📮 Certification of Mailing
Proof of Certified Mail Service – New York
📋 Purpose of This Certificate
Certification of mailing proves you sent documents by certified mail:
- Proof of mailing: Shows documents were mailed on specific date
- Tracking number: Certified mail receipt provides tracking
- Court evidence: Acceptable proof for substituted service or posting
- Complements affidavit: Used with affidavit of service
⚠️ Certified Mail Requirements
When mailing eviction documents:
- Use certified mail: Regular mail not sufficient proof
- Return receipt requested: Green card shows delivery
- Keep receipt: Certified mail receipt (PS Form 3800) is your proof
- Attach to affidavit: Include with affidavit of service filed with court
🚨 When Mailing Required
Mailing is required for:
- Substituted service: After leaving with person at residence, must mail copy
- Conspicuous place: After posting on door, must mail certified copy
- Not sufficient alone: Mailing alone usually NOT proper service – must combine with personal delivery or posting
📝 Mailing Certificate Details
Optional: Time documents were mailed
Person Mailing (Mailer)
Person who mailed the documents
Mailing Recipient
Documents Mailed
Certified Mail Details
Found on certified mail receipt (PS Form 3800)
Mailing Context
If mailing is part of substituted or conspicuous service, when was document personally delivered or posted?
Additional Information
Optional: Cost of certified mailing
📎 Attach Receipt
Remember to attach: Staple or attach the certified mail receipt (PS Form 3800) and return receipt (green card, if applicable) to this certificate when filing with court.
📚 Complete Guide to Certified Mail Certificates
What Is Certification of Mailing?
A certification of mailing is a document that proves you mailed eviction documents by certified mail:
- Written statement: Declares what was mailed, when, to whom
- Certified mail proof: Includes tracking number from certified mail receipt
- Complements service: Used with affidavit of service showing personal delivery or posting
- Court evidence: Proves mailing component of service was completed
- Receipt attached: USPS certified mail receipt stapled to certificate
When Mailing Is Required
| Service Method | Mailing Required? | Details |
|---|---|---|
| Personal Service | No | Mailing not required – handed directly to tenant |
| Substituted Service | Yes | After leaving with person at residence, must mail copy to tenant |
| Conspicuous Place | Yes | After posting on door, must mail certified copy to tenant |
| Court Papers | Sometimes | Check specific requirements for petition/court documents |
How to Send Certified Mail
Step-by-step process for sending eviction documents by certified mail:
- Prepare envelope: Address to tenant at property address
- Include documents: Place copy of notice/petition inside
- Go to post office: Must use USPS (FedEx/UPS not certified mail)
- Request certified mail: Tell clerk you want certified mail, return receipt requested
- Fill out form: Complete PS Form 3800 (certified mail receipt) – your copy
- Fill out green card: Complete PS Form 3811 (return receipt) – comes back to you
- Pay postage: Certified mail costs extra ($4-8 typically)
- Get receipt: Keep white certified mail receipt (PS Form 3800) – this is your proof
- Track delivery: Use tracking number to verify delivery online
- Receive green card: Return receipt mailed back to you after delivery
Certified Mail Forms
📋 USPS Forms
PS Form 3800 – Certified Mail Receipt:
- White receipt you keep
- Shows tracking number
- Proves date of mailing
- Mailer signature
- This is your proof of mailing
PS Form 3811 – Return Receipt (Green Card):
- Green postcard attached to envelope
- Recipient signs upon delivery
- Mailed back to sender
- Shows who signed, date delivered
- Additional proof of delivery
Both forms available free at post office
Tracking Certified Mail
How to track your certified mailing:
- Online tracking: Visit usps.com, enter tracking number
- Shows status: Accepted, in transit, out for delivery, delivered
- Delivery confirmation: Date, time, location, signature
- Print record: Save PDF of tracking info for court
- No signature: If not delivered, shows attempted delivery
What to Do with Receipts
After mailing certified mail:
- Keep certified receipt: White PS Form 3800 is proof you mailed
- Wait for green card: Return receipt mailed back after delivery
- Attach to affidavit: Staple receipts to affidavit of service
- Make copies: Copy everything before filing with court
- File with court: Submit originals with affidavit
- Keep for records: Retain copies permanently
If Mailing Is Refused or Unclaimed
What happens if tenant refuses delivery or doesn’t pick up:
⚠️ Refused or Unclaimed Mail
Tenant refuses: If recipient refuses certified mail, it’s still considered valid mailing attempt. USPS marks as “refused” and returns to sender. Keep refused envelope as proof.
Unclaimed: If certified mail not picked up within 15 days, USPS returns as “unclaimed.” Still counts as valid mailing attempt. Keep unclaimed envelope as proof.
Court evidence: Refused or unclaimed mail + certified receipt proves you attempted proper service. Court generally accepts as sufficient.
Note in affidavit: State in affidavit of service that mail was refused or unclaimed and attach evidence.
Common Mistakes
❌ Top 10 Certified Mail Errors
- Used regular mail: Sent documents first class, not certified. No proof of mailing.
- Lost receipt: Mailed certified but lost white receipt. Can’t prove mailing date.
- Wrong address: Mailed to wrong address. Must mail to property address.
- No return receipt: Didn’t request green card. Harder to prove delivery.
- Mailed without posting: For conspicuous service, mailed but forgot to post. Both required.
- Mailed day before posting: For conspicuous service, should mail same day or after posting.
- Didn’t attach receipt: Filed affidavit without certified receipt. Court rejected for lack of proof.
- Private carrier: Used FedEx instead of USPS. Not “certified mail” – different legal status.
- Threw away refused envelope: Tenant refused, threw away envelope. Should keep as proof.
- No tracking check: Never verified delivery online. Didn’t know mail was returned.
Best Practices
✅ Certified Mailing Checklist
- Always use USPS certified: Only USPS certified mail accepted for eviction service
- Request return receipt: Green card provides proof of delivery
- Correct address: Double-check property address before mailing
- Keep white receipt: PS Form 3800 is your proof of mailing date
- Write tracking number: Note on file and in certification
- Track delivery: Check online at usps.com regularly
- Save green card: When return receipt arrives, keep with file
- Attach to affidavit: Staple receipts to affidavit of service
- Make copies before filing: Copy all receipts and affidavit
- Keep refused mail: If refused or unclaimed, keep envelope as proof
- Print tracking record: Save PDF of online tracking info
- File promptly: Submit affidavit and receipts to court without delay
⚖️ Legal Disclaimer
This form is provided for informational purposes only and does not constitute legal advice. Certification of mailing provides proof that eviction documents were mailed via USPS certified mail. Must use certified mail (not regular mail or private carriers) for legal service requirements.
Keep certified mail receipt. White receipt (PS Form 3800) proves date of mailing and tracking number. Also request return receipt (green card/PS Form 3811) for proof of delivery. Attach receipts to affidavit of service when filing with court.
Mailing alone usually not sufficient service. For most eviction documents, must combine mailing with personal delivery or posting. Substituted service requires leaving with person at residence AND mailing copy. Conspicuous place service requires posting on door AND mailing certified copy.
Different requirements for different documents. Check specific service requirements for notice or petition being mailed. Some documents require personal service only and mailing not acceptable. When in doubt about proper service method, consult landlord-tenant attorney.
