How to Ship & Send Important Documents Securely By Mail? - PostGrid (2023)

Sending important documents via postal mail is always challenging, especially for business organizations. Time-sensitive and vital records can often get delayed by silly human errors. Choosing the exemplary mailing service for your business’s critical documents is essential for proper communication.

What is the best way to ship important documents?

Below we will help you find the answer to this simple question. Furthermore, you will also learn the different mailing services you can use for sending important documents. It will help you understand the characteristics of the various mailing options you can use. Hence, we will help you pick the best way to ship and send important documents for your business.

What Is The Best Way To Ship Important Documents?

“What Is The Best Way To Ship Important Documents?” is a question that does not have a definitive answer. Businesses can use several postal delivery options for sending their valuable business documents. However, the best way for you to send your documents depends entirely on your requirements.

Some of you may want your essential documents to reach the recipient fast. At the same time, some of you might want to get a received receipt from the addressee. And for businesses that use bulk mailing, the primary consideration may be the price.

Hence, it is impossible to suggest the best way to ship important documents without knowing the context or requirements. However, we can list out the mailing services that are most suitable for sending important documents.

USPS Certified Mail

USPS Certified Mail is often considered the best way to mail sensitive documents. You can use different shipping methods combined with the USPS Certificate of Mailing based on your requirement.

Proof Of Mailing And Delivery

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Individuals and businesses prefer Certified Mail for sending important documents because of the proof of mailing and delivery.


Certified mail comes with a timestamp that records every central point in the mailing process. It means the timestamp records the details of every post office it passes through. The sender can easily view this information through their secure USPS Certified Mail account for as long as ten years.

Optional Signature Requirement

The sender can also opt for a signature requirement from the recipient. Regardless, USPS will still inform you about the mail delivery. However, we suggest opting for the signature requirement if you send essential documents.

Priority Mail Express

Priority Mail Express is the best way to send important documents if you want super fast or next-day delivery. The lower transit time also implies that the mailer spends less time in transit, which means minimal damage and a lower chance of lost mail.

Includes Insurance Upto $100

Priority mail comes with a $100 insurance that protects your important documents. You also have the option to buy additional insurance if necessary. Hence, it is the best way to mail sensitive documents if you must have them insured.

Priority Mail Tracking

The tracking information is included with USPS’s Priority Mail Express service. However, USPS does require you to specify if you need a signature upon delivery.

It is worth noting that Priority Mail Express is the most expensive domestic mailing option from USPS. So it might not be the best idea, economically, to use it for bulk mailing.

Priority Mail With Signature Confirmation

Priority Mail with signature confirmation is the best way to ship important documents for many businesses. As you can guess, the signature confirmation is an add-on for the Priority Mail service. Although the add-on costs a few bucks extra, it is still worth having as it can give you peace of mind.

Includes Insurance Upto $50

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Similar to Priority Mail Express service, Priority Mail also comes with insurance for your mailers. However, in this case, it is only $50 compared to the $100 in Priority Mail Express.

Tracking + Delivery In 1-3 Business Days

The Priority Mail service comes with free tracking for the mailer. Additionally, it has a more extended delivery period than the Express service, and you can expect delivery in 1-3 business days.

Cheaper Than Priority Mail Express

Suppose you wondered how to mail important papers at a lower price than Express. In that case, Priority Mail is the answer. Even with signature confirmation, the cost of sending Priority Mail is relatively low.

First Class Mail With Certified Mail And Return Receipt

The First Class Mail is one of the most affordable ways for sending your critical documents. However, it is not advisable to use First Class Mail for sending vital records without some add-ons. First Class Mail with add-ons like Certified Mail and return receipt ensures your mailer reaches its destination safe and secure.

Delivery In 1-3 Business Days

Although sometimes it may take longer to deliver First Class Mail, generally it is delivered in 1-3 business days. Hence, it is only the best way to ship important documents when they are not time-sensitive.

No Insurance For Documents

USPS provides insurance for First Class Mail packages but not for documents. Hence, it is not the ideal mailing option for mailing important documents that require insurance.

Most Affordable Domestic Mailing

First Class Mail is the best way to ship important documents domestically. Hence, it is ideal for sending bulk mail. You can bring down costs further by using a direct mail automation tool like PostGrid.

Global Express Guaranteed

Global Express Guaranteed is the fastest way to send your business’s important documents internationally. USPS can deliver to 190 different countries worldwide within just 1-3 business days.

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Includes Insurance Upto $100

Similar to Priority Mail Express, USPS’s Global Express Guaranteed offers $100 insurance. Here also, you can purchase higher value insurance for your documents.

Tracking Capability

The Global Express Guaranteed service enables the sender to track their mailer and see the location of their item during its journey.

Priority Mail Express International

Priority Mail Express is the answer to the people who wonder how to mail important papers without using the expensive Global Express Guaranteed service. In this case, USPS can deliver to 190 countries, but it can take anywhere between 3-5 business days.

Includes Insurance Upto $100

The standard $100 insurance also applies to USPS’s Priority Mail Express International service.

Flat Rate Envelopes Available

You can send your international mailer using a flat rate envelope for Priority Mail Express. It saves you time and effort by not having to calculate the postage for international mail.

Priority Mail International

Priority Mail International is the best way to ship important documents if you are not in a hurry. It is also the most affordable way to send your essential documents internationally. The delivery time of Priority Mail International can range from 6 to 10 business days.

Includes Insurance Upto $100

Perhaps having a $100 insurance on Priority Mail International posts is more valuable and apt. Why? Because Priority Mail International has a relatively longer delivery time, the chances of the mailer getting lost are also somewhat higher.

Flat Rate Pricing

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Priority Mail International enables you to print and mail documents internationally without burning a hole in your pockets. Like Priority Mail Express, you can get flat-rate pricing depending on the destination country.

Also Read: How to Send Legal Documents Securely By Mail

Once you hand over the critical document or mailer to the USPS, it essentially becomes protected by more than 200 federal laws. But how do you make sure that you print and deliver your mailers securely to USPS? It is where PostGrid’s automated direct mail tool can be of huge help to you.

PostGrid lets you personalize, print, and deliver your important documents securely. It even has HIPAA compliance, which means healthcare organizations can use PostGrid for securely printing (PHI) Protected Health Information. Hence, PostGrid helps you truly achieve the best way to ship important documents.

Organizations can use PostGrid for printing important healthcare documents like EOB (Explanation of Benefits) and patient billing statements. Furthermore, PostGrid can easily carry out bulk printing and mailing for your business organization.

Also Read: How to Send Tax Documents Securely By Mail

USPS offers many options to mail essential documents for individuals and businesses. There is no way of selecting the best way to ship important documents as the needs of each sender can vary. A business organization can choose any USPS mailing service based on its unique requirements and budget. You can streamline your direct mail communications with the help of an advanced direct mail tool like PostGrid.

PostGrid offers businesses an automated direct mail solution to personalize, print, and deliver business documents. It also provides advanced tracking and insights on your direct mail communications that can help you optimize your business operations.


What is the most secure way to send documents by post? ›

Here's how to mail documents safely:
  1. Use USPS Registered Mail. USPS Registered Mail service grants additional security to confidential documents and packages. ...
  2. Send Important Documents Via Certified Mail. ...
  3. Priority Mail Express. ...
  4. Priority Mail. ...
  5. First Class Mail.
May 10, 2022

What is the safest way to mail valuable documents? ›

Best Way to Mail Important Documents:
  1. Priority Mail. Priority Mail is a reliable and fast shipping option offered by the United States Postal Service (USPS). ...
  2. First-Class Mail. ...
  3. Certified Mail. ...
  4. Overnight Delivery. ...
  5. Use a Sturdy Envelope. ...
  6. Use Tracking and Insurance. ...
  7. Seal the Envelope Properly. ...
  8. Label the Envelope Clearly.

What is the safest way to send sensitive documents via mail? ›

The safest way to send a document via email is by using encryption. This can be done by encrypting individual emails as well as email attachments. However, an easier way is to use electronic signature software, such as Signaturely.

What is the best way to send confidential documents via USPS? ›

For the Fastest Service, Use the Priority Mail Express Legal Flat Rate Envelope. The Priority Mail Express Legal Flat Rate Envelope is hands-down the fastest USPS service available to ship documents. This makes it the perfect service for shipping time-sensitive legal documents.

How do I send a securely confidential document? ›

6 Recommended Ways to Share Your Files Securely
  1. Encrypt A File.
  2. Use a Password Manager & Enable 2FA.
  3. Adopt an Integrated File-Sharing Software.
  4. Opt for a Robust and Simple File-Sharing System.
  5. Adopt Secure Cloud Services.
  6. Use End-to-End Encryption.
  7. Working With Encryption Software.
  8. Advanced Encryption Standard (AES)
Jan 20, 2023

What is the fastest and most secure way to mail documents? ›

Priority Mail Express is the fastest mail service offered by the Postal Service. It provides guaranteed 1-Day or 2-Day expedited service by 3 p.m. for any mailable matter and includes $100 of insurance coverage. Priority Mail Express delivery is offered 365 days a year in many locations.

What is the difference between Registered Mail and certified mail? ›

Both registered and certified mail are very similar in services, yet they serve different purposes. Certified mail provides the sender proof that the shipment was mailed and when it's delivered. On the other hand, registered mail provides the sender package updates from every step of the shipment process.

What is the advantage of using certified mail to send important documents? ›

Certified mail offers added assurance and security for sensitive documents. It's also a great postage solution for time-sensitive documents that require both proof-of-mailing and delivery. Certified mail can be costly, but worth it for important documents where mistakes could cost even more.

How much is USPS certified mail? ›

How much does USPS Certified Mail® cost? USPS Certified Mail® costs $3.75, in addition to the postage needed to mail your item. If you want to add a return receipt, that is an additional $3.05 for a mail receipt or $1.85 for an electronic receipt.

Which is cheaper registered or Certified Mail? ›

So Registered, a more expensive option, is created to give you a more secure & closely tracked delivery while Certified Mail exists as a cheaper alternative to Registered Mail (typically for documents such as tax returns and legal notices.)

Is there a special envelope for Certified Mail? ›

Certified Mail #11 Envelope with Postage, Mailing Receipt and Return Receipt Postcard (SDC-3810) – A quick and easy option, this envelope is ideal for mailing items that fit into #11 or smaller envelopes. Just print postage, Proof of Mailing, Return Receipt or Restricted delivery in one step, fold and seal, and mail.

What is USPS most secure mailing? ›

Registered Mail

Registered Mail is the most secure method the Postal Service offers. Registered Mail is designed to provide added protection for Valuable Mail.

Which is faster certified or Registered Mail? ›

Certified Mail delivers in the same timeframe as First Class or Priority Mail. Yet, due to the security measures during transport and handling, Registered Mail travels slower the usual. If you need secure, but not fast delivery, use Registered Mail over Certified.

How do I send documents through USPS? ›

Put your letter inside your mailbox and raise the flag (if you have one). If you have a cluster mailbox, drop it in the outgoing mail slot. Drop it off in a blue collection box. Take it to a Post Office lobby drop.

What is the best way to send sensitive information? ›

Send an encrypted email

The most private and secure way to send sensitive information by email is to use end-to-end encryption. With end-to-end encryption, only you and the recipient of your messages can read them.

Is it safe to email important documents? ›

If you send sensitive documents via an email service, you must use end-to-end encryption (E2EE) to protect your attachments. E2EE ensures the messages are protected at rest and in transit, so they're safe from network- and storage-level threats.

How should I post important documents? ›

Use a Thick and Sturdy Envelope

It can cause your packaging to tear up before it arrives at the destination. Also, use envelopes made with high-quality, non-transparent paper to stop fraudsters from viewing the inside contents. It is best to use a hard-backed envelope to prevent your documents from bending.

Is Priority mail the same as Certified Mail? ›

Sending Certified Mail vs Priority Mail

Yes, priority mail will get where it needs to go. But, if you need confirmation of delivery to the recipient, make it certified. Certified mail is best for those important items and documents you wish you could deliver in person.

What is usually in certified mail? ›

Mailers typically use certified mail when they need to provide proof that a mailpiece was sent and received. The most common uses of Certified Mail are to send tax returns, bank documents, and time-sensitive communications with debtors or creditors.

Is certified mail always signed for? ›

Certified mail must be signed for. If the recipient is home when the mail carrier comes, he signs for the mail and gets it into his hands right then.

What usually comes certified mail? ›

People commonly receive certified mail from attorneys, the IRS, debtors, jury duty, etc. Due to the security of this type of mail, it is a great way to send legal documents. The court can use these certified tracking receipts as evidence in court proceedings.

What is the safest way to send important mail? ›

How Does Registered Mail Work? Registered Mail is the most secure way to send a package through the USPS. As part of the security conditions for this mail class, Registered Mail must be sent with proof of mailing which requires a trip to the Post Office (you cannot deposit your package in a collection box).

Is registered mail trackable? ›

Registered Mail service items cannot be tracked through the mailstream and will not provide updated scans. However, Registered Mail service does provide information with a scan showing the delivery status or attempted delivery information which can be retrieved in three ways: Go to

Can certified mail be delivered without signature? ›

Certified Mail requires a signature from the recipient to complete the delivery. This could be the person who ordered the mail, or any recipient authorized by the sender or receiver beforehand. For the majority of e-commerce stores, using USPS Certified Mail is unjustifiably costly.

How long does it take for Certified Mail to be delivered? ›

USPS Certified Mail travels at the same speed as First-Class mail. It is considered First-Class mail and requires first class postage in addition to the certified mail fees. We've found that Certified Mail generally arrives at its destination in 1 to 5 days.

Is Certified Mail more expensive than priority mail? ›

The major difference between Priority Mail and Certified Mail is that Certified Mail is an add-on; you pay extra to send certified mail.

Which is safer recorded delivery or special delivery? ›

Recorded delivery is one of the safest ways to send important or valuable items. Sometimes called 'signed for delivery' or 'signature tracking', this delivery method requires the recipient to sign for the item on receipt.

Which is better registered post or recorded delivery? ›

What is the difference between registered post and recorded delivery? Both terms are interchanged, as they are one in the same. Registered post is also known as recorded delivery, both provide the same service: to send items (letters, parcels, pallets etc) safely and securely.

Is Postal mail more secure than email? ›

There are over 200 federal laws that protect mail sent through USPS, which makes it much less likely to be breached than an email. According to USPS, mail is federally protected when it is in possession of a postal worker, a post office, or in a mailbox.

How do I send a document through the post? ›

Addressing Tips
  1. Write accurate address...​​ Always write complete and correct a​ddress to get it there fast. ...
  2. Place it right... Write the address of the addressee on the front side and sender's address on the back side of an envelope.
  3. ​Make it easy to read...


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