Certified Mail - Supporting Evidence of Mailing

Getting Started

When sending Certified Mail through LetterStream, it's important to understand the various forms of evidence available to confirm that your mail was sent and, if applicable, delivered. This guide outlines the tools and records provided by LetterStream and the USPS to support your mailing activities.

Understanding Certified Mail Delivery

Certified Mail provides tracking and, optionally, a signature upon delivery. However, delivery is not guaranteed by the USPS, as recipients may refuse to sign or accept the mail. In such cases, no signature file will be available. This limitation applies whether you send Certified Mail through LetterStream or directly via the USPS.

Supporting Evidence of Mailing

LetterStream Job Information

Within your LetterStream account, each mailing job includes a timestamp that provides detailed information about each stage of the mailing process.
Hover over the timestamp to see:
- When the job was uploaded to the LetterStream website
- When it was released to our production department
- When it was handed over to the USPS for delivery

USPS Tracking Information and LetterStream Job Proof

Each Certified Mail piece includes a unique tracking number. This number is displayed in:
- The job proof within your LetterStream account
- The USPS tracking information
Matching these tracking numbers allows you to correlate the LetterStream job proof with USPS tracking details, providing evidence of mailing and the USPS's handling of the letter.

USPS Signature File (Electronic Return Receipt)

If you opted for the Electronic Return Receipt (ERR) service and the letter was successfully delivered, the USPS provides a signature file. This file serves as proof that:
- The letter was sent out
- It was delivered to the recipient or returned to the sender
The ERR is accessible through your LetterStream account once the USPS makes it available.