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.

In This Article

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

In addition to tracking information, there are a several ways to confirm that your mailing was processed and sent:

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

LetterStream Emails

  • After your job is approved, you’ll receive an Order Confirmation email.
  • Once the mailing is processed and mailed, you’ll get a Job Complete email that same day.
  • Searching your email inbox for the specific Job ID can help you find these records.

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.

Electronic Return Receipt and Signatures

USPS requires a signature before completing delivery of Certified Mail. The person signing may be the named recipient or another individual authorized to receive mail at the address.

However, the sender does not automatically receive a copy of that signature.

Electronic Return Receipt must be selected when the mailing is created for the available signature record to be returned through LetterStream. It cannot be added retroactively after the job has been submitted or mailed.

When USPS successfully delivers the letter, captures a signature, and provides the record, the Electronic Return Receipt may include:

  • The recipient’s signature
  • The printed name of the person who signed
  • The delivery date
  • Delivery information supplied by USPS

If Electronic Return Receipt was not included with the original mailing, USPS may still have collected a signature, but that signature will not be available through LetterStream.

Evidence of Returned Mail

An Electronic Return Receipt is not proof that a letter was returned to the sender.

Evidence that USPS returned a letter may instead include:

  • USPS tracking events showing refusal, unclaimed mail, an address issue, or return to sender
  • The reason shown in the tracking record
  • The physical returned envelope
  • A USPS label, stamp, or marking on the returned envelope

The physical envelope may contain more specific information than the online tracking record.

LetterStream cannot verify what occurred during delivery or confirm that a USPS return marking accurately reflects the circumstances. We can only explain the information USPS provides.