Frequently Asked Questions

GETTING STARTED

What is SimpleCertifiedMail.com?

No more trips to the Post Office to send Certified Mail. With SimpleCertifiedMail.com you prepare Certified Mail cover sheets and labels online and print them on your standard home or office printer. After mailing your Certified Mail letters, Proof of Acceptance (Mailing) Electronic and the signed Return Receipt Electronic are both posted to your account and stored for 10 years, eliminating the manual PS3800 Receipt and PS3811 Green Card.

How long does it take to get started?

Getting started is simple. There’s no software to install. No fixed monthly fees. Just sign up online, tell us how many envelopes you need to get started and prefund your postage account (minimum level of $60). You’ll receive the envelopes in 3-5 days and can get started right then. Unused postage is always refundable.

Is there any special hardware or software required?

No. All you need is a PC or Mac, an Internet connection, and a printer.

Is there a monthly subscription fee?

There are no subscription or monthly fees. Just a small transaction fee for each piece of Certified Mail you create with SimpleCertifiedMail.com. Our all-inclusive pricing includes the USPS® postage and Certified Mail® fees, and the window envelopes we provide.

How does payment work?

It’s simple. You prepay for your postage and fees from a checking account via ACH, or from a credit card. The funds are maintained in a Trust Account by Truist Bank and are covered by a Fidelity Bond.

How do I learn more about your Certified Mail envelopes?

Click here

SOFTWARE FEATURES EXPLAINED

How does SimpleCertifiedMail.com handle postage?

SimpleCertifiedMail.com incorporates USPS online postage technology, enabling you to print Certified Mail cover sheets and labels without using a postage meter, stamps, or visiting the Post Office. You can also prepare all your regular First-Class Mail and Priority Mail with this online service.

Is this process more efficient than the traditional way of managing USPS Certified Mail®?

Most customers save 80% of the time (and labor cost) they used to spend preparing and managing Certified Mail. It’s no wonder since you eliminate filling out manual forms, waiting in line at the Post Office, and storing PS3800 Receipts & PS3811 Green Cards in file cabinets for many years.

How does this service improve Proof of Acceptance and Proof of Delivery?

That’s easy. The Proof of Acceptance (Electronic) PDF file is posted to your account right after your Certified Mail letter receives its first Acceptance Scan from the USPS. And once your Certified Mail is delivered, the signed USPS Return Receipt Electronic PDF is posted to your account within 24 hours. No more waiting days to receive the Green Card.

How does the Proof of Acceptance Electronic compare to the PS3800 Certified Mail Receipt?

The Proof of Acceptance (Electronic) has been deemed by the Internal Revenue Service (IRS) to satisfy TITLE 26, Subtitle F, CHAPTER 77, Sec. 7502 of the US Treasury Code with “Timely mailing treated as timely filing and paying.” That’s why accounting firms across the country have switched to the Proof of Acceptance Electronic.

How does the Return Receipt (Electronic) compare to the traditional USPS Green Card?

The Return Receipt (Electronic) contains the same information as the Green Card, but in an electronic (PDF) format. It was developed by the USPS 20 years ago to speed up the process of receiving the signed Proof of Delivery and to eliminate problems associated with Green Cards, such as cards getting damaged or torn off as they make their way through the mail stream, offices having to keep Green Cards filed for years, and Green Cards getting misplaced after they are filed. Plus the Return Receipt Electronic is accepted by courts as a PDF file, whereas Green Cards were only accepted in their original paper form.

How do I track Certified Mail delivery with SimpleCertifiedMail.com?

You check the status of your mail through your SimpleCertifiedMail.com account. We receive status updates directly from the USPS every few hours.

Can I use regular envelopes?

SimpleCertifiedMail.com provides you with window envelopes to use with our service – at no extra charge. The envelopes have a large, clear window that enables the USPS scanners to scan the address, postage and Certified Mail bar code printed on the cover sheet that is folded and inserted into each letter. Envelopes are available in three sizes: #10, 6” x 9” and 9” x 12”.

Are reporting features built into SimpleCertifiedMail.com?

A record of all transactions is kept in the account for ten years. You can download these costs as Microsoft Excel files, making it easy to seek reimbursement from your own clients, if appropriate.

How do I manage multiple users across different locations?

SimpleCertifiedMail.com includes a full set of controls for Account Administrators. A national administrator can have visibility and control across all locations, while also having regional or single location administrators who oversee smaller groups of users. Administrators control who can use the service, what features they can access, who can access production and delivery reports, who purchases postage, and who receives the monthly statement of service that recaps use over the previous month.

Do you offer Batch Processing for large mailings?

Yes, our Batch Processing features enable the creation of dozens or hundreds of Certified Mail cover sheets or labels from one print queue. To learn how to prepare and process a batch mailing, visit the Batch Processing Guide page for access to How-To Videos and User Guides. We also offer a REST API that makes it easy to integrate our key services within other important software platforms.

ACCOUNT RELATED QUESTIONS

How long is delivery data stored in our SimpleCertifiedMail.com account?

The tracking data, Proof of Acceptance, Proof of Delivery and signed Return Receipt Electronic PDFs remain in your account for ten years and can be downloaded at any time.

How do I reset my Account Password?

Via the Reset Password link under the SIGN IN button on the Sign In page. Note that passwords are case-sensitive. If a user is part of a larger firm with many users, they can also ask their Account Administrator for assistance.

How do we close our account?

Send an email to assistance@simplecertifiedmail.com requesting to close your account. Client Services will contact you to confirm and then refund any leftover account balance to you. Even though the account will no longer be able to create cover sheets and labels, your historical transactions can be accessed for up to ten years using your login.

What happens to unused postage if we close our account?

SimpleCertifiedMail.com promptly refunds your balance.

How does SimpleCertifiedMail.com ensure the security of our account and data?

SimpleCertifiedMail.com uses the highest level of commercial encryption to ensure the safety and integrity of your data. Each client’s data is partitioned to provide additional risk management.

Is telephone technical support available?

Our customer service center is available by phone between 9am and 5pm Eastern Time, Monday through Friday.

REST API INFO FOR DEVELOPERS

What is an API?

An API (Application Programming Interface) is a set of rules or protocols that enables software applications to communicate with each other to exchange data, features and functionality. Essentially, it allows one software or website to communicate with another software or website.

What is the cost of API integration?

There is no additional cost to use our REST API - pricing is the same as our web-based program.

What are mailing features are offered with the REST API?

Our REST APIs enable you to automate requests for First-Class, Priority and Certified Mail cover sheets and labels, complete with electronic postage. Pull tracking and delivery information, electronic Proof of Acceptance, Proof of Delivery and Return Receipt – all directly into your enterprise applications and files.

Do you provide developer assistance with API integration?

Yes, in three ways:

1. Go to the Developer API section of the website.
2. Visit our Developer Portal.
3. Contact us at 1-888-462-1750. Monday through Friday, 9am-5pm (eastern time).