Changes to the USPS Postmark Date System

A new USPS rule means cities must plan ahead for deadline-sensitive mail that must be postmarked by a certain date.

City staff will want to pay special attention to due dates and submission deadlines for anything requiring postmark by a certain date.

The United States Postal Service (USPS) has adopted a final rule formally defining postmarks and identifying the types of markings that qualify. The rule clarifies that USPS does not postmark all mail in the ordinary course of operations. Postmarking operations may cross calendar days or may occur after a mail piece has been transported from a retail unit to a processing facility. Therefore, the date displayed on a machine-applied postmark may be later than the date the mail piece was first accepted by USPS.

View the final postmark date rule (pdf).

Cities needing to ensure a specific postmark date on a piece of mail have a few options:

1. Request a manual (local) postmark when presenting a mail piece at a retail counter.
2. Use the Postage Validation Imprint (PVI) label applied when paying for postage at a retail counter as proof of the date the item was presented for mailing.
3. Purchase a Certificate of Mailing or use Registered or Certified Mail to obtain a receipt.

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