Proof of mailing
A complete mailing file can include a notarized affidavit of mailing and separate USPS records for acceptance, tracking and delivery. An electronic Return Receipt can add a recipient signature record when selected. Each document has a different source and evidentiary role.
Record-by-record
The affidavit is the sender’s notarized statement of mailing. USPS acceptance and tracking records are postal events. The optional Return Receipt is the signature record. None should be described as universal proof for every legal requirement.
USPS event
When it appears
Recorded when USPS scans and accepts the mailpiece.
What it documents
Acceptance date/time and tracking number linking to the postal record.
What it does not establish
It does not by itself establish delivery or resolve what notice method a rule requires.
USPS tracking
When it appears
Updates as USPS reports events; event availability and timing vary.
What it documents
Movement, delivery attempts, exception updates and a final delivery event when reported.
What it does not establish
A missing or delayed scan is not by itself proof that no physical event occurred.
USPS report
When it appears
Available as USPS tracking and delivery information is recorded.
What it documents
Digital mailing and postal tracking details, including acceptance and delivery events.
What it does not establish
Standard Electronic Delivery Confirmation does not include a recipient signature.
Optional USPS service
When it appears
Signature report becomes available after USPS provides the data.
What it documents
An electronic PDF record of the signature and delivery details for selected mailings.
What it does not establish
It is optional; it does not guarantee identity or satisfy every signature/notice rule.
Sender’s notarized declaration
When it appears
Generated with each mailing as part of the service record.
What it documents
A notarized statement documenting that the letter was mailed through the service.
What it does not establish
It is not a USPS tracking scan, proof of delivery or a ruling on legal sufficiency.
Notarized affidavit, plainly described
Each mailing includes a notarized affidavit of mailing. The affidavit records that the mailing was performed through the service; it complements, but does not replace, USPS acceptance, tracking, delivery confirmation or a signature receipt.
The affidavit’s contents and notarization are distinct from postal records. Whether an affidavit or USPS record meets a particular evidentiary requirement depends on the applicable court, contract, statute or agency rule.
See the legal-office workflowComplete submissions made before 5:00 p.m. Eastern on a USPS business day are eligible for same-business-day printing and USPS acceptance. The cutoff is not a delivery promise. Later submissions move to the next business day, and USPS delivery time depends on the selected service.
A tracking report records USPS events as they appear. A notarized affidavit addresses the mailing act; it does not change USPS scan timing.
Recordkeeping checklist
A USPS report is easier to use later when the final document, address and internal reference are easy to find too.
Optional service
What the digital signature record contains and how to price it.
See the guideBuying information
Compare one-page examples, extra-page printing and mailing options.
Review pricingPublished reports
See the full-service report descriptions on the existing reference site.
View report descriptionsNext step
Tell us what your mailing procedure calls for. We can explain the available documents; your counsel or governing authority should confirm which satisfy the applicable rule.
