WHAT YOU WILL LEARN ABOUT EXTRA SERVICESThe Postal Service offers many additional services that you may combine with its basic delivery offerings. Most of these are listed in the Extra Services module of the Domestic Mail Manual (DMM 503). These extra services represent additional value added offerings that you may add to your basic mailing service. You choose and pay for only those services you truly need. The ability to mix and match these services as desired remains the premier feature of USPS extra services.
This module will outline the basic requirements and features of these services, along with the necessary postal forms and markings. Afterwards, you should be able to recognize when you or your customers will benefit from using one or more of these services.
WHAT YOU WILL LEARN ABOUT EXTRA SERVICESUpon completion of this module, you should be able to do the following:
The Postal Service offers additional value added services you may use. These services are covered in the Domestic Mail Manual Extra Services.
DMM 503
Each of these services may only be used with certain classes of mail. For example, Registered Mail is only available with First-Class Mail. The Postal Service charges a fee, in addition to normal postage, for each service you select. Choose the extra service that best meets the needs of both you and your customer.
Certified Mail provides proof of delivery of mail. The sender receives a mailing receipt at the time of mailing. The Postal Service keeps only a record of delivery at the recipient's Post Office.
Only First-Class Mail (including Priority Mail) can be certified. You may combine Certified Mail with return receipt service and/or restricted delivery service.
You must affix Form 3800, Receipt for Certified Mail, to each piece. Mailers may also use privately printed Forms 3800.
You must obtain authorization prior to printing versions of these postal forms. The mailpiece design analyst (MDA) is the approving postal official for this purpose. Contact your local MDA for more information.
Endorse the mailpiece "Restricted Delivery" if you desire this service. In this case, you must address the article to an individual.
If you properly complete and attach the correct forms, postage, and fees, you may deposit Certified Mail in a collection box. However, there will be no proof of mailing if Certified Mail deposited in a collection box. As always, you may also deposit Certified Mail at any Post Office.
Mailers may use Form 3877, Firm Mailing Book for Accountable Mail, for multiple records.
Certified Mail service is not available for international mail. Standard Mail
may not use certified service.
Certified Mail does not provide insurance. For valuable items, use insured or
Registered Mail.
Use Collect on Delivery (COD) when you want to collect payment for merchandise and/or postage upon delivery. If the recipient pays by check, the check is forwarded to the mailer. If the recipient pays by cash, the Postal Service sends the mailer a postal money order.
The fees for COD service include insurance. The amount collected or the amount of insurance, whichever is higher, determines the COD fee.
You may use COD service for:
You may also obtain return receipt, Delivery Confirmation, Registered Mail, Signature Confirmation, special handling, and restricted delivery service with COD mail.
Mailers must affix Form 3816, COD Mailing and Delivery Receipt, to each piece. If sending more than three items, the mailer may use Form 3816-AS, COD Card--Firm Mailings. Mailers may also use privately printed forms upon approval.
You must obtain authorization prior to printing versions of these postal forms. The MDA is the approving postal official for this purpose. Contact your local MDA for more information.
You must present COD articles at a Post Office, or to a rural carrier. Do not deposit COD mail in maildrops or street collection boxes.
The Postal Service identifies COD articles by a unique number. Mailers may use Form 3877, Firm Mailing Book, as receipts for multiple items.
The recipient must have ordered the goods being shipped. COD service may not be used for:
You may not use COD for Presorted Standard Mail.
Insured mail provides coverage for lost, missing, or damaged articles. Insurance coverage for loss is the actual value of the item.
Insured mail service provides the mailer with a mailing receipt. No record of insured mail is kept at the office of mailing. For mail insured for $200 or less, the USPS maintains delivery information (not including a signature) for a specified period of time. For mail insured for more than $200, the USPS maintains a delivery record (which includes the recipient's signature) for a specified period of time.
You may insure all Package Services. You may also insure Package Services matter mailed at the First-Class Mail and Priority Mail rates.
You may use Delivery Confirmation, Signature Confirmation, special handling, parcel airlift, and merchandise return service with insured mail. You may obtain restricted delivery service, Delivery Confirmation, and return receipt service for parcels insured for more than $200. Return receipt for merchandise is available for items insured for $200 or less.
The treatment of pieces is determined by the insurance amount. The mailer must affix a barcoded Form 3813 for pieces insured for $200 or less to each piece above the delivery address and to the right of the return address. No signature is obtained.
Mailers may use privately printed barcoded Forms 3813-P. However, authorization must be obtained prior to printing. The MDA is the approving official for this purpose. Contact your MDA for additional information. Mailers must affix a barcoded Form 3813-P for pieces insured for more than $200.
All insured items must be postmarked unless a meter stamp or permit imprint is used to pay postage. Endorsements for private insurance may not appear on the address side of mail, but may appear elsewhere. The Postal Service prohibits private insurance endorsements that resemble postal markings.
Mailers must present insured mail at a Post Office, or to a rural carrier. Do not deposit insured mail in a maildrop or street collection box.
The Postal Service keeps no mailing records for insured parcels. Mailers must write the addressee's name and address on the receipt and keep it. Show this receipt when filing a claim.
Mailers may also use Form 3877, Firm Mailing Book for Accountable Mail, for multiple listings of three or more items. The sheets of the book become the mailer's receipts.
Mailers may not insure matter that is:
Bulk insured service is a less costly, more efficient process for purchasing insurance on large quantities of parcels. Using bulk insurance saves mailers on per piece insurance fees.
Bulk insurance will provide compensation for either the actual value of the article at the time of mailing or the wholesale cost of the contents to the sender—whichever is less.
The basic piece markings are the same as for regular insured service.
Mailers must apply for authorization to mail at the bulk insured service rates through their local postmaster or designee by completing the customer portion of the bulk insured service verification form. If the mailer meets the requirements, the postmaster or designee will certify on the bulk insured service verification form that the mailer qualifies and forward the form to the manager of Claims Processing at the St. Louis Accounting Service Center (ASC). After reviewing the information, the ASC will notify the postmaster of their concurrence of the application and provide a range of claim numbers to be used by the mailer for filing claims. The postmaster or designee will then provide the customer with the approval of the application and with information needed to file claims, including the assigned claim numbers.
At a future date, electronic filing of indemnity claims will become mandatory. Prior to mandatory electronic claims filing, customers will be provided with the format instructions for the new electronic (soft copy) of Form 3877 and instructions for electronic filing of indemnity claims.
In addition to the restrictions on regular insurance, only the sender may file claims for loss or damage under this service. Mailers must mail a minimum of 10,000 insured articles annually. You may not insure matter required to be mailed at First-Class Mail rates.
A certificate of mailing is a receipt showing that an item was mailed. The Postal Service keeps no record of delivery of the item. The certificate does not provide insurance coverage for loss or damage.
You may obtain a certificate of mailing for mail of any class. The Postal Service provides a certificate for bulk mailings of identical weight pieces of First-Class Mail, Standard Mail, and Package Services bearing stamps or metered postage. This certifies only the total number mailed, and is not available for mailings paid for by permit imprint account.
There are no special markings for this service.
The mailer must complete a Form 3817, Certificate of Mailing, for each item. Use Form 3606 for bulk mailings of identical weight pieces. Mailers may also use Form 3877, Firm Mailing Book for Accountable Mail, for multiple listings of three or more items.
You must present certificates of mailing to postal personnel for acceptance.
The Postal Service does not issue a certificate for bulk mailings paid by permit imprint.
Registered Mail is the most secure service option offered by the Postal Service. It provides added protection for valuable and important mail.
Registered Mail articles are under tight security from the point of mailing to the point of delivery. The Postal Service provides the mailer with a receipt and keeps a delivery record at the addressee's Post Office.
Only matter mailed at the First-Class Mail rates (including Priority Mail) may be registered. The face (address side) of a registered article must be at least 5 inches long and 3 1/2 inches high. Mailers may combine registered mail service with collect on delivery (COD) service, Delivery Confirmation, Signature Confirmation, merchandise return service, return receipt service, and restricted delivery.
Registered Mail must bear a red Label 200. The label contains a registration number in OCR-A readable font. Place the label above the delivery address and to the right of the return address.
LABEL 200
Mailers may also use privately printed labels. You must obtain authorization prior to printing versions of these postal forms. Contact your local MDA for more information.
You must present Registered Mail in person at a Post Office, or to a rural carrier. The mailer must tell the USPS clerk the full value of the matter presented for registration. The mailer must tell the USPS employee if the matter is fragile, and, if so, describe the packaging.
The mailer must securely seal all packages and envelopes. Regulations do not permit postal employees to help customers seal Registered Mail. Mailers may also use Form 3877, Firm Mailing Book for Accountable Mail, as their receipt.
Items presented for Registered Mail service must not be:
You may not use Registered Mail for Standard Mail.
Mail marked "Restricted Delivery" is delivered only to the addressee or to the person authorized in writing as the addressee's agent to receive the mail , subject to DMM 503.7.0 and these exceptions:
You may obtain restricted delivery only for:
Mailers must mark pieces sent with restricted delivery service "Restricted Delivery." Place this endorsement above the delivery address and to the right of the return address.
A mailer may request restricted delivery service at the time of mailing, or by marking the piece "Restricted Delivery." The mailer may request restricted delivery after mailing by notifying the mailing Post Office in writing.
The Postal Service refunds restricted delivery fees only when it fails to give restricted delivery service. Service properly rendered would include delivery to authorized agents (see above).
Return receipt service provides you with evidence of delivery (to whom the mail was delivered and date of delivery), along with information about the recipient’s actual delivery address. You may choose to receive this information via the return receipt by mail or electronically (not available for APO or FPO addresses or U.S. territories, possessions and freely associated states).
This service is available for:
If return receipt service has already been purchased with one of the services listed above, then one or more of the following extra services may be combined with those services at the time of mailing if the applicable standards for the services are met and the additional service fees are paid:
When return receipt service is requested by mail (Form 3811), the words “Return Receipt Requested” must be placed above the delivery address and to the right of the return address.
You can only mail articles with return receipt service as required by the extra service with which it is combined.
Requests for service may be at the time of mailing using Form 3811 with the marking above. The return address and name and address of the person or organization to which the return receipt is to be returned must be that of the mailer or the mailer’s agent. Requests for return receipt service may be made after mailing (within 90 days for Express Mail and up to 2-years for all other requests) by sending the delivery Post Office a completed Form 3811-A.
Privately printed Form 3811 may also be used. Authorization must be obtained prior to printing these postal forms. Contact your local MDA for more information.
The Postal Service refunds return receipt fees only when it fails to furnish a return receipt.
This form of return receipt service provides a mailing receipt, return receipt, and record of delivery. The Postal Service keeps a delivery record, but no record at the office of mailing.
This service is available only for merchandise sent as:
You may combine this service with special handling service, Delivery Confirmation, insured ($200 or less), and parcel airlift service.
You must use Form 3804 for return receipt for merchandise service. Place the form and the endorsement "Return Receipt Requested" above the delivery address and to the right of the return address.
Mailers may also use privately printed Forms 3804. You must obtain authorization prior to printing versions of these postal forms. Contact your local MDA for more information.
A mailer must mail the articles at a Post Office, or give the mail to a rural carrier. You may not deposit mail requesting this service in a letterdrop or street collection box.
Special handling provides preferential handling in the dispatch and transportation of your items. Special handling service is required for unusual contents needing additional care and handling. Examples of such contents include live poultry or bees.
Special handling service is not necessary for ordinary fragile items. Proper packaging with the marking "FRAGILE" is sufficient. Use Registered Mail with insurance for valuable or irreplaceable items.
Special handling service is available only for First-Class Mail (including Priority Mail) and Package Services.
You may combine special handling service with:
Mailers must mark pieces "Special Handling." Place this endorsement above the delivery address and to the right of the return address.
You may not use special handling with Presorted Standard Mail (A).
Delivery Confirmation service provides the mailer with the date the USPS delivered an article. Alternatively, the USPS will confirm a delivery attempt.
The Postal Service does not keep a record of receipt at the office of mailing. Delivery Confirmation does not include insurance. You may purchase insurance separately.
Signature Confirmation/Delivery Confirmation is available for Priority Mail, and also for First-Class Mail parcels and Package Services parcels. You may combine Delivery Confirmation with:
Delivery Confirmation service options are as follows:
1. Retail Option--available at Post Offices at the time of mailing. This option provides a mailing receipt and access to Delivery Confirmation information by calling 1-800- 222-1811 or accessing the USPS web site at www.usps.com.
2. Electronic Option--available only to mailers who establish an electronic link to exchange acceptance and delivery data.
Mailers must use one of the label options shown below:
1. Form 152, obtained from the Post Office at no charge. This form may be used only with the retail option.
2. Label 314, available at no charge to electronic option mailers.
3. Privately printed barcoded labels that meet the requirements in DMM 503.9.0 or Publication 91, Confirmation Services Technical Guide. You must obtain authorization prior to printing versions of Form 152. Contact the National Customer Support Center (NCSC) at 800-331-5746 for more information.
Identical to Signature Confirmation, on the Priority Mail labels, mailers must use the registered trademark symbol following the Priority Mail text or add the following statement at the bottom of the label in at least 6-point Helvetica type: “Priority Mail is a registered trademark of the U.S. Postal Service.”
The barcoded label section of Label 314 or Form 152 must be placed either above the delivery address and to the right of the return address or to the left of the delivery address. A privately printed Delivery Confirmation label that is separate from the address label must be placed in close proximity to the address label. In all cases, the entire Delivery Confirmation label must be placed on the address side and not overlap any adjacent item.
Mailers must mail a retail Delivery Confirmation item at a Post Office or give the mail to a rural carrier. You may not deposit Delivery Confirmation mail in a maildrop or street collection box.
The applicable Delivery Confirmation fee, if any, must be paid in addition to the correct postage. Fees apply to all pieces except those mailed at Priority Mail rates using the electronic option. For a complete listing of all postage rates and fees, see Domestic Mail Manual 503.9.0.
DMM 503.9.0
Further restrictions apply. Mailers must follow the procedures outlined in Publication 91, Confirmation Services Technical Guide. Mailers may contact the National Customer Support Center (NCSC) at 1-800-331-5746 for a copy of this publication. Publication 91 is also available at www.usps.com
Signature Confirmation provides the mailer with information about the date and time an article was delivered or attempted to be delivered. Signature Confirmation is available at the time of mailing. The Postal Service maintains a delivery record that includes the recipient’s signature and is made available via fax or mail upon the mailer’s request.
Signature Confirmation is available for Priority Mail, and also for First-Class Mail parcels and Package Services parcels. It may be used with Collect on Delivery (COD), Insured Mail, Registered Mail, Restricted delivery (if purchased with insurance over $200, COD, or registry service) and Special Handling.
Signature Confirmation service options are as follows:
1. Retail Option - available at Post Offices at the time of mailing. This option provides a mailing receipt and access to Signature Confirmation information by calling 1-800-222-1811 or accessing the USPS web site at www.usps.com and providing the article number.
2. Electronic Option - available to mailers who apply identifying barcodes to each piece, establish an electronic link with the Postal Service to exchange acceptance and delivery date, provide an electronic file of Signature Confirmation pieces that are entered for mailing, and retrieve delivery status information electronically. No mailing receipt is provided. Mailers can access delivery information through their electronic file or by calling 1-800-222-1811 or accessing the USPS web site at www.usps.com and providing the article number.
Maliers may use one of three Signature Confirmation label options:
1. Form 153, obtained from the Post Office at no charge. This form may be used only with the retail option
2. Label 315, available at no charge to electronic option mailers
3. Privately printed barcoded labels that meet the requirements in DMM 503.10.3 or Publication 91, Confirmation Services Technical Guide. On the Priority Mail label, mailers must use the registered trademark symbol following the Priority Mail text or add the following statement at the bottom of the label in at least 6-point Helvetica type: “Priority Mail is a registered trademark of the U.S. Postal Service.”
The barcoded label section of Label 315 or Form 153 must be placed either above the delivery address and to the right of the return address or to the left of the delivery address. A privately printed Signature Confirmation label that is separate from a privately printed address label must be placed in close proximity to the address label. In all cases, the entire Signature Confirmation label must be placed on the address side of the mailpiece and not overlap any adjacent item.
A mailer may mail articles with retail option Signature Confirmation at a Post Office, branch, or station, or give articles to a rural carrier. You may not deposit Signature Confirmation in a maildrop or street collection box. The applicable Signature Confirmation fee must be paid in addition to the correct postage.
Signature Confirmation is not available for the following: Express Mail, Periodicals, and Standard Mail pieces; First-Class Mail letter-size and flat-size pieces; Package Services flat-size pieces; mail paid with precanceled stamps; APO/FPO destinations; U.S territories, except Puerto Rico and the U.S. Virgin Islands.
CONFIRM is the product name for the electronic tracking service introduced by the USPS for barcoded mail. CONFIRM provides authorized subscribers with data electronically collected from the optical scanning of specially barcoded pieces as they pass through certain automated mail processing operations.
To use the CONFIRM process the customer submits mailpieces with the appropriate PLANET Code barcode, POSTNET barcode, or Intelligent Mail barcode to the NCSC for evaluation and approval.
CONFIRM offers mailers the ability to predict delivery, anticipate payments, and diagnose bottlenecks. This information gives mailers accurate and timely delivery information for marketing purposes.
You may use CONFIRM with any qualifying prebarcoded mailing.
The Postal Service requires no additional markings, other than the barcode and the rate markings required by the discount category and class of mail.
Mailpieces using CONFIRM must be part of qualifying, discounted, prebarcoded mailings. All discounted mailings must be presented to postal personnel for acceptance at a time and place designated by the local postmaster.
Mailers must be able to receive the data electronically using either a file transfer protocol or over the Postal Service web site. Visit the USPS web site for the most current and up to date information on this unique value added service, or contact your local postal representative.
The Postal Service offers a wide variety of value-added services in addition to its basic delivery services. You may combine these extra services in many different ways. Choose the appropriate service combination that best meets your company's or your client's unique delivery and fulfillment needs.
If you need more information, further clarification, or help in selecting the appropriate options, contact your local postmaster, mailing requirements personnel, customer service representative, or account representative. As always, the Domestic Mail Manual remains the primary reference and ultimate authority for service definitions.
Exercise 10 - 1Directions: Circle the best response to answer the following questions. Check your answers when you have completed the exercise.
1. Which of the following classes of mail can be sent as Certified Mail?
a. Standard Mail
b. Package Services
c. First-Class Mail
d. Periodicals Mail
2. Collect on Delivery (COD) service may not be used for:
a. international mail
b. billing statements
c. shipments to APO or FPO military addresses
d. all of the above
3. Presorted Standard Mail may not use certified, COD, registered, return receipt, or special handling services.
a. true
b. false
4. Return receipt service can only be used for mail sent using:
a. meter stamps
b. special packaging
c. other special services
d. delivery point barcodes
5. Return receipt for merchandise service is not available for merchandise sent as:
a. Priority Mail
b. Package Services
c. Standard Mail
d. First-Class Mail
6. The Postal Service's Delivery Confirmation service offers two options: a retail option, and an electronic option.
a. true
b. false
1. c, First-Class Mail; only First-Class Mail (including Priority Mail) may be sent as Certified Mail.
2. d, all of the above; none of these examples may be sent using COD service.
3. a, true; these special services are not available with Standard Mail mailings.
4. c, other special services; return receipt service must be used in combination with another qualifying special service.
5. d, First-Class Mail
6. a, true; the retail option is offered over-the-counter at Post Office lobbies or by a rural carrier. The electronic option is available to mailers who establish an electronic link to exchange acceptance and delivery data.