Sending a Letter as Certified Mail

Required Materials

1. Certified Mail Receipt (green and white)
   • Includes a tracking number sticker (with barcode)
   • Contains a receipt with delivery info and cost details


2. Return Receipt (all green)
   • Confirms who the letter is sent to
   • Lists special services requested
   • Includes sender's return address for the signed receipt

Instructions

1. Add Your Department’s DSN
   • Write your department’s Distribution Set Number (DSN) on the letter.
   • Mail cannot be sent without a DSN.


2. Fill Out the Return Receipt (Front – Section 1)
   • Write the recipient's full name, address, city, state and zip.
   • Make sure the envelope is already addressed to match this info.


3. Complete the Certified Mail Receipt
   • Copy the recipient’s name and full address into the spaces provided near the bottom.


4. Attach the Tracking Sticker (Section 2 of Return Receipt)
   • Peel the thin sticker from the Certified Mail Receipt.
   • Place it in Section 2 of the Return Receipt to link the two forms.


5. Select Special Services (Section 3 of Return Receipt)
   • Check any additional services needed (e.g., restricted delivery).


6. Fill Out the Back of the Return Receipt
   • Provide the sender’s name and return address (where the signed card should be mailed after delivery).


7. Attach Labels to the Envelope
   • Certified Mail Sticker:
     • Peel and stick the tracking number/barcode sticker to the top front of the envelope, folding it over to the back.
     • Tear off the receipt portion to keep for your records. If you need pricing details, leave it attached and Mail Services will return it to you after metering.
   • Return Receipt (Green Card):
     • Flip the envelope over.
     • Peel the backing off the green card and place it in the center of the back of the envelope.


8. Send the Letter
   • Place the completed certified mail letter in your department’s outgoing mail bin for pickup.