How to Send Certified Mail

Now, talking about Certified Mail… It is very helpful if the recipient claims that they did not receive any mail. Tax documents, default notices, collection letters, personal identity records, healthcare records, time-sensitive correspondence, bank documents, and legal documents can be sent using certified mail.

Below, you will find a step-by-step guide to shipping certified mail online with tools like PostGrid. Furthermore, you can have more time for stuffing or sorting personal matters, and there is less time wasted going to the post office.

There are primarily two ways to send certified mail: offline and online. While the offline method requires you to visit a post office and do everything manually, the online method is pretty simple and can be carried out at your convenience.

However, you need to know how to send certified mail using both ways. You can later decide which method is more convenient for you.

Method 1: How to Send Certified Mail Offline by Visiting the Post Office?

1. Gather Everything That You Need

You need to have your letter typed, printed, and stuffed in an envelope. If you send other direct mail items or packages, keep them ready and take them along to the post office. The front-facing side of your mail should have a return and a mailing address. Don't forget to carry enough money to purchase the postage.

Please note: The certified mail service is only available for mailing within the United States, inclusive of P.O. boxes, APOs, and FPOs. Once you have your mail and the postage ready, you can move ahead and finish the further steps.

2. GFill Out the PS Form 3800

Visit the post office and ask the postal worker for form 3800. This form is used for sending certified mail and is always available at the post office. It is white and green and consists of two parts – a barcode sticker and a perforated mailing receipt.

There is a 20-digit tracking number mentioned at two places in the barcode area. This tracking number is repeated in the mail receipt and enables you to track your mail. So, when using the best-certified mail service, all you have to do is write the recipient's name and mailing address on the receipt in the respective fields.

The barcode is supposed to be stuck on the upper side of your mail, and the receipt is torn off and given to you after getting stamped. It acts as proof of mailing, and you should keep it safe. In the event of non-delivery, it also acts as proof that you had attempted to send the mail.

So, even though your mail is not delivered, you can still present the mailing receipt as evidence in case of a legal dispute. For sending important documents like tax forms – a mailing receipt is a must and can be useful.

If you are thinking, can I send something certified mail online, or you don't want to go to the post office every time you need to send certified mail, or pick up multiple certified mail forms at once? You can then attach the barcode and drop your envelopes at a nearby post office.

3. Determine Whether You Want a Return Receipt

After you learn how to fill out certified mail forms, decide whether you need a return receipt. This receipt is different from the mailing receipt and acts as proof of delivery. Though you already have proof of mailing, it is advisable to opt for a return receipt when sending important documents or critical business correspondence.

It is an additional service that you can avail of for an extra fee, over and above the certified mail fee. If you pay extra, the USPS gives you a return receipt that is supposed to be attached to your mail. This receipt is signed and dated by the recipient on delivery and then mailed back to you. You can store it as evidence that your mail was delivered successfully.

You can choose if you want the return receipt via email or physical mail. The email return receipt costs less and will be sent to you in the form of a PDF – containing the signature of the recipient. Otherwise, it will be sent to you as an offline mail.

You need to pay an additional fee along with the certified mail fee itself, and the amount will be mentioned in the certified mail form. Return receipts are also called green cards in postal terms.

The USPS records and saves the recipient's signature in their database for 2 years – if you opt for a return receipt.

Box 1 of the return receipt needs to be filled in with the recipient's name and mailing address. Next, you are supposed to peel off your barcode area's top line and stick it in box 2.

As mentioned earlier, the tracking number is written in two places in the barcode area – one at the top (which should be peeled off and stuck in box 2 of the return receipt) and one below the barcode, which stays with it. Inbox 3, select “certified mail” as the service type. Return receipts are recognized by law and can be used in legal conflicts.

4. Purchase Restricted Delivery Service

Restricted delivery ensures that your mail is received and signed by the addressee or an authorized agent. Nobody else can receive your mail if you have opted for restricted delivery. Here, you need to know how to send certified mail by restricting delivery.

If you are sending something that should be received only by a specific person, then select restricted delivery. Otherwise, the mail is delivered to any person present at the mailing address, although you can opt for the adult signature service wherein only adults of and above the age of 21 years can receive the mail.

There is another option – adult signature restricted delivery wherein the addressee or an authorized agent should be at least 21 years of age, and only they can receive the mail.

Restricted delivery is an excellent option for sending mail to huge companies where hundreds of people are working, and you want your mail to reach one specific person without fail. The mail will be given only in the hands of the addressee.

It is a good way to guarantee that your mail will reach the addressee and not get lost after it is delivered to someone else. Endorse the restricted delivery column on the certified mail form to avail of this option. The restricted delivery fee is added to the overall postage.

5. Attach the Certified Mail Label and Barcode to Your Envelope

After you have filled in the certified mail form and the return receipt (if you have availed of it), it is now time to attach them to your mailpiece. Remove the sticker from behind the barcode and stick it on the top of your envelope in the center. It should be visible.

On the left side of the barcode, there should be enough space for writing the return address. Similarly, there should be at least 3.5″ spacing between the right edge and the barcode – where the postage will be affixed. The mailing address is written below the barcode.

If you have opted for a return receipt, the barcode's top line is already peeled off and stuck in box 2 of that receipt. Otherwise, this line is not peeled off and is simply stuck with the barcode. The return receipt needs to be stuck on the backside of your envelope.

It is signed and dated by the recipient at the time of delivery and then sent back to the sender. The mailing receipt, on the other hand, is detached from the barcode and given to the sender right at the time of mailing. These steps are the same, even if you are sending packages. The barcode should be stuck on the front side, and the green card should be stuck on the backside.

 Also Read: What is a Mailing House?

6. Select the Mailing Option and Pay the Required Fee

You can either select first class mail or priority mail options – depending on your budget and speed of delivery. Priority mail is expensive but delivers faster than first mail. Moreover, it allows you to send mail weighing up to 70 lbs.

On the other hand, first-class mail is processed and mailed relatively slowly. There are two options under first class – first-class mail and first-class package service. First-class mail can be used for letters weighing up to 3.5 ounces, and first-class package service can be used for packages weighing up to 13 ounces.

Hence, if you want to mail anything that weighs more than that, you have to pay a little more and select the priority mail option. Certified mail is a service added to these mailing options. The certified mail, restricted delivery, adult signature, and return receipt fees are all added over and above the basic postage for the mailing option selected by you. Select an option, choose the additional services, and pay for the total postage.

• The cost to send certified mail is $3.60.
• If you want a return receipt, the additional cost is $2.85 and $1.75 for a hard copy of your receipt and a soft copy, respectively.
• Restricted delivery will cost you $9.15.
• You can avail of the adult signature service for $6.90, and the adult signature restricted delivery service for $7.15

Please note that these rates are post office rates and are subject to change if you are mailing through online service providers.

7. Keep Your Receipts Safe

When you get the mailing receipt after sending certified mail, keep it in a safe location that is easily accessible to you whenever you need it. Learning how to send a certified letter can come in handy anytime if you need to send out an important mail. Store both the mailing receipt and the return receipt.

The mailing receipt has the USPS stamp and date to show that you have mailed something on a particular date. The return receipt confirms that your mail was successfully delivered; it contains the recipient's signature and delivery date. In case of any disputes or disagreements over mail delivery, these receipts act as evidence.

8. Track Your Mail

You can track your certified mail by using a unique tracking number. Just enter the full number in the stated field on the USPS website. The current status of your mail will appear on the screen, through which you can stay updated.

There might be delays in delivering your mail, as there might be no one available at the mailing address or the addressee is not available (in case of restricted delivery). You can track and know when the delivery attempts have been made. You can also call the USPS office and tell them your mail's tracking number to know your mailpiece's status.

 Also Read: US Mail Tracking Through Multiple Shipping Methods

If you know how to send certified mail online, you can opt for this much more convenient and time-saving option. You don't have to visit the post office, get the form and receipts, and fill everything in manually.

An online certified mail example is PostGrid's print and mail API platform that allows you to send certified mail online without having to go anywhere or do anything other than make some clicks on your device.

Though many people have traditionally used the offline method, online ways to send certified mail are getting popular. Hence, sending certified mail online is something you should look into if you are focused on saving time and being more efficient.

1. Sign Up to Ship Certified Mail Online

Create a free account with a web business that offers the USPS-certified mail service. There are several companies dedicated to offering such services online that do not require a minimum or monthly fee. You just need to sign up when, and then you can use it whenever you want. Search for the rates they are offering. 

Also, lookup for the rates of additional services like restricted delivery, adult signature, and return receipt. The rates might be slightly higher than the post office rates as these businesses charge a bit extra for their online services. You can decide if it is worth paying a little extra for the convenience of mailing right from your office or house. 

Make sure you get the tracking number, proof of mailing, and proof of delivery. Companies can sign up on PostGrid's print and mail automation platform to send certified mail accurately and effortlessly. 

2. Set Up a Payment Method

You need to set up a payment method to pay online. You don't need to pay anything until you are sending mail. Most companies offering such USPS services allow making payments through Discover cards, MasterCard, Visa, checks, bank wire transfers, and other online payment methods. It depends on your service provider. Check the available payment options, and then set up a method that works for you.

Well, if you are still thinking about How Can I Send a Certified Letter Online?

Well, what if we say that it is super easy and requires access to a personal computer and even the Internet? Here’s an example of how can you send a certified letter online:

• Drag and drop your CSV or PDF once you are done signing up on PostGrid.
• Click next
• Upload a recipient and the details of the sender just as prompted.
• Select Certified options from the options and fill in the form…
• Once done… Woooshh… You are good to go!

Steps to Send Certified Mails Online

Once, you’ve done it all. Follow the following steps to send certified mail online.

1. Draft Your Letter

You can write a letter with any word-processing software. Alternatively, if you are sending some other documents, you can get them drafted through your CRM or accounting software. With PostGrid, you can draft all your documents on the print and mail & direct mail API platform itself. Checks, bank statements, letters, postcards, brochures, and flyers – can all be drafted through PostGrid's in-built templates.

Your letter's content and format remain the same, irrespective of whether you are sending it offline or online. If you opt for a return receipt, you can include its number on the top of the letter. Add the date of mailing, too, as mentioned in your certified mailing receipt.

2. Scan Your Document

If you already had the hard copy of your document or you needed to print it for signing, scan it and save it as a soft copy. Make sure that the scanned version is clear and easily readable. PostGrid's direct mail software allows you to insert signatures and make edits to your online documents. Digitize your documents and save them on your device.

3. Upload for Mailing

You need to upload your documents to your online service provider's website. They will get them printed and mailed under the certified mail option and also give you the mailing receipt as soon as they are mailed.

4. Select Additional Services

Before paying for the postage and mailing the documents, your online service provider will ask you to make a couple of more selections. You need to decide and select whether you want to opt for a return receipt. If yes, you will need to pay the stated fee.

Similarly, you also need to select whether you want the adult signature and restricted delivery options. All the fees will be added up, and the total postage will appear on the screen. Pay the postage fee using the payment method that you set up earlier.

You no longer need to worry about how to send certified mail online. The online method of sending certified mail reduces the task to a couple of clicks.

Once the postage is paid, the web service will provide you with a tracking number and the mailing receipt. You can select a physical or online copy of a return receipt in the online method, too.

It will be sent to you immediately after the delivery has been completed. Your documents will be printed and mailed in an automated manner, and there is no need for you to visit the post office or stick labels and receipts on your envelopes.

Whenever you are not sure how to fill out certified mail slips or stick the return receipts accurately, go for the online method, as your service provider will get it all done for you.

Sending Legal Documents

You can use it to send court summonses, contracts, notices, or any other legal correspondence. Sometimes, you may need to prove that the recipient received the document. With certified mail, you will receive a receipt of when the item was mailed and a delivery confirmation with the recipient's signature.
This receipt proves you notified the other party of legal disputes or compliance issues. In many jurisdictions, courts accept certified mail as valid proof of delivery. This will protect you from the claims of non-delivery or failure to notify.

Notifying Tenants of Lease Changes

You can use it to send notices of rent increase, lease termination, or change of lease terms to the tenants. This will satisfy legal requirements and provide documentation if the tenants dispute receiving the letter. The signature-upon-delivery feature of certified mail will ensure that the tenant personally receives the notice or someone at the address does.
If the tenant claims they never received the notice, you can present the receipt as proof that it was delivered on time. This will protect you from liability and any delay in legal eviction.

Mailing Tax Documents

Tax documents like amended returns, audit responses, and appeals demand strict adherence to the timeline. If you use standard mail, you won't be able to prove to the IRS or state tax agencies that you have sent the mail. Certified mail will give you the peace of mind you need in these scenarios. You can prove that these time-sensitive notices were sent on time and delivered before the deadline.
Additionally, tax documents contain sensitive personal information. With the tracking and delivery confirmation feature of certified mail, you can ensure that the document will not go missing.

Common Errors You Must Avoid When Sending Certified Mail

Not Requesting a Return Receipt

Sending certified mail alone is not sufficient to get proof of delivery. You need a return receipt, either in physical or electronic form, which will show who signed for the mail and when.
According to USPS guidelines on certified mail, you must request a Return Receipt service to either get a green card or an electronic return receipt.

Writing an Incorrect or Incomplete Address

Any mistake in the address, such as a wrong ZIP code or forgetting to add a suite or apartment number, can cause the mail to be undelivered or delayed. As a result, you might miss a crucial legal deadline.
To avoid this, we suggest you use an address verification service like PostGrid. It will provide a verified, standardized, complete address to ensure timely mail delivery.

Not Storing the Mail Receipt or Tracking Number

People tend to discard the mail receipt or forget to save the tracking number, thinking they no longer need it after sending the mail. However, without this, you won't be able to monitor the real-time status of the mail.
Moreover, you won't be able to check if and when the mail was delivered, and you won't be able to prove the delivery if it is challenged later. Make sure to keep a scanned copy of the receipt. Register the tracking number in your postal account if you are using an online service.

Cost Involved in Sending Certified Mail in 2025

USPS has proposed a change in mailing prices. If the Postal Regulatory Commission approves it, it will take effect on July 13, 2025. The current price, with proposed changes, is mentioned below. To keep a tab on the rate change, visit the official USPS site.

Is Certified Mail Right for Your Needs?

Use this service if you need

Proof of Mailing and Delivery

Use case

1. Sending legal documents to another party.
2. Mailing contract agreements to clients or vendors.
3. Sending time-sensitive tax filings to the IRS.

To Send Time-Sensitive Documents

Use case

1. Notify a tenant of eviction or lease change.
2. Respond to the government notices.
3. Mail audit responses and appeals.

To Communicate With Government Agencies

Use case

1. Filing taxes or amended returns.
2. Disputing a charge or penalty.

How Is Certified Mail Different From Registered Mail?

With PostGrid you can create letters, design, and mail certified mail and return receipts online. Or, if you wish to save more time, and we have built it easily using the dashboard- No, Handwriting Required! Here’s how:

• Sign-in to PostGrid: Connect to PostGrid account where you can create and ship certified mail online.
• Click on “Letters”: As your mailpiece type.

• Click on “Create Letters”: To start creating your Letters, keep questions like can I pay for certified mail online at bay.

• Fill in the details in the form to create letters.

• Upload your Recipients and Select a Template (In case you have one designed or use our dashboard to design one).
• Click on Create….. And, you are good to go!