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Certified Mail Online: A 2024 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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