Certified mail involves many extra steps versus standard statements or letters. As it’s a special class, many companies believe it’s not something they can outsource. The good news is that you can tap experienced print and mail companies to produce transactional certified mail. Learn how it works.
What Is Transactional Certified Mail?
Certified mail is a class of mail that requires a verification of delivery by the USPS. Typically, the recipient must sign for it (physically or digitally), and the sender receives the “receipt” for this. There is a record of delivery, which is why many companies use it for urgent and important communications. It’s usually an electronic verification via email.
Transactional certified mail is within this same group. The difference is that the communication has regulatory requirements because it contains either personally identifiable information (PII) or protected health information (PHI). Examples include collection letters, checks, and final notices from lenders or utilities.
How Does Outsourcing Transactional Certified Mail Work?
In many cases, companies must create certified mail manually. Since mail operations aren’t the core competency of most organizations, they don’t have the specialized workflows or technology to automate it. Thus, it can become overwhelming and a drain on resources.
Outsourcing begins with data transfer, just as any of your jobs do. Those letters designated as certified go into an automated separate workflow. Envelopes receive the proof of mailing manifest, in-route letter tracking, and final electronic return receipt (ERR). There is no need for forms or stickers, which are part of the manual process.
Additionally, you don’t lose control of being able to track these, as you’ll have access to that information from your provider. We provide this through our online business document portal, trakPCI. You can log into the system and see the letter’s journey in near real-time. trakPCI can house the electronic notification return receipts from certified letters.
Does Outsourced Transactional Certified Mail Include All the Standard Features?
Yes, there’s no difference between what a vendor provides versus what you’d receive doing it yourself. Proof of mailing, tracking, delivery confirmation, and return receipt are all part of the service.
What Are the Benefits of Outsourcing Transactional Certified Mail?
Beyond the time savings, you can realize many other benefits by using a professional printer. Those include:
- Sending to P.O. boxes
- An automatic archive record of the receipt for use in legal proceedings or compliance audits
- Less returned mail throughaddress hygiene scrubbing, so you send it to the right place the first time
- Cost savings since transactional print companies have greater volume
- The ability to opt for return receipt restricted delivery, which requires only the addressee or their authorized agent to accept delivery
Is Outsourcing Certified Transactional Mail For You?
Whether you generate five or hundreds of certified letters each month, outsourcing this and all your transactional communications brings benefits and reduces inefficiencies. You still have complete visibility into your jobs when you leave it to the professionals. You’ll save money and have easy access to tracking.
We’ve made certified mail solutions easy and simple for our customers. Learn more about our capabilities today.
