Mail Operations

In this section, we discuss all things mail and what we can do. That includes Forwarding (shipments), Opening, Scanning, Storing, Sending New Mail, and everything else you can possibly imagine. If you can do it to mail, you can do it to your mail through MailMate!

How to request forwarding manually

For single mail

From your dashboard, select a mail item you want to forward.
Click the forward icon "✉".
Click "Add new address".
Fill in the recipient details, including the forwarding address, recipient name, and phone number. Then click "Save changes".
Choose the recipient information and delivery method, and click "Request Forward".

For multiple mail items

Click on "List View" at the bottom left of the dashboard.
Check all the items you wish to forward.
Click on the envelope icon "✉".
Enter the destination postal code, address, recipient's name, and delivery method. Click "request forward".

Note:

For an overseas shipment, you will also need to enter the HS code and the value of the items for customs information. We will declare based on the information provided by the customer at the time of shipment. Therefore, if there is falsification in the contents, if prohibited items are included, or if the declared price is deemed different, there may be issues during local customs clearance. In such cases, we cannot be held responsible for any penalties or confiscations.

For domestic shipment, you can choose JP Post, Sagawa, Yamato, or Kyokudome.

For international shipment, you can choose EMS, FedEx, or DHL.

How to set up auto-forwarding

Click on "Automations" located at the bottom left of the dashboard.
Scroll down to "Automated shipment" and turn on the feature.
Choose "Weekly" or "Monthly".
Choose the first shipment date.
Select the address or add a new one.
Choose the delivery carrier and save.

Note:

For weekly shipment requests, all future shipment requests will be scheduled on the selected day of the week.

For monthly shipment requests, all future shipment requests will be scheduled on the selected day of the month.

Important: International forwarding cannot be automated

Due to customs declaration requirements, it is not possible to set up automatic recurring forwarding to international addresses. Each international shipment must be requested manually through the app. To forward multiple items at once, use the List View bulk selection method described above.

How to open my mail

Mail Opened Automatically

Your account is set with the auto-open feature when you create an account; therefore, any mail item will be opened and scanned automatically.

Request Opening Manually

If you do not want your mail to be opened automatically, you can turn this feature off by following the steps below:

From the bottom left of the dashboard, select "Automations."
Under Auto-open mail, turn off the button.

Once you turn off the auto-open feature, you will need to manually request the opening of any mail you would like us to open by clicking the "Open it" button at the top right of the mail item.

How to request shredding

From the dashboard, choose the item you would like to shred.
Click the shred icon. (the 6th icon from the left to right in the top right of the dashboard)

Tip: For more convenience, you can request shredding for multiple mail items at once by clicking "Switch to List View", selecting all the items you would like to shred, and then clicking the "Shred" button.

We recommend requesting shredding of an item if you no longer need it to avoid the storage fee. Each item will have its own free storage period from the date it is received (30 days for a letter/document and 60 days for a parcel).

For any items where you do not see the Shred button, it means the item will not be charged a storage fee, or it was already shredded.

How to request long term storage

If you do not wish to shred your mail and would like us to keep it for more than 3 months, we recommend using our long-term storage service. The fees for long-term storage are as follows:

Offsite Storage: ¥1 per day for mail items that are more than 30 days old
Offsite Retrieval (Letters & Documents): ¥500 per retrieval
Offsite Parcel Storage: ¥10 per day per kg for parcel items that are more than 10 days old
Offsite Retrieval (Parcels): ¥1,500 per retrieval

To request offsite storage, please follow the steps below:

Select the mail item by checking the box next to it.
Click the "Offsite Storage" icon located at the top right of the dashboard (the 7th icon from left to right).

Note: When you would like to retrieve an item, please let us know or leave a comment under the mail item, and we will retrieve it for you.

How to set the default Home address

To set the default Home address, simply follow the steps below:

Go to “General” from “Settings” at the bottom left of the MailMate dashboard.
Input the desired home address in the field under the “Default Home Address”.
Save your address by clicking the “Save Changes” button.
The default home address you entered will now be automatically used when initiating mail forwarding requests.
If you have specific requests or want to forward to a different address, uncheck the box to enable free-text input.

You can share mail data via a link by following these steps:

Open the mail you want to share and click on the "Share Link" icon.
The link will initially be inactive, but you can make it active by clicking on "Copy and Share." This will copy the active link.
By opening the copied link, even those who have not created a MailMate account will be able to view the data.

How to download mail date

You can download mail data using the following method:

Open the "Mail" > "Inbox" section and select the mail data you want to download.
Click on the "Download" icon at the top right.

How to search mail in your inbox

When your mail arrives at MailMate, a PDF scan will be sent to your email inbox, and a copy will be sent to your MailMate dashboard.

You can search for specific items, such as invoice numbers, receipt names, or keywords in the content, directly in your email inbox to make it easier to locate and manage your documents.

How to check mail open usage

Here are the steps to check the number of opened items:

Click on 'Settings' at the bottom left of the dashboard.
Go to 'Billing'
Scroll down the screen to find the “Mail Opens Usage"

Documentation is updated from time to time — please confirm with MailMate personnel in all cases. Documentation may be out of date, lack details, or have mistakes.