Smart Mailing Habits for IRS Documents: Tracking & Costs

Smart Mailing Habits for IRS Documents (Tracking, Proof & Costs)

Smart Habits When Mailing Tax Documents to the IRS

When you mail tax documents, assume you’ll need to prove what you sent, when you sent it, and when it was delivered. Use a trackable service and keep your records.

Quick take: USPS Priority Mail Flat Rate or Certified Mail are usually the lowest-cost choices. FedEx/UPS can be faster or offer guarantees but typically cost more for overnight. Whatever you use, save the receipt and export a PDF of the full tracking history after delivery.
Set up your IRS.gov online account. It helps you monitor notices, balances, and payments—and reduces identity-theft risk.

How to set up your IRS.gov account →

Best-practice checklist

  • Use a trackable service (USPS Certified Mail, USPS Priority/Express, FedEx, or UPS).
  • Label the envelope clearly and include a complete return address.
  • At the counter: get the postmarked receipt (proof of mailing) when available.
  • After “Delivered” shows on the carrier website, save a PDF of the full tracking history.
  • Store the PDF and your stamped receipt in a cloud folder named like YYYY-MM-DD IRS mailing – [Form/Notice].
  • Add a short note listing the documents enclosed.
  • Keep records for at least 3–7 years.

How long carriers keep tracking online

USPS: ~120 days for non-signature items; 2 years for signature items. USPS Tracking Plus extends up to 10 years.

FedEx: ~90 days online (longer for Freight).
UPS: ~120 days online (longer via business tools).

Export a PDF of the tracking detail as part of your workflow.

Which service should I use?

Service What you get Use Price*
USPS First-Class + Certified + e-Return Receipt Receipt, tracking, recipient signature PDF Most IRS letters/notices ≈ $8.90
USPS First-Class + Certified + Green Card Paper return receipt with signature Signed card mailed back ≈ $10.48
USPS Priority Flat Rate Envelope Tracking + insurance Multiple pages/heavier packets $11.00
FedEx One Rate 2Day Flat price nationwide; 2-day delivery Time-definite delivery $10.95

*Prices are representative retail figures (July–Aug 2025).

Pro move: extend your tracking access

  • USPS Tracking Plus®: extends up to 10 years.
  • FedEx/UPS accounts: use portals to retrieve older records; export PDFs early.

Download & file your proof

  1. Mail the item and keep the stamped receipt.
  2. When marked Delivered, print tracking page to PDF.
  3. Save to your cloud folder with a clear name + note of documents enclosed.
Reminder: Most carriers only keep tracking online for a few months. Don’t wait to capture your proof.

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