Let’s be honest: most business outreach gets ignored. Cold emails? Deleted. Direct mail? Straight to the trash. But a handwritten note—real ink, personal touch—still gets attention. Problem is, writing them yourself doesn’t scale. That’s where automated handwritten notes platforms come in. But picking the right one isn’t as simple as googling and clicking the first paid ad you see. Here’s how to actually choose a platform that delivers what it promises, without wasting your budget on hype.
1. Get Clear on Why You Want Automated Handwritten Notes
Before you start comparing platforms, figure out what you’re really after. Are you looking to:
- Break through sales prospecting noise?
- Thank customers after a purchase?
- Re-engage lapsed clients?
- Send holiday or birthday cards at scale?
Nailing down your main use case helps you ignore flashy features you’ll never need. Some platforms are bare-bones and cheap; others offer deep CRM integrations, fancy handwriting styles, or small-batch customizations. There’s no “best” platform, just the one that fits your workflow.
Pro tip: If your outreach is high-stakes (say, six-figure deals), quality should matter more than quantity. If you’re sending thousands of notes a month, automation and cost per note will matter most.
2. Evaluate Handwriting Quality (Don’t Take Their Word for It)
This is where the rubber meets the road. Some platforms use real robots with pens. Others use “handwritten” fonts that fool nobody. There’s a huge difference between the two when it comes to authenticity.
What to Look For
- Variation in letters: Real handwriting isn’t perfectly uniform. Good platforms vary letter shapes, slants, and pressure.
- Ink on real paper: Is it actual pen on paper, or just printed to look like ink?
- Custom handwriting styles: Can you upload your own handwriting, or at least pick from several realistic options?
- Sample requests: Always ask for a sample before you commit. If a platform can’t mail you a physical sample, move on.
What Doesn’t Matter
- Flashy handwriting videos on the website. Some platforms show off their robots, but the end result is what counts.
- “AI-powered” handwriting claims. AI isn’t magic. Judge by samples, not buzzwords.
3. Check Out Workflow & Integration Options
You want a platform that fits into how you already work—not one that forces you to build your outreach around their limitations.
- Bulk uploads: Can you upload a spreadsheet with names, addresses, and custom messages?
- CRM integrations: Do they plug into Salesforce, HubSpot, or your tool of choice?
- Automation triggers: Can you set up notes to send automatically—for example, when a deal closes or a user hits a milestone?
- API access: If you’ve got developers, an API makes custom workflows possible. But if you never plan to use it, don’t let it sway your decision.
Don’t overcomplicate it: If you’re sending 50 notes a month, you probably don’t need a full-blown Zapier integration. Manual uploads will do just fine.
4. Compare Pricing—But Watch for Hidden Costs
Pricing for automated handwritten notes is all over the place. Some charge per note, others by subscription. Watch out for:
- Setup fees: Some platforms charge to set up custom handwriting or branding.
- Minimum order quantities: Small businesses can get burned by high minimums.
- Shipping costs: Are they included or extra?
- International delivery: If you need to send outside the US, costs can skyrocket.
- Bulk discounts: If you’re sending thousands, ask for volume pricing.
What You Actually Get
- Cheaper isn’t always better: Super-low prices usually mean printed “handwriting” that looks fake.
- High-end platforms: Expect $3–$6 per note for real robot-written cards, plus postage. If you see $1 per note, be skeptical.
If possible, start with a small batch to test quality before you commit to hundreds or thousands.
5. Dig Into Customization and Branding
Your note is more than just handwriting. Look for:
- Card options: Can you upload your own design, or do you have to use their stock cards?
- Branding: Can you add your logo or custom artwork?
- Envelope choices: Some platforms offer colored or branded envelopes, others don’t.
- Message customization: Can you personalize each note (even just a first name), or are you stuck with one generic message?
Watch out: Some platforms nickel-and-dime you for every little customization. Know what’s included before you get a surprise bill.
6. Test Customer Service and Reliability
You don’t want your notes stuck in limbo or your questions ignored.
- Responsiveness: Email their support with a question and see how long they take to reply (and how helpful they are).
- Order tracking: Can you see when your notes are written, sent, and delivered?
- Mistake policy: If something goes wrong (wrong address, typo, smudged card), how do they fix it?
- Turnaround time: Some platforms take a week or more to process orders. Others are faster, but may cut quality corners.
A quick reality check: No platform is perfect. But if they’re slow to respond to sales questions, imagine what happens when you’ve already paid.
7. Look for Real-World Reviews and Case Studies
Don’t just trust testimonials on the company website—they cherry-pick glowing praise. Look for:
- Unfiltered reviews: Check independent review sites, Reddit threads, or business forums.
- Case studies: Do they have real examples of companies like yours using the platform?
- Photos of mailed notes: Actual customer photos can reveal a lot about handwriting quality and packaging.
Pro tip: Search for “[platform name] review” plus “Reddit” or “complaint” for a more honest take.
8. Watch Out for Common Pitfalls and Hype
Some things sound great on paper but fall flat in practice:
- Overpromising on “AI” or “robotic” handwriting: Ask for proof, not promises. If it looks too perfect, it’s probably printed.
- Claims about “guaranteed open rates” or “10x ROI”: Take these with a grain of salt. Results depend on your message, audience, and follow-up.
- “Personalization at scale”: True personalization is hard. Most platforms let you merge in names, but that’s about it.
9. Compare the Top Platforms (and Watch for Newcomers)
The market changes fast. As of now, the main players include:
- Handwrytten: Probably the best-known. Uses robots with real pens, has a decent card selection, and offers API/CRM integrations. Pricing is mid-to-high range. Samples look legit, but don’t expect miracles—robotic handwriting is good, but not perfect.
- Scribeless / Scribeless.io: UK-based, similar approach to Handwrytten, but often more focused on enterprise clients.
- Simply Noted: Another US option—offers custom handwriting engines and claims higher “realism,” but the proof is in the samples.
- Thankster: Been around a while; more basic design and features, but sometimes cheaper.
- MailLift: Focuses on sales teams and real estate, but less customizable.
Warning: Small fly-by-night platforms come and go. Stick with those that have real reviews and can deliver samples.
10. Run a Small Pilot, Then Decide
Don’t blow your whole budget on the first order. Instead:
- Pick your top 1–2 platforms.
- Request real samples to your office.
- Run a small campaign (50–100 notes).
- Track what happens: Do prospects respond? Does the note actually get delivered? Is the handwriting convincing?
- Gather feedback. If customers mention the note, good sign. If nobody notices… maybe it’s not worth scaling.
To Sum Up
Automated handwritten notes aren’t magic—they’re a tool. The right platform can help you cut through the digital clutter, but only if you pick carefully and focus on what matters: real, convincing handwriting, smooth workflow, fair pricing, and reliable service. Don’t get distracted by hype or features you’ll never use. Start small, test honestly, and double down on what actually works. Keep it simple, and don’t be afraid to switch things up if your first choice isn’t a fit.
If you get stuck, remember: most platforms will talk a big game, but only the samples (and your results) tell the real story.