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Delivering Court Documents Using USPS Certified Mail

Certified Mail Helps Lower Costs for “Service of Court” Papers

When papers are filed through the courts to start a legal action, the law require the parties involved (known as plaintiff or defendant) to formally give notice to the defending party regarding any paperwork included with the case.  This process is known as “Service of Court Papers” and can include either a process server delivering the documents in person (known as “Personal Service”) or using a mail delivery service (known as “Service by Mail”). Courts will often use Certified Mail® with Return Receipt to deliver the court papers for "Service of Mail," as the signature on the Return Receipt provides proof of service by confirming the date the recipient accepted the delivery.

Court systems often use Certified Mail to notify plaintiffs and defendants
Subpoenas and court documents are often distributed for “Service by Mail” using the U.S. Postal Service’s Certified Mail, a service option that is significantly cheaper and easier than the personal service form of delivery. This process is commonly used for "Subpoena Duces Tecum,” which is when an individual (not necessarily the plaintiff or defendant) is asked to provide documents, books or any evidence in their possession that could be considered as evidence to a legal proceeding.

How to send a “Service by Mail” court documents:

  • The process server or court mails the papers to the party being served. If the party being served is a person, the papers can be mailed to their home or mailing address. For a business, the papers must be mailed to the owner at the business’s main office. If the business has an agent for service, the papers must be mailed to the agent for service.
  • The server then fills out a Proof of Service document with details like the recipient’s address, the mail service used, the delivery date and the location from where they were sent. The server then must file the Proof of Service with the court.
  • Service by mail is complete five days after the papers are mailed.

 In some states, attorneys will first attempt to serve documents via Certified Mail before any other serving method. The court clerk takes care of the mailing for you and charges a small fee, which is recoverable if you win.

SimpleCertifiedMail Software Makes Sending Certified Mail Easy
Court systems recognize how disruptive it can be when a Green Card has been misplaced. Often, a judge will require that the entire process be repeated. offers an easier method for individuals sending court papers via Certified Mail. The software allows you to eliminate USPS forms like Green Cards from the mailing process. Instead, you can print cover sheets and labels (for envelopes and packages) from any inkjet or laser printer at your home or office.

Key benefits include:

  • No trips to the post office: Using allows you to avoid visits to the busy Post Office. Drop your completed Certified Mail items in any USPS mailbox or leave them for your daily mail carrier to pick up.
  • Batch Print multiple labels: Our Batch Processing features make it fast and easy to print dozens, hundreds or thousands of Certified Mail labels in one large print job to simplify the process. Customers say they save big on labor with the ability to prepare 500 Certified Mail letters in 50 minutes, rather than five hours the old-fashioned way.
  • Proof of Acceptance Electronic: Whether mailing Certified Mail letters one by one, or in batches, the Proof of Acceptance is posted to your account soon after the mailpiece receives its first outbound by the USPS. Proof of Acceptance (Electronic) is accepted by the IRS, state, and federal courts as prima facia evidence that the Post Office physically took possession of mail at a specific time and date.
  • Return Receipt Electronic: When a recipient’s signature is required, the USPS Return Receipt Electronic is posted to your account within 24 hours of your Certified Mail letter being delivered and the signature collected on the Mail Carriers tablet computer. No more waiting a week or more for Green Cards to come back or sending replacement Certified letters for those with lost Green Cards.
  • 10 -year data archive: The Proof of Acceptance, Return Receipt Electronic and production data, including costs for each mailpiece, are retained in your account for 10 years. Production data makes it easy to summarize your expenses by client and seek reimbursement when appropriate.

Get started quickly!

Getting started is simple. There’s no software to install. No fixed monthly fees. Just a small transaction fee per piece, and we supply the Certified Mail window envelopes at no extra charge. Just tell us how many you need to get started and prefund your account (minimum level of $60). You’ll receive the envelopes in 3-5 days and unused funds are refundable. To sign up, click below. If you have questions, call 888-462-1750. 8am–5pm ET.

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