"The Stream" – Providing Unmatched Speed, Accuracy, and Reliability For Customer Mailings. Includes USPS First-Class Mail, Certified Mail, Postcards, and FedEx 2Day
Category: Certified Mail
LetterStream makes sending mail via First-Class USPS mail with Certified mail services quick and easy. We provide you the option to include signatures and we make mail and delivery tracking easy
The million-dollar question: Can I send Certified Mail Online? Yes, you can send Certified Mail online. And the best part? It’s easier than you think. Keep reading—we’ll show you how.
If you’re asking whether you can send Certified Mail online without going to the post office, the answer is simple: you absolutely can. In fact, thousands of businesses already do—with full tracking, delivery confirmation, and proof of mailing, just like you’d get standing in line at the counter.
The better news? You don’t lose anything by staying at your desk. When you use a trusted print and mail partner like LetterStream, every piece of Certified Mail is handled with the same care and attention to detail you’d expect if you were doing it yourself—only faster, more accurately, and with less room for error. We’re built for business-critical mail, and we make sure it’s not just sent, but sent right.
Certified Mail That Starts and Ends Online
Instead of printing documents, stuffing envelopes, handwriting labels, and braving the post office parking lot, you just upload a file, select Certified Mail, and we take it from there. We generate the barcode, print your documents, assemble the mailing, and deliver it to USPS—usually the same day (if your document is uploaded before 2pm AZ time).
Everything’s tracked in your online dashboard, so you can see exactly when it’s printed, processed, handed off to USPS, and delivered. If you opted for an Electronic Return Receipt, the signature scan will show up right in your account. No more guessing, no more waiting, and definitely no more filing cabinets full of green cards.
It’s Still Certified Mail—Just Without the Hassle
We follow all USPS Certified Mail guidelines, so the piece you send online is legally equivalent to what you’d send over the counter. The difference? You don’t have to handle it yourself, or assign someone on your team to do it. And that means no bottlenecks, no missed deadlines, and no “oops, it’s still sitting on my desk” moments.
LetterStream was built for professionals who need their mail to go out correctly every time—law firms, HOAs, healthcare organizations, financial teams, you name it. If your letters matter, they should be delivered fast, with precision, and with a full record of what happened at every step. That’s exactly what we do.
Proof of Delivery—Automatically Stored and Easy to Find
When you send Certified Mail through our system, everything gets logged. From the second the job is submitted to the final delivery scan, you can access every detail inside your account. Whether you’re mailing one notice or hundreds, the result is the same: trackable, organized, and dependable documentation you can actually rely on when it counts. Plus, you never have to enter another tracking number again.
The Post Office Line Is Optional Now
Let’s be honest—there are better things your team could be doing than prepping Certified Mail by hand. That’s why companies use LetterStream to handle it for them. It’s not just about getting something in the mail—it’s about getting it there correctly, and with the peace of mind that comes from knowing every piece is handled with care and accuracy.
LetterStream makes printing and mailing a breeze! Create a free account here.
LetterStream offers bulk printing and mailing services allowing companies to send physical mail online. Whether it’s online Certified Mail, First-Class Mail, FedEx 2Day, or postcards, we give both small businesses and large corporations that time and freedom back to work on tasks that better serve the company. If you’re interested in creating a free account, you can do so, here.
If there’s one thing legal teams, healthcare administrators, and financial institutions can agree on, it’s this: compliance is non-negotiable.
And while the world has gone increasingly digital, there’s a reason physical mail still shows up in the most regulated industries. Sometimes, sending a letter isn’t just a formality—it’s a legal requirement.
But not all physical mail processes are created equal. If your current system involves manually printing, stuffing, and mailing important documents from the back office, you might be introducing more risk than protection.
Here’s how a modern print and mail service can help your business use physical mail not just to check boxes, but to prove compliance at every turn.
Physical Mail and Compliance: Why It Still Matters
Let’s talk accountability. In many industries, proof of delivery isn’t optional—it’s essential. That’s especially true when you’re:
Sending client notifications about policy changes
Delivering privacy updates under HIPAA (Health Insurance Portability and Accountability Act)
Mailing court documents, notices of action, or time-sensitive appeals
Issuing audit letters or collection notifications
Digital delivery has its place, sure—but email often doesn’t hold up in court, especially without read receipts or authentication. Physical mail, particularly Certified Mail online, gives you a record of delivery, timestamps, and peace of mind.
And when those letters can be sent, tracked, and confirmed without ever leaving your desk? That’s when compliance meets convenience.
Certified Mail Online = Instant Legal Backup
Let’s say you need to prove that a legal notice was sent on a specific date. With traditional in-house methods, you’re relying on someone to save a tracking number, scan a receipt, and file it correctly. That’s a lot of human error.
With online Certified Mail, like the service provided by LetterStream, each letter is tracked automatically, and confirmation is stored digitally. There’s even an option to choose an Electronic Return Receipt (Certified Mail green card, but online). No envelopes to seal. No receipts to lose. Just mail sent out fast.
You can even access your tracking number right in your account without ever having to type it in.
Avoiding Risk with HIPAA-Compliant Mail Handling
Healthcare organizations are under intense pressure to maintain compliance around patient communications. From billing statements to test results to benefits information, every document must be handled with care.
LetterStream’s secure print and mail operations ensure that sensitive data is encrypted and processed under strict protocols. That includes:
Access control
Document-level tracking
Secure data transmission and storage
Envelope masking for privacy
Process logs for audit trails
If you’re still printing these documents in an open office, it’s time to ask: is your mail truly HIPAA-compliant? A third-party platform built for business-critical mail reduces the risk—and keeps you focused on patients, not paper jams.
Finance, Law, and Real Estate: Timing Is Everything
In industries where deadlines are legally binding, your mail strategy is a compliance strategy.
Miss a filing deadline? Lose a delivery record? That’s more than a headache—it can be a liability.
With a cloud-based SaaS platform, you can even automate regular mailings (like monthly statements, notices, or legal documents) through our API and have access to time-stamped records for every mailpiece. Tools like StreamLogic™ even let you set up recurring logic that ensures compliance deadlines are met—without last-minute scrambles.
Building a Defensible Audit Trail
The more regulated your industry, the more valuable your audit trail becomes. Think of it like a seatbelt—you don’t need it until you really need it.
A modern print and mail service allows you to:
Access digital proofs of delivery
Track Certified Mail documents from upload to mailbox
Verify timestamps and user actions
Store records securely for future reference
That means if an auditor, regulator, or client ever needs documentation, it’s not a panic—it’s a quick lookup.
Physical Mail as a Competitive Advantage
Ironically, in a digital-first world, being able to show your clients that you take physical, trackable communication seriously builds trust.
You’re not just checking compliance boxes—you’re communicating credibility.
Whether you’re notifying residents in a class-action case or sending annual policy disclosures to thousands of clients, snal mail creates a paper trail. One that says: We’re not cutting corners.
What to Look for in a Compliant Mail Partner
Not all platforms are built with compliance in mind. When choosing a partner, make sure they offer:
Encrypted data handling
Automated Certified Mail options
Secure physical facilities
Internal safeguards against human error
Real-time delivery data
U.S.-based processing centers
Yes, we do all of that—and we do it fast.
Final Thought: When the Law Says “Prove It”
Legal compliance isn’t something to scramble for when things go wrong. It should be baked into your systems—your everyday process, your standard operating procedure.
When your mail strategy supports that, you’re not just meeting expectations, you’re exceeding them.
LetterStream offers bulk printing and mailing services, allowing companies to send physical mail online. Whether it’s online Certified Mail, First-Class Mail, FedEx 2Day, or postcards, we give both small businesses and large corporations that time and freedom back to work on tasks that better serve the company. If you’re interested in creating a free account, you can do so here.
Here’s a fun little game: go search your inbox or text messages for “read receipt.” Now, try to remember the last time that actually meant something.
Can’t think of one? Same.
Because while email and text read receipts might give you a tiny dopamine hit, “Ooh! They saw it!”—they don’t hold up in a courtroom, a compliance audit, or even in a conversation where someone swears they never got your message.
But you know what does?
Certified Mail. And yes, it’s still alive, well, and wildly underrated in 2025.
Email Is a Great Tool—Until It’s Not
Look, we’re not anti-email. It’s fast, free, and fine for 90% of your communication. But the moment you need real accountability, something legally trackable, something your future self won’t regret. Just know: email isn’t it.
That’s when Certified Mail steps in like the responsible older sibling who keeps receipts.
Here are some examples:
Need proof a client actually got that legal notice?
Need to confirm a resident received the HOA violation letter you sent last week?
Need to settle a dispute without playing “he said, she said?”
Cue Certified Mail.
Certified Mail is your “We did our job” card. It comes with tracking, timestamped delivery and delivery attempts, and a return receipt if you want it. It’s not just a message—it’s your lifeline for your business.
What Certified Mail Does That Email and First-Class Mail Can’t
Let’s break it down. Because not all mail—and definitely not all “read receipts”—are created equal.
Sure, First-Class Mail is already a big step up from email—it’s physical, it gets business-critical mail where it needs to go, and shows that you took the time to send something real. And for most business mailings, it’s plenty and good enough.
But when you’re dealing with business-critical communication, where the stakes are high, timelines matter, or legal protection is a must, Certified Mail adds to the paper trail. The timestamps, the proof of sending, the receipts and the signature make all the difference when it comes to these types of mailings.
That’s the difference between “We sent it” and “We can prove it.”
There’s something powerful about receiving Certified Mail. It doesn’t just say “we sent this”—it says “this matters.”
Certified Mail Isn’t Just for Lawyers Anymore
To this day, Certified Mail is essential for lawyers. A lot of our customers are lawyers, and for good reason. But it’s expanding and becoming more common in other industries as well. Here’s where we see it the most (and keep in mind, it’s suitable for any and all industries in the end).
HOAs: sending annual meeting notices, fines, and certified compliance letters
Law firms: protecting themselves (and their clients) with documented delivery
Construction companies: mailing lien notices, pay apps, and change orders
Financial services: delivering statements and disclosures with proof
These are make-or-break communications, and no one wants to “hope the email went through” when dollars, deadlines, or disputes are involved.
You Don’t Have to Wait in Line to Send Certified Mail
Now here’s where it gets good: Certified Mail doesn’t have to be annoying anymore.
No more filling out paperwork. No more green cards. No more standing in line behind someone shipping a ton of documents at the Post Office, making your wait time even longer. No more typing in long tracking numbers to see where your Certified letter is.
You can send Certified Mail online in just a couple of minutes with LetterStream. You upload your documents, and we print it, stuff the Certified envelope, apply postage, mail it, and track it. You get the confirmation, and you can track it all from within your account. The recipient gets the message. No drama. No guessing. No “maybe they saw it.” Just the real kind of “read receipt.”
If It’s Important, Send It Certified Mail
If your future self needs proof, send it as Certified. If your company wants peace of mind, send Certified. If you’re tired of wondering whether something got there or not…you get the idea. Just send it as Certified Mail, plain and simple.
Why?
Because “I never got it” stops working the second you’ve got tracking, delivery confirmation, and a return receipt in hand or in our case an Electronic Return Receipt online.
LetterStream offers bulk printing and mailing services, allowing companies to send physical mail online. Whether it’s online USPS Certified Mail, First-Class Mail, FedEx 2Day, or postcards, we give both small businesses and large corporations the time and freedom back to work on tasks that better serve the company. If you’re interested in creating a free account, you can do so here.
You’d think mailing something to a P.O. Box, especially Certified Mail, would be simple, right? Just drop it off, USPS does their thing, the person picks it up, end of story.
But if you’ve ever tried tracking a Certified letter headed to a P.O. Box, you probably ran into a moment of “Wait… what is happening here?” Can I actually send Certified Mail to a PO Box?
We get this question a lot. So let’s break it down.
Yes, Certified Mail Goes to P.O. Boxes. No, It Doesn’t Work Quite the Same Way.
The short answer is yes, USPS does deliver Certified Mail to P.O. Boxes, but the process is a little different from delivering to someone’s front porch.
Instead of dropping it in the box like regular mail, USPS places a notice slip inside the recipient’s P.O. Box. That slip tells them they have a Certified Mail item waiting—and they need to come to the counter and sign for it. No signature, no delivery.
So while the address is technically correct and reachable, the final handoff still requires a human being to show up and sign.
Why Tracking Can Get Confusing
If you’re watching tracking updates like a hawk (understandable when deadlines or legal requirements are involved), here’s what you’ll see:
Delivered to Agent or Notice Left – This means the slip went into the P.O. Box. The mailpiece is sitting behind the counter waiting for pickup.
Awaiting Pickup – Still waiting on the recipient to sign for it.
Picked Up – Once they head to the post office and claim it.
This is where people get tripped up. That first scan—”Delivered to Agent”—is not the same as “Delivered to Recipient.” It just means the first step was completed. The accountability piece (that signature) is still pending.
What If They Never Pick It Up?
If the recipient never comes in to sign for it, USPS will make a few attempts and eventually return the letter to you as unclaimed. That’s one reason why time-sensitive Certified Mail (like legal notices or compliance documents) should be sent early enough to account for delays.
You can also request a Return Receipt or Electronic Return Receipt when sending Certified Mail to a P.O. Box—just know that it’ll only be returned once the item is picked up and signed for.
And Yes, Businesses Do This All the Time
Plenty of government agencies, law offices, HOAs, and medical providers send Certified Mail to P.O. Boxes. Some recipients even prefer it for privacy or convenience. The key is just knowing what to expect from the process and planning around the potential lag if the person doesn’t grab their mail daily.
If you’re sending Certified Mail through a platform like LetterStream, the tracking dashboard makes it a lot easier to monitor all this without having to constantly refresh USPS pages.
So, Can You Send Certified Mail to a P.O. Box?
Can you send Certified Mail to a P.O. Box? Absolutely. Just remember, it’s not quite “drop and done.” There’s a process. A signature. A wait. But it’s still one of the most trusted, accountable ways to send mail—especially when what you’re sending actually matters.
LetterStream offers bulk printing and mailing services, allowing companies to send physical mail online. Whether it’s online Certified Mail, First-Class Mail, FedEx 2Day, or postcards, we give both small businesses and large corporations that time and freedom back to work on tasks that better serve the company. If you’re interested in creating a free account, you can do so here.
Avoid Tax Time Trouble with Reliable Mailing Solutions from LetterStream
As tax season is upon us, young adults—and the parents who may still be helping them—are being urged to get ahead of filing deadlines and financial recordkeeping. A recent Wall Street Journal article emphasizes that many Gen Z taxpayers aren’t fully prepared for what it means to file taxes independently. Whether it’s mailing tax documents, keeping up with deadlines, or dealing with the IRS, the stakes are high—and missing paperwork could mean delays or penalties.
We specialize in printing and mailing services, including Certified Mail—a critical tool for anyone sending tax documents, legal notices, or time-sensitive communications. Our platform makes it simple, and everything is handled online, without a trip to the Post Office.
Why Certified Mail Still Matters—Especially for Taxes
Sending documents by Certified Mail is often recommended when dealing with government agencies like the IRS, as it provides a record of mailing and proof of delivery. Unfortunately, traditional green cards (Form 3811) are easy to lose, hard to track, and cumbersome to manage.
LetterStream eliminates that hassle with:
✅ Electronic Certified Mail receipts — Instantly available in your online account
✅ Long-term access — Our digital records outlast USPS retention windows
✅ Peace of mind — You’ll know exactly when your tax documents were sent and received
Whether you’re a parent helping your college-aged child file taxes for the first time, or a young professional navigating self-employment income, using Certified Mail online through LetterStream can help keep record of your filings.
Tax-Time Tips from the WSJ Article (and How LetterStream Helps)
The WSJ article offers smart guidance for young adults and families during tax season. Here are a few key takeaways—and how LetterStream supports them:
How LetterStream Helps: Digitally send and archive documents via Certified Mail, knowing you’ll have easy access to mailing receipts and documents—even next year.
🧒 Tip 2: File for Dependents (Carefully)
Parents often mistakenly claim children who’ve already filed on their own.
How LetterStream Helps: Use Certified Mail to send statements or communications with legal or financial advisors—and have an electronic receipt so you know if a family member has already sent theirs.
💰 Tip 3: Report Side Income
Young adults with Venmo gigs, tutoring, or Etsy shops may need to report income they didn’t expect.
How LetterStream Helps: Submit forms or tax paperwork to your accountant or IRS with confidence—Certified Mail ensures it’s not “lost in the mail.”
When to Use Certified Mail for Taxes
You have different options when sending mail through the USPS, including First-Class Mail and Certified Mail, however, when it comes to taxes you may want to use Certified Mail for:
• Sending your tax return (if not e-filing)
• Notifying the IRS about an address change
• Responding to IRS letters or requests
• Mailing tax documents to accountants or attorneys
• Confirming delivery of supporting paperwork
Any time the date and sending of your documents matters, Certified Mail is a great option for tracking when it gets sent out and when it arrives—and LetterStream makes it effortless.
Why LetterStream Is the Smarter Way to Send Certified Mail
Instead of standing in line at the Post Office, fiddling with green cards, or losing track of receipts, you can handle it all with LetterStream.com, here’s how:
• Upload your PDF
• Choose Certified Mail (with or without Electronic Return Receipt)
• Check your proof
• Click send—we print, fold, insert, and mail it for you
• Easily track the status of your Certified Mail letter in your LetterStream account
Your receipt and tracking are stored securely online. That’s one less thing to stress about this tax season.
Ready to Simplify Your Mailing Process?
Whether you’re a tax professional, parent, or first-time filer, LetterStream offers a fast and reliable way to handle Certified Mail—no printer, envelopes, or stamps required.
And if you want to dig into the tax tips for young adults, check out the full WSJ article here.
* Note: Check the website for actual delivery/send dates. This blog article is not meant as tax advice, but simply observation.
LetterStream offers bulk printing and mailing services allowing companies to send physical mail online. Whether it’s online Certified Mail, First-Class Mail, FedEx 2Day, or postcards, we give both small businesses and large corporations the time and freedom back to work on tasks that better serve the company. If you’re interested in creating a free account, you can do so, here.
When it comes to sending important documents, Certified Mail offers peace of mind. But did you know that managing Certified Mail online can streamline the entire process? If you’re still standing in line at the post office, it’s time to rethink your strategy. Let’s explore why Certified Mail is better managed online and how this method can save you time, effort, and even money. Sound good?
The Convenience Factor: Manage Certified Mail Anytime, Anywhere
Gone are the days when sending Certified Mail meant taking time out of your busy schedule to visit the post office. Managing Certified Mail online allows you to create and easily send your letters from any location—whether you’re sending Certified Mail from home, the office or even on the go, it’s extremely convenient.
With LetterStream, you can:
Upload your documents securely.
Easily select Certified Mail for your critical documents without the hassle of manual processing.
Track your Certified Mail in real-time right from inside your account without having to type in your tracking number.
For mail requiring a signature, there’s an option to choose an Electronic Return Receipt (ERR) in place of the old-fashioned Green Card and be able to see the digital signature in your account.
The convenience of sending Certified Mail online is particularly valuable for businesses that send a high volume of Certified Mail, such as legal firms, financial institutions, and HOAs. LetterStream’s seamless process eliminates manual steps, ensuring your mail gets out quickly and reliably.
Real-Time Tracking and Instant Documentation
One of the key benefits of Certified Mail is the ability to track its journey from sender to recipient. However, keeping track of physical receipts and status updates can be cumbersome when done manually.
LetterStream’s platform allows you to easily gain real-time tracking updates and access to detailed documentation at your fingertips. You can:
Monitor delivery progress instantly within the platform.
Access electronic delivery confirmations as soon as they are available.
Download proof of mailing and delivery for your records.
This digital documentation ensures that you always have verifiable proof on hand, which can be crucial in industries requiring compliance with strict legal or regulatory standards.
Improved Efficiency for Businesses
Managing Certified Mail through online platforms reduces administrative overhead. Manually preparing, printing, and mailing Certified letters is both time-consuming and error-prone. LetterStream’s system streamlines these steps by automating key tasks, such as:
Automated printing, folding, inserting, and mailing services.
Bulk mailing options for high-volume needs.
Address verification to prevent delivery errors for an additional fee.
Expedite mailing option for the last-minute letters that need to be sent ASAP.
Businesses that frequently send Certified Mail—for example, for contracts, notifications, or compliance letters—can significantly reduce time spent on mailing tasks and allocate resources more effectively with LetterStream’s tailored solutions.
Cost Savings Through Automation
While Certified Mail is essential for critical documents, the costs of handling it manually can add up. Factor in postage, printing, administrative time, and travel to and from the post office, and you may find yourself with a hefty bill.
LetterStream helps mitigate these costs by offering customers the convenience of having it done for them. No extra money spent and the ability to get your time back to focus on other high priority tasks.
These savings are particularly impactful for small businesses looking to optimize their operational budgets. With LetterStream’s transparent pricing and scalable options, you can control costs without sacrificing service quality.
Enhanced Security and Compliance
In today’s digital world, security and compliance are non-negotiable. Certified Mail is already a secure method for sending sensitive documents, but managing it through LetterStream elevates those protections even further.
All LetterStream employees are HIPAA-certified, ensuring that documents containing Protected Health Information (PHI) are handled and mailed with the utmost security. Our IT department follows rigorous security protocols, including 128-bit encryption on the website, safeguarding sensitive data during every transaction. Physical security is equally robust—our production facilities allow no unescorted visitors, and access is strictly monitored with electronic sign-ins.
Additionally, LetterStream securely disposes of any unmailed printed documents through shredding and offers customers the ability to purge documents from their accounts at specified times. As part of ongoing initiatives to strengthen data protection, we are actively pursuing SOC 2 certification to further enhance compliance measures. Through these practices, we ensure that businesses in industries like healthcare, legal services, and finance can trust their data and communications are protected at every step.
These features are critical for industries that handle confidential information, including healthcare, legal services, and finance. LetterStream ensures that your data and communications are protected at every step.
Environmentally Friendly Mailing Solutions
Managing Certified Mail online isn’t just about convenience and efficiency—it’s also a step toward more sustainable business practices. By reducing the need for physical trips to the post office, as well as paper-based tracking and documentation, you can lower your carbon footprint.
LetterStream allows you to opt for digital receipts and records to minimize paper waste and to utilize batch processing to reduce the environmental impact of individual mailings.
For companies committed to corporate social responsibility (CSR) initiatives, online Certified Mail solutions like LetterStream align with broader sustainability goals.
Simplify Your Certified Mail Process
Certified mail is a crucial tool for sending important documents securely and with proof of delivery. By managing it online through LetterStream, you gain unparalleled convenience, efficiency, and security. Whether you’re a business leader, an HOA manager, or a legal professional, transitioning to an online solution can transform how you handle critical communications.
Ready to streamline your Certified Mail process? Explore Online Printing & Mail Services – Send Your Letters The Easy Way – LetterStream to learn more.
If you’re wondering how much is Certified Mail to send, click here to view our prices. If you’re wondering how to send a certified letter online through our website, create a free account here to get started.
As experts in the mail industry, we often encounter questions regarding Certified Mail, especially when it comes to sending them to P.O. Boxes. Well, we’re about to shed some light on the very popular question: Can you send Certified Mail to a PO Box?
The quick answer is yes, you can send Certified Mail to a P.O. Box, however, there are things to consider when doing so but we’ll talk more about that later.
Understanding and Tracking Certified Mail
Before getting into the specifics of sending to P.O. Boxes, let’s first understand what a Certified Mailing entails. It’s a service offered by the United States Postal Service (USPS) providing senders with a level of assurance that their important documents have been sent, delivered or attempted for delivery. When sending mail via Certified, you can also get a Green Card, also known as a Certified Mail Return Receipt or an Electronic Return Receipt (ERR), which includes a copy of the signature of the recipient sent back to you.
Who Would Send a Certified Letter?
Sending a Certified letter is a popular choice for individuals and businesses dealing with crucial documents, legal papers, contracts, or sensitive information. It offers proof of mailing and delivery, which can be invaluable in various scenarios, such as legal proceedings, contract disputes, or important communications where a record of receipt is essential.
Can You Send Certified Mail to a P.O. Box?
Like we mentioned above, the answer is yes, you can send Certified Mail to a PO Box. However, there are a few key considerations to keep in mind to ensure a smooth and successful delivery.
When addressing Certified letters to a P.O. Box, it is crucial to include the P.O. Box number in the address. This ensures that the postal service can accurately route the mail to the correct destination within the post office. The recipient’s name and the P.O. Box number are essential for a precise delivery.
It’s worth noting that Certified Mail sent to a P.O. Box requires the recipient to visit their local post office to retrieve the mail. Unlike regular mail, which is placed directly in the P.O. Box, Certified letters often involve a signature upon receipt (ERR), adding an extra layer of security and accountability. And if you’re wondering, “Does Certified Mail require a signature?” No, it does not, but you can definitely choose it as an option for added tracking and security.
Certified Mail tracking is included. As a sender, you’ll receive a receipt with a unique tracking number. This tracking number allows you to monitor the delivery status, giving you peace of mind about the progress of your important documents or packages.
All-in-all, Certified Mail is a versatile and secure option for sending important items, and yes, it can be sent to a P.O. Box. By following the proper addressing guidelines and understanding the additional steps involved, you can ensure that your letter reaches its destination with precision and reliability.
Using LetterStream
To avoid unnecessary trips to the Post Office and to take the hassle out of sending any type of mail, use our website! Once you upload your job, we do the rest for you, including printing, inserting, and mailing your letters. When sending USPS Certified Mail online through LetterStream, the Certified Mail cost starts at $7.34, which includes the Certified Mail fees, and then goes up depending on the add-on services and type of envelope you’d like to use.
If you’re wondering how long Certified Mail takes to be delivered, just know that there are a few different items to consider when answering this question.
Speed of Sending Certified Mail
Let’s start with pointing out that Certified Mail is actually just USPS First Class Mail with the Certified Mail Service included. After you purchase postage to send your Certified Mail, you’ll then receive your USPS tracking number. Along with that Certified Mail tracking number you will see a charge for First-Class postage and the purchasing fee for the Certified Mail forms.
This means that USPS Certified Mail should travel across town or across the country at the same speed as a normal First-Class mail piece. If you send a First-Class letter and it normally takes about four days, your Certified letter will probably take about four days, as well.
Now just remember, the 4-day time frame is just something to go off of. It’s just a random number, not the fine print. Think about the saying “results may vary.”
Delivery of Certified Mail
When it comes to tracking your mail and the actual delivery of the letter, it gets a little more complicated.
A Certified letter does not and is not supposed to be placed in someone’s mailbox. Instead, the mail carrier is supposed to deliver or do a delivery attempt to the required recipient.
Once delivered the mail carrier will collect a signature of the person who accepts the letter. If someone is home to sign for the letter, then ta-da! You now have your proof of mailing, proof and delivery and your mailing is officially complete.
If you require a Return Receipt, green card or an Electronic Return Receipt, the USPS may not load all the Certified Mail tracking information into their website the same day that the letter gets delivered. This means you might need to add another day to the process. It might be best to wait about a day to check for the proof of delivery.
What If No One Is Home to Sign for the Certified Letter?
Now, let’s say that no one is home when the mail carrier attempts to deliver the letter. In this case, the mail carrier is supposed to leave a USPS PS Form 3849. This instructs the addressee that a Certified letter is available for them to pick up. The USPS may or may not attempt redelivery, but they are supposed to hold the letter at the location for 15 days waiting for someone to pick it up.
Let’s say, 20 or so days have now gone by, and the letter could still be moving around. If this happens it is still not considered “lost.” There’s a chance it may still be delivered.
For argument’s sake, let’s say the intended recipient does not go to the post office to pick up the piece of mail. If this happens the local post office will hold the mail piece for 15 days and then return the letter to the sender’s address that is documented in the return address portion of the letter. This means a few more days might be added due to the letter being sent back to you.
Is the Certified Letter Lost Yet?
At the end of the day, USPS Certified Mail might get delivered in 1 or 2 business days, but it might also take up to 25-30 days due to travel time. It’s a big gap, we know.
If 30 days have past and the letter is not delivered or returned back to you, there are some things you might have to think about:
What was the return address you put on the Certified letter?
Did you include a return address?
Did someone else’s name get added by mistake?
Was the address accidently mistyped?
If none of the above options have happened, then the mail piece may, in fact, be lost forever. However, it could still show up to the correct location, but not until 45 days later. If you’re shaking your head at that…know we get it.
Long story short, there is a reason they call it snail mail. Unfortunately, it can take a long time for a Certified letter to arrive at the correct destination and this is something a lot of people may not realize.
We always recommend calling the United States Postal Service for assistance in tracking down your certified mail. Their number is 1-800-ASK-USPS (1-800-275-8777) or you can visit the USPS website.
To learn more about how to conveniently send your Certified Mail through LetterStream, visit our Certified Mail page, here.
Can I use Certified Mail for marketing purposes? The simple answer is yes, you sure can. You can use USPS Certified Mail to send all sorts of documents to anyone in the United States. However, a better question to ask might be, “Why would you want to send your Marketing Mail via Certified Mail?”
The obvious reasons to send your marketing campaign this way might be because Certified Mail gets attention when it arrives, you can track it and see when it is delivered with Certified Mail Receipts.
It could also be due to your desire to ensure that your prospective clients are receiving the promotional deal that you’re distributing. Initially, this seems like a great idea. You would know exactly when your prospects got your promotional material and when you might be expecting a call from them about placing an order for your product.
However, let’s flip that coin over and propose some ideas about why Certified Mail might actually not be a good tool to have in your marketing toolbox.
Does Certified Mail Bring Goodwill?
What is marketing? It’s basically about generating goodwill and revenue. You’d love for your customers to remember your name and have a good feeling about your product or services whenever they hear it. Additionally, you’d like for your customers to be motivated to purchase your product. This generally comes from trust in your brand, the right timing and the right offer or promotion.
Let’s ponder the concept of “goodwill” first. How will Certified Mail create goodwill; a pleasant feeling or association when your company’s name is mentioned? Does Certified Mail have goodwill associated with it? You may be surprised but have you considered that it might actually has the opposite effect on people?
Certified Mail means business and it is designed for legal proof, assigning responsibility and proving delivery through USPS tracking. Not that Certified Mail is bad, but have you ever heard someone say, “I’m so excited about a Certified letter I’ve received?” Have you personally ever said that when you received a piece of Certified Mail? Didn’t think so.
Keep in mind, it’s possible that everyone’s first thought, when receiving a Certified letter, is “uh oh, what have I done?” “Did I forget to pay my bill?” “Is someone suing me?” “How much is this going to cost me?” If this is your experience, you can see that Certified Mail generally never makes anyone feel good.
Does Certified Mail Bring Joy?
What happens when your potential client opens the Certified letter and finds your happy promotional material inside? Will they be relieved that it’s not bad news? Yes, but what will be their next reaction be? Will they say, “I’m so happy this isn’t bad news! I’m so happy that I’m even going to buy the product that is being promoted.” Well, to be honest that seems a bit overly optimistic. In reality, they are going to feel duped. They will be a bit angry that you caused them panic.
It’s a bit like tying your advertisement to a rock and tossing it through someone’s window. It will make a scene, cost you a lot of money and make the recipient mad, but they will get the message. Now, ask yourself why you would want to do this? How powerful does your offer need to be in order to overcome the fear and trepidation that a Certified letter causes?
Let’s face it, sometimes people hide from bad news (I’m sure you’ve seen this concept in action). Yes, you’re going to be happy that you know when your promotional piece was delivered, but there’s not a great chance that all of the pieces will be opened when they arrive.
Some recipients may set it aside until they have a chance to meet with their accountant. Some may wait until they are having a really good day in fear that the contents may drain them of joy. Some may just put it at the bottom of their mail pile in hopes it will go away. Now, we wouldn’t really recommend these options as the best course of action, but we have seen and heard of this taking place involving Certified letters.
Marketing materials sent via First-Class Mail or Marketing Mail through the postal service, on its best day, is neutral. But using the Certified Mail service is often considered threatening, and definitely does not make people happy.
Does Certified Mail Generate Sales?
As we look at the sales or revenue, the question might be, “which mail product will generate a greater return on investment (ROI)?” Meaning, will $1,000 of First-Class Mail generate more revenue than $1,000 of Certified Mail?
Let’s Break it Down:
Using very rough numbers, let’s say a First-Class piece of mail costs $1 each including the postage rate, and a piece of Certified Mail costs $10. Yes, $10 is more than the cost of Certified Mail fess, but by the time you spend your time creating Certified letters and going to the post office, you’ll be hard pressed to do this for less than $10 a letter. But those arguments are for another time, so feel free to pick any number you want for this exercise. We’ll go with $10 for simplicity.
If you send your offer via First-Class Mail, you’ll be able to send out 10 times (10x) the number of letters. In one case you’ll send 1,000 pieces of mail and in the other you’ll send out only 100. And if Certified Mail is not opened, you may lose another 20 recipients. If those who do open it are annoyed that you tried to trick them, you may lose another 50 recipients.
In our little hypothetical situation, you can deliver your message to 1,000 recipients (First-Class Mail) or 30 (Certified Mail), for the same money. In this case, the clear answer and most cost-effective way is to send your marketing piece or mail campaigns is via First-Class Mail or Marketing Mail.
Can Customers Refuse Certified Mail?
Of course, another problematic part of sending Certified Mail is that people can actually refuse the letter. They can just pretend like they aren’t home when the mail carrier arrives. If a notice is placed in the recipient’s mailbox or left on their door for them to drive to the post office and pick up their letter, they can choose not to do so. Sometimes people have seen Certified Mail and now just make it a habit of saying “that person doesn’t live here anymore,” in which case the letter gets returned to the sender.
What is Better Than Certified Mail for Marketing Purposes?
That’s a pretty easy questions; just about anything.
You can save a bundle and preserve goodwill by sending your promotional products or direct mail piece by First-Class Mail. You can also save a few more pennies by sending via USPS Marketing Mail, but it has some complications you’d need to deal with (a topic for another day).
Another powerful option is to send your message on a postcard. The recipient doesn’t even need to open it. Instead, they’ll see your offer immediately when they are sorting their mail. Yes, you may not feel like those are glamorous options, but there is a reason that over 100 billion First-Class and Marketing Mail documents are sent each year.
What is a More Glamorous Option Than Certified Mail?
If money is no option, the speed of delivery is what you desire and if you want the recipient to be wowed by your mail piece, then we recommend using FedEx. It’s fast, it’s powerful and there’s a much better chance of excitement when the truck pulls up than there is for Certified Mail.
Consider this: Good things like checks, refunds, rebates and offer letters come in through FedEx. Bad things like past due notices, legal notices, food recalls, fines and fees come in Certified Mail.
Bottom Line
At first glance, Certified Mail seems like a great way to send marketing material, but maybe a second glance is what is needed before making your decision. Send your legal correspondence via Certified Mail. Send your promotional materials via First-Class Mail. When you need to make a massive statement along with your marketing message, send it via FedEx.
(Here’s our shameless plug… if you do intend to send a lot of FedEx letters, we have a great way to get them out quickly while probably saving you a considerable amount of money.)
So, you want to send a Certified letter but you’re not sure what the cost will be. Before we begin talking about that, let’s do a quick overview of what Certified Mail is, shall we?
What is Certified Mail?
Certified Mail is the right product when you need proof of mailing, proof of delivery and detailed tracking of the letter as it travels to its intended recipient. You can choose to have the recipient must sign for the letter. That is, as long as you choose to add a Return Receipt to your mailing. More on that later.
Certified Mail is only available for letters bound for addresses within the United States and can only be used on letters that weigh less than 13 ounces. This service is often used from important legal documents or for legal matters where you need to prove that you mailed something.
USPS Certified Mail Cost
Ok, so now that you have a brief understanding of what sending a letter by certified mail is, let’s talk more about the cost.
The cost of Certified Mail varies depending on the weight of your mail and whether you want a Return Receipt included. Again, we’re still saving that for a little later on.
Now keep in mind, if you’re sending Certified Mail the traditional way, through the United States Post Office (USPS), then you have some work to do on your end as well.
Not only do you have to provide the letter itself, through creating it and printing it, but you have to get an envelope, seal it, drive to the post office, wait in line, fill out the Certified Mail label, add postage to it, pay for it and then drive back home or to the office. Remember, time is money.
Keeping all of that in mind here is the breakdown cost of what the USPS charges to send a Certified Mail piece:
Here’s an example of what it would cost: If you want to send a 1-ounce letter with Certified Mail rates and a Return Receipt, the total cost would be $8.56. This includes the $4.35 certified mail fee, the $3.55 return receipt fee, and the postage for a 1-ounce letter.
Ok, ok. Now that we’ve broken down what the post office charges. Let’s do a quick overview of what a Return Receipt and Electronic Return Receipt (ERR) are and how they are different.
What is a Return Receipt? A Return Receipt is a physical copy of the green card, also known as the “PS Form 3811,” that is mailed back to the sender to show that the recipient received and signed for the letter.
What is an Electronic Return Receipt (ERR)? On the other hand, an ERR is the same as a Return Receipt except it is electronically sent back to the sender showcasing that the recipient received and signed for it.
A Different Approach to Mailing Certified Mail
Remember above where we talked about the extra time and effort that goes into sending a Certified letter by going directly through the postal service?
What if we told you there was an easier, more convenient and overall affordable way to send a Certified letter or letters?
LetterStream makes the process so efficient you’ll be asking yourself why you haven’t done this sooner. Instead of buying and using all of your supplies and instead of making the inconvenient trip to the post office, you can simply go to LetterStream.com, create or login to your account, upload your Certified Mail into our online portal (or create one from a template we offer) and send it on its merry way.
We handle all of the printing, inserting, and mailing so you don’t have to. Plus, we offer an Electronic Return Receipt that you can track right in your customer account.
Cost Breakdown
Your cost for sending a single Certified letter online through LetterStream includes:
Certified Mail Letter Fees
Postage
Printing and mailing your letters in less than two (2) business days
USPS Tracking Number
Electronic Return Receipt
Trackable Online Status
Along with never having to leave the comfort of your home or office
This comes out to only $9.49 for a single letter. If you don’t want the Electronic Return Receipt then you can get a certified letter starting at only $7.27.
Why Would I Use Certified Mail?
OnlineCertifiedMail.com is a related partner site to LetterStream but is dedicated exclusively to the process of processing, mailing and tracking Certified Mail. It has an easy-to-use interface to quickly send a single letter or two.
To learn more about OnlineCertifiedMail.com click here.
Comparing Costs for USPS Certified Mail
The cost of USPS certified mail is comparable to the cost of other secure mail services, such as UPS and FedEx Ground Economy. However, USPS certified mail is often the most affordable option for sending a certified letter the traditional way.
For sending certified mail online or as e-certified mail (a new term being used for online Certified Mail), our service is actually the cheapest. When you factor in the supplies we include (paper, envelope), labor and sending of the letter (so you don’t have to use gas to drive to the post office and wait in line) and Certified Mail fees, our price is unbeatable.
Is Insurance Offered When You Send Certified Mail?
Insurance is an optional service offered by the USPS and you might be wondering what the cost is for that. However, insurance actually is not offered for Certified Mail. Instead, you can purchase insurance using Registered Mail. Registered mail is similar to certified mail as you get the tracking and proof of delivery, but with Registered Mail, you are also able send it internationally and get the proof of insurance you may be looking for.
We do offer this as an option at LetterStream. However, please keep in mind that the cost is quite high, starting at about $30 per letter. Plus, it generally takes between 7–30 days to be delivered (possibly longer depending on location), and successful delivery and signatures are not guaranteed.
All-in-all, the cost of certified mail is a fair price for the peace of mind that it provides. If you need to mail important documents, certified mail is a secure and affordable option. If you want the ease and convenience without the hassle of going to the post office to send your letter, then check out our Certified Mail page to get started!
