We find many Certified Mail® users don’t have an easy way to seek reimbursement from their clients for Certified Mail® sent on their behalf. This despite the fact they may be spending thousands of dollars monthly on Certified Mail. Most often, these businesses are preparing Certified Mail® using postage meters with limited reporting capabilities and don't have staff with enough time to put together a monthly analysis of Certified Mail use by client or reference number.
If you work in the towing business, you know that state statutes require Certified Mail® to notify vehicle owners, insurance companies, lien holders and the DMV before charging for vehicle storage and auctioning unclaimed vehicles. Preparing and managing Certified Mail® the old-fashioned way is labor intensive and slow, requiring trips to the Post Office and long waits for confirmation that your Certified Mail® letters were received and signed for.
It’s quite common for some of the Certified Mail® letters you prepare to not actually be mailed. The circumstances prompting the preparation of the letter change and the letter doesn’t need to be sent.
SimpleCertifiedMail.com has two ways to ensure you receive a refund of USPS postage and fees for unsent Certified Mail®:
Once upon a time, filing income taxes and sales taxes for your clients meant you had to rely on the U.S. Postal Service to deliver your mail on or before the due date to comply with regulations regarding on-time filing. Changes in tax code and technology have made compliance much easier for accounting firms. Current United States tax code (26 U.S.C. 7502) allows you to substitute proof of "timely mailing" for "timely filing and paying," taking all the stress out of knowing whether or not your clients' matter made it to the IRS in time.
It’s not uncommon for batch processes to get interrupted for one reason or another. For example, you’ve gotten as far as creating the PDF file containing all the cover sheets for your mailing but won’t be printing the file and mailing until later in the day. No worries. Just log in, select Batch Jobs in the Create Cover Sheets & Labels tab, and you’ll see you still have access to the batch files you created earlier. These files are retained until you purposefully delete them. Note that you if have progressed through to producing the final PDF file containing cover sheets and labels that include postage, that indicia has today’s date, and it can be problematic if you mail these items on a later date.
Law firms that rely on Certified Mail® as part of asset recovery, claims and other processes have to meet strict archival requirements in case an important document's Proof of Delivery is called into question. For many, this means waiting anxiously for signed Green Cards to be returned, and then storing the Green Cards for months or years in case Proof of Delivery ever needs to be proved.
For businesses still preparing Certified Mail® with the old-fashioned USPS forms and postage meters, it’s hard enough preparing a few pieces at a time without inadvertently mixing up which forms go on which envelopes. When it comes to sending dozens, hundreds, or thousands of Certified Mail® letters, it’s a big hassle, requiring all sorts of manual labor.
Certified Mail® is unlikely to ever transition into an online service, what with the need for USPS confirmations of Acceptance, Delivery and Signatures. However web-based software makes it far easier to prepare Certified Mail® while enabling mailers to receive the USPS Proof of Acceptance without visiting the Post Office, receive the USPS Return Receipt (Electronic) within 24 hours of their Certified Mail® being delivered, and manage all the data from their Certified Mail®, including postage expenses, in an online account.