What is a certificate of mailing

what is a certificate of mailing

IMM Revision: Certificate of Mailing Service — Updates

Effective August 6, 2012, the Postal Service™ will revise Mailing Standards of the United States Postal Service, International Mail Manual (IMM ® ) subchapter 310 to update our mailing standards for certificate of mailing service for individual pieces and bulk quantities.

Consistent with Postal Regulatory Commission (PRC) Order No. 1364, issued on June 5, 2012 (available at www.prc.gov. Docket No. MC2012-24), mailers may use PS Form 3606, Certificate of Bulk Mailing, for identical-weight items paid with a permit imprint. Previously, this service was available only for identical-weight items paid with ordinary postage stamps or meter stamps.

In addition, we will revise IMM 310 in its entirety to pro ­vide clarity when using certificate of mailing service for indi­vidual pieces and bulk quantities. The clarifications include the following:

n Mailpieces bearing PC Postage ® are eligible for cer­tificate of mailing service using PS Form 3606. Previ­ously, the only payment options for postage were ordinary postage stamps or meter stamps.

n Mailers may use PC Postage to pay the fees for cer ­tificate of mailing service when using PS Form 3606. Previously, the only payment options were ordinary postage stamps or meter stamps.

n Mailers may use PC Postage to pay for the fees for certificate of mailing service when mailing three or more items and using PS Form 3877, Firm Mailing Book for Accountable Mail. Previously, the only pay­ment options were ordinary postage stamps, precan­celed stamps, or meter stamps.

* * * * *

Certificate of mailing service is available only at the time of mailing and provides evidence that mail has been pre­sented to the Postal Service for mailing. Certificate of mail­ing service does not provide a record of delivery, and the Postal Service does not retain copies of PS Form 3817, Certificate of Mailing, or PS Form 3877, Firm Mailing Book for Accountable Mail, or USPS-approved facsimiles. The fee paid for certificates of mailing does not insure the item against loss or damage. The Postal Service postmarks (round-dates) each form or firm sheet at the time of mailing and then returns it to the mailer as the mailer’s receipt.

311.21 At Time of Purchase

a. Postcards.

b. Unregistered First-Class Mail International items.

c. Free matter for the blind.

d. Unregistered Priority Mail International Flat Rate En­velopes or Small Flat Rate Priced Boxes.

e. Ordinary (uninsured) Priority Mail International par­cels including Medium and Large Flat Rate Boxes.

f. Airmail M-bags.

A certificate of mailing cannot be obtained in combination with Registered Mail items, insured parcels, or items paid with a permit imprint.

311.22 After Mailing (Duplicate Copies)

To obtain a duplicate copy of the certificate of mailing, the mailer must present the original form or firm sheet and an additional certificate endorsed “Duplicate” or a copy indi­cating the original dates of mailing. The Postal Service postmarks (round-dates) the additional certificate to indi­cate the current date.

In addition to the correct postage, the mailer must pay the certificate of mailing fee for each article on PS Form 3817 at a Post Office facility. For a separate fee, the mailer may request a duplicate copy of PS Form 3817 after mailing (see 311.22). See Notice 123, Price List.

When mailing three or more pieces, the mailer may option ­ally use PS Form 3877. In addition to the correct postage, the mailer must pay the certificate of mailing fee for each article on PS Form 3877 by affixing ordinary (uncanceled) stamps, precanceled stamps, meter stamps, or PC Post­age stamps to the items. For a separate fee, the mailer may request a duplicate copy of PS Form 3877 after mailing (see 311.22). See Notice 123, Price List.

To obtain a certificate of mailing service for individual pieces, the mailer must present an eligible item for mailing (see 311.21) to a Post Office facility. For customers served by rural carrier service, the carrier obtains the certificate at the Post Office, attaches the stamps, obtains the postmark (round-date) on the certificate

on the day of mailing, and delivers the certificate to the customer on the next trip.

To obtain a certificate of mailing service for three or more pieces of eligible items (see 311.21), the mailer may use PS Form 3877 or a USPS-approved facsimile. All entries on firm sheets must be typed or printed in ink. The mailer may also use USPS-approved computer-generated firm sheets that contain the same information as PS Form 3877. The mailer must obliterate all unused portions of the addressee column by drawing a diagonal line through them. The mailer must pay the certificate of mailing fee by affixing ordinary (uncanceled) stamps, precanceled stamps, meter stamps, or PC Postage stamps to the items. The mailer and accepting employee must initial any alterations to the firm sheets. The postmarked (round-dated) sheets of the books become the mailer’s receipts.

For bulk mailings of identical-weight pieces paid with ordi ­ nary stamps, meter stamps, PC Postage, or permit imprint, mailers may optionally use PS Form 3606, Certificate of Bulk Mailing. This form is used only at the time of mailing, to verify the number of identical-weight pieces mailed. The form must not be used as an itemized list, and it does not provide evidence that a piece was mailed to a particular address. The fee paid for certificates of mailing does not insure the item against loss or damage, and the Postal Ser­vice does not retain copies of PS Form 3606. The Postal Service certifies each PS Form 3606 by postmark (round-date) at the time of mailing and then returns it to the mailer as the mailer’s receipt.

312.2 Availability

312.21 At Time of Entry

a. Postcards.

b. Unregistered First-Class Mail International items.

c. Free matter for the blind.

d. Unregistered Priority Mail International Flat Rate En­velopes or Small Flat Rate Priced Boxes.

e. Ordinary (uninsured) Priority Mail International par­cels including Medium and Large Flat Rate Boxes.

f. Airmail M-bags.

312.22 After Mailing (Duplicate Copies)

To obtain a duplicate copy of PS Form 3606 after mailing, the mailer must present the original postmarked certificate and an additional certificate endorsed “Duplicate” or a copy indicating the original dates of mailing. The Postal Service postmarks (round-dates) the additional certificate to indicate the current date.

In addition to the correct postage, the applicable certificate of bulk mailing fee must be paid for mailings of identical-weight pieces reported on PS Form 3606. The mailer may pay the fee by ordinary (uncanceled) stamps, meter stamps, or PC Postage stamps by affixing the fee to the form. For a separate fee, the mailer may request a duplicate copy of PS Form 3606 after mailing (see 312.22). See Notice 123, Price List, for all applicable fees.

The mailer may present requests for certificate of bulk mail ­ing to a Post Office facility, business mail entry unit (for items paid with a permit imprint), or other location autho­rized by the Postal Service. The mailer may pay the fee by ordinary (uncanceled) stamps, meter stamps, or PC Post­age stamps by affixing the postage to PS Form 3606. The Postal Service certifies each PS Form 3606 by postmark (round-date) at the time of mailing and then returns it to the mailer as the mailer’s receipt.

a. The sender may receive a certificate of mailing on Treasury Department (Internal Revenue) Forms P.T. 26, 27-A, or 550 certifying that the sender has waived the right to withdraw the item from the mail. The indi­vidual certificate of mailing fee applies to each com­pleted form.

b. Post Office facilities may also certify on Customs Form 4455, Certificate of Registration, the exporta­tion by mail of items sent abroad for alteration, repair, or replacement (see 713.43). The individual certifi­cate of mailing fee applies to each completed form.

a. Make sure that the form has been properly complet­ed and that the correct amount of postage has been affixed.

b. Cancel the stamps with a postmark indicating the current date.

c. Sign the form.

d. Return the form to the sender.

Source: about.usps.com

Category: Insurance

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