In addition to being authorized to create our own Certified numbers, we’re also authorized to print those numbers in bar code format. So we take your Excel file of commercial property owners, assign Certified numbers to each one then print their name and address (plus property information) on a legal size letter with th Certified bar code on top. We add a second page of instructions and both sheets go into a custome window envelope we’ve designed. An electronic file is sent to the Post Office so the Certified numbers are entered into the USPS system.
When the property owner gets and signs for their letter, they read the instructions and answer the questions on the first page, then return that page to you. The returned sheet has their name, address, block, lot, and qual codes, so it is easy to match to your records. Now the process is complete.
In the event the property owner does not return the file, you will have the corresponding Certified number of their letter. At any time you can query the USPS tracking system to determine the status of the letter. If it was refused. If it was delivered, who signed for it. The courts have accepted the Post Office’s documents as proof of delivery or attempted delivery.
At this point, remember that all you’ve had to do was send an Excel file of the property owners. We’ve done everything else.