Proof of delivery for businesses: Reduce risk, improve tracking & stay compliant

SendTech Staff Pitney Bowes
04/28/2025 Office

Did you know that over 70% of ecommerce disputes stem from claims of non-delivery? Whether it’s a lost legal document or a high-value product that never shows up, these situations create stress, hurt your brand, and cost you money. 

That’s where proof of delivery (POD) comes in. In today’s fast-paced world, having solid confirmation that your shipment arrived—and knowing who accepted it—is a must. From law firms and healthcare providers to ecommerce shops, POD helps protect your business, satisfy your customers, and prevent costly disputes. 

This guide breaks down the different types of POD, why it matters, and how you can use PitneyShip to simplify the process.

Table of contents

What is proof of delivery (POD)?

Proof of delivery (POD) is a verified record confirming that a package reached its destination. It can include signatures, timestamps, or tracking details and serves as legal evidence for time-sensitive or sensitive shipments. For businesses, POD helps confirm that shipping sensitive documents or valuable goods made it to the right recipient, which can be crucial during customer disputes or audits. 

Common formats of POD include: 

  • A signed delivery slip for legal documents. 
  • Digital records like email confirmations for ecommerce orders. 
  • Signature confirmations to verify the exact recipient. 
  • Timestamped logs for tracking delivery time. 
  • Adult signature requirements for age-restricted goods like alcohol or prescription medications. 

Why proof of delivery matters

In today's competitive and fast-moving business landscape, every shipment is a promise to your customer—and proof of delivery is how you keep that promise. It’s not just about knowing when a package arrives; it’s about reducing risk, resolving disputes quickly, and meeting industry regulations. From small online retailers to large enterprises in healthcare or legal services, POD plays a crucial role in protecting your business, boosting customer satisfaction, and maintaining compliance. 

POD isn’t just a tool—it’s a strategic safeguard for your operations. 

Legal protection

Imagine a law firm sends a contract that never gets acknowledged. Without proof of delivery (POD), they’re vulnerable to legal disputes, chargebacks, insurance claims, and customer complaints. POD acts as vital legal documentation, confirming that the contract was delivered and received.  

For fraud prevention, it’s especially important, as it provides irrefutable evidence that the transaction was completed as intended. This can protect businesses from fraudulent claims where customers may falsely deny receiving an item. In cases involving high-value or important shipments, having POD is crucial for defending the business's interests and preventing unnecessary financial losses or legal challenges. 

Customer satisfaction

For an ecommerce brand, being able to show a customer exactly when and where their order was delivered builds trust and minimizes “Where’s my order?” calls.  With real-time order tracking and guaranteed delivery, customers feel secure knowing they can follow their order's progress throughout the delivery process. This transparency enhances customer satisfaction by providing peace of mind, leading to fewer concerns over missed deliveries. Ultimately, POD strengthens brand loyalty as customers appreciate the reliable service and proactive communication, boosting their overall experience with the brand. 

Compliance needs

In regulated industries such as healthcare, pharmaceuticals, and financial services, proof of delivery (POD) is not just a helpful tool—it’s often a mandatory requirement to meet strict compliance regulations by industry. For example, medical supply deliveries must be properly documented to ensure the safe and timely arrival of critical items, while financial documents require secure and verifiable delivery to comply with legal and regulatory standards. Failing to provide POD for these types of shipments can lead to legal complications, costly fines, and damage to a business's reputation. In highly regulated sectors like the legal industry, maintaining accurate delivery status records can also be crucial during audits, helping companies demonstrate compliance and avoid potential legal disputes. 

Operational efficiency

Support teams save time and energy by accessing proof of delivery (POD) records instantly, enabling them to quickly verify delivery status and resolve customer inquiries. With real-time tracking integrated into shipping strategies, customer support teams can address delivery issues efficiently, streamlining business operations, logistics and boosting overall productivity. This makes it easier for businesses to handle inquiries, reduce search time, and focus on growth. 

What are the different types of proof of delivery?

This section breaks down the various proof of delivery (POD) options available to businesses. Each type offers different levels of documentation and verification. 

Paper proof of delivery 

Paper proof of delivery (POD) includes physical documents such as signature confirmations or delivery slips, often required for legal notices or court documents. These records serve as official documentation of delivery when a hard copy is needed for compliance or legal purposes. 

  • Security Level: Low to Medium. While paper POD provides an official record, it is vulnerable to loss or alteration and requires physical storage, which can pose security risks. 
  • Use Case: Ideal for businesses that need a hard-copy receipt for legal notices, court documents, or formal business correspondence, providing verifiable proof of delivery. 

Electronic proof of delivery (ePOD)

Electronic Proof of Delivery (ePOD) refers to digital records, such as scanned signatures, email confirmations, or online tracking updates. ePOD is popular with ecommerce businesses for its convenience, quick access, and reliability in high-volume shipping scenarios. 

  • Security Level: Medium. While ePOD offers fast, accessible records, it may not hold the same legal weight as a physical signature. However, it provides easy of storage and instant access, enhancing operational efficiency. 
  • Use Case: Perfect for ecommerce businesses needing quick digital proof of delivery for verifying customer orders or resolving inquiries. 

Signature confirmation 

Signature Confirmation requires the recipient's signature—either electronic or physical—to confirm delivery, ensuring the package reaches the correct person.  

  • Security Level: High. This method provides clear verification that the package was delivered to the intended recipient, making it ideal for high-value or sensitive shipments. 
  • Use Case: Perfect for shipments of valuable products or legal documents, where confirming the recipient’s identity is crucial for security and accountability. 

Timestamped delivery confirmation

Provides a time-stamped record of delivery without requiring a recipient's signature.  

  • Security Level: Low. While it confirms delivery time, it doesn’t verify the recipient, making it suitable for non-sensitive items but not ideal for high-value or legally critical shipments. 
  • Use Case: Perfect for low-risk or bulk shipments, where recorded delivery times are sufficient and a signature isn’t necessary. 

Adult signature required

Ensures that the recipient is of legal age (21 or older) and is typically used for age-restricted products. 

  • Security Level: High. This method adds a strong layer of verification by confirming the recipient’s age and identity at delivery. 
  • Use Case: Ideal for age-restricted items like alcohol, tobacco, or prescription medications, where age compliance is essential. 

Return receipt

Return Receipt provides delivery confirmation and the recipient’s signature, commonly used for legal or official documents like Certified or Registered Mail, with a physical or electronic copy of the signature. 

  • Security Level: Very High. This POD method offers both delivery proof and a signed receipt, making it crucial for legal evidence in disputes or compliance issues. 
  • Use Case: Ideal for legal documents, contracts, or important communications requiring signed confirmation for legal or official purposes, ensuring verifiable and compliant documentation. 

Which U.S. carriers offer proof of delivery?

Each major U.S. carrier offers different types of POD services—tailored to different business needs: 

USPS® (United States Postal Service) 

Best for legal and compliance mail. 

  • Certified Mail® with Return Receipt: Provides signature confirmation and physical or electronic proof. 
  • Registered Mail®: Offers maximum security and tracking for high-value shipments. 
  • Priority Mail Express®: Includes tracking and signature by default, ideal for urgent deliveries. 
  • USPS Tracking®: Basic tracking without signature unless upgraded. 

UPS® (United Parcel Service) 

Best for ecommerce and sensitive business shipments. 

  • Delivery Confirmation: Includes only a timestamp. 
  • Signature Required: Confirms delivery with a recipient signature. 
  • Signature Tracking®: Stores a scanned image of the recipient’s signature. 
  • Adult Signature Required: Verifies recipient is 21+ for age-restricted items. 

FedEx® 

Best for high-value and fast-moving shipments. 

  • SPOD (Signature Proof of Delivery): Electronic access to a signature. 
  • Direct Signature Required: Someone at the address must sign. 
  • Adult Signature Required: Confirms delivery to someone 21 or older. 
  • Priority Overnight/Express: Includes POD features automatically. 

DHL® 

Best for international shipping and select domestic deliveries. 

  • Signature on Delivery: Requires recipient’s signature. 
  • Express Services: Includes tracking and proof of delivery for expedited shipping.

When should businesses use proof of delivery?

Proof of delivery isn't just for high-ticket or legal shipments—it's a smart move for any business that needs to guarantee delivery, manage risk, improve tracking, or meet compliance standards. 

You should consider using POD when: 

  • Compliance is critical – Regulated industries like healthcare, pharmaceuticals, and financial services require documented delivery of medical supplies, financial documents, and legal notices to meet compliance regulations by industry. 
  • Customer expectations are high – Ecommerce retailers and subscription services use POD to offer real-time order tracking and guaranteed delivery, reducing customer complaints and improving customer satisfaction. 
  • The shipment is valuable or sensitive – High-value goods, court documents, or time-sensitive mail need proof to avoid chargebacks, insurance claims, or fraud. 
  • Delivery involves restricted products – Alcohol, tobacco, or prescription medications may require adult signature verification to meet legal and safety requirements. 

Bottom line: If a delivery involves legal protection, fraud prevention, or sensitive documents—POD keeps your business protected and your shipments compliant. 

How PitneyShip can help with proof of delivery

Managing proof of delivery across multiple carriers can feel like a full-time job—especially when you’re juggling customer expectations, compliance demands, and tight shipping budgets. That’s where PitneyShip steps in. 

Whether you’re sending contracts, medications, or ecommerce orders, PitneyShip gives you the tools to simplify and automate POD from start to finish: 

  • Add POD services in seconds – Choose Certified Mail®, Return Receipt, or Signature Confirmation directly from the label creation screen—no extra steps required. 
  • Compare carriers side-by-side – See POD service options from USPS, UPS, and FedEx in one place, so you can select the best value for your shipment. 
  • Track everything in one dashboard – No more toggling between carrier sites. Monitor every delivery in real time, all in one spot. 
  • Automate record-keeping – Every POD record is stored securely and instantly accessible for audits, disputes, or customer inquiries. 
  • Cut costs, not corners – Access discounted shipping rates without sacrificing tracking, security, or compliance. 

Whether you're shipping across town or across the country, PitneyShip helps you deliver with confidence—every time. 

Conclusion: Secure your shipments with proof of delivery

Proof of delivery isn’t just a logistics feature—it’s your front line of defense against lost packages, legal disputes, and customer frustration. Whether you're shipping time-sensitive legal documents, high-value goods, or regulated items, having solid delivery confirmation gives your business the confidence and protection it needs. 

PitneyShip helps you simplify and automate POD—so you can spend less time tracking and more time growing. 

✅ Save money. 
✅ Streamline operations. 
✅ Protect every shipment. 

Start using PitneyShip today to make every delivery verifiable and stress-free.

Proof of delivery FAQs

What does proof of delivery mean? 

Proof of delivery confirms that a package has arrived at its destination, often with a signature or timestamp. 

How can I get USPS proof of delivery? 

Use Certified Mail®, Registered Mail®, or Priority Mail Express® for delivery confirmation and tracking. 

What’s the difference between proof of delivery and a bill of lading? 

POD confirms delivery to the recipient. A bill of lading documents shipping terms and serves as a receipt between sender and carrier. 

Is electronic proof of delivery legally valid? 

Yes, digital records like e-signatures and email confirmations are widely accepted in most industries. 

Can proof of delivery help reduce fraud? 

Absolutely. POD provides documented proof that a delivery was completed, protecting you against false claims.