Most companies today entrust their email service providers with sending important documents in the easiest way possible - through email. However, the increase in cyber-attacks has become the greatest menace that threatens the safety of confidential documents sent via email.
Shipping documents internationally or domestically safely is more than simply delivering the material to your mail carrier and having them send it to the recipient.
Statistics reveal that over 155 million people's sensitive data was accidentally exposed in 2021.
For this reason, shipping documents through the old post office could be the safest way to mail important documents for your business.
In this article, we have covered:
- What is the most secure way to send mail?
- Why it is Important to Send Your Documents Safely?
- The Safest Way to Mail Important Documents
- How to use Inkit for sending mail
Why is it Important to Send Your Documents Safely?
Even though the internet has changed how we send and receive information, one of the pillars of effective communication is the confidentiality of sensitive information. Sending sensitive information over email is incredibly dangerous. If the wrong person gets their hands on this information, you could lose your job, your reputation could be ruined, or you could put your company at risk.
Electronic documents are easy to share, but they are also easy to lose. That’s where shipping documents via mail comes in. Sending sensitive documents through the mail is an easy yet common way to communicate with the people that matter the most to your business.
Confidential documents like letters, medical records, wills, financial records, and so on can be sent via the USPS, just like ordinary letters. Each letter is protected by tons of federal law, so, you can rest assured that the risk of breaches is kept to a minimum.
How to Ship Important Documents Securely
It’s no secret that businesses face increasing challenges as the scope of their operations expands and diversifies. These days, businesses need to operate at a much faster pace than ever before. And, as a result, there’s an increased risk of data breaches and identity theft.
Thankfully, there is no right or wrong place to start when it comes to security. All you have to do is learn how to send legal documents through mail, financial documents, and all kinds of confidential papers with the USPS mail delivery services.
Here’s how to mail documents safely:
Use USPS Registered Mail
USPS Registered Mail service grants additional security to confidential documents and packages. By shipping documents by Registered Mail, you get the advantage of open access to track the entire delivery process of your shipment from drop-off to when it is delivered.
Sending mail via Registered Mail includes a fee based on the value of your package, and it can take between one and two weeks for your mail to be delivered. Packages shipped by Registered Mail can be sent by First-Class Mail, Priority Mail, Collect-on-Delivery, and other mail classes.
Shipping documents with Registered Mail also provideS an insurance cover of up to $25,000 if it is stolen or damaged.
Send Important Documents Via Certified Mail
Similar to Registered Mail, Certified Mail assures mail security and deliverability. The only big difference is that Certified Mail is cheaper, and it’s sent together with regular mails, unlike Registered Mail.
A USPS Certificate of Mailing provides proof of mailing and delivery. It includes a timestamp that traces the entire mailing process, giving details of every stop and pickup point until the document reaches its intended recipient.
On dropping off your document at the counter, the USPS gives you a unique tracking number which enables you to monitor your shipment till it is delivered. For extra security, you can opt for a delivery confirmation - which can come in form of adding a signature requirement. This way, you’ll know for sure that the document is delivered to the right person.
While you can not use Certified Mailing with other mailing services and classes, you can purchase them separately as an add-on if necessary. Your documents will be delivered in 2-3 business days, depending on the mail class you choose.
Although Certified Mail and Registered Mail are better options for shipping classified documents, they have their own shortcomings. Registered Mail is insured, but you may have to pay for extra coverage with certified mail. Meanwhile, Certified Mail offers a faster delivery than registered mail.
Priority Mail Express
USPS Priority Mail Express provides overnight to 2 days delivery 7days a week. It is a fast and secure way to send important documents. Sending important documents this way means fast delivery, which can mean a higher price than other USPS domestic mailing services.
With its unmatched speed, the cost of shipping envelopes and small boxes starts at around $22.Priority Mail Express ships documents with weights up to 70lbs with the following packaging options:
- Flat Rate Envelope
- Legal Flat Rate Envelope
- Padded Flat Rate Envelope
While the price for shipping these envelopes differs, the starting price is $26.95.
Plus, an added $100 insurance cover, but you can buy additional insurance for your shipment if need be.
Priority mail is considered the people's mailing service. USPS confirms that priority mail is their bestselling mail service. Deliveries made via Priority Mail usually take 1-3 business days, depending on the recipient's location.
Priority mail allows you the freedom to mail documents and packages based on weight and size. This means that priority mail prices depend on the weight and final destination of the shipment. However, the maximum weight for priority packages is 70 lbs. And you are likely to pay extra money for sending non-standard size packages. The starting price is around $8.70.
Unlike Priority Mail Express, Priority Mail doesn’t charge extra for weekend deliveries. Part of their package is a $50 insurance cover for most shipments (retail customers) and a $100 insurance cover based on the payment method used (manifest mailers).
However, there are extra services you can add to secure your documents. Add-on services such as Signature Confirmation and Restricted Delivery will give you peace of mind because you are sure the package will reach the right person.
First Class Mail
This U.S. Postal Service mailing service delivers small packages, postcards, letters, and large envelopes that weigh 13 ounces or less. First Class mail delivery typically takes 2-3 days and 4-5 days to deliver local and Nationwide mails respectively.
It is the least expensive domestic mailing service by the United States Postal Service starting at $4.50. However, this price can be influenced by the weight of the item, the type of mailing, and other factors.