What is Certified Mail® and How Does it Work? (2024)

FAQs

What is Certified Mail and how does it work? ›

Certified Mail is a service offered by the United States Postal Service. A certified item needs a delivery signature; it can't be left in a mailbox or on a doorstep. Certified Mail is only available on first-class mail. USPS lets you get a signature from the person who received the mail, such as a receptionist.

In order to provide proof of delivery, Certified Mail requires a signature. What happens if Certified Mail isn't signed for? If the letter isn't signed for, the mail will be returned to the Post Office. The Postal employee will leave a notice for the recipient notifying them that a delivery attempt was made.

The contents of certified mail are insured up to $5,000 in case the items are lost or damaged during delivery. Certified mail also requires a recipient's signature, so there is a record of who received the delivery. This deters theft and provides a traceable chain of custody.

Even though individuals send certified mail, it's most common for businesses to send it. People commonly receive certified mail from attorneys, the IRS, debtors, jury duty, etc. Due to the security of this type of mail, it is a great way to send legal documents.

You can send certified mail using Certified Mail specific envelopes or labels, or you can manually fill out the USPS Certified Mail form and attach it to a regular mailpiece.

Do I have to be present at a Post Office to send Certified Mail? No, as long as you affix the proper Certified Mail Forms and the correct amount of postage, you can have a USPS mail carrier pick up your Certified Mail mailpiece or drop it in a mailbox.

In short, use Registered Mail if you are sending an item that is valuable such as cash or jewelry. Use Certified Mail if your mailed item does not have a lot of intrinsic value but you need proof of mailing and proof of delivery of the mailpiece, such as when sending tax documents or legal notices.

It's not illegal to refuse certified mail. And if you have no idea what it is or who the person is who sent it, it makes sense to be wary of it. However, there may be consequences for refusing certified mail. It can count against you if the sender has to hire a process server to complete the task.

If the proper amount of time has passed and the item has not arrived, you may submit a search request for your lost mailpiece on the Missing Mail application and/or file a claim. Using the Insurance tracking numbers on the receipt, you can check the delivery status either online at USPS Tracking®.

Why would someone send me certified mail? ›

Certified letters serve as a means of ensuring reliable delivery and acknowledgment rather than always delivering bad news. Just because you receive a certified letter, doesn't mean you're receiving bad news.

Certified Mail service provides date and time of delivery or attempted delivery when you access www.usps.com (under “Quick Tools,” click on Tracking) or call toll-free 800-222-1811. Upon request, it also provides a postmarked mailing receipt.

Certified Mail Restricted Delivery - Customers may direct delivery of Certified Mail only to the addressee (or addressee's authorized agent) Certified Mail Adult Signature Required - Customers may direct delivery of Certified Mail only to an adult (individual who is 21 years of age or older, not available at retail)

Some examples of court papers that law offices use Certified Mail for delivery include summons, complaints, final court decisions, and various other legal documents. If there is ever a dispute, the signed Return Receipt will be allowed as verification in court.

In short, use Registered Mail if you are sending an item that is valuable such as cash or jewelry. Use Certified Mail if your mailed item does not have a lot of intrinsic value but you need proof of mailing and proof of delivery of the mailpiece, such as when sending tax documents or legal notices.

If the proper amount of time has passed and the item has not arrived, you may submit a search request for your lost mailpiece on the Missing Mail application and/or file a claim. Using the Insurance tracking numbers on the receipt, you can check the delivery status either online at USPS Tracking®.

Certified Mail service provides date and time of delivery or attempted delivery when you access www.usps.com (under “Quick Tools,” click on Tracking) or call toll-free 800-222-1811. Upon request, it also provides a postmarked mailing receipt. This is all you need to do: Complete PS Form 3800.