© 2018 SimpleCertifiedMail.com. Certified Mail®, Priority Mail® and Priority Mail Express™ are registered trademarks of the United States Postal Service. 04.16.18
Telephone: 1-888-462-1750
Email: [email protected]
The most efficient way to manage USPS Certified Mail®, Priority Mail®and Priority Mail Express™
User Guide
Overview .............................................................................................3
Login ...................................................................................................3
Main Navigation ..................................................................................3
Create Label ........................................................................................4
Restricted Delivery ..............................................................................4
Batch Jobs ..........................................................................................5
Reprint Label .......................................................................................7
Address Validation ..............................................................................7
Preview Label ......................................................................................7
Print Label ...........................................................................................8
Proof of Acceptance ...........................................................................9
View Delivery Information..................................................................10
Explanation of Message under “Mailed”...........................................11
Explanation of Messages under “Status” .........................................11
Refund Request ................................................................................12
Order Envelopes and Labels.............................................................13
Frequently Asked Questions .............................................................13
Table of Contents
This Manual shows you how to use the SimpleCertifiedMail.com service to produce and
manage your USPS Certified Mail®, Priority Mail® and Priority Mail Express™.
1. There are two ways to reach the login page. Visit www.simplecertifiedmail.com and
click “Client Login” at the top right corner of the home page. Or, go direct to the
login screen by entering https://my.simplecertifiedmail.com/
2. At the Login screen, enter your User Name, Password, and Client Name.
(None are case sensitive.)
3. Click “Authenticate”.
From the Main Screen you can use the navigation bar to Create a Label; Print a form
for Proof of Acceptance; View, Download and Print Reports; Manage your Account; and
Order Envelopes and Labels.
Note: Some tabs shown on this screen, orunder specific tabs, may not be availableunless you have Administrative permission.
Login
Main Navigation
Overview
3
Create Label is where you enter information for your mailing “label”,
including the Originator and Recipient Addresses and specifics
regarding the item being mailed. You have three choices under the
Create Label header: “Single Label”, “Batch Jobs” and “Reprint Label”.
We’ll cover them in order.
Single Label is the selection you will make most often. Please complete all three steps,
filling in the appropriate information. Then click on “Create Label” or “Preview Label”.
Ignore the “Add to Queue” and “Print Batch” options unless you plan to use our
Desktop Batch feature described on the next page under the heading “Batch Jobs”.
Create Label
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3. Select the MailingService, type of Container andwhether you areprinting on plainpaper or a label. Options are detailedin the box below
Mailpiece Information Tips:
Reference: Appears in Delivery Information and Production reports to help identify the material being mailed.Maximum is 46 alpha numeric characters.
Item ID: Appears under the Return Address to assist the sender to insert the correct papers in the envelope. Also helps to identify the matter inside a returned item.
Date Advance: Used to advance the date of Postage on the label up to seven calendar days. Useful whenpreparing labels in advance for large mailings, using a common date.
Cost Code: Optional field used for internal cost accounting, client numbers, or other reference. Maximum fieldlength is 46 alpha numeric characters. Appears in both the Delivery Information and Production reports.
Mailing Service: Choose the Certified Mail®, Priority Mail® or First Class® service that suits the item you plan tomail. Certified with RR(E) is our most popular service. Note that if you are sending a Certified Mail item via PriorityMail, you still select Certified here.
Restricted Delivery: Limits delivery of your Certified Mail with Return Receipt item to the specific addressee orsomeone with written authority to sign for them.
Container: The list of containers in which you can send your mail is determined by the Mailing Service. For example, the only option for Express Mail is a “flat rate envelope”, but there are many options for USPSCertified Mail.
1. Originator (“return”)address is automaticallyinserted but can be edited as needed. ClickAddress Book to man-age addresses, or to import .CSV or LotusNotes files.
2. Enter the Recipientaddress here. Click Address Book to recallan address, or to savea new one. You canalso import CSV andLotus Notes formats.
The Name, Company,Address 1 and Address2 are limited to 46Alpha NumericCharacters. Symbolssuch as dashes (-) andAmpersands (&) shouldbe avoided.
Batch Jobs refers to the Desktop Batch Process that allows you to create labels and
save them to be printed at a later time. Here is how it works:
1. Create the label as normal, using Steps 1, 2 and 3.
2. If you decide to “Preview Label”, after viewing the label on the Preview screen, be
sure to use the “Edit this Label” command from the Preview screen to return to this
mail screen.
3. Don’t click the blue “Create Label” tile on the screen. Instead, click the blue “Add to
Queue” tile.
4. The “Print Batch” tile indicates the number of labels to be printed in the next batch.
When you decide to Print all the batched labels, follow these instructions:
1. Click on the Print Batch tile.
2. The screen will change to the Batch Jobs screen.
3. Then select “Print Batch”.
4. Enter a name in the “Job Name” field. For example, April 27 2015.
Or a specific job name. Whatever works best for your process.
5
Label Type: Here you choose to print your mailing label on plain paper (for a window envelope) or an adhesive label(for everything else). The label contains everything the Post Office needs – the originator and recipient addresses,postage, and proper bar codes.
• Select plain paper when mailing with a window envelope.
• Select a Certified Sheet Label (SL-200) when sending USPS Certified Mail in your own flat envelope or box, or viaPriority Mail. This label includes a preprinted green USPS Certified Mail banner.
• When you select Certified with PS-3811 Green Card you must print on a SL-250 Sheet Label.
• Select a Standard Sheet Label when sending Priority or Express Mail. Use standard 5 ½” x 8 ½” shipping labelssuch as Avery® #5126 or #8126.
Number of Pages or Weight: Depending on your Mailing Service and Container choice, you may be asked for theNumber of Pages or Weight. Count the page containing the label when determining the total number of pages.Verify your entry with the check box. Items sent via flat rate Priority Mail or Express Mail do not require page countor weight.
Send Email Notification of Delivery: Select this option if you want to receive an email when the mail piece isdelivered. Note that this notification comes from the USPS. They sometimes classify items that are returned to thesender as “Delivered”. As a result, Email Notification should be used only as an advisory. Best to refer to the ViewDelivery Information Screen to determine the correct disposition of the item.
5. Then select “Save” to move to the next screen.
6. The word “Validating” under the Status column indicates the addresses are being
checked for accuracy in the USPS Delivery Point Validation service.
7. Select the “Refresh” tile to update the status. The word “Validated” under the Status
column indicates all addresses have passed the validation and are ready to be
printed.
8. Select “Process” under the Actions Column. Then select “Refresh” to update the
status.
9. Click on the .zip file. (In this example, it’s titled April 27 2015.zip)
10. Save the zip file to your desktop. You may find that it’s automatically saved inside a
folder of the same name. (In this example April 27 2015)
11. Open the folder. Then double click on the zip file. This will create new files.
12. Next double click on the “..._print.pdf” file. (In this example, it’s “April 27
2105_print.pdf”. The PDF that opens shows you all of the labels in your batch file.
13. Print the pdf file.
This completes the Desktop Batch. More information on Batch Processing can be
found in the “Batch Processing Addendum”, located in the Support section of our web
site, www.simplecertifiedmail.com
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Reprint Label under the Create Labels drop down allows you to reprint a finished label
for up to two minutes after it was created, just in case it did not print correctly the first
time. Here is an example of what you will see when you make this selection.
Next you will see the “Address Validation” screen. Address Validation ensures that the
Recipient Address is a deliverable address, before you print a label and incur postage
charges. In most cases, it simply adds the last 4 digits to the 5-digit ZIP Code to ensure
more accurate mail delivery. In others, it may change part of the address to an
abbreviation (for example, changing “Avenue” to “AVE”). And sometimes, it offers
options if it cannot find a direct match for the Recipient Address you entered.
Note: Most laws regarding the use of USPS Certified Mail®
require the item to be sent to the last known address of record. If the address cannot be corrected using the address validationlink, the Bypass Address Validation box should be checked on the “Create Label” screen. Thiswill allow the label to be printed with the address information that was entered.
Preview Label shows the complete label on the screen before it prints and debits your
account for postage. Click “Edit this Label” if you need to make changes. The first time
you use this service, click“Print this Preview”. Then check the printed sample to make
sure it folds properly into a window envelope or is positioned correctly on sheet labels.
If not, adjust the margins in Page Setup in your browser.
Address Validation
Preview Label
7
If everything looks good, click “Create Label” and you will see a screen asking you to
confirm. Click “OK”.
Note: If you receive an error message, return to the “Create Label” page, and check for errors oromissions. You can also click on the link to the USPS Address Validation Website that appears onthe right side of the screen, within the Create Label Tips.
Now you are ready to print your Priority Mail®, Priority Mail Express™ or First Class Mail
“label”, on plain paper or an adhesive label, complete with address and postage. Click
“Print this Label”
Note: If the label does not print, first check the printer to make sure it has paper. You can thenreprint the label without incurring an additional charge by using the Reprint Label featuredescribed in the Create Label section on the page 5. If that doesn’t work, it’s likely the addressyou entered was not validated and you should click “New Label” and begin again. If this results ina second charge for postage, you can request a refund for the first. See page 12 for details onrequesting refunds.
Print Label
8
In most cases, the USPS provides an “Accepted at USPS Origin Sort Facility”
notice that is the equivalent of the red date-stamped PS 3800 USPS Certified Mail
Receipt when it comes to proving that the USPS took delivery of the item. This
information is displayed in the Delivery Information section of the service, and is
available in a printable PDF format by clicking on the date.
Greenwich, CT 0683150 Mason Street
CapitalRound First
TIFIED MAILUSPS CER
IL
USPS CE
TIFIED MAIL ER
Now simply insert the USPS Certified
Mail®
label, along with your other
papers, into one of the window
envelopes you received from us,
making sure the label shows through
the window on the front of the
envelope as you see here. Or attach
the printed sheet label to an envelope
or package. Seal the item and mail.
Proof of Acceptance
9
To monitor the Status of your mailed items, select the appropriate box and click search
at the lower right of the screen.
Next you will see the detailed Delivery Information Report screen. Note that on
screen help is available by clicking on the “Click here for Assistance” link toward the
top of the screen. When entering “Date Shipped between” you will want to enter a
range (for example, 01/04/11 and 01/05/11) as this completes the day.
The colored circles at the left of the screen provide a quick status of each item.
Click on “Details” under the colored circle to view or print a copy of the latest delivery
information.
Simple Certified Mail is a Software as a Service (SaaS) provider. The delivery of Certified
Mail and the reporting of the status is provided by the USPS. Delivery information is
updated every six hours, and is the last status provided by the USPS.
View Delivery Information
Red indicates that delivery was unsuccessful and the item is being returned to you.
Green indicates that the USPS Certified Mail®
item has been delivered.
Yellow indicates the item is still in transit.
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Accepted at the USPS Origin Sort Facility: The item has been scanned at the outbound
USPS facility. This is evidence that the USPS has possession of the item. Click on the
“Accepted…” link to open a PDF file of the Proof of Acceptance into the mail stream
from the USPS
Address Unknown: The address on the label is not a deliverable address. The item will
be returned to the Originator Address.
Delivered: The item has been delivered and signed for by someone at the address.
Shipping Label Created: The USPS has received the information regarding this item
from SimpleCertifiedMail.com, but the item has not been yet been scanned in a USPS
center. If the item has not been scanned the ninth day after the Date Created or Date
Mailing, an automatic refund will be processed.
Forward Expired: This indicates that the Recipient Address belongs to a person or firm
that had previously requested that their mail be forwarded, but that mail forwarding
request has expired. If the Recipient did not file a Change of Address with the USPS,
the item will be returned to you (as the Originator).
Notice Left: The USPS left a notice during the first attempt to deliver. The USPS will try
again, but at the end of 14 days the item will be returned to the Originator.
Refused: The person at the delivery address refused to sign for the USPS Certified
Mail® item. It will be returned to the Originator.
Returned: The item was returned and signed by someone at the Originator’s address.
Unclaimed: This is an interim status you sometimes see when a USPS Certified Mail®
item was not delivered and is on its way back to the Originator. Once returned, the
status changes to Returned.
Arrival at Unit: The item has arrived at the local Delivery Unit and is ready for delivery.
Note: It is also possible that you will see other messages from the USPS. Also, the USPS considersall items that receive a signature as being Delivered, even if the signature comes from the Originatorafter an item has been returned. In order to minimize confusion regarding deliveries, theSimpleCertifiedMail.com service compares the Originator and Recipient zip codes and then poststhe message “Returned” if it sees that the signature is coming from the Originator address, not theRecipient address. The only time this can potentially produce inaccurate information is when theOriginator and Recipient zip codes are the same.
Explanation of Message under “Mailed”
Explanation of Messages under “Status”
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Request Refund: If a label was printed but not mailed, a refund may be issued to you
in one of two ways. First, you can request a refund within 7 days of the date the label
was printed. As shown in the screen below, you simply click on “Request Refund” in the
Options column. The item will remain on the “View Delivery” screen but the last status
will change to “REFUND”. The item will also appear on the Production Report with
“Refund” highlighted in the “Cost of Service” column. The Cost of Service is refunded,
less a twenty-five-cent transaction fee. Second, in case you forget to request a refund,
the service automatically requests refunds for pieces not mailed within 8 days. As in the
first case, the Cost of Service is credited to your account, less a twenty-five-cent
transaction fee. If the piece is actually mailed at some point later on, the refund is
reversed.
View Signature: If the “View Signature” link is blue, the item was successfully delivered
by the USPS and the Return Receipt (Electronic) is available for viewing and printing. If
the “View Signature” link is red, the item was designated as undeliverable and will be
returned to the Originator.
Selected: The “Selected” column is used when you want to print more than one
signature at a time. Simply check the box to the right of the View Signature link. Then
click “Print Selected Signatures” and all the Proof of Deliveries - also known as Return
Receipt (Electronic) - will be printed. By clicking on the Selected column header, all
View Signatures will be checked and printed at one time when clicking on “Print
Selected Signatures.”
Explanation of Messages under “Options”
12
Use this screen to re-order envelopes and labels for your organization’s needs. Most
of our customers keep a 1-2 month supply in their offices. Please check the mailing
address for accuracy, and correct as required. You should expect deliveries to take
3 to 5 business days.
Here is a list of frequently asked questions. You can also find up to date FAQs in the
“About” section at www.SimpleCertifiedMail.com. And a series of video tutorials are
also available on the web site.
Question:
A blank page printed. What went wrong?
Answer:
A blank page is most often caused by the Recipient Address failing to pass delivery
validation, the step that compares the address you entered to the USPS master
address database. Check the entire address to ensure that there are no symbols in the
address and that none of the address fields are more than 50 characters long.
Order Envelopes/Labels
Frequently Asked Questions
13
Question:
If a blank label prints, how do I know if I was charged for the blank label?
Answer:
If the item appears in the View Delivery screen, it means you were charged for the blank
label. Click the “Request Refund” option in the “Options” column and a refund will be
processed.
Question:
The mailing label doesn’t print correctly on the plain paper label or the sheet label. It
doesn’t fold correctly into the window envelope or it runs off the edge of the sheet label.
Answer:
The margins in the Page Setup section of your web browser are probably set for more
than .25” inches, so the mailing labels is printing too low on the plain paper or sheet
label. Adjusting the margins to no more than .25” on the Top, Bottom, Left and Right
should fix the problem. The best way to tell us to adjust the margins, then print from the
“Print Preview” screen, so as to not incur any postage expenses.
Question:
Should I sign for a Certified Mail item that is being returned?
Answer:
Yes, the USPS procedure requires a signature for each Certified Mail item that is
returned to the sender. A PS3811 (peach colored card) is to be signed by with a true
signature or a stamped with a rubber stamp containing a signature for all Certified Mail,
whether a Refund Request was requested or not.
If USPS in not requiring a signature when they return Certified Mail items, call the USPS
office delivering your mail or contact [email protected].
Telephone: 1-888-462-1750
Email: [email protected]
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