The Benefits of Using Certified Mail for Your Business

Certified mail from the USPS provides the sender with a mailing receipt and electronic verification of delivery or attempted delivery.

Using certified mail for business communications can provide several advantages over standard mail. 

Proof of Mailing 

Certified mail label postal rates are higher than regular mail, but one of the primary benefits of certified mail is that it provides legal proof that the mail piece was sent on a certain date.

The sender receives a mailing receipt with an official postmark from the Post Office, documenting the exact date the letter was mailed. This proof of mailing is important for time-sensitive business communications in case any dispute arises over whether the mail was sent. The certified mail receipt provides solid evidence of when the mailing occurred. 

Tracking and Delivery Confirmation 

Using certified mail provides electronic tracking of the letter's route in the mail system. Senders can go online and see when the certified letter was delivered to the recipient or if a delivery attempt was made. This tracking information allows the sender to verify that important mail reached the intended person. Certified mail essentially upgrades standard business letters and packages with the tracking abilities more commonly associated with priority mail or courier services. The delivery confirmation gives the sender peace of mind that critical documents do not get lost in transit. 

Legal Value 

In a legal sense, certified mail also carries more weight as proof than regular first-class mail. The certified mail receipt is recognized by local, state, and federal courts as valid evidence that a mailing took place and legal notice was provided. For certain types of legal notifications and service of documents, proof of mailing through certified mail may be required. Using certified services lends further legal credibility and accountability to important business mailings. 

Return Receipt Request 

Along with certified mail, senders can also pay a small fee to request a return receipt. This means that the recipient must sign a receipt confirming delivery of the certified mail piece. The signed return receipt is mailed back to the sender as physical proof of delivery to the actual person. For sensitive legal, medical, or financial documents, obtaining the return receipt is recommended. It eliminates any uncertainty over whether the recipient personally received the mailing. 

Secured Delivery 

Certified mail is kept more secure in transit than regular mail. It receives special handling, with locked bins and sign-out procedures for delivery. This provides more protection against the loss of important letters and documents. The certified mail tracking also allows prompt detection if a certified item appears to be lost or delayed. For safeguarding essential business documents like contracts, certified mail with return receipts is extremely useful. 

The certified mail services offered by the Post Office provide businesses with many advantages in accountability, security, delivery confirmation, and legal credibility for important communications.

For certain essential business mailings, the benefits of certified mail are well worth the small additional cost over standard postage. Using certified services where applicable is a smart way for businesses to protect vital documents and transactions.