The Paper Trail
If you can't prove it, it never happened.
Print Two Copies
One copy goes to the landlord. One copy stays with you in a safe place. Never give away your only original.
The USPS Counter
Go to any United States Post Office. Do not use a drop box. Hand the envelope to the clerk and use these exact words:
The "Green Card" (Form 3811)
The clerk will give you a green postcard to fill out. This gets attached to your envelope. When the landlord signs for the letter, the USPS will mail this green card back to you.
This card is your "Checkmate" in court.
Log the Number
Take the tracking number from your receipt and write it on your personal copy of the letter. Go back to the Evidence Log and record the date of mailing.
Why we do this
Under Texas Property Code ยง 92.056, the timeframes for repairs often start from the moment the landlord receives notice. If you send it via Certified Mail, the law presumes they received it. It ends the "he-said, she-said" game forever.