Printing · posting · delivery
Proof of posting is not proof of delivery
A payment receipt, a printing update and a postal tracking scan describe different events. Before sending an important letter, choose a service that supplies the record you actually need.
What each record tells you
This table explains PostOwl's service stages. It does not decide what a court, contract or public body will accept as evidence.
| Record | What it establishes | What it does not establish |
|---|---|---|
| Payment receipt | A payment was recorded for the order. | Printing, posting or delivery. |
| Accepted for printing | The print provider accepted the document for production. | That Royal Mail has received it. |
| Posted update | A provider-reported handoff to the postal network, where available. | Receipt by the addressee. |
| Tracking number | A reference for the selected tracked service. | Delivery before a confirming carrier event. |
| Delivery event | The delivery information the carrier reports for that tracked item. | That the recipient read the letter or accepted its contents. |
PostOwl updates and Royal Mail certificates
PostOwl does not issue a Royal Mail Certificate of Posting. Royal Mail describes its own acceptance and evidence arrangements, including certificates at Customer Service Points and eligible barcoded postbox items. Those arrangements should not be assumed to apply to a PostOwl print order.
Royal Mail sources checked: 16 September 2026
Standard and tracked letters
Standard first and second class letters are untracked. A delivery estimate is not confirmation of arrival. For tracked services, a code may be assigned before the carrier reports its first scan. Review the available services and current prices and check exactly which evidence the recipient requires before paying.
Keep your own document copy
- Save the final PDF and the full recipient address before ordering.
- Keep the order reference, payment receipt and available status emails.
- For a tracked service, retain the carrier reference and relevant tracking records.
- Check the actual notice, filing or response deadline. Printing acceptance does not meet a receipt deadline.
PostOwl removes uploaded PDFs from its storage after successful dispatch; it is not your permanent document archive. See the privacy notice for failure handling and provider retention.
Choose the process before the postage
For HMRC correspondence, court documents or a possession notice, follow the recipient's current instructions. If an original document, official certificate or different service method is required, choose a service that can meet it. PostOwl does not determine legal validity.
For ordinary correspondence, one black-and-white page starts at £1.79with standard second class or £2.69 with first class, including the separate PostOwl insert. Check the full total and collection information when ordering.
Proof of posting FAQs
What is proof of posting, exactly?
Royal Mail offers different proof-of-posting arrangements depending on the service and acceptance method, including certificates validated at eligible acceptance points. Check the official requirements for the service you use and for your particular correspondence.
Is PostOwl's dispatch email the same as a certificate of posting?
No. An acceptance email concerns the printing stage. A later posted update records a provider-reported postal handoff when available. A PostOwl update is not a Royal Mail Certificate of Posting. Read the actual status and check whether you need a certificate, tracking, a signature or a different method.
Do I need proof of posting or proof of delivery?
It depends on the applicable rule. A dispatch record, postal acceptance certificate, tracking scan and signature prove different things. Ordinary first- and second-class post does not provide end-to-end delivery tracking. Read the relevant instructions or take legal advice before relying on one method.
What if the recipient says the letter never arrived?
A PostOwl dispatch email does not prove receipt. Keep the email and your PDF, check any tracking information if you bought a tracked service, and follow the dispute or replacement process that applies. For an important deadline or formal notice, get advice about acceptable service and evidence.
Prepare your letter and choose a service
Send it now from £1.79This page is general information, not legal advice. Whether a particular record satisfies a particular clause depends on the clause; when the stakes are high, read it or take advice.