9-3 Types of Irregularities (Mail in Sacks, Outside Pieces, or Bypass Mail Shipments)

The following list explains types of irregularities, including their definitions and the documentation required for each:

1. Failure to Load:
1. Definition: “Failure to load” is defined as a failure by an air carrier to load mail aboard an aircraft for any reason other than refusal when sufficient space and weight are available to transport mail tendered by the Postal Service. Examples of failure to load include, but are not limited to, the following:
1. Inadvertent failure to pick up from the Postal Service facility all mail entered on dispatch documents for a flight.
2. Failure to board all mail picked up from the Postal Service facility when there is sufficient space and weight available on the flight (see 6-2.1.1.2 and 6-2.1.2.2).
3. Failure to board mail transferred from another flight (either interline or intraline) when the mail is available with adequate time before departure and there is sufficient space and weight available on the flight.
2. Documentation: The administrative official or designee must complete PS Form 2759 identifying the routing on the label and the air stop where the irregularity occurred.
2. Failure to Unload:
1. Definition: “Failure to unload” is defined as a failure by an air carrier to unload all or some of the mail from the aircraft at the terminal point of flight.
2. Documentation: The administrative official or designee must complete PS Form 2759 identifying the routing on the label and the air stop where the irregularity occurred.
3. Carried By:
1. Definition: “Carried by” is defined as a failure of an air carrier to unload the mail at an enroute stop and results in the mail being transported beyond its intended destination as indicated on the destination tags or labels.
2. Documentation: The administrative official or designee must complete PS Form 2759 identifying the routing on the label and the air stop where the error occurred.
4. Loaded in Error:
1. Definition: “Loaded in error” is defined as loading mail aboard a flight that is not the intended flight as shown on the dispatch document for that mail. This category also includes mail that is loaded or moved out of sequence.
2. Documentation: The administrative official or designee must complete PS Form 2759 identifying the routing on the label and the air stop where the error in loading occurred.
5. Removed in Error:
1. Definition: “Removed in error” is defined as removing mail from a flight at a point other than the destination or transfer point shown on the billing documents for that mail.
2. Documentation: The administrative official or designee must complete PS Form 2759 identifying the routing on the label and the air stop where the error in removal occurred.
6. Damage to Mail or Equipment:
1. Definition: “Damage to mail or equipment” is defined as damage of any kind — regardless of physical cause — to mail or mail transport equipment (MTE — e.g., mail sacks, pouches, or containers) while under the custody and control of the air carrier. For example, mail that is wet is considered damaged, but wet MTE is not considered damaged.
2. Documentation: The administrative official or designee must complete PS Form 2759 identifying the damaged mail or equipment and stating the cause of the damage, if known.
7. Failure to Transfer:
1. Definition: “Failure to transfer” is defined as a failure of an air carrier to transfer mail between flights of the same or another air carrier within an allowable time (see Appendix K). This includes an air carrier’s failure to automatically transfer mail when instructed to do so by Postal Service officials because a scheduled flight by one air carrier has a history of space shortage for mail.
2. Documentation: The administrative official or designee must complete PS Form 2759 identifying the routing on the label and must show the arrival and departure times of connecting flights.
8. Failure to Protect:
1. Definition: “Failure to protect” is defined as a failure of an air carrier to protect and safeguard the mail from the threat of theft or damage or other hazards while it is in the custody and control of the air carrier. Examples of failure to protect include, but are not limited to, the following:
1. Failure to prevent unauthorized persons access to the mail.
2. Failure to transport mail on the ground in carts, containers, or other vehicles securely closed to protect the mail from loss, threat of theft or damage, and inclement weather.
3. Mail left or stored at an unauthorized bush facility or other unauthorized point.

In bush locations, air carriers often move mail to the Post Office or to addressees in multiple trips by sled, snowmobile, or truck. Although these transportation constraints might make it necessary for an air carrier to leave some mailpieces at the airstrip while delivering other mailpieces, the air carrier must still ensure that the mail left at the airstrip under these circumstances is protected from weather, theft, or other hazards.

Note: Air carriers may not leave mail in an unauthorized storage facility overnight.

2. Documentation: The administrative official or designee must complete PS Form 2759 identifying the routing on the label and the air stop where the irregularity occurred.
9. Delayed Delivery:
1. Definition: “Delayed delivery” is defined as a failure of an air carrier to deliver incoming mail to the destination Postal Service facility within the time allowed for such delivery (see Appendix K).
2. Documentation: The administrative official or designee must complete PS Form 2759 identifying the routing on the label and the air stop where the irregularity occurred.
10. Refusal or Removal:
1. Definition: “Refusal” is defined as a refusal by an air carrier to accept or transport priority rate service mail tendered by the Postal Service after passengers and their baggage have been boarded and freight is carried on the flight.

“Removal” is defined as off-loading through-mail from an aircraft short of its destination to make space available at an enroute point for freight or passengers and baggage.

To minimize incidents of mail refusals and removals, air carriers can request that local and downline Postal Service units at air stop points to estimate the mail volume to be tendered to a specific flight as early as 3 hours before the scheduled departure time at origin. The Postal Service must maintain records showing estimates furnished, time furnished, flight number, mail class, destination, and names of Postal Service and air carrier personnel involved.

2. Documentation: The administrative official or designee must complete PS Form 2759 for refusal or removal identifying the routing on the label and the air stop where the irregularity occurred.

If the refusal at origin involves hazardous material, the administrative official or designee prepares PS Form 2759 for informational purposes only. The administrative official sends the original form, marked “Information Only,” to the concerned air carrier and maintains a completed copy, with available documentation, to show the reason for the refusal.

11. Failure to Notify — Priority and Non-Priority Rate Service Mail:
1. Definition: For priority rate service mail, “failure to notify” is defined as a failure of an air carrier to notify the Postal Service units affected by a delay in a scheduled operation exceeding 30 minutes, or a cancellation, diversion, or emergency change in schedule of any flight on which mail is transported or that any Postal Service unit has tendered for transportation. This category also applies to a failure of an air carrier to notify the Postal Service of the following: standard reporting requirements; delivery to final addressee; identification of scheduled flights that are regularly cancelled; updated and accurate flight schedules; and other data as required.

For non-priority rate service/bypass mail, “failure to notify” is defined as a failure of an air carrier to notify the Postal Service that it will not be able to meet the transit times referenced in 6-2.4.2.5, 8-4.2, and 8-4.3.

2. Documentation: The administrative official or designee must complete PS Form 2759 identifying the routing on the label and the air stop where the irregularity occurred.
12. Dropped Pouch:
1. Definition: A “dropped pouch” is defined as a pouch or outside piece of mail found unattended or out of the control of the air carrier. Some examples of dropped pouch include, but are not limited to, the following:
1. Mail dropped in transit during ground transport.
2. Mail dropped off an aircraft.
3. Mail left unattended by an air carrier on the ramp while the air carrier is not actively engaged in ground transport or delivery, or when any portion of the mail is not continuously visible to the air carrier’s personnel while the air carrier is actively engaged in ground transport.
2. Documentation: The administrative official or designee must complete PS Form 2759 identifying the routing on the label and the air stop where the irregularity occurred.
13. Other:
1. Definition: “Other” is defined as administrative issues and any issues not covered on PS Form 2759 by the categories described above.
2. Documentation: The administrative official or designee must complete PS Form 2759 identifying the routing on the label and the air stop where the irregularity occurred.