How to Mail Medical Records Safely (2025 Guide)
Mail Medical Documents Securely
Upload your documents and we'll print, package, and mail them with tracking. Your files are encrypted during upload and handled securely.
Send Documents SecurelyMedical records contain some of the most sensitive personal information you have. Whether you need to mail medical records to a doctor, an insurance company, or for a disability claim, this guide shows you how to mail medical records safely while protecting your private health information. Learn how to mail medical records with USPS using Certified Mail and proper security packaging.
📋 Table of Contents
Before You Mail: Consider Alternatives
Before mailing medical records, check if there's a more secure or convenient option:
🔒 Potentially Safer Alternatives
- • Secure patient portal — Many providers offer encrypted electronic transfer
- • Direct provider-to-provider transfer — Ask your doctor to send records directly
- • Secure fax — Some organizations still use HIPAA-compliant fax
- • In-person pickup/delivery — For highly sensitive records
- • Electronic health record (EHR) systems — If both providers use compatible systems
⚠️ When Mailing Is Appropriate
Mailing may be your best option when:
- • The recipient doesn't accept electronic transfers
- • You need to provide original documents (rare)
- • You're sending to an insurance company or legal entity
- • The recipient requires mailed copies for their records
- • You need proof of delivery for legal or administrative purposes
Privacy Considerations
Medical records are protected by privacy regulations. Here's what to know:
📋 About HIPAA
HIPAA (Health Insurance Portability and Accountability Act) primarily applies to healthcare providers, insurers, and their business associates—not individual patients.
- • If you're a patient — HIPAA doesn't directly regulate how you handle your own records, but protecting your information is still important
- • If you're a provider — You must use reasonable safeguards when mailing Protected Health Information (PHI)
- • Best practice for everyone — Use secure mailing methods regardless of regulatory requirements
Note: This guide is for general mailing practices only and is not legal advice. Healthcare providers should follow their organization's HIPAA policies and legal guidance.
🔒 What to Protect
Medical records often contain:
- • Full name and date of birth
- • Social Security number
- • Medical record numbers
- • Diagnoses and treatment information
- • Insurance information
- • Addresses and contact information
- • Prescription history
What You'll Need
Gather these materials before packaging your medical records:
📦 Packaging Materials
- • Security envelope — Tinted interior
- • Outer envelope or mailer — For double-envelope method
- • Cardboard stiffeners — If records shouldn't be bent
- • Clear packing tape — Seal all edges
- • Copies of records — Never send originals unless required
📝 Information Needed
- • Recipient's full address — Verify with the organization
- • Attention line — Specific department or person
- • Your return address
- • Reference number — Claim number, case number, etc.
- • Cover letter — Optional but recommended
How to Package Medical Records
Proper packaging protects your records from damage and unauthorized viewing:
📋 Double-Envelope Method (Recommended)
- 1. Make copies of your records (keep originals)
- 2. Place records in a security envelope (inner envelope)
- 3. Write recipient's name on inner envelope (no address needed)
- 4. Mark inner envelope "CONFIDENTIAL - MEDICAL RECORDS"
- 5. Seal inner envelope completely
- 6. Place inner envelope inside larger outer envelope
- 7. Address outer envelope with full recipient address
- 8. Add your return address to outer envelope
- 9. Seal outer envelope and tape all edges
⚠️ Important Tips
- • Never write medical information on the envelope
- • Don't use window envelopes — Contents may be visible
- • Remove staples and paper clips — They can damage sorting machines
- • Include a cover letter — Helps recipient identify and route documents
Recommended USPS Services for Medical Records
When you need to mail medical records to a doctor or insurance company, choose a USPS service that provides tracking and delivery confirmation:
| Service | Tracking | Best For |
|---|---|---|
| Certified Mail | ✅ Full tracking + proof | Most medical record mailings |
| Certified + Return Receipt | ✅ Full tracking + signature | When proof of receipt is needed |
| Priority Mail | ✅ Tracking included | Faster delivery (1-3 days) |
| Registered Mail | ✅ Maximum security | Highly sensitive or irreplaceable records |
💡 Recommendation
For most medical record mailings, Certified Mail with Return Receipt provides the best balance of security and documentation. You'll have proof of mailing date, tracking, and confirmation that someone at the destination signed for it.
Learn more: What Is Certified Mail?
Step-by-Step Instructions
Follow these steps to mail your medical records safely:
- 1Make copies — Copy all records and keep originals in a safe place
- 2Verify the recipient address — Call to confirm the correct address and any attention line
- 3Write a cover letter — Include your name, contact info, and reference numbers
- 4Package using double-envelope method — Inner security envelope inside outer envelope
- 5Address clearly — Follow proper addressing format
- 6Choose Certified Mail — Add Return Receipt for signature confirmation
- 7Save your receipt and tracking number
- 8Track delivery — Confirm receipt and follow up if needed
Common Scenarios
Here's how to handle specific medical record mailing situations:
Transferring to a New Doctor
Ask your current provider to transfer records directly if possible. If you must mail them yourself, get an official copy from medical records department. Send to the new provider's medical records department with attention line.
Insurance Claims or Appeals
Include your claim/policy number on the cover letter. Address to the specific department handling your claim. Use Certified Mail with Return Receipt for proof of submission date.
Disability Applications
Check if the agency accepts electronic submission first. Include your case number and any required forms. Use Certified Mail for proof of timely submission. Keep copies of everything you send.
Legal Requests
Follow any specific instructions in the request. Use Certified Mail with Return Receipt. Keep the mailing receipt as proof of compliance with deadlines. Consider consulting with the requesting attorney's office if unclear.
Sending Lab Results or Test Reports
Verify what specific records are needed. Include date ranges and types of tests. Use security envelope to protect sensitive results. Include a cover letter listing what's enclosed.
Frequently Asked Questions
Is it safe to mail medical records?
Yes, medical records can be mailed safely when using proper security measures: security envelopes, tracking services like Certified Mail, and appropriate packaging. Many healthcare providers routinely mail records using USPS with proper handling.
What USPS service should I use for medical records?
Certified Mail with Return Receipt is commonly used for mailing medical records. It provides tracking, proof of mailing, and delivery confirmation. For highly sensitive records, consider Registered Mail for additional security.
Do I need to comply with HIPAA when mailing my own records?
HIPAA primarily applies to healthcare providers and organizations, not individual patients mailing their own records. However, using secure mailing practices protects your personal health information from exposure regardless of regulatory requirements.
Should I send originals or copies?
Almost always send copies, not originals. Keep original records in a safe place. The only exception is if the recipient specifically requires originals (rare). Make copies of everything before mailing, including any forms you complete.
Can I email medical records instead?
Many providers offer secure patient portals for electronic record transfer—ask about this option first. Regular email is often not secure enough for medical records. If electronic transfer isn't available, mailing with proper precautions is appropriate.
How long should I keep proof of mailing?
Keep your Certified Mail receipt and tracking confirmation for at least as long as the underlying matter is active, plus several years. For insurance claims or legal matters, keep documentation indefinitely or as long as any statute of limitations applies.
Send Medical Documents Securely
Upload your documents and we'll handle secure printing, packaging, and mailing with tracking. Your files are encrypted during upload and handled securely.
Upload Documents Now📚 Related Guides
Last updated:
Tags: how to mail medical records, send medical records safely, mail health records, HIPAA mail requirements, secure medical document mailing, mail medical records with USPS, mail medical records to a doctor