Certified Mail Tips

Under HB 1003, certified mail is required when in-person delivery of a notice is not successful. However, proof of delivery is not required. The statute provides that:
“When a copy of notice is sent through the mail, as provided in this section, service shall be deemed complete when such copy is deposited in the United States mail.”

This can be done by handwriting each label out on this form that can be picked up from the post office. The postage charge for Certified mail is currently $4.95.

To comply with this requirement, we are using certified mail labels created through Stamps.com. These labels are available both through their website and on Amazon (links below). We opted to purchase through Amazon due to next-day delivery availability. Stamps.com does not charge any additional fees beyond the cost of the label (about $0.40 per envelope).

Benefits of This Approach

• Efficiency: Labels can be generated directly from a .csv file (which Excel can create), which eliminates the need for handwriting labels and receipts.
• Accuracy: Automating the label creation reduces the likelihood of errors.
• Documentation: Each mailing creates a clear paper trail, including receipts, which may be useful in court to demonstrate proper service in compliance with RCW 59.12.017.
• Penalty Avoidance: Proper service helps reduce the risk of the $7,500 penalty outlined in the new rent stabilization bill, EHB 1217 (WA 2025).
• Convenience: The label includes a receipt portion that can be affixed directly to the Declaration of Service for recordkeeping.

When This Type of Service Is Required

• Certified mail service is required for most notices, including:
• 10-Day Comply or Vacate Notices (1 per lessee and 1 for all other occupants)
• 14/30 Day Notices to Pay or Vacate (1 per lessee and 1 for all other occupants)
• Rent Increase Notices (1 per lessee)
• Lease Renewal Offers (1 per lessee)

You can view and click on the links below using our online copy of CURRENT. This can be found on our website (rhawa.org) under the Media page.

Big thank you to the member author of this article who wanted to share their findings with their peers! RHAWA welcomes member submissions for the CURRENT Newspaper. Feel free to reach out to any staff member if you are interested in contributing to CURRENT.

Stamps.com: store.stamps.com/products/certified-3710
Amazon: amazon.com/dp/B0DHBM1TDD?ref=ppx_yo2ov_dt_b_fed_asin_title&th=1
1217 Bill: lawfilesext.leg.wa.gov/biennium/2025-26/Pdf/Bills/Session%20Laws/House/1217.SL.pdf?q=20250602082813
1003 Bill: lawfilesext.leg.wa.gov/biennium/2025-26/Pdf/Bills/Session%20Laws/House/1003.SL.pdf?q=20250602070926
Declaration of Service: RHAwa.org/file/secure/form-service-instructions-and-declaration.pdf