Certified Mail requires a signature from the recipient to complete the delivery. This could be the person who ordered the mail or any recipient authorized by the sender or receiver beforehand. But what is certified mail? This parcel class has implications beyond just a signature, which we will answer in this article.
For most e-commerce stores, using USPS Certified Mail is unjustifiably costly. Leaving the package in the mailbox or doorstep is far more affordable. Even given unlimited funding, certified mail would have downsides since requiring customers to sign for deliveries can cause delivery exceptions and delay fulfillment.
However, some packages or important letters make in-person delivery confirmation necessary, which is why many eCommerce stores could benefit from understanding what is certified mail and how to use USPS Certified Mail.
In this article, we discuss:
- What is USPS Certified Mail
- Issues related to completing certified deliveries
- Options for eCommerce businesses to use certified mail
- How a 3PL can streamline the process
A Brief Summary of USPS Certified Mail
Certified mail, which is always delivered first class, requires the recipient or their representative (such as a receptionist) to sign for the package. Businesses can specify who must sign for it if the contents are sensitive.
This is how USPS Certified delivery works:
- You take the package to the post office in person, either printing the Form 3800 Certified Mail receipt from the USPS website or receiving one at the PO.
- USPS ships your item and sends your business a mailing receipt. This receipt can be viewed on the USPS website by entering the tracking number.
- USPS provides digital verification that the item was delivered or that a delivery was attempted.
- The delivery record, including the receiver’s signature, is stored at the post office for two years to be used for company confirmation or any legal matters. The delivery record is not emailed or mailed to the sender. However, it can be checked by buying a Return Receipt Service from USPS.
- If the package was not delivered due to the signee’s absence at the time of delivery, the item is returned to the post office.
- If no one claims the package in 15 days, it is returned to the sender.
USPS Certified Mail can confirm a sensitive delivery and keep expensive packages safe from being misdelivered. However, the need for a delivery signature leads to issues with delivery exceptions when customers are not there to receive the package. Rather than being able to leave the package in the mailbox, the carrier must keep the delivery. This complicates matters for both the business and the recipient.
Additionally, USPS Certified Mail can be used with other USPS services if an eCommerce business wants to regulate the delivery authorization on their order more closely. These include:
- Certified Mail Adult Signature Required – Only a recipient 21 years or older can sign for the package
- Certified Mail Restricted Delivery – Only the recipient can confirm the delivery (not a family member or receptionist)
- Certified Adult Mail Restricted Delivery – Only a specific recipient or an adult can confirm the delivery
- Shipping Insurance – USPS offers added insurance to protect against lost items, including on Certified Mail deliveries.
Since you must send USPS-certified mail from the post office in person, it cannot be picked up from a warehouse or delivery hub. This costs time and resources. The Certified Mail labels can be printed online beforehand, but the proof of mailing must be presented and confirmed at the post office.
Options for Certified Delivery Services
Certified mail is a USPS-only feature. Despite this, other major mail carriers like UPS and FedEx offer options to require signatures on delivery as proof of receipt, which serves a similar purpose.
FedEx can require a signature on their deliveries. They will post a photo of the signature on the tracking page of your business’s FedEx dashboard. Likewise, UPS can mail you receipts for orders that need delivery confirmation.
However, this does not mean that the other carriers are equivalent to USPS. Certified Mail is both more meticulous and more established. Many legal and governmental agencies will only accept USPS Certified Mail as admissible delivery confirmation.
When Certified Deliveries Fail
Certified Mail cannot be left unattended at the delivery location. If a valid recipient cannot confirm the delivery, the carrier will leave a note and keep the package. Unlike delivery exceptions for regular mail, USPS Certified Mail will not return to retry the delivery.
In the case of a delivery exception, the carrier takes the delivery back to the post office. It will stay there for 15 days when an authorized recipient can use a valid ID to pick up the package. Only recipients pre-determined by the sender can retrieve the package.
After 15 days, the post office returns these deliveries to the business that sent them.
How to Track Certified Mail
USPS-certified mail delivery can be checked online for its deliverUSPS-certified mail delivery’s status. Businesses responsible for this can also opt to receive confirmations from USPS in bulk.
Certified Mail Receipts are available when the order is sent and can be obtained through USPS as a Form 3800. Electronic verification for both successful and attempted deliveries can also be requested.
The Cost of USPS Certified Mail
What is the cost of certified mail? USPS Certified Mail costs a flat rate of $3.55, which does not include postage or a receipt. Businesses that opt to receive return receipts can choose between paper or digital.
For paper receipts, USPS charges $2.85. For email, it costs $1.70.
As you can imagine, paying upcharges for Certified Mail on every order would significantly reduce a business’s profit margins. Therefore, it is vital to understand how and when to utilize USPS Certified Mail in your fulfillment process.
How a 3PL Can Help
3PL services like eWorld Fulfillment offer businesses expertise in navigating the best shipping options for their needs. This includes knowing when to use USPS Certified Mail to confirm deliveries without accruing unnecessary costs.
Since the labels and receipts cost money, it takes time to deliver to the post office, and delivery exceptions can result in complications, Certified Mail should only be used when necessary.
A 3PL can assess a business’s needs and determine the best shipping options for their merchandise.
The Takeaway
USPS Certified Mail is an exclusive service that allows senders to verify deliveries from specific recipients. This service is necessary for any legal or business forms. However, for eCommerce businesses, the question of when Certified Mail is economically viable is essential.
A 3PL has experience navigating the ins and outs of the USPS system and can use this information to optimize your fulfillment process with Certified Mail.
FAQs
What is Certified Mail usually used for?
Certified Mail is commonly used for sending important documents that require proof of mailing and delivery. Businesses, legal professionals, and government agencies often use it for legal notices, tax documents, debt collection letters, official business correspondence, and sensitive personal information such as wills or medical records. Since Certified Mail provides tracking and confirmation of delivery, it ensures that critical documents reach the intended recipient securely.
What happens if no one signs for Certified Mail?
If no one is available to sign for Certified Mail, USPS will leave a notice (Form PS 3849) indicating that a delivery attempt was made. The recipient then has the option to pick up the mail from their local post office within 15 days, request redelivery online or by phone, or refuse the mail entirely, in which case it will be returned to the sender. If the mail remains unclaimed after the 15-day holding period, USPS marks it as “Unclaimed” and sends it back to the sender.
Does Certified Mail require a signature?
Certified Mail requires a signature upon delivery unless the sender waives explicitly the signature requirement. The recipient or an authorized individual must sign to confirm receipt. If the sender opts for Certified Mail with a Return Receipt, they will receive a copy of the recipient’s signature as additional proof of delivery. This extra layer of verification is often used for legal or financial documents that require clear evidence of receipt.
What kind of letters come in Certified Mail?
Certified Mail is often used for official and legal correspondence, including court summons, legal notices, subpoenas, IRS tax documents, audit notifications, debt collection letters, foreclosure warnings, loan modifications, and employment-related communications such as termination notices or severance agreements. Since Certified Mail provides proof of mailing and delivery, it is frequently used when documentation of receipt is legally necessary.