How to Mail Legal Documents Correctly (2025 Guide)

Legal documents being prepared for certified mail delivery

Quick Answer: Mailing Legal Documents

Standard method: USPS Certified Mail with Return Receipt
For valuables: USPS Registered Mail for irreplaceable originals
Always keep: Copy of document, mailing receipt, tracking records, green card
Pro tip: Also send a copy via regular mail as backup

Mailing legal documents correctly is not just about getting them delivered—it is about creating a verifiable paper trail that can hold up in court. Whether you are sending a contract, legal notice, court filing, or demand letter, knowing how to send legal documents through the mail with proper proof of delivery protects your interests. This guide explains how to mail legal documents by certified mail and other USPS services. For more on certified mail specifically, see What Is Certified Mail?

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Types of Legal Documents and Recommended Mailing Methods

Different legal documents may have different mailing requirements:

Document Type	Recommended Method	Notes
Demand Letters	Certified + Return Receipt	Creates proof for court
Eviction Notices	Certified + Return Receipt	Check state requirements
Contract Cancellations	Certified + Return Receipt	Proves timely notice
Court Filings	Per court rules	Check specific requirements
Signed Contracts	Certified or Registered	Registered for originals
Original Documents	Registered Mail	Maximum security/tracking
Powers of Attorney	Registered Mail	Irreplaceable originals
Compliance Notices	Certified + Return Receipt	Deadline documentation

USPS Mailing Options for Legal Documents

Certified Mail with Return Receipt

The most common choice for legal documents.

Provides: Proof of mailing, tracking, signed delivery confirmation
Cost: ~$10-12 for letter with return receipt
Best for: Demand letters, notices, contracts (copies)

Registered Mail

Maximum security and chain of custody tracking.

Provides: Every hand that touches it is logged, insurance available
Cost: Starts at ~$15+, varies by value
Best for: Irreplaceable originals, high-value documents

Priority Mail with Signature Confirmation

Faster delivery with signature tracking.

Provides: 1-3 day delivery, signature on delivery
Cost: Varies by size/weight
Best for: Time-sensitive documents when speed matters

Certificate of Mailing

Basic proof you mailed something, no delivery confirmation.

Provides: USPS stamp showing item was mailed
Cost: ~$2
Best for: Proving mailing date only (rarely sufficient for legal)

Certified vs Registered Mail

Confused about which to use? See our detailed Certified vs Registered Mail comparison. In short: use Certified for proof of delivery, Registered for maximum security of irreplaceable items.

Using Certified Mail for Legal Documents

Certified mail is the go-to choice for most legal documents because it provides:

Proof of mailing: PS Form 3800 receipt with date and tracking number
Tracking: Online tracking showing delivery status
Delivery confirmation: Green card (PS Form 3811) with recipient's signature
Court-accepted evidence: These records are standard proof of delivery in legal proceedings

For forms and procedures, see our guides on PS Form 3800 and PS Form 3811.

When to Use Registered Mail

Registered mail is appropriate when:

You are sending original documents that cannot be replaced
The document has significant monetary value
You need maximum chain of custody documentation
Insurance on the contents is important
Security is paramount (registered mail travels in locked containers)

Learn more in our Registered Mail guide.

Step-by-Step: Mailing Legal Documents

Step 1: Prepare the Document

Print on quality paper (letterhead if appropriate)
Make at least 2 copies (one for recipient, one for your file)
Sign original in ink if signature is required
Date the document
Scan and save a digital copy

Step 2: Package Properly

Use a standard business envelope (#10) or flat mailer
Do not fold documents excessively if condition matters
Consider a stiffener to prevent bending
Do not seal until after postal clerk verifies contents (if required)

Step 3: Address Correctly

Use recipient's full legal name
Include complete address (unit number, ZIP+4 if known)
For businesses, address to registered agent or specific person
Include your return address

Step 4: At the Post Office

Request "Certified Mail with Return Receipt Requested"
Complete PS Form 3800 (certified mail receipt)
Complete PS Form 3811 (green card) if using return receipt
Pay for postage and all services
Get your receipt with tracking number

Step 5: Send Backup Copy (Recommended)

Send a copy via regular first-class mail same day
This ensures delivery even if certified is refused
Note on your copy that both were sent

Step 6: Track and Store Records

Track delivery at USPS.com
Screenshot tracking showing delivery
Save green card when it returns
File all records with document copy

Documentation Best Practices

Keep a complete record of your mailing. For more on creating proof, see our guide on how to prove you mailed something.

Copy of the document: Exact duplicate of what you sent
Certified mail receipt (PS Form 3800): Shows tracking number and date mailed
Return receipt (green card): Shows who signed and when
Electronic receipt (if used): Digital return receipt image
Tracking printout: Screenshot showing delivery status
First-class mail receipt: If you sent backup copy
Mailing log: Your own record of date, recipient, contents, tracking number

Pro Tip: Create a Mailing Log

Maintain a spreadsheet or log with: Date sent, Recipient name, Recipient address, Document description, Tracking number, Delivery date, Green card received date. This helps if you need to reference mailings months or years later.

Common Mistakes to Avoid

Using regular mail only: No proof of delivery creates "he said/she said" situations
Wrong address: Verify the recipient's current address before mailing
Wrong name: Use legal names, not nicknames
Not keeping copies: Always retain an exact copy of what you sent
Discarding receipts: Keep all receipts and the green card indefinitely
Mailing unsigned documents: Sign originals when required
Missing deadlines: Mail early enough to meet any required dates
Not tracking: Verify delivery occurred, do not assume
Sending originals when copies suffice: Keep originals; send certified copies

Important: Check Specific Requirements

Some legal documents have specific service requirements set by statute, court rule, or contract. For example, some contracts specify how notices must be sent. Court filings have their own rules. Always verify the specific requirements for your document type and jurisdiction before mailing.

Mail Legal Documents Online

Skip the post office. Upload your legal document and we print and send it via USPS Certified Mail with Return Receipt. Same-day processing, full tracking, and proof of delivery.

Send Certified Mail Online

FAQs

What is the best way to mail legal documents?

USPS Certified Mail with Return Receipt Requested is the standard for legal documents. It provides proof of mailing, tracking, and a signed receipt when delivered. For high-value or irreplaceable documents, consider Registered Mail.

Is certified mail required for legal documents?

Whether certified mail is legally required depends on the type of document and jurisdiction. Some legal notices (evictions, demand letters, contract cancellations) may be required by statute or court rule to be sent by certified mail or another method that provides proof of delivery, depending on the jurisdiction. Even when not required, it is highly recommended for any document that may be disputed.

Can I email legal documents instead of mailing them?

Email may be acceptable for some documents if both parties agree to electronic delivery, but many legal notices still require physical mail. Email lacks the proof of delivery that certified mail provides. For important legal matters, always send physical mail, even if you also email a copy.

What happens if the recipient refuses to accept certified mail?

If the recipient refuses certified mail, USPS records the refusal. In many legal contexts, a refused certified letter may still be treated as legally delivered, as the recipient had the opportunity to accept it—but this depends on the laws and rules in your jurisdiction. Keep the returned letter unopened and the tracking record as evidence.

Can I send legal documents online with certified mail?

Yes. Online mailing services allow you to upload your legal documents, and they will print and mail them via USPS Certified Mail with tracking and proof of delivery. This can save a trip to the post office while still providing the same legal proof of mailing and delivery. Learn more about sending certified mail online.

How long should I keep mailing records for legal documents?

Keep records for at least as long as the statute of limitations on the underlying matter, which can be 3-10+ years depending on the type of claim. For important matters, consider keeping records indefinitely. Digital copies take little space.

Should I send originals or copies of legal documents?

Generally, send copies and keep originals unless the recipient specifically needs an original (like a signed contract where only one exists). If you must send an original, use Registered Mail and keep certified copies for yourself.

Related Guides

Legal Disclaimer

This guide provides general information about mailing legal documents and is not legal advice. Service requirements vary by document type, jurisdiction, and specific circumstances. For legal advice about proper service methods for your specific situation, consult with a licensed attorney.

Last updated: January 25, 2025

Tags: mail legal documents, certified mail legal, send legal notice, legal document mailing, proof of delivery, legal service by mail