Secure Proof of Mailing with Certificate of Mailing
Simplify Compliance with Postalocity’s Certificate of Mailing. Services provide businesses with a USPS receipt proving the date and time mail was sent, ensuring compliance for time-sensitive documents like tax forms and legal filings. As an affordable alternative to Certified Mail, it’s ideal when delivery confirmation isn’t needed. Our cloud-based platform automates form completion, verifies addresses, and stores digital receipts, saving you time and reducing errors.
Ready-Made Templates
Why Postalocity is the Solution
Manual mailing is time-consuming and error-prone. Postalocity eliminates the need for printing, labeling, and post office visits with an intuitive interface.
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Secure AWS Encryption: Protect sensitive data with industry-standard SSL/TLS encryption.
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Address Verification: Ensure accurate delivery with real-time validation, reducing returns.
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No Contracts: Pay-as-you-go pricing with no hidden fees or monthly minimums.
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We feel the needs of your business
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Scalability: Handle single letters or bulk mailings with ease.
Benefits of Postalocity’s Certificate of Mail Services
How It Works
01
Upload Your Documents
From monthly utility bills to annual city notices, upload PDF files directly to the Postalocity platform quickly and securely.
02
Customize and Review
Choose custom options like remittance envelopes or inserts. Our intuitive interface makes reviewing and verifying recipient details simple.
03
Mail with Confidence
Approve your documents with one click. Postalocity prints, folds, stuffs, and adds postage, ensuring mail is sent accurately and promptly.
04
Track Mail Delivery
Postalocity’s built-in tracking provides real-time status updates, giving you clear visibility into each mailing’s progress.
Tailored Business Mail Solutions
Single Mailings
Ideal for individual time-sensitive documents like tax forms or legal notices. Use PS Form 3817 for a single receipt, perfect for small businesses or one-off compliance needs.
Bulk Mailings
Streamline high-volume mailings with PS Form 3877, providing proof for multiple items in one receipt. Suited for enterprises sending checks, invoices, or notices in bulk.
Common Problems and Solutions
Time-Consuming Processes
Solution: Postalocity automates the entire process, letting you send mail in minutes from your browser.
High Costs
Solution: Transparent pricing and bulk discounts reduce costs, making mailing affordable for all businesses.
Delivery Errors
Solution: Real-time address verification ensures accurate delivery every time.
Security Risks
Solution: AWS encryption and HIPAA-compliant processes keep your data secure.
Scalability Issues
Solution: Our platform scales seamlessly from single letters to thousands, adapting to your needs.
Lack of Tracking
Solution: USPS integration provides real-time tracking for every mailpiece.
Questions? Answers.
A Certificate of Mailing is proof from USPS that you sent something on a specific date. That’s it. It doesn’t track the item and doesn’t confirm it arrived — just that you mailed it.
Certified Mail gives you tracking and a delivery confirmation. A Certificate of Mailing only proves you dropped it in the mail. No updates. No signature. Just a timestamped receipt.
You’ve got two options:
Go to a USPS location, fill out PS Form 3817.
Or skip the trip — Postalocity lets you request a Certificate of Mailing as part of your mailing job, right from your computer. Same official proof, way less hassle.
Yes. Whether it’s going across town or overseas, a Certificate of Mailing proves it was sent from the U.S. Nothing more, nothing less.
Ready to Secure Your Proof of Mailing
Start your job now with Postalocity’s self-serve platform and experience hassle-free online business mailing.
What is a Certificate of Mailing and Why It Matters
When you need to prove you sent something by mail on a specific date, a Certificate of Mailing from the USPS is your best bet. It’s basically a receipt that shows the post office accepted your letter or package on a particular day – though it won’t tell you if it actually got delivered.
This is especially valuable for businesses that send out hundreds or thousands of important documents regularly. Think about insurance companies sending policy notices, law firms mailing legal notifications, or healthcare providers sending patient correspondence. For these high-volume mailers, Certificate of Mailing offers a much more cost-effective solution than certified mail. Instead of paying several dollars per piece for certified mail, they can get the same legal proof of mailing for just pennies per item when done in bulk.
The key thing to remember is that it only proves you sent it, not that it arrived. But for many business situations where you just need to show you met a mailing deadline or fulfilled a notification requirement, that’s exactly what you need.
The USPS processes over 120 million Certificates of Mailing every year.
75% of businesses use them for sensitive or legal documents.
About 1 in 10 mailings requires proof of mailing for legal or regulatory compliance.
65% of customers say they prefer automated mailing platforms to traditional methods.
Types of Certificate of Mailing
There are two main types:
PS Form 3817 – For individual mailpieces. You receive a mailing receipt for each.
PS Form 3877 – For bulk mailings, where multiple pieces are listed on one form. It’s often used for parcel or registered shipments.
These forms are available at your local post office or can be generated automatically through Postalocity when you initiate a mailing job.
How to Fill Out a Certificate of Mailing Form
When manually filling out PS Form 3817, you’ll need:
Name and address of the recipient
Date of mailing
Sender information
Mailpiece details (weight, class, type of content)
Postalocity eliminates this manual work. We auto-fill address and sender data, apply correct labels, and ensure each package or letter meets USPS specs. Just upload your documents and approve — we handle the rest, down to the box size and delivery destination.