Frequently Asked Questions

SimpleCertifiedMail.com is a web-based platform that greatly simplifies the process of preparing, sending, tracking, archiving and accounting for USPS Certified Mail®, whether you are producing pieces one-at-a-time, by the hundreds, or the tens or hundreds of thousands. Three production platforms (Desktop, Batch and Web Services via REST APIs) run on the same application and can be used simultaneously. The Company prides itself on the innovations it has brought to Certified Mail users, and on customer service. The service is used by organizations of all sizes, including large enterprise accounts.

No. SimpleCeritifedMail.com requires no special hardware or software. All you need is a PC or Mac, an Internet connection, a web browser (Google Chrome, Microsoft Edge or Internet Explorer, Mozilla Firefox, or Apple Safari) and a printer. You can also connect our services to your own platform, via our REST APIs.

1. Print Certified Mail cover sheets and labels with your standard office printer, thus eliminating the need to fill out any USPS forms.
2. Electronic Postage eliminates the cost and inconvenience of using postage meters.
3. Batch processing features make it easy to produce hundreds or thousands of Certified Mail pieces very quickly, by importing addresses from Microsoft Excel.
4. Intelligent APIs enable the integration of SimpleCertifiedMail.com’s services with your main business systems. The APIs are used by a wide range of enterprise customers and mail service providers to simply the preparation of Certified Mail and to pull USPS data and confirmations directly into key business systems.
5. A Proof of Acceptance (Electronic) for each item is posted to your account within hours, eliminating the need for Scan Forms, Manifests and Firm Books.
6. Receive Proof of Delivery and Return Receipt (Electronic) within 24 hrs. The Return Receipt (Electronic) is the universally accepted legal equivalent to the Green Card.
7. Your Certified Mail tracking data and confirmations remain in your secure online account for 10 years. This includes the expenses you incur to send Certified Mail, making it easier to manage and allocate your Certified Mail costs, and to bill them back to clients where appropriate.
8. Receive automatic refunds of USPS charges for Certified Mail that is created, but not mailed within eight days.

Yes it is. SimpleCertifiedMail.com doesn't change the way the Post Office carries your mail to its destination. It simply makes all the processes around USPS Certified Mail® easier, faster and more efficient for you. And everything we do to improve Certified Mail is approved by the USPS.

You receive a Proof of Acceptance PDF file in your account within hours of your Certified Mail being picked up by your postal carrier. This eliminates the need for Scan Forms, Manifest and Firm Books.

Once your Certified Mail is delivered, a Proof of Delivery PDF file or USPS Return Receipt (Electronic) PDF appear in your account, within 24 hours.  The Return Receipt Electronic, also known as the RRE, contains the same information as the PS3811 Proof of Delivery (“Green Card”), but in an electronic (PDF) format. The RRE was developed by the USPS to speed up the process of receiving Proof of Delivery and to eliminate problems associated with Green Cards including: cards getting damaged or torn off as they make their way through the mail stream; offices having to find space to file the Green Cards; and Green Cards getting lost in office files.

The United States Postal Service Domestic Mail Manual states that the Return Receipt (Electronic) is the legal equivalent of the PS3811 (Green Card). Courts have welcomed the Return Receipt (Electronic) as this electronic PDF file can be filed in electronic or printed form whenever it’s needed, whereas the Green Card must always be submitted in its original form.

You can learn more about Return Receipt (Electronic) by visiting www.usps.com

You'll significantly reduce the time required to address, add postage, and get your USPS Certified Mail® into the mail stream. Along with streamlining the USPS Certified Mail® process for envelopes, you can also now send USPS Certified Mail® in boxes up to 70 pounds. You'll eliminate corporate liability for people traveling to and from the Post Office. You'll speed up the procedures dependent on your USPS Certified Mail® such as Affidavits of Service, auctions, and collections. You'll have a complete record of all your transactions, helping you manage your USPS Certified Mail® costs, and helping you bill these costs back to clients.

The USPS Return Receipt (Electronic) contains the same information as the PS3811 Domestic Proof of Delivery (“Green Card”), but in an electronic (PDF) format. It was developed by the USPS to speed up the process of receiving Proof of Delivery and to eliminate a number of problems associated with the PS3811 Green Cards, including: the cards getting damaged or torn off as they make their way through the mail stream; offices having to find space to file the Green Cards; and Green Cards getting lost in office files.

The United States Postal Service Domestic Mail Manual states that the Return Receipt (Electronic) is the legal equivalent of the PS3811 (Green Card). Courts have welcomed the Return Receipt (Electronic) as this electronic PDF file can be filed in electronic or printed form whenever it’s needed, whereas the PS3811 Green Card must always be submitted in its original form.

You can learn more about Return Receipt (Electronic) by visiting www.usps.com

Yes, with our system you eliminate the need to use a postage meter or to visit the Post Office for postage. We include postage on Certified Mail, Priority, and Priority Express pieces.

The built-in Batch Processing features make it easy to import Excel and CSV files and quickly print Certified Mail cover sheets and labels for hundreds or thousands of pieces. Two processes are documented in Batch Processing Manuals found in the Resources section of the web site. One process is for batches where all the mailed letters are of the same weight and use the same size envelope or label. The second is for batches of mail containing mixed weight and/or mixed size pieces.

In addition, a set of Intelligent REST APIs enables complete automation of requesting Certified Mail cover sheets and labels and the import of Proof of Acceptance (Electronic), Proof of Delivery (Electronic) and Return Receipt (Electronic).

At any time, you can view the status of your Certified Mail items through your secure account at Simple Certified Mail.com. We receive delivery information, every few hours, directly from the USPS. This also applies to Priority and Priority Express Mail prepared for mailing using our service.

SimpleCertifiedMail.com uses the highest level of commercial encryption to ensure the safety and integrity of your data.

SimpleCertifiedMail.com sends you window envelopes to use with our service – at no charge. The envelopes have a large, clear window that enables the USPS scanners to scan the address, postage and Certified Mail bar code. Envelopes are available in three sizes: #10, 6” x 9” and 9” x 12”. And of course, you can order your own window envelopes from your favorite envelope supplier as long as you follow our specifications.

Simply login to your account and select the "Order Envelopes/Labels" tab. Three to five business days from the date of your order, the supplies should arrive. If you need them faster, Priority Mail is available.

Yes, but you need to be absolutely certain that your supplier produces the envelopes and labels to specifications that work with our service and are approved by the Post Office, as it's crucial that the Post Office scanners can easily scan these items. Please contact our Customer Service team for details.

You can come close. First, the How It Works and How It Pays off links on the web site include lots of details on how the system works. Second, you can print the User Manuals from the Resource section of the site for step-by-step details on how you use the online service. And finally, you can contact Sales and request an online demonstration.

Of course! Simply email your suggestions to support@SimpleCertifiedMail.com.

Please refer to the Cost of Service links under both Office Solutions and Enterprise Solutions.

SimpleCertifiedMail.com is a one-step solution, so postage is paid through our service. You print the exact amount of USPS postage you need right on your USPS Certified Mail cover sheet or label, along with the return and recipient addresses and the appropriate USPS bar codes. There's no need to use a separate postage meter, or to purchase postage at the Post Office.

Using SimpleCertifiedMail.com is similar to using a postage meter. You prepay for your USPS Certified Mail® expenses with an account that we replenish via ACH from your business checking account. The funds you deposit with SimpleCertifiedMail.com are maintained in a separate Trust Account by the Branch Banking & Trust Company (BB&T) and are covered by a Fidelity Bond. You can view your account status anytime through our service.

In addition, we do not retain any banking information in our system. All Account and Routing numbers are immediately transmitted to our service provider, Forte Payment Systems. They return a secure encrypted token that is used to process any transaction. This is the same process required by all ACH and Credit Card processors.

Credit cards are not accepted at this time.

Each SimpleCertifiedMail.com account has an Administrator who has more rights than his/her users. Only the Administrator has access to payment information.

It's easy for the Account Administrator to add, delete and change users. It's all done from the User Administration tab.

A record of all transactions is kept in the account for seven years. Users can download activity and USPS costs in Excel™ format.

Absolutely. Just contact us at 1-888-462-1750, Monday through Friday, 8am-5pm (ET).