Last updated October 26, 2026
These terms are an agreement between your hospice ("you") and Heartwood Letters, an AMVO Studios company ("Heartwood", "we"), for the use of our bereavement letter service and hospice portal.
For each family you enroll, we produce and mail a series of bereavement letters over approximately thirteen months, on your behalf and with your branding, and give your team a portal to manage your program. You choose which families to enroll and are responsible for having the right to share their information with us for this purpose.
You'll give us accurate family information, keep your portal access limited to your staff, and sign our Business Associate Agreement before enrolling any family. You are responsible for your hospice's overall bereavement program, including follow-up on families' requests for contact.
The fee is set out on our pricing page at the time you enroll each family: currently $39 per family for the full series, printing and postage included. Your first ten families are free. We invoice on the first of each month for families enrolled the previous month, due within 30 days. The price for a family is fixed when they're enrolled.
You or a family may stop a family's letters at any time. Fees for families already enrolled aren't refunded, because each series is priced as a whole. You may stop using Heartwood at any time; families already enrolled will keep receiving their series unless you ask us to stop them.
We write the letter series and keep its copyright. You may customize the details shown in your letters, such as your name, logo, signature and support-group information, and you're responsible for that content being accurate.
We work hard to mail every letter on time, but mail delivery depends on postal services outside our control. If a letter is delayed or lost through our error, we'll reprint and resend it at no cost.
To the extent the law allows, our total liability for any claim relating to the service is limited to the fees you paid us in the twelve months before the claim. Nothing in these terms limits obligations in our Business Associate Agreement.
We may update these terms and will give you at least 30 days' notice of material changes by email.
Heartwood Letters