Certified Mail Labels | How to Print Batch Certified Mailing Labels for Your BusinessDo you need to send a large number of Certified Mailing Labels? Years ago, you might have dreaded this task. That's because it would have meant getting into your car, driving to the Post Office, waiting in line, and spending so much time at the counter filling out a traditional green card receipt (USPS Form 3811) for each letter you needed to mail.

Today, Certified Mail Labels makes the process much easier and way cheaper.

Now, you can print Certified Mail labels right from the comfort of your home or office. All you need is a printer and an internet connection, and we take care of the rest. You can even print large batches of labels quickly and efficiently.

How does it work? In today's guide, we're breaking down how to print batch Certified Mail Labels for your business, one step at a time.

1. Create an Account

Before you begin, go ahead and make a Certified Mail Labels account! It's easy and free to set up. Get started now!

All you need to enter to get started is your contact information and a password. Once you've created an account, you can quickly log in from any computer or mobile device.

2. Prepare Your Excel Spreadsheet

Before you begin to order Certified Mail Labels in bulk on our website, it helps to have your list of delivery addresses ready to go. You don't need any special equipment or software to do this. A simple Excel spreadsheet will work great!

Download our sample spreadsheet to begin. When you download this template, it will open as an Excel file. You'll find pre-populated fields that you can easily fill in, such as:

  • Company
  • Name
  • Address Lines 1 and 2
  • City, State, and Zip
  • Phone

There are also custom fields for you to add your own columns. The only required fields are Name, Address Line 1, City, State, and Zip. Keep all of the headers in place to guide you as you fill in your information.

Please note that each column will have its own text count limit to make sure all of your information will fit appropriately on the label. This is based on USPS standards. There are also certain characters that are marked as supported, and some that are unsupported (such as colons and quotation marks). For a full list of supported and unsupported characters, click here.

Failing to follow any of these steps or adhere to these limits could cause your labels to print incorrectly. In some cases, you may even get an error message. Both of these issues can result in frustrating and time-consuming re-runs, so it's best to fine-tune your spread ahead of time.

3. Go to Our Batch Labels Page

Once you've created an account, successfully logged in, and created your Excel spread, you can go to our home page. On the top, red navigation menu, find the tab that says, "Address Labels."

When you hover your cursor above the text, you'll see a drop-down list of options. Click the second option, titled "Excel Batch Label Processing."

4. Choose Your Mailing Options

Once you're on the page, the first step is to fill in all of the required fields, which are designated with a red asterisk. This is where you'll create a Batch Name as well as a Group Name. The Group Name/Mailing Profile is the return address that will be printed on your labels.

Then, you can start customizing your Certified Mail Labels. Set your choices for the following:

  • USPS Delivery Service
  • Container/Envelope Type
  • Weight/Number of Pages
  • Label Image Type

If there are other checkbox options or drop-down menus available, review those too and make the appropriate selections.

5. Upload Your Spreadsheet

Next, you'll upload the Excel spreadsheet you created in Step 2. To do so, select "Choose File" by the "Address List File" button. This will take you to your computer server.

Locate the file on your computer and select it to start the upload process. It's usually easiest to save the file to your desktop for quick access and retrieval. Once the file has successfully uploaded, click the blue button labeled "Next," located in the bottom right-hand corner.

6. Map Your Data

Once the spreadsheet uploads, you can begin mapping your data. To start this process, click the blue "Map Data Records" button, located in the bottom right corner.

As long as you used our sample template fields, everything should automatically align correctly.

7. Check the Data

Finally, review everything and make sure it looks correct. As you do, check to make sure:

  • All of your spreadsheet records are listed
  • The Total Batch Cost looks correct
  • You have enough money in your account balance to process the full batch

If anything appears incorrect, you can validate and fix the data. This includes any boxes that the platform automatically flags by highlighting in red.

If you need to make adjustments, select the box and make the necessary change. Then, click “Enter” to save your work. When everything looks good, click the blue button labeled "Process Batch."

8. Download and Print Your Labels

The batch may take a little while to process. Once it's complete, you're ready to download and print your labels at any time. To do so, navigate to the "Address Letters" menu at the top, followed by "Completed Excel Batch Labels" and "View Batch Labels Summary Page."

The latest files processed will appear at the top of the list. Click "Download" and "Save As" to save the file to your computer. From there, the only thing left to do is open and unzip the file.

Then, you can print the labels from your local color printer! Once you have them in hand, fold and place them in your Certified Mail® Envelope. Make sure your address sheet that contains the bar codes is visible through the window and you're ready to mail!

You may also use your own envelope by affixing the label to the outside. How does this work?

Create and Print Batch Certified Mailing Labels Online

Gone are the days when large batches of Certified Mailings meant a headache, gas money, and your entire lunch break. Now, you can create and print USPS Certified Mail® labels, Priority Mail labels and Express Mail labels with USPS Postage online!

It’s time to skip the trip to the Post Office with Certified Mail Labels. Check out our easy step-by-step instructions or get started saving time and money today!

For specific questions or to learn more about our full-service solutions, contact our Florida-based Customer Support Team.
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