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Compliance

Legal requirements, proof-of-mailing, HIPAA considerations, and regulatory notice requirements for business mail.

ARTICLES

Stack of security envelopes beside illustrative payroll forms and a green folder.

SMALL BUSINESS ·

How to Mail W-2 Forms to Employees: Who Gets Paper, Which Pages, and by When

Who still needs a paper W-2, which pages of the IRS PDF go in each employee's envelope, the Monday, February 1, 2027 furnishing date for tax year 2026, what the IRS requires when an envelope comes back, and what stays in your files.

Editorial illustration of blank document sheets beside two envelopes and a green paper clip.

SMALL BUSINESS ·

How to Mail 1099 Forms to Contractors From the PDFs You Already Have

Which pages of a 1099-NEC go in each contractor's envelope, how to make one clean PDF per contractor so the form doesn't print blank, and a tax year 2026 mail-by calendar with Copy B due Monday, February 1, 2027.

Returned business envelope and mailing receipt on a cream desk, marked Returned in red.

CERTIFIED MAIL ·

Certified Mail Refused or Returned Unclaimed: What It Means and What to Do Next

Refused and unclaimed Certified Mail are different USPS outcomes, and real rules treat them differently. Read the endorsement, see how much of your deadline the 15-day hold uses, sort your notice rule by its wording, and choose a permitted follow-up.

Editorial illustration of envelopes, a red letter sorter and bundled correspondence.

CERTIFIED MAIL ·

Certified Mail Records: What to Save and For How Long

USPS tracking retention periods and what certified mail records to keep. Industry-specific requirements, digital storage options, and organization practices.

A narrow cream envelope overlaps a larger navy document envelope beside red measurement brackets and a ruler.

FIRST-CLASS MAIL ·

First-Class Mail Size and Weight Limits for Letters and Large Envelopes

Which business envelopes mail as letters, how many pages fit in one ounce, and what pushes an envelope into a surcharge or package prices.

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