Despite the massive growth in electronic mail, traditional mail is here to stay. If it weren't, the United States Postal Service (USPS) wouldn't have made $144 million in net income during the first quarter of fiscal year 2025 (as reported by the Federal News Network).
Traditional postal services have come a long way from being "snail mail." Thanks to solutions like Send Certified Mail, mailing by post has become faster, more convenient, and even easier to track!
However, committing mistakes when sending a Certified Mail letter can still lead to non-delivery. For this reason, knowing these errors and how to avoid them is crucial to ensure safe and prompt receipt of your mail.
Below you will find insights into these mistakes and the correct steps on how to Send Certified Mail.
Not Specifying You Want (or Need) Certified Mail
Certified Mail is one of the USPS's many "Extra Services." As an Extra Service, you must purchase this "numbered" service at the time of mailing. So, if you fail to specify that you want this service, your letter will get mailed via traditional snail mail.
USPS Tracking information is one of the primary advantages and benefits of Certified Mail over regular First-Class Mail. USPS Tracking is a system that provides a tracking number that allows senders and recipients to monitor the item's journey. Furthermore, Certified Mail requires the signature of the recipient upon delivery.
These features make Certified Mail an ideal option for sending letters that require proof of mailing and proof of delivery. If you need to send any of the following, please ensure you opt for Certified Mail.
Time-Sensitive Letters
For time-sensitive letters, materials, or documents in which proof of delivery and receipt is of utmost importance, Certified Mail is worth the investment. You can take advantage of the tracking number to check the status of your items, from its dispatch to delivery. Including the recipient's captured signature. Such information can help mitigate disputes that may arise due to shipping and delivery concerns.
Legal Letters
If you must send legal letters, you'd want to ensure that their intended recipients have received them. So, it's best you use Certified Mail for things like:
- Notarized documents
- Legal agreements
- Notices (e.g., eviction notices to tenants)
- Legally binding contracts
Certified Mail requires a signature upon delivery. So, you can rest assured that the recipient has indeed received the item. Thus, giving you peace of mind.
Other Letters With Sensitive Information
According to the United States Postal Inspection Service, Postal Inspectors arrest mail and package thieves by the thousands each year. From 2018 to 2023 alone, they arrested nearly 9,000 individuals suspected of committing mail and package theft!
Even if you're only sending certified letters, such as, landlord-tenant agreements or tenant notices, and not "valuables" per sé, it is still best practice to use Certified Mail. By doing so, you can protect yours and the recipient's personal and perhaps financial information. If criminals get their hands on sensitive letters, they can use the information contained within to commit fraud or identity theft.
Failing to Check for Misspellings
Some of the most common language-related mistakes people make are misspellings.
Misspellings can be an embarrassing situation. When it comes to sending Certified Mail, incorrectly spelled words, especially in your or the recipient's address, can result in return or delivery problems.
Make this mistake and your certified letter may never reach its intended destination. Much less its recipient. You may also experience issues with its recovery if you misspell your details, such as your return address.
For those reasons, always proofread and check that all pertinent details of the letter are accurate and correctly spelled.
Discarding Proof of Mailing and Receipts
Another of the most common Certified Mail mistakes people make is failing to keep records of mailing transactions and receipts. You must retain these records, as they serve as evidence that you indeed initiated and paid for sending the letter.
Moreover, USPS receipts contain the Certified Mail Tracking number. You can use this number to monitor your letter's journey as it moves from the Post Office. Making its way to the intended recipient.
The ability to track your certified letters can give you and the addressee peace of mind. It lets you determine the items' status, such as if they are:
- On the way to the USPS
- Already at the Post Office
- In transit
- Out for delivery
- Delivered
Send Certified Mail offers exceptional organization and peace of mind with the 10-year data archive. A copy of each letter, it's tracking records, and delivery reports are securely stored using bank-grade encryption for 24/7-365, on-demand access.
Hassling Yourself to Go to the Post Office
Traditionally, you'd have to physically go to the mailroom and Post Office to send letters via Certified Mail. Thankfully, this is no longer the case today, as you can use the reputable, reliable shipping and postal services that our company, Send Certified Mail, delivers.
Through our innovative solutions, sending First-Class, Certified, Priority, and Express Mail has become more convenient. Just upload your PDF letter file and we will print, pack, and mail your letter the same-business-day. All from the comfort of your home or office.
Receive immediate tracking information and optional Affidavit of Mailing.
Make Sending a Certified Letter Easier
From failing to specify you want Certified Mail to not checking for misspellings and discarding receipts and transaction records, these are just some of the common mistakes people make when sending a certified letter. To ensure that your intended recipient will receive the mail you send, make sure you avoid these costly errors.
Send Certified Mail makes sending U.S. Mail fast and affordable. Established nearly 20 years ago, our company has since grown to become the industry leader in online USPS Certified Mail mailing services. Through our reliable, customer-centric services, we've been able to garner the trust of hundreds of thousands of clients worldwide. Including Fortune 500 companies.
Get started by creating your free account with us today!
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