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FIELD INFORMATION KIT
Standardized Procedures for "Notice Left" Mail
To provide better customer service and operational efficiency, the Postal Service™ has standardized the "Notice Left"
operations for PS Form 3849, Delivery Notice/Reminder/Receipt, which applies to all ordinary parcels, accountable
mail, and other Extra Services mailpieces. This standardization
establishes a uniform process nationwide for when Postal
Service employees must prepare and use PS Form 3849 for
unsuccessful delivery attempts.
PS Form 3849, commonly referred to as a "Notice Left," is
used when a mailpiece cannot be delivered when attempted by
a Postal Service employee because no one is available to
accept delivery. Adopting a standardized process nationwide
affords mailers the ability to accurately inform their customers
of when the Postal Service will make second notice attempts or
will return an article to the sender.
The standardized procedures also are detailed in a new
Work Instruction document (provided separately to field
offices) and in Postal Operations Manual (POM) sections
617.3, 619.25, and 812.42 (see pages 13-15 of this issue).
This information kit is designed to inform Postal Service
employees about the new procedures for preparing and using
PS Form 3849 for Notice Left mail. The kit contains the following materials:
• Standup Talk for Retail Employees - Notice Left.
• Standup Talk for Delivery Employees - Notice Left and
Return Guidelines.
• Standup Talk for Back Office Employees - Notice Left.
• Workroom poster entitled "Notice Left and Return
Guidelines."
Standup Talk for Retail Employees - Notice Left
[Please read this stand-up talk to all retail employees (or designated employees) and then post copies on employee bulletin
boards.]
The Postal Service has standardized Notice Left operations
for PS Form 3849, Delivery Notice/Reminder/Receipt, which
affects all ordinary parcels, accountable mail, and other Extra
Services mailpieces. The Postal Service uses PS Form 3849
when a delivery cannot be made because no one is available
to accept the item. This nationwide standardization of the
Notice Left process provides better customer service and
operational efficiency for the Postal Service.
What do you need to do?
• Review the dates on articles daily to determine when a
second attempt or notice is required, or if the article
needs to be returned to sender.
• Watch for redelivery requests that may be received
through My Post Office, by customer request, or by telephone. Retrieve the items and process as requested.
• Ensure that items are stored in the designated Notice
Left area.
• When a customer arrives to pick up an item:
1. Ask for and review the PS Form 3849 and, if applicable, appropriate identification from the customer. If
the customer does not have the PS Form 3849, ask
for and review appropriate identification from the customer and then fill out another PS Form 3849 for the
item.
2. Obtain the customer's signature, if applicable.
3. Scan the delivered item, if applicable.
4. Store PS Form 3849 in the designated area.
What to avoid?
• Items not labeled with an employee's initials and date of
attempted delivery. Ensure that all items are labeled correctly before they are stored for pickup.
• Items held longer than the type of service allows and
guidelines require. Review articles daily to ensure that
required second attempts are made and notices are
issued or that items are returned as required.
Defining the processes to be followed after the initial
attempt to deliver an article is just another way we are transforming our products and services to better meet the needs of
our customers.
Please refer to the Work Instruction (provided separately to
field offices) or your POM for specific retail acceptance details
and general information about the Notice Left operation.
Standup Talk for Delivery Employees - Notice
Left and Return Guidelines
[Please read this stand-up talk to all delivery employees and
then post copies on employee bulletin boards.]
The Postal Service has standardized Notice Left operations
for PS Form 3849, Delivery Notice/Reminder/Receipt, and has
provided return guidelines that affect all ordinary parcels,
accountable mail, and other Extra Services mailpieces. The
Postal Service uses PS Form 3849 when a delivery cannot be
made because no one is available to accept the item. It is very
important that PS Form 3849 be filled out completely and
accurately. This nationwide standardization of the Notice Left
process provides better customer service and operational efficiency for the Postal Service.
What do you need to do?
• When the customer is not available to receive an item at
the first attempted delivery, fill out and leave PS Form
3849 to notify the customer of the attempted delivery.
Someone normally available to receive parcel: If an
ordinary parcel or unnumbered insured parcel cannot be
delivered on the first attempt, make a second delivery attempt the next working day. If the item is not delivered
after the second attempt, leave a PS Form 3849 at the
address showing that the parcel is being held awaiting
call.
• Ensure that each item attempted is endorsed near the
address with the date and the delivery employee's
initials.
• Perform any required scans, if applicable.
• Return any attempted articles to the designated
employee or designated storage area.
Note: Insure articles are filed as outlined in POM 619.251.
What to avoid?
• Poorly marked packages. It is important that the
attempted date be noted clearly near the address of the
article to ensure that a follow-up attempt can be made in
a timely manner.
• Incomplete PS Form 3849. When filling out PS Form
3849, it is important to fill in all required blanks and date
the form.
Remember:
• Back office personnel must review each attempted
article to ensure that second attempts or notices are
made and that items are returned when required. This
can be done only when the attempted notices are filled
out correctly.
• When unable to complete delivery, place PS Form 3849
in the customer's mail receptacle.
Please refer to the Work Instruction (provided separately to
field offices) or your POM for specific details and general information about the Notice Left operation.
Standup Talk for Back Office Employees -
Notice Left
[Please read this stand-up talk to all back office employees (or
designated employees) and then post copies on employee
bulletin boards.]
The Postal Service has standardized Notice Left operations
for PS Form 3849, Delivery Notice/Reminder/Receipt, which
affects all ordinary parcels, accountable mail, and other Extra
Services mailpieces. The Postal Service uses PS Form 3849
when a delivery cannot be made because no one is available
to accept the item. This nationwide standardization of the Notice Left process provides better customer service and operational efficiency for the Postal Service.
What do you need to do?
• Review dates on articles daily to determine if a second
attempt or notice is required, or if the article needs to be
returned to sender.
• Watch for redelivery requests that may be received
through My Post Office, by customer request, or by telephone. Retrieve the items and process as requested.
• Ensure that items are stored in the designated Notice
Left area.
• When a customer arrives to pick up an item:
1. Ask for and review the PS Form 3849 and, if applicable, appropriate identification from the customer. If
the customer does not have the PS Form 3849, ask
for and review appropriate identification from the customer and then fill out another PS Form 3849 for the
item.
2. Obtain the customer's signature, if applicable.
3. Scan the delivered item, if applicable.
4. Store PS Form 3849 in the designated area.
What to avoid?
• Items not labeled with an employee's initials and date of
attempted delivery. Please ensure that all items are
labeled correctly before they are stored for pickup.
• Items held longer than the type of service allows and
guidelines require. Review articles daily to ensure that
required second attempts and notices are issued or that
items are returned as required.
• Items not filed correctly. Check items to ensure that they
are stored in the proper area for efficient handling as
outlined in POM 619.251.
Please refer to the Work Instruction (provided separately to
field offices) or your POM for specific retail acceptance details
and general information about the Notice Left operation.
[D-Link]
— Customer Service Support,
Delivery and Retail, 9-14-06
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