After you’ve written a letter, it’s important to keep a couple of things in mind before you send it.
If there is a chance that you’ll need accurate records about delivery and receipt, be sure to use a form of delivery that you can verify. That means that the letter or document might need to be sent by Certified Mail Return Receipt Requested or Signature Confirmation if you use the US Postal Service. You can also choose privatized mail delivery services that have online tracking and confirmation as well. Or even personal delivery from a reputable delivery service. And you could choose to send the communication by first class mail as well.
If you are sending something by email, you should also try to obtain confirmation that you sent it, and that the addressee received it. This is sometimes difficult with some email servers. The recipient can also choose not to click on the confirmation , even if you request it This can lead to problems later on so be sure to choose your delivery method wisely.
Another thing to keep in mind is delivery confirmation of texts and messages. Try to keep those messages safe and unaltered in their original state, or at least take a screenshot of the information.
Here are some common situations which may require proof that you sent a message or document to another party: NOTE: BE SURE TO CHECK THE CONTRACT OR COURT ORDER IF YOU HAVE ONE TO SEE IF A DELIVERY METHOD IS SPECIFIED. SOMETIMES ONLY ONE SPECIFIC WAY OF SENDING NOTICE WILL BE VALID.
- Giving notice to a landlord at a business or residential property that you intend to vacate.
- Cancelling an ongoing service contract with a provider.
- Giving notice of holiday visitation or summer visitation with your children as specified in a court order.
- Sending payment of a debt, or dispute of a debt.
- Giving notice to a tenant that they must vacate your property.
- Notice between parties regarding owner finance of a business.
- Notice between parties in an employment situation that is covered by contract.
- Termination of a contract or business relationship.
- Communication with potential parties in a lawsuit.
- Communication with heirs or potential heirs in a probate situation.
Remember that even if delivery confirmation is not a requirement, you may need to get the confirmation to protect yourself or keep your records accurate. It is frustrating to have done what you should, only to be unable to prove it.
We handle cases everyday in which proof of transmission/mailing/delivery of information is important!