Understanding Certified Mail Tracking Updates
Getting Started
This article explains how LetterStream handles Certified Mail delivery, what each tracking status means, and how to interpret USPS updates in your LetterStream account. While LetterStream guarantees processing within two business days, final delivery is managed by the USPS.
In This Article
- Mail-Out Guarantee vs. USPS Delivery
- How to Track Certified Mail
- Certified Mail Status Definitions
- Understanding Status Box Colors
Mail-Out Guarantee vs. USPS Delivery
- LetterStream Processing: Mail is processed and handed off to the USPS within two business days.
- Delivery Disclaimer: USPS is responsible for the final delivery. LetterStream cannot guarantee their delivery timeframes or successful delivery.
- Tracking: Available USPS tracking events are displayed in your LetterStream account as they are received. USPS tracking is not continuous and may contain delayed, missing, repeated, or out-of-order scans.
How to Track Certified Mail
If your Certified Mail shows a status of "Origin Acceptance", this means the USPS has received the item.
For questions about tracking updates, delivery, or signatures, contact the USPS directly.
Certified Mail Status Definitions
| USPS status | General meaning | Recommended action |
|---|---|---|
| In Transit to Next Facility / Arriving Late | USPS still has the piece, but it is moving later than originally expected. The status may repeat automatically without a new physical scan. | Continue monitoring; contact USPS if the delay becomes significant. |
| Delivery Attempted / Notice Left | USPS reports an unsuccessful delivery attempt. | Recipient should follow the notice or arrange redelivery/pickup. |
| Available for Pickup | USPS is holding the piece for the recipient. | Recipient should contact or visit the listed post office. |
| Delivered | USPS reports delivery. | Allow time for ERR to appear when purchased. |
| Unclaimed | USPS reports that the recipient did not claim the item during the hold period. | It may be returned to sender. |
| Returned to Sender | USPS is returning or has returned the piece. | Review the stated reason and confirm the address before resending. |
| Forwarded | The mail was redirected by USPS. The new destination is typically not disclosed by USPS. | Continue monitoring tracking, as USPS may be routing the item to a forwarding address. |
| Refused | The recipient declined to accept or sign for the mail. It is typically returned to sender. | Confirm the address and recipient details before deciding whether to resend. |
Understanding Status Box Colors
Within your LetterStream account, each recipient has three status boxes with color codes indicating mail progress:
- Light Green: Recent successful status update
- Yellow: Unclaimed or business closed
- Orange: Out for delivery or delivery attempted
- Violet: Forwarded
- Pink: Returned to sender
- Dark Green: Returned (second box turns pink)
- Red: Refused (second box turns pink)
- White: No new USPS updates
These same color codes appear in the tracking status bar at the top of the page.
Note: Our system displays USPS tracking updates as they are received, attempting to offer a complete view of each letter’s journey. In some cases we may show more information that the USPS website. While our tracking details may differ from how USPS shows updates, we do not have any control the information as displayed on their website.