[Your Name]
[Your Mailing Address]
[City, State, ZIP Code]
[Your Email or Phone]
[Date]
[Recipient Name]
[Company or Organization, if applicable]
[Mailing Address]
[City, State, ZIP Code]
Re: [Specific Subject or Reference Number]
Dear [Recipient Name]:
I am writing about [Briefly Describe the Issue or Request].
On [Date], [Explain What Happened]. [Add relevant facts, amounts, or reference numbers.]
I request that you [State the Specific Action You Want]. Please respond by [Requested Response Date] using my contact information above.
I have enclosed [List Supporting Copies, or Delete This Sentence if None].
Thank you for your attention to this matter.
Sincerely,
[Your Signature]
[Your Printed Name]
Certified Letter Template
Write a clear request, complaint, or notice with a blank certified letter template and a completed example.
Legal · Updated October 5, 2026
Completed letter example
Example: a duplicate-charge refund request
Fictional example: Alex Morgan requests a $75 refund for a duplicate charge. All names and addresses are invented. Use your own facts and recipient details when preparing your letter.
Alex Morgan
123 Example Lane
Exampleville, CO 80000
alex@example.com
September 6, 2026
Customer Service
Example Company
456 Sample Street
Exampleville, CO 80000
Re: Duplicate charge for order 1042
Dear Customer Service Team:
I am writing about order 1042, placed on August 10, 2026. I received two charges of $75 for this order. Copies of both charge records are enclosed.
Please review the duplicate charge and refund $75. Please reply by September 20, 2026, using the mailing address or email above.
Thank you for reviewing this request.
Sincerely,
Alex Morgan
Enclosures: Copies of both $75 charge records
Before you start
To write a certified letter, identify the sender and recipient, explain the facts, state the action you want, and give a way to reply. Use the blank template and completed sample below. Purchase Certified Mail when mailing; Return Receipt is an optional extra.
When to Use This Certified Letter Template
Certified Mail is a mailing service, rather than a special letter format. Start with the general template below, or choose a more specific dispute, demand, or cancellation template when that better fits your request.
- You want a mailing receipt and delivery or attempted-delivery information.
- You are sending an important request, complaint, or cancellation.
- The recipient or applicable procedure calls for Certified Mail; check any additional requirements.
How to write a certified letter with this template
- Identify the sender and recipient. Add your contact details, the date, the recipient, and the correct mailing address. Use a subject line with the order, account, or other reference number the recipient needs. Check the mailing ZIP+4.
- Explain the facts and requested action. Describe what happened, using dates and amounts where relevant. Say what you want the recipient to do, how to reply, and your requested response date. List supporting copies, or delete the enclosure sentence if none apply.
- Review the finished letter. Replace every placeholder and check names, amounts, dates, and attachments. A general letter may not meet a particular legal notice requirement; check any required wording, deadline, recipient, and delivery method.
- Choose mailing options. Purchase Certified Mail when mailing. Return Receipt is a separate optional service. Printing either phrase on the letter does not purchase it.
- Keep sender records separately. Save the letter, attachments, mailing receipt, tracking number, and any Return Receipt. These records do not need to be added to the recipient’s letter.
Mailing and Recordkeeping Tips
- A requested response date is not automatically a legal deadline.
- Record the tracking number after purchasing postage; USPS does not fill out your letter.
- Certified Mail does not guarantee acceptance or make every letter legally sufficient.
Frequently asked questions
How do I write a certified letter?
Use your contact information, the date, the recipient’s address, and a specific subject line. Explain the facts, request an action, and tell the recipient how to reply. The blank template and completed example show the structure. Certified Mail is selected separately when mailing.
What does a completed certified letter sound like?
The worked example on this page shows a complete duplicate-charge refund request. Use its structure, then replace the names, addresses, dates, order number, amounts, requested action, and enclosures with your own.
Do I need special wording for Certified Mail?
No special wording purchases the service. Write a clear letter and select Certified Mail when mailing. Legal notices may have separate wording requirements that this general template does not replace.
Is Return Receipt included?
No. Return Receipt is an optional extra for an electronic or paper delivery record showing the signature of the person who accepts the mailing. Certified Mail provides a mailing receipt and delivery or attempted-delivery information.
How do I track the letter?
Use the tracking number on your mailing receipt at USPS.com. Keep the receipt, a copy of the letter, and any delivery record together.
Can I send to a PO Box?
Yes. The recipient may receive a notice to arrange pickup and sign. Mailing the letter does not guarantee that it will be collected.
Is this legal advice?
No. This is a general letter template. Consult an attorney about legal notices, service requirements, or deadlines for your situation.
This template is for informational purposes only and does not constitute legal advice. Consult an attorney for specific legal matters.
Sources
- USPS: Certified Mail and Return Receipt
Official information about mailing receipts, delivery tracking, and optional Return Receipt.
Related templates and resources
Send your completed letter by Certified Mail
Upload your letter and choose Certified Mail when mailing online.
How to write and send a certified letter
Follow the mailing steps after preparing your letter.
Certified Mail fee calculator
Estimate postage and optional Return Receipt costs.
Demand letter template
A starting point for a specific demand.
USPS Certified Mail and Return Receipt
Official descriptions of both services.
Ready to mail your letter?
Edit your details, then choose postage and tracking.