Certificate Mailing

What is a Certificate Mailing? Certificate of Mailing vs Certified Mail

Certificate of Mailing
30 Nov, 2023

A certificate mailing is a service offered by the United States Postal Service (USPS) that provides evidence that a mail piece has been presented to the USPS for mailing. It is an official record that shows the date your mail piece was accepted by the USPS. This certificate is a receipt that simply provides evidence that a mail piece has been presented to the USPS for mailing. It can be used for domestic and international mail. The concept of a certificate of mailing offered by USPS is essential in ensuring the documentation and proof of shipment for various items sent through the mail. This official document holds significant importance for individuals and businesses, especially when confirming the date of sending an item becomes crucial.

What is a USPS Certificate Mailing?

The USPS certificate of mailing is a confirmation document indicating that an item was mailed on a specific date. Unlike confirmation of delivery or providing insurance against loss, this certificate solely focuses on the date of shipment. It doesn't guarantee or track the item's delivery status or provide insurance coverage. When you head to the post office to send a mailer, you can request a certificate of mailing. However, not all USPS services offer this certificate. Services like First-Class Mail, Priority Mail, and USPS Retail Ground, among others, are among those that provide a mailing certificate. Different credentials correspond to various USPS forms, like PS Form 3817, PS Form 3665, PS Form 3877, PS Form 3606, and PS Form 3606-D, catering to distinct requirements.

When Should You Use a USPS Certificate of Mailing?

Understanding when to use a certificate mailing is pivotal. It safeguards against potential mishaps or uncertainties during the shipping process. 

mailing certificate

  • Mailing Checks

Sending checks via postal mail involves security concerns. Therefore, having a certificate of mailing validates the sending in case the recipient doesn't receive it.

  • Mailing Tax Forms

Timely submission of tax documents is crucial. In case of mail loss, having proof of mailing prevents penalties.

  • Mailing Government or Legal Documents

Ensuring delivery of such crucial items is imperative, and a certificate mailing can serve as evidence of sending.

  • Mailing Time-Sensitive Documents

Documents with deadlines need proof of timely dispatch. A certificate of mailing can support these cases.

How Much Does a USPS Certificate of Mailing Cost?

The cost of obtaining a certificate mailing vary annually. However, historically, it has been an affordable service, typically around $1.55, subject to change based on purchasing options like individual articles with a Firm Mailing Book, which offer more affordable rates.

Certified Mail vs Certificate of Mailing: Understanding the Differences

Distinguishing between certified mail and a certificate of mailing can be perplexing, not just for individuals but even USPS employees. This confusion often leads to individuals being incorrectly charged or misdirected regarding their required services. Understanding the core disparities between these services is crucial in navigating the USPS offerings effectively.

  • Certified Mail: Comprehensive Tracking and Proof of Delivery

Certified mail is an extensive service offered by USPS. It is tailored to provide senders with comprehensive features.

  • A certified mail sender receives a detailed mailing receipt that contains tracking history, acknowledging the USPS's acceptance of the mail piece.
  • It allows the sender to trace the mail piece's journey, verifying its progress through the postal system.
  • Upon request, the service offers electronic confirmation confirming successful delivery or attempts made. This record often includes the recipient's signature, cementing the proof of delivery.

Cost Of Certified Mail

Certified mail service costs $4.00 per piece, providing a higher level of assurance and accountability throughout the mailing process.

  • Certificate Mailing: Evidence of Dispatch

  • In contrast, the certificate of mailing serves a more basic function.
  • It furnishes evidence that a mail piece was presented to the USPS for mailing on a specific date.
  • Unlike certified mail, it lacks comprehensive tracking or proof of delivery elements. The certificate only confirms the item's acceptance by USPS and does not include tracking or delivery records.

Cost Of Certificate Of Mailing

Priced at $1.75 for a single piece and $0.50 per piece for multiple items using PS Form 3665, the certificate of mailing focuses solely on acknowledging the date of mailing without providing extensive tracking or delivery verification.

Choosing Between Certified Mail and Certificate of Mailing

The decision between these services hinges entirely on the specific mailing requirements:

  • Ideal when needing a detailed record of acceptance, complete tracking history, and proof of delivery or delivery attempts. It is a choice for sensitive or high-priority mail pieces that necessitate stringent accountability.
  • Suitable for situations requiring evidence of presenting the mail piece to USPS on a particular day. It lacks tracking or delivery verification but can validate the item's dispatch date.

Addressing Confusion at the Post Office

The resemblance between PS Form 3877 and PS Form 3665 often leads to misconceptions among USPS employees. To resolve such issues:

  • Refer the USPS employee to the USPS Domestic Mail Manual, which contains official guidelines and prices for USPS services.
  • Sections 503.3.1 and 503.1.10 in the DMM delineate the distinctions between certified mail and certificate of mailing, providing specific guidance on acquiring receipts for each service.
  • Printing relevant sections from the DMM and presenting them at the post office can clarify misunderstandings and ensure accurate charging for the desired service.

Mailing Boxes Safety Of Your Mails

Whether your mails are documents ordinary items or luxury items, you need Perfect Packaging Boxes that keep them safe and secure. The printed shipping boxes act as manual guides, containing different types of information to facilitate customers. For premium and affordable mailing boxes, Custom Designs Boxes is the best choice. Get perfectly made Custom Mailer Boxes at Affordable Rates, free shipping, and free design consultation.

Conclusion

The certificate of mailing serves as a pivotal document for establishing the date of shipment, providing crucial support in scenarios where proof of sending becomes imperative. Understanding its uses, costs, and differences from other USPS services like certified mail and resolving potential confusion at the post office is essential for individuals and businesses to navigate the mailing process effectively.

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