In today’s world, individuals and organizations often need to provide or retain proof that a mailpiece was submitted to the USPS for mailing or a mailpiece has been received by the recipient. Failure to meet specific requirements may result in fines, making it essential to understand the different products and services available to meet these needs.
Proof of Mailing as a product or service does not exist within the USPS. However, the USPS offers various products that can meet expectations for proof of mailing. It is important to communicate with the relevant entity to ensure compliance with specific requirements.
Products that offer Proof of Mailing:
USPS Retail Receipt
When you present a package for mailing at a USPS retail facility, they will provide you with a receipt. You can retain this receipt as proof of mailing, and it will also list a tracking number. It is important to note that the receipt does not list the recipient address.
Certificate of Mailing
This is a true method for providing proof of mailing through the USPS. To utilize this service, you must complete USPS Form 3817, listing the recipient and address for your 1-3 mail pieces. Each mailpiece must have the required First Class postage affixed to it, and you will pay the fee for service and affix the postage for the service to the Form 3817. Starting 7/9/23 the fee for Certificate of Mailing from Form 3817 will be $1.95. For mailings of more than three pieces, you will need to complete USPS Form 3665, listing all mailpieces in the mailing. The fee for Certificate of Mailing for each piece is $0.57 effective 7/9/23. The USPS will date stamp your form as proof that they received each of those individual pieces in your mail and return it to you. You are responsible for retaining the forms for your proof of mailing.
Bulk Certificate of Mailing
This is a more economical method to receive proof of mailing, accomplished by using USPS Form 3603. Use this form to provide the number of mailpieces, mailing weight, and your information. Affix the applicable fee for the number of pieces you are presenting. All mailpieces must have the applicable USPS First Class postage affixed. The USPS validates that they received the number of mailpieces listed on the Form 3603. Effective 7/9/23 the cost for Bulk Certificate of Mailing will be $10.90 for the first 1000 mailpieces and $1.40 for each additional 1000 mailpieces. You are responsible for maintaining the documentation of what was included in the mailing.
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Products that offer Proof of Delivery:
Certified Mail
This service allows attaching USPS Form 3800 to a mailpiece with First Class Mail postage and Certified Mail fee. It helps verify delivery and disposition of undeliverable mail. Affix the form at the top of the envelope without obscuring postage. Effective 7/9/23 the cost for Certified Mail will be $4.35 plus applicable First Class mail postage.
Certified Mail Return Receipt
This is an additional service that can be used in conjunction with Certified Mail to receive a signed document confirming receipt of a mailpiece. By affixing USPS Form 3811 to a mailpiece with a Certified Mail Form 3800 affixed as well with the form filled out on both the from and the back. Include the fee for the Return Receipt with the total postage. The fee for Return Receipt will be $3.55 effective 7/9/23. You do not need to include Return Receipt to mail Certified Mail; it is a separate service. Mailers also have the option to choose Electronic Return Receipt and receive signature confirmation by email once the mailpiece is delivered.
Registered Mail
For a mailer sending extremely important or valuable items, Registered Mail might be the right solution. All Registered Mail pieces require a signature upon delivery. Starting 7/9/23 the fee for Registered Mail is based upon the declared value of the contents, ranging from $0.00 at $16.80 to $4,001-$5000 at $31.95 in addition to the required First Class postage. Due to the higher level of scrutiny placed upon this service, it is possible that the delivery time exceeds the service level for the Class of Mail used.
In conclusion, choose a mailing service that meets expectations, is cost-effective, and fulfills proof of mailing needs. Communicate with relevant entities to understand specific requirements and avoid fines. Understanding available options helps select the best mailing service for proof of mailing.
