How to Send Certified Mail and Keep Proof

Follow simple steps to send certified mail and document tracking details for court or agency proof.

Published March 7, 2025

Certified mail is valuable because it creates a paper trail. Use a tracking log to keep USPS receipts, return receipts, and delivery status in one place.

When to use this

You need to prove you mailed a notice or demand.
A court or agency requires delivery proof.
You are sending multiple certified letters in a dispute.

How to do it (fast)

Prepare the letter and send it via certified mail.
Request a return receipt if a signature is required.
Record the tracking number and recipient details.
Track delivery and log the final status and date.

Why this helps

Shows when each letter was sent and delivered.
Keeps tracking numbers in one place.
Pairs with USPS receipts for court-ready proof.

Related tools

Not legal advice. Courts set their own rules. Keep your original records.

Step-by-step certified mail workflow

Prepare the notice or demand and make a copy for your records.
Send it via USPS certified mail and request a return receipt if needed.
Record the tracking number, recipient, and contents summary.
Track delivery online and log the delivery date or return status.

Why return receipts matter

A return receipt shows that someone accepted delivery. It strengthens your proof if the recipient claims they never received the notice.

Keep every tracking number organized

Use the certified mail tracking log to keep receipts and statuses together.

Open the tracking log tool

Frequently asked questions

What is certified mail used for?

Certified mail gives proof of sending and delivery through USPS tracking details.

What is a return receipt?

A return receipt confirms the recipient signed for delivery and can be requested in paper or electronic form.

Where should I record tracking numbers?

Keep tracking numbers in a log with recipient details and delivery status updates.