Certified Mail® for secure deliveries

Certified Mail® is your trusted USPS service for secure mail deliveries across the United States. In this article, we will provide a straightforward explanation of Certified Mail, how it works, its benefits, and its common uses. Additionally, we will discuss online Certified Mail and its benefits.

Certified Mail is a service offered by the USPS that guarantees the delivery of your mail to its US destination. You can use it to safeguard anything you send, such as bills, tax documents, or legal forms. USPS provides evidence of delivery and receipt of your mail with this service.

Here's how they do it: 

1. The USPS issues a unique tracking number on a mailing receipt to confirm the contents of your shipment.
2. You’ll receive electronic verification of a delivery attempt on the USPS website.
3. The USPS retains a "record of delivery" for two years for added security. 

You can add a Return Receipt for an extra fee if you want proof of the recipient's signature.

You can include this service with first-class and priority mail.

1. Go to your local post office with your letter or package.
2. Ask for Certified Mail or Certified Mail with Return Receipt at the counter.
3. Fill out PS Form 3800 (green card) with the recipient's name and address.
4. Stick the barcode part of the form to your mail or package.
5. Pay the fee based on weight and destination.
6. Hand your mail item to the postal worker. The postal worker will affix a Certified Mail label and provide a unique tracking number. You can use USPS tracking for real-time updates.
7. You’ll be notified when your mail is delivered and receive a copy of the recipient's signature.

• Proof of mailing: You receive a stamped slip as proof that you sent the mail.
• Delivery confirmation: You're notified when the mail is delivered.
• Legal Documentation: It serves as evidence if required.
• Peace of mind: You can be confident that your mail is on track.
• Priority handling: This type of mail often receives faster attention.
• Cost-effective: It's an affordable way to ensure essential documents reach their destination without the expense of courier services.

Certified Mail offers a secure and trackable method of sending mail, making it ideal for various purposes, including: 

1. Legal documents: Law firms use it to send contracts and subpoenas, ensuring a clear delivery record for legal purposes.
2. Business communications: Many businesses use it for essential communications, such as invoices, official notices, and critical correspondence.
3. Official notifications: Government agencies and organizations rely on it for tax documents, permits, and licenses. This ensures that recipients receive and acknowledge these critical messages.
4. Financial transactions: Certified Mail is a secure and documented communication channel for financial matters like loans, mortgage documents, or insurance policies.
5. Contractual agreements: Individuals and businesses choose Certified Mail for clear communication of responsibilities and obligations.

1. It’s just for legal documents: Certified Mail can be used for any important mailing you want to prove was received.
2. It’s expensive: Certified Mail can be affordable, especially by choosing an electronic Return Receipt over a hard copy. 
3. The only way to keep a record of Certified Mail is by manually filing those green Return Receipt cards: The Return Receipt or little “green card” is difficult for you and the USPS to manage and store. That is why you can now use electronic Return Receipts to replace old-fashioned “green cards.” They are $1.35 cheaper than hard copy Return Receipts and can easily be archived. 
4. Certified Mail takes a long time to be delivered: Certified Mail usually takes 3 to 5 business days unless you send it via Priority Mail 2 or 3-day service. However, someone must sign for the Certified Mail. There are usually three delivery attempts, which can take up to 17 to 21 days. To prevent delays, ensure you are sending your Certified Mail to the correct address. 
5. Certified Mail must be done at the post office: The USPS allows Certified Mail labels to be printed at home or work with specialized software such as Quadient Impress. Print and track Certified Mail labels from your desktop and store electronic Return Receipts easily and securely in the cloud—no more trips to the post office or little “green cards” to keep track of.  

Download our eBook 6 Certified Mail Myths Debunked to learn more.

Online Certified Mail simplifies the process of sending Certified Mail, letting you prepare and send it online. Say goodbye to physical forms and receipts, saving time and money. 

Here's how it works: 

1. Input the recipient's name and address online using specialized software such as Quadient Impress.
2. Upload your letter to Impress and let us print, stuff, and submit your mail directly to the USPS.
3. The software creates a digital record for easy tracking.

The sender receives an electronic Return Receipt if the additional service was purchased.

• Centralized record storage: It provides a single platform for storing and archiving essential records, such as proof of delivery and signatures.
• Compliance: It ensures compliance with record-keeping requirements, particularly for companies with legal obligations.
• Time efficiency: It saves time by eliminating the need for physical record-keeping and manual searches.
• Security: It provides a secure digital archive for sensitive mail records.
• Cost-effectiveness: It reduces the costs associated with physical record storage and retrieval.

Quadient Impress is a modern solution that streamlines the preparation and management of certified letters with automation. It handles all the tracking digitally, eliminates paper hassles, and securely stores delivery proofs.

USPS Certified Mail is a reliable and secure option in the mail and postal services world. It offers both senders and recipients peace of mind, making it an invaluable tool for businesses and individuals. Using Certified Mail is like putting your mail on a reliable express train. It guarantees that your mail gets to its destination securely and on time.