Effective immediately, mailers using privately printed COD PS Form 3816-AS must also include PS Form 3877, Firm Mailing Book for Accountable Mail (or USPS®-approved facsimile), in duplicate, when presenting COD items for mailing in order to obtain a mailing receipt and provide a copy to the origin Post Office™. Currently, some customers who use a privately printed PS Form 3816-AS are not routinely including a PS Form 3877 in duplicate, at the time of the COD mailing.
The duplicate PS Form 3877, when used in combination with PS Form 3816-AS, serves as both the mailer’s copy and the mailing Post Office copy, in lieu of copy 3 and copy 4 of the USPS-provided PS Form 3816. Mailers must retain their copy of PS Form 3877 as a mailing receipt. The mailing Post Office will maintain the additional copy of the PS Form 3877 for Postal Service™ records for two years.
This process ensures that customers using privately printed COD labels have the proper documentation in the event of an indemnity claim for a COD item. The mailing receipt provides evidence of value and the insurance coverage required for such claims. The Postal Service must be able to reconcile the payments for postage and fees paid on a COD item to consider the customer’s request for reimbursement. PS Form 3877 ensures the customer has proper documentation and the claim request is not delayed.
Failure to use a PS Form 3877 (in duplicate) in conjunction with a privately printed PS Form 3816-AS at the time of mailing may result in the denial of a claim due to the lack of a postmarked original mailing receipt.
— Shipping Products Development,
New Products & Innovation, 1-10-13
