Keep the final Duty to Warn notice, the address list used, the mailing date and mailing evidence together. For propane Duty to Warn proof of delivery, retain any actual delivery record separately from proof of mailing. A mailing confirmation alone does not show that a customer received or read the warning. Add returned pieces and follow-up notes; agree on retention with counsel and your insurer.
Build a file you can trace
- Give the batch one name that appears on the final list, print file and confirmation.
- Save the exact notice version and address list used. Keep later account changes in the working list.
- Label evidence accurately: mailed, delivery record on file, returned or receipt confirmed. Do not infer reading from any of these labels.
- Add returned pieces, corrected addresses and later attempts without overwriting the original event. Give each attempt its own date and evidence.
Separate mailing evidence from delivery evidence
USPS says its Certificate of Mailing shows presentation for mailing, not delivery. Its bulk certificate records a quantity, not evidence of mailing to a particular address. Do not label a batch confirmation as an individual delivery receipt.
If your program needs delivery evidence, ask counsel what record is appropriate and confirm with the provider which service supplies it before ordering. See how to describe Duty to Warn notice evidence for the mailing-versus-delivery distinction.
Review before deleting
Write a retention schedule for this record type. Have counsel and your insurer check it, including any hold that prevents deletion. This page does not set one number of years for every notice file.
Questions and answers
Does a mailing confirmation prove delivery?
No. A mailing confirmation is mailing evidence. Retain an actual delivery record if one is supplied; neither record establishes that the warning was read.
Can we keep a digital folder?
Ask your reviewers to approve the format and access process. Check that a backup can be opened before you depend on it.
Should we overwrite an old address list?
Our recommended archive keeps the exact list used for each batch. Store later changes in the current working list.
How many years should we retain it?
This page sets no single number. Get a period for this record type from your reviewers. This page does not set one term for all notice files.
About Bill Stomp
Bill Stomp built Propane Safety Pro. He is a war veteran who ran over 87 propane branch offices across 12 states, and he has helped more than 200 propane companies improve their profits, sales, safety and operations.
Next step
Propane Safety Pro provides a mailing confirmation with its mailings. Request a Duty to Warn mailing quote with your customer count and ask which records are included.
General information, not legal advice.