Do you think everyone uses email to communicate? it may surprise you to learn that the us The US Postal Service (USPS) delivered 149.5 billion pieces of mail last year. that’s 47% of the world’s mail.
So why do people use email?
Despite the ease and speed of online communication, sometimes regular mail is better. an original business contract is not an original if it is an email copy. you cannot send a family heirloom in an email.
Sometimes it makes sense to send a contract, legal notice, or original document by post. The USPS has certified and registered secure mail for private and business customers.
Do you have important documents or merchandise to send to your customers? then you need to understand the differences between registered mail and certified mail. we take a look at the details of each service below.
certified mail
registered mail is the original mail protected by usps. If you’re shipping a valuable or irreplaceable item, choose certified mail for added security.
the weight of the package determines the price. As we mentioned, certified mail also provides up to $50,000 in insurance against loss or damage.
you can choose certified mail when you send an email by:
• first class mail
• first-class package service
• priority mail
You get a certified mail receipt when you first ship your item. the recipient must sign it.
If you would like proof of delivery, you can purchase an acknowledgment or return receipt service after shipment. you will get an electronic verification of delivery or attempted delivery.
Another option is to specify a restricted delivery service. this means that only the recipient can receive the mail.
registered mail adds a level of security and protection. your mail remains in a locked cage, safe, or sealed container while in transit. Electronic and physical signatures at each USPS facility show the chain of custody, so you know where the part is every step of the way.
Certified mail uses specific packaging and sealing methods to keep mail safe and secure. When a piece of certified mail is not in transit, it is stored in a safe, cage, or secure room away from other mail.
certified mail
Certified mail was added to the registered mail system in 1955. The USPS introduced it so people can send important mail for less than registered mail. today it is used to transport important documents such as tax returns and legal notices.
certified mail promises delivery of your letter or package by usps. You receive a unique item number to test the mailed part that you can use to track delivery status online. when the part is delivered, you are notified of the delivery date and time.
certified mail gives you proof of delivery. If someone claims they didn’t receive your package, you can prove it was delivered.
You can’t secure certified mail the same way you can secure registered mail. certified mail is not transported in a locked compartment like certified mail.
benefits of registered mail versus certified mail
There are many benefits to both registered and certified mail. Let’s look at the main reasons consumers and businesses use them.
sending test
If the date you mail a document is important, you’ll want proof of mailing. In business, sending express mail is essential for many transactions.
When you put a letter in a normal mailbox, there is no way to show that you sent it. if the letter is lost, you cannot prove when and where you sent it. you won’t know when it reaches its destination either.
certified and registered mail provides this proof.
location tracking
mail tracking is a great benefit. You can track the item on the USPS tracking and management website. all you need is the identification number on your receipt.
the recipient will know when to expect delivery. you will know where the mail is in the system.
however, this is not exclusive to registered and certified mail. you can add tracking to other types of mail, but you have to pay extra for it.
proof of delivery
A receipt confirms that your letter or package was delivered. You can request a postal receipt or electronic delivery of the receipt.
The receipt shows the recipient’s signature and the delivery date. When your item is delivered, a receipt is mailed to you. If you choose electronic receipt delivery, you will receive a copy by email.
This is a valuable tool when you are sending or needing documentation that a person received legal documents. if you send certified mail to a post office box, a notice goes inside the mailbox. then, like a hand delivery, the person must sign for the item before receiving it.
Like tracking services, you can purchase proof of delivery for any type of mail. it will cost more to add to other types of mail, but it is included in certified and registered mail.
priority delivery
Do you need to ship merchandise to a customer? certified mail is delivered within the same time frame as first class or priority mail.
however, due to security measures during shipping and handling, certified mail travels slower than usual. if you need secure delivery, but not fast, use certified mail instead of certified mail.
Electronic delivery confirmation for certified mail or registered mail is available online. go to the usps website and use the identification number from your receipt to track and confirm delivery.
If your mail doesn’t make it to its destination, contact the USPS at 800-222-1811 or through their online claims department. certified mail service insurance allows you to make a claim or request an investigation. You can file a claim or request an investigation for both domestic and international mail.
record keeping
The USPS maintains certified mail records for two years. that’s a lot more than the four months they keep tracking numbers for other services.
Sometimes delivery information is relevant months or years after the fact. certified mail guarantees that you will have proof of delivery when you need it. You can also access this information on the USPS website.
tags available on demand
In the past, using certified mail was inconvenient. it meant an extra trip to the post office to wait in line.
The services are now available online. you can print labels from your own computer at your convenience. see here for more information on certified mail labels.
protection against loss or theft
everyone worries about lost or stolen mail. With 493.4 million pieces traveling through the USPS system, it happens.
but certified mail protects your letter or package because there is a record of everyone who handles it.
Because a signature is required, the letter or package is not left in a vulnerable mailbox. the item must go directly to the recipient, providing an additional layer of protection.
less expensive than private shipping
It’s true that you get some of these benefits from private shipping services. but it is less expensive when you use the usps. If you’re shipping a lot of important documents or packages, you don’t want to pay more for the same service.
reasonable pricing makes shipping affordable for new entrepreneurs and established businesses alike.
delivery times
The united states postal service offers express delivery services, such as express and priority mail. But, certified mail and registered mail are all about security, not exactly speed. secure transport, signatures and receipts simply take longer to process.
certified mail can take between 10 and 14 days for delivery. the cash on delivery option available with certified mail can take up to 45 days.
As mentioned, certified mail travels at the same speed as first class or priority mail. If no one is available to sign for the mail on the first delivery attempt, the USPS leaves a notice for the recipient.
Undelivered certified mail remains at the local post office for up to 15 business days to be claimed by the recipient. after that, it is considered unclaimed and returned to sender. it is possible for a piece of certified mail to go several weeks without delivery.
use registered and certified mail for valuables
so when do you use registered mail or certified mail?
certified mail proves you sent it. shows mail delivered or there was a delivery attempt.
In addition, you can obtain a copy of the recipient’s signature and an acknowledgment of receipt. there are no doubts about the delivery.
Certified mail does the same thing as certified mail, plus insures your valuables for up to $50,000. treasures and vital documents will travel under lock and key and remain safe until they reach their destination.
Both options are great tools, whether you’re sending documents or mailing merchandise.
Do you want to combine comfort, savings and guaranteed delivery? choose certified and registered mail for your business.
For more helpful tips, check out our business blog.