Certified Letter Template
Updated September 29, 2025 • Proof of Mailing ✓ Return Receipt ✓ Tracking ✓
Use this free certified letter template (copy, print, or download) plus step‑by‑step instructions for sending via USPS Certified Mail with optional Return Receipt.
When to Use Certified Mail
- ✓ Legal notices, demands, or formal complaints
- ✓ Contract cancellations or business terminations
- ✓ Insurance claims or dispute resolutions
- ✓ Employment matters requiring documentation
- ✓ Debt collection or payment demands
- ✓ Any correspondence requiring proof of delivery
Certified Mail Template
CERTIFIED MAIL - RETURN RECEIPT REQUESTED [Your Name] [Your Address] [City, State, ZIP Code] [Your Phone Number] [Your Email] [Date] [Recipient Name] [Title/Position] [Organization/Company Name] [Address] [City, State, ZIP Code] CERTIFIED MAIL NUMBER: [TO BE FILLED BY POSTAL SERVICE] RETURN RECEIPT REQUESTED Re: [Subject of Letter - Be Specific] Dear [Recipient Name/Title]: This letter is being sent via Certified Mail, Return Receipt Requested, to ensure proper delivery and to create an official record of communication. PURPOSE OF CORRESPONDENCE: [Clearly state the main purpose of your letter. Examples:] ☐ Formal complaint or dispute resolution ☐ Legal notice or demand ☐ Important business correspondence ☐ Contract termination or cancellation ☐ Insurance claim or dispute ☐ Debt collection or payment demand ☐ Employment matter ☐ Other: ________________________ DETAILED MESSAGE: [Include the main body of your letter here. Be clear, professional, and factual. Include:] 1. Background Information: [Provide relevant context and background details] 2. Specific Issue or Request: [Clearly explain what you need or what action is required] 3. Supporting Facts: [Include relevant dates, reference numbers, previous communications, etc.] 4. Requested Action: [Specifically state what you want the recipient to do] 5. Timeline: [Provide reasonable deadlines for response or action] SUPPORTING DOCUMENTATION: I have enclosed the following documents for your review: ☐ [Document 1] ☐ [Document 2] ☐ [Document 3] ☐ [Other documents as needed] REQUIRED RESPONSE: I request that you respond to this matter within [NUMBER] days of receipt of this letter. You may contact me at: - Phone: [Your Phone Number] - Email: [Your Email Address] - Mailing Address: [Your Address for Response] LEGAL NOTICE: This correspondence creates an official record of communication. Please retain this letter and the certified mail receipt for your records. Your response (or lack thereof) may be relevant in any future legal proceedings related to this matter. If you have any questions or need clarification on any points raised in this letter, please contact me immediately at the information provided above. Thank you for your prompt attention to this matter. Sincerely, [Your Signature] [Your Printed Name] [Date] --- SENDER'S RECORD KEEPING: Certified Mail Number: ________________ Date Mailed: ________________ Receipt Signature: ________________ Date Delivered: ________________ ATTACHMENTS CHECKLIST: ☐ Supporting documents copied and attached ☐ Certified mail receipt obtained ☐ Return receipt requested ☐ Copy of letter kept for records --- IMPORTANT CERTIFIED MAIL INFORMATION: • Certified Mail provides proof of mailing • Return Receipt provides proof of delivery • Keep all postal receipts and tracking information • Delivery confirmation can be tracked online at USPS.com • This service creates a legal record of communication
Need help addressing? See How to Address an Envelope or send it now with The Letter Pilot.
How to Send a Certified Letter (Step‑by‑Step)
- Write your letter. State the purpose, facts, and what action you want. Set a response deadline.
- Address the envelope. Use a complete address. PO Boxes are fine.
- Choose options. Add Return Receipt if you need signature proof (paper or electronic).
- Mail and keep receipts. Keep the certified number and tracking receipts.
- Track delivery. Check USPS tracking and save the final delivery confirmation.
Pro Tip: Keep a PDF copy of your letter and any attachments for your records.
Certified Mail FAQ
What is a certified letter and when should I use it?
Certified Mail provides proof of mailing and tracking. Add Return Receipt (green card or electronic) if you need the recipient's signature as proof of delivery. Use it for notices, disputes, cancellations, and anything where proof matters.
How do I track a certified letter?
Use the USPS tracking number on your receipt at USPS.com. Keep your receipt and any return receipt for your records.
Can I send to a PO Box?
Yes. Certified Mail delivers to PO Boxes. For signature proof, add Return Receipt.
How long does delivery take?
It typically follows First‑Class or Priority timelines depending on service purchased. Tracking will show acceptance, in‑transit, and delivery scans.
What should my certified letter include?
Clear purpose, dates, facts, requested action, and a reasonable response deadline. Keep a copy of everything you send.
Is this legal advice?
No. This template is for general information. For legal questions, consult an attorney licensed in your jurisdiction.
Legal Advice Disclaimer: This template is for informational purposes only and does not constitute legal advice. Consult an attorney for specific matters.
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