In today’s fast-paced world, digital communication like email and text are convenient for quick exchanges. However, when organizations need legally admissible proof that important documents were mailed, USPS Certified Mail and Certificate of Mailing are critical tools for obtaining that proof. These important documents can include things like confidential files, time-sensitive notifications, healthcare records, debt collections, and other business-critical communications. In fact, they’re the only legally recognized methods to prove mailing. Unfortunately, obtaining proof of mailing (POM) through the USPS has long been manual, time-consuming, and risk-filled.
Businesses submitting large quantities of mail face the additional challenge of reconciling multiple pages of forms, each requiring a physical stamp from the USPS clerk. This manual handling can lead to errors, lack of visibility, and potential legal risks.
In addition, business mailers sending Certified Mail often forget that proof of mailing is included in the fee for the service. Others simply don’t put in the labor and time required to ensure proof of mailing if received. As a result, they fail to obtain that round-date stamp from the USPS, and that means they receive no formal proof of mailing. Then, when tracking data for the piece is incomplete, proving that it was sent becomes impossible, leading to serious legal complications. Countless court cases emphasize the importance of having indisputable proof.
With advancements in digital technology, these manual processes need to be updated. Electronic submission of these documents is the new best practice in the contemporary business environment, relieving knowledge workers from error-prone, tedious, time-consuming processes. This convenience makes archives simple to maintain, and reliable, searchable archives are foundational to the “why” behind organizations obtaining proof of mailing in the first place.
Understanding USPS mailing services
Before exploring the automation process, it’s important to understand the difference between a Certificate of Mailing and Certified Mail, both of which provide proof of mailing. We’ve written an entire article about this topic here, but here’s a brief summary of the most important points:
- Certificate of Mailing proves that an item was mailed on a particular date. It is less expensive than Certified Mail, but it does not provide tracking.
- Certified Mail proves that an item was mailed as well. However, it is more expensive than a Certificate of Mailing, because it also provides USPS delivery and event tracking via the IMpb barcode, and additional services like Return Receipt and Restricted Delivery can be included.
For up-to-date rates for these services, see the USPS site here.
USPS forms for proof of mailing
Now, here’s a quick reminder about the difference between two important USPS forms used to obtain proof of mailing with these services: PS Form 3877 and PS Form 3665.
- PS Form 3877, also known as the Firm Mailing Book for Accountable Mail, is for three or more mail pieces being mailed with extra services, such as Certified Mail with Return Receipt. The form eliminates the need to generate individual mailing receipts for each piece.
- PS Form 3665 is used when mailing three or more pieces with Certificate of Mailing. Like PS Form 3877, mailers can list numerous pieces by line and ensure that all items in the mailing are accounted for.
How does proof of mailing help organizations avoid risk?
PS Form 3877 and PS Form 3665, are critical for companies and organizations that must provide legal proof of a mailing. Here is how these forms, once stamped, act as a legal safeguard for the mailer:
- Legal proof: Official USPS forms (PS Form 3877 and PS Form 3665) serve as legal documentation that mail was sent, which is essential for regulatory compliance. In disputes, such as claims of non-receipt, proof of mailing can protect companies from liabilities. In a court of law, an email or text message has one level of validity. Official proof of mailing from the USPS has quite another.
- Visibility and accountability: These forms ensure mail pieces that were inducted into the mail stream, were validated and confirmed by the USPS. Businesses often use these forms to track multiple mailings simultaneously, particularly when sending large quantities of time-sensitive or essential documents, including contracts.
- Accurate reporting: For financial or operational audits, proof of mailing can be part of a company’s internal control system, providing a verifiable record that items were dispatched according to policy or contractual obligation.
The importance of receiving the round-date stamp
The round-date stamp the postal worker places on the proof of mailing form, whether it’s PS Form 3877 or PS Form 3665, is a fundamental component of the proof of mailing process. Receiving the round-date stamp ensures the document’s validity for internal purposes and external legal or regulatory scrutiny. Here’s what makes it so valuable:
- Validation of mailing date: The stamp certifies the date the items were mailed, making it a trusted official timestamp recognized in legal, regulatory, and business settings.
- Official postal service acknowledgment: The stamp indicates the USPS has received the mail, providing legally valid and universally recognized confirmation.
- Authenticity and avoidance of fraud: The round-date stamp helps to prevent fraud by confirming that the mailing forms were processed by an authorized postal worker, thus avoiding any disputes regarding whether the USPS accepted an item.
- Indispensable for claims or refunds: If an item is lost or delayed, the round-date stamp on the form may be required to file claims with the USPS, including seeking a refund for incomplete service or damages.
How Easy Send Digital changes the game with digital proof of mailing
Easy Send Digital is a purpose-built platform that simplifies the creation and management of Certified Mail and Certificate of Mailing pieces as well as all required forms for the USPS, regardless of the entry point of submission. From the web-based application to robust APIs, it’s unmatched when it comes to simple yet flexible management of your mail.
To advance the application even further and eliminate manual proof of mailing processes, we’re excited to announce digital proof of mailing (DPOM) in Easy Send, designed to further augment mailers’ critical communication workflows. Here’s how it works:
- Easy Send generates and submits the required data (PS Form 3877, PS Form 3665) via mail.dat and generates a unique code to provide to the USPS clerk.
- Once the USPS accepts your mail, a proof of mailing digital round-date stamp PDF is generated and published to your Business Customer Gateway (BCG) and/or Easy Send.
Here are examples of what that proof of mailing looks like with the new digital round-date stamp:
This automated process offers significant advantages over manual submission and scanning of physical documents. Easy Send allows organizations to benefit from the following:
- Increased efficiency: Automating the submission process eliminates the need for manual form handling.
- Reduced errors: Digital processes reduce mistakes in form completion and ensure accurate records.
- Enhanced compliance and record keeping: Easy access to digital records ensures organizations are audit-ready at all times. With an electronic proof of mailing that includes a digital round-date stamp, there’s no need to store physical documents that are at risk of being lost or damaged.
Easy Send offers a transformative solution for automating Certified Mail and Certificate of Mailing. With its focus on visibility, accountability, and streamlined reporting along with a Certified Mail engine that powers mail creation for thousands of business mailers, Easy Send ensures your organization stays compliant and efficient.
Ready to make your critical business mailings easy? Reach out to us today to learn more about Easy Send!