Effective September 3, 2013, the Postal Service™ will revise Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM®) 503.13 to clarify and simplify standards relating to the approval process for privately printed PS Form 3816-AS, Collect on Delivery (COD), and for the use of PS Form 3877, Firm Mailing Book for Accountable Mail, (firm sheets) when used in conjunction with PS Form 3816-AS.
This revision clarifies the approval process for mailers wishing to use privately-printed PS Form 3816-AS. In the past, three sample forms were provided by the mailer to the manager, business mail entry, for format review by the mailpiece design analyst. Once approved, additional preproduction samples were sent to the National Customer Service Center (NCSC) for barcode review and approval. With this revision, preproduction forms are submitted directly to the NCSC for approval.
When mailers present three or more COD pieces at one time, they have the option to use USPS-approved privately printed PS Form 3816-AS in a 5-ply or 3-ply format. When using the 3-ply version, mailers also use PS Form 3877 (firm sheet), or a USPS-approved facsimile, in duplicate, to serve as both the mailing receipt and the Post Office™ copy. By using the PS Form 3816-AS in conjunction with the PS Form 3877, mailers can meet the standards for the privately printed forms, which are considered nearly identical to the postal provided forms (PS Form 3816); otherwise, they do not and mailers would not be able to provide adequate proof of mailing in the event an indemnity claim is filed for loss or damage of the article.
Although these revisions will not be incorporated into the DMM until September 3, 2013, mailers may use these new standards immediately.
Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM)
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500 Additional Mailing Services
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503 Extra Services
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12.0 Collection on Delivery (COD)
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12.3 Forms
12.3.1 Form 3816
[Revise the second sentence of 12.3.1, and add a new third sentence as follows:]
***If more than three articles are sent at a time, the mailer may use a privately printed PS Form 3816-AS in a 5-ply or 3-ply format. If the PS Form 3816-AS does not provide detachable second and third copies, mailers must use PS Form 3877 (or USPS approved facsimile) in conjunction with the PS Form 3816-AS as provided in 12.3.2.
12.3.2 Privately Printed Form 3816-AS
[Revise the text of 12.3.2 as follows:]
If authorized, a mailer may use a privately printed PS Form 3816-AS. The privately printed form must be nearly identical in design and color to Postal Service forms, with COD article numbers that can be read by automated postal equipment. Privately printed forms must include an Intelligent Mail package barcode prepared under 708.5.0, and must retain the human-readable text, label design elements, and color consistent with PS Form 3816. As provided in Publication 199, Intelligent Mail Package Barcode (IMpb) Implementation Guide, available on RIBBS at http://ribbs.usps.gov/, mailers must provide pre-production barcoded COD labels to the National Customer Service Center (NCSC) for format and technical review prior to use. Mailers may use these privately-printed labels upon notice of approval by the NCSC.
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12.4 Mailing
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12.4.5 Receipt
[Revise item 12.4.5 as follows:]
A mailer using PS Form 3816 receives a section of this form as a receipt. If three or more COD articles are presented for mailing at one time, the mailer may use PS Form 3877 (firm sheet) or privately printed firm sheets in conjunction with PS Form 3816. Mailers sending three or more COD articles using privately printed PS Form 3816-AS that do not provide detachable second and third copies must also use PS Form 3877 (firm sheets) or a USPS-approved facsimile in conjunction with PS Form 3816-AS. Privately printed or computer-generated firm sheets that contain the same information as PS Form 3877 may be approved by the local Postmaster or manager, business mail entry. Mailers may omit columns from PS Form 3877 that are not applicable to COD mail. When used, the mailer must submit firm sheets in duplicate and will receive one copy of the postmarked form as a mailing receipt (in lieu of Copy 3 of PS Form 3816 or PS Form 3816-AS) after the entries are verified by the Postal Service employee accepting the mailing. The acceptance Post Office will retain the second copy (in lieu of Copy 4 of PS Form 3816 or PS Form 3816-AS). All entries made on PS Form 3877 or privately-printed firm sheets must be made by typewriter, ink, or ballpoint pen. Alterations must be initialed by the mailer and accepting employee. All unused portions of the addressee column must be obliterated with a diagonal line.
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We will incorporate these revisions into the next update of the online DMM, which is available via Postal Explorer® at http://pe.usps.com.
— Product Classification,
Pricing, 8-8-13
