Certified Mail Requirement and How Rentec Direct Helps Landlords Stay Compliant
Landlords and property managers using Rentec Direct can seamlessly comply with Washington State’s new House Bill 1003, which requires landlords to serve all legally required tenancy notices by certified mail, through Rentec Direct’s Certified Mailing Manager feature. This feature, available through an integration with PostGrid, allows landlords and managers to easily send legally compliant notices that will be automatically printed, mailed, and postmarked from within Washington.
As of July 27, 2025, Washington State’s new House Bill 1003 (RCW 59.12.040) went into effect. This new Washington law requires landlords to serve all legally required tenancy notices by certified mail, with a postmark from within Washington, and to include a clearly defined vacate or compliance date. If the tenant is not served in person, landlords must leave a copy with someone at the property and send a certified notice, then allow an additional five days before proceeding with an eviction filing.
New Washington Rental Law HB 1003 Quick Review for Landlords:
- Legal Compliance: Notices not sent by certified mail from within Washington will not be valid.
- Proof and Timing: Certified mail provides verifiable delivery information and a Washington postmark to satisfy legal timelines.
- Operational Adjustments: Landlords should plan for increased mailing costs and update their processes to meet the new standards.
How Rentec Direct and PostGrid Simplify Compliance
Landlords and property managers using Rentec Direct can seamlessly comply with these new laws. Rentec Direct integrates with PostGrid, a certified mail service, directly within the property management software. This feature allows landlords to send legally compliant notices without leaving their desks.
Here’s how it works:
- Certified Mailing Manager
Landlords can use existing templates for notices like “Pay or Quit” or “Notice to Vacate” and choose certified mail. Notices are automatically printed, mailed, and postmarked from within Washington. - In-State Postmark
PostGrid ensures the notices are mailed within your state meeting the requirement for Washington- postmarks. - Mailing Confirmation and Tracking
Certified mail and return receipt options provide proof of delivery. All records are saved directly to each tenant’s file within your Rentec Direct software. - Clear and Predictable Costs
Mailing charges are calculated and displayed before sending. Postage is batched monthly, with certified options included for full transparency.
Washington Rental Law Compliance Made Easy
With your Rentec Direct property management software’s integration with PostGrid, you can easily meet the new rental law’s requirements, all while saving time by avoiding manual mailings and post office visits. Right in your software, you can access a full digital record of each notice and delivery confirmation and confidently meet all timing and location requirements outlined in HB 1003 thanks to the Certified Mailing Manager.
Learn more: New Feature | Certified Mailing Manager (Mailing Wizard)
HB 1003 Compliance Quick Reference
| HB 1003 Requirement | How Rentec Direct and PostGrid Help |
| Certified mail from within Washington | Mail is sent through a Washington-based PostGrid facility |
| Specific vacate or compliance date | Templates include or can be customized to reflect required language |
| Return receipt recommended | Certified mail with return receipt is available and tracked |
| Wait 5 days after mailing if not served personally | Digital timestamp allows proper waiting period before legal action |
Final Thoughts
Washington’s new certified mail requirement is a critical update for landlords and property managers within the state. Remain in compliance and reduce the time-sink of waiting at the post office through Rentec Direct and PostGrid. The integration handles certified mailings, ensures the correct postmark location, and tracks all delivery confirmations—helping you focus on managing your rentals with confidence.
Need help getting started? Your Rentec Direct team is always happy to help. Simply email us at [email protected] or give us a call at (800) 881-5139.
