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Certified mail is a postal service whereby the delivery person obtains the mail’s recipient signature on some sort of a form as proof of delivery to the specific addressee. If the addressee is not found, the mail gets returned to the sender. Using certified mail is important for some documents for instance legal documentation as it helps to ensure that only your intended recipient gets to actually receive the message. Another important document is a bank payment to avoid incidents where the bank complains they did not receive your payment. Generally, Certified Mail is used for important documents and other examples may include: compliance mail, regulatory mails and notice to owner’s mailings.
Certified mail is a special USPS service which provides the delivery person or sender of a mail piece with an official receipt as proof that the item was mailed. Visit the following link for more info on how Certified Mail process works, visit upon delivery and the mail carrier has to get a signature from the recipient. This signature is stored in the USPS database for the duration of two years. Customers too can add a return Receipt service (can be electronic or physical) to their certified mail which delivers a copy of the recipient’s signature to the sender. The electronic Return Receipt option will show the recipient’s signature via email while the physical option is a postcard that is usually mailed to the sender. It contains the actual recipient’s signature and provides proof that the mailing was delivered or at least the delivery attempt was made.
A Certified Mail label is just but a plain piece of paper that you can print on your color printer. It is designed to be folded and thereafter glued on to the outside of your envelope. Optionally, you can purchase the approved USPS Certified Mail Envelopes and print on a normal black-ink laser printer for all automated mailings. With this, there is nothing to glue, affix or tape. This envelope contains the USPS Certified Mail banner and a huge cellophane window which allows USPS barcode readers to easily sort and process the certified mail as an automated transaction for any expedited deliveries.
Sending Certified Letters is not as complicated as it seems. Let us look into a simple step-by-step guide of how to go about the entire process. There are two options for sending Certified Mails. It can either be physical at your post office or Online at the comfort of your home/office as explained in this link.
The physical method:
- Visit your local post office and obtain a Certified Mail form
- Remove the backing and place the sticker
- Pay the appropriate postage fee
- Decide if you want to purchase the Restricted Delivery Service
- Determine receipt service
- Keep records
- View the delivery information
The online method:
- Sign up for a free account
- Prepare the letter for mailing
- Scan the document
- Upload the document file to the website of your mailing service provider
- Keep records
Let us delve into each step, exploring the nitty gritty of each of the named steps.
The physical method:
• Visit your local post office and obtain a Certified Mail form-
Obtain a Certified Mail Form (3800) from your local postal office. The form contains a green and white sticker that contains a barcode that allows you to easily track your mail through USPS. It also has the perforated receipt which is proof that you indeed mailed your item. Fill out the form with all the required information including the name of the recipient and his/her address.
• Remove the backing and place the sticker-
Remove the backing and place the sticker on the top edge of the envelope you intend to mail. This should be direct to the right of Return Address Area. Ensure to leave some room on the top right part of the envelope to apply correct postage. If it is a package, the sticker can be placed on the left of the Address Area.
• Pay the appropriate postage fee-
Pay for any additional services, e.g.; the USPS Certified Mail Fee and Return Receipt fee.
• Decide if you want to purchase the Restricted Delivery Service-
The restricted delivery service is one that guarantees that a specified individual receives and signs for the Certified Mail.
• Determine receipt service-
Choose whether you are willing to pay for Return Receipt service or not. This service provides you with a receipt giving you the recipient’s signature. You can either obtain this receipt via email which includes a PDF image of the recipient’s signature or as a physical receipt via normal postage mail.
• Keep records –
Collect your receipt (which has been stamped with the mailing date) and keep it alongside all documentation for the mailing in a safe place.
• View the delivery information-
There is a number that is unique to your mailing and it allows you to confirm mail delivery online. Check the postal services’ website to confirm who the certified mail was delivered to and when. Upon delivery, a recipient must sign. The post office keeps these records too.
The online method:
• Sign up for a free account-
There are many websites that offer USPS Certified Mail delivery. Sign up for a free account. The sign up is absolutely free and there are no monthly fees as well. Ensure that the service has following-day USPS tracking for your mail. Again, ensure that the service provider offers proof of mailing as well as USPS proof of delivery
• Prepare the letter for mailing-
You can write your letter in Word, print and sign if need be. Alternatively, make use of the form provided by your recipient.
• Scan the document-
Scan and save the scanned document on your computer hard-drive. Ensure that it is legible.
• Upload the document file to the website of your mailing service provider-
This service will put an address, print and then mail the letter to your desired recipient on the same business day.
• Keep records-
Ensure that you always keep a copy of the proof of mailing and also the USPS proof of delivery.
Let us delve into each step, exploring the nitty gritty of each of the named steps.
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