Sending any kind of business correspondence via direct mail comes with a certain degree of risk. The USPS Certified Mail service attempts to minimize that risk, providing reliable, trackable, and secure delivery for particularly important mailings.
That being said, certified mail isn’t necessary in all cases.
This article outlines different scenarios when certified mail is genuinely beneficial.
What is Certified Mail?
Certified mail is a special service offered by the USPS that provides proof of delivery to provide an extra layer of security for senders and recipients.
Have you ever seen a movie where one of the characters “signs for” a package or piece of mail? That’s the idea.
When sending items as certified mail, the sender will receive a mailing receipt with a unique tracking number. If desired, the sender can request a mailed or electronic return receipt with the recipient’s signature that verifies the item was delivered. That way, if something happens—say, the item gets lost or stolen—the sender will be notified that delivery was attempted.
For an additional fee, senders can request a restricted delivery, which permits only the intended recipient to sign for the delivery.
When is Certified Mail Unnecessary?
Proof of delivery isn’t essential for a large majority of business communications. And since certified mail is more expensive than regular mail, it should only be utilized when absolutely necessary.
We recommend sticking to standard mailing options for:
Routine Business Correspondence
Regular mail is sufficient for low-value communications like welcome letters, invoices, receipts, estimates, informational documents, and general customer updates that do not contain sensitive or confidential information.
Marketing Materials & Newsletters
Flyers, postcards, newsletters, and other direct mail marketing are the lowest tier of business correspondence. Nobody is going to lose sleep if a postcard promoting a limited-time sale doesn’t reach its intended destination.
Mail Without Legal Implications
If a document is in no way legally binding, or if there will not be significant consequences if it’s lost in the mail stream, certified mail is unwarranted.
When Should You Use Certified Mail?
However, USPS Certified Mail is advantageous in several unique scenarios:
Legal Documents & Notices
Anything with legal significance should be certified. This includes:
- Court papers (like summons and subpoenas)
- Eviction & foreclosure notices
- Notices of contract termination or breach
- Contract amendments
- Mortgage documents
- Lease agreements
- Intellectual property documents
Important Business Correspondence
Beyond purely legal documents, several other types of business communication benefit from the added security and proof of delivery that certified mail provides.
A few examples include:
- Contracts or agreements requiring non-electronic signatures
- Official notices to employees, stakeholders, vendors, or suppliers
- Formal disciplinary actions
- Payment demands & past-due notices
- Sensitive financial statements
- Contract negotiations & bids
High-Value Items
Certified mail is recommended when sending original documents, irreplaceable items, or items with significant monetary value, such as:
- High-value invoices
- Large check payments
- Merger & acquisition agreements
- Contract bids & proposals
Time-Sensitive Documents
Since certified mail is delivered with either first-class or priority distinction, it’s a great choice for documents that incur penalties if not post-marked by a specific date.
This includes documents like:
- Tax filings and appeals
- Responses to legal deadlines
- Regulatory filings
- Applications, bids, or proposals with strict deadlines
Special Situations Requiring Proof of Delivery
Certified mail can be extremely beneficial in cases where you could be held legally liable or are otherwise vulnerable to disputes or denials. It serves as protection against claims that recipients didn’t receive essential information or documents when they should have.
If you’re still unsure whether your documents should be sent as certified mail, ask yourself this one question: If this document never reaches the recipient, will there be serious negative consequences?
Tips & Cost-Saving Strategies for Certified Mail
If you do choose USPS Certified Mail delivery, keep in mind these essential tips:
- Hold on to your certified mail receipt as proof of mailing.
- Make sure you request (and save) a return receipt for confirmation of delivery.
- Choose an electronic return receipt instead of a mailed receipt for a little extra savings.
- Opt for restricted delivery for sensitive or confidential documents.
- Even with the first-class distinction, allow plenty of time for delivery (especially during peak mailing seasons).
- Take advantage of bulk processing options to send large volumes of certified mail at a reduced cost.
- Outsource your certified mail needs to a reliable print-to-mail service like MailXStream to save valuable time and money.
Send Certified Mail From Your Desktop With MailXStream
MailXStream simplifies the process of mailing critical business communications with comprehensive print-to-mail solutions for certified mail, routine correspondence, and more. No matter what you need to mail, MailXStream has you covered! Contact MailXStream today to get started.
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