Domestic Mail

DMM REVISION

Items Mailed to the Department of State

Effective September 29, 2005, we are revising Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM^®) 507.2.1 and 703.3.0 regarding mail sent to the Department of State for transmission abroad and change-of-address orders concerning this mail.

The Department of State requested these revisions based on updated size restrictions (including an increase in the maximum weight limit to 50 pounds) and prohibitions on items it can handle. Additionally, the revised standards now allow mailers to request some extra services provided in DMM 503 when mailing items to the Department of State. We also discuss procedures that already exist regarding change-of-address orders for Department of State ZIP CodesTM.

We will incorporate these revisions into the next printed version of the DMM and into the monthly update of the online DMM available via Postal Explorer^® at pe.usps.com.

Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM)

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500 Additional Mailing Services

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507 Mailer Services

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2.0 Forwarding

2.1 Change-of-Address Order

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[Revise title and text of 2.1.4 to read as follows:]

2.1.4 Filing

A customer may inform the Post Office of a change of address by using Form 3575 or other written or personal notice.

[Add new 2.1.5 to read as follows:]

2.1.5 Prohibited Use

A change-of-address order cannot be filed for the following:

a. Individual addressees at a business or other location. A change of address may not be filed with the USPS for an individual's mail addressed to an organization, or to the individual at his or her place of employment, business, or other affiliation either during or after the termination of the employment, business, or other relationship. The organization may change the address (but not the name) on mail to redirect it to such individuals; obliteration of any barcode on the piece prevents missorting on automated equipment.

b. Individual addressees at the Department of State. Individuals may not file a change-of-address order for mail originally addressed to the individuals at any Department of State ZIP Code. Additionally, individuals may not file a change-of-address order to have mail forwarded to any Department of State ZIP Code.

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700 Special Standards

703 Nonprofit Standard Mail and Other Unique Eligibility

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3.0 Department of State Mail

3.1 Availability

[Revise 3.1.1 through 3.1.3 for clarity to read as follows:]

3.1.1 General

Subject to its own regulations, conditions, and restrictions, the U.S. Department of State transmits limited amounts of certain types of personal mail to authorized U.S. citizen employees of the federal government stationed in other countries. Authorized mailers pay domestic postage rates and are not subject to foreign customs clearance standards. Customers can obtain current information regarding Department of State services, internal controls, and restrictions from the U.S. Department of State Diplomatic Pouch Division.

3.1.2 Inspection of Mail

The Department of State opens and inspects all mail sent to it for transmission abroad to determine whether the mail meets Department of State standards. Mail that does not comply may be returned to the USPS for return to sender.

3.1.3 Facilities Not Available

If Department of State destinations are not available, customers may mail articles to the addressee directly as regular international mail or, if the addressee has an APO or FPO address, as military mail under 2.0 or to a Department of State branch post office at a diplomatic post under Title 39 USC 406 or 413.

[Delete 3.1.4.]

3.2 Conditions For Authorized Mail

[Revise 3.2.1 through 3.2.9 to read as follows:]

3.2.1 Mailability

USPS mailability standards for international mail apply to mail sent to the Department of State for transmission abroad.

3.2.2 Prohibited Material

In addition to any restriction imposed by the Department of State, the following items are prohibited:

a. Parcels not meeting the size and weight limits in 3.2.3.

b. Items not meeting the standards in 601.8, Nonmailable and Restricted Articles and Substances Generally, or Publication 52, Hazardous, Restricted, and Perishable Mail.

c. International Air Transport Association (IATA) dangerous goods.

d. Aerosols.

e. Fragile materials.

f. Materials in glass containers.

g. Seeds, plants, and animals.

h. Personal effects of deceased U.S. citizens.

i. Items that are illegal to import into the receiving country or to export from the sending country.

j. Goods from a foreign country addressed to the Department of State that require clearance by customs authorities before onward shipment to posts abroad.

k. Liquids.

l. Weapons of any kind or items that resemble weapons (e.g., pellet guns, toy guns, etc.).

3.2.3 Weight and Size

Weight limit is 50 pounds. Maximum dimensions are 32 inches long, 18 inches high, and 17 inches wide.

3.2.4 Postage Rates

Mailers must pay postage at the applicable domestic postage rate for the class of mail and the type of service requested for mail sent through the Department of State. Zoned rates are computed to 3-digit ZIP Code area 205.

3.2.5 Express Mail

Mailers may not send Express Mail items through the Department of State.

3.2.6 Extra Services

The following extra services are not available for mail sent through the Department of State. If one of these services is requested, USPS returns the mailpiece to the sender with the endorsement "Service Not Available." (Mailers may request other extra services under 503.)

a. Collect on Delivery (COD).

b. Insured Mail.

c. Registered Mail.

d. Restricted Delivery.

e. Special Handling.

3.2.7 Address Format

Address all official correspondence for transmission by the Department of State as follows:

RECIPIENT'S NAME (e.g., John Smith or Information Management Officer)

STREET AND NUMBER (e.g., 9900 Vienna Place)

WASHINGTON DC 20521+4 (e.g., Washington, DC 20521-9900)

3.2.8 Change-of-Address

Individuals may not file a change-of-address order for mail originally addressed to them at any Department of State ZIP Code. Additionally, individuals may not file a change-of- address order to forward mail to any Department of State ZIP Code. This restriction includes all change of address methods (e.g., online change of address available at usps.com).

3.2.9 Customs Declarations

Customs declarations (Form 2976 or 2976A) are not required on mail sent to individuals through Department of State facilities.

3.3 Mail Security

[Revise 3.3 for clarity to read as follows:]

The Department of State does not assume liability for loss or damage to any mail it accepts for transmission abroad, including any liability for mail that has been accepted for mailing with extra services. However, if the Department of State receives such mail, it will attempt delivery. By using Department of State facilities, the sender consents both to the Department of State's examining the mail by means such as x-ray and other mail-screening methods, and to the department's opening, searching, and divulging the contents of any package.

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— Mailing Standards,
Pricing and Classification, 9-29-05

DMM REVISION

Hold For Pickup Endorsement

Effective September 29, 2005, we are revising Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM®) 455.4.6, 508.1.2, and 709.5 to add a new endorsement called "Hold For Pickup" for Parcel Select® mail entered at destination delivery units (DDUs). The endorsement is designed for mailers who send high-value or heavy-weight merchandise, such as computers. An authorized mailer uses the endorsement to indicate that the mailer's customer (addressee) will pick up the parcel at a designated Post OfficeTM, rather than have the carrier deliver it to the addressee.

The Hold For Pickup endorsement will be available for mailers who enter Parcel Select DDU parcels under a manifest mailing agreement. To assist in identifying Hold For Pickup parcels, mailers must use a pre-approved address label and apply the Official Hold For Pickup Endorsement ID Label (#LAB-HFP), "Hold For Pickup," on each parcel. The designated Post Office with the ZIP CodeTM and the customer's address must also appear on the address label.

Mailers or their agents deposit Hold For Pickup parcels at designated Post Offices for pickup by the customer. Note that in the mailing standards we refer to the customer (the individual who will be picking up the parcel) as the "addressee." Also, the "designated Post Office" may not necessarily be the Post Office where the addressee would normally go to conduct postal business (e.g., to pick up a Certified MailTM or COD mailpiece).

Mailers who want to endorse Parcel Select DDU parcels as Hold For Pickup must:

• Submit a written request to the manager, Business Mailer Support.

• Present the parcels under an authorized manifest mailing system.

• Use a unique address label approved in advance by the National Customer Support Center (NCSC) and Business Mail Acceptance.

• Use a Confirmation Services barcode on the address label as defined in Publication 91, Confirmation Services Technical Guide.

• Be able to transmit and receive electronic files compatible with USPS® operating systems to notify the addressees when and where their parcel(s) are available for pickup.

Information on the address label will enable us to use our Product Tracking System to track deposit of the parcels and to advise mailers or their agents when parcels arrive at the designated Post Offices. In turn, mailers can advise the addressees (their customers) that parcels are available for pickup and where to pick them up.

The designated Post Office will hold parcels for pickup by the addressees for up to 10 calendar days. If addressees do not pick up Hold For Pickup parcels within the 10 calendar day period, Post Offices will return the parcels to the mailers or agent, as follows:

• Mailers or their agents who are Parcel Return Services (PRS) participants must pick up any unclaimed, refused, or recalled Hold For Pickup parcels at the designated Post Office within 24 hours of notification by the Postal Service. We will charge the appropriate PRS Return Delivery Unit (RDU) rate for the returned parcels.

• Post Offices will return unclaimed, refused, or recalled Hold For Pickup parcels to the return address for non-PRS participants and charge them the appropriate Parcel Post single-piece rate.

For more information about these requirements, please contact the Hold For Pickup program manager at Hold_for_Pickup@usps.gov.

We will incorporate these revisions into the printed version of the DMM and the monthly update of the online version available via Postal Explorer® (pe.usps.com).

Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM)

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400 Discount Mail Parcels

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450 Parcel Post

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455 Mail Preparation

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4.0 Preparation for Parcel Post

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4.6 Parcel Select - DDU Rates

[Add new 4.6.1 titled "General," and move text in existing 4.6 into new 4.6.1.]

4.6.1 General

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[Add new 4.6.2 to read as follows:]

4.6.2 Parcels with Hold For Pickup Endorsement

In addition to the requirements in 4.6.1, mailers or their agents must prepare Parcel Select DDU parcels bearing the "Hold For Pickup" endorsement as follows:

a. Submit a written request to the manager, Business Mailer Support (BMS) (see 608.8.1 for address).

b. Mail the parcels using an authorized manifest mailing system.

c. Enter parcels at the Parcel Select DDU rates under 455.4.6 and 456.2.

d. Separate parcels with the "Hold For Pickup" endorsement from other Parcel Select parcels entered at DDUs (e.g., on separate pallets or with the Hold For Pickup parcels placed on the bottom of the pallet separated by shrinkwrap or a slip sheet).

e. Exchange electronic files with USPS through an approved file transfer protocol to notify the addressees when parcels are available for pickup at the designated Post Office and to notify the mailer or agent that items are available to be picked up as "return to sender."

f. Place the Official Hold For Pickup Endorsement, Label LAB-HFP, on the address label side of each parcel. The label must not cover the address label or the barcode information. See Exhibit 4.6.2f.

g. Affix a properly formatted address label that has been approved by the National Customer Support Center (NCSC) (see 608.8.1 for address).

h. In addition to the markings defined in 402.2.3, address labels on a Hold For Pickup parcel must contain the following elements. See Exhibit 4.6.2h.

1. The top portion of the address label must contain the return address for the mailer or agent and the postage indicia.

2. The name and address for the customer (the "addressee") must appear in at least 10-point type. Immediately to the left of the customer's name, the words "HOLD FOR:" must appear in all capital letters.

3. For Parcel Return Services (PRS) participants only, the marking, "PARCEL RETURN SERVICES REQUESTED" or "PRS REQUESTED," followed by the participant's unique PRS 569 prefix ZIP Code. This marking must be in at least 10-point type, in all capital letters.

4. The words, "DELIVER TO:" in at least 12-point type and in all capital letters must appear immediately to the left of the Post Office name, city (optional), state (optional), and ZIP Code where the addressee will pick up the parcel.

5. In the center of the label the words "HOLD FOR PICKUP" must appear in reverse print (i.e., white print on a black background) in at least 24-point type and in all capital letters.

6. The lower half of the address label must contain an approved UCC/EAN Code 128 Delivery Confirmation, Signature Confirmation, or an integrated barcode (which combines a Confirmation Service with insurance) as defined in Publication 91, Confirmation Services Technical Guide.

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500 Additional Services

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508 Recipient Services

1.0 Recipient Options

[Renumber existing 1.3 through 1.8 as new 1.4 through 1.9. Add new 508.1.3 to read as follows:]

1.3 Parcel Select DDU Hold For Pickup Endorsement

Only parcels mailed under 455.4.6 and 456.2.2.3b are eligible for the "Hold For Pickup" endorsement. Parcels endorsed Hold For Pickup must be picked up at designated Post Offices by the addressee within 10 calendar days. Contact the Hold For Pickup program manager at Hold_for_Pickup@usps.gov for a complete listing of designated Post Offices.

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700 Special Standards

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709 Experimental Classifications and Rates

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5.0 Parcel Return Services

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5.1.2 Applicability

Parcels may use PRS when all of the following conditions apply:

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[Revise item b to read as follows:]

b. Except as provided in 5.1.10, parcels must bear a PRS label that meets the standards in 5.4.

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[Add new 5.1.10 to read as follows:]

5.1.10 Parcels Endorsed Hold For Pickup

PRS participants must pay the appropriate Parcel Select RDU rate under 5.3 for any unclaimed, refused, or recalled parcels that are endorsed "Hold For Pickup" (under 455.4.6 and 508.1.3) that bear the marking "PARCEL RETURN SERVICES REQUESTED" or "PRS REQUESTED" (followed by their unique 569 prefix ZIP Code).

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— Mailing Standards,
Pricing and Classification, 9-29-05

[Add exhibits 4.6.2f and 4.6.2h as follows:]

Exhibit 4.6.2f
Official Hold For Pickup Endorsement, Label LAB-HFP

Exhibit 4.6.2h
Hold For Pickup Address Label

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DMM REVISION

Insurance Purchased Online and at Postal Service Kiosks

Effective September 29, 2005, we are revising Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM®) 503.4.0 and 609.1.3 to increase the maximum value of indemnity for insurance purchased online from $200 to $500.

Mailers can purchase online insurance using Click-N- Ship® and eBay and can also buy insurance electronically at our Automated Postal Centers (APCs). The table below shows the availability for the increased indemnity:

Fees are the same online, at APCs, and at the retail counter, but indemnity for lost, rifled, or damaged items is limited to $500 if the insurance is purchased online or at an APC.

We will incorporate the new indemnity limit into the next printed version of the DMM and into the monthly update of the online DMM available on Postal Explorer® at pe.usps.com.

Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM)

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500 Additional Services

503 Extra Services

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4.0 Insured Mail

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4.2 Basic Information

4.2.1 Description

Insured mail provides the following features:

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[Revise item b to increase indemnity coverage from $200 to $500 to read as follows:]

b. Insured mail purchased online provides up to $500 indemnity coverage for lost, rifled, or damaged articles, subject to the standards for the service and payment of the applicable fee.

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4.3 Mailing

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4.3.5 Integrated Barcodes

The following options are available for mailers who print their own labels:

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[Revise item c to increase indemnity coverage from $200 to $500 and to specify which label to use for each service to read as follows:]

c. Mailers must use an integrated barcode when insurance is purchased online for Priority Mail and for parcels mailed at First-Class Mail, Media Mail, and Parcel Post (see Exhibit 4.3.5c) rates. This barcode combines the insurance and electronic option Delivery Confirmation or Signature Confirmation services into a single barcode on the shipping label. Additional information on the integrated barcode can be found in Publication 91, Confirmation Services Technical Guide.

1. Mailers may purchase insurance online for $50 or less indemnity coverage with electronic option Delivery Confirmation service. The human-readable text above the integrated barcode must state, "e/USPS DELIVERY CONFIRMATION."

2. Mailers may purchase insurance online for more than $50 and up to $500 indemnity coverage with electronic option Delivery Confirmation service. The human-readable text above the integrated barcode must state, "e/USPS INSURED."

3. Mailers may purchase insurance online for up to $500 indemnity coverage and include the electronic option Signature Confirmation service. The human-readable text above the integrated barcode must state, "e/USPS INSURED."

* * * * *

600 Basic Standards for All Mailing Services

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609 Filing Indemnity Claims for Loss or Damage

1.0 General Filing Instructions

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1.3 Who May File for Loss or Damage

A claim may be filed by:

* * * * *

[Revise item c to increase indemnity coverage from $200 to $500 to read as follows:]

c. Either the mailer or the addressee who is in possession of the online label record or computer printout of the Web-based application as described in 3.1e, for the complete loss of an article insured online for more than $50 and up to $500.

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— Mailing Standards,
Pricing and Classification, 9-29-05

DMM REVISION

Preparation of Enhanced Carrier Route Standard Mail Basic Rate Multi-Bundles

Effective September 29, 2005, we are revising Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM®) 345.6 to give mailers the option to consolidate small bundles, 1 inch thick or less, of Enhanced Carrier Route Standard Mail basic rate (ECRLOT) flat-size mail into a multi-carrier routes bundle for the same 5-digit ZIP CodeTM.

This revision benefits mailers and the Postal ServiceTM by improving service through the integrity of the multi-carrier routes bundle. Small carrier route bundles tend to lose their integrity (fall apart) during processing. This option may change as the Postal Service adopts more efficient methods of processing flats prepared in bundles. In the interim, this option will help improve bundle integrity of small carrier route bundles.

In addition, we are revising similar text for clarity in 245.6 for letters and 445.6.4 for parcels.

We will incorporate this revision into the next printed version of the DMM and into the monthly update of the online DMM available on Postal Explorer® at pe.usps.com.

Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM)

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200 Discount Mail Letters and Cards

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240 Standard Mail

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245 Mail Preparation

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6.0 Preparation for Enhanced Carrier Route Letters

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[Revise the title and text of 6.4 for clarity to read as follows:]

6.4 Carrier Route Bundle Preparation

Prepare carrier route bundles of letter-size mail as follows:

a. Mailers must prepare only carrier route bundles. Carrier route bundles are not required in full carrier route trays.

b. Except under 6.5, carrier route bundles must contain at least 10 pieces.

c. The method of labeling a carrier route bundle is based on the following tray levels:

1. Carrier route tray: No bundle labeling is required.

2. 5-digit or 3-digit carrier routes tray: Bundles must have a facing slip unless the pieces in the bundle have a carrier information line or an optional endorsement line (OEL).

6.5 Bundles and Trays With Fewer Than the Minimum Number of Pieces Required

[Revise the text in 6.5 for clarity to read as follows:]

As a general exception to 6.4, mailers may prepare a bundle with fewer than 10 pieces and a less-than-full carrier route tray when they are claiming the saturation rate for the contents and the applicable density standard is met.

[Delete 6.6 and renumber current 6.7 through 6.10 as new 6.6 through 6.9.]

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300 Discount Mail Flats

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340 Standard Mail

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345 Mail Preparation

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2.0 Bundles

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2.5 Preparing Bundles in Sacks

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[Revise item d to reference the allowance in new 345.6.5 for a multi-carrier routes bundle to read as follows:]

d. Except under 6.5, a bundle that exceeds the maximum prescribed height by less than the thickness of a single piece meets the standard (e.g., if a glossy piece is 0.625 (5/8) of an inch thick, 5 pieces may be secured in a bundle 3.125 inches high; if a piece with uncoated cover stock is 0.75 (3/4) of an inch thick, 11 pieces may be secured in a bundle 8.25 inches high).

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6.0 Preparation for Enhanced Carrier Route Flats

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[Revise the title and text in 6.3 for clarity to read as follows:]

6.3 Carrier Route Bundle Preparation

Prepare carrier route bundles of flat-size mail as follows:

a. Mailers must prepare only carrier route bundles. Carrier route bundles are not required in full carrier route trays.

b. Except under 6.4, carrier route bundles must contain at least 10 pieces.

c. The method of labeling a carrier route bundle is based on the following sack or tray levels:

1. Carrier route tray or sack: No bundle labeling is required.

2. 5-digit scheme or 5-digit carrier routes tray or sacks: Bundles must have a facing slip unless the pieces in the bundle have a carrier information line or an optional endorsement line (OEL).

[Delete 6.4 and renumber current 6.5 as new 6.4. Revise the title and text in new 6.4 for clarity to read as follows:]

6.4 Bundles, Trays, and Sacks With Fewer Than the Minimum Number of Pieces Required

As a general exception to 6.2 through 6.7, mailers may prepare a bundle, tray, or sack with fewer than the minimum number of pieces required for a carrier route when they are claiming the saturation rate for the contents and meet the applicable density standard.

[Add new 6.5 to read as follows:]

6.5 Multi-Carrier Routes Bundle

A mailer may combine individual eligible bundles of Standard Mail Enhanced Carrier Route basic rate mail into a multi-carrier routes bundle of the same 5-digit ZIP Code under these conditions:

a. Except for a multi-carrier routes bundle under 6.5b, individual bundles cannot exceed 1 inch and must be secured with two bands, one around the length and one around the girth.

b. A multi-carrier routes bundle can contain one individual bundle that exceeds 1 inch to serve as an anchor.

c. The multi-carrier routes bundle must meet the standards in 2.2 through 2.5.

d. The multi-carrier routes bundle must be secured with at least two bands, one around the length and one around the girth; or with shrinkwrap; or with shrinkwrap plus one or more bands.

e. The multi-carrier routes bundle must be labeled with an optional endorsement line (OEL). The top bundle must contain the carrier route information for the individual bundle preceded by the endorsement "Multi" and two asterisks (e.g., **************Multi**C-001).

f. A multi-carrier routes bundle that exceeds the maximum heights in 2.5 by less than the thickness of an individual carrier route bundle (e.g., 1 inch or less) meets the standards.

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400 Discount Mail Parcels

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440 Standard Mail

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445 Mail Preparation

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6.0 Preparation for Enhanced Carrier Route Parcels

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6.4 Bundling

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[Revise the title and text in 6.4.1 for clarity to read as follows:]

6.4.1 Carrier Route Bundle Preparation

Prepare carrier route bundles of parcels as follows:

a. Mailers must prepare only carrier route bundles.

b. Except under 6.4.2, carrier route bundles must contain at least 10 pieces.

c. The method of labeling a carrier route bundle is based on the following sack levels:

1. Carrier route sack: No bundle labeling is required.

2. 5-digit scheme or 5-digit carrier routes sacks: Bundles must have a facing slip unless the pieces in the bundle have a carrier information line or an optional endorsement line (OEL). [M620.2.2]

[Delete 6.4.2 and renumber current 6.4.3 as new 6.4.2. Revise the text in new 6.4.2 for clarity to read as follows:]

6.4.2 Bundles and Sacks With Fewer Than the Minimum Number of Pieces Required

As a general exception to 6.4.1, mailers may prepare a bundle with fewer than 10 pieces and a less-than-full sack with fewer than 125 pieces and less than 15 pounds of pieces to a carrier route when they are claiming the saturation rate for the contents and the applicable density standard is met.

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— Mailing Standards,
Pricing and Classification, 9-29-05

DMM REVISION

Transition of FASTforward MLC to NCOA^LINK

Effective September 30, 2005, we are revising Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM®) 233.3.5.2 and 333.3.5.2 to reflect changes to FASTforward Mailing List Correction (MLC).

In the February 3, 2005, Postal Bulletin, we changed the terminology from "National Change of Address" to "National Change of Address Linkage System," and "NCOA" to "NCOA^LINK". This change was needed because NCOA was being retired and would be replaced by NCOA^LINK to provide a more secure format for sensitive change-of- address information. Effective September 30, 2005, NCOA^LINK will also replace FASTforward Mailing List Correction (MLC).

FASTforward MLC was originally developed to allow end-users to update name and address mailing lists in- house electronically instead of using an outside vendor. This version of FASTforward will be discontinued effective September 30, 2005, and replaced with Limited Service Provider or End User versions of NCOA^LINK. Unlike FASTforward MLC, which required customers to incorporate hardware additions, NCOA^LINK is software-based and can be loaded onto a user's own system, making it more efficient and user-friendly.

These changes were announced in a Federal Register notice published by the Postal ServiceTM on July 1, 2003 (FR Vol. 68, Number 126, Pages 39159-39161).

We will incorporate these revisions into the next printed version of the DMM and into the monthly update of the online DMM available via Postal Explorer® at pe.usps.com.

Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM)

* * * * *

200 Discount Mail Letters and Cards

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230 First-Class Mail

233 Rates and Eligibility

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3.0 Basic Standards for First-Class Mail Standards

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3.5 Move Update Standard

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3.5.2 USPS-Approved Methods

[Delete item c, which authorizes FASTforward MLC as an approved method for meeting the Move Update standard. Renumber current items d through f as new items c through e.]

* * * * *

300 Discount Flats

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330 First-Class Mail

333 Rates and Eligibility

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3.0 Eligibility Standards for First-Class Mail Flats

* * * * *

3.5 Move Update Standards

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3.5.2 USPS-Approved Methods

[Delete item c, which authorizes FASTforward MLC as an approved method for meeting the Move Update standard. Renumber current items d through f as new items c through e.]

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— Mailing Standards,
Pricing and Classification, 9-29-05

DMM REVISION

Revisions to Postage Payment by Postage Evidencing Systems

Effective September 29, 2005, Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM®) 604 is revised to reorganize the standards for paying postage by means of postage meters and PC Postage® products - collectively categorized as postage evidencing systems. We retained basic postal standards for authorization and use of postage meters and PC Postage products in DMM 604 but reorganized to remove redundancy, simplify regulatory language, and update requirements to reflect product and process evolutions. The following is a summary of the revisions:

• Combined DMM 604.4.0, Postage Meters (Postage Evidencing Systems), and DMM 604.5.0, PC Postage, and changed the title of DMM 604.4.0 to Postage Meters/PC Postage Products (Postage Evidencing Systems).

• Removed obsolete and redundant postage evidencing product "type" descriptions by generations and revised the section to reflect simplified product categories of postage meters, PC Postage products, and Web-based services employing PC Postage technology.

• Removed references to licensing of customers to use postage evidencing systems due to system, process, and product evolution. We revised the language to better explain that customers must agree to comply with rules and regulations associated with use of postage evidencing systems products and must enter into the agreement with the USPS® in order to maintain the authorization to use postage evidencing systems.

• Simplified the language regarding customer compliance requirements to maintain authorization to use

postage evidencing systems and organized into a new section 4.2.1, Customer Agreement.

• Moved specifications regarding indicia design and data requirements (more relevant to system providers than customers) to Title 39 Code of Federal Regulations (CFR), Part 501, Authorization to Manufacture and Distribute Postage Meters, which reflects requirements of products and product providers. Indicia requirements within the purview of customer control are maintained within the DMM revision.

• Simplified language regarding refund procedures and eliminated redundant references to DMM section on refunds.

The technical details associated with product specifications and requirements concerning the product/service providers are published in 39 CFR 501.

We will incorporate these revisions into the next printed version of the DMM and into the monthly update of the online DMM available via Postal Explorer® at http://pe.usps.com.

Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM)

* * * * *

600 Basic Standards for All Mailing Services

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604 Postage Payment Methods

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[Revise title of 4.0 to read as follows:]

4.0 Postage Meters/PC Postage Products (Postage Evidencing Systems)

4.1 Basic Information

[Revise title and text of 4.1.1 to read as follows:]

4.1.1 Definitions

Postage meters and PC Postage products are collectively identified as postage evidencing systems. A postage evidencing system is a device or system of components that a customer uses to print evidence that postage required for mailing has been paid. Postage evidencing systems print indicia, such as meter imprints or Information Based Indicia (IBI), to indicate postage payment. Mailers print indicia directly on a mailpiece or label which is affixed to a mailpiece. Mailers must place indicia in the upper right hand corner of the mailpiece or label, according to standards in 4.3.3.

[Revise title and text of 4.1.2 to read as follows:]

4.1.2 Product Categories

Product categories include, but may not be limited to, postage meters and PC Postage products. Additional information on product categories and authorized providers is found on the USPS Web page www.usps.com/postagesolutions. The primary characteristics of postage meters and PC Postage products are described below.

a. Postage meters are devices that allow download, storage, and accounting of postage in the device. Meters print indicia that may be IBI or non-IBI, to indicate postage payment. IBI are digitally generated indicia that include a two-dimensional barcode. Postage meters are available only through authorized providers. Meters may only be leased or rented and may not be sold or resold. Some components of metering systems may be purchased as authorized by the USPS.

b. PC Postage products are software-based solutions for managing postage accounts. Mailers purchase postage using a computer and print indicia using desktop or label printers. PC Postage products print IBI indicating postage payment and may print directly onto mailpieces, shipping labels, and USPS approved customized labels. PC Postage products are offered by commercial providers approved by the USPS. PC Postage products are typically offered by providers through subscription service agreements. The USPS may authorize the purchase of some components associated with a service.

c. PC Postage technology also enables authorized postage payment for Web-based services operated by authorized private vendors as well as Click-N- Ship; a shipping label option available via www.usps.com.

[Revise title and text of 4.1.3 to include only meter providers.]

4.1.3 Authorized Meter Providers

[Delete 4.1.4 through 4.1.6 and add new 4.1.4 to list authorized PC Postage providers.]

4.1.4 Authorized PC Postage® Providers

STAMPS.COM
12959 CORAL TREE PLACE
LOS ANGELES, CA 90066-7020
888-434-0055
www.stamps.com

ENDICIA.COM (PSI SYSTEMS INC)
247 HIGH ST
PALO ALTO, CA 94301-1099
800-576-3279 x140
www.endicia.com

PITNEY BOWES INC
1 ELMCROFT RD
STAMFORD CT 06926-0700
800-322-8000
www.pitneybowes.com

[Renumber 4.1.7 as 4.1.5 and revise title and text to read as follows:]

4.1.5 Authorized Classes of Mail

Mailers may use postage evidencing systems to affix or imprint indicia on any class of mail except pieces mailed at Periodicals postage rates.

[Revise title of 4.2 to read as follows:]

4.2 Authorization to Use Postage Evidencing Systems

[Revise 4.2.1 through 4.2.5 to read as follows:]

4.2.1 Customer Agreement

Customers must enter into an agreement with the USPS for authorization to use postage evidencing systems. By entering into the agreement, a customer accepts responsibility for control and use of the system and agrees to abide by all rules and regulations governing its use. The following conditions apply to these agreements.

a. Customers enter into an agreement with the USPS (e.g., via electronic click-through or contract signature) in conjunction with executing a separate agreement with the provider for rental, lease, or use of a postage evidencing system. Actual implementation of the agreement with the USPS varies by product category and provider and is typically facilitated by the provider on behalf of the USPS. Postage evidencing systems are rented or leased. They may not be purchased, sold, or resold.

b. A meter lease or rental agreement with an authorized provider is required to use a postage meter. Registration with an authorized provider is required to use a PC Postage system.

c. The customer must provide updated address information to the provider in the event of relocation.

d. Postage meter manufacturers are required by USPS regulation to conduct inspection of certain meters on a scheduled basis. The customer agrees to make the meter available for provider inspection or Postal Service examination when required.

e. The customer agrees to make prompt report of defective meters, or loss or theft of a meter, to the provider.

4.2.2 Authorized Possession

Only authorized customers may possess or use postage evidencing systems. Customers must surrender postage evidencing systems to the provider or its agent upon termination of the lease or rental agreement or device malfunction.

4.2.3 Use Outside the United States

The manager of Postage Technology Management must give specific approval to the provider before a provider may place a postage evidencing system for use outside the customs territory of the United States.

4.2.4 Denial of Use

The USPS has the authority to deny use of a postage evidencing system in the event of failure to comply with rules and regulations. The customer is required to make the postage evidencing system and transaction records available and surrender the system to the provider, the USPS, or its agent upon notification to do so.

4.2.5 Appeal Process

Appeals regarding standards in this section or regarding decisions on the basis of noncompliance must be made in writing to: Manager, Postage Technology Management, U. S. Postal Service, 1735 N. Lynn St., Rosslyn, VA 22209

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[Delete 4.3 through 4.6. Combine 4.7 and 4.8 and renumber as 4.3 to read as follows:]

4.3 Postage Payment

[Renumber 4.7.1 as 4.3.1 and revise to read as follows:]

4.3.1 Paying for Postage

The value of the indicia on each mailpiece must be the exact amount due in accordance with the applicable rate category and associated criteria such as weight, shape, and zone or another amount permitted by applicable mailing standards to qualify for work-sharing or volume discounts. Payment options vary by provider and product category. Contact provider for authorized USPS payment options.

[Delete 4.7.2, 4.7.3, and 4.8.1. Renumber 4.8.2 as new 4.3.2 and revise to read as follows:]

4.3.2 Legibility of Postage

Postage indicia must be legible, i.e., readable by Postal Service personnel and mail processing equipment. Illegible or unreadable (unscannable) indicia are not acceptable as payment of postage. Reflectance measurements of the indicia and the background material must meet the standards in 708.4.0.

[Renumber 4.8.3 as new 4.3.3 and revise to read as follows:]

4.3.3 Placement of Postage

Mailers must print or apply indicia in the upper right corner of the envelope or address label. Mailers must meet the following additional standards when placing indicia on mail pieces.

a. Position indicia at least 1/4 inch from the right edge of the mailpiece and 1/4 inch from the top edge of the mailpiece.

b. Do not allow the indicia to infringe on the areas reserved for the FIM, POSTNET barcode, or optical character reader (OCR) clear zone.

c. Orient indicia with the longest dimension parallel to the address.

d. When a FIM is printed with the indicia, position the FIM according to standards in 708.9.0.

e. If there is a need to place multiple indicia on an envelope (e.g., for redate or postage correction) the indicia must not overlap each other. Overlapping indicia are not acceptable as payment of postage.

[Delete 4.8.4 through 4.8.6 and 4.8.8 through 4.8.11. Renumber 4.8.7 as 4.3.4 and revise to read as follows:]

4.3.4 Postal Markings

Indicia are comprised of human readable information. Information Based Indicia (IBI) also contain machine readable information that identifies the postage evidencing system, postage payment information and mail service requested. There are particular data sets associated with different types of indicia depending on the product and the type of mailing. Indicia may include postal markings related to the class of mail and presort level and an ancillary service endorsement. All words must be legible and in bold capital letters at least 1/4 inch high or 18-point type. See 202.3.0 for standards on markings, and 202.4.0 for placing ancillary service endorsements on letter-size mailpieces. See 302.2.0 and 302.3.0 for corresponding standards for flat- size mailpieces; see 402.2.0 and 402.3.0 for parcels.

[Add new 4.3.5 to read as follows:]

4.3.5 Refund Procedures

Refund procedures for unused printed postage, postage purchased but not printed, and postage lost due to postage evidencing system failure varies by product category. See 604.10.0 for refund procedures.

[Renumber 4.9 as 4.4, with revisions as noted per item, to read as follows:]

4.4 Special Indicia

[Combine 4.9.1 and 4.9.2 and renumber as 4.4.1. Revise title and text of 4.4.1 to read as follows:]

4.4.1 Date and Postage Corrections

Mailers may print a date correction or additional postage indicium directly on the mailpiece or on a USPS-approved label under the following conditions:

a. A date correction indicium is required for any mailpiece not deposited by the date of mailing in the indicium. Only one date correction indicium is permitted on a mailpiece.

b. Indicia for additional postage on shortpaid mailpieces must equal the total amount of required postage.

[Delete 4.9.3 and renumber 4.9.4 as 4.4.2. Revise 4.4.2 to read as follows:]

4.4.2 Reply Postage

Mailers may use indicia generated by any postage evidencing system to prepay reply postage on Express Mail, on Priority Mail when the rate is the same for all zones, on

First-Class Mail, and on single-piece rate Media Mail and Library Mail under the following conditions:

a. The postage amount must be sufficient to prepay the full postage due.

b. Print indicia directly on the mailpiece or on a label, and place indicia under 4.3.3.

c. Indicia used to prepay reply postage must not show the date.

d. Pre-address the mailpiece for return to the authorized user only.

e. Print the words "NO POSTAGE STAMP NECESSARY POSTAGE HAS BEEN PREPAID BY" directly above the address

f. Mailers may use FIM A on barcoded letter-size First- Class Mail reply mail except when using PC Postage.

g. When using PC Postage, mailers must use FIM D for prepaid reply mail when the indicium is printed directly on the mailpiece.

h. The address side must be as described in this section and shown in the illustration below. Nothing may be added except a return address, FIM, or barcode.

[Renumber 4.9.5 as 4.4.3.and 4.10 as 4.5 to read as follows:]

4.5 Mailings

[Renumber 4.8.12 as 4.5.1 and 4.8.13 as 4.5.2 and revise to read as follows:]

4.5.1 Mailing Date Format

The mailing date in meter indicia must meet the format standards in this section. The year must be represented by all four digits or by the last two digits. Mailers may print the indicia directly onto mailpieces or onto separate labels or tape affixed to mailpieces. The mailing date format used in the indicia is also subject to the following conditions.

a. Complete Date. Mailers must use a complete date for the following:

1. All First-Class Mail, Priority Mail, and Express Mail pieces.

2. All mailpieces with Insured Mail, COD, or Special Handling service.

3. All mailpieces prepared with the indicia printed on nonadhesive paper (e.g., computer printer paper) and affixed to the mailpiece or used as part of an insert in a window envelope.

b. Month and Year. Mailers may use a complete date or a mailing date consisting solely of the month and year in the indicia only for Standard Mail and Package Services pieces.

c. No Date. Mailers must use indicia with no mailing date for prepaid metered reply postage. As an option, mailers may use indicia with no mailing date for Standard Mail and Package Services pieces not subject to 4.5.2a.

4.5.2 Mailing Date Accuracy and Mailing Periods

The date or period when mailers may deposit or present metered mail for mailing is controlled by the mailing date in the indicia under the following conditions.

a. Complete Date. Mailpieces bearing a complete date in the indicia must be deposited or presented on that date, except that pieces entered after the day's last scheduled collection from the Post Office or collection box may bear the actual date of entry or the date of the next scheduled collection from the Post Office or collection box. When authorized by USPS, presort mail accepted after midnight may bear the previous day's date. If the mailer knows that the mail is not to be deposited or presented on the date in the indicia, the mailer must use a date correction indicium under 4.4.1.

b. Month and Year. Mailpieces bearing only the month and year in the indicia may be deposited or presented for mailing on any day during the month shown in the indicia and through the third day of the following month.

c. No Date. Mailpieces bearing no date in the indicia may be deposited or presented for mailing on any date.

[Delete 4.10.1 through 4.10.3. Renumber 4.10.4 as 4.5.3 and revise to read as follows:]

4.5.3 Deposit of Mail

Mailers must deposit or enter mailpieces with metered or PC Postage indicia according to the following conditions.

a. Mailers may deposit Express Mail, flat-rate Priority Mail, single-piece rate First-Class Mail, single-piece rate Media Mail, and single-piece rate Library Mail items with metered or PC Postage indicia at any postal facility, preferably within the area of the customer's local Post Office.

b. Mailers must deposit all mail not specified in item a at the authorized mailing office (for presort rate mail) or at a postal facility within the ZIP Code shown in the indicia.

c. Mailers also may drop ship metered mail according to standards in 705.17.

[Renumber old 4.10.5 as 4.5.4 and 4.11 as 4.6. Revise title and text of 4.6 to read as follows:]

4.6 Authorization to Produce and Distribute Postage Evidencing Systems

Title 39, Code of Federal Regulations, part 501, contains information concerning authorization to produce and distribute postage evidencing systems. Additional information may be obtained from the manager, Postage Technology Management, USPS Headquarters (see 608.8.0 for address).

[Delete 5.0.]

* * * * *

— Postage Technology Management,
Product Development, 9-29-05