Helpful Tips When Sending Legal Documents
People send letters and documents every day, whether by electronic mail, via snail mail (postal service), or a courier service. Of course, email is the fastest way by which we can send a document. However, there are times when we have to send physical documents, either for reasons that they have to be physically signed or they need to be submitted to a court, among others.
Sending original copies of important legal documents can be risky. The documents can get damaged or even get lost while in transit. Some of these documents can either not be reproduced or may take ages to make new copies. This then underscores the importance of making sure the legal papers one sends are securely packed and sent via a reliable courier service.
Here are steps you can follow when sending legal documents:
Pack them safely – Although paper can withstand practically any sudden temperature changes while in transit, it could be its handling that may take a toll on its condition. If you don’t want your documents to be bent or folded, include in the document mailer a piece of cardboard the same size as the documents.
Check country regulations – There are documents that are considered non-dutiable, meaning not subject to customs duty. However, this may depend on the regulations of the country to which the documents will be sent. As a general rule, if you’re shipping more than three (3) boxes of documents, a commercial invoice may be required.
Consider the weight and dimension of the package – A country may have restrictions on printed matter when it comes to weight, length, and dimension. Once their prescribed limits are exceeded, certain duties may apply. In many countries, value is placed on any package that exceeds 150 lbs. Some people get surprised, even shocked, when they find out that they’re paying more than that what they had anticipated. Always know the regulations of the country to which you’re sending documents.
Inform the recipient – Contact the person or office to which you’ll be sending the legal documents. By informing the recipient, you have three parties tracking the package: you, the courier service, and the consignee. Today’s courier service gives both the sender and the intended receiver the convenience of tracking a package wherever it is while in transit.
Ask for a certificate of mailing – Legal documents are ideally sent as first-class mail when sending via postal service. By asking for a certificate of mailing (or other equivalent certificates), you secure proof that you posted the documents with a postal employee. Make sure you don’t lose the receipt for it.
Following these tips can help give you peace of mind when sending very important legal documents, especially if these documents are involved in settling a case.