Facilities leasing and property management

The following documents are required to change the ownership record for a Post Office:

• Recorded Deed
• Certificate of Transfer, completed by the buyer and the seller
• W-9
• Supplier and EFT Enrollment Form (optional)
• Landlord Information Form
• Conflict of Interest Certification Form
• FOR COMPANIES ONLY – Documentation of signing authority, examples include an enabling resolution, partnership agreement, operating agreement, or corporate resolution

Downloadable change of ownership forms are available in the Forms Section.

Completed Change of Ownership packages may be mailed to one of the following addresses:

OR

Not sure which address to use? See the FAQ to find out if your Post Office is assigned to the East or West.

Completed Change of Ownership packages may also be emailed to landlordcontactinfo@usps.gov. The subject line of the email must include the City, State, Zip Code and Facility Identification Number for the subject leased property.

USPS requires written notice when a landlord’s notice or remittance address changes.

A downloadable Change of Address Form is available in the Forms Section.

Completed Change of Address Forms may be mailed to one of the following addresses:

OR

Not sure which address to use? See the FAQ to find out if your Post Office is assigned to the East or West.

Completed Change of Address Forms may also be emailed to landlordcontactinfo@usps.gov. The subject line of the email must include the City, State, Zip Code and Facility Identification Number for the subject leased property.

Rent checks are mailed on the last Thursday of each month. If a check has not been received within 14 days of the date checks are mailed, please use the Contact Form to request reissuance.

Please note: Federal Holidays and high seasonal mail delivery volume can impact how quickly a mailed rent check is received. Delay in receipt can be avoided by enrolling in the free EFT Payment Program.

Tax reimbursements are governed by the Tax Rider specific to each lease. Some general guidance is provided below. Please refer to your lease for details.

The following documents are required to process a request for tax reimbursement:

• Copy of the tax bill (front and back)
• Proof of payment

Requests for reimbursement may be mailed to the following address:

OR

Not sure which address to use? See the FAQ to find out if your Post Office is assigned to the East or West.

Requests for reimbursement may also be emailed to taxreimbursement@usps.gov. The subject line of the email must include the City, State, Zip Code and Facility Identification Number for the subject leased property.

Some common errors that can delay tax reimbursement include:

• Not submitting copies of the front and back of the complete tax bill issued by the taxing authority.
• Submitting an invoice in lieu of a complete tax bill issued by the taxing authority.
• Submitting unsatisfactory proof of payment. Satisfactory proof of payment includes receipt of payment shown on the face of the tax bill, a copy of the front and back of the canceled payment check, and/or a statement from a lender verifying paying of the tax.

USPS’s Facilities Contract Specialists process thousands of tax reimbursements each year. Because of the high volume, landlords are limited to one request for reimbursement per calendar year. If your Post Office is subject to multiple taxing authorities, the best course of action is to wait until the last tax bill is received and submit all tax bills for reimbursement at that time. In general, landlords have 18 months after the date of payment by the landlord to submit a request for tax reimbursement, but refer to your specific lease for applicable timing.

Payment of utility service bills is governed by the Utilities and Services Rider specific to each lease. Please use the Contact Us Online Form to request help transferring utility services or to ask questions about utility bill payments.

The CAM reconciliation process is governed by the CAM Rider specific to each lease. Some general guidance is provided below. Please refer to your lease for details.

The following documents are required to process a request for CAM reimbursement:

• An Annual Statement providing a detailed breakdown of all CAM costs actually incurred for the prior calendar year.
• Reasonable backup documentation, invoices and receipts to support the CAM costs.

USPS retains the right to audit records pertaining to CAM costs.

CAM reconciliation requests should be submitted by the landlord no later than 90 days after the end of each calendar year to the following address:

Please check your lease to confirm the 90-day requirement has not been modified. CAM reconciliation requests can also be emailed to camreconciliation@usps.gov. The subject line of the email must include the City, State, Zip Code and Facility Identification Number for the subject leased property.

Per IRS guidelines, USPS has until January 31 to mail 1099s to its landlords. If you have not received your 1099 within 14 days of this date, please use the Contact Form to request reissuance.

Information about the IRS Treasury Offset Program is available online here: Treasury Offset Program

USPS encourages our landlords to take advantage of the free EFT payment program.

An EFT payment is an electronic payment that is credited directly to your bank account on the payment due date. This method allows for faster receipt of payment and remittance advice, saves time associated with manual processes and eliminates the risk of lost or stolen checks.

To enroll, simply email a completed, signed and dated Supplier and Payee Electronic Funds Transfer (EFT) Enrollment form, W-9 and voided check (if required) to landlordcontactinfo@usps.gov.

The Supplier and Payee Electronic Funds Transfer (EFT) Enrollment form is available in the Forms Section.

The Federal Tort Claim Act provides the method and mechanism for recovery against the Federal Government, including the Postal Service. The Postal Service does not purchase commercial insurance.

USPS does not routinely provide estoppels. Upon request USPS will provide a Lease Status Form in lieu of an estoppel. A sample Lease Status Form is available here.

Upon request USPS will provide an SNDA. A sample USPS SNDA is available here.

The Facility Identification Number is a unique 9-digit number. It can be found on the cover page of the lease and on the top left of each page of the lease. Click here for an example.

The Denver, CO mailing address is used for the following states and US territories: AL, AK, AZ, AR, CA, CO, FL, GA, HI, ID, IA, KS, LA, MN, MS, MO, MT, NE, NV, NM, ND, OK, OR, SD, TX, UT, WA, WY, American Samoa, Guam and Northern Mariana Islands.
The Greensboro, NC mailing address is used for the following states and US territories: CT, DE, DC, IL, IN, KY, ME, MD, MA, MI, NH, NJ, NY, NC, OH, PA, RI, SC, TN, VT, VA, WV, WI, Puerto Rico and Virgin Islands.

All emails must include the city, state, zip code and Facility Identification Number for the facility in question. If you did not include this information in your email, it could not have been routed to the correct person for response.

No. The Postal Service cannot renegotiate a contract without consideration. Consideration is an element of a binding contract that essentially means the exchange of something of value.

There are two reasons why a rent check might be less than the anticipated amount.

1. Enforcement Actions - If the Postal Service advises a landlord of a maintenance need that is the landlord’s responsibility under the lease and the landlord refuses to correct it, the Postal Service is allowed to complete the necessary maintenance and recover the cost by deducting the cost from the rent. If you have questions about an enforcement action, please reach out to the Landlord Maintenance Specialist at YBYVG0@USPS.GOV.
2. Treasury Offset Program – If the landlord has a delinquent debt owed to a state or federal agency, the IRS may deduct the owed amount from the landlord’s rent. Postal Service does not control these deductions. This is solely a function of the IRS. For more information, please see the Account Management TOP Section.

JLL, Inc. is a third-party real estate services provider that has contracted with the Postal Service to negotiate lease agreements on behalf of the Postal Service.

Yes, if you are both a Postal Service landlord and employee you must submit a Conflict of Interest Certification Form to ethics.help@usps.gov.

Downloadable Conflict of Interest Certification Forms are available in the Forms Section.

EMCOR Solutions is a third-party real estate services provider that has contracted with the Postal Service to provide facility repair and alteration diagnostic tools and solutions.

In the event of an emergency requiring access after-hours, the landlord must call the Postal Inspection Service at 1-877-876-2455 Option 2 "Emergency" prior to entry.

Because the Post Office provides important services to every U.S. community, operational continuity is vital. That means that each offer to relocate requires serious investigation. Please use the Contact Us Online Form to advise USPS of your offer to relocate a Post Office. Any offer to relocate should include the proposed relocation site’s address, interior and exterior size, parking availability, and build out timelines.

When considering making a relocation offer, please remember that moving a Post Office can be very complex. Any relocation plan should assume a two-year minimum deadline for project completion.

USPS does not consider relocation offers that are not solely at the landlord’s expense.

Please review your lease for specific information regarding your ability to relocate a Post Office.

Highway tractor-trailer contractors that access postal docks in order to transport U.S. Mail are required by contract to maintain commercial liability insurance. If a third-party contractor causes damage to a landlord’s property, the Postal Service will assist the landlord in pursuing a claim against that contractor by providing the contractor’s contact information.

When entering or performing any repair, maintenance, replacements or other work in the Premises, Landlord, its agents, employees and/or contractors must identify themselves to the Postal Service's personnel immediately upon entering the Premises, and must be accompanied by a Postal Service employee when not in public areas; and must use commercially reasonable, good faith efforts not to affect, interrupt or interfere with the Postal Service's use, business or operations on the Premises or obstruct the visibility of or access to the Premises by more than a de minims extent, as determined by the Postal Service. Consult your lease for any restrictions, such as limited inspections during Peak Season.

You can find contact information for your Post Office using this link: https://tools.usps.com/locations.

Informal snapshots from handheld cameras for personal use may be allowed at the postmaster’s discretion provided that there is no disruption to Postal Service operations and that the pictures are taken from areas accessible to the public. In these cases, no prior permission is required from the Office of Rights and Permissions; however, no lighting or scaffolding may be set up, and no picture can depict any Postal Service employee, customer, security camera, or cover of mail (i.e., the exterior of a piece of mail, which would show customer name and address among other things). Postmasters may restrict any and all photography if they determine that it is disruptive or there are potential security concerns.

Requests for Filming and Still Photography on Postal Service Premises (usps.com)

At USPS we take sustainability and energy efficiency very seriously. However, because USPS is an independent establishment of the Executive Branch of the Federal Government it is exempt from enforcement of state and local laws, including electrical benchmarking statutes.

Easement requests should be sent to uspseasements@usps.gov.