Registered letter in 2026: costs, requirements and smart digital alternatives

A registered letter is a shipping method in which the postal service records the entire route of your mail piece. The major difference from regular mail is the signature for receipt.

When you send a letter by registered mail, you get a shipping receipt with a unique barcode. The recipient receives the letter only after signing it. That signature is stored digitally and constitutes your legal proof that the letter has arrived.

In 2026 this principle still works the same, but the costs have risen significantly and there are now digital alternatives with the same probative value.

In Dutch law, the theory of receipt applies. This means that a statement only has effect when it has reached the recipient. So saying that you "sent something" is not enough. You have to be able to prove that the letter arrived.

With a registered letter, you avoid the familiar excuse,"I never received anything." Once the recipient has signed, receipt is established. This is crucial in cases such as:

• Sending a notice of default
• Terminating a lease
• Announcing legal action

You don't choose registered mail because it's so cheap. You choose it because of security and proof. Key benefits:

• Incontrovertible proof: You have a shipping receipt and a signature from the recipient. In a lawsuit, this is often decisive.
• Postal Service priority: Registered pieces receive extra attention and care.
• Track and trace: You track exactly where your letter is and whether delivery has been attempted.
• Psychological effect: A registered envelope makes an impression. The recipient immediately senses that it is serious and that you are willing to move forward if payment is not forthcoming.

A registered letter is effective only if the content is legally correct. Sending an empty sheet of paper by registered mail has no value. Therefore, pay attention to the following points:

• Correct address information: Check name, street, zip code and city. For companies, preferably use data from the Chamber of Commerce's Commercial Register.
• Clear date: The date on your letter should match (or briefly connect to) the day of mailing.
• Reference to previous communication: For example: "Despite repeated requests for payment..." This is how to build a file.
• Concrete requirement: What exactly do you expect from the recipient and within what time frame? For example, payment within 14 days.
• Notice Registered Mail: State that you are sending the letter by regular mail as well as registered mail. This reduces the chance of discussion afterwards.

In doubt about the wording of your summons or formal notice? If so, it's best to have it checked so you don't run into trouble later in the process.

In 2026, PostNL uses a simplified rate system for registered mail within the Netherlands. Whether your letter weighs 10 grams or 1.5 kilos: the price is the same, as long as the piece falls within the maximum dimensions.

These are the official rates for registered mail within the Netherlands in 2026:

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Key specifications:

• Maximum weight: 2 kg
• Maximum size: 38 x 26.5 x 3.2 cm (must fit through a standard mailbox)
• Security: Includes Track & Trace and Signature for Receipt

Saving tip: Create your shipping label online and print it yourself. You will immediately save € 1.30 per letter. If your company sends dozens of summonses every month, the savings quickly add up to hundreds of euros per year.

Although registered mail was the standard for many years, that is shifting in 2026. The disadvantages of physical mail are significant: it is slow, expensive and less durable. Fortunately, there are alternatives.

1. The bailiff (writ).

If you want maximum assurance that a document will be handed over, you can hire a bailiff. He will come in person to serve your document. This is called a writ.

A writ is more expensive than a registered letter, but has the highest legal status. A bailiff is a public official. His report on service weighs heavily with the court.

2. Registered E-mail™.

Credifin works with Registered Mail™ on a daily basis. This is a digital form of registered mail with similar probative value as a physical registered letter, but faster and often a lot cheaper.

When you have a Registered E-mail™ sent through our platform, a digital proof is automatically built up: the audit trail. This contains exactly:

• When the mail is sent
• When the mail is delivered to the recipient's mailbox
• When the mail is opened

That data is recorded and cannot be changed afterwards. So you have strong proof of dispatch, delivery and knowledge. At least as strong as a signature on a physical registered letter.

The benefits at a glance:

• Speed: No going to the post office. You arrange everything online.
• Cost savings: You save up to 70 percent over PostNL's physical rates.
• Irrefutable proof: The technology behind Registered Email™ makes it virtually impossible to tamper with content or timing.
• Direct action: The recipient can often pay directly via a payment link. This shortens your collection turnaround time.

If you have a debtor who doesn't pay, you don't want to wait days for a mailman to try to deliver your letter. Especially not when there could be subsequent discussion about the contents of the envelope.

With Registered Mail™ via Credifin, you put direct pressure, without unnecessarily damaging the relationship with your customer. You show that you are using modern means to achieve payment, but at the same time you remain transparent and careful.

In addition, you avoid discussions like, "There was only a blank sheet in the envelope." With Registered Email™, the entire contents are digitally sealed. That means you can always prove which text and which attachments were sent.

This way you keep control of your collection process, save costs and reduce the chance of a lengthy legal dispute.