Certified Mail Online: A 2022 Guide For Your Small Business


When sending documents, every person wishes that their packages get to their recipients in good condition. Luckily, certified mail online can ensure the safety of the things you send.

Certified mail is a service offered to First-Class Mail by the United States Postal Service (USPS) that ensures your documents don’t get lost along the way. However, sending documents by mail takes up valuable time that can be spent on more important tasks. Furthermore, with increased digitization, the use of post offices to send mail has been reduced.

On the other hand, you can send certified mail online and enjoy assured security. Certified mail ensures the safety of your packages by providing a legal record of the recipient’s signature once they receive the package.

In addition, you can hold the postal service accountable for not delivering your documents if there’s no signature record. Meanwhile, the signatures can either be wet or electronic. This article will guide you through the basics of certified mail online and how you can use it for your small business.

What Is Certified Mail Online?


A certified mail online is the same as a certified mail service, only that you send your documents online this time. You don’t have to go to the postal service, nor does the recipient. Therefore, when the recipient receives the package, they’ll sign it electronically, and that’ll be the legal proof.

Today, many people, especially those that have small businesses, prefer using certified mail online because of the following reasons: 

  • It saves time as you don’t have to go all the way to the post office.
  • It allows you to store your mailing records digitally.
  • It provides proof to show your customers that you’ve already sent their documents.

Considering the above advantages, you might want to start using certified mail online. Here’s a guide on using certified mail online for your small business.

  • Create An Account 

Using certified mail online for your small business requires you to use electronic means. However, to avoid cybersecurity issues, you should first read and understand the requirements before creating an account. Nowadays, cybersecurity is becoming an increasingly pressing concern when it comes to dealing with online platforms. 

Initially, when creating an account, you need to select a website that offers certified mail online service from the United States Postal Service. Some websites offer free accounts, while others charge a minimum fee. Nevertheless, there’s no need to worry too much about these fees. 

Compared to the cost of going to the post office, a certified mail online service is more cost-efficient. On the other hand, when you find a suitable website for you, proceed to sign up by providing a username and password that you can use to access your account. 

Meanwhile, remember to keep an eye out for more online mail services that are offered by most websites. These include adult signature, restricted delivery, and return receipt.

  • Choose The Payment Mode To Use

As stated above, websites require you to make some payments when using their services. Hence, there are various modes of payment that you can use. These may include the following: 

  • Visa 
  • MasterCard 
  • Discover cards 
  • Wire transfers 
  • Checks

However, not all websites accept all these modes of online payment. Therefore, check the modes of payment that your preferred website accepts and choose the best payment mode that suits your small business. Note that you’ll be asked to verify your account and credit cards often when making online payments.

  • Proceed To Create Your Letter 


After creating your account and choosing your preferred mode of payment, you can start working on your letter or document. Online letters aren’t different from the type of letters you could send using post offices. All you have to do is to ensure you provide all the necessary information you mean to relay.

Meanwhile, there are two ways that you can use to write your letter. One, you can choose to write your letter directly on your computer, proofread it, and save it. You can save your letter as a portable document file (PDF) or a word document. With this method, you have to be careful because there’ll be no opportunity for you to make changes to your letter once you send it. 

The other approach involves writing your letter on a piece of paper. Once you’re done writing your letter, you’re required to proofread it. Then, you have to scan it so you can have a soft copy and save it on your computer. You can also save your letter on an external hard drive, memory stick, or flash disk for security purposes.

  • Upload Your Letter 

Uploading your letter shouldn’t be challenging as most websites provide straightforward uploading procedures. In this step, apart from uploading your letter, the recipient’s name and address must be included in the letter’s mailing address. 

On top of that, some websites require you to be specific regarding the mailing service you’ll use. Mailing services differ depending on the level of confidentiality of your letter and the person who’ll receive your letter. The following are some certified mail services you can choose: 

  • Adult Signature Restricted Delivery: This service requires a specific recipient who’s 21 years or above.
  • Restricted Delivery: This mail service is preferred when one is sending confidential documents. Therefore, this service ensures that the recipient only receives your document on the website.
  • Adult Signature Required: This service allows anyone 21 years and above to receive your sent document.

Wrapping It Up

With the advent of certified mail online, the mailing service industry has taken a step forward. Certified mail online is a service whereby people can send certified mail without going to postal service offices. It not only saves you time but also money. That means savings and convenience for your small business.

Moreover, the introduction of certified online mail has gained popularity due to its benefits, especially for small businesses. Hence, if you’re considering using this service for your small business, this guide can help you avoid making mistakes when sending certified mail online.

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Self-Service Portals For Customers – Examples, Toolkits & More


While it’s important for your business to offer customer support, it’s also a good idea to use self-service portals for customers. The portals provide customers with information and resources that help them to find answers to questions and resolve issues.

By using self-service portals in the right way, you can enhance customer satisfaction. That’s because today’s consumers want fast and easy answers to their queries that they can find themselves, rather than having to contact customer support.

A well-built portal will provide your customers with instantaneous access to answers and solutions regarding your products, services, and company.

Not only do self-service customer portals improve customer satisfaction. They also benefit your customer service team because they will need to respond to fewer customer inquiries and can in turn focus on solving issues that really need help and intervention.

So, let’s take a look at self-service portals for customers in more detail, including examples, toolkits, and more.

What should self-service portals for customers include?


You should tailor a self-service portal to your specific company, but in general, self-service portals provide customers with information and resources about things like your products, services, the company itself, customer account information, and order statuses.

Portals can also automate routine issues, such as changing customer passwords or account information. Furthermore, effective portals include interactive and engaging guides and resources that address the most important customer support topics.

Your portal should contain a comprehensive knowledge base that covers all of the major issues and questions that your customers have.

You could also include a live chat feature. While self-service portals reduce the need for customers to contact customer support, there will always be times when some customers need to speak to a human being.

When you utilize live chat, you can expedite the customer service process by providing immediate assistance from an actual customer support agent. 

Examples of Self-Service Portals for Customers

To give you a better idea of what you could include in your self-service portal, it’s worth looking at some examples. 


The platform YouSign provides legally-binding eSignature solutions for documents. Its self-service portal has many features, including interactive guides that use animated GIFs to demonstrate how customers can complete tasks, such as creating signature requests.

The portal also contains video content, which enables customers to absorb the information they need in an easy-to-follow way. 


The freelancer site Malt’s self-service portal provides clear information for both freelancers and clients, and certain sections have tutorials for people who are new to features.

Furthermore, because Malt operates in several countries, the help center is set up to change the language in a seamless fashion, based on where a specific customer is located. So, customers don’t have to waste valuable time looking at ways to translate the content.

Speaking of providing support in multiple languages, check out the case for using multilingual cross-border marketing.


HelpSpot provides excellent self-hosted help desk software. It also has a fantastic self-service portal to ensure customer satisfaction. For instance, there’s an easy-to-use knowledge base, a fully customized contact form, and a self-service reporting feature that tracks what customers are searching for.

So, not only does the portal enhance customers’ experiences. It also enables companies to access valuable data to adapt their services accordingly. 

Self-Service Portal Toolkits


There are multiple tools that could be included in your customer self-service portals. For instance, it could be as simple as including FAQ web pages that answer all of the common questions that your customers have.

By providing FAQs, you not only create greater customer satisfaction. You also get to decrease call volume to your customer support agents and showcase your company expertise.

Get started by checking out this guide to writing FAQs.

Other tools that you should consider utilizing in your self-service portals include:

  • Chatbots, which are able to answer and resolve customer issues around-the-clock in a conversational manner. 
  • Downloads, which provide customers with a variety of resources, such as video tutorials, infographics, e-books, and user manuals. 
  • AI search functions, which help to provide customers with more advanced search results to answer their questions and concerns. By the way, you can also use AI to help improve your sales team.
  • Online forums, which could include things like troubleshooting information and can enable customers to connect with other customers to share tips and read reviews.

And speaking of reviews, take a look at these creative ways in which you can get online reviews for your business.

Tips for Implementing Your Customer Self-Service Portals

You now have a good idea of what customer self-service portals are and what features and tools they should contain. But to make the most out of your portal, consider the following tips.

Update Your Content Regularly

You need to ensure that the content you provide via your self-service portal is accurate and up-to-date. Seeing as all companies go through changes, it’s vital that you update your portal regularly; perhaps every six months to a year.

Implement a content review process to track any changes in things like the specifications of your products and services. By regularly refreshing your portal, you can ensure your customers always access reliable information. 

Use Multimedia as Much as Possible

Using multimedia like videos, images, animations, and infographics can help to engage customers more and provide them with answers and resources in easy-to-understand ways. So, make sure that you use multimedia in your portal as much as possible. 

Ensure Your Portal Is Mobile-Friendly 

Your self-service portal should work on any device, so ensure that it’s optimized for mobile.

Many customers will want to resolve issues while they’re on the go, rather than having to wait to get home, so don’t underestimate how important it is that your self-service portal is mobile-friendly.

Make Sure Your Portal Is Easy for Customers to Use

Lastly, it’s imperative that your self-service portals are easy for customers to use. If it isn’t, you will soon find you have dissatisfied customers on your hands.

Look at every element of your portal, such as the interface, the navigation, the aesthetic quality, and so on, to make certain that your portal is easy to use.

You can then ensure your customers get the most out of your portal and are satisfied with the clear information and assistance that your company provides. 

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