Document every outcome.
Ensure every taxpayer notification is mailed, tracked, documented, and retained with digital proof of delivery - without paper green cards or manual filing.
Built for compliance-driven communications
Our Certified Mail solutions help tax agencies easily send, track, and retain audit-ready digital proof of:
| • | Delinquent tax notices | • | Property tax communications | |
| • | Tax lien notifications | • | Code enforcement notices | |
| • | Assessment appeals | • | Utility shutoff notices |
Choose the digital Certified Mail option that works for your agency.
Our digital Certified Mail with electronic return receipt solution includes:
• Processing and printing from anywhere
• Batch processing
• Mail merge capabilities
• Automated digital tracking and retrieval
• Automatic address validation
• Detailed reporting
• Electronic proof of delivery
• Digital signature storage for up to 10 years
How much could you save with digital Certified Mail?
Savings
Certified Mail with ERR |
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Calculator
Enter number of pieces and see how much our shipping software can help you save*:
Why tax collectors choose
Digital Certified Mail vs Traditional Certified Mail
| Feature | Digital Certified Mail Labels | USPS Post Office |
|---|---|---|
| Price per Return Receipt | $2.82 (Electronic) Save $1.74* on every piece | $4.40 (Green Card) |
| Trip to the post office | Not required | Required |
| Data retention | 10 years included | Tracking, plus fee |
| Label creation | Digitally online | Manually offline |
| Batch file processing | Yes, for bulk mailings | No |
| Tracking alerts | Real-time alerts included | Additional fee |
| Audit readiness | Audit-ready digital records | Unreliable and manual |
*Current USPS prices are still in effect. The new prices and savings shown will be in effect starting July 12, 2026 as per the next USPS rate change.
FAQs for tax agencies
When should I use Certified Mail?
Certified Mail is the right choice when you need proof of mailing and delivery. USPS electronic tracking notifies the sender when the mail piece was delivered or when a delivery attempt was made.
What is Electronic Return Receipt and how does it save money?
Electronic Return Receipt (ERR) is a digital alternative to the traditional green card, capturing the recipient's signature, date, and time of delivery electronically. It saves $1.74* per piece compared to a physical green card, which costs $4.65 versus $2.91 for the electronic option.
How do I send Certified Mail with Electronic Return Receipt with Pitney Bowes?
Log into Pitney Bowes Certified Mail software, enter recipient details, select Certified Mail with ERR, print your label or coversheet, and drop it in the mail or schedule a pickup. No handwritten forms or green cards are needed.
Is Certified Mail with digital receipt a legally valid proof of delivery?
Yes, e-Certified Mail is recognized as valid proof of delivery in both corporate and legal settings. PitneyShip securely retains each electronic return receipt, including the recipient's signature, date, and time of delivery, for up to 10 years.
Can I track Certified Mail digitally?
Yes, Pitney Bowes Certified Mail software provides real-time tracking alerts and stores all delivery information, including tracking numbers, delivery dates, and recipient signatures, in a searchable cloud-based database accessible from anywhere, for up to 10 years.
What label options are available for digital proof of Certified Mail?
Pitney Bowes offers three options: a coversheet with postage and barcode printed together, preprinted Certified Mail barcode labels you scan into the software, and software-generated barcode labels printed on demand from a label roll.
Can agencies process large tax notice mailings?
Yes. Pitney Bowes supports batch processing and mail merge workflows for high-volume notification mailings.
How does switching to Certified Mail with digital proof of delivery support sustainability?
Replacing physical green cards with electronic return receipts reduces paper use and lowers your carbon footprint by eliminating the physical delivery of return postcards and the associated fuel consumption and emissions.
How can Certified Mail help tax collectors document taxpayer notifications?
Certified Mail with Electronic Return Receipt provides proof of mailing, delivery tracking, and digital proof of receipt that can be retained and retrieved when responding to taxpayer inquiries, appeals, or compliance reviews.
What government security authorizations does Pitney Bowes Certified Mail solutions hold?
Built to meet NIST 800-53 guidelines, Pitney Bowes Certified Mail solutions built into the SendPro 360 platform are FedRAMP, GovRAMP, and DISA IL4 (provisionally) operating in both GovCloud and NIPRNet. In addition, the solutions have also achieved Cybersecurity Maturity Model Certification (CMMC) 1.0 certification.
Pitney Bowes continues to invest in achieving the highest levels of security certifications and authorizations for government use.