Let’s drill down on some basics here. In the past we’ve discussed some pretty specific topics related to preliminary notices, but we don’t often touch on some of the basics, such as this critical component to every preliminary notice that gets sent: How to send them!
This is a primer to help you understand the differences between the two most common methods people in the construction business use to send their preliminary notices, regular certified mail and certified mail with acknowledgment of receipt.
normal certified mail
Regular Registered Mail allows the sending party to track the delivery of a courier and find out exactly when and where the item was delivered (or delivery was attempted). Each piece of certified mail is assigned a tracking number, and this tracking number is scanned both when the mail is sent for delivery and when it is delivered.
You can use this tracking number to “track and confirm” your shipment, which means you’ll see each and every stop along the way, from your post office to the recipient’s delivery address.
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certified mail requires the recipient’s signature. the signature is stored at the post office and kept on record (and is available for viewing for an additional charge), but is not mailed back to you or provided to you as standard practice.
Related: What Construction Companies Can Do About USPS Delays
certified mail with acknowledgment of receipt
The “return receipt requested” service is an additional service that you can add to your piece of certified mail. if a document is required to be sent by “certified mail with a return receipt requested”, this is usually the best option.
When you send mail using this service, you will continue to pay certified mail postage and affix the green tracking label to your mailpiece. Here’s the difference: On the back of your mail piece, you’ll add a “green card,” which is what the recipient will sign when the document is delivered. this green card will be mailed back to you so you have additional proof that your piece of mail was delivered.
Remember, when you send a piece of mail by certified mail without a return receipt, you still have proof that it was delivered. the tracking number will produce a delivery confirmation, a signature will be collected and you will be able to access the signature for an additional fee. getting your green card back is what we in louisiana call “lagniappe”. it’s a bonus!
for more information on this, see our page that explains in detail the shipping methods: certified mail or certified mail with acknowledgment of receipt?
what is required for your preliminary notice?
a great question, and one with no singular answer.
Like any lien notice or document, the type of mail you need is governed by many factors: what state your project is in, the type of project ( for example, residential, commercial, etc.) and your role in the project.
To further complicate matters, the type of postage required can differ depending on who receives the mail, even for people on the same project! for example, it may be necessary to send a preliminary notice by certified mail to one party, but request a return receipt by certified mail to another party in the same project.
In addition, other mail options, such as restricted delivery, may be required in addition to these services.
how to avoid slipping
As you can see, deciding which mail type to use can be very tricky. To help you, Levelset has compiled these rules and made them available in our free early warning resources. Select your state from the dropdown menu or on the map to view FAQs, rules, forms, and guidelines on how to submit notices in your state. see also: what it means when your notification is returned undelivered.
Also, you can use levelset to ease the paperwork and handle all these complications for you. when you enter a project on the levelset platform, it automatically determines what type of mail you need, calculates when the preliminary notice is due, and delivers it for you. if you are also interested in exploring other options, take a look at our list & reviews of the top 10 preliminary notification services in the country.