What Type of Certified Letter Should I Send?

When it comes to sending important documents or notices through the mail, certified mail offers peace of mind by providing proof of mailing and delivery. But did you know there are different types of certified mail services? Choosing the right one depends on how much proof or protection you need.

In this post, we’ll break down the types of certified mail and when to use each one—so you can feel confident you’re sending the right type of letter for your situation.

1. Certified Mail Only

What it includes:

• Tracking number

• Proof of mailing

• Proof of delivery date and time (available online)

When to use it:
Use Certified Mail only when you want tracking and proof that the letter was delivered, but you don’t need to know who signed for it. This is useful when:

• Sending updates or routine notices

• Providing documentation for a non-legal issue

• Verifying that correspondence was delivered on time

It’s an affordable option that still offers a strong level of security.

2. Certified Mail with Return Receipt (Green Card or Electronic)

What it includes:

• All Certified Mail features

• A Return Receipt: proof of who signed for the letter and the delivery date

  • Green Card: A physical postcard mailed back to you

  • Electronic Return Receipt: A digital PDF with the recipient’s signature

When to use it:
Use this option when it’s important to know exactly who received the letter—especially for legal or time-sensitive documents, such as:

• Lease terminations or eviction notices

• Employment terminations

• Legal filings or court notices

• Dispute letters (to the IRS, creditors, or landlords)

It creates a complete paper trail you can reference if needed.

3. Certified Mail Restricted Delivery

What it includes:

• All Certified Mail and Return Receipt features

• Only the addressee (named recipient) can sign for and receive the letter

When to use it:
This is the most secure certified mail option. It ensures the intended recipient—and no one else—signs for it. Ideal for:

• Confidential legal documents

• Settlement offers

• Sensitive medical or personal information

• Official notifications to executives or government officials

Restricted Delivery may be more costly, but it’s ideal when you need full control and accountability.

Quick Comparison Chart:

How to Choose the Right Type

Ask yourself these three questions:

1. Do I need to prove the letter was delivered?
   → Use Certified Mail.

2. Do I need to know exactly who received it?
   → Add a Return Receipt.

3. Do I want only the named recipient to sign for it?
   → Use Restricted Delivery.

Final Thoughts

Sending a certified letter shows you’re taking a professional and serious approach. Whether you’re protecting yourself legally, notifying someone officially, or tracking an important message, choosing the right type of certified mail ensures your communication stands up to scrutiny.

Need help sending certified letters from your computer? Services like Postal Methods let you upload your document, choose your certified mail type, and track everything online—saving you time, postage runs, and hassle.