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Proof runs a ladder: regular mail proves nothing, a certificate of mailing proves only that you sent it, certified (US) or registered (Canada) mail adds tracking and a delivery record, and a process server's affidavit is the strongest proof. Whatever rung you use, keep a copy of the letter and the receipt: proof is as good as your records.
This is general information, not legal advice.
| Method | What it proves | Weakness |
|---|---|---|
| Regular mail | Nothing | No record of sending or delivery. |
| Certificate of mailing | You handed it to the post office | Says nothing about arrival. |
| Certified (US) / Registered (Canada) | Sending plus tracking and a delivery/signature record | Costs more; recipient can refuse (though refusal is recorded). |
| Restricted delivery on the above | Only the named person could sign | Available in the US; not always offered everywhere. |
| Process server / personal service | Hand delivery, sworn in an affidavit | Most expensive; check your jurisdiction's rules. |
This is the fact most people miss. When certified or registered mail is refused, the postal service records the refusal: date, address, and the fact that delivery was attempted. Many courts treat a documented refusal as notice given: the recipient chose not to accept it, and that choice is on the record. So a refused letter can be nearly as useful as a signed-for one, as long as you keep the record.
Start before you mail. Photograph or scan the signed letter, and keep the file unchanged: that is your proof of what you sent. Save the receipt with the tracking or article number; that is your proof of when and where. Write a short note the same day: what you sent, to whom, by which service, and why. Courts and opposing parties find same-day notes far more convincing than memories reconstructed months later.
One sturdy trick: mail the identical letter by regular mail on the same day as the tracked one. If the recipient refuses the certified letter, the regular copy usually still arrives, and you can show you gave them every chance to receive it. In the US, restricted delivery limits the signature to the named recipient only, which closes the "someone else signed for it" argument. LetterAgent's registered option (US Certified Mail, Canada Registered Mail) gives you the tracking and proof-of-delivery record for the tracked leg.
When the document genuinely must reach a specific person and the consequences of "I never got it" are serious (lawsuits, evictions, high-value demands): a process server beats mail. A server hands the document over in person and swears an affidavit of service describing exactly when, where, and to whom. It costs more, but the affidavit is purpose-built for court. For everything short of that, certified or registered mail with a kept copy and kept receipts is the practical ceiling.
Ready to mail it? Send your letter with LetterAgent: describe it to your AI assistant, approve the exact quoted price, and it's printed and mailed.
LetterAgent is a working name. Prices include print, postage, and our service fee. US prices in USD, Canadian prices in CAD (Canadian prices exclude applicable sales tax, added at checkout). Currently in private testing.
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