Why law firms use Certified Mail software to make the process more efficient.
Law firms that frequently use Certified Mail® know the process is cumbersome and time-consuming. It requires filling in manual forms for each mail piece, visiting the Post Office for Proof of Acceptance, waiting more than a week for the mail to be delivered and signed Green Cards to be returned, and the hassle of storing those Green Cards in case Proof of Signature is ever questioned. For many firms, the labor costs can match or exceed the cost of USPS postage and fees. As a result, many law firms are switching to online software from SimpleCertifiedMail.com to reduce these costs.
Preparation Simplified – No USPS Forms and Postage Meters Required
With SimpleCertifiedMail.com, you simply log in, enter the recipient’s address, and print out a USPS-approved cover sheet for each Certified Mail® letter – complete with electronic postage. Fold the cover sheet with your letter and insert them into the Certified Mail windowed envelopes we supply, drop them in any USPS mailbox or leave for your mail carrier to pick up. For larger mailings, the Batch Process creates cover sheets from addresses in Microsoft Excel files.
Tracking Simplified – Electronic Proof of Acceptance, Proof of Delivery and Return Receipt posted to your account – fast!
An Electronic Proof of Acceptance (PDF file) is posted to your account soon after the Certified letter receives its first outbound scan by the USPS. The Proof of Acceptance is accepted by state and federal courts, and the IRS, 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 the signature or USPS item number, we add 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 SimpleCertifiedMail.com software before mailing. A good example is a law firm adding a case ID to the reference field, making it easier to identify what was mailed in this specific Certified Mail envelope once the Return Receipt Electronic is received.
Certified Mail items that don’t require a signature confirmation receive an Electronic Proof of Delivery (PDF file), also within 24 hours of delivery. It provides the city, state, time and date the item was delivered. For law firms that rely most on the Proof of Acceptance for compliance, having this Electronic Proof of Delivery completes the mailing record.
All three PDF files, along with the USPS tracking information for each mail piece, are retained in your account for 10 years and can be accessed and printed by authorized users at any time. You can also combine them with your original letter into a single PDF file.
An Online Record of Your Mail Expenses
A record of the mailing costs you incur for each Certified Mail letter is also retained in your account, making it easy to measure what you are spending on Certified Mail and to seek reimbursement from clients when appropriate.
Easy to Get Started
There are no subscription fees, contracts, monthly premiums, or maintenance fees with SimpleCertifiedMail.com. You only pay a small transaction fee for each Certified Mail letter mailed with the assistance of this software. We even provide the Certified Mail window envelopes.
If you have any 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!