Mail Services collects and distributes inter-department and U.S. Post Office mail to departments Monday through Friday before noon. Mail Services will pick up the outgoing mail during the department's normal mail delivery and delivers mail to the post office Monday through Friday at 3:30 p.m.
USPS Certified Mail® provides the sender “proof of mailing” and “proof of letter delivery.” The USPS says it was not designed to be the fastest form of mail delivery, but is used to provide “proof” and meet compliance and regulatory requirements for important notifications. At any time a USPS Certified Mail® item can be looked up by the tracking number on usps.com.
Sending Certified Mail will ensure that important pieces of mail, including legal and confidential documents, arrive at their intended destination. The Certified Mail Receipt provides the sender with a mailing receipt and, upon request electronic verification that an article was delivered or a delivery attempt was made.
How long does it take USPS to deliver a Certified Letter?
- Three to five business days for a USPS Certified Mail® letter mailed with First Class postage to be delivered.
- Two- or three-day delivery service by upgrading to USPS Certified Mail® with Priority Mail Delivery.
How it Works and Cost of USPS Certified Mail
The Certified Mail form contains a green and white sticker that includes a barcode, which allows mail to be tracked through the USPS. The form also contains a perforated receipt, which serves as proof that the item was mailed.
- Write all of the required information on the form, including the recipient’s name and address.
- Remove the backing and place the sticker along the top edge of the envelope being mailed, directly to the right of the return address area.
- Make sure to leave room on the top right portion of the envelope to apply correct postage.
- On a package, the sticker can be placed to the left of the address area.
With Certified Mail service, the sender receives a mailing receipt, and the mail recipient must sign for the envelope or package. The USPS keeps a copy of the recipient's signature on file as proof of delivery for two years from the date of mailing. A copy of the signature, or equivalent signature stamp can be received by purchasing the Return Receipt service when mailing the item. If the Return Receipt service is not purchased, a request of delivery proof can be made by purchasing Return Receipt After Mailing service, also known as Duplicate Return Receipt service, for up to two years. With Certified Mail, insurance cannot be purchased.
The current cost to send a 1-ounce USPS Certified Mail® letter with Return Receipt (Green Card) is now $6.70 as of Jan. 21, 2018, by first-class mail.
City of Irving Procedure - Sending
Keep records. When sending Certified Mail, note the senders name and department on the receipt that will be stamped with the mailing date. This allows Print Services to ensure the receipt is sent back to the appropriate department for their records. The number that is unique to your mailing should be noted by the sender and allows you to confirm the mail delivery online.
View the delivery information. Check online at the postal service’s website at usps.com to see when and to whom the certified mail was delivered. The recipient must sign for the mail upon delivery, and the post office keeps a record of this signature.
Note: Remember someone signs for a USPS Certified letter. A delivery reminder slip will be left in the mailbox by the letter carrier if there is not anyone available to sign. This reminder informs the person a USPS Certified Mail® letter is being held at the local Post Office for pick-up. They must go to the Post Office to sign for the letter and pick it up.
If no one picks up the letter after five to seven days, USPS will leave a second delivery notice reminder is left by the letter carrier. Finally, after five to seven days the final delivery attempt is made to the delivery address. After the final notice reminder is left the letter is taken back to the Post Office and held for five to seven days prior to being returned to sender with USPS proof of the various attempts of delivery and notification. This entire time frame can take 17 to 21 days if no one claims the letter.
City of Irving Procedure - Receiving
USPS bulk mail processing. When a Certified Mail item is received by the USPS for the City of Irving, it is held with all other mail in the bulk mail area. Print Services picks up mail Monday through Friday between 8:15 and 9 a.m.
View the delivery information. Check online at the postal service’s website at usps.com to see how the Certified Mail was routed and when the certified mail was actually delivered/picked up from the bulk mail area. When Print Services picks up the Certified Mail, the USPS scans as delivered. Usually noted as “Your item was picked up at a postal facility at (time) on (date) in IRVING, TX 75015.
Note: If the post office processes the Certified Mail after Print Services picks up at the facility, the item will be held until the next business day for pick up, excluding weekends and holidays.
Tracking by Print Services. Each incoming Certified Mail item is entered into the tracking log book by the unique number and date delivered to the department. As the mail is delivered to the departments, the Certified Mail items are signed for by who receives them. These records are kept in the mail room at Print Services for reference.