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.