Mail Status Details
Overview
When you submit a letter, postcard, or check for sending via DocuPost it is immediately sent to processing. Following this, there is a sequence of steps, with some variation depending on whether you sent your mail via our two USPS First Class Certified options or opted for USPS First Class or USPS Standard.
Understand how to track the status of your mailed items using DocuPost and learn the specific terminology that DocuPost uses from the time your mail is sent for preparation.
Mail Tracking Events in DocuPost
Mail Status Descriptions (any service level)
Status | Description |
|---|---|
Processing | Validation and processing of the PDF, initial queueing on the backend. At this time the letter is cancellable. |
Preparing | Validation passed. Queued and currently cancellable. |
On the way | In production or in transit. No longer cancellable. |
See details | An error occurred. The detail page shows specifics. Usually related to validation failures, like bad zip codes. Clicking shows what went wrong. |
Mail Tracking Statuses (Non-Certified)
Mail Status Stages | DocuSend Activities | Cancellation Possible? |
|---|---|---|
Preparing | Passed validation, in queue. | If within window, there is a red cancel button on detail page. |
On the way | Traveling to postal carrier or recipient. Est. delivery date shown on detail page has high accuracy. Est. send date shown on detail page cannot be guaranteed as postmark date | ❌ |
Delivered | Item was delivered or processed for delivery. Or, the estimated delivery date passed and it is presumed delivered. If not delivered, contact USPS for any further information, as DocuPost is not provided any further information by USPS. | ❌ |
Mail Tracking Statuses (Certified)
Mail Status Stages | Description | Cancellation Possible? |
|---|---|---|
Preparing | Passed validation, in queue. | If within window, there is a red cancel button on detail page. |
On the way | Traveling to postal carrier or recipient. Est. delivery date shown on detail page has high accuracy. Est. send date shown on detail page cannot be guaranteed as postmark date | ❌ |
See Tracking | For certified mail only: Notice of delivery or delivery date has passed. Check USPS tracking for detailed status. View USPS tracking link via Letters > Letter Details (click specific letter) Postcards > Postcard Details (click specific postcard) Check > Check Details (click specific check) | ❌ |
Preparing
Preparing is the initial phase in the DocuPost tracking process, where your mailing is validated and queued for production. During this stage, DocuPost checks your document for errors and verifies addresses to ensure USPS is best prepared to successfully handle your mail to its final destination.
If you need to cancel your mailing during the Preparing phase, locate the red Cancel button in the upper right corner of your detail page. Keep in mind that the cancellation window varies and is not guaranteed. The cancellation window is between 5 minutes and up to a few hours after submitting mail for processing. If cancellation is not possible, the Cancel button will not be available.
DocuPost Does Not Guarantee Postmark Dates
The delivery date on your Letter Details view is an estimate and usually quite accurate. However, we cannot guarantee the postmark date due to daily cut-off times, holidays, weekends or unpredictable delays with USPS, or the technical or production process.
On the Way Phase
On the way: At this point, we are working to get your mailing to the postal carrier or it is traveling to your recipient. The estimated delivery date shown on your detail page is generally accurate.
During the On the Way Phase, the standard processing time is designed to quickly tender the mail to the postal carrier, typically within two days, accounting for daily cut-off times, holidays, and weekends.
We do not guarantee postmark date for a number of reasons, including unpredictable delays between the time that a mailing is ready for pickup, when it actually gets picked up, and finally, when USPS actually first acknowledges it via a scan (effectively, the postmark).
However, the delivery date provided in DocuPost and before mailing is an estimate but is generally quite accurate.
"See Details" or "Error" State
If you see the See Details or "Error" status, this means an error has occurred. The Details page page shows specifics, that you can navigate to via the relevant Letters, Checkcards, or Postcards pages via the sidebar menu. Usually related to validation failures, like bad zip codes. Clicking shows what went wrong. You can also view our errors page for more information.
Delivered (Non-Certified)
The final event for non-certified mail sent through DocuPost is Delivered, when the item was processed for delivery or the estimated date of delivery passed and the item is presumed delivery. At a minimum, this signifies that the mailpiece has reached the destination sort facility and is preparing for delivery by the local mail carrier.
Once your mail reaches this stage, you will not receive further updates regarding its status. This is because USPS does not scan every letter or postcard upon insertion into mailboxes.
Certified Mail Tracking
For First Class Certified letters sent through DocuPost, you have access to a USPS tracking number. You can access this tracking number by clicking Letters in the sidebar, and then clicking the specific letter to view its Letter Details where the link is visible.
A USPS tracking number is only available for the two specific USPS First Class Certified mail options that DocuPost offers (First Class Certified and First Class Certified with Electronic Return Receipt.
This allows you to track the status of your mail directly on the USPS website. USPS scans Certified mail at various checkpoints, including at the time of delivery.
If you chose the First Class Certified Electronic Return Receipt (ERR) option, you could request your proof of delivery through the USPS tracking webpage. This option provides additional confirmation that your mail has reached its destination and has been received by the intended recipient.
Attributes: USPS Certified Mail with Electronic Return Receipt
Attributes | Description |
|---|---|
Digital Return Receipt | Email-based proof of delivery, like the green card. Needs to be requested via the USPS.com tracking webpage. |
Proof of Delivery | Legally recognized proof for legal documents. |
Email Confirmation | Request delivery confirmation via email. |
Legal Status of Digital Receipt | Same legal standing as traditional "green card" slip. |
Electronic Return Receipt | Proof of delivery with signature, address, date, and time. |
Delay Recourse
DocuPost is only able to provide the data that USPS provides to us. In other words: all the information that USPS provides to us is accessible via the detail pages pages. Details page page shows specifics, that you can navigate to via the relevant Letters, Checkcards, or Postcards pages via the sidebar menu.
You may be able to access more data regarding your delays depending on the Mail Service that you chose when sending your letter or postcard, as outlined below.
Mail Service | Delay Information |
|---|---|
USPS | Once the Mail Status says "See Tracking", check the USPS Tracking Number if delayed. |
USPS | Once the Mail Status says "See Tracking", check the USPS Tracking Number if delayed. |
USPS | Once the Mail Status states "Delivered", the mail has reached final destination sort facility, or the estimated date of delivery passed and the item is presumed delivery. This is the final status that DocuPost can provide. If delayed contact USPS, DocuPost can only redirect your requests to USPS. |
USPS | Once the Mail Status says "Delivered", the mail has reached final destination sort facility, or the estimated date of delivery passed and the item is presumed delivery. This is the final status that DocuPost can provide. If delayed contact USPS, DocuPost can only redirect your requests to USPS. |
International Mail
When sending international mail through DocuPost, there are certain tracking limitations you should be aware of.
You won't receive precise delivery confirmation events for international mail, as the final delivery occurs outside of the U.S. and is not handled by USPS. This means that while DocuPost attempts to provide an accurate estimated delivery date, specific delivery confirmations are not available. This is due to the transfer of the mailpiece to local postal services in the destination country, which might not offer the same level of tracking detail as USPS.
Automatic Address Corrections
When you use DocuPost to send mail, addresses may be modified. This is because DocuPost must follow USPS-directed corrections to ensure mail reaches its destination accurately. These changes help facilitate efficient delivery within the USPS system.
Frequently Asked Questions
Contact USPS about Certified Mail delays if after 7 days your USPS tracking link (accessible via Letter Details within Letters in DocuSend), your mail status shows Awaiting Item. USPS has greater visibility into Mail Status than DocuPost, therefore we recommend that you contact them before contacting us if you want to receive the most comprehensive information regarding a delay.
USPS First Class (non-certified) and USPS Standard mail is not scanned upon delivery by USPS mail carriers.
DocuPost offers as much visibility as we have into the process, but detailed tracking is not available for regular mail. Note that when you send non-certified USPS mail, you are not issued a USPS tracking link.Unfortunately not, for a number of reasons, including unpredictable delays between the time that a mailing is ready for pickup, when it actually gets picked up, and finally, when USPS actually first acknowledges it via a scan.
Call USPS: 1-800-ASK-USPS or visit your local post office as they may have additional information on why you may have received an unexpected Return To Sender mailpiece returned to you.
For Certified mail sent through DocuPost, access the USPS tracking link on your mailing detail page. If you selected the return receipt option, retrieve this from the USPS.com tracking page.
Delivered means that the item has been processed for delivery – at a minimum, the mailpiece has reached the final destination sort facility and is close to being delivered. Regular First Class mail is typically not scanned upon delivery by USPS carriers.
For international mailings, precise delivery confirmation events are not available, as the final delivery occurs outside of the U.S. and is not handled by USPS. An accurate estimated delivery date is still provided.
Addresses may be changed to meet USPS requirements. DocuPost uses USPS' CASS validation and NCOA databases to ensure accurate delivery. These systems may alter your inputted address for compliance.
CASS stands for Coding Accuracy Support System. It is a USPS system that validates addresses to ensure they are accurate and complete for efficient delivery. NCOA, or National Change of Address, is a USPS database that tracks address changes. It helps to forward mail correctly when people or businesses move.
If it's either of the First Class Certified Mail Service options, you can view further details via the USPS link on that specific mail's Letter Details page and contact them directly.
If it's neither of those options (i.e. USPS First Class (non-certified) or USPS Standard), and the letter's Mail Status is "Processed for delivery" and you expect it to be delivered, contact USPS directly at 1-800-ASK-USPS . USPS will always have the most up to date information with regard to delays and any other service disruptions, including losses.