Proof & return receipts
What proof should I keep after sending a certified letter?
Updated · By the Certified Letter Online team
Keep four things together: an exact copy of the letter you sent, the postmarked Certified Mail receipt with the 20-digit article number, a saved copy of the USPS tracking history, and the return receipt (green card or PDF). Together they show what you sent, when you mailed it and who received it on what date.
Download or print the tracking page soon after delivery: USPS keeps tracking and delivery records only for a limited time.
| Item | What it proves | Where it comes from |
|---|---|---|
| Copy of the letter (and enclosures) | What you sent | Your copy; with us, the exact PDF we printed |
| Certified Mail receipt / article number | Date mailed | USPS receipt (PS Form 3800) or online purchase record |
| Tracking history | Delivery date, place, attempts | USPS Tracking, saved as PDF |
| Return receipt | Who signed and when | Green card or electronic return receipt PDF |
| Returned envelope (if any) | Refused or unclaimed | Keep sealed |
| Any reply | Their response | Keep with the rest |
Tips that make the file stronger
- Date the letter, and refer to the account, member or contract number so it can't be mistaken for something else.
- Write "Sent by USPS Certified Mail, article no. ..." in the letter. With us the article number is assigned at mailing, so we email it to you; note it on your copy.
- Keep the file until the dispute, contract or tax year is fully closed.
What you get from us
Every letter comes with a proof-of-mailing PDF showing the exact pages we printed. Certified letters add the USPS tracking number, and Certified + return receipt adds the electronic return receipt PDF.
This guide is general information, not legal advice. For your specific situation, a legal aid office or a licensed attorney in your state can tell you what applies.
Quick answers
How long does USPS keep certified mail records?
Only for a limited time, so save the tracking page and receipts yourself. Check USPS for the current retention period if you need a record later.
How do I prove I sent a letter before a deadline?
The postmarked certified receipt shows the mailing date. Pair it with your copy of the letter. See postmark vs delivery date.
Does certified mail prove what was in the envelope?
Not by itself. It proves mailing and delivery. Your dated copy of the letter is the proof of content. See does certified mail prove contents.
What to do next
Send it with us and the proof file builds itself: printed-page PDF, tracking number and e-return receipt for $17.99.
Send with full proofSources
- USPS Domestic Mail Manual 503: Extra Services (Certified Mail, Return Receipt, Certificate of Mailing)
- USPS Tracking
- USPS: Insurance & Extra Services
Checked: . General information, not legal advice. Fees and rules change: confirm current values at the official links above.