The ultimate guide to USPS return receipts: Types, benefits & when businesses should use them

SendTech Staff Pitney Bowes
04/28/2025 Office

When you're sending important mail—like legal documents, financial notices, or government filings—just knowing it got there isn’t always enough. That’s where USPS return receipts come in. Whether it’s a signature, a timestamp, or confirmation of delivery, return receipts provide official proof of delivery that can help protect your business. 

In this guide, we’ll walk you through everything you need to know about return receipts, from how they work and when to use them, to which USPS services offer them—and how PitneyShip™ shipping software can make the whole process easier. 

Table of contents

What is a return receipt?

A return receipt is an official USPS document that confirms a piece of mail was delivered. It includes the recipient’s signature, delivery date, time, and address—everything you need to confirm successful hand-off. 

This proof can be especially valuable when sending critical communications like court documents, tax notices, or government filings. By using return receipts, businesses can maintain a legal and auditable record of their mail delivery, ensuring there is no question about whether a document was received. 

Why do businesses use return receipts?

Businesses use return receipts for several key reasons: 

  • Meet compliance requirements: Certain industries, like law, finance, and healthcare, require businesses to maintain proof of delivery for specific communications. A return receipt ensures compliance with regulatory standards. 
  • Confirm legal communication was received: In many cases, knowing that an important document was sent isn’t enough. You need confirmation that the recipient actually received it. This is especially true in legal contexts where documentation is crucial. 
  • Reduce disputes with clear documentation: In any business transaction, there’s a chance for disputes. By using return receipts, businesses have irrefutable evidence that a document was delivered, which can help resolve potential conflicts. 

Whether you're sending court documents, IRS communications, or compliance letters, return receipts offer peace of mind and a paper (or digital) trail. 

How does the USPS return receipt work?

The return receipt process is straightforward, ensuring that you can easily track and confirm delivery of your mail: 

  1. Choose a USPS service like Certified Mail® or Registered Mail® and request a return receipt. These USPS services are designed to provide both tracking and proof of delivery. 
  2. USPS collects the recipient’s signature upon delivery. This is a key step in ensuring that the return receipt is valid, as it provides concrete evidence that the recipient accepted the mail. 
  3. You receive proof of delivery—either a physical postcard or an emailed PDF—with: 
  • The recipient’s signature 
  • Date and time of delivery 
  • Delivery address confirmation 

This ensures that your mail doesn’t just arrive—it arrives with proof. The process is streamlined for businesses, and it adds a layer of legal protection in case of any disputes. 

Types of return receipts offered by USPS

USPS offers two main types of return receipts, each serving different needs: 

Physical return receipt (green card)

This is the classic green postcard (USPS Form 3811) that is signed by the recipient upon delivery. USPS mails it back to you as physical proof, providing a tangible, official record of delivery. 

Best for: 

  • Legal documents such as subpoenas or court notices 
  • Tax notices or IRS communications 
  • Regulatory compliance requiring a hard copy 

Key features: 

  • Paper-based proof of delivery: The return receipt arrives as a physical document, which can be filed and stored for legal purposes. 
  • Includes signature, delivery time, and address: This provides detailed proof that the recipient has received the document and when they received it. 
  • Recognized in court and legal proceedings: This paper trail can be used in legal matters to prove that you complied with delivery requirements. 

Electronic return receipt (ERR)

The electronic return receipt (ERR) is a digital version of the traditional green card. It captures the recipient’s electronic signature and sends you a PDF receipt via email. 

Best for: 

  • Faster turnaround and digital workflows 
  • Lower costs compared to physical return receipts 
  • Businesses handling high mailing volumes 

Key features: 

  • Instant delivery confirmation: You receive the confirmation right after the recipient signs for the mail, which is ideal for time-sensitive communication. 
  • Stored as a digital record: No need to worry about losing paper records. ERRs are stored digitally, making them easy to retrieve and track. 
  • Lower cost and easier retrieval: Since you don't have to wait for a physical postcard, the digital version can save on postage and time. 
  • Creates secure digital confirmation that your item was received. 

USPS services that offer return receipts

You can pair a return receipt with popular USPS mail classes that offer proof of delivery and signature confirmation. These USPS services ensure secure, trackable delivery for your most important documents: 

  • Certified Mail® + Return Receipt: Ideal for court papers, tax notices, and regulatory documents. Certified Mail® provides tracking and proof of mailing, adding a layer of legal security. 
  • Registered Mail® + Return Receipt: This is the highest security option available, providing chain-of-custody tracking for valuable or sensitive documents. It’s perfect for confidential contracts, high-value goods, or sensitive legal communications. 
  • Priority Mail Express® + Return Receipt: The fastest USPS option with guaranteed overnight delivery. It’s perfect for urgent business or legal mail, providing a fast, reliable service with proof of receipt. 

What is the cost of a return receipt?

While return receipts come at an added cost, they provide valuable protection and peace of mind, especially for businesses that rely on secure, verified communication. 

  • Physical return receipt (green card): $3.00–$5.00 
  • Electronic return receipt (ERR): $1.50–$2.50 

These fees are in addition to the base USPS service (e.g., Certified Mail®), and prices may vary for domestic versus international shipments. However, given the legal protection and proof of delivery they provide, return receipts are a small investment that can safeguard your business from future disputes. 

When should businesses use return receipts?

Return receipts are essential when sending documents that are critical to the functioning of your business, especially in industries that require proof of delivery for compliance or legal purposes. Here are some specific scenarios where return receipts are indispensable: 

  • Legal & compliance mail: Timely and accurate delivery of court documents, legal notices, and regulatory filings is crucial for businesses handling sensitive materials. Law firms and financial institutions rely on Return Receipts to confirm that important documents—such as court filings, loan agreements, IRS notices, and tax forms—reach the correct recipient. This service provides proof of delivery and a signed record, ensuring compliance and timely communication. 
  • Financial statements & insurance notices: Finance and insurance businesses, including banks, credit unions, and insurance companies, often send time-sensitive documents like bank statements, loan notifications, policy renewals, and claims updates. Return Receipts confirm delivery, providing proof that these important communications were received. This documentation is essential for record-keeping, compliance, and resolving disputes. 
  • Government communications: Businesses working with government agencies, such as construction, trade, and healthcare providers, often send documents like permits, tax filings, and licensing renewals. Return Receipts confirm that these important documents have been received, ensuring successful delivery and compliance with regulatory requirements. 
  • Customer disputes: Businesses handling customer disputes, like retailers and property management companies, use Return Receipts to confirm delivery of important documents such as payment reminders or late rent notices. This proof helps resolve issues like missed payments, contract disagreements, or customer complaints, and is especially valuable in legal or collections cases. 

Return receipt vs. other proof of delivery services

Let’s compare return receipts with other proof of delivery services, to see why they might be the best option for certain businesses: 

Feature

Return Receipt

Certified Mail Only

UPS/FedEx

Signature proof 

Yes 

No 

Yes (UPS Signature Service, FedEx Proof of Delivery) 

Delivery date & address 

Yes 

Yes 

Yes 

Electronic option 

Yes (Electronic Return Receipt) 

No 

Yes (Digital proof available) 

Best for 

Legal/compliance 

Basic tracking 

Ecommerce/general 

How PitneyShip can help with return receipts

Using return receipts doesn’t have to be complicated. With PitneyShip shipping software, you can: 

  • Print USPS Certified Mail® labels with return receipts: Easily print and manage your USPS return receipts directly from PitneyShip. 
  • Track everything from a single dashboard: Stay organized by tracking all your shipments and return receipts in one place. 
  • Store return receipts digitally: No more filing cabinets. Store everything digitally for easy access and retrieval. 
  • Access USPS discounts: Save money with discounted USPS rates available through PitneyShip. 
  • Automate recurring compliance mailings: PitneyShip helps you automate your mailings, reducing administrative workload. 

Best practices for using return receipts

  • Go digital when possible: Choose the electronic return receipt for faster turnaround and cost savings. 
  • Keep good records: Store all return receipts securely for audits or legal needs. Digital storage makes this easy and efficient. 
  • Use PitneyShip: Save time, reduce errors, and streamline your certified mailing process with PitneyShip. 

Conclusion: Ensure proof of delivery with return receipts

If your business depends on verified, secure communication and proof of delivery, USPS return receipts offer the confidence and documentation you need—whether you're using physical forms like Form 3811 or the faster electronic return receipt. 

With tools like PitneyShip shipping software, managing USPS return receipts and Certified Mail® is easier, faster, and more reliable. 

Return receipt FAQs

Can I request a return receipt for international mail?

Yes! USPS return receipts are available for Priority Mail Express International® and Registered Mail®. Just ensure the service is eligible for your international mailing. 

How much is Certified Mail® with return receipt?

As of 2025, Certified Mail® starts around $4.00, plus: 

  • $3.50 for a physical return receipt 
  • $2.00 for an electronic one 

Is return receipt eligible for a refund?

Yes—if USPS fails to deliver or provide the return receipt, you can request a refund within the USPS time window.