Mailing & Record Keeping Instructions
Use these instructions to maintain accurate records of ALL correspondence with creditors and debt collectors.
You are welcome to copy and paste any of the free sample letters displayed throughout this site. If you’d like an electronic copy of any letter, submit the FREE Request Form
It is very important to keep copies of everything when communicating with creditors, debt collectors, credit reporting agencies, and credit repair agencies. Keep copies and records of all correspondence sent and received, including envelopes!
Should the creditor, debt collector, or credit reporting agency or repair agency violate the law, you will have the necessary documentation to prove it, and perhaps sue them in civil court. If you encounter difficulty and need to hire a lawyer or file a formal complaint, accurate records are needed to support your case.
You should send a fax and a certified copy via the U.S. mail. You should also send a copy via standard first class mail with proof of mailing [“certificate of mailing”] because they may not accept your certified mail, or deny receipt of the fax, but with the standard first class mail, you have gone the extra mile and can prove it if necessary.
Print the outline below and use it as a checklist when preparing and mailing your letters.
Preparing Documents to Fax and Mail
Step 1: Write the Letter (initial or follow-up dispute, creditor’s agreement, or free credit report request, etc.). Consider handwriting your letter, but if you type it, be sure to sign it and send the original to avoid it looking like a form letter.
Step 2: Sign and date all letters in black ink!
Step 3: Make two copies of your signed letter and two copies of any attachments.
Step 4: Fax the letter and all attachments (keep the fax confirmation sheet for your records)
Step 5: Staple the original attachments to a copy of your letter, and save for your files.
Send original letters but never send original receipts or other original documents!
Step 6: Properly address two envelopes, with the correct return address but, do not put stamps on them!
Step 7: Now, staple one set of attachment copies to your original letter and place it in envelope #1.
Step 8: Then, staple one set of attachment copies to a copy of your original letter and place it in envelope #2.
Step 9: Take both letters to the Post Office and follow the mailing instructions.
Envelope # 1
Go to the post office and send it by certified mail with return-receipt requested then, take the cash receipt stamped with the amount and date, and when your certified return receipt arrives via the mail, save both of these in a file marked “Credit Disputes.”
Go to the post office and have them send it by 1st class mail using a “certificate of mailing” (proof of mailing). Keep the dated/stamped cash receipt and ask for a dated/stamped “certificate of mailing” (small extra fee) receipt, then save both of these in a file marked “Credit Disputes.”
Maintaining Proof of Your Actions
You should have the following items as proof of each letter you send:
- A copy of the creditor, debt collector, or credit reporting agency letter;
- The envelope that the documents in number 1 came in;
- A copy of your signed letter with attachments stapled to it;
- A fax confirmation sheet
- A dated/stamped cash receipt from the post office (envelope #1)
- A return-receipt, after it arrives in the mail (envelope #1)
- A “certificate of mailing” receipt (envelope #2 -first-class letter )
- A cash receipt for the “certificate of mailing” (envelope #2)
Place all of these in a folder marked “Credit Disputes” and file away in a safe place for at least 15 years. Check the Statute of Limitations to see if you should keep the records longer!