A receipt is issued for a Registered Mail item when it is accepted. For individual transactions PS Form 3806, Receipt for Registered Mail, is used. When an average of three or more items are presented for registration at one time PS Form 3877, Firm Mailing Book for Accountable Mail, may be used (see DMM 503). The registered number is determined by Label 200 Registered Mail a preprinted self–adhesive label with a number series of nine digits preceded by a Service Type Code of two alpha characters and followed by the Country Code of two alpha characters “US.” Only labels printed by the Postal Service may be used on international Registered Mail items.
The sender must:
- Enter the name and address of addressee on the mailing receipt before presenting the item for registration.
- Declare the full value of mail presented for registration. The value declared must be identical to the value stated on PS Form 2976, Customs Declaration CN 22 — Sender’s Declaration. Items on which identical values are not declared will be refused. (See 123.711.)
- The sender should retain the receipt and must submit it if he or she wishes to file a claim for the registered item (see chapter 9).
The accepting clerk must:
- Verify that the value declared on PS Form 3806 and the value declared on PS Form 2976 are identical. Refuse items on which the declared values are not the same.
- Affix Label 200, Registered Mail, to the item on the address side — in the upper left, below the return address — and enter the number in ink on the mailing receipt.
- If requested by the sender, show on the mailing receipt and on the Post Office record the time the item was accepted for mailing.
- On the receipt, enter the registration fee and postage plus the return receipt fee, if applicable.
- Endorse mailing receipt “OFFICIAL PAID” or “OFF. PD.” when federal government official mail is registered pursuant to 142.1.
Items bearing an address in pencil or any other erasable format must not be accepted for Registered Mail service.
The accepting clerk must enter the following endorsements and special markings on each registered item:
- Affix Label 200 as noted in 334.13b. All Registered Mail items of U.S. origin must bear a Label 200.
- Place airmail Label 19-A or Label 19-B or the words “PAR AVION” on registered items prepaid for air if the sender has failed to do this.
- Endorse the item for any other extra service that the sender requests.
Postmark registered items twice on the back on the crossing of the upper and lower flaps. If return receipts are used, postmark partially on the receipt and partially on the flaps of the letter. Items sealed on the address side must be postmarked on the address side.
Postmark registered matter for the blind on the address side.
Senders must securely seal all items presented for registration. Wax or paper seals on envelopes must bear a distinctive mark of the sender and must be affixed in such a way as to allow sufficient space at the intersections of the flaps for postmarking. Self–sealing envelopes and items that appear to have been opened and resealed may not be registered.
Registered matter for the blind or other physically handicapped persons must not be sealed.
Return receipts can be purchased for Registered Mail items to most countries. (See 340 and 350 and Individual Country Listings.)