writing a certified letter can be almost as intimidating as receiving it. here’s a look at the process.
what is a certified letter?
The United States Postal Service defines certified mail as a type of mail that “provides the sender with a mailing receipt and electronic verification that an item was delivered or that a delivery attempt was made.” such letters require the recipient to provide a signature before the postal worker delivers the letter.
certified mail offers several advantages:
- You will receive a written confirmation from the post office that you did indeed send the letter.
- You will be notified when the post office delivers the letter or attempts delivery. You can track your letter through the USPS tracking service (available through usps.com) and through your phone. you just need the tracking number to follow the status of your letter.
- the post office will keep records on the details of registered mail for two years.
- after taking further steps, the sender can also receive electronic proof of the signature.
The primary purpose of a certified letter is to ensure that the recipient has delivered and seen the letter, and that the records maintained by the post office and made available to senders upon request are valid legal documents.
Certified mail differs from certified mail in that certified mail works through a system where the post office keeps records on the mail, but with certified mail, the sender can also obtain these records.
More important things you might want to know about certified mail include:
- One level of certified mail, called certified mail with restricted delivery, ensures that the registered letter is only delivered to the intended recipient or to someone who has power of attorney and is acting on behalf of the recipient.
- certified mail may also be restricted to signers at the appropriate address who are 21 years of age or older.
- senders may receive a refund if proof of delivery or attempted delivery is not provided within the 30 days. .
who can write a certified letter?
Any adult can write and send a certified letter, but certified letters are not used simply to track a letter and ensure its delivery (certified mail is used for this purpose instead).
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The most common types of correspondence sent as certified mail include:
- demand letters. These letters are sent to demand resolution of a dispute, and typically request payment after the recipient breaches a contract. Contractors can send demand letters after nonpayment, but these letters are also sent by financial institutions. In almost all cases, demand letters are written by attorneys and immediately precede the planned legal action.
- demand letters for insurance companies. this type of letter can be submitted by individuals, rather than lawyers, so it is worth highlighting them individually. When making a claim, such as a personal injury claim, you may need to write a certified letter to access insurance payments.
- Internal Revenue Service (IRS) Certified Letters are sent for multiple purposes. The IRS needs proof that it tried to notify you of the relevant pending issue and therefore uses the certified mail system. examples of such letters include final notice and notice of your right to a hearing.
- letters of intent to sue are also sent by certified mail. these letters must be written by qualified attorneys or their employees (such as paralegals) and must not be written by lay people.
- Formal invitations are also sent by certified mail. invitations to a graduation ceremony or an awards ceremony are among the most common purposes in this context.
- People can also use certified mail to send confidential documents, for added security. Examples of cases where using certified mail might make sense would be sending college transcripts, identity documents such as birth certificates, and contracts or titles to someone. Now that you know how certified mail works, you can decide if sending a certified letter is the best course of action in your situation.
how to write a certified letter
certified mail is, as we have seen, simply a service offered by the usps to allow the sender to track delivery and receive proof of delivery (or non-delivery, as the case may be) . not all certified mail consists of letters, as unrestricted items may also be sent by certified mail, with or without the inclusion of a letter.
However, if you’re really sending a certified letter, you’ll want to:
- make sure it’s okay to continue writing the letter yourself; In many cases, certified letters are sent by attorneys. this not only ensures that proper legal jargon is used in the letter, but also adds credibility to the certified letter.
- if you are writing a certified letter yourself and the letter is serious, sensitive, or of a serious nature legal, you’ll want to use a standard business letter format and keep language formal and clear at all times.
The content of the letter will vary greatly depending on the purpose of the letter, of course. A certified letter should have the same format as any other business letter, with a few minor differences.
Normal business letters have the following format:
- name and address of the sender.
- date (the date the letter is written)
- name and address of the recipient.
- opening salutation (such as “dear mr green”)
- a subject line, where necessary.
- the body of the text.
- the closing salutation, followed by a signature and the name of the sender.
in registered letters, however, the date must be indicated first, immediately followed by a line indicating that the letter was sent by certified mail; a simple “sent by certified mail” will suffice. It’s also important to include a subject line, so the recipient can immediately understand what the certified letter is about, such as “re: September rent due.”
what about the envelope? the recipient address should be placed in the usual position, but your post office will appreciate it if you include the return address in the upper left corner, on the same side. Providing a return address is especially important for certified mail, to address the possibility that the registered letter may not be delivered.
general guidelines for writing a certified letter
While writing a certified letter, you’ll want to include, generally speaking in this precise order, the following:
- who you are and, if applicable, on whose behalf you are writing. If your certified letter uses official letterhead and stamp, which makes it clear to the sender, you can choose not to do it. to include this information. in this case, your signature will provide more information about the exact person sending the letter.
- factual details about the matter you are addressing in your certified letter. explain why you are writing briefly, but be sure to include all relevant information. Take the example of a private landlord urging a tenant to pay back rent. In that case, you could state: “My records show that we have not received rent for the months of October and November, and your outstanding payment is currently $2,600.” the recipient now understands what the letter is about.
- details what action you need the recipient to take in response to the certified letter. To continue the example above, for example, You might say, “This letter is to request that the outstanding payment be made in full by January 15.” you can also add ways for the recipient to take the action you want, which in this example could mean payment options.
- explain what will happen if the recipient ignores the letter. if we continue with the previous example, it would be something along the lines of “we will be forced to explore further legal action unless full payment is made”, but the tone can also be significantly friendlier. for example, a certified letter inviting the recipient to a graduation ceremony may explain how they can gain access to the diploma if they are unable to attend the event.
- if the certified letter is legal in nature, you may further add that the certified letter (and specifically the confirmation that the recipient received the letter and therefore had the opportunity to read it) can be used as evidence in legal proceedings. You can also add (where applicable), that if the receiving party has already fulfilled their obligations as specified in the letter, no further action is required and you can ignore the contents of the letter.
- use a closing salutation such as “sincerely,” and sign your name and title (where applicable).
The wording used in a certified letter should generally be formal, factual, and dispassionate. Forget everything you’ve ever learned about good grammar and writing, and use the passive voice when available.
instead of “rent paid not paid!”, write “payment not received”. instead of “stupid, horrible, neighbors, they’re blasting music 24/5 and I’m freaking out, cut it out dude or I’m going to call a lawyer,” he writes: “of agreement”. with [such and such city ordinances], exceeding [specify decibel level] is prohibited. As such, we ask that you observe the rules, or we will be forced to explore further legal action.”
You get the idea: If you’re writing a certified letter of a legal nature yourself, step back from any emotions you might be feeling and use as formal language as you can. Since the letter is legal in nature and can serve as evidence, you’ll want to double-check that everything it says is correct before proceeding to send it.
examples and templates of certified letters
Still not sure how to proceed? use the template below or browse our sample certified letters.
certified letter template
[date]sent by certified mail
[sender’s name and address] [name and address of recipient]dear [title, last name],
re: [subject line] [explain who you are.] [immediately after, briefly state why you are writing.] [explain what action the sender should take.] [briefly summarize what will happen if the appropriate action is not taken.] [explain that receipt of the letter will be taken as evidence that the recipient is aware of the required steps and can be used as evidence.]
respectfully,
[leave three blank lines.] [name, title]examples of certified letters
Now that you understand the correct format, let’s give you some examples of content you can include in a certified letter, without the bells and whistles.
- In a certified letter to cancel gym membership, you can write: “I am writing to give formal notice of my intention to cancel my gym membership as of [date]. my contract number is [number ] I expect written confirmation of my membership cancellation within 30 days.” this is a letter canceling a contract, and other letters for the same purpose (such as with an internet service provider) will be similar.
- In a certified non-transfer letter, you can write: “ This letter serves as formal notification that you are prohibited from entering [address], effective immediately. Should an illegal entry occur, you may be subject to further legal action.”
- in a demand letter for a bad check, you can write: “The check issued on [include details of date, purpose, amount, payer, payee, etc.] was returned due to [reason]. This letter serves as a request to fulfill your obligation payment for [amount] in full by [date]. Otherwise, a case will be filed in small claims court.”
- in a certified letter demanding to collect money owed to you , you can write something like: “invoice payment [number] sent on [date ] for the amount of [dollars] is past due, and I request that payment be sent by [date].” you may add a note welcoming discussion of payment plans when relevant.
- Eviction letters may contain words such as: “You are hereby notified that you have [number of days] to vacate property at [address]. failure to comply will be met with [specified legal action].”
how to send certified mail through usps
us postal service. uu. offers a variety of certified mail options, including First Class Mail, First Class Commercial Parcel Service, and Priority Mail. request a return receipt, which will provide you with proof of delivery, at the time of shipment.
how to send through the post office
Prepare your certified letter and address the envelope as mentioned above, presenting your return address on the same side. Inform the USPS employee that you would like to send a certified letter. they will guide you through the process and you will receive a validated receipt.
how to submit online
Some companies report that they allow you to send a registered letter entirely online. Instead of using these third party services, it is recommended that you go to the post office; not all of these companies are legitimate.
how to track delivery status
You will be able to track the attempted and successful delivery using the tracking number you will receive via the USPS website, or via your phone using the USPS app. First Class Certified Mail typically takes two to five business days to deliver, while Priority Mail is faster at two to three days.
the usps will leave a notice to pick up certified mail if no one is home or if no one answers the door. in case of not being picked up, the registered letter will be delivered again between five and seven days. a third attempt is made five to seven days later if the attempt again was unsuccessful. after a last unsuccessful delivery attempt, the certified mail is returned to the sender.
how much does it cost to send a certified letter?
Senders will be charged the applicable rates for Priority Mail, First Class Mail, or First Class Commercial Parcel. additionally, specific rates apply for certified mail. as of 2022, they are as follows:
- certified mail fee: $3.75
- electronic delivery confirmation receipt: $0.85
- green card return receipt: $3.05
- electronic signature return receipt (in lieu of green card): $1.85
- restricted delivery: $6.00
what happens after I send a certified letter?
Receiving a registered letter is, for many people, a really scary experience, enough for them to understand how serious your intentions are and, to the best of their ability, they will comply with your demands. this does not always happen. When you send a certified letter, you must be willing to pursue legal action, and hiring an attorney is the recommended next step.
frequently asked questions
Does a certified letter mean bad news?
often, but not always. a certified letter is also often used to notify you about graduation, for example.
How can you find out who sent the certified letter?
ideally, there will be a sender address and the sender should always be identified. on the contrary, the letter has no meaning.
What is the best way to send certified mail?
via usps by visiting the post office in person.
Who delivers certified mail?
usps workers deliver certified mail.
Where do you write certified mail on the letter?
immediately below the date.
can you send usps certified mail to a post office box?
yes, you can.
What do you need to do to send a certified letter with acknowledgment of receipt?
Simply specify that you would like to receive a return receipt when you send your letter.
Can a person refuse to receive a certified letter?
certainly. however, this is generally not recommended, as certified letters usually contain important official or legal information. the problem will not go away if you refuse to receive the letter.