Proof of Mailing, USPS Tracking & Delivery Confirmation Online
The Electronic Delivery Confirmation Report from Send Certified Mail provides digital documentation showing key mailing and delivery activity for USPS Certified Mail letters.
For businesses that rely on compliance mail, legal notices, financial communications, tenant notices, healthcare correspondence, IRS documents, or other important mail, delivery documentation matters. The Electronic Delivery Confirmation Report helps organizations access proof of mailing, USPS tracking activity, and delivery confirmation from one secure online platform.
Instead of relying on paper receipts, manual USPS tracking searches, or physical filing systems, Send Certified Mail helps users centralize mailing documentation online for easier access, stronger organization, and long-term record retention.
What Is an Electronic Delivery Confirmation Report?
An Electronic Delivery Confirmation Report is a digital report that provides evidence of mailing and USPS delivery activity for a Certified Mail letter.
With Send Certified Mail, the report helps document important mailing details, including when USPS accepted the mail piece and when delivery occurred. This makes it valuable for businesses that need proof of mailing, proof of delivery, or organized mailing records for compliance, audits, disputes, and internal reporting.
Electronic Delivery Confirmation Reports are available online and can be accessed as part of your Send Certified Mail account records.
What Information Is Included in the Report?
The Electronic Delivery Confirmation Report includes important mailing and tracking details related to your Certified Mail letter.
The receipt shows the following information:
- Return Address- In the event the letter is not delivered, it will be returned to this address.
- USPS Electronic Postmark- This provides each Certified Mail letter with evidence of the mail date.
- USPS Certified Mail Number- This 22-digit tracking number begins with 94 and is unique for each mailing. This number is used to link your letter to the USPS Certified Mail label with your data. It can be used on usps.com or our internal tracking and reporting system.
- Delivery Address- This is the street or PO Box delivery address used on your Certified Mail Label.
- Label Reference- This allows custom reference information. Such as, client project numbers, billing codes, or other unique, in-house data points that you desire to link to the certified letter. The reference information can contain up to 256 characters separated by a comma for long-tail search and reporting.
- Proof of Mailing- USPS Tracking data updates hourly and the detailed delivery activity from USPS is reflected in the Electronic Delivery Confirmation report. Tracking begins when a Certified Mail Label is created. The tracking data is activated within USPS to provide evidence of mailing beginning with the Electronic Origin Acceptance date and time scan which provides a date and time as proof your item was accepted into the United States Postal Service letter stream.
- Delivered- This is the final USPS tracking scan that provided proof of delivery. The information is reported in the detailed event information by the local Post Office. It includes the date and time the item was delivered. USPS is required to collect a Signature for each letter delivered. The Return Receipt Electronic Signature PDF can be purchased at the time of mailing.
To modify your account settings, log into your Send Certified Mail account. On the red navigation bar, select “Management”, “Administration”, and “Mailing Profile”. Then, you can add, edit, or remove the email address for the Delivery Confirmation email. Click “Next” to save and exit.
Why the USPS Acceptance Scan Matters
The USPS Acceptance Scan is one of the most important parts of the Electronic Delivery Confirmation Report.
This scan confirms when USPS accepted the mail piece into the mail stream and helps establish the official mailing date and time. For compliance-driven communications, this can be critical.
Organizations often rely on Acceptance Scan documentation for:
- Legal notices
- IRS and tax correspondence
- Tenant notices
- Financial disclosures
- Regulatory communications
- Healthcare notifications
- Time-sensitive business mail
When documentation matters, the Acceptance Scan helps show that the mail piece entered the USPS system and began its delivery journey.
Delivery Confirmation and USPS Tracking Activity
The Electronic Delivery Confirmation Report also helps document delivery activity after the mail piece moves through the USPS network.
USPS tracking information may show in-transit events, delivery attempts, and final delivery confirmation. Once delivered, the report helps provide documentation of the delivery event, including the date and time shown through USPS tracking activity.
For businesses, this helps reduce uncertainty and improves visibility into important communications. Rather than manually searching tracking numbers one by one, users can access mailing and delivery documentation through the Send Certified Mail platform.
Electronic Delivery Confirmation vs Return Receipt Electronic Signature
The Electronic Delivery Confirmation Report and the Return Receipt Electronic Signature Report are related, but they serve different purposes.
The Electronic Delivery Confirmation Report helps document mailing and delivery activity, including proof of mailing and USPS tracking events.
The Return Receipt Electronic Signature Report provides recipient signature documentation when Return Receipt Electronic service is selected.
Many organizations use both reports together to maintain a stronger compliance record. The Electronic Delivery Confirmation Report helps show mailing and delivery activity, while the Return Receipt Electronic Signature Report provides signature proof when needed.
How Long Are Reports Available?
Send Certified Mail provides long-term access to mailing records and reports for up to 10 years.
This is especially valuable for organizations that need to retrieve documentation months or years after a mailing was sent. Instead of searching through filing cabinets, lost green cards, or scattered paper receipts, users can access historical records online through their account.
Long-term report access helps support audit readiness, compliance documentation, legal defensibility, and operational record retention.
How Send Certified Mail Helps
Send Certified Mail is designed for businesses and organizations that need more than basic mail delivery. Our platform helps streamline the entire mailing workflow from document upload to USPS tracking and long-term record retention.
With Send Certified Mail, users can upload documents online while we handle printing, mailing, USPS processing, tracking, reporting, and digital record storage.
Organizations use Send Certified Mail to:
- Send USPS Certified Mail online
- Access Electronic Delivery Confirmation Reports
- Retrieve proof of mailing and proof of delivery
- View USPS tracking activity
- Receive Electronic Return Receipts
- Store records securely for up to 10 years
- Eliminate trips to the Post Office
This helps businesses save time, reduce manual record keeping, and improve visibility into important mail.
