Certified Return Receipt—Go Electronic to Cut Costs & Improve Processes

Certified Return Receipts: Cut costs and improve processes by going electronic.

Pitney Bowes | Certified Return Receipts | April 15, 2023 2

Your Presenter

Tom Hazel is the US Channel Manager for Carrier Management Solutions

He started with Pitney Bowes in 1985.

Over the past 30 years, Tom’s roles have ranged from customer service to sales with increasing responsibilities, including Sales Director in Florida, Pennsylvania and New Jersey

He is currently responsible for managing the Distribution Solutions product group for US East and our Inside Sales Chanel as well.

Mailing objectives: What do you want to accomplish?

3

• Proof of mailing

• Proof of delivery–With a signature

• Online Delivery Tracking

• Compliance Requirements

Pitney Bowes | Certified Return Receipts | April 15, 2023

USPS Certified Mail® service

4

Get proof of mailing via PS Form 3800 or Firm Mailing Book (PS Form 3877).


3 or more.

Proof of delivery with Signature Return Receipt

5

Provides:• Evidence of delivery • To whom it was delivered • Delivery date• Recipient address

Must be combined with Certified Mail service.


Uniform Electronic Signatures Act

6

2000: The US Congress passes the Uniform Electronic Signature Act.It provides a legal framework for the use of electronic signatures and records in government or business transactions.

The act makes electronic records and signatures as legal as paper and manually signed signatures.http://www.ncsl.org/default.aspx?tabid=13484


7

Proof of delivery with Signature Return Receipt

2003: The USPS® introduces the Electronic Return Receipt.The USPS's position on Electronic Return Receipt is that it is an equivalent method for proof of a captured signature for delivery of certified mail.

2003: Pitney Bowes receives approval from USPS to market automated eRR solutions.• Pitney Bowes meets all USPS

label and electronic file exchange specifications.

• 12 years of client use.

Plus, it shows:

•To whom delivered•Delivery date•Recipient address•Recipient signature


Traditional Return Receipt“Green card” RR

8

Fill out hard copy Return Receipt and process on mailing or shipping system.

Prepare.

• Apply Certified Mail label.

• Apply Return Receipt label.

• Apply postage.

Send.

Drop in mail.Take to USPS® if proof of mailing is needed.

Deliver.

Form 3849 filed and held by destination post office for 24 months.

Return Receipt and USPS PS Form 3849 are signed by recipient.

Green card returned to originator and filed. Are there:•Missing cards?•Non-returned cards?

File.

Signed return receipt is mailed back to sender.


Electronic Return ReceiptElectronic Return Receipt process flow

9

Certified Mail with electronic option of Return Receipt details transmitted to USPS®.

Prepare.

• Apply Certified Mail label or assemble mail piece.

• Apply postage.• NO green card

required.

Send.

Drop in mail.Take to USPS if proof of mailing is needed.

Deliver.

Form 3849 signed by recipient.

Form 3849 filed and held by destination post office for 24 months.

Process mail piece on mailing or software Solution.

Delivery information on PS Form 3849 is scanned by USPS to generate electronic Return Receipt signature file.

ERR filed electronically as pdf or printed and filed as 8 ½ x 11 document.

File.


SendSuite Live™

Certified/Return Receipt solution

10Pitney Bowes | Certified Return Receipts | April 15, 2023

11

SendSuite Live™

USPS® Certified/Return Receipt Solution

All solutions can:• Process and print on your desktop• Batch processing and Mail Merge capabilities

• Electronic Return Receipt tracking • Electronic Return Receipt retrieval• Detailed reporting • Automatic address validation

USPS IMpb, UPS, FedEx, DHL and Regional carrier rating can also be utilized to consolidate, account and manage all of your carrier costs.


12

Double window envelope Certified Mail process

Enter, import or select destination your desired address information.


SendSuite automatically prints Certified cover page with:

• Certified barcode• Return address• Delivery addresses

Cover page sample

13

Additionally, a data merge can be performed to generate the entire document.

Dear Pitney Bowes

"Sed ut perspiciatis unde omnis iste natus error sit voluptatem accusantium doloremque laudantium, totam rem aperiam, eaque ipsa quae ab illo inventore veritatis et quasi architecto beatae vitae dicta sunt explicabo. Nemo enim ipsam voluptatem quia voluptas sit aspernatur aut odit aut fugit, sed quia consequuntur magni dolores eos qui ratione voluptatem sequi nesciunt. Neque porro quisquam est, qui dolorem ipsum quia dolor sit amet, consectetur, adipisci velit, sed quia non numquam eius modi tempora incidunt ut labore et dolore magnam aliquam quaerat voluptatem. Ut enim ad minima veniam, quis nostrum exercitationem ullam corporis suscipit laboriosam, nisi ut aliquid ex ea commodi consequatur? Quis autem vel eum iure reprehenderit qui in ea voluptate velit esse quam nihil molestiae consequatur, vel illum qui dolorem eum fugiat quo voluptas nulla pariatur?

Best Regards,

Woody SandetVP Operations



14

Insert cover sheet and documents into a double window envelope.

USPS®-approved double window envelope with pre-printed Certified green bar available in:

Standard #10•6 x 9•9 x 12



15

eRR saves $1.35on each piece

Apply postage.



16

USPS® ‘Firm mailing book’ Instead of date stamping each piece individually, the group is date stamped by the USPS.

Print/save firm mailing book on any printer for proof of mailing.


SendSuite Live™

17

eRR saves $1.35 on each piece

SendSuite transmits Certified Mail data via file transfer to USPS®.


18

Pre-printed Pitney Bowes supplied Certified Mail process


Pre-printed Pitney Bowes supplied Certified Mail process

19

Processing steps:•Address and other pertinent information entered into SendSuite Live at the desktop.

•Certified article number is scanned or typed in and sent to the Mail Center for rating and processing.


20

Mail center printing Certified Mail process



21

Processing steps:•Ship Request barcode is scanned•Address record is looked up in SendSuite •In mail center, item is weighed•SendSuite produces Certified label on Pitney Bowes provided label stock.



22

Processing steps:e-Certified label is affixed.

Postage is applied by mailing system at the reduced rate.

eRR saves $1.35 on each piece


Querying for signature or transaction history files with SendSuite

23

Enter search criteria (Name, Date, Certified number, docket number, client matter number, etc...).

View signature online and print if needed.


24

File returned to SendSuite history file for storage and printing.

• Certified Tracking Number is matched with data from SendSuite

• Signers name and signature is displayed

Tracking is completed and the loop is closed.

Return Receipt electronic PDF


25

Return Receipt electronic PDF

A reference number can be added during eRR processing to represent:•Docket number•Case number•Cost center•Client matter number•And more…

That number will then be included in the electronic return receipt.

You can use this to search for Returned Receipts at a later point.


26

USPS online tracking

Barcode scan Track & confirm


27

SendSuite management reports

USPS®: ERR No Proof Of Delivery (POD) ReportThis is for ERR mail pieces that do not have a signature file associated and current delivery status.


Avoid manual processesWith SendSuite, you’ll eliminate writing:

28

USPS® forms are free. Your time is not.Manual preparation and logging steps can take up to 5 minutes per Certified Mail piece.


Item Data

Total Certified/eRR pieces (per month) 300

ERR Savings/piece: ($2.70 manual vs $1.35 electronic) $1.35

Postage Savings/month $405

Labor rate (per hour) ?Productivity: Preparing (minutes per piece) ?

Productivity: Filing Green Cards (min / piece) ?2% Cards lost, Signature Refused or Undeliverable ?

Time savings tracking Green Cards (as required) ?

Total productivity improvement/month ?

Compliance Risk ?

Total Savings/month $405

Monthly Investment $0

Total Monthly Savings $405

Total Annual Savings: $4,860

29

Return On Investment Example

In this case, productivity impact and compliance risk was not considered.

What is your process improvement /compliance potential?


What’s the Impact of the May 31 Rate Change?

Certified Mail $3.45 Return Receipt $2.80 PDF via E-RR $1.40

* All rates quoted are as of May 31, 2015


What are the USPS rate differences as of May 31st ?

Certified with Green Card

Return Receipt

Certified with Electronic Return

Receipt Comments

Letter Mail (1 oz) $0.485 $0.485Metered Mail pricing increase by ½ cent over 2014 rates

Certified Mail Fee $3.45 $3.45 No change in May 31 rates

Return Receipt Fee $2.80 $1.40 50% Discount

Total $6.735 $5.335 Save $1.40 per piece

As of May 31, 2015, save $1.40 per piece by using an Electronic Return Receipt.

Gain Proof of Delivery for important communications at the lowest rate available—also knowing that the fallback option of a Return Receipt AFTER Mailing is no longer available.


New USPS® rates take effect May 31, 2015

32

Pitney Bowes clients should have received a rate “update now” email this week.

If you are not signed up for “update now” emails you will receive a postcard in the mail between May 20th and May 29th.

Email notification is the fastest way to get the latest news -

sign up to receive emails if you have not already done so at: www.pb.com/ratesandupdates

.

Don’t Delay -Download you rates today. Go to: www.pb.com/ratesandupdates site and download the new prices now. The new rates will be stored to automatically take effect on May 31. Simply follow the instructions to update you meter.

http://www.pb.com/ratesandupdates

http://www.pb.com/ratesandupdates

Thank you

33

Questions?


Technology

Certified Return Receipt—Go Electronic to Cut Costs & Improve Processes