USPS Certificate of Mailing: Costs & How to Use

What is a USPS Certificate of Mailing?

A USPS Certificate of Mailing is an official document provided by the United States Postal Service, verifying that an item was mailed on a specified date. Unlike other USPS mailing services that offer tracking and delivery confirmation, the Certificate of Mailing simply certifies that the USPS accepted the item for mailing. It is particularly valuable in situations where proof of mailing is necessary for legal or compliance reasons, but there is no need to track the item’s final delivery status.

Benefits of Using a Certificate of Mailing

The USPS Certificate of Mailing has specific advantages, including:

1. Proof of Mailing: The certificate serves as verifiable proof that an item was mailed on a specific date. This is especially useful for legal documents, tax filings, or any documents that have specific deadlines.
2. Cost-Efficiency: As a low-cost service compared to Certified Mail or Registered Mail, it’s ideal for individuals or businesses needing simple proof of mailing.
3. Compliance with Legal Requirements: Many organizations and government agencies accept a Certificate of Mailing as official proof that a document was mailed, which can be critical for deadlines and legal proceedings.

Types of Certificates Available

The USPS offers two main forms for a Certificate of Mailing:

• Form 3817: This is used for single mail items. It’s commonly used by individuals or businesses sending out one document or package at a time.
• Form 3665 (Firm Mailing Book): Designed for bulk mailings, this form allows users to get a Certificate of Mailing for multiple items at once. It’s especially useful for businesses or organizations that frequently send multiple items daily.

Each form provides official USPS stamps and signatures, certifying that each item was mailed on a specific date.

How Does the Certificate of Mailing Differ from Other USPS Services?

The Certificate of Mailing only proves that the item was sent; it does not confirm that it was delivered. Here are key distinctions between the Certificate of Mailing and other USPS services:

• Certified Mail: Provides both proof of mailing and delivery tracking. Certified Mail comes with a unique tracking number and can include a Return Receipt to verify delivery.
• Return Receipt: This option provides confirmation when the mail is delivered. It is usually paired with Certified or Registered Mail.
• Registered Mail: This is a highly secure option with detailed tracking and delivery confirmation, often used for high-value items.

The Certificate of Mailing is useful when proof of sending is sufficient, and tracking or delivery confirmation is unnecessary.

Cost of a USPS Certificate of Mailing

The Certificate of Mailing is affordable, especially for those who only need proof of mailing. The prices are as follows (subject to change):

• Form 3817 (Individual Item): Approximately $1.85.
• Form 3665 (Bulk Mailing): The cost varies based on the number of items, but typically costs a small handling fee per item.

For the latest pricing, always check with USPS or visit their website, as prices may vary.

How to Purchase a Certificate of Mailing

The Certificate of Mailing is available only at USPS offices. Here’s how to purchase it:

1. Visit a USPS Office: Go to any USPS location and request either Form 3817 or Form 3665, depending on your needs.
2. Fill Out the Form: Complete the form with the sender’s and recipient’s addresses.
3. Submit for Verification: After filling out the form, present it with the mail item to the USPS clerk. The clerk will stamp and sign it, verifying that USPS accepted the item for mailing.

As of now, Certificates of Mailing cannot be purchased or filled out online.

How to Fill Out Form 3817 (Certificate of Mailing)

Form 3817 is easy to fill out. Here’s a step-by-step guide:

1. Recipient Information: Enter the recipient’s name and address.
2. Sender Information: Include your own information as the sender.
3. Date and Time: Provide the date of mailing (the USPS clerk will verify and stamp the official mailing date).
4. Submit to USPS Clerk: The clerk will review and confirm the form, stamping it as proof.

Once completed, you’ll have an official, stamped Certificate of Mailing for your records.

How to Use Form 3665 for Multiple Mailings

For businesses or individuals who send bulk mail, Form 3665 (Firm Mailing Book) offers an efficient way to obtain certificates for multiple items. Here’s how to use it:

1. List Each Item: In the Firm Mailing Book, list the address for each item you’re mailing.
2. Hand Over to USPS: Provide the mailing book to a USPS clerk. They’ll verify each item and sign off on the form.
3. Receive Stamped Pages: You’ll get a copy of each page with a USPS stamp, serving as a Certificate of Mailing for all listed items.

Form 3665 is especially helpful for high-volume mailings where individual certificates would be time-consuming.

Rules and Regulations

There are specific USPS guidelines on using the Certificate of Mailing:

1. Restrictions: Certificates of Mailing cannot be used with certain types of restricted or hazardous items.
2. Validity: It is valid as proof of mailing but has limitations in certain legal scenarios, especially if proof of delivery is also required.
3. Record Retention: Retain Certificates of Mailing as long as necessary, particularly for legal or tax purposes, as they may serve as proof in disputes.

Tracking with a Certificate of Mailing

One important distinction with the Certificate of Mailing is that it does not include tracking. The USPS does not assign a tracking number, so you will not have updates on the item’s journey or delivery status. For tracking needs, Certified or Registered Mail are better options.

Validity and Storage of the Certificate of Mailing

For documentation purposes, retain your Certificate of Mailing for several years, especially if it pertains to legal or compliance-related mailings. Store it in a secure file, with the date and details of the item being sent clearly noted. Proper storage ensures that you can produce proof of mailing if it’s needed for legal or business reasons.

Practical Uses for USPS Certificate of Mailing

Here are common scenarios where a Certificate of Mailing is highly useful:

• Legal Documentation: Mailing court documents or legal filings where proof of dispatch, rather than delivery, is required.
• Business Transactions: Sending invoices, contract documents, or notices to clients where it’s essential to prove that they were mailed.
• Tax Filings: Sending tax documents to the IRS or other tax agencies where proof of mailing is often sufficient to meet deadlines.

Limitations of a USPS Certificate of Mailing

While a Certificate of Mailing is valuable, it has several limitations:

1. No Delivery Confirmation: The service only certifies that an item was mailed, not that it was delivered.
2. No Tracking: There is no way to track the item’s progress through the USPS system.
3. Limited Legal Use: In some cases, further proof may be needed, such as delivery confirmation, especially in contentious or highly regulated situations.

Comparing Certificate of Mailing with Other USPS Proof Options