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Certified Mail is a mailing service offered by the United States Postal Service that gives you proof of mailing and delivery. It includes a mailing receipt, a unique tracking number, and a signature requirement at the time of delivery. Many people use certified mail when they need documentation showing that an item was sent and received, such as legal notices, tax documents, or official business communications.
Anyone can send certified mail. The sender completes a Certified Mail form, attaches it to the envelope or package, and pays an additional fee on top of regular postage. When the item is delivered, USPS collects a signature and records the delivery details for future reference.
Certified Mail is often chosen for situations where you need clear delivery confirmation, a reliable chain of custody, or documented proof that a communication reached its destination.
Certified mail gives you three essential things: documented proof that you mailed something, a way to track it, and confirmation when it arrives.
When you drop off certified mail, USPS hands you a receipt showing the date you mailed it along with a unique tracking number. You can enter that number on the USPS website to follow your item as it moves through the postal system.
With certified mail, you receive:
USPS stores delivery signatures on file. If you need a copy for legal, business, or compliance reasons, you can request one at any time during their retention period.
Sending certified mail takes a few more steps than regular mail, but the process is simple.
Certified Mail can only be sent with First-Class Mail or Priority Mail. It cannot be added to Media Mail or other discounted mail classes. To begin, fill out Form 3800—the green and white Certified Mail form—available at any post office. This form includes your tracking number and becomes your receipt.
The certified mail process:
Certified mail travels at the same speed as the mail class you choose. It does not receive faster handling; its value is in the tracking and signature.
Certified mail is ideal when you need proof that a specific person or business received your communication. It’s commonly used for legal, financial, and official documents where documentation is required.
Common uses include:
Businesses also use certified mail to confirm that customers received important notifications, such as contract terminations or compliance updates.
If nobody is available to sign at the destination, USPS leaves a notice and attempts redelivery. Recipients may also pick up the item at their local post office.
Certified and Registered Mail both provide proof of delivery, but they offer different levels of security and handling.
Certified mail provides tracking and a delivery signature but travels with regular mail. It is the better choice for documents that are important but not highly valuable.
Registered mail provides the highest security USPS offers. It is tracked at every handoff, stored in locked containers, and can include insurance up to a high value. Because of this, it is significantly more expensive.
Key differences:
Choose certified mail when the goal is proof of delivery. Choose registered mail when the item itself is valuable or irreplaceable.
Your certified mail tracking number appears on your Form 3800 receipt. You can enter this number on the USPS tracking page to follow your mail.
Tracking updates include:
USPS keeps certified mail tracking and delivery information for two years. If delivery fails after multiple attempts, the item is returned to the sender, and this appears in tracking as well.
Certified Mail uses a flat service fee added to your regular postage. Fees remain the same nationwide and do not change based on distance or destination within the United States.
In addition to the standard certified mail fee, USPS offers optional services:
Return receipts provide hard-copy proof of delivery, while electronic receipts offer a lower cost, faster alternative. Restricted delivery adds another layer of security but can increase the chance of missed deliveries.
Certified mail is manageable when you send one or two letters. But when you’re sending dozens, hundreds, or thousands, the process becomes time-consuming.
Lob’s direct mail platform automates certified mail end-to-end. You upload your data, select certified mail, and Lob handles printing, assembly, certified tracking forms, postage, and delivery.
Instead of managing individual tracking numbers, you can view all certified mail activity in a single dashboard. You can also download delivery confirmations, automate notifications, and connect certified mail to your existing systems through the Lob API.
Benefits of using Lob for certified mail:
This is especially useful for legal notices, compliance communications, customer notifications, and any use case where proof of delivery matters.
Frequently asked questions about certified mail
FAQs
How much does certified mail cost?
Certified mail requires an additional fee on top of regular postage. Costs vary with USPS rate updates and with optional services such as return receipts or restricted delivery. When you send certified mail through Lob, it is available as an add-on service within your workflow.
What is the difference between certified and registered mail?
Certified mail provides proof of mailing, tracking, and a delivery signature. Registered mail offers those features plus the highest security USPS provides, making it suitable for valuable or irreplaceable items.
Can certified mail be delivered to a PO Box?
Yes. USPS leaves a delivery notice in the box, and the recipient must sign for the item at the counter.
What happens if no one is available to sign?
USPS leaves a notice and attempts redelivery. The recipient can also pick up the item at their local post office. After repeated failed attempts, the item returns to the sender.
How long does certified mail take to deliver?
Certified mail moves at the same speed as First-Class or Priority Mail. The service adds tracking and signature requirements but does not speed up delivery times.
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