Certified mail is a postal service in which the post office certifies the content of a letter, the mailing date, and the delivery date. It serves as effective evidence in resolving real estate disputes and in legal procedures.
How does certified mail work, and what is its role?
With certified mail, you can obtain official proof of mailing and delivery by bringing the original document and two copies to the post office. In addition to being used as evidence, it can also function as psychological pressure on the other party.
Mailing costs
| Method | Total cost |
|---|---|
| Electronic certified mail service | About 1,470 yen |
| Post office counter | About 1,220 yen |
What are the formatting rules for certified mail?
Paper and preparation method
It can be prepared either by hand or on a computer. With a computer, you can use a template to prepare it efficiently.
Character and line limits
- Vertical writing: up to 20 characters per line and up to 26 lines per page
- Horizontal writing: up to 20 characters per line and up to 26 lines per page (the most common format)
If the document runs to two or more pages
A seal across the page break is required between pages (using the same seal as the one placed beside the signature or name).
How to correct a writing mistake
Cross it out with a double line, then write “○ characters deleted” in the margin and affix your seal. If you add text, write “○ characters deleted, ○ characters added.”
What are the advantages and disadvantages of electronic certified mail (e内容証明)?
Advantages
- Can be sent anytime, 24 hours a day
- No need to go to the post office
- No seal or page-break seal required
- More economical when there are many pages
Disadvantages
- Credit card payment only
- Limited to Microsoft Word format
- Relatively expensive if there is only one page
Frequently Asked Questions (FAQ)
Q. In what situations is certified mail used?
It is widely used in real estate matters, including demands for overdue rent, notices of contract termination, and claims for rent reduction.
Q. What happens if the other party refuses to accept it?
If it is sent with proof of delivery, there are cases where the declaration of intent may still be regarded as having reached the recipient even if acceptance is refused.
Q. Should I ask a lawyer to handle it?
If the content is complex or may develop into legal proceedings, it is prudent to consider engaging a lawyer.
