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FAQ: What are the standard timelines for Violation letters and Statements sent via Zero Touch Mail? 

This article explains the standard processing and mailing timelines for Violation Letters and Statements sent through Smartwebs Zero Touch Mail. It outlines each step of the process—from submitting documents in Smartwebs, to processing by OSG (Southdata), and final mailing by USPS—providing best practices to help ensure compliance with mailing deadlines.

To help answer your question and set expectations, the information below outlines the standard processing timeline for documents sent through the Smartwebs → OSG (also known as Southdata) Zero Touch Mail service. This includes the portion handled within Smartwebs, the transfer to OSG, and the final mailing performed by USPS.

Important Note

The timelines below refer to the date your correspondence is mailed, not the date it is delivered. Once USPS receives the mail from OSG, delivery times are determined by USPS and may vary based on destination, weather, holidays, and other postal factors.

If your governing documents or applicable laws require a notice or statement to be received by a certain date, be sure to allow additional time for USPS delivery. 

Recommended Timeline

To help ensure compliance with mailing deadlines, Smartwebs recommends submitting letters to the Print tab at least three business days before the required mailing deadline. This allows sufficient time for processing and provides a buffer for normal operational delays.

Example: If a Violation letter or Statement must be mailed within 14 days of citation, send it to Print on Day 10.

Standard Processing Timeline

Day 10

  • The letter is sent to the Print tab in Smartwebs, placing it into the Southdata integration queue.

Day 10 (Evening)

  • The Smartwebs integration with Southdata begins at 7:00 PM Central Time.
  • Processing is not instantaneous and depending on volume, typically completes between 11:00 PM on Day 10 and 4:00 AM on Day 11.

Day 11 (Day 13 if Day 10 falls on a Friday)

  • Southdata receives the files, performs quality assurance (QA), and prepares the mail for USPS.

Day 12 (Day 14 if Day 10 falls on a Friday)

  • USPS receives the mail from Southdata and processes it for delivery.

Note: In some cases, Southdata processing and USPS handoff may occur on the same day. However, this is not guaranteed. To ensure compliance with legal and process deadlines, always plan for each step to require one full business day.

Day 15 and Beyond

  • Recipients may begin receiving the mailed letter, depending on USPS delivery times and destination. Delivery is generally faster in metropolitan areas than in rural locations.

Best Practice

For compliance notices, fineable violations, or other legally sensitive correspondence, Smartwebs strongly recommends using Certified Mail. Certified Mail provides tracking and proof of mailing, which can be valuable for documenting compliance and supporting your records in the event of a dispute or litigation.