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Why Insurance Companies use Certified Mail® software to streamline their operations and provide better service to policyholders.


Certified Mail® is a service offered by the United States Postal Service that provides proof of mailing and delivery for important or legally sensitive documents.

Certified Mail is widely used in the insurance industry to ensure the secure and timely delivery of important documents, such as policy documents, claims, and other information.

  • Policy documents include important information such as coverage limits, deductibles, and exclusions, and they serve as a legal contract between the insurer and the policyholder. By sending policy documents via Certified Mail, insurers can ensure that they have proof of delivery, and that the policyholder has received and acknowledged the terms of the policy.
  • When a customer files a claim, the insurance company must respond in a timely manner with information about the claim, such as the status of the investigation and any requests for additional information. By sending these documents via Certified Mail, insurers can ensure that they have proof of mailing and delivery – that the customer has received the information in a timely manner. This is particularly important in cases where the customer may dispute the claim or allege that they did not receive important documents.
  • In addition to policy documents and claims, insurance companies use Certified Mail to send cancellation notices to policyholders who have not paid their premiums. By sending these notices via Certified Mail, insurers ensure that they have proof that the policyholder has received notice of the cancellation.
  • Insurers may also use Certified Mail to send legal notices to policyholders. For example, if a policyholder is required to provide additional information to help the insurance company process a claim, the insurer may send a legal notice via Certified Mail to ensure that the policyholder is aware of the requirement and has an opportunity to respond.

How Certified Mail software makes the entire process more efficient.

Preparing Certified Mail with the old-fashioned USPS forms, and managing Certified Mail Receipts and Green Cards, is labor intensive and prone to error, with many companies spending as much or more in labor costs as they do for the Certified Mail service. As a result, many insurers are switching to online software from to save upwards of 80% of time and labor costs.

Easier Preparation: enables insurance firms to prepare Certified Mail envelopes and packages, complete with electronic postage and USPS® tracking barcodes, by printing Certified Mail cover sheets with any standard printer, then folding those cover sheets along with their letter into Certified Mail window envelopes, or printing on labels for Priority Mail®, as shown below.

You can then leave the Certified Mail for your Mail Carrier to pick up or drop them into any USPS® Mailbox. No more USPS forms, postage meters and trips to the Post Office. If you’re sending many Certified Mail pieces at the same time, Batch Processing features make it easy to prepare dozens, or hundreds of Certified Mail pieces, direct from address lists managed in Microsoft® Excel.

A finished Certified Mail #10 envelope, with cover sheet and letter inside. 6” x 9” and 9”x12” envelopes also available. Labels are available for boxes.

Easier Tracking:

An Electronic Proof of Acceptance (PDF file) is available soon after the Certified letter receives its first scan at any outbound facility. It is accepted by state and federal courts as prima facia evidence that the Post Office took possession of the mail piece at a specific date and time.
Instead of waiting a week or more for Green Cards to return to your office, the USPS Return Receipt Electronic is posted to your account within 24 hours of delivery. The Return Receipt Electronic carries the same legal status as the Green Card. And since mailers are sometimes unable to recognize the recipient from their signature or USPS item number, adds a box in the lower center of the form with the recipient’s name, address, and any text the mailer has added to the “Reference” field in the software before mailing. 
Certified Mail not requiring a signature confirmation receives a Proof of Delivery Electronic (PDF file), also within 24 hours. For mailers that rely most on the Proof of Acceptance for compliance with state statutes, having the Proof of Delivery Electronic completes the mailing record.

Sample PDFs for Electronic Proof of Acceptance, Proof of Delivery, and Return Receipt

A 10-Year Online Archive:

All three PDF files, along with the USPS tracking information for each mail piece, is retained in your account for 10 years. These files and data can be accessed by authorized users at any time. In addition, you can download production reports to track your mailing costs, making it easy to bill these costs back to policyholders when appropriate.

APIs Enable Integration with Custom Software:

APIs enable insurance companies with their own proprietary software to automate requests for Certified Mail cover sheets, complete with electronic postage. Also, to pull down tracking and delivery information, electronic Proof of Acceptance, Proof of Delivery and Return Receipt, and even production and cost data. APIs also provide insurance companies with the ability to integrate Mailing Services, which outsources the printing and mailing of both Certified Mail and First-Class Mail and maintains a copy of the transactions and documents for ten years.

If you have questions, contact us toll-free at 888-462-1750 or by email. Ready to sign up? There is no charge to set up an account. Sign up today!

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