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Click2Mail

Certified
Mail Services

  • What is Certified Mail?
  • Who uses it and why?
  • How to prepare it
  • Questions and answers
  • For high-volume customers
  • About Click2Mail.com


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What is
Certified Mail?

What is basic Certified Mail?

Simply put, Certified Mail is domestic First-Class Mail® labeled with a numbered receipt that provides a receipt of mailing, proof of delivery, and a requirement that the USPS records the name and signature of the person who accepted the mailpiece at the destination address (not necessarily the person to whom the mailpiece was addressed).

Click2Mail.com offers four Certified Mail options

Basic Certified Mail
from $5.33 per mailpiece¹

  • Online receipt of mailing
  • Online proof of delivery

Basic Certified Mail provides a receipt of mailing, proof of delivery (or that an attempt was made), and the retention of a record of the name and signature of the person who accepted the mailpiece at the destination Post Office (not necessarily the person to whom the mailpiece was addressed).

Although the delivery of Certified Mail requires a signature, you (the sender) must purchase a Return Receipt to learn the name of the person who signed for delivery and to see an image of their signature. The proof of delivery record is not mailed back to the sender with this service but the delivery date will appear in your Click2Mail.com account record within a few days after the mailpiece has been delivered.

Certified Mail + Return Receipt, Electronic (PDF document)
from $6.68 per mailpiece¹

For an additional fee you receive an electronic receipt that includes:

  • Certified Mail Receipt number
  • Time and date of delivery
  • Post Office city, state, and Zip Code
  • Signature of recipient (scanned image)²
  • Printed name of the recipient (scanned image)
  • Actual delivery address (scanned image)

The Electronic Return Receipt can be viewed online or downloaded as a PDF document from your Click2Mail.com account.

Certified Mail + Return Receipt, Postcard (green)
from $8.36 per mailpiece¹

For an additional fee, a green Return Receipt postcard is attached to your mailpiece then detached and mailed back to you by the USPS carrier. The Return Receipt postcard includes:

  • Certified Mail Receipt number
  • Date of delivery
  • Original mailing address
  • Actual delivery address (if it differs from the original)
  • Signature of recipient (actual)²
  • Whether the signatory was the "Addressee" or an "Agent"
  • Printed name of the recipient (actual)

Certified Mail + Postcard Return Receipt (green) + Restricted Delivery
from $16.61 per mailpiece¹

For an additional fee, Restricted Delivery requires that the person to whom the mailpiece is addressed (or their authorized agent) signs the Return Receipt. The green Return Receipt postcard is attached to your mailpiece then detached and mailed back to you by the USPS carrier. The Return Receipt postcard includes:

  • Certified Mail Receipt number
  • Date of delivery
  • Original mailing address
  • Actual delivery address (if it differs from the original)
  • Signature of addressee (actual)
  • Whether the signatory was the "Addressee" or an "Agent"
  • Printed name of the recipient (actual)

¹ Price per piece for black and white Certified Letter. A $2.00 minimum production charge applies to credit card orders. Quantity discounts are available.

² A Return Receipt without the Restricted Delivery option can be signed for by any person who accepts mail at the destination address (not necessarily the person to whom the mailpiece is addressed).

Question? Call Click2Mail.com Customer Support toll free at 866-665-2787 Mon-Fri, 9AM to 8PM Eastern Time.

Who uses Certified Mail and why?

Who uses Certified Mail?

  • Private citizens
  • Accountants
  • Attorneys
  • Business administrators
  • Debt collectors
  • Financial administrators
  • Government agencies
  • Insurance administrators
  • Law enforcement
  • Notary publics
  • Real estate agents

What do they use it for?

  • Receipt of mailing
  • Proof of delivery
  • Agreement followups
  • Delivery of legal documents
  • Delivery of notices required by a law or agreement
  • Event reminders
  • Notification of a voting requirement
  • To create a sense of urgency
  • To document official communications with associates, clients, customers, shareholders
  • To document receipt by a specific person (Restricted Delivery)

Question? Call Click2Mail.com Customer Support toll free at 866-665-2787 Mon-Fri, 9AM to 8PM Eastern Time.

How to prepare your Certified Mail document

How to prepare your document

It's quick and easy to load and process Certified Mail documents in your Click2Mail.com Mailing Online Pro account.

Documents can be prepared using any software program that can save a .PDF (Portable Document File) or that are saved in the Microsoft Word format.

Orders submitted to Click2Mail.com by 8PM ET are processed, printed, and transported to the USPS the next business day. The mailpiece is delivered (or delivery is attempted), in most cases, within 2 to 4 days.

For step-by-step instructions, download the Click2Mail.com How-to Guide (below). If you use Certified Mail regularly or are planning a high-volume mailing, consider linking your internal systems directly to Click2Mail.com's mailstream through our SOAP API.

We offer three different layouts:

Certified Letter Self-Mailer
8.5 x 11 in
1/3 –1 1/3 pages, wafer sealed, no envelope

Download
this template

Certified Letter Self-Mailer with Return Receipt
8.5 x 11 in
1 page, wafer sealed, no envelope

Download
this template

Certified Letter with or without Return Receipt
8.5 x 11 in
1–10 pages, #10 envelope
1–94 pages, flat envelope

Download
this template

Download the Click2Mail.com How-to Guide

Download a Certified Mail template
for Adobe InDesign, Apple iWorks Pages, Microsoft Publisher, or Microsoft Word

Question? Call Click2Mail.com Customer Support toll free at 866-665-2787 Mon-Fri, 9AM to 8PM Eastern Time.

Certified Mail questions and answers

Can I personalize my Certified Mail for each recipient?

Yes. Much of the mail sent through Click2Mail.com is personalized using variable data from a mailing list. You can easily automate the process of including customized information -- customer names, salutations, account numbers, balances due, appointment dates, and so on -- using a process similar to "mail merge". For details download the Click2Mail.com How-to Guide or call Click2Mail.com Customer Support toll free at 866-665-2787 Mon-Fri, 9AM to 8PM Eastern Time.

How long does Certified Mail delivery take?

Orders submitted to Click2Mail.com by 8PM ET are processed, printed, and transported to the USPS the next business day. The mailpiece is delivered (or delivery is attempted), in most cases, within 2 to 4 days.

What if there's no one at the destination to sign for it?

Certified Mail will not be delivered unless someone is available at the destination address to sign for it. A mailpiece that includes the Restricted Delivery service further requires that the person to whom the mailpiece is addressed (or their authorized agent) must sign for it.

If a qualified person is not available to sign for the first delivery attempt, the USPS carrier leaves a Delivery Attempt Notice (PS Form 3849) which notifies the addressee that an article requiring a signature is being held for them at the Post Office and will be available for pick-up the following business day. The notice also gives the addressee the option to have the item redelivered -- but the mailpiece will not be redelivered unless they request it.

Five days after the first notice, a second delivery notice (not the mailpiece) will be left at the address that explains that the mailpiece will be held at the Post Office for 15 more days. If it is not claimed within that time, the item is returned to the sender. The sender must sign for the returned mailpiece because it is still classified as signature mail.

Because of these standards, it can take as much as 30 days to determine Certified Mail delivery status and for it to appear in your Click2Mail.com account.

Can I track the progress of Certified Mail?

No. Certified Mail is not a trackable service. Delivery information can be accessed, but the item cannot be tracked.

Can Certified Mail be sent internationally?

No. Certified Mail is not an international service.

However, Certified Mail MAY be sent to U.S. possessions and territories and to APO (Army Post Office) and FPO (Fleet Post Office) locations (delivery information is not available for items destined to APO and FPO locations).

Click2Mail.com does offer a service with some of the attributes of Certified Mail to Europe through Maileva and the French postal service La Poste. For details click here.

Is Certified Mail handled differently than other mail?

Certified Mail is dispatched and handled in transit like the mail class with which it is purchased. All Certified Mail produced by Click2Mail.com is First-Class Mail.

What is the difference between Certified Mail and Registered Mail™?

There is sometimes confusion about the differences between Certified Mail and Registered Mail. Though Click2Mail.com does not provide Registered Mail service, we think it is important to make the primary differences clear.

Certified Mail is domestic U.S. Mail that is labeled with a numbered receipt that provides a receipt of mailing, proof of delivery, and that records the name and signature of the person who accepted the mailpiece at the destination address.

Registered Mail is a service only available through a Unites States Post Office. When mailed to a domestic address it is insured and protected by the USPS throughout the mailing process (by safes, cages, sealed containers, locks, and keys). It is typically used to mail items that, themselves, have significant (intrinsic) value such as deeds, stock certificates, jewelry, important (but non-valuable) records, and so on. For Registered Mail service, check with your local post office or go to USPS.com. International Registered Mail service is also available under its own set of rules.

Is Certified Mail insured?

No. Insurance coverage is not provided or available.

How long are Certified Mail records maintained?

USPS maintains a record of delivery (which includes the name and signature of the signatory) for a specified period of 2 years.

Regarding the legality of Certified Mail and Return Receipts

The United States Postal Service has provided Certified Mail and Return Receipt services for many years. The Return Receipt, Electronic was introduced in 2004.

If you search the web for issues regarding the legal ramifications of using Certified Mail you will, in fact, find that many federal, state, and local government agencies themselves use Certified Mail for the delivery of documents.

What is important to remember is this: Certified Mail is a receipt of mailing and proof that an article was delivered or that a delivery attempt was made. If the mailpiece is delivered it also records the name and signature of the person who accepted the mailpiece at the destination address.

Though the service has been in place for many years and many legal precedents have been established, its legal status is not determined by the Postal Service. Such decisions are made by the individual courts.

Question? Call Click2Mail.com Customer Support toll free at 866-665-2787 Mon-Fri, 9AM to 8PM Eastern Time.

For high-volume customers

Automatically schedule, compose, and send Certified Mail directly from your organization's internal systems

APIs (application program interfaces) are sets of simple programming tools used to customize Click2Mail's powerful cloud-based mail outsourcing services for the specific needs of your organization. Needs such as:

  • Setting up systems for ad hoc or recurring mailings
  • Automating the generation of variable data documents
  • Integrating the output of postal mail from your website
  • Customizing existing mail submission interfaces
  • Automating and outsourcing micro-volume mail jobs

Click2Mail SOAP API supports preconfigured templates and variable data plus it allows a developer to specify a previously stored document template, populate it with data, request a preview, and request the order. The SOAP API also provides for the real time uploading of documents in multiple file formats.

Postage discounts apply automatically on all CASS standardized addresses and both APIs provide discount production pricing with qualifying volumes.

The interface supports Certified Mail with or without an Electronic Return Receipt, submitted as a .PDF (Portable Document File) or that is saved in the Microsoft Word format.

Take advantage of Certified Mail proof of delivery in bulk

Customers that purchase the Electronic Return Receipt service from a Post Office are required to retrieve records individually. Electronic Return Receipt customers that mail large volumes and provide the Postal Service with an electronic record of the file can participate in the USPS Bulk Proof of Delivery service and obtain signature data through a signature extract file.

Integration Services support

For details about connecting your document system and/or receiving bulk proof of delivery files, contact Click2Mail.com's Integration Services at 855-294-5601 or [email protected].

About Click2Mail .com

No stamps, no permits, no minimum quantities, no trips to the Post
Office — you compose your mailpiece, upload the file, and click to mail it. All types of mailers, all types of delivery methods, and a set of powerful integrated mail optimization tools are all at your fingertips.

When you're ready to upgrade to Business-Class Mail™

You've heard it all before: Improve quality. Automate processes. Reduce costs. What you might not have heard is how, over the last decade, Click2Mail has used those maxims to architect the most complete and accessible business mail outsourcing solution in the industry.

Whether you need a complete stand-alone alternative to an in-house mailing department or a way of adding new flexibility and mailing capabilities to your existing system — Click2Mail helps savvy organizations manage mail more efficiently in the reality of the here and now.

Formats

Postcards • Letters • Flyers • Reply Mail • Booklets

Delivery options

First-Class Mail®, Standard Mail®, Priority Mail®, Certified Mail®, International mail, Every Door Direct Mail — Retail®

Production options

  • Mailing Online: Click2Mail's flagship production platform
  • Mailing Online Pro (Beta): Our next generation system
  • Easy Letter Sender™: A streamlined letter and postcard interface
  • Email-to-Mail™: Send email and email attachments by postal mail
  • Every Door Direct Mail — Retail: Local marketing with NO mailing list
  • MailJack™: Use your program's “Print” feature to send U.S. Mail
  • SOAP & REST APIs: Customize and automate your interface

Resources

  • Mailing Lists: Buy a pinpointed mailing list
  • Design services: Professional design, marketing, and production

Contact

Certified Mail® and the USPS letter carrier uniform are registered trademarks of the United States Postal Service and are used with permission.
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