Letter status from transfer to dispatching

Every letter sent via Pingen passes through various processing stages. The status indicators help you know the current status of a letter at first glance. You will see some or all of the following statuses when you send a letter:

1. Validating

After transmission, the document is validated. Pingen checks whether the document is ready to send or if any printing or sending issues need to be fixed.

2. Ready for Sending

If Pingen detects no errors during the validation process, the letter is marked "Ready for Sending".

2.1 Action Required

If problems that can be fixed in the Pingen App are detected during validation, the letter is marked "Action Required".

Issue with recipient address, content in restricted areas and invalid paper type issues can be fixed in the Pingen App.

2.2 Invalid

If a document is marked "Invalid" after validation, it has problems that can’t be fixed in the Pingen App. In this case, the letter cannot be sent. More information in the article "Reasons why a letter can't be sent"

3. Submitted for Sending

If a ready-to-send document has been submitted for sending, it will be marked "Submitted for Sending" and checked by Pingen for sending. A document retains this status for only a few seconds.

3.1 Awaiting Credits

If you don’t have enough credits available to send the document, it will be put on hold and assigned the status "Awaiting Credits". Once enough credits have been purchased, the letter will be automatically submitted for sending. If the letter is still in the queue after seven days, it will be automatically marked as "Ready for Sending".

4. Print Preparation

After successful submission, a document is given print preparation status, indicating that it will be prepared for further automatic processing. As long as a letter is in status "Print Preparation" the sending can still be cancelled.

4.1 Cancelling

If you cancel a letter after submitting it for sending, it will be assigned "Cancelling" status. This status is used to check whether the letter can still be cancelled. If a letter is in "Submitted for Sending" or "Print Preparation" status, it can be cancelled. This status is normally only visible for a few seconds.

4.2 Cancelled

If a letter has been successfully cancelled, it is marked "Cancelled". In this case, the credit for the letter will be refunded. Cancelled letters can be re-submitted for sending.

5. Printing

The document is at the printing facility and will be printed.

5.1 Unprintable

If a letter cannot be printed for technical reasons, it is marked as "Unprintable". In this case, you’ll be notified and receive a credit note for the letter.

6. Sent

As soon as a letter has been printed and packed, it’s handed over to the post office for delivery and receives the status "Sent".

Generally, this is the final status you’ll see, as we don’t receive confirmations of delivery from postal services.

6.1 Undeliverable

If a letter cannot be delivered to the specified address, you’ll be notified in the Pingen App and by email.