Effective May 4, 2020, the Postal Service™ will revise Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM®), section 608.4.0, to reinsert the standards regarding philatelic services.
As part of a DMM streamlining initiative in July 2014, the Postal Service deleted standards provided in section 608.4.0, “Philatelic (Stamp Collecting) Services,” and intended to relocate the information to the Code of Federal Regulations (39 CFR Part 123). This relocation never occurred. As a result, the Postal Service has decided to reinsert the philatelic services standards in section 608.4.0.
Although the Postal Service will not publish these revisions in the DMM until May 4, 2020, the standards are effective immediately.
Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM)
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600 Basic Standards For All Mailing Services
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608 Postal Information and Resources
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4.0 Philatelic (Stamp Collecting) Services
[Revise the text of 608.4.0 to read as follows:]
4.1 Basic Standards
4.1.1 Philatelic Policy
A single national USPS policy governs postage stamps and postal stationery, including their release, sale, and discontinuance.
4.1.2 Stamp Subjects
The public may propose subjects for commemorative postage stamps and postal stationery through correspondence to the Citizens’ Stamp Advisory Committee (see 8.1 for address). The Committee reviews suggestions and makes recommendations to the Postmaster General, who chooses the final selections.
4.1.3 Philatelic Availability
Stamps, postal stationery, and philatelic products are sold at various types of postal retail facilities. Post Offices establish special temporary retail stations to provide philatelic services and to sell commemorative stamps and philatelic products at activities of significant public or philatelic interest. The postmaster may authorize temporary philatelic stations. Under specific circumstances, USPS may limit or set conditions on the purchase of stamps and other forms of postage or postal stationery.
4.1.4 Philatelic Mail Orders
Mail orders for postage stamps and other philatelic items must be directed to Stamp Fulfillment Services (see 8.1 for address). Post Offices do not fill mail orders for stamps and other philatelic items other than orders under the stamps-by-mail program and for locally precanceled stamps. Customers must provide a self-addressed stamped envelope for the return of precanceled stamps.
4.1.5 Philatelic Postmarking
Postmarking for philatelic (stamp collecting) purposes is provided at the request of collectors or cover servicers. The Postal Operations Manual contains USPS policy on philatelic postmarking, including cancellation devices, types of postmarks or cancellations, first-day covers, and service conditions.
4.2 Special Cancellations
4.2.1 Description of Special Cancellations
Special cancellations are inkjet cancellations in which a caption publicizing an event is used to cancel mail. Special cancellations may be used only in Post Offices with at least 190 revenue units for canceling large volumes of mail. Special cancellations are authorized only if the scheduled observance is for a national purpose for which Congress has made an appropriation, or is of general public interest and importance. Special cancellations are approved for a definite period not to exceed 6 months, and must not be conducted for private gain or profit.
4.2.2 Prohibitions for Special Cancellations
Special cancellations are not authorized for the following:
a. Events of interest primarily to a particular local group.
b. Fraternal, political, religious, service, commercial, or trade organizations.
c. Campaigns or events promoting the sale or use of private products or services.
d. Idea or slogan promotions not directly connected with the event of general public interest and importance.
e. Post Office anniversaries.
f. Recruitment programs.
g. Events that occur when all canceling machines in the Post Office are scheduled for other special cancellations.
4.2.3 Applying to Use Special Cancellations
To apply to use special cancellations, sponsors must submit a written letter of request, on the requesting organization‘s letterhead, to the manager, Strategic Communications (see 8.1 for address) at least 4 months before the special cancellation will be used. The letter must include the following information:
a. The name, address, and telephone number of the sponsor.
b. Advance promotional materials that include a complete description and schedule of the event.
c. Evidence that the event is not conducted for private gain or profit.
d. The wording of the special cancellation must be standardized and approved by the sponsor’s national headquarters. The following provisions also apply:
1. Space available for the wording is limited to three lines of not more than 20 letters, numbers, or spaces each.
2. Illustrations or designs cannot be used.
3. The wording must directly reflect the event to be commemorated.
e. The Post Office name(s) where the cancellation is to be used.
f. The requested time period of use.
4.2.4 Sponsor Payment for Special Cancellations
The sponsor must pay the costs incurred for installing and maintaining the special cancellation.
4.2.5 Time Limit on Use of Special Cancellations
Use of a special cancellation may not exceed 6 months. A special cancellation approved annually is limited to one 60-day period for each year. A request for reuse of recurring annual cancellations must be submitted 4 months before the date the cancellation will be used again. For national cancellations, the national sponsor may submit a single request.
4.2.6 Revocation of Special Cancellations
USPS may curtail or revoke the use of any special cancellation when it is necessary to use special postmarking for USPS purposes.
4.2.7 Information about Special Cancellations
The Postal Operations Manual contains more information about special cancellations.
4.2.8 Mail Submitted for Special Cancellations
Mailers must affix First-Class Mail postage to mail that they want canceled with a special cancellation. The following requirements also apply:
a. The mail must bear a complete address.
b. Stamps issued by foreign countries are not permitted on the mail.
c. Mail bearing the special cancellation will not be enclosed in another envelope for return even if the customer provides a postage-paid envelope.
d. Damaged envelopes canceled with a special cancellation are not replaced.
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8.0 USPS Contact Information
8.1 Postal Service
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[Add a new USPS contact alphabetically in 608.8.1 to read as follows:]
Strategic Communications
US Postal Service
475 L’Enfant Plz SW
Washington DC 20260-3100
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The Postal Service will incorporate these revisions into the next edition of the online DMM, which is available via Postal Explorer® at pe.usps.com.
— Product Classification, Marketing, 3-26-20
