Certified Mail - Supporting Evidence of Mailing

Getting Started

Sometimes Certified Mail may not be successfully delivered. This can happen for several reasons, and the USPS typically provides tracking details explaining what happened during the delivery process. It is important to note that the USPS does not guarantee delivery of Certified Mail because recipients cannot be forced to sign for or accept a letter.

If a letter is not delivered, a signature file will not be available. However, there are still several ways to show proof that your documents were mailed through the OnlineCertifiedMail system.

In This Article

• When Certified Mail Is Not Delivered
• Order Confirmation Email
• Mailing History
• USPS Tracking Information and Proof
• USPS Signature File (Electronic Return Receipt)

When Certified Mail Is Not Delivered

Certified Mail may sometimes go undelivered for a variety of reasons. When this happens, the USPS generally provides tracking information describing why the delivery was unsuccessful.

Because recipients are not required to accept or sign for Certified Mail, the USPS cannot guarantee that a letter will be delivered. If the letter is not delivered, there will be no signature file available.

Order Confirmation Email

After submitting a letter, you will receive a confirmation email from LetterStream with the subject “LetterStream Job Completed.”

This email provides:

• Confirmation that your letter was processed
• The date your letter was handed off to USPS

This serves as an initial record that your letter was sent.

Mailing History

Your OnlineCertifiedMail account also keeps a record of every letter you send.

You can view this information on the History page by clicking the green History button in the upper-right section of your account.

The History page displays details for each letter, including:

• Tracking number
• Date the letter was sent
• Address information
• Letter proof

USPS Tracking Information and Proof

Each letter includes a USPS tracking number that connects your internal records with USPS data.

You can view tracking in two ways:

• Inside your OnlineCertifiedMail account (by selecting View Letter)
• On the USPS website using the tracking number

Tracking updates confirm when USPS received the letter. For example, a status like “Accepted at USPS Origin Facility” shows the date and time USPS took possession of the mail.

Because the same tracking number appears in both your account and USPS records, they can be matched together to verify mailing activity.

USPS Signature File (Electronic Return Receipt)

The USPS Certified Mail Signature File, also known as the Electronic Return Receipt (ERR), will be available if the letter was successfully delivered.

This document provides:

• The recipient’s signature
• Confirmation of delivery or return

It serves as proof that:

• The letter was mailed
• The letter was delivered (or returned)

You can download this file from your account once it becomes available. For more information on accessing it, click here.