Washington, D.C.’s Tenant Opportunity to Purchase Act (TOPA), formally known as the Opportunity to Purchase Act, requires property owners to provide tenants with a formal offer of sale before transferring ownership of a rental property.
This notice to tenants is not optional. It must be delivered properly and documented correctly. In many TOPA transactions, USPS Certified Mail is used to create verifiable proof that the letter or package was mailed and entered postal possession.
For property owners, attorneys, and property management professionals, understanding the correct Certified Mail service process is critical to protecting both the transaction and statutory timelines.
This tactical guide explains:
- What the Tenant Opportunity to Purchase requires
- Why USPS Certified Mail is commonly used
- The risks of improper mailing
- How Send Certified Mail streamlines compliance
- Step-by-step instructions for completing a TOPA mailing online
What Is the Tenant Opportunity to Purchase Act?
The Tenant Opportunity to Purchase Act gives tenants in Washington, D.C. the right of first refusal when their rental property is being sold.
Before a sale can proceed, property owners must:
- Deliver a formal written offer of sale
- Provide clear notice to tenants
- Follow strict statutory timelines
- Document proof of mailing
Since deadlines begin running from the date of proper service, documentation matters. If mailing is disputed, sellers may be required to produce a mailing receipt, USPS tracking records, or other evidence showing the notice was properly sent.
Improper service can lead to:
- Delayed closings
- Contract disputes
- Regulatory penalties
- Litigation
In high-value transactions, these risks are significant.
Why USPS Certified Mail Is Commonly Used for TOPA Notices
TOPA does not merely require that notice be created, it must be provable. For this reason, many attorneys recommend sending notices using USPS Certified Mail rather than standard First-Class Mail.
A Certified Mail service provides:
- A unique tracking number
- USPS tracking visibility
- Mailing receipt documentation
- Delivery confirmation
- Optional Electronic Return Receipt
- Optional Restricted Delivery
Certified Mail is different from Registered Mail, which is typically reserved for high-value packages. For legal compliance mail such as TOPA notices, USPS Certified Mail is generally the appropriate solution.
Traditional Certified Mail includes a physical green card Return Receipt option. However, many professionals now prefer Electronic Return Receipt services, which provide a digital PDF signature instead of relying on paper storage.
Some TOPA mailings may also require delivery to PO Boxes. USPS Certified Mail can be delivered to PO Boxes, making it suitable for tenants who receive mail through postal boxes.
Common Risks with Manual Certified Mail
Although USPS Certified Mail provides structured documentation, manual processes can still create risk.
Common issues include:
- Lost green card receipts
- Incomplete USPS tracking records
- Missing acceptance scans
- Clerical errors in addressing
- Misplaced mailing receipt documentation
In a multi-tenant building, managing dozens of separate Certified Mail service transactions increases the risk of human error.
Additionally, understanding Certified Mail cost, including base postage, certified fee, and add-on services such as Restricted Delivery, can become complicated when handled manually at the Post Office.
For these reasons, many legal professionals choose to send Certified Mail online using a secure compliance platform.
Why Legal Professionals Choose Send Certified Mail
Send Certified Mail is the industry leader in online compliance mail, because we remove manual errors and streamline high-stakes mailings like TOPA notices.
Instead of standing in line to send a letter or package, attorneys and property managers can process their USPS Certified Mail online with full documentation.
Send Certified Mail provides:
- Same-business-day print and mail
- First-Class or Priority Mail Certified options
- Electronic Return Receipt (digital signature PDF)
- Delivery confirmation
- USPS tracking with a documented tracking number
- 10-year searchable archive
- Affidavit of Mailing preparation
- Firm Book documentation handling
Legal professionals appreciate that documentation is preserved digitally, eliminating reliance on physical green card storage. Our system also reduces confusion about Certified Mail cost by providing clear pricing before mailing.
For Clio users and legal teams managing multiple transactions, the ability to send Certified Mail directly from a digital workflow adds efficiency while preserving defensible proof.
Step-by-Step: How to Send a TOPA Notice Using Send Certified Mail
Below is the structured process for completing your TOPA mailing correctly.
Step 1: Prepare Your Offer of Sale and Tenant List
Before beginning, gather:
- Final PDF of the offer of sale
- Complete tenant address list
- Department of Housing address (if required)
- Total number of letters to be mailed
Some TOPA matters require sending identical notices to the D.C. Department of Housing in addition to tenant mailings.
Having finalized documentation ensures your mailing timeline remains intact.
Step 2: Select Your Certified Mail Service Options
Choose your preferred mailing class:
- First-Class USPS Certified Mail or
- Priority Mail Certified
Then select documentation enhancements:
- Electronic Return Receipt (recommended for legal documentation)
- Restricted Delivery (if required by counsel)
Electronic Return Receipt replaces the traditional green card and provides a digital record with signature and timestamp.
Step 3: Submit Your Custom Work Order
Navigate to:
Address Labels > Submit Custom Work Order
Upload:
- Tenant address list
- Department of Housing address (if required)
- Final offer of sale document
Using approved formatting templates reduces addressing errors and strengthens compliance documentation.
Step 4: Enter Your Preferred Postmark Date
TOPA deadlines often depend on mailing date. During submission, select your preferred postmark date.
Our same-business-day processing ensures prompt USPS entry and documented acceptance.
Step 5: Review, Approve, and Mail
We prepare mailing proofs for your review before printing.
Once approved, we:
- Print and mail your letters
- Generate USPS documentation
- Handle Affidavit of Mailing and notarization (if provided in advance)
This structured workflow eliminates manual trips to the Post Office and reduces clerical errors.
Step 6: Track and Retain Documentation
After mailing, you can monitor each item using its tracking number within your account dashboard.
Navigate to:
Reports > Summary of Tracking Report
You will have access to:
- USPS tracking updates
- Delivery confirmation details
- Electronic Return Receipt PDFs (if selected)
All records are securely stored for 10 years, protecting property owners and attorneys in the event of disputes.
Why Online TOPA Mailing Reduces Risk
Manual mailing processes introduce avoidable exposure. Lost mailing receipts, incomplete USPS tracking documentation, and inconsistent procedures can create challenges during closing or litigation.
By choosing to Send Certified Mail online through a compliance-focused platform, legal professionals standardize their process and strengthen documentation integrity.
In Washington, D.C., where the Tenant Opportunity to Purchase law is closely scrutinized, consistent proof of mailing supports smoother transactions.
Protect Your TOPA Transaction with Documented Proof
The Tenant Opportunity to Purchase Act requires precision. Properly delivering your notice to tenants using USPS Certified Mail helps establish verifiable timelines and preserve compliance.
By combining Certified Mail, Electronic Return Receipt documentation, long-term digital storage, and streamlined processing, Send Certified Mail provides a modern solution to a highly regulated mailing requirement.
Get Started Today
Create a free account to get started today.
Schedule a free Live Demo with a member of our Customer Support Team to see how our tools support your TOPA compliance mail needs.