How to Send Certified Mail

Why Certified Mail?

Your landlord may claim they never received your demand letter. Certified mail prevents this defense by providing:

• Proof of mailing: USPS records that you sent the letter
• Delivery confirmation: Electronic or physical proof they received it
• Tracking: You can monitor delivery status online
• Legal evidence: Admissible in court as proof of notice

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Step-by-Step: Sending Certified Mail at the Post Office

What You Need

• Your demand letter (keep a copy for yourself)
• A standard white envelope
• Landlord's full name and address
• Your return address
• Cash or debit card ($5-10)

Step 1: Prepare Your Letter

1. Print your demand letter on plain paper
2. Sign and date the letter
3. Make a copy for your records
4. Place the original in a standard envelope
5. Write the landlord's name and address clearly
6. Add your return address in the upper left corner

Step 2: At the Post Office

1. Go to the counter (not the self-service kiosk)
2. Say: "I need to send this certified mail with return receipt requested"
3. The clerk will give you a green form (PS Form 3811) to fill out
4. Fill in the landlord's name and address on the green card
5. The clerk will attach the certified mail sticker and green card
6. Pay the fee and get your receipt

Step 3: Track Your Letter

1. Go to USPS Tracking
2. Enter your tracking number from the receipt
3. Monitor until delivery is confirmed
4. Print or screenshot the tracking confirmation

What if They Refuse Delivery?

Sometimes landlords refuse to sign for certified mail. This is actually good for your case because:

• The refusal is documented by USPS
• Courts generally treat refusal as receipt
• It shows the landlord is avoiding the issue
• You can testify that you attempted proper delivery

Alternative: Send Multiple Ways

For maximum protection, send your demand letter both:

1. Certified mail with return receipt - Creates official record
2. Regular first class mail - In case they refuse certified
3. Email (optional) - Additional timestamp and delivery receipt

This way, if they refuse the certified letter, they likely still received the regular mail copy.

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