State Mail Services


The U.S. Postal Service offers additional special services for your mail, including certified mail, USPS tracking, signature confirmation, return receipts, restricted delivery, insured mail, registered mail or reply mail. SMS provides all the special services offered by the USPS.

If you are using a special USPS service, your agency will need to bundle that mail separately, complete the Metered Mail Card or the Online Metered Mail Card and mark the appropriate services. Your agency will need to check your mail area for the proper forms to use, complete the correct USPS form and properly attach it to the mail piece. Read more about postage metering services and how SMS can make the process easier for you.

The additional cost of these services is added to the postage will be in your monthly SMS invoice.Contact SMS if you have questions about the appropriate service for your delivery needs, if you have questions about special services or if yourequire forms for any of these services.

USPS Tracking / Delivery Confirmation Mail

USPS Tracking (formerly called delivery confirmation) allows the person mailing the item to receive information about the date and time an article was delivered (or when delivery was attempted). You can access information at the USPS website. There is no charge for USPS Tracking. This service is available only at the time of mailing.

Certified Mail

When you use certified mail, you'll receive a mailing receipt and a record of delivery, which are maintained at the recipient's post office. For an additional fee, you can request a return receipt to provide proof of delivery. Certified mail service is available only for first class mail. No insurance coverage is provided. Use USPS Form 3800

Certificate of Mailing

When you request a certificate of mailing, you'll have a record that shows the date your mail was presented to USPS for mailing. This service, available for a small fee, is only available at the time of mailing. Keep the certificate as USPS does not keep a copy. Use USPS Form 3817 or USPS Form 3877 only.

Return Receipts

A return receipt (either in electronic or hardcopy) provides the sender with evidence of delivery. It is available for insured mail, certified, registered and express mail shipments. It is not necessary to use a return receipt on certified or registered mailings. This service is only available at time of mailing, and is available for a small fee. Use USPS Form 3811.

Signature Confirmation Mail

Signature confirmation mail provides the mailer with the date and time an article was delivered or attempted and requires a signature from the recipient. Delivery records for signature confirmation are kept by the USPS and are available via email or electronically, upon request. Signature confirmation service is available only at the time of mailing. Signature confirmation service does not include insurance, but you may purchase it. Use USPS Form 153.

Restricted Delivery

With restricted delivery, the sender can specify the person who can sign for and receive your item. USPS is required to only deliver to the person named or their authorized agent. This must be purchased in combination with another extra service: certified mail, insured mail (over $500), registered mail or signature confirmation. There is a small fee for this service. To request these services, write "Restricted Delivery" above the delivery address to the right of the return address.

Insured Mail

You can purchase insurance coverage for mail for up to $5,000 in indemnity coverage to protect against loss or damage. Fees are based on the items declared value. Insurance applies to all classes of mail. Priority Mail and Priority Mail Express mail may include insurance in the price of service. For items of greater value requiring additional insurance, use Registered Mail, which covers up to $25,000. Use USPS Form 3813-P.

Registered Mail

Registered Mail is the most secure mail USPS offers, covering articles valued up to $25,000. Return receipt and restricted delivery services are available for additional fees. Added security may delay delivery by 24-48 hours. Use USPS Form 3806.

Reply Mail

Use reply mail when you need a written reply from customers. To encourage a response, preprinted envelopes or postcards are included with the outgoing mail piece. 

Business Reply Mail (BRM)

BRM enables customers to mail a reply without having to pay postage. Postage is only charged on mail pieces that are returned. Using BRM requires all envelopes and postcards to be printed in compliance with standards set by the USPS. Contact SMS for more information.

SMS maintains a permit account with the USPS for BRM and handles all the associated fees and accounting. Return mail is consolidated at SMS and delivered directly to your agency daily. After the returned mail is processed and distributed, SMS will charge the postage to the receiving department. Charges for use of BRM services will appear on your agency's monthly SMS bill.

USPS Mail Classes

Learn more about additional USPS mail classes

Postage Metering Service

SMS will pick up agencies' outgoing mail and apply postage through SMS postage metering service.