How to Send Certified Mail

Updated 10.1.2023

Mailform is the fastest, easiest, and most convenient way to send Certified Mail, from the comfort of your home or office. Here's how it works:

1. Write the letter (or document) that you're planning to send
2. Skip the post office, and upload the letter at www.mailform.io
3. Enter the address where you're sending the letter
   1. Mailform also supports bulk certified mail.
4. Enter your return address, and then, hit "Next"
5. Choose the Certified Mail option, and then hit Send! You'll get a tracking number via email, and an email notification when it's delivered!

Certified Mail is useful because you get a tracking number, which enables you to know when your mail was delivered. Mailform has always had Certified Mail as a feature; here’s how to use it.

If you’re sending a single item via our QuickSend feature, just select the “Certified Mail” option when you’re at the order confirmation page: 

1. If you’re sending bulk mail (or via QuickBooks) you can select the “Certified Mail” switch to “ON” on an item by item basis (you don’t have to send your entire bulk mail order via Certified Mail.
   

When it’s all done, we’ll send you a tracking number! Thanks for checking out Mailform - you can try our USPS Certified Mail option here. Email team@mailform.io with your questions, comments or concerns - we’d love your feedback!

What is USPS Certified Mail?

Certified mail is a service offered by postal agencies, such as the United States Postal Service (USPS), to provide proof of mailing and delivery for important or valuable items. When you send a letter or package via certified mail, the postal service provides a unique tracking number and requires the recipient to sign for the item upon delivery. This process offers several benefits:

1. Proof of Mailing: When you send an item via certified mail, you receive a receipt with a tracking number. This serves as proof that you sent the item on a specific date.
2. Proof of Delivery: The recipient's signature is required upon delivery, providing confirmation that the item reached its intended destination.
3. Security: Certified mail is often used for sending important documents, legal notices, contracts, and other items of value, as it offers a higher level of security and accountability.
4. Record-Keeping: Postal agencies maintain records of certified mail transactions, including the sender's and recipient's information, the date of mailing, and delivery status. This can be useful for legal or business purposes.
5. Notification & Return Receipts: In some cases, the recipient may receive a notification or "green card" that they need to sign and return to the sender, confirming receipt of the item.

Certified mail is typically more expensive than regular postage because of the added services and tracking features it provides. It's commonly used for legal documents, important business correspondence, neighbor notices, abutter notifications, compliance and regulatory mail, and any situation where proof of mailing and delivery is essential.

What kind of envelopes can you use to send USPS Certified Mail?

USPS products and guidelines may change over time, so it's essential to verify the most current information on the USPS website. Here's the information based on the USPS guidelines as of my last update:

1. Certified Mail Envelopes and Labels: USPS offers Certified Mail envelopes and labels, which are pre-printed with the Certified Mail logo, a barcode, and a receipt section for the sender to retain as proof of mailing. These items can be obtained from your local post office or ordered online through the USPS website. Learn more at https://www.usps.com/manage/send/using-certified.htm
2. Plain Envelopes or Packages: If you prefer to use your own envelopes or packages, you can do so for Certified Mail. In this case, you'll need to affix a Certified Mail label or sticker to your item. These labels are available at post offices and online through the USPS website. Learn more at: https://store.usps.com/store/product/buy-stamps/certified-mail-label-certified-mail-lab-CM100
3. Priority Mail and Priority Mail Express Packaging: You can also use Priority Mail or Priority Mail Express packaging for Certified Mail if you want to ensure faster delivery. Be sure to affix the Certified Mail label or sticker correctly and follow the Certified Mail instructions. Learn more: https://www.usps.com/ship/priority-mail.htm

Please note that USPS guidelines and product offerings may change, so it's advisable to visit the USPS website or contact your local post office for the most up-to-date information on sending Certified Mail and the types of envelopes and labels that are currently recommended or required.

The Certified Mail Tracking number, also known as the Certified Mail label number or the Certified Mail receipt number, can be found on the mailing receipt you receive when you send your Certified Mail item at the post office. It's a unique identification number assigned to your Certified Mail item, allowing you to track its progress and delivery status.

Where can I find the Certified Mail Tracking number?

1. Mailing Receipt: When you send a Certified Mail item at the post office, the clerk will provide you with a receipt. This receipt contains the Certified Mail Tracking number, which is usually located near the top of the receipt.
2. Certified Mail Label: If you used a Certified Mail label or sticker on your own envelope or package, the Tracking number is printed on the label itself. It's often a series of numbers and letters, and it may be labeled as "Certified Mail label number" or something similar.

To track your Certified Mail item, you can go to the official USPS website and enter the Tracking number in the designated tracking tool. Here's the reference to the USPS Tracking webpage:

https://tools.usps.com/go/TrackConfirmAction_input

Keep in mind that USPS may update its services and tracking methods over time, so it's always a good idea to refer to the USPS website or contact your local post office for the most accurate and up-to-date information on tracking Certified Mail items.

To learn more about how to track certified mail, go here: https://www.mailform.io/lp/track-certified-mail