Of the variety of extra services the USPS offers for different mailing needs, Certificate of Mailing is one of the easiest to understand and use. This article will clarify what a Certificate of Mailing is, when it’s used, how much it costs, and how easy it is to send mail with it yourself!
What is a Certificate of Mailing?
Certificate of Mailing is an extra service that can be used with a number of mail classes, including First-Class and Priority Mail. This extra service is super simple because it only does one thing! It shows that you sent your mail piece when you say you did.
As a more complete definition, a Certificate of Mailing is a receipt that provides evidence that a mail piece has been presented to the USPS for mailing. It is an official record that includes the date your mail piece was accepted by the USPS.
A Certificate of Mailing does not provide a record of delivery, and the USPS does not retain a copy of the receipt. Therefore, it is crucial that you hold onto your own copy.
PS Form 3817 and PS Form 3665
There are two different forms you can use when sending mail with a Certificate of Mailing: PS Form 3817 and PS Form 3665.
The 3817 is used when just one or two pieces are being mailed. A 3817 is filled out for each piece that is being mailed. Here’s what it looks like:
The 3665 can be used when sending one or two pieces, though it is most frequently used when three or more pieces are being mailed at the same time. Each piece is listed on the 3665.
When is it used?
Certificate of Mailing is used when you simply need evidence that a mail piece was presented to the USPS for mailing on a certain day. If your mail piece is lost, damaged, or encounters some other problem in the mail stream, you can produce your receipt to prove your piece entered the mail stream on a certain day. However, you will not be able to prove that piece actually made it to its destination.
A Certificate of Mailing is most commonly used for time-sensitive legal or financial documents, including…
- Tax forms
- Documents for legal proceedings
- Government forms
- Checks
How much does it cost?
The Certificate of Mailing extra service costs $2.00 when sending a single piece, and $0.58 per piece when sending three or more pieces with PS Form 3665. These fees are in addition to the cost of postage.
How do I send mail with Certificate of Mailing?
Since it’s a relatively simple extra service, sending mail with a Certificate of Mailing is pretty straightforward.
Step 1: Collect form
Collect the appropriate postal form (3817 or 3665) from the window clerk at the post office.
Step 2: Fill out the form
Fill out the postal form with your piece information. If you’re using PS Form 3817, that just includes the recipient’s full address and your own full address.
If you’re using PS Form 3665, there will be a few more boxes to complete. You can find some simple instructions on page two of that form.
Step 3: Receive postmark
Present your mail pieces to the window clerk along with your completed form. The window clerk will postmark each form or each page of the 3665 with a round-dated stamp, and it will be returned to you to become your receipt. Be sure to hold onto it, as the USPS does not retain a copy itself.
Sending mail with Certificate of Mailing with Easy Send Digital
In addition to creating certified mail, Easy Send also allows you to create mail pieces with a Certificate of Mailing. Some of the benefits include…
- No forms to fill out manually
- Validate recipient addresses to ensure USPS compliant formatting
- Eliminate human error and save time
Learn more about Easy Send here, or request a demo from our experts to see the application in action!