Though tech has transformed the communication space, there are some documents you may still need to send by “snail mail.” Important business docs like a legal notice, an original document, or a check, are better sent via the US Postal Service.
According to the USPS, their mail service processes 4.93 million emails per day— which raises another concern: items could get lost. One method to ensure your docs reach their destination is through the USPS Certified Mail. Here are the many ways certified mail can assist your business.
Proof of Mailing
There are several instances where your business needs to verify the date it sent a document. Only dropping a letter in the mail, leaves no proof that you indeed sent it, or even posted it on time. Plus, you have no control over the time it reaches its destination.
On the other end, certified mail provides with clear-cut proof that you upheld your end of the deal.
Two years of records
Information on the docs you mail include the send date and delivery date which sometimes remain relevant months or years later. Certified mail keeps these records for two years in the USPS files. And while they also store documents for other forms of mail tracking, they only file those for four months.
As an extra layer of support, you can find these records via USPS’ website. This info can be used for legal purposes because it comes from a third party making it more credible.
Location tracking
Another advantage of sending official papers through certified mail is you can track the letter. Mail tracking is particularly important if your business associate is waiting for the file on the other end; you can give them feedback on where it is and when to expect delivery.
While mail tracking is possible for other types of mail, you get the services for an extra fee. Certified mail includes automatic monitoring.
Proof of Delivery
Sometimes your firm needs to prove that it indeed mailed a legal doc to a client or company. Certified mail is your way out; the service entails adding a signature on delivery. That gives you delivery documentation as well as a personal signature from the client or customer acknowledging they picked the item.
As with tracking, you can purchase proof of delivery for other mailing services, but it’s an added expense. The delivery documentation is already included in certified mail.
Extra Prioritized Delivery
Officially, the delivery timing for certified mail is comparable to either priority or first class or mail. However, adding a certified mail sticker to a document for carriage adds special priority to the item.
The effect is that you can expect your item to reach within the delivery window. Try sending certified mail to enjoy these benefits and more.
You can get labels online
Gone are the days when you had to take a walk to the post office and stand in queues during office hours to send documents.
These days, some services allow you to craft and print a certified mailing label on your laptop. It takes lesser time than visiting the post office and can be done in your free time.
An extra layer of security
No one wants to take chances with their important business or client documents; safety is always issue number one. Anyone handling any item labeled as certified mail knows it is under tracking. That’s an added layer of accountability that makes them extra-careful with your item.
In some cases, people think when a piece of mail was lost it was stolen from their mailbox. This type of theft is common. Nevertheless, you avoid this risk with certified mail. Instead of being dropped in a mailbox where anyone can access it, it is handed to the recipient directly.
Cheaper than Private Shipping Services
While you may want to consider a private shipping service for your items, Certified Mail is a more cost-effective solution. Private shipping services are much more expensive. No matter the money you’re making, no business wants to spend more to get the same service, more so if you send many documents.
Avoid Postage Errors
Certified mail will prove vital when mailing documents to customers, more so on a strict deadline, you don’t want to make any mistakes. The senders must know the right address, pick the right class of mailing and the correct postage amount.
Postage mistakes often lead to late mail delivery, returns to the sender, and misplaced items. That’s what happens if you’re handling your mails in-office. The same applies for depending on “standard” delivery.
Most of these delivery methods, more so those without insurance or tracking, do not offer an assurance of delivery. Avoid postage mistakes by sending business papers through certified mail. This method captures critical mailing info that you may need later.
Attract and Keep Buyers
As a company owner, you’re probably looking for methods to entice, impress, and keep your customers. How you operate your enterprise shows your dedication to clients.
Your means of communication to customers matters a lot when you’re looking to promote a positive client experience. Most business owners think that a simple mail can’t help much when it comes to customer experience.
Documents sent through standard delivery via the USPS may look entirely different from those mailed as certified priority mail. In general, Certified mail is considered very urgent. It shows you are interested in making sure that the document reaches safely and in time.
Your consumers will only notice that you are using certified mail and learn that you intend to tend to their matters and experiences seriously.
The bottom line
Sending essential business items from point A to B is possible through many avenues, but only a few of them can ensure they reach their destination safely. What’s more, you enjoy other after-sale services like years of vital documents in case you need proof that you indeed sent some documents.
