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A Better Approach to Managing Certified Mail

2019-04-17T12:17:31-04:00April 15, 2019|

With the digitization of Certified Mail, the legal and recovery processes can be expedited because you have easy access to information.

Author: Dylan Purse, VP Product Management | GrayHair Software

Certified Mail® is a Postal Service™ ancillary service that gives mailers an official receipt that provides proof that the item was mailed. Most mailers see green when they think about Certified Mail. I don’t mean green with envy; I’m talking about the green in the receipts: PS Form 3800 (Certified Mail Receipt) and PS Form 3811 (Domestic Return Receipt).

One problem with Certified Mail is that it’s cumbersome. There are many manual steps and executing them at any scale is challenging. You have to fill out each form, properly place the barcoded sticker on the envelope in a specific way, and then collect and store the forms when they come back. You have to manage and store all those documents for each piece of Certified Mail because you’ll need the ability to access and retrieve those documents when needed, sometimes years later in the process.

Managing this process for a single envelope can be challenging and managing it at any type of scale, especially at an enterprise level involves multiple batches of these documents

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GrayHair’s article in Mailing Systems Technology – “Bringing Certified Mail into the 21st Century”

2019-04-04T15:19:50-04:00April 3, 2019|

Bringing Certified Mail into the 21st Century

Certified Mail, a service that provides a mailer with a receipt and verification that an item was delivered or that a delivery attempt was made, was launched by the Postal Service in 1955. Today, nearly 200 million pieces of Certified Mail are delivered each year.

Certified Mail serves a critical legal purpose as proof that documents were mailed and notices were received. For many mailers, using this service is still a manual process. They fill out each form, place the barcoded sticker on the envelope, and then collect and store the forms when they are returned. Certified Mail is expensive to prepare and difficult to track.

According to the U.S. Postal Service Office of the Inspector General’s Delivering Piece of Mind: Certified Mail and the U.S. Postal Service report, the time has come to focus on enhancing Certified Mail. The challenge is that many of the standard actions around Certified Mail still involve physical process, and the OIG’s report states that modernizing the service to better meet mailers’ needs is necessary.

The Postal Service is bridging the gap between physical services and customers’ needs for digital information. For example, Informed Delivery, which provides users with digital previews

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