Mailing records The IRIS mailing library
How to prove that you mailed a letter
Learn which records prove a letter was mailed: a Certified Mail receipt, Certificate of Mailing, tracking, and what an online order page can and cannot show.
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At a glance
Direct answer
For official evidence that a letter was presented to USPS on a date, arrange the appropriate USPS retail acceptance record, such as a Certified Mail receipt or Certificate of Mailing. Certified Mail tracking can show later reported events; an eligible Return Receipt is a separate delivery-signature record. IRIS provides a private order page with provider-reported updates and a tracking number when available, not a downloadable postmarked USPS receipt or Return Receipt artifact.
Match the record to the question
| Question you may need to answer | Useful record |
|---|---|
| What exactly did I send? | A saved copy of the final letter and attachments, retained separately from the postal record |
| Where did I address it? | A copy of the recipient address reviewed before mailing |
| Did USPS accept the letter on a specific date? | A USPS retail Certified Mail mailing receipt or Certificate of Mailing obtained through the appropriate retail process; an IRIS order confirmation is not one |
| What tracking events were reported? | The available USPS tracking history for the Certified Mail number, with scan gaps and delays possible |
| Was delivery or an attempt reported? | The available USPS delivery or attempted-delivery event; a provider report is not an independently confirmed milestone |
| What signature record did USPS provide? | An eligible USPS Return Receipt obtained through a channel that supplies the artifact; IRIS does not furnish that artifact |
Build a complete mailing record
Save the final document before mailing.
Store the exact PDF and every attachment as one dated record.
Record both addresses.
A tracking result connects to the addressed mailpiece, so retain the address you reviewed at checkout.
Choose the mailing method before you order.
Ordinary First-Class letters usually have no item-level tracking. If you require a postmarked USPS acceptance receipt, arrange the appropriate retail service rather than relying on IRIS order status.
Retain the actual record you receive.
Save a USPS retail receipt if you obtained one; for an IRIS order, save the private order link and available tracking number, without treating them as a stamped acceptance receipt.
Preserve later events.
Keep available USPS tracking events or provider-reported updates, noting that a missing scan does not prove the mailpiece's physical state.
Know how long to keep it.
Keep the records for the period your agreement, policy, regulator, attorney, or dispute process requires.
What the records establish
A retail USPS mailing receipt records presentation of an eligible mailpiece; tracking and provider-reported status describe later events with possible delays or gaps. Neither an IRIS payment receipt nor its order page is a postmarked USPS acceptance receipt. A carrier scan does not establish that every claimed page was inside, the contents were legally sufficient, or the recipient read and agreed with them. Keep the reviewed document and address separately, and consult the applicable recipient or legal requirements.
When a Return Receipt helps
A Return Receipt is a separate add-on to an eligible mail service and can provide delivery and signature information when available. IRIS offers an electronic Return Receipt option but does not currently provide a downloadable Return Receipt artifact on the order page; if the recipient requires that artifact, use a USPS retail or other verified channel that supplies it. Check the recipient's rules before selecting a service.
Sources and current instructions
Review the linked source when a mailing depends on current USPS, agency, contractual, or legal requirements.
Send it with a tracking number
Add Certified Mail and your private order page shows the USPS tracking number when it is available. If you need a postmarked receipt or a Return Receipt document in hand, use a channel that issues one.
Certified Mail vs. regular mail
Certified Mail vs. First-Class Mail: compare cost, tracking, delivery records, and Return Receipt to decide which service your letter actually needs.
Read the guide
How businesses can keep proof of mailing
Keep proof of mailing for business letters: what to save, which USPS records count as proof, where tracking fits, and how long to retain the mailing file.
Read the guide
How to send Certified Mail online
Send Certified Mail online from a PDF, with no printer or post office trip. See the page limit, fees, the tracking you get, and when you need a USPS receipt.
Read the guidePlanning mail for a business or team?
Tell us the mailpiece type, expected volume, and workflow you need. We will confirm whether the current IRIS letter, form, or postcard service fits.