How Does USPS Certified Mail Work?

Do you ever feel confused by the different options when it comes to sending mail or even just the terminology itself? Don’t feel bad, you’re not alone. It can be hard to know when to send something as First-Class Mail over Certified Mail, or when to send via FedEx vs United States Postal Service (USPS). In this article we’re not going to break down each type of mailing (we’ll save that for another day), but we will give you a little breakdown of Certified Mail and how it works.

What Is Certified Mail?

Certified Mail is a secure and reliable service offered by the United States Postal Service (USPS) that provides proof of mailing and delivery. Whether you’re sending important documents, legal papers, or sensitive information, Certified Mail offers an extra layer of assurance and peace of mind.

Sending Certified Mail

You may be wondering what the USPS Certified Mail process entails. In order to send Certified Mail, you need to fill out PS Form 3800, which serves as proof of mailing. The USPSP Certified Mail requirements includes a form to be filled out with the recipient’s address, your return address, and additional details such as insurance and registered mail options if necessary.

The Certified Mail fees are the same no matter how many or how few pieces of paper are in the envelope. However, First-Class postage does increase with each additional ounce of weight.

When you hand over the item at the Post Office counter, the clerk will provide you with a stamped proof of mailing. Once the payment is made, you will receive a receipt with a unique tracking number. This receipt includes the date and time of mailing, as well as the tracking number. It is crucial to keep this receipt safe as it serves as evidence of your sending the item.

Tracking and Delivery

The great thing about USPS Certified Mail is that it comes with a tracking feature that allows you to monitor the progress of your mail piece. Using the unique tracking number provided on the receipt, you can look up your tracking number by accessing the USPS website or mobile app to check the delivery status.

The tracking information typically includes the date and time of acceptance, arrival at various postal facilities, and final delivery confirmation.

Once the Certified Mail item reaches the recipient’s local post office, the carrier will attempt delivery. They will bring the Certified Mail to the recipient’s front door looking for someone to be available to accept it. If the recipient is unavailable, a delivery notice will be left, informing them about the arrival of a Certified Mail item. The recipient can then choose to either pick it up from the post office or schedule a redelivery.

Keep in mind, if you want additional proof of delivery, you can request a USPS Certified Mail signature, also known as a Return Receipt or Green Card or more technically as PS Form 3811. This service provides a copy of the recipient’s signature and date of delivery, which is mailed back to you.

There is also an Electronic Return Receipt, which is the same as the Return Receipt except in digital form. A copy of the recipient’s signature gets emailed directly to you instead of being sent via regular mail.

Both options serve as concrete evidence that the item was delivered to the intended recipient.

Using LetterStream to Send Certified Mail

So now that you know how sending Certified Mail works, let’s go over another way to send your certified letter. Through us!

LetterStream offers a different approach to sending Certified Mail. It’s not only easier but also way more convenient than the traditional way. It’s so convenient that you don’t have to leave your home, office, or wherever you are in that moment. Pretty nifty, huh?

Ready for how easy it is? You can literally upload your documents in just minutes and then have your Certified letter sent through our online portal without doing any other work, without wasting anymore time and without having to go to the post office. That’s it! Easy, right?

And, like we mentioned above, we also offer USPS Certified Mail tracking right inside of your online portal for quick and easy access. There’s never a need to keep track of, or enter, your tracking numbers because we keep track of them for you.

Click here to learn more about sending your Certified letter as Certified Mail through us.

Benefits and Considerations

Let’s talk about some benefits and considers when it comes to sending Certified Mail. The primary benefit of using the USPS Certified Mail process is the proof of delivery it offers. With the stamped proof of mailing and the tracking information, you have tangible evidence that you sent the item and that it was delivered to the recipient.

Certified Mail is often used for legal documents, court papers, and official correspondences, as it provides a level of assurance that is crucial in these contexts. It can be used to establish timelines, fulfill legal requirements, and maintain records of important communications.

While USPS strives to deliver Certified Mail promptly, it is essential to consider the timeframe for delivery. Depending on the distance and other factors, delivery may take several days.

Just be prepared; Certified Mail is not an overnight or expedited process. Actually, it could be slower than First-Class Mail as the mail carrier attempts to catch someone at home in order to collect a signature. If all goes well, a Certified Mail letter can be delivered in less than 5 business days, but don’t be alarmed if the process takes 15 business days or ever more in some cases.

To sum it up, USPS Certified Mail is a valuable service that adds an extra layer of security and proof of mailing (and sometimes delivery) when sending important documents or sensitive information. By going through the traditional way of sending certified mail or by using our online portal, you can easily track your item’s journey and ensure its delivery to the intended recipient.

Is USPS Certified Mail Trackable?

When it comes to important mailings, United States Postal Service (USPS) Certified Mail is a popular choice for individuals and businesses alike. This service provides a level of security and accountability by offering tracking and proof of delivery. Let’s go on a little journey as we explore the trackability of USPS Certified Mail. We’ll talk about how to track it, the importance of certified mail proof of delivery, and what to do if your USPS Certified Mail tracking isn’t updating.

Understanding USPS Certified Mail Tracking

USPS Certified Mail is a service that provides added security for sensitive or important mail items. One of the key features of this service is the ability to track the progress of your mail piece. Each Certified Mail item is assigned a unique tracking number that allows both the sender and recipient to monitor its whereabouts. Pretty cool, right?

How to Track USPS Certified Mail Letter

Tracking USPS Certified Mail is a straightforward process. To track your Certified Mail item, follow these simple steps:

Step 1: Locate your USPS Certified Mail tracking number or mailing receipt. This number can be found on the receipt you received when you sent the mail or on the mailing label.

Step 2: Visit the USPS website or use the USPS mobile app.

Step 3: Type in the tracking number into the specified box and select the “Track” option.

Step 4: The website or app will display the current status and location of your USPS Certified Mail item. You will be able to see when it was sent, where it is in transit, and when it is delivered.

A Simple Solution for Sending and Tracking Online Certified Mail

Now that you know how to track Certified Mail, let’s talk about using LetterStream as a simplified solution to send your Certified letter. If you’re new to our website here is a quick overview of the LetterStream way to send Certified Mail.

Nearly two (2) decades ago (wow! time sure does fly by fast), we pioneered the industry by creating and implementing the first process for sending certified mail online. Our process is not only effective but it’s extremely convenient for our customers. Normally when sending a certified letter, you have to gather the supplies, print your documents, stuff them into envelopes and take a fun little trip down to the post office where you probably get to wait in a nice little line.

Instead, we take care of absolutely everything for you! Well, nearly everything. You are required to sign into your account and upload your document(s), but that’s all! Honestly! We manage all the other aspects for you.

Plus, we’re not like other companies where you can buy the label and supplies but still have to print and send the letter yourself. We do it all for you, from start to finish!

If you already use our online portal to send Certified Mail, then you know we make this process even easier. You can simply login to your online account and directly track your mailing there.

USPS Certified Mail Delivery Confirmation

Ok, let’s get back to it.

Certified Mail offers a USPS tracking number with delivery confirmation to both the sender and the recipient. The USPS delivery confirmation feature provides peace of mind by verifying that the mail item has been delivered via signature confirmation. The USPS updates the tracking information to reflect the delivery status once the item reaches its destination. This confirmation can be crucial, especially when dealing with important documents or legal correspondence.

Certified Mail Proof of Delivery

One of the significant advantages of a Certified letter is the ability to obtain proof of delivery or signature confirmation. This proves that your mail reached the right person. The USPS provides several options for obtaining proof of delivery, including:

Return Receipt: This is a physical document that is signed by the recipient or an authorized person at the delivery address. It is then mailed back to the sender, providing a tangible proof of delivery.
Electronic Return Receipt (ERR): This option provides an electronic confirmation of delivery. The recipient’s signature is captured electronically and can be viewed online. Both ERR and return receipt will also show that the mailman attempted delivery but had no luck.
USPS Tracking: The online tracking information provided by USPS can serve as proof of delivery. The status updates and delivery confirmation on the USPS website can be used as evidence.

Keep in mind, if you’re using our service, we offer an Electronic Return Receipt (ERR) that you can track right in your customer account.

USPS Certified Mail Tracking Not Updating

In some instances, you may notice that the USPS Certified Mail tracking information is not updating as expected. This can be concerning, but there are a few factors to consider:

Processing Delays: It’s possible that the tracking information is delayed due to processing delays at the USPS sorting facilities. In such cases, it’s advisable to wait a few days and check the tracking status again.
Incorrect Tracking Number: Double-check the tracking number you entered to ensure accuracy. Even a small error can prevent the tracking information from updating. Again, keep in mind, LetterStream’s online portal takes this option out of the mix since we house and provide the certified tracking number for you.
Technical Issues: Occasionally, technical glitches or system maintenance can disrupt the real-time tracking updates. If you suspect this to be the case, try tracking the item again later.

If you have followed these steps and still have concerns about the tracking status of your USPS Certified Mail, it is recommended to reach out to USPS customer support for further assistance.

To learn more about our hassle-free, easy and convenient way to send certified mail from the comfort of your home or office (or anywhere really) then click here.

What Does My Tracking Information Mean?

What Do Certified Mail Tracking Numbers Mean?

Using your LetterStream account you are able to track the entire process of your created Certified Mail – from job creation to successful delivery, and all other statuses in between.

Although we want nothing but the best for our customers, LetterStream cannot guarantee the success of a delivery or timeliness to your intended recipients since this is dependent upon the United States Postal Service (USPS). We do, however, offer real-time transit status and tracking information for each piece of Certified Mail, which provided directly from the USPS.

Here is a breakdown of the various status levels along the journey:

Mailed: Your Certified Mail piece has been printed, inserted into envelopes, and given to the USPS for processing and to attempt to be delivered. This begins the transit stage of your Certified Mail. Mailed pieces shouldn’t be confused with Delivered mail, as “mailed” simply means that your letter(s) are in the mail stream/system.

In Transit: Your Certified Mail is in the hands of the USPS. At this point, we are at the mercy of the USPS in regard to a successful delivery to the intended recipient.

Delivery Attempted: Delivery to the intended recipient has been attempted. The Post Office likely left a notice of attempted delivery for the recipient with instructions on how and where the item can be received.

Unclaimed By Recipient: After attempts of delivery had been unsuccessful, and the recipient does not make an attempt to receive the item, the status is changed to “Unclaimed By Recipient.”

Refused By Recipient: If the intended recipient refuses to accept and/or sign for the mail piece, the status is changed to “Refused By Recipient” and is returned to the sender.

Returned To Sender: In the event the mail piece is undeliverable due to a bad address, the recipient is no longer at the address, etc., then the status is changed to “Returned To Sender.”

Delivered: Your Certified Mail was successfully delivered to the recipient, and a signature was acquired. Once this status is achieved and the USPS gives you access to the electronic signature file, you can view the signature by clicking the “View” link to the right of the status indicators for each recipient.

You will also see 3 status boxes next to each recipient within your LetterStream account. These are color-coded by status.

See below for the color that represents the corresponding status:

White – No action has occurred, or the Post Office has not updated the tracking information

Lime Green – Recent status updated successfully

Light Yellow – Unclaimed/Business Closed

Orange – Out for Delivery/Attempted

Violet – Forwarded

Pink – Returned to Sender

Dark Green – Returned (2nd box will be pink)

Red – Refused (2nd box will be pink)

These rules are applied to the tracking status bar at the top of the page as well.

Never be out of the loop along the journey.

Towing Companies Send Certified Mail, Too

tow truck

If you’re not in the towing business, this post might not be for you… unless of course your vehicle has recently been impounded, in which case you might want to know a few things.

Many states require towing companies to notify owners, via USPS Certified Mail with Return Receipt, that their car has been towed within 3 days of towing. Failure to do so may result in the inability to charge the car’s owner for towing fees and/or storage. (Be sure to check your state laws to determine what is required.)

We’ve found that our online certified mail solutions are a tremendous benefit to those in the towing business for two reasons. First, LetterStream helps towing companies send their certified letters on time–each and every time–allowing all fees to be collected. Secondly, we maintain the mailing records online for easy access to comply with document retention rules.

Check out how we help towing companies comply with their specific state statutes:

Colorado

Public Tow Requirements:

“If the responsible law enforcement agency does not use an operator to store the motor vehicle, the responsible law enforcement agency must notify the owner(s) and lienholder(s) by certified mail, return receipt requested” and “Tow Operator- Notice to the owner(s) and lienholder(s) must be sent within 3 calendar days after the receipt of the completed record search from the Department. a) The tow operator shall retain proof of notification on file for 3 years. b) Notices sent by a tow operator must be sent by certified mail, return receipt requested.”

South Carolina

Guidelines for Businesses for Tow/Repair Vehicles Section 56-5-5620-5670:

“Storage charges to begin on the first day if certified return receipt notices to the owners and lien holders are mailed within 5 days of determining their identities. Otherwise no storage charges accrue until the notices are mailed.”

Connecticut

State Law Title 14 Sec. 14-145:

“If vehicle is not claimed within 48 hours, the tower must complete the DMV form “Motor Vehicle Notice of Tow” (form H-114) and shall mail, by certified mail, copies of the completed form to the owner and to all lien holders of record.”

California

Section 14602.6 Vehicle Impoundment:

“The impounding agency, within two working days of impoundment, shall send a notice by certified mail, return receipt requested, to the legal owner of the vehicle, at the address obtained from the department, informing the owner that the vehicle as been impounded. Failure to notify the legal owner within two working days shall prohibit the impounding agency from charging for more than 15 days’ impoundment when the legal owner redeems the impounded vehicle.”

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We haven’t looked at every state’s statutes on towing and impounding, but the above is the result of a quick google search.

If you want to speed up the time to get your certified mail sent, and want to learn how to keep great records of your mailings for years to come, contact us today.

How To Send USPS Certified Mail Online

USPS certified mail letters

Have you ever wondered if you can send certified mail online, without having to go to the post office? Well it is possible; but only a few websites exist that can make it happen.

Generally to send certified letters you would need to take your letter to the post office, fill out certified mail forms, apply a certified mail tracking barcode to your letter, and present the finished product to the postal clerk for them to calculate charges and collect payment.

But with LetterStream.com and OnlineCertifiedMail.com, you can completely eliminate the trip to the post office!

Caution: Some companies claim they can do this too, but they often require you to purchase special software, forms or labels. So before signing up for any services for certified mail online, make sure you determine what extra work or purchases might be required of you.

With LetterStream and OnlineCertifiedMail the process is extremely easy. All you need is your document in electronic form (Word, PDF, etc.) and the address you need to send it to. The entire process of creating and sending a certified letter online takes less than 2 minutes.

In addition to saving the time and hassle of going to the local post office, these two sites allow you to track the status of your certified mail online, showing each of the USPS scans of the certified mail barcode and even the signature of the person who signed for the letter. You don’t even have to enter the 20-digit tracking number; you simply click on the letter you need to track. All mailings are neatly saved and organized online.

LetterStream.com has the added bonus of an online search tool that allows you to search by recipient name or mailing name so you can quickly find the information you need. The LetterStream site is much better for mailing large quantities of certified letters as well, as you can upload entire mailing lists in CSV and Excel formats.

So the next time you bemoan the idea of going to the post office and standing in line to send certified mail, take a moment to review these two sites. You’ll be glad you did!