“Certified Mail” or “Recorded Mail”, in other languages known as “Courrier Recommandé”, “Einschreiben”, “Posta Raccomandata” or “Carta Certificada”, is provided by all postal services around the world to deliver items requiring a signature of the addressee.
It’s common practice to send important documents, contracts and sensitive documents as certified mail to have a track record and proof of what exactly was mailed to someone. Certified mail is often used to mail financial and legal documents, certificates and contracts and is popular with attorneys, notaries, bailiffs offices, human resources, customer contract departments, government etc.
The procedure is standardized and with only a few exceptions involves following steps:
- The postal service provides a form with a bar code sticker
- The sticker is placed on the envelope
- The address is manually copied on the form
- The address is (optionally) manually copied a second time on a receipt which will be returned to the sender after delivery (proof of delivery option)
- The postal service provides an on-line service to track the delivery
If you only send 1 or 2 mail items a day, this procedure of manually copying addresses on forms is just fine but sending dozens of registered mail items every day, quickly becomes a cumbersome error prone process. For offices sending a lot of registered mail, this solution is ideal.
Watch a short movie to get introduced to the solution.
How does the Registered Mail Solution work?
- You just stick the registered mail bar codes on the envelopes and scan them in a matter of seconds
- You indicate where the address is located on the envelopes
- You automatically print out the postal services form with the addresses filled out matching the correct bar codes
- Optionally a label is printed out on label paper or through a dedicated label printer to stick on the proof of delivery card.
The last drawn rectangle is remembered per envelope size. So in 9 out of 10 cases you can just accept the pre-drawn rectangle.
The AR option requires the recipient to sign the AR card at the moment of reception of the letter. This provides the sender with legal proof that the letter was received by the recipient.
You can search on bar code or on words in the address (machine written addresses).
- No more time consuming copying of addresses
- Perfect match between bar codes and addresses excluding any mistakes
- Produces standard certified mail forms.
- Clearly filled out addresses avoiding returns and wrong deliveries.
- Adjust output to any local form layout
- Print lists with any windows printer and confirmation labels with a label printer with a single click
- Search mail items by bar code or address with a document management system of choice
- Can also be used for other document management applications