Do you know how likely your mail piece is to make it to its intended destination? In Colorado, New York, and Florida, there are over 12,000 pieces of lost First-Class mail, per 100,000 citizens.
Ensure your letter is delivered by mailing and tracking correspondence via United States Postal Service (USPS) Certified Mail. Certified letters require signatures on mail receipts for proof of delivery. This means they are more likely to be delivered to the intended recipient.
Save $3.15 on postage for each Certified Mail® green card receipt you send with Certified Mail Labels. How much does a Certified Mail Label cost?
Composing your letter to match its intent and formal Certified Mail format is important. Here are seven Certified Mail sample templates you may want to follow for your next correspondence.
1. Basic Certified Mail Sample
Basic Certified Mail service options don't need anything special other than the correct attached forms and address. You may use the following template for sending routine updates or confirming a service:
Subject: Certified Mail Regarding [Subject]
Dear [Recipient],
This letter serves as an official notification regarding [brief description of letter's purpose]. We are committed to providing you with the highest level of service and wanted to confirm the following information:
[Provide specific details here]
If you have any questions or need further clarification, please feel free to reach us at [contact information].
Thank you for your attention to this matter.
Sincerely,
[Your Name]
[Your Job Title]
2. Legal Notice
Legal professionals, such as attorneys, use Certified Mail to deliver contracts, court notices, and demand letters. By sending them out this way, they can confirm that the intended recipient received the message. This is especially important when serving subpoenas and court dates.
Here is one professional correspondence sample you can use for legal documents:
Subject: Legal Notice
Dear [Recipient],
This Certified Mail notice serves to formally notify you regarding [legal matter, i.e. "overdue payment" or "contractual obligation"]. Pursuant to [relevant laws or regulations], we require your immediate attention to this matter.
Please note that failure to respond by [specific date] may result in further legal action.
If you have any questions, please contact our office at [contact information].
Respectfully,
[Your Name]
[Job Title]
[Contact Information]
3. Payment Reminder
Business owners use Certified Mail to send business reminders to clients and customers. It allows them to maintain a professional tone while urging prompt payment. Here's an example template of one such letter:
Subject: Payment Reminder
Dear [Recipient],
This Certified letter serves as a reminder that your payment of [amount owed] for [service or product name] is overdue as of [due date]. We request that the balance be cleared by [deadline].
Failure to pay on time may result in extra fees and discontinuation of your service.
For any questions regarding this invoice or if you require assistance with payment, please contact us at [contact information].
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
[Job Title or Company Name]
4. Termination of Service
Mailing to the correct address is important when terminating a service. Senders who use Certified Mail are notified when someone signs for the letter. So, senders know the right person got the Certified correspondent.
Send Certified Mail with address verification for mailing validation with Certified Mail Labels. An example template for termination of service is:
Subject: Termination of Service Agreement
Dear [Recipient],
This letter is to formally notify you that we will be terminating the service agreement dated [date of agreement]. The termination will be effective on [termination date].
Please ensure that all related equipment is returned by this date; otherwise, a charge will be applied.
Please feel free to reach out with any questions or if you require further clarification.
Sincerely,
[Your Name]
[Your Job Title]
5. Confidential Information Request
If a company does not have a way to request confidential information online, then you'll need to make that request in writing. In the letter, you'll want to include as much information as you can about the information you desire. You may also need to include the intent for that information.
Your letter may look something like this:
Subject: Confidential Information Request
Dear [Recipient],
We request that you provide the following confidential information by [deadline date]: [list of specific documents or information needed]. Please send these documents securely to the address above or contact us to arrange a transfer method.
The information will be used for [commercial, media, education, etc.] purposes.
Your cooperation in this matter is greatly appreciated.
Best regards,
[Your Name]
[Your Job Title]
[Contact Information]
6. Return of Property
When requesting the return of company property or leased items, the template you use can help set clear expectations. You may give the client or customer an extended deadline or instructions on how to return the items.
Here is one such example:
Subject: Return of Property
Dear [Recipient],
This letter serves as a formal request for the return of the following company property by [return date]: [list items]. Failure to comply may result in additional charges or legal action.
Thank you for your attention to this matter. If you have any questions regarding this correspondence, please contact us at [contact information].
Sincerely,
[Your Name]
[Your Job Title]
7. Policy Update Notification
This is one of the mailing templates you might use when notifying employees or clients of policy changes. Sending it via Certified Mail ensures that they acknowledge critical updates.
Subject: Policy Update Notification
Dear [Recipient],
We are writing to inform you of recent updates to our company policy regarding [specific policy topic]. The updated policy will be effective as of [effective date].
Please review the attached document for detailed information, and feel free to reach out with any questions.
Sincerely,
[Your Name]
[Your Job Title]
[Contact Information]
Use the Right Certified Mail Sample
Each Certified Mail sample provided can be adapted to suit your specific needs. The biggest benefit of using Certified letter services is that you can track your mail from mail to delivery.
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