Certified Mail Now Required Across Washington: What Property Managers Need to Know
What’s Changing?
Until now, Washington landlords were required to send tenant notices, like rent increases or 14‑day Pay or Vacate letters, from an office in the same county as the rental property if personal delivery wasn’t possible. That quirky rule often meant multiple trips to find the right post office, even if the property was just blocks away.
Under the updated House Bill 1003, effective July 27, 2025, all tenant notices that aren’t personally delivered must now be mailed via USPS Certified Mail—with a postmark from within the state of Washington. Simply sending a letter from another county (or out‑of‑state) is no longer compliant.
Why It Matters
Certified Mail offers a verifiable delivery record; critical for legal notices where timing matters. Courts may dismiss notices that fail to meet RCW 59.12.040 requirements, especially if the postmark is out-of-state or from the wrong county. This change ensures stronger legal defensibility and removes ambiguity about when a notice was mailed.
What Your Firm Can Do
Ensure Certified Mail Compliance at Scale
Make sure your notice workflow aligns with the new requirements—especially for large portfolios. Solutions like Proof enable certified mail delivery from within the correct state and automatically generate digital records for every notice sent.
Avoid Delays from Manual Steps
Automate how notices are prepared, mailed, and tracked. By shifting away from post office visits or inconsistent mailing providers, your team saves time and avoids costly compliance errors.
Maintain Clear, Auditable Records
Use tools that offer timestamped delivery logs, chain of custody, and affidavit support to strengthen legal defensibility and reduce downstream disputes.
How Proof Helps You Stay Compliant and Scale with Ease
Certified Mail, Done Right
Proof automatically sends all notices through a Washington-based certified mail provider, giving you a valid in-state postmark and full compliance with the new mailing rule, without manual effort or extra trips to the post office.
Post Faster, Track Everything
Our nationwide network of 2,000+ vetted process servers post notices in 1.2 days on average, with affidavits typically returned within 48 hours. From Washington to any other state and U.S. territory, track every job in real time from one easy-to-use dashboard.
Create Thousands of Jobs + Zero-Touch Automation
Whether you’re sending 10 notices or 10,000, Proof’s platform simplifies the process and eliminates manual steps. Integrated with your systems via API, we ensure timely service with minimal lift.
Custom Property Checks & Occupancy Insights
Need more than a posting? Proof can also capture property observations, check occupancy, and document potential violations, delivering structured data that helps you stay ahead.
Trusted by Top Property Management Firms Nationwide
With national coverage, certified affidavit returns, real-time reporting, and concierge eviction court appearance support, Proof is the preferred solution for property teams managing compliance at scale.
Make Washington Compliance Easier While Upgrading Your Entire Process
Don’t just adapt to new regulations, streamline every part of your notice workflow.
Talk to our team to see how Proof can help you serve smarter, stay compliant, and reduce risk.
