Certificate of Mailing vs. Certified Mail: Which Do You Need?

Quick Answer

A Certificate of Mailing gives you a dated receipt showing you mailed the letter. Certified Mail also lets you track delivery and requires a signature.

The Main Differences

Here is what each USPS extra service includes:

With Certified Mail, you can get a receipt of delivery by adding Return Receipt. You can choose an electronic receipt or the paper green card.

How to Get a Certificate of Mailing

Use PS Form 3817, shown above, when you need a receipt for an individual letter. Get the form at the Post Office or download it from USPS.

1. Fill in your name and address under “From” and the recipient's name and address under “To.”
2. Bring the completed form with your addressed letter when you mail it. Pay the postage and Certificate of Mailing fee. USPS postmarks the certificate and returns it to you.
3. Keep the certificate for your records. USPS does not keep a copy.

Choosing Certified Mail instead? Our Certified Mail sending guide shows the forms and mailing steps.

What Does Each Cost?

• Certificate of Mailing: $2.45 for an individual PS Form 3817.
• Certified Mail: $5.55 per item.

Both fees are added to your letter's postage. If you add Return Receipt to Certified Mail, the electronic option is another $2.91, or the paper receipt is another $4.65. See the USPS price list for current fees.

These are USPS fees. An online printing and mailing service also charges for preparing and sending your document.

Which Should You Choose?

• Need proof you mailed the letter? Choose Certificate of Mailing if you only need that mailing record.
• Want to check delivery and require a signature? Choose Certified Mail.
• Want a copy of the signed receipt? Choose Certified Mail with Return Receipt.

After sending Certified Mail, our tracking guide explains how to check delivery and find available receipt documents.

A lot of people wonder why not just send Certified Mail. It already gives you proof of mailing and lets you check delivery or delivery attempts.

But sometimes all you need is proof that you mailed the letter. A Certificate of Mailing gives you that record for about half the Certified Mail fee. If you just need the Post Office to confirm you sent something and don't need tracking or proof of delivery, it's a cheaper option.

A Few Examples

• Florida condo meeting notices. A condo association can use a Certificate of Mailing to show it mailed an annual meeting notice to owners. Florida law.
• Arizona construction notices. Contractors and suppliers can send a preliminary 20-day notice by First-Class Mail with a Certificate of Mailing instead of Certified Mail. If no acknowledgment is returned, proof of mailing can be made with an affidavit and the certificate attached. Arizona mailing rules and proof requirements.
• Massachusetts auto insurance cancellations. When an insurer mails an auto insurance cancellation notice, it must get a USPS Certificate of Mailing showing the policyholder's name and address. Massachusetts law.

You still need to follow the notice deadlines and any other requirements.