intellectual Property); (iii) your payment obligations; or (iv) liability that cannot be limited under applicable law.

Some jurisdictions do not allow the exclusion or limitation of certain damages, so the above limitations may not apply to you in part or in full.

17. Indemnification

You agree to indemnify, defend, and hold harmless AE Software LLC and its members, officers, employees, agents, affiliates, and licensors from and against any and all claims, liabilities, damages, losses, costs, and expenses, including reasonable attorneys'' fees, arising out of or in connection with:

Your use of or access to the Service;
Your User Content or any mail sent through the Service;
Your violation of these Terms or any applicable law or regulation;
Your violation of any rights of a third party, including intellectual property, privacy, or publicity rights;
Any claim by a recipient of mail sent through your account;
Your violation of industry-specific rules described in Section 5.3, including bar association rules, FDCPA, HIPAA, or election laws.

We reserve the right to assume the exclusive defense and control of any matter subject to indemnification, in which case you agree to cooperate fully with our defense. You may not settle any claim subject to indemnification without our prior written consent.

18. Suspension and Termination

We may suspend or terminate your account and access to the Service at any time, with or without notice, for any reason, including without limitation: (a) violation of these Terms; (b) suspected fraudulent, illegal, or harmful activity; (c) extended periods of inactivity; (d) requests by law enforcement or other government agencies; (e) discontinuation or material modification of the Service; or (f) unexpected technical or security issues.

You may cancel your account at any time through your account settings or by emailing support@writetomail.com.

Effects of Termination. Upon termination of your account:

Your right to use the Service ceases immediately;
Any mail not yet submitted to a third-party provider may be canceled at our discretion;
Mail already submitted to a third-party provider for production will generally proceed to delivery and remains your financial responsibility;
Outstanding fees become immediately due and payable;
We may delete your account data, User Content, and mail history at any time after termination. We do not provide data export upon termination. You are solely responsible for retaining any records you wish to keep prior to termination.

Sections 9, 10, 11, 12, 14, 15, 16, 17, 18, 20, 21, 22, and 23 survive termination of these Terms.

19. Force Majeure

We are not liable for any failure or delay in performance of the Service caused by circumstances beyond our reasonable control, including without limitation acts of God, natural disasters, pandemics, war, terrorism, civil unrest, government actions, labor disputes, postal service disruptions, internet or telecommunications failures, third-party service provider outages, cyberattacks, or supply chain disruptions.

20. Governing Law and Venue

These Terms are governed by and construed in accordance with the laws of the State of New York, without regard to its conflict of law principles. Subject to the arbitration provisions in Section 21, any disputes that are not subject to arbitration shall be brought exclusively in the state or federal courts located in New York County, New York, and you consent to the personal jurisdiction of those courts.

21. Binding Arbitration and Class Action Waiver

PLEASE READ THIS SECTION CAREFULLY. IT AFFECTS YOUR LEGAL RIGHTS.

21.1 Agreement to Arbitrate

Except as provided below, you and AE Software LLC agree that any dispute, claim, or controversy arising out of or relating to these Terms or the Service ("Dispute") will be resolved exclusively through final and binding arbitration, rather than in court.

21.2 Arbitration Rules

The arbitration will be administered by the American Arbitration Association ("AAA") under its Commercial Arbitration Rules then in effect. The arbitration will be conducted by a single arbitrator. The seat of arbitration will be New York, New York, and the arbitration may be conducted in person, by telephone, or by video conference at the parties'' agreement. The arbitrator''s decision will be final and binding, and judgment on the award may be entered in any court of competent jurisdiction.

21.3 Class Action Waiver

YOU AND AE SOFTWARE LLC AGREE THAT EACH MAY BRING CLAIMS AGAINST THE OTHER ONLY IN AN INDIVIDUAL CAPACITY, AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS, COLLECTIVE, OR REPRESENTATIVE ACTION. The arbitrator may not consolidate more than one person''s claims and may not preside over any form of representative or class proceeding.

21.4 Exceptions

The following Disputes are not subject to arbitration: (a) claims for injunctive or equitable relief to protect intellectual property rights; (b) small claims court actions where eligible; (c) claims that cannot be arbitrated as a matter of law.

21.5 30-Day Right to Opt Out

You may opt out of this arbitration agreement by sending written notice of your decision to opt out to support@writetomail.com within thirty (30) days after first becoming subject to this arbitration agreement. The notice must include your name, account email, and a clear statement that you wish to opt out of arbitration. Opting out will not affect any other provision of these Terms.

21.6 Severability

If the class action waiver in Section 21.3 is found to be unenforceable, then the entirety of Section 21 is null and void, but the remainder of these Terms will remain in effect.

22. Changes to Terms

We may update these Terms from time to time. For material changes, we will notify you by email to the address associated with your account or by displaying a prominent notice in the Service at least fourteen (14) days before the changes take effect. Non-material changes are effective when posted. Your continued use of the Service after the effective date of updated Terms constitutes acceptance of those Terms. If you do not agree to the updated Terms, you must stop using the Service and may cancel your account.

23. General Provisions

Entire Agreement. These Terms, together with the Privacy Policy and any additional terms applicable to specific features, constitute the entire agreement between you and AE Software LLC regarding the Service and supersede any prior agreements.

Severability. If any provision of these Terms is held to be invalid or unenforceable, that provision will be enforced to the maximum extent permissible, and the remaining provisions will remain in full force and effect.

No Waiver. Our failure to enforce any right or provision of these Terms is not a waiver of that right or provision. Any waiver must be in writing and signed by us to be effective.

Assignment. You may not assign or transfer these Terms or your account, by operation of law or otherwise, without our prior written consent. We may assign these Terms in connection with a merger, acquisition, sale of assets, or by operation of law without notice to you.

Relationship of Parties. Nothing in these Terms creates any agency, partnership, joint venture, employment, or franchise relationship between you and us.

Notices to You. We may provide notices to you by email to the address associated with your account, by posting in the Service, or by any other reasonable method.

Notices to Us. Legal notices to us must be sent to support@writetomail.com with a copy to AE Software LLC at the address listed below.

Headings. Section headings are for convenience only and have no legal effect.

California Users. Under California Civil Code § 1789.3, California users are entitled to the following notice: The Complaint Assistance Unit of the Division of Consumer Services of the California Department of Consumer Affairs may be contacted in writing at 1625 North Market Blvd., Suite N 112, Sacramento, CA 95834, or by telephone at (800) 952-5210.

Export Controls. You may not use, export, or re-export the Service in violation of U.S. export control or sanctions laws, including the Export Administration Regulations and OFAC sanctions programs.

U.S. Government Users. The Service is "commercial computer software" as defined in 48 C.F.R. § 2.101. Government use is subject to these Terms.

24. Contact Information

If you have questions about these Terms, please contact us at:

AE Software LLC

support@writetomail.com

https://www.writetomail.com

By using WriteToMail, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.