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When proof matters most, track, print, and retrieve all your USPS Certified Mail® proof from one secure online account.
Certified Mail Labels provides detailed Certified Mail tracking and reporting for every mailing, including USPS tracking events, proof of mailing, delivery confirmation, Return Receipt Electronic signatures, USPS SCAN Forms, mailing manifests, and historical mailing records.
Your Certified Mail records can be searched and retrieved from our secure 10-year tracking archive, helping businesses, law firms, government agencies, property managers, financial institutions, and compliance teams maintain organized documentation of important mail.
Certified Mail Tracking and Reporting in One Place - 10 Year Storage
Sending an important Certified Mail letter is only part of the process. You also need reliable records showing what happened after the letter entered the USPS mail stream.
Certified Mail Labels helps you document the mailing lifecycle, including:
- USPS Certified Mail tracking number
- Mailing and acceptance information
- USPS tracking scan events
- Delivery attempts
- Final delivery status
- Delivery date and time
- Return Receipt Electronic signature, when purchased
- Recipient and mailing address information
- Custom reference information
- USPS SCAN Form information
- Mailing manifests
- Historical Certified Mail records
Instead of manually searching individual USPS tracking numbers, your mailing and tracking information is organized inside your Certified Mail Labels account.
Certified Mail Tracking Scan
Follow USPS Certified Mail Tracking Events
The Certified Mail Tracking Scan displays USPS tracking activity associated with your Certified Mail letter.
Tracking events may include:
- USPS acceptance
- In-transit processing
- Arrival at USPS facilities
- Out for delivery
- Delivery attempts
- Notice left
- Delivered
- Refused
- Returned to sender
These tracking events provide a chronological record of the letter's movement through the USPS mail system.
View Certified Mail Tracking Scan
Certified Mail Tracking Summary Report
Search and Manage Multiple Certified Mail Letters
The Certified Mail Tracking Summary Report gives you a centralized view of your Certified Mail activity.
Rather than tracking letters one at a time, users can search and review multiple mailings from one report.
Search records using information such as:
- USPS Certified Mail tracking number
- Recipient
- Mailing address
- Date mailed
- Delivery status
- Custom reference fields
- Internal account or client references
This is especially valuable for organizations sending large volumes of Certified Mail and needing fast access to mailing and delivery information.
View Certified Mail Tracking Summary Report
Electronic Delivery Confirmation Report
Proof of Mailing and USPS Delivery Activity
The Electronic Delivery Confirmation™ Report provides a downloadable record of USPS Certified Mail mailing and delivery activity.
The report can include:
- Return address
- Delivery address
- USPS Certified Mail tracking number
- Mailing information
- USPS acceptance information
- USPS tracking events
- Delivery attempts
- Final delivery date and time
- Custom reference information
When USPS records acceptance and delivery activity, that information becomes part of the mailing's tracking history.
Electronic Delivery Confirmation Reports are useful for recordkeeping, compliance documentation, audits, customer files, legal correspondence, and other situations where documenting the mailing and delivery history is important.
View Electronic Delivery Confirmation Report
USPS Return Receipt Electronic
Certified Mail Signature and Proof of Delivery
For mailings requiring additional delivery evidence, add USPS Return Receipt Electronic to your Certified Mail letter.
Return Receipt Electronic is the electronic alternative to the traditional USPS green Return Receipt card.
After delivery, the electronic Return Receipt can provide information such as:
- USPS tracking number
- Recipient or delivery information
- Delivery address
- Date of delivery
- Signature collected by USPS
Certified Mail Labels stores the Return Receipt Electronic with your mailing records so it can be retrieved later without maintaining paper green cards.
The evidentiary or legal effect of a Return Receipt can depend on the applicable law, proceeding, or court requirements.
View USPS Certified Mail Return Receipt Electronic Signature Report
USPS SCAN Form
USPS Acceptance for Batch Certified Mail
Organizations sending multiple Certified Mail letters can use a USPS SCAN Form to simplify USPS acceptance.
The SCAN Form combines multiple eligible mailpieces into a single USPS barcode. USPS can scan the form when receiving the mailing rather than scanning every piece individually at the point of acceptance.
This is especially useful for:
- High-volume Certified Mail users
- Law firms
- Government agencies
- Financial institutions
- Property management companies
- Collection departments
- Compliance operations
- Centralized mailrooms
The SCAN Form helps connect a batch of mailpieces with USPS acceptance activity and provides a useful mailing record for high-volume operations.
Affidavit of Mailing
Document How and When Mail Was Prepared
An Affidavit of Mailing is a written statement documenting that specified mail was prepared and presented for mailing.
Depending on how it is being used, an affidavit may identify:
- Sender
- Recipient
- Mailing address
- Date mailed
- Type of mailing
- USPS tracking number
- Person responsible for preparing or presenting the mailing
Organizations should determine whether an Affidavit of Mailing satisfies their particular legal, regulatory, contractual, or procedural requirements.
Learn More About Affidavit of Mailing
Firm Book Report
Itemized Records for Batch Mailings
The Firm Book Report provides an itemized record of letters or packages included in a mailing batch.
Information can include:
- Recipient
- Delivery address
- USPS article or tracking number
- Mail class
- Postage and service fees
- Mailing references
The Firm Book can be especially useful when reconciling a large mailing against the USPS SCAN Form, tracking records, or internal customer records.
10-Year Certified Mail Tracking Archive
Search Historical Certified Mail Records
Important Certified Mail records should remain accessible long after the letter is delivered.
Certified Mail Labels maintains a 10-year searchable archive of mailing and tracking records within your account.
Authorized users can search historical records using mailing information and custom reference data instead of relying on paper receipts or manually searching old USPS tracking numbers.
Your archive can help retrieve documentation for:
- Compliance reviews
- Audits
- Litigation support
- Customer disputes
- Regulatory inquiries
- Property and tenant records
- Collection records
- Insurance correspondence
- Financial notices
- Government communications
- Internal recordkeeping
Search Certified Mail Records by Your Own Reference Information
Certified Mail Labels allows users to associate custom reference information with mailings.
Depending on your workflow, this could include:
- Client number
- Matter number
- Case number
- Account number
- Property address
- Invoice number
- Policy number
- Loan number
- Department
- Employee reference
- Internal billing code
This makes the Certified Mail archive more useful than simply maintaining a list of tracking numbers.
You can search for the mailing using information that is meaningful to your organization.
Certified Mail Reporting for Business and Compliance
Certified Mail reporting is particularly valuable when organizations need to document that important correspondence was mailed, delivery was attempted, or delivery occurred.
Common users include:
- Attorneys and law firms
- Federal, state, and local government
- Property management companies
- HOAs and condominium associations
- Banks and financial institutions
- Mortgage companies
- Insurance companies
- Healthcare organizations
- Collection agencies
- Human resources departments
- Universities and educational institutions
- Compliance departments
- Enterprise mailrooms
Certified Mail Labels brings USPS tracking information and mailing documentation together in one searchable system.
Why Use Certified Mail Labels for Certified Mail Reporting?
One Centralized Account
Manage Certified Mail tracking, delivery records, signatures, mailing information, and historical records from one account.
10-Year Searchable Archive
Retrieve historical Certified Mail records without maintaining boxes of paper receipts and green cards.
Searchable Reference Fields
Connect Certified Mail records to your own client, account, case, property, billing, or internal reference information.
Electronic Delivery Records
Access delivery confirmation and Return Receipt Electronic documentation online when available.
High-Volume Reporting
Track individual mailpieces or manage large Certified Mail batches.
USPS Tracking Integration
Review USPS tracking events associated with your Certified Mail letters directly from your Certified Mail Labels reporting tools.
Frequently Asked Questions About Certified Mail Reports
What is a Certified Mail tracking report?
A Certified Mail tracking report is a record showing USPS tracking activity associated with a Certified Mail letter. Depending on the report, it can include the tracking number, mailing information, USPS acceptance events, delivery attempts, delivery status, and final delivery information.
How do I track a Certified Mail letter?
If you created the mailing through Certified Mail Labels, log into your account and open the Certified Mail Tracking Summary Report. Search using the tracking number, recipient information, mailing information, or your custom reference fields.
How long are my Certified Mail records available?
Certified Mail Labels provides a searchable archive of Certified Mail mailing and tracking records for up to 10 years.
Can I search old Certified Mail tracking records?
Yes. Certified Mail Labels provides a Tracking Archive that allows authorized account users to search historical Certified Mail records stored within the platform.
Does Certified Mail provide proof of mailing?
Certified Mail is designed to provide the sender with evidence of mailing. USPS acceptance activity and related mailing records can help document when the mailpiece entered the USPS mail system.
Does Certified Mail provide proof of delivery?
USPS Certified Mail provides electronic verification of delivery or a delivery attempt. Additional Return Receipt service can be purchased when the sender wants a USPS delivery record that includes the information collected for the Return Receipt.
What is Return Receipt Electronic?
USPS Return Receipt Electronic is an electronic alternative to the traditional green Return Receipt card. It provides the mailer with evidence of delivery, including delivery information and the signature record collected by USPS.
Can I download Certified Mail reports?
Certified Mail Labels provides electronic reports and mailing records that can be accessed from your account. Available reports vary depending on the service purchased and the status of the mailing.
What happens if a Certified Mail letter is not delivered?
USPS tracking can document delivery attempts and subsequent tracking events. Depending on what occurs, the mailpiece may eventually be delivered, refused, remain unclaimed, or be returned to the sender.
Can businesses track many Certified Mail letters at once?
Yes. The Certified Mail Tracking Summary Report and batch reporting tools are designed to help organizations monitor multiple Certified Mail letters without manually checking every tracking number individually.
Track, Search and Document Your Certified Mail
Whether you send one important Certified Mail letter or thousands each month, Certified Mail Labels gives you the tools to track USPS activity and maintain organized mailing records.
Get Certified Mail tracking, proof of mailing, delivery confirmation, signature records, batch reporting, and a 10-year searchable archive from one online platform.
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