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A recent Verizon report, cited by Kiteworks, shows that 13.5% of data breaches happened because someone mistakenly sent confidential data to the wrong recipient.
Certified Mail helps prevent such errors by ensuring delivery only to the intended recipient. It adds a layer of security that regular mail can't match. It is the most reliable solution for all your postal mailing needs.
But what is the Certified Mail? Why is it important and when should you use it? Let's dive in and see why this mailing service is a trusted choice for secure communication.
What is the Certified Mail?
Certified Mail is a mailing service provided by the United States Postal Service (USPS). It offers proof of mailing and proof of delivery giving senders and recipients a sense of reassurance.
Senders get unique tracking numbers for their Certified items. They receive confirmation once the mail gets to the recipients. Industries and sectors that highly use Certified letters include:
- Government agencies
- Legal professionals
- Real estate investors and agents
- Financial institutions
- Insurance companies
Unfortunately, it's easy to mistake Certified Mail for registered mail. They might look similar, because both offer tracking and delivery confirmation.
Certified Mail is a more cost-effective option for your standard postal needs. It's also more efficient due to fewer security protocols.
However, Certified Mail is only limited to domestic mailings. Registered Mail is more expensive, but can be used for both domestic and international deliveries.
Certified Mail Benefits
The importance of Certified is anchored in its accuracy and accountability. It gives both senders and recipients peace of mind.
Let's break down some of the perks you can enjoy by using Certified Mail:
Proof of Mailing
Certified doesn't keep senders in the dark. It provides official proof that your item was mailed and delivered. You can track the date and time your Certified item was delivered.
Proof of mailing is essential in scenarios like contract notices and court filings. With Certified, you'll have evidence and avoid potential legal consequences.
Proof of mailing is also key for other purposes, such as:
- Compliance
- Record-keeping
- Dispute resolution
- Accountability
Advanced Tracking
The USPS tracking system begins by scanning a Certified Mail item. It's then accepted into the system's mainstream and delivered to the preferred recipient.
The tracking system shows:
- When the item was mailed
- Processing date and time
- Failed delivery attempt
If no one is available to sign for the item, the Post Office will hold it. The Certified Mail tracking scan will reflect is an item is unclaimed. You can then schedule a second delivery attempt. If the recipient does not pick up the item from the Post Office, the Post Office sends it back to the return address.
Signature Requirement for Delivery
The signature requirement helps serve as proof of delivery. It also helps promote:
- Security
- Legal protection
- Tracking
- Peace of mind
Certified Mail requires the postal worker to get a signature from the recipient upon delivery. Restricted Delivery helps protect the mail from unauthorized individuals accessing it. As a sender, you won't have to worry about someone stealing or losing the mail.
The signature requirement ensures that the recipient can't say they never got the mail. USPS retains the signature for use by both the sender and recipient.
More Cost-Effective
Certified Mail does not include the high costs of express shipping or private couriers. The USPS charges a relatively low fee for tracking and delivery confirmation.
If you're sending contracts or notices, this option offers security without the need for extra insurance. This helps lower the overall security costs.
The signature requirement for delivery eliminates the need for follow-up. You'll save time and money that could be spent making repeated mailings. Thanks to proof of mailing, Certified prevents possible legal disputes, which only incur headaches and legal fees.
The cost-effectiveness of Certified Mail contributes to business efficiency. You can track confidential vendor or customer communications without worrying about the high costs of private courier services.
Centralization
The standardized, traceable, Certified process contributes to centralization. Send Certified Mail uses live USPS postage for centralized tracking that offers reports on all Certified Mail items. Tracking promotes centralization through streamlined documentation and communication.
When to Use Centralized Mail
Certified Mail is for anyone who prioritizes secure mail delivery. Using centralized mail will make your communications more professional and credible. Certified has a variety of uses in legal, business, and personal contexts.
Sending Important Documents
Tracking, proof of delivery, and recipient's signature make Certified a suitable for sending important documents. The high level of documentation protects both the sender and recipient.
Certified Mail can be used to send:
- Court documents
- Eviction notices
- Child custody notices
- Business contracts
- Invoices
- Employee termination letters
- Tax documents
- Property deeds
- Personal certificates
Making Time-Sensitive Communications
Certified Mail service is the best option when there is a deadline. The recipient's signature provides a verifiable record of the time and date of the mail's delivery.
Tracking enables senders to get status updates on their Certified Mail items in real-time. Senders get immediate notifications of any delays, allowing for timely follow-ups.
Certified Mail helps promote legal validity. Regulatory agencies and courts can deliver various documents within the set legal timeframe.
How Send Certified Mail Works
Understanding how Send Certified Mail works will help you avoid mistakes that could lead to delays and unexpected costs. You'll be able to track your Certified item and plan accordingly.
The first step in the Send Certified Mail process is creating a free account.
Once created, easily upload your PDF. Enter your recipient information and return address. Then, select and pay for your mailing options. Services offered include—Certified, Express, First-Class, or Priority Mail. Then, we handle the rest.
Send Certified Mail will print, pack, and mail the item—same-business-day—on your behalf. Skip the trip to the Post Office and save time and money with Send Certified Mail online. Immediately receive a USPS tracking numbers to monitor your mail piece. Optional USPS Return Receipt Signatures is available, along with email delivery notifications at no extra cost.
What Is the Certified Mail? Unlocking Peace of Mind with Every Delivery
Still wondering what is the Certified Mail? It's your guaranteed defense against lost or disputed mail delivery.
Send Certified Mail makes sending USPS Certified Mail online easier and more efficient. Our complimentary 10-year data archive will securely store a copy of each letter, proof of USPS Certified Mail acceptance, real-time delivery tracking, and Electronic Delivery Confirmations.
Your documents deserve more than a stamp. Skip the trip to the Post Office and save time and money with same-business-day print and mail services.
Schedule a free Live Demo with a member of our Customer Support Team to learn more today!