Certified mail is used by many people across the country, and according to the United States Postal Service, 58% of Americans have used certified mail for professional or personal reasons. Whether you’re sending documents that legally require confirmation of delivery, want the importance of your letter to stand out to the recipient, or just want the peace of mind, certified mail is a reliable way to ensure your mailpiece gets to the correct recipient.
Are you questioning if certified mail is right for your printing needs? Do you need to send an important document via certified mail, but you’re not sure where to begin? In this blog, we’ll cover the process of sending certified mail, as well as the benefits of using a print and mail service provider that specializes in Certified Mail, like MailXstream.
What is Certified Mail?
Certified Mail is an extra service offered by the United States Postal Service that allows senders to receive a confirmation of receipt and requires the addressee to sign for the mailpiece. The sender can also request an electronic or physical return receipt from USPS.
This service is typically used by lawyers, debtors, government agencies, and accountants to ensure important documents arrive at the correct address and to protect sensitive customer information.
When you send something via Certified Mail, you’ll receive a unique tracking number that allows you to verify when your mail was delivered or if delivery was attempted. This creates an official record maintained by the USPS, providing legal proof that you attempted to communicate with the recipient.
Unlike regular First-Class Mail, Certified Mail provides end-to-end tracking and requires a signature upon delivery, creating accountability and documentation throughout the delivery process.
When to Use Certified Mail
Certified Mail can be used in numerous scenarios where confirmation of delivery is crucial, such as:
- Legal notifications and communications
- Important business documents
- Tax-related correspondence
- Collections and billing notices
- Contract delivery
- Personal sensitive documents
Interested in learning more about when to use Certified Mail? Check out our blog!
For businesses that regularly send these types of documents, managing the Certified Mail process in-house can become time-consuming and costly. This is where outsourcing to a print and mail service like MailXstream can provide significant value.
A Step-by-Step Guide to Sending Certified Mail
Preparing your document or package
Ensure your document is properly addressed with a complete and accurate delivery address. Use a professional envelope or packaging appropriate for your contents. For legal documents, many businesses use window envelopes to display the address from the document itself, reducing errors.
Completing the Certified Mail form (PS Form 3800)
The PS Form 3800 is the green and white Certified Mail label that contains your tracking number. Complete this form by:
- Removing the backing and attaching it to the top of your envelope
- Keeping the receipt portion (which contains your tracking number) for your records
- Ensuring the barcode is clearly visible and not obscured
Return receipt options (PS Form 3811)
If you want proof of who signed for your mail, you’ll need a return receipt. The traditional method uses PS Form 3811, the “green card” that’s attached to your mailpiece and returned to you after delivery with the recipient’s signature. To use this:
- Complete both sides of the green card with your address and the recipient’s address
- Attach it to the back of your envelope
Note: There is an additional fee for this service.
Electronic return receipt alternatives
For a more efficient approach, you can opt for an electronic return receipt instead of the physical green card. With this service:
- You’ll receive an email with delivery information including the recipient’s signature
- The cost is lower than the physical return receipt
- You can easily store the electronic receipt in your digital records
Calculating and paying postage
Total postage for Certified Mail includes:
- Base postage for the mail class (typically First-Class Mail)
- Certified Mail fee ($4.85)
- Return receipt fee if applicable ($4.10 for physical, $2.62 for electronic)
Submission options
You can submit Certified Mail:
- At the post office counter, where a clerk will verify everything is correct
- Using prepaid postage and forms, then dropping it in a collection box
- Through an authorized provider like MailXstream, which handles the entire process for you
Tracking your Certified Mail
Once sent, you can track your Certified Mail:
- Online at USPS.com using your tracking number
- By phone through the USPS tracking service
- Through the USPS mobile app
- Online via your MailXstream customer account
Common Mistakes and How to Avoid Them
Insufficient postage
Many senders forget to include both the First-Class Mail postage and the additional Certified Mail fee. Always verify the current rates and weigh your mailpiece accurately.
Incorrect form completion
Forms with missing information can delay processing or invalidate the certified status. Double-check that all required fields are completed and the forms are properly attached.
Missing signatures
Forgetting to sign the certified mail receipt yourself can create issues with processing. Always sign where required on your forms before submission.
Tracking number issues
Not recording or misplacing the tracking number makes it impossible to verify delivery. Create a system to log all tracking numbers immediately after preparation.
Return receipt errors
Improperly attached green cards may fall off during transit. Ensure they’re securely fastened to the back of the envelope using the adhesive provided.
Delivery address problems
Incorrect or incomplete addresses are the most common cause of delivery failures. Verify all addresses against USPS databases for accuracy before sending.
Working with MailXstream eliminates these common mistakes, as our team of experts handles the entire process with precision and attention to detail.
MailXstream – Your Certified Mail Experts!
Certified Mail remains an essential tool for businesses needing to document important communications, but the traditional process can be time-consuming and costly–especially for businesses and organizations that need to send bulk Certified Mail.
MailXstream transforms this experience by handling everything from start to finish, while providing volume discounts and comprehensive tracking through a convenient dashboard. By outsourcing your certified mail process, your team can focus on core business activities instead of mail preparation, potentially saving thousands in annual labor costs.
Interested in sending bulk Certified Mail via MailXstream? Contact our team today! Our team has the capability to get your mailing set up and delivered by the next business day.
