503 Extra Services
1.0 Extra Services for Express Mail
1.1 Available Services
1.1.1 Mailing Receipt
A receipt showing the time and date of mailing must be provided to the mailer on acceptance of Express Mail by the USPS. This receipt is a copy of the multipart Express Mail label affixed to the mailpiece and serves as evidence of mailing. Mailers authorized to present Express Mail under Express Mail Manifesting procedures in 705.2.0 must use a one-ply label and retain the verification manifest as the mailing receipt.
1.1.2 Proof of Delivery
Proof of delivery information for Express Mail is available as follows:
a. Individual requests by article number can be retrieved at www.usps.com or by calling 1-800-222-1811. A proof of delivery letter is provided via fax or mail.
b. Bulk proof of delivery letters are available only to mailers using Express Mail Manifesting service and can be obtained in CD-ROM or Signature Extract File formats. For additional information see Publication 80, Bulk Proof of Delivery Program.
1.1.3 Return Receipt
Return receipt service under 6.0 may be purchased for Express Mail. The return receipt serves as evidence of delivery. The fee paid for this service does not insure the mailpiece against loss or damage. If a return receipt is requested, the mailer must show a complete return address on the mailpiece. The return address on the Express Mail label meets this requirement.
1.1.4 Restricted Delivery
Restricted delivery service under 7.0 is not available for Express Mail.
1.1.5 COD
Collect on delivery (COD) service under 11.0 may be purchased with Express Mail next day and second day service only.
1.1.6 Insurance and Indemnity
Express Mail is insured against loss, damage, or rifling, subject to these standards:
a. Insurance coverage for Express Mail drop shipment ends on receipt at the destination postal facility.
b. All Express Mail signed for by the addressee, the addressee's agent, or the delivery employee constitutes a valid delivery, and no indemnity for loss is paid. A waiver of signature cannot be used for Express Mail Custom Designed Service, Express Mail COD, or Express Mail with additional insurance.
c. Merchandise insurance coverage is provided against loss, damage, or rifling and is limited to a maximum liability of $100. (Additional insurance under 1.1.7 may be purchased up to a maximum coverage of $5,000.00.) Nonnegotiable documents are insured against loss, damage, or rifling, up to $100 per piece, subject to the maximum limit per occurrence as defined in 609, Filing Indemnity Claims for Loss or Damage.
d. Additional terms, coverage, and procedures of indemnity claims are in 609.
1.1.7 Additional Insurance
Additional insurance, up to a maximum coverage of $5,000.00, may be purchased for merchandise valued at more than $100 sent by Express Mail. The insurance fee is entered in the block marked "Insurance" on the mailing label. If the label does not contain this specific block, the mailer uses the "COD" block by crossing out "COD," writing "INS" to the right, and entering the fee for the applicable 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. If a waiver of signature is requested, additional insurance coverage is void.
1.1.8 Fees for Express Mail Insurance
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Express Mail Insurance |
Fee1 |
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1.2 Express Mail Drop Shipment
For an Express Mail drop shipment, the content of each Express Mail pouch is considered one mailpiece for indemnity coverage, and the mail enclosed may receive only the following services:
a. First-Class Mail pieces may be sent with Certified Mail service or special handling or, for First-Class Mail parcels only, electronic option Delivery Confirmation service or electronic option Signature Confirmation service.
b. Priority Mail pieces may be sent with Certified Mail service, special handling, electronic option Delivery Confirmation, or electronic option Signature Confirmation.
c. Standard Mail parcels and NFMs (except Customized MarketMail) may be sent with electronic option Delivery Confirmation service.
d. Package Services mail may be sent with special handling or, for Package Services parcels only, electronic option Delivery Confirmation service or electronic option Signature Confirmation service.
2.0 Registered Mail
2.1 Registered Mail Fees
Fees and charges are in addition to postage:
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Fee (in addition to postage) 1 |
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$38.75 |
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$16,511.25 |
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Return Receipts, | |||
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Return Receipts, | |||
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Return Receipts, | |||
2.2 Basic Information About Registered Mail
2.2.1 Description
Registered Mail is the most secure service that the USPS offers. It incorporates a system of receipts to monitor the movement of the mail from the point of acceptance to delivery. Registered Mail provides the sender with a mailing receipt and, upon request, electronic verification that an article was delivered or that a delivery attempt was made. Customers can retrieve the delivery status in three ways: (1) over the Internet at www.usps.com by entering the article number shown on the mailing receipt; (2) by telephone at 1-800-222-1811; or (3) by bulk electronic file transfer for mailers who provide an electronic manifest to the USPS. USPS maintains a record of delivery (which includes the recipient's signature) for a specified period of time. Customers may obtain a delivery record by purchasing return receipt service. See 6.0 for details.
2.2.2 Eligible Matter
Only matter prepaid with postage at the First-Class Mail rates (including Priority Mail) may be registered. The face (address side) of the registered article must be at least 5 inches long and 3-1/2 inches high, regardless of thickness. Items returned under merchandise return service (507.11.0) may be registered without prepayment of postage and fees.
2.2.3 Place of Mailing
Registration may be obtained by presenting mail to the following:
a. A retail employee at a post office, station, or branch (including any contractor-operated unit). A postmaster may require that an article of unusually high value be presented only at the main office or at designated stations and branches.
b. A rural carrier on a rural route. The article and sufficient cash for postage and required fees for mailing the article may be left in a rural mailbox. The carrier must hand any change to the sender or place it in an envelope and leave the envelope in the box on the carrier's next trip. Responsibility is not assumed for the article or cash until a receipt is issued. No responsibility is assumed for the change left in the box by the carrier.
c. A rural carrier at a nonpersonnel rural unit. The sender must meet the rural carrier to have mail registered.
2.2.4 Ineligible Matter
Registration may not be obtained for mail that is handled as follows:
a. Sent as business reply mail or in a business reply envelope.
b. Placed in a street letterbox or post office maildrop.
c. Addressed to a post office to which it cannot be transported safely.
d. Prepared improperly or packed inadequately to withstand normal handling (see 2.4.7, Fragile Item).
e. Tied or fastened with one or more articles, unless enclosed in the same envelope or wrapper.
f. Presented for mailing in a padded envelope; envelope or mailer manufactured of spun-bonded olefin, such as Tyvek; plastic envelope or mailer; or envelope or mailer made of glossy-coated paper.
2.2.5 Additional Services
Purchasing Registered Mail service allows customers to then purchase restricted delivery service or a return receipt. The following additional services may be combined with Registered Mail if the applicable standards for the services are met and the additional service fees are paid:
a. Collect on delivery (COD) service.
2.3 Fees and Liability
2.3.1 Full Value
Regardless of any insurance that may cover the article, the mailer must always declare its full value to the USPS when presenting it for registration and mailing (see chart below). The mailer must tell the USPS clerk (or enter on the firm sheet if a firm mailer) the full value of mail matter presented for registration. Private insurance carried on Registered Mail does not modify the requirements for declaring the full value. The accepting USPS employee may ask the mailer to show that the full value of the matter presented is declared, and may refuse to accept the matter as Registered Mail if a satisfactory declaration of value is not provided. Only articles of no value may be mailed as Registered Mail without insurance.
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Negotiable Instrument (instruments payable to bearer, including stock certificates endorsed in blank) | |
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Nonnegotiable Instrument [registered bonds, warehouse receipts, checks, drafts, deeds, wills, abstracts, and similar documents (certificates of stock considered nonnegotiable so far as declaration of value is concerned unless endorsed in blank)] |
No value or replacement cost if postal insurance coverage desired1 |
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Nonvaluable (matter without intrinsic value such as letters, files, records) |
No value or replacement cost if postal insurance coverage desired 1 |
2.3.2 Fee and Postage
The fee and postage may be paid with ordinary postage stamps, meter stamps, or permit imprints. If a permit imprint is used, the exact amount of postage and fees paid must be shown within the permit imprint. For pieces that are part of a manifest mailing, only the registry fee must be shown within the permit imprint. The fee and postage on official mail of authorized federal agencies may also be paid with penalty stamps, penalty meter stamps, or penalty permit imprints. The fees and postage on items registered with merchandise return service are paid through a postage due account under 507.11.0.
2.3.3 Postal Insurance
Postal insurance is provided for articles with a value of at least $0.01 up to a maximum insured value of $25,000. Insurance is included in the fee. Postal insurance is not available for articles with no value ($0.00).
2.3.4 Refund
A fee for Registered Mail is not refunded after the USPS accepts the mail even if the sender later withdraws the mail under 2.4.10. A fee for return receipt service or restricted delivery service is not refunded unless the USPS fails to provide the service. The sender must present the Registered Mail receipt showing payment of these services.
2.3.5 Official Mail
Official mail of authorized government agencies, if prepared under applicable standards in 703.7.0 for transmission of mail without prepayment of postage, may be sent by Registered Mail without prepayment of a registration fee.
2.3.6 Merchandise Return
Matter registered with merchandise return service under 507.11.0 may be sent by Registered Mail without prepayment of postage and fees.
2.3.7 Indemnity
Except for matter registered with merchandise return service, no indemnity is paid for any matter registered without prepayment of postage and fees. If a government agency wants indemnity coverage, both the applicable postage and registry fee must be paid in full with stamps or meter stamps.
2.4 Mailing
2.4.1 USPS
USPS employees are not permitted to help customers prepare or seal mail to be registered.
2.4.2 Addressing
The mail must bear the complete names and addresses of both sender and addressee.
2.4.3 Opened Envelope
Any envelope or package that appears to have been opened and resealed, or otherwise improperly prepared, may not be registered.
2.4.4 Label 200
Registered Mail must bear a barcoded red Label 200 (see Exhibit 2.4.4). The label must be placed above the delivery address and to the right of the return address, or to the left of the delivery address on parcels. A large-volume mailer can obtain Label 200 in rolls of 600.
2.4.5 Privately Printed Label 200
If authorized, a mailer may use a privately printed Label 200 for domestic mail only. Privately printed labels must be nearly identical in design and color to the USPS form, with a barcode and human-readable numbers that meet USPS specifications in Publication 109. A minimum of three preproduction samples must be submitted to the business mail entry manager serving the mailer's location for review by the mailpiece design analyst. Once approved, the mailer must print sample labels with barcodes to be certified under the technical requirements in Publication 109.
2.4.6 Sealing
The mailer must securely seal envelopes. Paper or cellulose strips or wax or paper seals must not be placed over the intersections of flaps of letter-size envelopes where the postmark impressions are made. Packages must be sealed with mucilage or glue or with plain paper or cloth tape. Packages containing currency or securities may not be sealed exclusively by paper strips, but must first be sealed securely with mucilage or glue. Large envelopes (flats) that are completely sealed and that also have paper strips or paper tape across the intersections of the flaps may be considered packages for sealing requirements. To be used on Registered Mail, tape must visibly damage the envelope or wrapper if removed and must absorb the ink in a postmark impression.
2.4.7 Fragile Item
The mailer must tell the USPS employee whether the item is fragile and, if so, describe the interior packing. All articles presented for registration must be packed as specified in 601.2.0. The USPS may refuse packages not properly packed to withstand normal handling in the mail. Indemnity may be denied if articles are not properly packaged.
2.4.8 Window Envelope
A window envelope must have a transparent panel covering the opening to be eligible for registry. If the panel is glued to the envelope, the envelope may contain only matter without intrinsic value. If the panel is part of the envelope, the envelope may be used for all Registered Mail.
2.4.9 Firm Sheet
If three or more registered articles are presented for mailing at one time, the mailer may use Form 3877 (firm sheet) or privately printed firm sheets. Privately printed or computer-generated firm sheets that contain the same information as Form 3877 may be approved by the local postmaster. The mailer may omit columns from Form 3877 that are not applicable to Registered Mail. The mailer submits the forms in duplicate and receives one copy as a mailing receipt after the entries are verified by the postal employee accepting the mailing. All entries made on firm sheets must be made by typewriter, ink, or ballpoint pen. Alterations must be initialed by the mailer and accepting employee. All unused portions of the addressee column must be obliterated with a diagonal line.
2.4.10 Withdrawal or Recall
The sender may withdraw or recall Registered Mail without charge before its delivery by writing on the receipt "Withdrawn before dispatch," and signing and surrendering the receipt; or filing a written request for its return after dispatch at the post office where the article was mailed, giving names and addresses of sender and addressee, the registry number, and date of mailing. The sender must pay for all telephone calls. If remailed, the article must be under new cover and bear new postage and fees.
2.5 Delivery
2.5.1 Basic Standards
Delivery of Registered Mail is subject to 508.1.0, Recipient Options. The postmaster may require the addressee to call for Registered Mail at the post office if delivery by carrier would not be safe.
2.5.2 Bad Condition
If the addressee accepts a registered article in bad condition (repaired with sealing stamps or reenclosed in a new envelope or wrapper), the addressee must open it without disturbing the seal, in the delivering employee's presence. If anything is missing, the envelope or wrapper must be given to the employee after it is endorsed to show what was missing.
2.6 Inquiry on Uninsured Article
2.6.1 Who May File
If postal insurance was purchased, the claim procedures in 609 apply. The procedures in this section apply only to uninsured Registered Mail. Only the mailer may file an inquiry on uninsured Registered Mail. For matter registered without postal insurance with merchandise return service, only the permit holder may file an inquiry.
2.6.2 When to File
The mailer may not file any inquiry until 15 days after the mailing date of the article. An inquiry may be filed at any post office, classified station, or classified branch, except for an inquiry about matter registered with merchandise return service, which must be filed by the permit holder at the post office where the permit is held. Form 1000 must be used in processing an inquiry for uninsured Registered Mail. An inquiry may be filed in the following manner:
a. Any mailer filing an inquiry for the alleged loss of Registered Mail must provide proof that a loss occurred before a post office may accept the inquiry.
b. Proof may be provided by these methods:
1. The mailer may obtain Form 1000 from any post office. The mailer must complete the form and send it to the addressee. USPS employees may not mail the inquiry for the mailer, but they may help a mailer complete the form if requested. The addressee must complete item 13 and items 17 through 19 on Form 1000 and return it to the mailer. If the addressee signs the claim form and indicates the article was not received 15 days or more after the mailing date, the mailer may then take the claim form, with the original mailing receipt, to a post office and file an inquiry.
2. If the mailer has the addressee's written and signed documentation (such as a letter dated at least 15 days after the mailing date) stating the addressee did not receive the article, the mailer may take this documentation to a post office, with the original mailing receipt, and file an inquiry.
3. If the mailer cannot obtain the addressee's cooperation in signing Form 1000 for a registered article or, if preferable, the mailer may send a check or money order for the "return receipt requested after mailing" fee in 6.1.1 to the post office of address and request a copy of the delivery record, if 15 days or more have passed since the mailing date. Any such request for a delivery record must contain the date the article was mailed, the registered number, and the complete names and addresses of the mailer and addressee. The response to this search of delivery records ends the inquiry process.
c. A merchandise return permit holder must ask the addressee to complete items 1 through 12 and 14 through 16 of Form 1000 and return it, along with the original mailing receipt, to the permit holder. The permit holder must complete item 13 and items 17 through 19 and submit the completed form, along with the original mailing receipt, to the post office where the permit is held. An inquiry may be filed no sooner than 15 days after the mailing date.
2.6.3 Duplicate Inquiry
A duplicate inquiry may not be filed sooner than 30 days after the original inquiry.
3.0 Certified Mail
3.1 Certified Mail Fees
3.1.1 Certified Fees
3.1.2 Fee and Postage
The Certified Mail fee must be paid in addition to the correct postage. The fee and postage may be paid with ordinary postage stamps, meter stamps, or permit imprints. The fee and postage on official mail of federal government agencies and departments are collected under the applicable reimbursement procedures.
3.2 Basic Information
3.2.1 Description
Certified Mail service provides the sender with a mailing receipt and, upon request, electronic verification that an article was delivered or that a delivery attempt was made. Customers can retrieve the delivery status in three ways: (1) over the Internet at www.usps.com by entering the article number shown on the mailing receipt; (2) by telephone at 1-800-222-1811; or (3) by bulk electronic file transfer for mailers who provide an electronic manifest to the USPS. Certified Mail is dispatched and handled in transit as ordinary mail. Delivery of Certified Mail is subject to 508.1.0 and 508.2.0. No insurance coverage is provided. USPS maintains a record of delivery (which includes the recipient's signature) for a specified period of time. Customers may obtain a delivery record by purchasing return receipt service. See 6.0 for details.
3.2.2 Eligible Matter
Only mailable matter on which postage is paid at a First-Class Mail rate (including Priority Mail) may be accepted as Certified Mail.
3.2.3 Additional Services
Purchasing Certified Mail service allows customers to then purchase restricted delivery service or a return receipt.
3.2.4 Delivery Record
Mailers may request a delivery record after mailing under 6.0, Return Receipt.
3.3 Mailing
3.3.1 Where to Mail
A mailer may mail Certified Mail at a post office, branch, or station or give it to a rural carrier. Certified Mail may also be deposited in a post office maildrop, a street letterbox, a nonpersonnel unit, or any other receptacle for First-Class Mail, subject to 3.3.5.
3.3.2 Available Destinations
Certified Mail may be addressed for delivery only in the United States and its territories and possessions, through APOs and FPOs, or through the United Nations Post Office, New York.
3.3.3 Form 3800
Certified Mail must bear a barcoded green Form 3800 (see Exhibit 3.3.3). The label part of the form must be placed above the delivery address and to the right of the return address, or to the left of the delivery address on parcels.
3.3.4 Privately Printed Form 3800
If authorized, a mailer may use a privately printed Form 3800. The privately printed form must be nearly identical in design and color to the USPS form with a barcode and human readable numbers that meet the USPS specifications in Publication 109. A minimum of three preproduction samples must be submitted to the business mail entry manager serving the mailer's location for review by the mailpiece design analyst. Once approved, the mailer must print sample labels with barcodes to be certified under the technical requirements in Publication 109.
3.3.5 Procedure
A mailer of Certified Mail must:
a. Enter on Form 3800 the name and complete address of the person or firm to whom the mail is addressed.
b. If a return receipt is requested, check the block on the mailing receipt to show the fee. Near the Certified Mail endorsement on the address side, add the endorsement "Return Receipt Requested." Enter the Certified Mail number on the return receipt card, address it to himself or herself, and attach it to the back of a small envelope or on the front of a package or large envelope, if the card does not cover the address. Enter the name and delivery address on the reverse of the return receipt to show where the receipt is to be sent. When a return receipt is requested, a complete return address (sender's name and delivery address) is required on the mailpiece. The name and delivery address entered on the reverse of the return receipt do not have to match the sender's name and return address on the mailpiece.
c. Affix to the envelope enough postage to pay for the Certified Mail fee and First-Class Mail rate and, if requested, the return receipt fee.
d. If a postmarked sender's receipt is requested, attach the Certified Mail sticker to the address side of the article and present the article and the completed receipt to the USPS employee, who then round-dates the receipt to show when the article was accepted. If asked to do so, the USPS employee also shows on the receipt the time the article was accepted. Otherwise, attach the "Certified Mail" sticker to the address side of the article, detach the receipt, and mail the article. Mark the receipt to show the date.
e. If restricted delivery of Certified Mail to the addressee or someone named by the addressee in writing is requested, endorse the mail "Restricted Delivery." This service is available only for articles addressed to individuals by name.
3.3.6 Firm Sheet—Three or More Pieces
If three or more certified articles are presented for mailing at one time, the mailer may use Form 3877 (firm sheet) or privately printed firm sheets. Privately printed or computer-generated sheets that contain the same information as Form 3877 may be approved by the local postmaster. The mailer may omit columns from Form 3877 that are not applicable to Certified Mail. If the mailer wants the firm sheets receipted by the USPS, the mailer must present the books with the articles to be mailed at a post office. The sheets of the books become the mailer's receipts. All entries made in firm sheets must be made by typewriter, ink, or ballpoint pen. Alterations must be initialed by the mailer and accepting employee. All unused portions of the addressee column must be obliterated with a diagonal line.
4.0 Insured Mail
4.1 Insured Mail Fees
4.1.1 Insurance Fees
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Insurance |
Fee1 |
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$7.30 plus $0.90 per $100 or fraction thereof over $600 in declared value |
4.1.2 Fee and Postage
The applicable insurance fee must be prepaid in addition to the postage, except on official mail sent under applicable provisions. The fee and postage may be paid with postage stamps, meter stamps, or permit imprints. The mailer guarantees to pay return and forwarding postage, unless the mailer writes instructions on the wrapper or envelope not to forward or return the mail.
4.2 Basic Information
4.2.1 Description
Insured mail provides the following features:
a. Insured mail purchased at a retail post office provides up to $5,000.00 indemnity coverage for a lost, rifled, or damaged article, subject to the standards for the service and payment of the applicable fee.
b. Insured mail purchased online provides up to $500 indemnity coverage for lost, rifled, or damaged articles, subject to the standards for the service and payment of the applicable fee.
c. A bulk insurance discount is available for insured articles entered by authorized mailers who meet the criteria in 4.4. This service is not available for insurance purchased online.
d. 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 $200.00 or less, the USPS maintains delivery information (not including a signature) for a specified period of time. For mail insured for more than $200.00, the USPS maintains a delivery record (which includes the recipient's signature) for a specified period of time. Customers may obtain a delivery record by purchasing additional services; see 6.0 for details.
4.2.2 Eligible Matter
The following types of mail may be insured:
a. First-Class Mail (including Priority Mail), if it contains matter that may be mailed as Standard Mail or Package Services.
b. Standard Mail pieces prepared as machinable or irregular parcels (bulk insurance only).
d. Official government mail endorsed "Postage and Fees Paid."
4.2.3 Ineligible Matter
The following types of mail may not be insured:
a. Parcels containing matter offered for sale, addressed to prospective purchasers who have not ordered or authorized their sending. If such matter is mailed, payment is not made for loss, rifling, or damage.
c. Articles so fragile that they cannot be carried safely in the mail regardless of packaging.
d. Articles not adequately prepared to withstand normal handling in the mail. As a rule, any mailable package should be insurable.
e. Mail not bearing the complete names and addresses of the sender and addressee.
f. Standard Mail letters, flats, and NFMs.
g. Matter mailed at First-Class Mail rates (including Priority Mail) that consists of items described in 123.3.0, Content Standards for Priority Mail; 133.3.0, Content Standards; 233.2.0, Content Standards for First-Class Mail Letters; 333.2.0, Content Standards for First-Class Mail Flats; and 433.2.0, Content Standards for First-Class Mail Parcels, and required to be mailed at First-Class Mail rates.
4.2.4 Additional Services
Insuring an item for more than $200.00 allows customers to purchase restricted delivery service or return receipt service. The following services may be purchased at a retail post office and combined with insurance if the applicable standards for the services are met and the additional service fees are paid:
b. Parcel airlift service (PAL).
c. Return receipt for merchandise (for items insured for $200.00 or less).
4.2.5 Delivery Record
Mailers may request a delivery record after mailing under 6.3.2.
4.3 Mailing
4.3.1 Where to Mail
Insured mail may be mailed as follows:
a. A mailer must mail insured mail at a post office, branch, or station or give the mail to a rural carrier. Such mail may be placed in, but not on, a rural box. Such mail must not be placed in a post office maildrop or in or on a street letterbox. A mailer may leave the mail in a rural box with a note showing the requested amount of insurance, if stamps are affixed for postage and fees, or money for postage and fees is left in the box. The USPS is not liable for any article or money left in a rural box until the carrier receipts the article. A mailer at a nonpersonnel rural unit must meet the rural carrier at the unit for insurance service.
b. A mailer who purchases insurance online may mail at a post office, branch, station, give the mail to the carrier assigned to that delivery address, or place the mail in a post office maildrop or a collection box. A mailer may leave the mail in a rural box, schedule a Pickup on Demand, or schedule a carrier pickup using www.usps.com. The USPS is not liable for any article or money left in a rural box until the carrier receipts the article.
4.3.2 USPS Inquiries
USPS employees are required to ask whether the mailpiece presented for insurance contains anything liquid, fragile, perishable, flammable, or potentially hazardous.
4.3.3 Markings and Forms
The treatment of pieces is determined by the insurance amount:
a. Retail pieces insured for $200.00 or less: The mailer must affix a barcoded Form 3813 (see Exhibit 4.3.3a) to each piece above the delivery address and to the right of the return address. No signature is obtained.
Exhibit 4.3.3a Insured Mail Form 3813
b. Retail pieces insured for more than $200.00: The mailer must affix a barcoded Form 3813-P (see Exhibit 4.3.3b) to each piece above the delivery address and to the right of the return address.
Exhibit 4.3.3b Insured Mail Form 3813-P
c. Mail for which insurance is purchased online must include the text "Insured" in the indicia area of the online label; the markings in 4.3.3a and 4.3.3b are not required.
d. All insured pieces, regardless of insurance amount, must be postmarked unless postage is paid by postage meter stamp, permit imprint, or PC Postage (when insurance is purchased online).
4.3.4 Privately Printed Form 3813-P
If authorized, a mailer may use a privately printed Form 3813-P for domestic mail only. The privately printed form must be nearly identical in design and color to the USPS form with a barcode and human readable numbers that meet the USPS specifications in Publication 109. A minimum of three preproduction samples must be submitted to the business mail entry manager serving the mailer's location for review by the mailpiece design analyst. Once approved, the mailer must print sample labels with barcodes to be certified under the technical requirements in Publication 109.
4.3.5 Integrated Barcodes
The following options are available for mailers who print their own labels:
a. An integrated barcode may be used by Confirmation Services electronic option mailers who wish to combine insurance with Delivery Confirmation or Signature Confirmation into a single barcode on the shipping label to eliminate multiple labels and barcodes on packages. Additional information on the integrated barcode solution can be found in Publication 91, Confirmation Services Technical Guide.
b. Mailers have another option for printing labels with insurance (see Exhibit 4.3.5b). The privately printed label must meet the specifications described in Publication 91. Applicable certification procedures must be followed, also as specified in Publication 91.
Exhibit 4.3.5b Mailer-Printed Label With Integrated Barcode
c. Mailers must use an integrated barcode (see Exhibit 4.3.5c) when insurance is purchased online for Priority Mail and for parcels mailed at First-Class Mail, Media Mail, or Parcel Post rates. The online purchase of insurance is not available for parcels prepared using eVS under 705.2.9. This barcode combines insurance with electronic option Delivery Confirmation or Signature Confirmation into a single barcode on the shipping label. Additional information on the integrated barcode can be found in Publication 91, Confirmation Services Technical Guide.
1. Mailers may purchase insurance online for indemnity coverage of $200.00 or less with electronic option Delivery Confirmation service. The human-readable text above the integrated barcode must state, "e/USPS DELIVERY CONFIRMATION."
2. Mailers may purchase insurance online for indemnity coverage of more than $200.00, up to $500, with electronic option Delivery Confirmation service. The human-readable text above the integrated barcode must state, "e/USPS INSURED."
3. Mailers may purchase insurance online for up to $500 indemnity coverage and include the electronic option Signature Confirmation service. The human-readable text above the integrated barcode must state, "e/USPS INSURED."
Exhibit 4.3.5c Integrated Barcodes With Routing ZIP Code
4.3.6 Prohibited Markings
Private insurance endorsements or markings may not appear on the address side of mail but may appear elsewhere, if they do not resemble official postal endorsements and are not confused with postal endorsements.
4.3.7 Receipt
Receipts are provided as follows:
a. For each retail insured mail article, the mailer receives a USPS sales receipt and the appropriate postmarked (round-dated) insured mail form as follows:
1. Form 3813 when the insurance coverage is $200.00 or less.
2. Form 3813-P when the insurance coverage is more than $200.00.
b. For each online mail article, the mailer has access to an electronic record of purchase and the option for a printed record of purchase as follows:
1. A computer printout from the web-based application through which the label was printed and insurance was purchased. The printout must clearly identify the following information: the Delivery Confirmation or Signature Confirmation services number of the insured piece, total postage paid, insurance fee paid, declared value, declared mailing/shipping date, origin ZIP Code, and delivery ZIP Code.
2. A printed online label record.
4.3.8 USPS Records
The USPS keeps no mailing records for insured pieces. The mailer must write the addressee's name and address on the receipt and keep it. The mailer must show the receipt when making a claim for loss or filing an inquiry.
4.3.9 Firm Sheet—Three or More Pieces
If three or more insured articles are presented for mailing at one time, the mailer may use Form 3877 (firm sheet) or privately printed firm mailing bills. Privately printed or computer-generated firm sheets that contain the same information as Form 3877 may be approved by the local postmaster. The mailer may omit columns from Form 3877 that are not applicable to insured mail. The mailer must present the books with the articles to be mailed at a post office. The sheets become the mailer's receipts. All entries made on firm sheets must be made by typewriter, ink, or ballpoint pen. Alterations must be initialed by the mailer and accepting employee. All unused portions of the addressee column must be obliterated with a diagonal line.
4.4 Bulk Insurance for Standard Mail
4.4.1 Eligibility
To mail at the bulk insured service rates, mailers must obtain an authorization under 4.4.2 and must meet the following criteria:
a. Enter mailings of insured articles under an approved manifest mailing system agreement.
b. Mail a minimum of 10,000 insured articles annually. To meet the minimum volume requirement, mailers may total all insured articles mailed at multiple locations.
c. Provide a printed Form 3877 or facsimile and a copy of Form 3877 on a disk or other electronic medium.
d. Effective at a future date, provide a soft (electronic) copy of Form 3877 in a new, approved format.
e. Mailings on which bulk insurance is requested must have postage and fees paid with permit imprint under a manifest mailing system (705.2.0).
4.4.2 Authorization
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. The postmaster or designee will verify on this form that the mailer meets the requirements in 4.4.1. If the mailer does not meet the requirements, the application will be denied. If the mailer meets the requirements in 4.4.1, 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.
4.5 Delivery
An item insured for $200.00 or less receives a delivery scan. An item insured for more than $200.00 receives a delivery scan and the recipient's signature. Delivery of insured mail is subject to 508.1.0, Recipient Options, and 508.2.0, Conditions of Delivery.
5.0 Certificate of Mailing
5.1 Certificate of Mailing Fees
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Firm mailing books (Form 3877), per article listed (minimum 3) | |
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5.1.1 Fee and Postage