Effective January 17, 2016, the Postal Service™ will revise Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM®), part 503, to incorporate new standards for domestic Certificates of Mailing.
The standards will include the conversion date of June 2, 2017, for mailers using current USPS®-approved PS Form 3877, Firm Mailing Book for Accountable Mail, facsimiles in lieu of PS Form 3665, Certificate of Mailing — Firm (Domestic), and PS Form 3606, Certificate of Bulk Mailing — International, facsimiles in lieu of PS Form 3606-D, Certificate of Bulk Mailing — Domestic; centralizing the USPS approval of facsimile Certificate of Mailing forms to simplify the current process; and clarifications to the standards required for Certificate of Mailing facsimiles to ensure consistency for all users of this service.
Although this revision will not be published in the DMM until January 17, 2016, these standards are effective immediately.
Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM)
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500 Additional Mailing Services
503 Extra and Additional Services
1.0 Basic Standards for All Extra Services
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1.7 Forms and Labels
1.7.1 Retail Forms and Labels
[Revise the text of 1.7.1 to read as follows:]
When purchasing extra services, mailers must use USPS-provided retail PS Forms or Labels (see forms at http://pe.usps.gov/), or use USPS-approved privately printed forms or labels or barcoded shipping labels under 1.7.2, or under 5.0 for Certificate of Mailing forms.
1.7.2 Privately Printed Forms or Labels
[Revise the first and second sentence of 1.7.2 to read as follows:]
Except for Certificate of Mailing service using privately printed forms (i.e., facsimiles) as provided under 5.0, if authorized, a mailer may use privately printed extra service forms and labels for domestic mail only, if the forms and labels are nearly identical in design elements and color to the USPS form, with an Intelligent Mail package barcode (IMpb) and human-readable numbers that meet USPS specifications in 708.5.0. Prior to use, mailers must send samples of their privately printed form to the National Customer Support Center (NCSC) for review and approval (see 608.8.0 for address and PS Form 5052 for details).***
1.7.3 Intelligent Mail Package Barcodes
[Revise the text of 1.7.3 to read as follows:]
Items for which extra services are added must bear a correct Intelligent Mail package barcode (IMpb).
1.7.4 Acceptance
[Revise the text of 1.7.4 to read as follows:]
Mailers who use the electronic option or print their own labels must submit a copy of their original PS Form 3152 with their first mailing. Mailers should keep the certification form on file. If requested by the USPS after the first mailing, the form must be presented within 24 hours. Mailers who wish to obtain an electronic entry scan must submit either PS Form 3152 or PS Form 5630 with each mailing, to include the electronic file number associated with that mailing. The electronic file number on the form must be in either a barcode format (preferred) or written on the form. Mailers of single-piece price mail, with postage affixed using the electronic option price, are not required to submit PS Form 3152.
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1.10 Receipts
[Revise the text of 1.10 to read as follows:]
Except for domestic certificates of mailing under 5.0, the mailer receives a USPS sales receipt and the postmarked (round-dated) extra service form for services purchased at retail channels. The mailer must provide the receipt when submitting an insurance claim or filing an inquiry. For articles mailed via PC Postage or other online services, the mailer may access a computer printout online that identifies the applicable extra service number, total postage paid, insurance fee amount, declared value, declared mailing date, origin ZIP Code, and delivery ZIP Code. For three or more pieces with extra or accountable services (including international Certificate of Mailing) presented for mailing at one time, the mailer uses PS Form 3877 (firm sheet) or USPS-approved privately printed firm sheets (see 1.7.2) in lieu of the receipt portion of the individual form. All entries made on firm sheets must be computer-generated or made by typewriter, ink, or ballpoint pen. Alterations must be initialed by the mailer and accepting employee. Obliterate all unused portions of the addressee column with a diagonal line. USPS-approved privately printed firm sheets that contain the same information as PS Form 3877 may be approved by the local Postmaster or manager, Business Mail Entry. The mailer may omit columns from privately printed PS Form 3877 that are not applicable to extra service requested. If the mailer wants the firm sheets receipted by the USPS (postmarked), the mailer must present the firm sheets with the articles to be mailed at a Post Office. The postmarked firm sheets become the mailer’s receipts. For Registered Mail and COD, the mailer submits the forms in duplicate and receives one copy as a mailing receipt after the entries are verified by the postal employee accepting the mailing. Except for Registered Mail and COD items, the USPS keeps no mailing records for mailpieces bearing extra services.
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5.0 Certificates of Mailing
5.1 Basic Standards
5.1.1 Description — Individual Pieces
[Revise the text of 5.1.1 to read as follows:]
Certificates of Mailing are subject to the applicable basic standards in 1.0; see 1.4 for eligible matter. Certificates of Mailing (PS Form 3817 and PS Form 3665 (firm sheet), including USPS-approved privately printed versions as provided under 5.1.8) may be presented only at the time of mailing and provide evidence that individual mailpieces have been presented to the USPS for mailing. Certificates of Mailing do not provide a record of delivery, and the Postal Service does not retain copies of either form. PS Form 3817 is available for fewer than three individual pieces, presented at one time at a retail Post Office, station, or branch. PS Form 3665 (firm sheet) is available for three or more pieces, as limited in 5.1.7. Each individual PS Form 3817 or each sheet of the PS Form 3665 (firm sheet) (or USPS-approved privately printed form) is postmarked (round-dated) at the time of mailing; the form(s) are then returned to the mailer and become the mailer's receipt.
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5.1.3 Mailer Preparation
[Revise the text of 5.1.3 to read as follows:]
A Certificate of Mailing form must be completed by the mailer and all entries must be typed or printed in ink, by ballpoint pen, or computer-generated. Alterations must be initialed by the mailer and acceptance employee. Mailers must obliterate all unused portions of the addressee column with a diagonal line. The postmarked form or firm sheets becomes the mailer’s receipt. Certificate of Mailing forms must show the names and addresses of the sender and addressee(s) and may show the amount of postage paid. The mailer may also place identifying invoice or order numbers on the certificate as a reference. When the number of articles presented justifies such action, the mailer must comply with these standards:
a. When the mailer requests the maximum of two individual certificates (PS Form 3817) at the same time, the forms must be affixed by the stub to the pieces.
b. When the mailer describes and lists three or more individual pieces on PS Form 3665 (firm sheet) or a USPS-approved privately printed form, but does not present the pieces in the order shown on the sheets, the mailer must consecutively number each entry line on the sheet and lightly number each piece to show both the corresponding sheet and line number.
c. When the number of articles presented exceeds the allotted space on the form, use multiple sheets, and in the provided blank spaces in the lower left of the form, number them consecutively to show sheet number and total number of sheets (such as “Page 1 of 4,” “Page 2 of 4,” etc.).
[Delete 5.1.4, Card—Firm — Three or More Pieces, in its entirety and renumber 5.1.5 and 5.16 as 5.1.4 and 5.1.5.]
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[Insert new 5.1.6 and 5.1.7 to read as follows:]
5.1.6 Acceptance
Certificate of Mailing PS Form 3665 (including USPS-approved privately printed versions) with mailings of fewer than 50 pieces and less than 50 pounds of corresponding articles presented at one time must be presented to a retail Post Office, station, or branch. Certificate of Mailing PS Form 3665 (including USPS-approved privately printed versions) with mailings of at least 50 pieces or 50 pounds of corresponding articles presented at one time must be presented to a Post Office business mail entry unit (BMEU) or authorized detached mail unit (DMU).
5.1.7 Privately Printed Forms
If authorized, a mailer may use privately printed Certificate of Mailing forms (i.e., facsimiles) for domestic mail only, if the forms are nearly identical in design elements and color to the applicable USPS form. Prior to use, mailers must send a sample of their privately printed form to com_facsimile@usps.gov for review and approval. Mailers may use their current USPS-approved privately printed PS Form 3877 firm sheets as a domestic Certificate of Mailing, in lieu of the PS Form 3665, until Friday, June 2, 2017.
5.2 Other Bulk Quantities — Certificate of Bulk Mailing
5.2.1 Description
[Revise the text of 5.2.1 to read as follows:]
Certificate of Bulk Mailing is subject to the applicable basic standards in 1.0; see 1.4 for eligible matter. PS Form 3606-D, or USPS-approved privately printed forms of PS Form 3606-D as provided under 5.1.8, may be presented only at the time of mailing and is used to specify only the number of identical-weight pieces mailed; it does not provide evidence that a piece was mailed to a particular address. Each PS Form 3606-D is postmarked (round-dated) at the time the mailing is presented and is returned to the mailer as their receipt. Certificate of Bulk Mailing service does not provide a record of delivery and the Postal Service does not retain any copies of PS Form 3606-D. PS Form 3606-D cannot be used as a Certificate of Mailing of individual mailpieces or itemized lists. Mailers may use their current USPS-approved privately printed PS Form 3606 as a domestic Certificate of Bulk Mailing in lieu of the PS Form 3606-D until Friday, June 2, 2017.
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[Insert new 5.2.3 to read as follows:]
5.2.3 Acceptance
Certificate of Bulk Mailing PS Form 3606-D (including USPS-approved facsimiles) with identical-weight mailings of fewer than 50 pieces and less than 50 pounds must be presented at any retail Post Office, station, or branch. Certificate of Bulk Mailing PS Form 3606-D (including USPS-approved facsimiles) with identical-weight mailings of at least 50 pieces or 50 pounds must be presented to a Post Office business mail entry unit (BMEU) or authorized detached mail unit (DMU).
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We will incorporate these revisions into the April update of the online DMM, which is available via Postal Explorer® at http://pe.usps.com.
— Product Classification,
Pricing, 12-24-15
