An overview of the most common questions and answers that explain the basics of RMail

What is an RMail Registered Email message?

An RMail Registered Email message is an email that allows the sender to legally track and prove sending, delivery, content and time sent and delivered to recipients. The service returns to the sender a Registered Receipt email containing this proof for peace of mind, proof and protection from potential disputes. The receipt is a robust record that cryptographically stores the message data and associated delivery audit trail which may be verified to prove its authenticity.

Why should I use RMail Registered Email Service?

Because people make up email excuses! When you need to be able to prove you sent an email, or the time and date it was sent, or that it was received, RMail provides the proof you need! RMail Registered Email messages are the Worldwide standard for legal and auditable proof of timestamped email content delivered, with open tracking, with a returned email authentication receipt that can re-construct transmission content and evidence at any time in the future, without third-party storage.

What is the Registered Receipt email?

The RMail Registered Receipt email is a tamper-detectable record that provides the sender with a court admissible, legally verifiable snapshot of the entire transaction. The receipt provides far greater evidential value and forensic information as compared to a simple read receipt. It provides:
- Proof of email delivery
- Proof of email content delivered (including attachments)
- Proof of official timestamp sent and received

To learn more about this feature, click on the link to watch a short video on the RMail Registered Receipt.

What are the sending apps? Where can I download them?

RMail has a number of different sending applications, designed to work with the most common email platforms, like Outlook, as well as on-line email services, such as Gmail. Pick the RMail application that corresponds with the way you send email. These Apps are free and can be downloaded on the Apps page of the RMail website. Some of the sending apps have more features and functions than others, so check out the RMail for Outlook Desktop and RMail for other Sending Applications sections.

To learn more about this feature, please read our help center article on picking the right RMail sending application.

What is an encrypted email?

Email encryption disguises the content of email messages to protect sensitive information from being read by parties other than intended recipients.

Can I send encrypted email using the RMail Registered Email service?

YES. RMail uses 256-bit AES encryption to protect your sensitive emails and attachments. With options for secure end-to-end delivery, RMail lets you rest assured that your secure email message will only be read by its intended recipients.

To learn more about this feature, click on the link to watch a short video on How to send encrypted emails with RMail

Can I encrypt a document that I want to get electronically signed?

Yes. Many RMail features and services may be combined including encryption and esign.

Do I need any software to use the RMail Registered Email service?

No. Senders may install and use one or more of the RMail Apps available online, or download one from the RMail website, or they may send RMail using a domain extension to the end of the recipient address with no software needed. Contact an RMail representative for more information.

Do recipients need special software to open RMail Registered Email messages (including encrypted emails) or electronic signature requests?

No. Recipients just need a valid email address.

Will the recipient know I am tracking the email?

The sender has the option to send a Track & Prove message with a Registered Email banner and markings or “Unmarked”, with no banner or markings, making it appear as a standard email.

To learn more about this feature, click on the link to watch a short video on How to Track & Prove your emails with RMail

Will I know when the recipient has received and opened the email?

While there is no physical or electronic mail service able to report 100% if a letter or email has been opened without any recipient action, the RMail service uses a variety of patented and non-patented methods to determine and report the level of delivery of an email with open tracking. This information is reported in the “Delivery Status” section of the Registered Receipt email.

How long does RMail detect opening of an email?

After Registered Receipt email generation, tracking continues for up to 30 days from the time the original message was received by the RMail system for processing.

Can I send a document to multiple people to electronically sign?

Yes. Documents may be sent to one or more people to electronically sign. When sending documents to multiple recipients, users may select between two signing order options; first-come-first-sign or sequential signing. The signed contract is returned to all parties.

When I send an agreement for signature to multiple signers, can I track who has signed the document?

Yes. RMail E-Sign services track the specific activity of each signer.

What is the largest file I can send with RMail?

Emails with a cumulative attachment size of 25MB may be sent using the default services. If the large file transfer service, File Share, is used, emails up to 1GB may be sent depending on the sender’s plan.

To learn more about this feature, click on the link to watch a short video about How to send and encrypt attachments with FileShare.

How long are File Share files available for download?

The default time for recipients to download files sent using the File Share service is 14 days. The number of days is configurable with some plans.

Can I send from my Gmail account?

Yes, customers can now use their Gmail accounts to send emails using the RMail service via our Gmail Add-in. The Gmail Add-in can be downloaded from the Chrome Web Store for free using this link https://www.rmail.com/apps/rmail-gmail-chrome/

Can I send from my mobile devices?

Please visit the RMail apps and Downloads page for the latest Apps available.

Learn more about these options by reading our help center article on RMail Online

If I have multiple email addresses in Outlook, which one will RMail send from?

The RMail App for Outlook desktop sends emails from the default account email address. The email address that is associated with an RMail account should be designated as the default address.

Are documents sent for electronic signature considered legally signed?

RMail has a broad set of electronic signature services suiting specific situations and workflows. The signed document includes time-stamping with electronic signature. RMail has the most robust legally accepted records of the signature event including the audit trail which can be authenticated if challenged.

Is RPost HIPAA compliant?

Yes. The sender receives verifiable and auditable proof of compliance with regulated (HIPAA, FSA, GLB, FDCPA, etc.) encrypted delivery requirements.

Does RMail store a copy of my email and attachments?

The RMail service does not permanently store your email or attachments.

What is the maximum attachment size per service?

- Track & Prove: 25MB
- Encryption: 25MB
- E-Sign: 10MB (5MB for .csv and .xls file types)
- FileShare: 100MB (Default Plan), 1GB (Active Plans)

How do I prove an email was delivered and authenticate the content of the message?

The Registered Receipt email can be authenticated by simply forwarding it to the RMail verification address located in red on the top of the receipt. The RMail system unlocks the encrypted attachment, compares digital fingerprints and hashing data to prove its integrity, and sends a Receipt Authentication email back to the person who submitted the receipt for verification. The Receipt Authentication contains an authenticated copy of the original email received and the associated delivery audit trail logs.

To learn more about this feature, click on the link to watch a short video about How to prove and authenticate email delivery using RMail.

How does RMail deal with spam filters?

Messages sent through the RMail service should not be flagged as spam any more than a regular email. If a message is rejected by a spam filter outright, the Registered Receipt email may indicate “Delivery Failure.” If a message is delivered but classified as spam by a local spam filter, the Registered Receipt email may indicate “Delivered to Mail Server”.

Can I tag an RMail message with a client or reference code for email management or cost recovery?

Yes. The Client/Reference Code option available on many RMail Apps can be used to tag an email with a specific client or reference code. This code is not visible to the recipient and can be viewed on the Registered Receipt email and the usage reports.

To learn more about this feature, please click here to read our help center article on The Client / Reference Code.

What is TLS Encryption?

Transport Layer Security (TLS) provides secure communications over the Internet for such things as e-mail and other data transfers. It enables privacy, integrity and protection for the data that is transmitted between different nodes, or mail servers over the Internet. RMail sends all messages by TLS by default.

To learn more about this feature, please click here to read our help center article on Transport Layer Security (TLS)