How to Track Certified Mail with Mailform

Have you ever needed proof that the letter you sent reached the recipient? Whether you’re mailing to a business associate or a personal acquaintance, using the usps certified mail option can help ensure your letter was received. Thanks to mail services like mailform, you can easily send and track registered mail electronically without having to go to the post office.

click here to receive bulk mail or click here to send a unique letter tool and track your certified mail right from our receiving page:


what is certified mail?

certified mail is a special service offered through the united states postal service (usps) that allows you to send confidential documents securely. When sending letters or packages by certified mail, the carrier must obtain a signature from the recipient to prove that the mail was delivered. As a result, you will have proof of whether or not a letter or package was delivered.

How does certified mail work?

When a piece of mail is sent by certified mail, the carrier must obtain a signature to deliver the letter or package. that means that this type of mail cannot be left in a mailbox.

certified mail can also be sent to a postal address. In this case, a card is placed inside the post office box so that the recipient knows that they have received a certified letter or package. the recipient must then present the card they received to the clerk at the post office counter to sign for their mail.

When you send certified mail, you will receive a tracking number. You can use this tracking number to follow your letter through the delivery process, including delivery, attempted delivery, or rejection. You’ll also be able to see the exact date and time your mail was delivered and who signed it.

You can find the delivery status of certified mail by:

  • entering your tracking number on the usps tracking website

    contact usps by phone and give them your tracking number

    via bulk electronic file transfer (only for shippers who provide usps with an electronic manifest)

    Who uses certified mail?

    Anyone in the United States can send certified mail. Although sometimes a person may want to send an important legal document or a letter showing that they have been trying to contact a company, companies tend to use this service more.

    Legal documents, such as mail from the IRS, attorneys, debt collectors, and more, are commonly sent by certified mail. the tracking system lets you know where a document is and delivery attempts for when you’re sending critical information. certified mail tracking receipts can also be used in court as evidence if needed.

    Beyond legal reasons, certified mail gives senders peace of mind by letting them know that important mail was delivered and not lost. this type of letter stands out and draws the attention of the recipient, so it is not overlooked among other mail received. it can also help senders with record keeping.

    5 benefits of using mailform to send your certified mail

    mailform saves you time and makes it easy to send mail on your schedule. plus, mailform’s ordering process ensures you don’t forget to select all the shipping options you need.

    1. mailform saves you time

    With mailform, you can quickly and easily send mail from your computer, including certified mail, without having to go to the post office, wait in line, and then travel back to your office or home.

    plus, filling out the forms is quick and easy using the mail forms platform, so you can avoid handwriting certified mail forms like you have to at the post office.

    2. sending certified mail from your computer is convenient

    If you have a computer and internet access, you can send your mail no matter where you are or what time of day it is. it simply converts the documents or information you want to mail into pdf files. then use the mailform website to quickly send them at the touch of a button.

    3. you will never forget to select the acknowledgment option that suits you best

    When sending letters to the post office, it’s easy to forget to request all the services you need, especially requesting a return receipt.

    A return receipt from usps will give you a copy of proof that the mail you sent was delivered to the recipient. this receipt gives you peace of mind that your information arrived safely.

    You can choose to receive your receipt by email or by mail when you request this service. If you receive your receipt in the mail, a green postcard called PS Form 3811 will be sent to you. This is an example of the USPS Proof of Delivery Card with Return Receipt you will receive if you choose to have your receipt mailed to you.

    Image of the front and back of a physical USPS return recipt

    a return receipt may be combined with certified mail. however, this service must be requested at the time of shipment. you cannot purchase a receipt after you have mailed your letters.

    Fortunately, the mail form makes it easy for you to select the return receipt option that works best for you. During the payment process, you will be able to choose if you want an acknowledgment of receipt. You can choose whether you want the receipt to be emailed or mailed to you.

    If you select the option to receive a physical receipt by mail, USPS will mail your PS Form 3811 to you after certified mail is delivered. the green postcard will be sent to the sender’s address, so be sure to enter an address where you can receive the card.

    Because USPS fills out the physical receipt, Mailform cannot provide you with a tracking number for PS Form 3811. Mailform will provide you with a tracking number for the original certified letter sent through Mailform.

    4. you can send certified mail in bulk efficiently

    mailform makes it easy to send mass mail, including certified mail. You’ll save time and be able to track your certified mail using the easy-to-use mailform website. If you need to send registered letters or any bulk letters, you will need to sign up for an account. otherwise, the process for sending mass mail is as simple as sending a single letter.

    Also, if you send letters to five or more recipients, you may qualify for a discount.

    5. you’ll always know how much it costs with our easy-to-understand pricing

    While some surprises are fun, being surprised at how much it will cost to mail your letters when you check out is not. we understand that, so we strive to make it easy for you to know how much our services cost throughout our process.

    Our prices are always available on our pricing page. You’ll get feedback on how much it costs to mail your documents as USPS First Class Mail as you upload your PDF files. If you need to send your letters using other services, such as Priority Mail or FedEx, the cost will be updated and clearly displayed before you go to checkout.

    We offer reduced prices for bulk orders or for frequent low volume orders. you can send us an email to get more information about our discounts.

    how to send certified mail with mailform

    mailform makes it easy and convenient to send certified mail from your computer, saving you time. As long as you’re not mass mailing, you can even use our quick start option, which doesn’t require you to sign up for an account.

    1. upload your document, letter or invoice in pdf format from your computer or the cloud

    You can conveniently upload a pdf form of the documents you want to mail from your computer using the quick launch feature. you do not need to login. alternatively, you can sign in to the mail form if you have an account. charging is easy and only takes a moment.

    The information you submit must be in pdf format. You can upload the pdf directly by selecting the upload pdf button or by dragging the pdfs to the quick launch space. you can also upload from the cloud using the upload from cloud button.

    Image of the Quick Start feature that let's you upload PDFs to be mailed.

    2. verify that the information was uploaded and upload additional pdf files if necessary

    after uploading a pdf via the quick launch option, you will see the file uploaded and have the option to upload additional pdf files if needed. the price to mail your cargo will be calculated at the bottom of the screen. After uploading all the pdf files you need to send, click the next button.

    Image shows the PDF file uploaded and button to allow you to upload additional PDFs.

    3. enter the destination address

    Now, you will enter the destination address and then click the next button. the destination address is the address of the recipient; in other words, the address of the person you are sending certified mail to.

    You will be prompted to enter the recipient’s name, address, city, state, and zip code. you can also add a company name and apartment number.

    if necessary, you can send a certified letter to a post office box address. The recipient will receive a postcard informing him that he has a piece of certified mail to sign for at the post office counter.

    Currently, you can only send certified mail in the United States.

    Image of the screen where you enter the destination address.

    4. enter sender address

    You will now enter a return address. this is the address you want the mail to go to if it cannot be delivered to the destination address. You will be prompted to enter the sender’s name, address, city, state, and zip code. you also have the option to add a company name and apartment number. make sure this is an address that allows you to access the returned mail.

    When you’re done, click the payment button.

    Image of the enter a return address screen on Mailform.

    5. select the delivery method, request any additional services (such as an acknowledgment of receipt) and review your order

    On the next screen, you will first select how you want your mail to be delivered. choose the delivery speed and preferred carrier. at this stage, you can select the usps certified mail option if you wish to send certified mail. your certified mail will be completed within two business days and will arrive in four to eight business days.

    Image of where you select the type of delivery service including FedEx, Priority Mail Express, Priority Mail, Certified Mail, USPS logos.

    You will then be able to review the destination address and return address you entered in the previous steps. you will also be able to view and review the pdf files you uploaded to send by mail. you can even preview documents you’ve uploaded by clicking preview this document.

    At this stage, you can also select additional services. There are several options you can choose from to personalize the mail you are sending, including:

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