Law firms traditionally spend a lot of time, money and effort on paper documents. Although there is a strong movement towards a paperless future, some practices remain, such as sending certified mail.
The benefits of online and virtual mail services are well known. reduces mail handling inefficiencies, ensures fast delivery of essential documents, and eliminates the need to manage paper files.
The cost savings alone are quite remarkable, but the productivity gains are also significant. no more trips to the post office, less paper and printing supplies used, and mail is virtually guaranteed to get where it’s supposed to be faster and more accurately than would be possible with mail workflows traditional.
what are certified letters?
Certified Letters are a service offered by USPS to ensure that a letter has been delivered. the certification provides proof that the letter was delivered. companies use registered letters to guarantee delivery. certified mail has a tracking number and requires a signature, proving the item was received by the right person.
There are two types of certified mail:
- Regular Registered ships as Priority or First Class Mail with a unique tracking number. delivery is verified by signature at the post office, where it can be viewed for an additional fee. in other words, the receipt is not provided to the sender.
- request receipt requires an additional fee. A copy of the signature is sent to the sender, either via a return card or electronically when the item is signed for. These days, most certified return receipts are sent electronically.
why lawyers send certified letters
Some court proceedings and legal documentation require confirmation that the item was received. in some cases, the receipt may become evidence in court proceedings. it proves intent to communicate and is indisputably critical to the legal process in many cases.
types of legal documents that are better to send certified
Debt collectors use certified mail quite often, but that’s not the only reason to use the service. Any critical legal document, from probate and probate notices to tax returns, property titles, and settlement checks, all benefit from increased security and protection. Sending legal documents by certified mail is one way to keep a paper trail. if there is ever a dispute, the certified signature will stand in court.
benefits of shipping online vs going to the post office
Even before the pandemic, many companies had made the switch to remote operations. With so many legal services now available cheaply online, businesses needed to cut costs to make working with a firm more viable. virtual law firms helped solve this problem.
When the pandemic hit and offices closed, traditional businesses were forced to work remotely. Despite this widespread transition, some key practices were maintained, such as the handling of postal mail.
So let’s think about the sequence of events involved in sending and receiving certified mail:
- a registered letter is created with an acknowledgment receipt card attached.
- the postman attempts to deliver it.
- the postman leaves a notice that there is mail that requires a signature at the post office.
- staff dispatches to the post office: 15 minutes in traffic.
- parking: five minutes, give or take.
- wait in a crowded line at a stuffy post office: 15 minutes.
- receive and sign for certified mail on a minor, non-urgent matter.
- back to the point of origin: 20 minutes.
What if the attorney who sent the certified document had sent the same article to hundreds of people in the community? If you multiply the above by the number of recipients, it’s easy to see how inefficient the process is.
Add to that the possibility that the letter will be delivered to an office that is closed, which means the mail may not be picked up right away. if the notice is critical, such a delay could create a domino effect of negative consequences that could have been avoided by using certified mail online.
Sending certified mail online is simply smart business, as it eliminates the complexities and expenses associated with managing and administering postal services. speeds up deadlines and supports health and safety protocols, eliminating the need for unnecessary human contact while providing the same legally verifiable guarantees.
send certified mail in seconds with postal methods
if you need to send certified mail, with or without a return receipt requested, consider using postal methods that comply with the hipaa-compliant certified mail service. With just a few clicks, you can upload your critical letters and documents and send them to their destination without the time, expense, and hassle of managing the process at the post office.
Create your account today to get started.