LienYard

Certified mail proof: what to keep and for how long

The proof-of-mailing artifacts a Texas VSF needs from every notice letter, and the retention rules that apply.

A notice you cannot prove you mailed is a notice you did not mail, as far as a county clerk, a TDLR investigator, or a judge is concerned. Certified mail exists to make the proof.

The artifacts

  • The certified mail receipt with its 20-digit article number, date-stamped at acceptance.
  • The return receipt: the PS Form 3811 green card, or the electronic return receipt (ERR) record USPS produces, showing delivery or attempted delivery.
  • The letter itself, exactly as mailed, tied to the vehicle file.

Retention

TDLR’s record-keeping rules require facilities to keep records of vehicles and notices for inspection, and the title packet (VTR-265-VSF) requires the notice evidence when you apply. Keep the full set with the vehicle file through the title application and beyond; LienYard keeps a stitched evidence binder per vehicle for 5 years.

Common questions

Do Texas lien notices have to go by certified mail?

Yes. Chapter 2303 notices are sent by certified mail so that mailing and delivery can be proven. The mailing receipt and the return receipt (physical green card or electronic return receipt) are the proof.