What Is USPS Certified Mail? Complete Guide to Requirements and Process
USPS Certified Mail is a postal service that provides proof of mailing and delivery confirmation. It includes tracking and optional return receipt features for important documents requiring documented delivery.
How Certified Mail Works
When you send Certified Mail, USPS assigns a unique tracking number and barcode to your mailpiece. The postal service maintains records of when the item was mailed, processed through facilities, and delivered. The recipient or authorized person at the delivery address must sign to complete delivery.
What's Included with Certified Mail
- Unique USPS tracking number
- Proof of mailing (receipt at time of sending)
- Delivery confirmation with recipient signature
- Online tracking throughout transit
- Record keeping by USPS for several years
Required Recipient Signature
All Certified Mail requires a signature upon delivery. If the recipient is not available, USPS leaves a delivery notice (PS Form 3849) for pickup at the local post office. The postal service typically makes multiple delivery attempts before holding the item for pickup.
When Certified Mail Is Used
Certified Mail is required or recommended for documents where proof of delivery is legally or professionally important:
- Legal documents and court filings
- Tax notices and IRS correspondence
- Employment termination letters
- Landlord-tenant notices
- Insurance claims and appeals
- Contract deliveries and business correspondence
USPS Delivery Timeframes
Certified Mail delivery time depends on the underlying mail class and distance. First-Class Certified Mail typically takes 2-5 business days, while Priority Mail Certified arrives in 1-3 business days.
- Distance between origin and destination facilities
- Mail class chosen (First-Class vs Priority Mail)
- Local delivery routes and processing volumes
- Weather conditions and operational delays
USPS Tracking and Return Receipts
Every Certified Mail piece receives a tracking number viewable on usps.com. Tracking events include acceptance, facility processing, out for delivery, and final delivery with signature capture.
Return receipts are optional add-on services that provide a copy of the delivery signature:
- Electronic Return Receipt: Digital PDF with signature scan, delivered by email
- Return Receipt (hardcopy): Physical green card mailed back with signature
- Restricted Delivery: Limits signature to named recipient only
USPS Certified Mail Fees
Certified Mail costs include base postage (First-Class or Priority Mail) plus a Certified Mail service fee. Additional services like return receipts and restricted delivery have separate fees. Current USPS rates are available on usps.com or in USPS Publication 1 (Postal Service Rates).
For detailed information, see current USPS Certified Mail rates and the complete sending process.
Updated September 2025 • USPS policies and rates subject to change