As with any type of mailed communication, transactional letters can include USPS services for certified mail. In some cases, there may be USPS certified mail questions you have about the requirement to validate delivery within a specific timeframe.
Because certified mail has different characteristics, we often receive questions from our clients. Keep reading to get the answers to those most common ones.
What Is USPS Certified Mail?
USPS certified mail is a class of mail that provides a “receipt” back to the sender of delivery confirmation or attempt. It’s a verification of the outcome. USPS maintains delivery records with the recipient’s signature for two years.
What Options Are Available for Receipt?
Senders can choose the type of receipt. It can include electronic delivery only or as an addition to the paper return receipt. If electronic, it’s an email communication that notes the date and time of delivery.
The return receipt with the signature of the addressee is also an option for electronic notification. It will show the actual signature in addition to the delivery date and address if different from the original one. You have the choice to limit delivery to the recipient, as well.
When Does USPS Certified Mail Make Sense for Transactional Communications?
The most common use of certified mail in transactional letters is when there is a timeframe requirement per regulations or other rules. Another use case is to ensure the addressee receives the letter as proof in legal proceedings.
You may choose to use USPS certified mail for:
- Collection letters
- Check mailings
- Final notice bills
- Time-sensitive and urgent documents
Can Businesses Manage Their Own Transactional USPS Certified Mail?
In practice, any company can handle transactional certified mail in-house. However, the more of these you send, the more time-intensive it becomes. Most organizations must do this manually, so they need resources to facilitate it. It’s just not practical in the long run.
How Does Certified Mail Work in a Transactional Automated Framework?
Transactional print and mail companies like PCI Group have sophisticated, automated processes for the production of these documents. You may have concerns about the ability for this to occur in such an environment.
However, all we do is transactional mail and have a workflow that ensures accuracy and efficiency through automation. We do this by preparing each envelope to have:
- Proof of mailing manifest
- In-route tracking of letters
- Final ERR (electronic return receipt) for confirmation
There are no forms or stickers in this automated solution.
How Can Senders Track Certified Mail?
You can track and monitor all mailings, including certified letters, through our online portal, trakPCI. It’s an online document management system with real-time updates on delivery.
You’ll be able to view all certified jobs and where they are in the mail stream.
Is Certified Mail the Same as Registered Mail?
Certified mail and registered mail are similar but not the same. Registered mail only provides sender package updates of the shipment process. Whereas certified mail offers verification of delivery or attempts.
What Are the Benefits of Outsourcing Certified Mail to Transactional Mail Companies?
The key benefit is that it transitions the process from manual to automated, saving time and money. Other advantages make this a smart choice, as well.
You can send these to P.O. boxes if that’s the only address of record. Sending USPS certified mail in this way automatically generates a record for your archives. This information will be useful in legal issues or compliance audits.
Accuracy in sending these documents to customers will also improve, as we use advanced technology and processes. These principles earned us an industry-leading 99.9999% accuracy rating.
You can be assured of the protection of this confidential data with providers that have robust controls in place. Finally, there are significant cost savings when you outsource this work.
Do You Have More USPS Certified Mail Questions?
If you have more USPS certified mail questions, we’re happy to answer. Contact us today for a free discovery meeting to discuss all your transactional print and mail mail needs.
