How law firms use Certified Mail software to make their offices run more efficiently.

Key Takeaways:

• Law firms traditionally face time-consuming and costly challenges when sending Certified Mail, particularly when handling legal documents under Rule 4 of the Federal Code.
• SimpleCertifiedMail.com streamlines the process by eliminating manual forms, automating document preparation and tracking, and storing all essential records electronically.
• The Certified Mail solution is easy to adopt with no upfront fees or contracts, and can integrate into existing legal or office software via API.

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 during the preparation of Certified Mail actually exceed the cost of USPS postage and fees, and that’s before the long term costs of maintaining the data, USPS receipts and Green Cards. For this these reason, and to simplify the mailing process overall, many law firms that use Certified Mail to adhere to the rules of serving documents covered by Rule 4 of the Federal Code, or the state equivalents, 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 for #10, 6″x 9″ and 9″ x 12″ window envelopes from addresses you maintain in Microsoft Excel files. It’s really fast and easy.

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, yet it’s an electronic file you can download at any time, email to courts, store on your own server, and find very simply when it needed. Further, since mailers are sometimes unable to recognize the name of the recipient from their signature or the 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.

Law firms that use Certified Mail frequently often have the option of integrating the “services” of Simple Certified Mail.com, directly into other web-based software, as long as the web-based software they like to use supports APIs. The actual preparation of mail can be local (in office or from home) or can be outsourced to one of many Mail Service Providers that work with Simple

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.

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There is no charge to set up an account. Sign up today! If you have questions, contact us toll-free at 1-888-462-1750.