In today’s digital-first world, almost everything is done online. From banking to contracts to client communication. So, it’s natural to ask: “Can a letter be sent electronically?”
The short answer: yes! Though, it depends on the type of letter and the level of proof required. Sending an email is electronic communication, but in most legal and compliance contexts, email alone is not enough. Courts, auditors, and regulators require proof of mailing and delivery, which email cannot provide.
That’s where Certified Mail sent online bridges the gap. By uploading a letter electronically with Send Certified Mail, you can have it mailed through USPS with proof of delivery, while enjoying the convenience of digital preparation, tracking, and archiving.
For a complete overview of Certified Mail online, see Send Certified Mail Electronically Without Going to the Post Office.
Traditional Mail vs. Electronic Letters
Traditional Mail
- Printed at home or office.
- Placed in an envelope, stamped, and mailed through USPS.
- Tracking only if sent via services like Certified Mail, Priority Mail, or Registered Mail.
- Records are manual (green card Return Receipts, paper logs).
Electronic Letters
- Created as a digital document (PDF).
- Uploaded to Send Certified Mail.
- Mailed on your behalf via USPS, with tracking, proof of mailing, and delivery confirmation.
- Stored in a secure 10-year digital archive.
Electronic mailing allows professionals to maintain compliance and efficiency without physically visiting the Post Office.
Email vs. Certified Mail Online
It’s important to distinguish between sending an email and sending a Certified Mail letter electronically:
- Email: Fast, convenient, but not legally binding as proof of delivery.
- Certified Mail Online: Combines electronic preparation with USPS’s official Certified Mail service, which is legally recognized in court, by auditors, and by regulators.
For example, an attorney cannot prove in court that an email was opened or read. But a Certified Mail delivery record provides USPS documentation that the letter was mailed and received (or delivery was attempted).
When Is an Electronic Letter Legally Valid?
Legal and compliance rules often specify that certain notices must be sent by Certified Mail or another USPS service.
Examples include:
- Foreclosure and eviction notices.
- IRS or tax notifications.
- Insurance policy cancellations.
- Loan default letters.
- Government compliance notices.
In these cases, preparing a letter electronically is valid if it is mailed via USPS Certified Mail. Send Certified Mail digitize the front end of the process, but the mailing itself is completed by USPS.
How to Send a Letter Electronically with Certified Mail
The process is easy:
- Upload Your Letter
Log in to SendCertifiedMail.com and upload your document as a PDF. - Choose Mail Class
Select First-Class, Certified, Priority, or Express Mail. Choose Certified Mail for legal proof or First-Class Mail for routine correspondence. - Select Add-Ons
- Electronic Return Receipt (ERR): Faster, digital proof of delivery.
- Compliance Copy: Send both Certified Mail and a First-Class backup with one upload.
- Mailing & Processing
Your letter is printed, prepared, and handed off to USPS the same-business-day. - Proof & Archiving
All records, mailing receipts, delivery scans, and signatures, are stored securely in your account for 10 years.
This combines the convenience of digital preparation with the legal validity of USPS mail.
Advantages of Sending Letters Electronically
Time-Saving
- Skip the trip to the mailroom and Post Office.
- Upload multiple documents at once for batch mailing.
- Same-business-day processing ensures fast delivery.
Compliance-Friendly
- Proof of mailing and delivery stored digitally.
- Court-accepted documentation.
- Eliminates lost green cards or missing receipts.
Secure & Reliable
- USPS handles final delivery.
- Records are archived for 10 years.
- Meets legal standards across industries.
Flexible Options
- Send Certified Mail for compliance.
- Use First-Class Mail for everyday communication.
- Add a Compliance Copy for double assurance.
Use Cases for Electronic Letters
Legal Professionals
Attorneys frequently send eviction notices, foreclosure letters, and court filings. Certified Mail online ensures proof for court without wasting time at the Post Office.
Financial Institutions
Banks send delinquency letters, loan default notices, and compliance communications. Electronic Certified Mail reduces overhead and provides organized digital records.
Insurance Companies
Insurers must notify policyholders of cancellations or changes. Certified Mail online offers proof for regulators and reduces disputes.
Property Managers & Landlords
Eviction and lease termination notices must often be sent by Certified Mail. Electronic preparation saves landlords hours and provides protection against tenant disputes.
Government Agencies
From compliance warnings to regulatory notices, Certified Mail online allows agencies to meet requirements efficiently.
The Role of Compliance Copy
A powerful feature of the Send Certified Mail platforms is the Compliance Copy option.
When selected, your uploaded letter is mailed via Certified Mail (for proof) and via First-Class Mail (for added visibility).
Benefits include:
- Double reach: Ensures the recipient has more than one chance to see the notice.
- One-step convenience: Upload once, mail twice.
- Peace of mind: Certified Mail for compliance, First-Class for communication.
This feature is particularly valuable in legal contexts where timely notice is critical.
Future of Electronic Mailing
As more businesses move processes online, demand for digital-first mailing solutions will continue to grow. While USPS services like Certified Mail remain the gold standard for compliance, Send Certified Mail continues to expand convenience with features like:
- Automated integrations with practice management software (e.g., Clio).
- Batch mailing for firms and enterprises.
- Digital Return Receipts for faster recordkeeping.
- Expanded reporting dashboards for compliance reviews.
FAQs About Electronic Letters
H3 Q: Is email the same as sending a letter electronically?
A: No. Email is electronic communication, but does not provide legal proof. Electronic Certified Mail combines digital preparation with USPS delivery, which is legally recognized.
Q: Can I send all mail electronically?
A: You can prepare most mail electronically, but USPS still physically delivers Certified and First-Class letters.
Q: Do electronic letters count in court?
A: Yes, if mailed as Certified Mail. Courts recognize USPS delivery records and signatures as proof.
H3 Q: How long are electronic records stored?
A: With Send Certified Mail, all records are archived for 10 years.
Get Started Today
Yes, a letter can be sent electronically, but not all electronic communication is legally valid. Email is not enough for compliance. Only Certified Mail sent online provides the proof required by courts, regulators, and auditors.
Schedule a Live Demo with our Customer Support Team to learn more.
With Send Certified Mail, you can upload documents electronically, mail them via USPS the same-business-day, and access proof anytime. It’s the modern solution for legal professionals, banks, insurers, and businesses that need both convenience and compliance.
Additional Resources
Can Certified Mail Be Sent Electronically?
How to Get Certified Electronic Mail Online
Does USPS Electronic Signature Work for Certified Mail?
Does FedEx Offer Certified Mail Service?
What Is Digital Certified Mail?
What Is the Cheapest Way to Send a Certified Letter?
Is Online Certified Mail Legit?
Is Priority Mail the Same as Certified Mail?
Can You Send Certified Mail Through UPS?