Certified Mail is one of the most reliable services offered by the United States Postal Service (USPS). It provides proof of mailing, proof of delivery, and real-time tracking. All essentials for compliance communications, legal notices, and important documents.
But there’s one critical step that many users overlook, the acceptance scan.
If your USPS Certified Mail envelope is never scanned at the Post Office or by a letter carrier, the USPS system does not recognize your item as having been accepted into the mail stream. This means your tracking will remain stuck on “Label Created” and the clock never starts on your mailing.
Not only does this affect your records, but it also means that refund requests are declined because USPS has no record of your item being officially accepted.
At Certified Mail Labels, we want to make sure every customer, whether sending a single label or a batch of envelopes, knows exactly how to ensure their Certified Mail is scanned and compliant. This guide will walk you through the process step-by-step.
Why the Acceptance Scan is Critical
When you purchase and print a Certified Mail Label through our platform, you are prepaying for USPS postage and services. However, the USPS requires a formal acceptance event before the item is considered “in their possession.”
That event is the acceptance scan.
- It records the date and time your item officially entered the USPS system.
- It creates your proof of mailing receipt (without having to fill out a manual Form 3800).
- It ensures your tracking history shows a start point, followed by in-route and delivery updates.
Without this scan, USPS tracking will only display:
“Label Created, Not Yet in System.”
This leaves you without admissible proof of mailing and USPS will not approve refunds, since their records show the item was never accepted.
Common Misunderstanding at the Post Office
Many USPS window clerks are accustomed to scanning handwritten green cards or attaching stickers, not printed Certified Mail Labels. Unfortunately, some are unaware that a digital Certified Mail Label must also be scanned or that batch mailings require the SCAN Form (Manifest).
This knowledge gap has caused frustration for users who hand over their envelope only to find it never received an “Accepted” scan.
That’s why it’s important to advocate for your mailing. Always ask the clerk or your mail carrier to scan the Certified Mail Label barcode on the front of your envelope (or the SCAN Form if mailing in bulk).
Step-by-Step: How to Properly Use a Certified Mail Label
Here’s the correct process for single Certified Mail items:
Step 1: Print the Certified Mail Label
- Log in to your Certified Mail Labels account.
- Create your Certified Mail Label and print it on standard white paper.
- Fold the printed sheet neatly and affix it to an envelope or insert it into a Certified Mail window envelope.
- Make sure the tracking barcode and addresses are clearly visible through the window.
Step 2: Assemble Your Mailing
- Place your documents behind the address sheet inside the Certified Mail envelope.
- Check that all documents fit properly and do not obstruct the window.
- Seal the envelope securely.
Step 3: Mail It Properly
- At the Post Office Hand the envelope to a clerk and ask them to scan the barcode.
- To a Letter Carrier- If you give it to your mail carrier, request that they scan it immediately.
NOTE: Do not drop Certified Mail envelopes directly into a blue collection box without first obtaining an acceptance scan. Dropping without a scan means your Certified Mail may never generate proof of mailing.
Step 4: Confirm the Scan
- Log in to your Certified Mail Labels account.
- Check USPS tracking to confirm the “Accepted” scan is visible.
- Once scanned, you will see the date and time stamp appear in the tracking record.
For Batches of Mail: Always Use the SCAN Form
If you are mailing multiple Certified Mail envelopes at once, you should print and include a USPS SCAN Form (also called a Manifest).
- A SCAN Form groups all your Certified Mail labels into a single sheet with a master barcode.
- The USPS clerk scans this one barcode and the acceptance scan is applied to all items in the batch.
- This saves time and ensures every envelope in your batch is officially recorded as “Accepted.”
Without the SCAN Form, each envelope must be individually scanned. If even one is overlooked, it may not appear as accepted in USPS records.
What Happens If No Scan Occurs?
If your Certified Mail envelope does not receive an acceptance scan:
- USPS tracking will not update beyond “Label Created.”
- There will be no legal proof of mailing.
- Refund requests will be denied, since USPS has no record of the item being accepted.
This is why scans are non-negotiable. They protect you, provide legal proof, and ensure USPS fulfills its Certified Mail obligations.
How Certified Mail Labels Helps
Our platform is designed to make the process easier and more reliable:
- Digital Labels – Print at your convenience, no stickers or handwriting required.
- Tracking Dashboard – Monitor every envelope from acceptance to delivery in one place.
- 10-Year Archive – Access digital proof of mailing and delivery anytime.
- Refund Tools – The refund process works when USPS confirms no delivery, but acceptance scans are required for eligibility. Refunds are issued through USPS.
- Batch Mailing Efficiency – Generate SCAN Forms to protect every item in your batch.
Best Practices for Successful Certified Mail in 2025
As a USPS-approved partner with more than 200,000 customers, here are our expert tips:
- Always request a scan- whether handing it to a clerk or a carrier.
- Check your account the same day to confirm the acceptance scan posted on the ship date.
- Use SCAN Forms for 2+ envelopes- don’t risk missing scans.
- Train your staff if multiple people are preparing mailings.
- Don’t rely on memory- proof of mailing comes only from the scan, not from the act of dropping it off.
Get Started Today
Certified Mail Labels makes it easy to create USPS labels, but success depends on the acceptance scan.
- For single labels, the envelope barcode must be scanned at the counter or by a letter carrier.
- For batches, the SCAN Form is essential.
This one step ensures your mailings are legally recognized, properly tracked, and eligible for refunds if needed.
At Certified Mail Labels, we remain committed to helping our customers streamline their mailing process, reduce risk, and maintain compliance with USPS requirements.
Still have questions? Schedule a complimentary Live Demo with our Customer Support Team to learn more today!