Effective January 21, 2018, the Postal Service™ will revise Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM®), parts 503, 507, 508, 604, 609, and the Index, with the following changes:
n Expand the availability of Hold For Pickup service combined with Collect on Delivery (COD) when purchased at USPS® Retail Post Office™ locations,
n Correct minor omissions made in January 2017 pertaining to COD service, and
n Correct minor omissions from prior edits to the Forms Glossary.
Currently, only Priority Mail Express® COD Hold For Pickup service is available at Retail Post Office locations, and Hold For Pickup service combined with COD is only available only to commercial mailers who meet the applicable mailing standards. This expansion will provide mailers of COD items with additional access points to combine Hold For Pickup service with these shipments. Additionally, technological advancements have made it possible to convert to a single-ply COD Hold For Pickup label. Note that there is no change to the current multi-ply PS Form 3816, COD, or its use to obtain traditional street delivery of COD items.
Post Office locations using Retail System Software (RSS) will print the applicable single-ply barcoded COD Hold For Pickup label onsite. For customers mailing at non-RSS locations, a new single-ply barcoded Label 3816, COD Hold For Pickup, will be available.
Commercial mailers may take advantage of the single-ply COD Hold For Pickup label format when meeting the applicable mailing standards and including the necessary information in the related shipping services file transmitted to USPS.
By expanding the availability of Hold For Pickup service for COD shipments, the Postal Service expects to reduce the amount of re-handling that results from failed first delivery attempts due to the recipient not being available, or not having the COD funds readily available, during deliveries to a street address or Post Office box. The Hold For Pickup option for COD shipments allows the sender to designate a convenient Post Office pickup location so that the recipient can pay for and obtain the COD shipment at a secure location. The recipient will be notified when the item is available for pick up through email or text-based services. If the recipient is unable to pick up the item, he or she can contact the pick-up location to designate another delivery option.
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
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4.0 Insured Mail
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4.1.1 Additional Insurance — Priority Mail Express
[Revise the text of 4.1.1 to read as follows:]
Additional insurance, up to a maximum coverage of $5,000.00, may be purchased for merchandise valued at more than $100.00 sent by Priority Mail Express. The additional insurance fee is in addition to postage and other fees. See Notice 123 — Price List. The insurance fee is entered in the block marked “Insurance” on the mailing label. If the label does not contain this block, the mailer uses the “COD” block by crossing out “COD,” writing “INS” to the right, and entering the fee for the requested coverage. Coverage is limited to the actual value of the contents, regardless of the fee paid, or the highest insurance value increment for which the fee is fully paid, whichever is lower. When “signature required” service is not requested or when “waiver of signature” is requested, additional insurance is not available.
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9.0 Collect on Delivery (COD)
9.1 Basic Standards
9.1.1 Description
[Add a new last sentence to 9.1.1 to read as follows:]
***Hold For Pickup service is available with COD as provided under 507.3 and allows COD mailpieces to be held at a designated Post Office location for pick up by a specified addressee or designee.
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9.1.7 Identifying Number
[Revise the text of 9.1.7 to read as follows:]
Each COD article is identified by a number on each section of PS Form 3816 or on an authorized COD Hold For Pickup single-ply barcoded shipping label. When COD is used with Priority Mail Express, Registered Mail, or a separate barcoded COD shipping label (under 1.7), the mailer must place both the label and the COD form on the front of the article. The Priority Mail Express article number or the Registered Mail number is used for delivery receipt and indemnity claims.
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9.2 Forms
[Revise the title and the first and third sentences of 9.2.1 to read as follows:]
9.2.1 PS Form 3816
Except when using a USPS-authorized COD Hold For Pickup single-ply barcoded shipping label which requires additional data to be provided to USPS electronically, the mailer must securely affix a completed PS Form 3816 to each article (retail version, see Forms and Publications at pe.usps.gov). ***When a mailer uses PS Form 3816 or a USPS-authorized COD Hold For Pickup single-ply barcoded shipping label that does not provide detachable second and third copies, PS Form 3877 (firm sheets) or a USPS-approved privately printed version may be used as provided under 1.10.***
[Revise the title and text of 9.2.2 to read as follows:]
9.2.2 Completing COD Forms and Labels
The COD form or label must show the article number, names, and domestic addresses of the mailer and addressee (for COD Hold For Pickup pieces, see 507.3), amount due mailer, and amount of the money order fee necessary to make remittance. The USPS is not responsible for errors that a mailer makes in stating the charges to be collected. The information required on the COD form or label must be handwritten, typed, or computer-generated in ink. The mailer may not stipulate a specific payment method on the COD form or label.
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507 Mailer Services
1.0 Treatment of Mail
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1.3 Directory Service
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[Revise item a. to read as follows:]
a. Mail with extra services (certified, COD [excluding COD Hold For Pickup mailpieces], registered, special handling — fragile).
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2.0 Forwarding
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2.3 Postage For Forwarding
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2.3.7 Extra Services
[Revise the text of 2.3.7 to read as follows:]
Certified, Collect on Delivery (COD) (excluding COD Hold For Pickup mailpieces), USPS Tracking, insured, registered, Signature Confirmation, Adult Signature, return receipt for merchandise, and special handling — fragile mail is forwarded to a domestic address only without additional extra service fees, subject to the applicable postage charge.
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3.0 Hold For Pickup
[Revise the title of 3.1 to read as follows:]
3.1 Fees and Postage Payment Methods
[Delete the title of 3.1.1 in its entirety and move the text under 3.1. Revise the introductory sentence of new 3.1 to read as follows:]
Hold For Pickup service is available for the products listed under 3.2.2, when postage is paid using any one of the following methods:
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[Revise item d. to read as follows:]
d. USPS-approved Information-Based Indicia (IBI) postage meters when also using an authorized Hold For Pickup label.
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[Add new item f. to read as follows:]
f. Accepted payment methods at retail Post Office locations (for COD Hold For Pickup only).
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[Delete 3.1.2 in its entirety.]
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3.2 Basic Information
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3.2.2 Basic Eligibility
[Revise the introductory text to read as follows:]
Hold For Pickup service is available at retail Post Office locations for Priority Mail Express presented under 113.4.2 or 113.4.3, with or without COD service, First-Class Mail, First-Class Package Service — Retail, USPS Retail Ground, Library Mail, and Media Mail, with COD service, and for Priority Mail Express and Priority Mail using USPS Click-N-Ship. It is also available with commercial mailings of Priority Mail Express presented under 213.4.2 or 213.4.3, Priority Mail, First-Class Package Service — Commercial, Parcel Select Ground, Parcel Select Lightweight, and Bound Printed Matter parcels, when:
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3.3 Preparation Definitions and Instructions
[Revise the introductory text to read as follows:]
When using Hold For Pickup service, except for Priority Mail Express Hold For Pickup with or without COD service, First-Class Mail, First-Class Package Service — Retail, USPS Retail Ground, Library Mail, and Media Mail, with COD service presented at retail Post Office locations, mailers or their agents must prepare mailpieces with the “Hold For Pickup” label as follows:
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[Revise item b. and add new item c. to read as follows:]
b. Affix an address label that has been approved by the National Customer Support Center (NCSC) (see 608.8.1 for address), and includes the name and domestic address of the mailer, the name of the addressee, and the designated Hold For Pickup Post Office address.
c. In addition to the markings defined in 3.0, address labels on a Hold For Pickup mailpiece must meet the technical standards in the Parcel Labeling Guide available on PostalPro at: postalpro.usps.com/parcellabelingguide.
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4.0 Address Correction Services
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4.3 Sender Instruction
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4.3.2 Extra Services
[Revise the first sentence of 4.3.2 to read as follows:]
A change-of-address order to a domestic address covers Certified Mail, COD (excluding COD Hold For Pickup mailpieces), Insured, Registered Mail, Signature Confirmation, Adult Signature services, and return receipt for merchandise mail unless the sender gives other instructions.***
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4.3.4 Holding Mail
[Revise the first sentence of 4.3.4 to read as follows:]
At the sender’s request, the delivery Post Office holds mail, other than Registered Mail, Insured, Certified Mail, COD, Adult Signature, Signature Confirmation, and return receipt for merchandise, for no fewer than 3 days or more than 30 days.***
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5.0 Package Intercept
5.1 Description of Service
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5.1.2 Eligibility
[Revise the first sentence of 5.1.2 to read as follows:]
Except under 5.1.3, Package Intercept service is available for Priority Mail Express, Priority Mail, First-Class Mail, First-Class Package Service — Retail, First-Class Package Service — Commercial, Parcel Select, USPS Retail Ground, Bound Printed Matter, Media Mail, or Library Mail mailpieces with a tracking barcode (excluding COD Hold For Pickup mailpieces), addressed to, from, or between domestic destinations (608.2.0) that do not require a customs declarations label, and measuring not more than 108 inches in length and girth combined.***
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508 Recipient Services
1.0 Recipient Options
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1.1.7 Priority Mail Express and Accountable Mail
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[Revise item f. to read as follows:]
f. A notice is provided to the addressee for a mailpiece that cannot be delivered. If the piece is not called for or redelivery is not requested, the piece is returned to the sender after 15 days (5 days for Priority Mail Express, 10 days for COD), unless the sender specifies fewer days on the piece.
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1.8 Commercial Mail Receiving Agencies
1.8.1 Procedures
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[Revise the first sentence of item d. to read as follows:]
d. A CMRA is authorized to accept the following accountable mail from their customers for mailing at the Post Office: insured, Priority Mail Express, Certified Mail, COD (excluding COD Hold For Pickup), USPS Tracking, and Signature Confirmation mail.***
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7.0 Premium Forwarding Services
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7.3. Premium Forwarding Service Commercial
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7.3.3 Conditions
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[Revise item g. to read as follows:]
g. Priority Mail Express or mailpieces with USPS Tracking, Certified Mail, COD (excluding COD Hold For Pickup mailpieces unless they are being returned to the sender or authorized PFS-Commercial customer), insurance, Signature Confirmation, or Adult Signature are shipped to the destination delivery office Postmaster separately, for proper handling.
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600 Basic Standards For All Mailing Services
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604 Postage Payment Methods and Refunds
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11.0 Postage Due Weight Averaging Program
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11.1.3 Quality Control
[Revise the first sentence of 11.1.3 to read as follows:]
PDWA customers may elect to establish a quality control program to ensure that all missorted and accountable mail (including Certified Mail, Collect on Delivery [COD], return receipt for merchandise, USPS Tracking, Adult Signature, and Signature Confirmation) is identified and returned to the servicing Post Office prior to being opened.***
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609 Filing Indemnity Claims for Loss or Damage
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3.0 Providing Evidence of Insurance and Value
3.1 Evidence of Insurance
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[Revise item a. to read as follows:]
a. The original mailing receipt issued at the time of mailing (Registered Mail must contain a USPS postmark). For insured and COD mail, a photocopy of the original mailing receipt is acceptable.
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Index and Appendices
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Forms Glossary
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[Revise the definition for 3813 and 3813-P to read as follows:]
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3813 Insured Mail Receipt Under $500.00
3813-P Insured Mail Receipt Over $500.00
[Delete the ID and definition of 3816-AS and add new LAB3816 to read as follows:]
LAB3816 COD Hold For Pickup Label (only for manual Post Office acceptance)
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We will incorporate these revisions into the January update of the online DMM, which is available via Postal Explorer® at pe.usps.com.
— Product Classification, Marketing, 1-4-18
