342 Delivery

342.1 All Special Service Mail, Accountable Mail, and Priority Mail Express

Unless the customer has requested otherwise, these types of mail will be delivered on the first trip following their receipt. The following specific conditions apply to the delivery of special service, accountable mail (Registered Mail, Certified Mail, USPS Tracking, mail insured for more than minimum, Priority Mail Express, and COD, as well as mail for which a return receipt or a return receipt for merchandise is requested or for which the sender has specified restricted delivery). At delivery, the supplier should scan or enter the mailpiece barcode, enter the appropriate event code, and obtain the recipient’s signature and printed name on PS Form 3849 if appropriate. The supplier should collect all customer signatures on PS Form 3849. The supplier should also collect a signature on Customs Form 3419 for Customs Duty Mail. The recipient’s first initial and last name should be entered as data in the data collection device for Priority Mail Express items. The supplier should scan the PS Form 3849 barcode after the recipient’s signature and printed name have been obtained. The mailpiece barcode ID should be written on PS Form 3849 with the corresponding signature. Up to 5 mailpiece IDs can be recorded on a single PS Form 3849. The supplier must ensure that the delivery address is recorded on the barcoded side of PS Form 3849.

If a data collection device is not available, has not been assigned to a supplier’s route, or does not scan or accept keyed-in information at a delivery point for a mailpiece being delivered, the mailpiece or firm receipt barcode ID, event, date, and time must be recorded on the corresponding signed PS Form 3849. The addressee or addressee’s representative may obtain the sender’s name and address, and may look at the mailpiece while it is held by the supplier before accepting delivery and endorsing the delivery receipt. Suitable identification is required if the recipient is unknown before the article is delivered. When delivery is not restricted at the sender’s request, mail may be delivered to whoever mail for that location is usually delivered. Accountable mail should not be delivered to minors. Articles endorsed “restricted delivery” must be delivered to the addressee or to an agent the addressee authorizes. PS Form 3849 can be used for this authorization. An accompanying authorized agent scan on the supplier’s data collection device is required. The authorizing signature, agent’s name, and agent’s signature must all be on the same PS Form 3849. Ensure proper postage has been paid for such service, and collect postage due, if necessary.

If the mailpiece cannot be delivered on the first trip, leave a PS Form 3849 in the customer’s box. The mailpiece must be endorsed with the supplier’s initials and the date. Appropriate scanning, as explained above, must be completed. When the supplier returns to the office, the mailpiece must be returned to the accountable clerk for clearance. A second attempt to deliver should be made if the customer desires. Leave PS Form 3849 endorsed “Final Notice” if delivery cannot be made on the second attempt. In addition, if a return receipt is desired and paid for by the mailer, suppliers must obtain the customer’s signature on PS Form 3811, Domestic Return Receipt.

342.2 Registered Mail

Due to the inherent value of registered mail, extra care must be taken in handling and securing these items.

342.3 Insured Mail Insurance With Signature

342.31 Insurance Not Requiring a Signature

PS Form 3813, Receipt for Domestic Insured Parcel, is used for insurance items $200 and under. These packages now require a scan at delivery, but a signature is not required. The PS Form 3813 is a black and white form.

342.32 Insurance Requiring a Signature

PS Form 3813-P, Insured Mail Receipt, is used for packages with insurance greater than $200. These packages require both a scan at delivery and a signature. The PS Form 3813-P is blue in color.

Carriers should use PS Form 3849 to leave notice if they cannot make delivery.

342.4 USPS Tracking

USPS Tracking items will be delivered as ordinary parcels. No customer’s signature is required for these articles. Scan in accordance with approved scanning protocol.

342.5 Certified Mail

Deliver articles endorsed restricted delivery to addressee only or to an agent the addressee authorizes, in writing, to receive the restricted delivery mail. PS Form 3849, or a letter from the addressee, can be used for this authorization. An accompanying authorized agent scan on the supplier’s data collection device is required. The authorizing signature, agent’s name, and agent’s signature must all be on the same PS Form 3849. Instructions for the delivery of certified mail are the same as those in 342.1.

342.6 Postage Due Mail

Postage due mail is delivered only after the full amount due has been paid. Use PS Form 3849 to notify customers when delivery cannot be made. Some carriers, in order not to inconvenience their customers, pay the postage due amounts with their own funds and leave the mail with a PS Form 4245, Carrier’s Statement, for reimbursement. This is done at the option of the carrier.

342.7 COD Mail

342.71 Document Examination

Examination of the documents may be made only after charges have been paid and delivery accomplished.

342.72 Collection of Charges

The supplier will collect the required charges. If there is a difference between the amount of charges shown on the tag and the amount on the package, collect the higher amount. The recipient may remit the amount due by cash or by check payable to the mailer. The Postal Service forwards checks to the mailer and collects COD fees. If the recipient pays by cash, a postal money order is sent to the mailer and the fee amount is collected. The amount collected from the addressee may not exceed $1,000. Other instructions for the delivery of COD mail are the same as those in 342.1.

342.73 Delivery Procedure

Detach PS Form 3816, COD Mailing and Delivery Receipt, from the parcel and have the customer sign PS Form 3849. Suppliers must enter date of delivery and initials and return the tag with the funds to the Administrative Official or designee together with undelivered COD mail. Tags will be receipted by the clearing employee and maintained at the Post Office.

342.74 COD Not Delivered

When delivery cannot be made, suppliers should endorse the article with the reasons, initial it, and return it with the tag still attached to the Administrative Official or designee. PS Form 3849 should be completed and left at the customer box.

342.75 Customs Duty Mail

The carrier must collect from the customer the amount shown on Customs Form 3419, Mail Entry, plus the postage due indicated on the parcel. At delivery, the carrier should scan or enter the left “Mail Entry” barcode only, and enter the appropriate event code. The customer signs on the bottom line of the original Customs Form 3419 and PS Form 3849. The carrier signs the duplicate PS Form 3419 and PS Form 3849 and delivers it with the parcel to the addressee. The carrier should scan the PS Form 3849 barcode after the recipient’s signature and printed name have been collected. The carrier then returns the original Customs Form 3419 and all money collected to the Administrative Official or designee.

342.8 Priority Mail Express Mail

342.81 Delivery Procedure

Have the addressee or agent sign the “Delivery” section of PS Form 3849 except for when the “waiver of signature” section is checked. Do not use any other record or receipt. Use appropriate scanning procedures described in 342.1. Please note that additional screens may be present in the scanning sequence. Remove the proof of delivery copy. Give the article to the agent or addressee, and return the forms to the Post Office for clearance.

342.82 Priority Mail Express Mail Not Delivered

When delivery cannot be made, complete and leave PS Form 3849. Using the hand-held scanner assigned to his or her route, the carrier should scan the Priority Mail Express barcode, follow the prompts, and indicate article was “attempted delivery”.

342.83 Waiver of Signature

If the sender has signed the waiver of signature, this authorizes the delivery employee to sign for the mailpiece, and it may be left in a secure location. The supplier can complete PS Form 3849, sign for the addressee, remove the proof of delivery copy, and return the proof of delivery copy of the Priority Mail Express label and PS Form 3849 to the Post Office. Other instructions for the scanning procedures for Priority Mail Express are the same as those in 342.1.