certified mail is a great way to ensure the security and validity of the mail you send, but what exactly is certified mail? click here to learn everything you need to know.
Since it was first established in 1775, businesses of all sizes have relied on the us mail service. uu. to keep your operations running smoothly and to send and receive secure payments.
With this in mind, the postal service first offered certified mail in 1855. The goal was to ensure additional security measures when shipping specific items.
however, it wasn’t until 1955 that the US mail service offered certified mail as an alternative shipping option.
But what is certified mail? here we explain everything you need to know about certified mail, including all the options available to you when using this service.
what does certified mail mean?
certified mail is a national mail service. Registered mail provides added security by assigning a unique tracking number to each item shipped.
With the certified mail service, the sender receives a mailing receipt as legally recognized proof of delivery. the recipient must also sign for certified mail as a way of proving that the mailed item has been delivered.
You can purchase certified mail service for First Class Mail, First Class Parcel Service, or Priority Mail. these different services determine how soon your mailed item will arrive.
unlike the certified mail service, you cannot purchase insurance for items sent by certified mail.
how does certified mail work?
Each certified mail item is scanned and tracked by the United States Postal Service (USPS) tracking system.
The mail item is first scanned when it is accepted into the mail flow at the post office. it is then tracked as it moves through the various USPS mail sorting and automated processing centers.
Finally, the postal worker responsible for delivering your item must scan and trace the recipient’s signature, as required at the time of delivery.
Once the item is received and signed by the recipient, the recipient’s signature is kept on file for two years as proof of delivery.
Do you have to sign to receive certified mail?
In a word, yes. If no one is home to accept or sign for an item delivered by certified mail, the responsible postal worker cannot deliver it.
If you are the recipient and you refuse to sign for the item, then the postman cannot deliver it to you.
Even if the sender has not requested a signature return receipt, certified mail requires signed proof that the mail item has been delivered.
If the item is not delivered and no one picks up the letter at the local post office, USPS will return the item to the sender.
certified mail delivery options
As the shipper, you can receive a copy of the recipient’s signature when you ship the item by purchasing an additional receiving service. These are the different options when choosing your certified mail service:
certified mail
This provides a unique tracking number which you can then check online to confirm your item arrived at its destination.
The postal worker can deliver your certified mail item to anyone who receives mail at the address listed. this may mean that the confirmation signature is not necessarily that of the intended recipient.
certified mail with acknowledgment of receipt
For an additional fee, a return receipt or “green card” is attached to the mail item. The recipient must sign and date the green card when they receive the item in the mail. As the sender, you will receive the green card in the mail.
certified mail with electronic acknowledgment of receipt
for an additional fee, the postal worker responsible for delivery can create an electronic version of the green card acknowledgment of receipt as a pdf document. This receipt includes an image of the recipient’s signature or an approved hand stamp.
certified mail with acknowledgment of receipt and restricted delivery
This is the strictest of the certified mail options. Adding the restricted delivery service to the return receipt ensures that the postal worker must deliver it directly to the recipient or to an authorized agent.
acknowledgement after shipping service
If you don’t purchase a return receipt at the time of shipment, you can purchase the return receipt after the mail-in service for up to two years after shipping your item.
who uses certified mail?
Because of the added security of certified mail, law firms and government agencies often use this service.
is particularly useful when they need a legally recognized proof of delivery. this could be when submitting court documents, important contracts, or tax audit notices.
In the case of using the restricted shipping service, this guarantees that the recipient has received the shipment in their hands.
y, the signature operates as a type of receipt that the sender can access up to two years later. this is often useful in cases where the recipient denies receiving the mail item.
an easier way to use certified mail
While certified mail is a great service, there is a way to take advantage of the extra security it offers without standing in line at the post office.
You can do this by printing certified mail labels to apply to the envelope you want to send by certified mail. then you can send it by dropping it into any of the thousands of mailboxes in the united states.
Or, you can purchase approved usps certified mailing envelopes and have the recipient details printed directly on them, ready for postage.
All certified mail services are available through this easier method and you can save money with them too. By shopping online and using automation to replace green cards, you can save up to $2.35 per shipment.
your certified mail guide
Thanks to this guide, you should know all the information you need to answer the question ‘what is certified mail?’
And, with the added ability to send mail with certified mailing labels, you can benefit from the combination of added security and convenience.
For more information on the various certified mail services available, check out our other posts. or feel free to contact us with any questions or queries.