The total volume of mail in 2022 reached nearly 127.5 billion - that’s a lot of paper!

When looking at the history of postal mail, we are talking about traveling all the way back to the 1700s. The Second Continental Congress first established this postal system in 1775 and appointed Benjamin Franklin as the first official postmaster general. To this day, we still use many of the aspects that laid the foundation of the United States Postal Service (USPS).

Since then, there have been some influential changes to the system. These changes have streamlined and improved the execution of sending mail all across the country. One of these new procedures is the introduction of certified mail.

Certified mail provides proof of mailing and delivery for documents and packages. In order for certified mail to be… well, certified, an important step comes from the signature of the recipient.

So there seems to be an issue here: can you send and receive certified mail to a PO box? Let’s delve into the subject together!

Understanding Certified Mail

We briefly discussed the basics of certified mail already. Like how it provides senders with mailing receipts by requiring the recipient to sign for it.

Using this service creates an identifier like an electronic verification or a paper trail, to better track this piece of mail. People tend to use this service for legal documents as well as other business-related parcels. If you have an important piece of mail with sensitive correspondence attached, you definitely want to utilize this service.

Certified mail first came into fruition in 1955, when Postmaster General Joseph Cooper created the service to provide a more trackable mailing solution. This solution stretched from individuals all the way to businesses of all sizes.

The solution today is the best way for both recipients and senders to access proof of transit, an infallible way to cover your business if an issue arises.

There are opportunities for you to utilize different “extras” when it comes to sending certified mail too. One popular extra is the use of a return receipt. For an additional fee, you as the sender can have a piece of paper delivered back to you notifying you that the recipient received their certified mail. This is another great way to keep a record of delivery which includes all parcels, packages, and certified letters you send. Do keep in mind that if you do not utilize this “extra” feature, the USPS automatically keeps its own record of delivery as well.

Please take note that while certified mail is similar to registered mail, you should know there are a few differences. For one, registered mail provides sealed and locked containers to securely transfer your packages, parcels, and documents. There’s an emphasis on security with this solution and includes more delivery insurance. But let’s go over a few of the things you get with certified mail.

Number one, you’re able to get a refund. But check before you send your package as some items are exempt from this rule. Also, know that the refund is only going to cover the service charge. Some people think it covers the postal fee as well, but this isn’t the case.

You can also spring for a proof of signature, also known as return receipt service, which I already mentioned before. This costs an extra fee and you can choose whether you want to receive it electronically or in person. There is also a feature called ‘record of delivery’ which includes a copy of the recipient’s signature. This stays within the post office system for up to two years (from the sending date).

A couple of other aspects of certified mail include a mailing receipt and the status of delivery. You can access the status of delivery in a few ways. This includes using bulk electronic file transfer, by telephone, and by using the internet.

Can Certified Mail go to a P.O. Box?

So, knowing what we know now, let’s talk about what sending certified mail to a PO box looks like. Well, I guess we should go over what a PO box is. A PO box, or post office box, is an addressed box that stays on the premises of a post office. Hence the name, right?

There are many reasons a business might want to rent a PO box, which include:

Security: Businesses enjoy knowing their package will end up in the right hands. Mail will go straight to the post office and an employee will personally accept it. Only you and whomever else you approve can access this box.
Privacy: Another reason individuals apply for these rental boxes, especially small businesses, is to keep their personal addresses private. This is an ideal way for business owners to keep their personal lives separate from their professional lives.
Flexibility: You can receive your mail however you like. PO boxes come in many different sizes, which range from extra small to extra large. You also don’t have to rent them out for only a single period of time. You can rent for 3, 6, or 12 months depending on what you need.

So can you receive certified mail in a PO box? While the process might be different, you absolutely can! Having someone sign for a package right away is not possible with this method.

However, when you receive your mail a notification card will be in your PO box. From there, you will take this notification card to the clerk of your post office. It is there that you can present the notification card and sign for your package.

With all of this taken into account, rest assured that PO boxes are able to receive your certified mail! Just takes a few extra steps, but the benefits are worth it for your business.

Steps to Send Certified Mail

So how do you send certified mail to a PO box?

I mean, I’ve been going on and on about it, I’m sure you’re on the edge of your seat to learn just how to partake in this exciting venture. Well buckle up and get ready to get the inside scoop.

To send certified mail, and we’re talking in general not just PO box, you should first purchase a certified mail slip. This couples with your first-class mail envelope. You can fill out your slip in person or online. Note that if you opt to do this step online you might need to provide proof of identity. After you fill out this slip, it is time to select from a list of USPS delivery options. By doing this, you will receive an 18-digit USPS tracking number.

Around this time in the process, you can request proof of delivery to ensure your mail reaches its destination. As soon as the recipient signs for the mail, you can expect to receive this notification. For convenience, you are also able to request delivery notifications to happen via email.

On the other hand, you can see if the recipient refuses the delivery. You can also see if it wasn’t successfully completed, so you can move forward and handle the situation however you see fit in a reasonable timeframe.

Before sending anything, you should check USPS policies, especially when sending certified mail to a PO box. We went over quite a few of them in this blog, but it's better to be safe than sorry. Also, make sure you are sending your mail to the correct PO box, especially if you do not opt for proof of delivery.

Conclusion

So, we learned today that the answer to whether you can receive certified mail through a PO box is yes.

Certified mail serves as a valuable tool in ensuring the secure and documented delivery of important documents and parcels. Despite the additional steps involved, such as obtaining proof of delivery and signatures, the benefits, especially for legal and business-related correspondence, make it a preferred choice.

The ability to send certified mail to a PO box adds an extra layer of convenience for businesses and individuals seeking security, privacy, and flexibility. While the process may differ from traditional delivery methods, the assurance that certified mail can reach a PO box underscores its effectiveness in meeting various needs.

As technology continues to evolve, the integration of electronic notifications and tracking numbers further enhances the efficiency and reliability of the certified mail system. So, whether safeguarding sensitive information or maintaining privacy, certified mail remains a trusted and worthwhile solution in the ever-evolving landscape of postal services.