Recommended letters: how to write digitally and get proof that your letter arrived

A recorded delivery letter differs from an ordinary letter in that it is registered, tracked, and requires the recipient to sign for it or show ID to collect it. You receive a unique tracking number that you can use to follow the letter's journey, and in some cases a proof of delivery showing exactly when, and by whom, the letter was received.

This makes recorded delivery a powerful tool when you need to:

• Prove that a particular document was actually sent and received
• Avoid the recipient later claiming they never received the letter
• Send original copies of valuable or sensitive documents
• Meet formal requirements set out in law or contracts

The difference from an ordinary letter isn't just the price, then, but the peace of mind of being able to prove delivery if it's ever needed later, for example in a dispute.

There are situations where recorded delivery is almost always the wisest choice, since the consequences of a letter not arriving can be costly or legally problematic.

Legal and contractual matters

If you're terminating a tenancy agreement, an employment contract or a membership where the notice period starts running from the date the recipient receives the letter, recorded delivery is a way to secure evidence of the exact start date. The same applies to complaints where you need to be able to show that the company was notified within the correct timeframe.

Powers of attorney and sensitive documents

If you're sending a power of attorney, a will or other originals that can't easily be replaced if lost, the extra peace of mind is worth the cost. A recorded delivery letter is handled with greater care throughout the entire delivery chain.

Matters with authorities and insurance companies

When communicating with authorities on formal matters, such as appeals or submissions, it can be crucial to be able to show when the document was received. If you have a case with the Swedish Social Insurance Agency (Försäkringskassan) and need to submit certificates or appeals, you'll find specific tips in our guide on writing to Försäkringskassan. Similarly, you'll find more depth on formal requirements in our guide to writing to authorities, if you're unsure how to phrase things when contacting a government body.

Reclaims, debts and payment reminders

If you're pursuing a debt or sending a reclaim, you'll want to be able to show that the debtor was actually notified. A recorded delivery letter with proof of delivery then becomes important evidence if the matter proceeds to enforcement action or court.

When a letter is sent by recorded delivery, it's registered with a unique tracking number as soon as it's handed in. The letter is then scanned at several points throughout the distribution chain, allowing you to follow its whereabouts.

At the delivery stage, it usually works like this:

• The postal carrier attempts to hand the letter directly to the recipient, who must show ID and sign for it
• If no one is home, a collection notice is left in the mailbox with details of where the letter can be picked up
• The recipient normally has around 14 days to collect the letter from the specified collection point before it's returned to the sender

This system makes recorded delivery considerably more secure than ordinary post, but it also means the recipient needs to take action for the letter to reach them. So it's worth letting the recipient know in advance that an important letter is on its way, especially for time-sensitive matters such as notices of termination.

The fact that a letter needs to be sent by recorded delivery doesn't mean you have to deal with paper, envelopes and post offices yourself. With Posta Brev, you can write the entire letter digitally, straight in your browser, and let us handle the printing, enveloping and posting.

Here's how it works:

1. You write the letter at /skapa-brev, just as you would write an ordinary email or document
2. You choose the recipient and sender, along with the type of postage or add-ons you want, such as recorded delivery
3. We print the letter on real paper, place it in an envelope, and hand it to PostNord for posting

The advantage is that you don't need to hunt for envelopes, stamps or an open post office. You can sit at home late on a Sunday evening and still get a professional, correctly stamped, recorded delivery letter on its way as early as the next working day. If you'd like to see the cost of adding recorded delivery or other add-ons, you'll find a clear overview at /priser.

It's easy to mix up the different ways of sending post digitally, so here's a quick comparison:

Recorded delivery letter

Provides tracking and requires a signature on receipt. Best for legally binding or sensitive content where you must be able to prove delivery.

Digital stamp

A convenient way to stamp letters that you post yourself, but without the same tracking and proof of delivery as a recorded delivery letter. You can read more about how it works in our guide to digital stamps. It's well suited to everyday post where proof of delivery isn't essential.

Ordinary letter via Posta Brev

For most personal letters, which you can read more about at /skicka-brev, an ordinary letter is perfectly sufficient. This applies, for example, to love letters, thank-you letters, congratulations cards or Christmas letters, where the content is personal rather than legally binding. Recorded delivery is an add-on you choose specifically when the matter requires that extra proof.

There are a few things worth bearing in mind whether you're sending a recorded delivery letter to an authority, a company or a private individual:

• Always keep a copy of the letter's contents before sending it, whether digital or printed
• Note the tracking number and the posting date so you can quickly track the letter if needed
• Double-check the recipient's address extra carefully, since an incorrect address can delay or completely stop a recorded delivery letter
• Let the recipient know in advance that an important letter is on its way, especially for time-sensitive matters
• If the letter concerns a legal matter, consider whether you also need proof of delivery in addition to tracking

By writing the letter calmly and carefully at /skapa-brev, you can also take your time to get the wording right, which is especially important when the content needs to hold up