604 Postage Payment Methods
1.0 Stamps
1.1 Postage Stamp Denominations
1.2 Postage Stamps Valid for Use
All postage stamps issued by the United States since 1860, unless listed in 1.3, are valid for postage from any point in the United States or from any other place where U.S. Mail service operates. Precanceled stamps may be used to pay regular postage and fees for extra services if the mailpiece is endorsed under the standards for the class of mail and service requested. Precanceled postage may be used only by permit holders authorized under 3.0. Unless excepted by standard, the total postage affixed must equal at least the postage charge for the class of the mail and, if applicable, the fee for the extra service requested. All nondenominated postage and makeup price stamps, including official mail stamps, are valid at the original prices of issue.
1.3 Postage Stamps Invalid for Use
The following are not valid to pay postage for U.S. domestic or U.S.-originated international mail:
a. Postage due, special delivery, special handling, and Certified Mail stamps.
c. United Nations stamps, unless on mail deposited at the United Nations, NY.
d. U.S. stamps that are mutilated or defaced; cut from stamped envelopes, aerogrammes, or stamped cards; covered or coated in such a manner that canceling or defacing marks cannot be printed onto the stamps; or overprinted with an unauthorized design, message, or other marking.
e. Nonpostage stamps, such as migratory-bird hunting and conservation stamps, U.S. saving and thrift stamps.
1.4 Imitations of Stamps
Matter bearing imitations of postage stamps, in adhesive or printed form, or private seals or stickers resembling a postage stamp in form and design, is not acceptable for mailing.
1.5 Imitations of Markings
Matter bearing decorative markings and designs, in adhesive or printed form, resembling the markings and designs of official postal services, is not accepted for mailing (see Exhibit 1.5).
Exhibit 1.5 Prohibited Imitations
1.6 Stamp Reproduction
Postmasters may not advise the public about the reproduction of foreign or domestic postage stamps. Such information is available from Stamp Development, USPS Headquarters (see 608.8.0 for address).
1.7 Position of Stamp on Mailpiece
Stamps must be affixed firmly in the upper right corner of the address side of the mail cover. Any stamp partly concealed by an overlapping stamp may not be counted as postage.
1.8 Reuse of Stamps
Reuse of stamps with intent to cause loss to the government or the USPS is punishable by fine and imprisonment.
1.9 Perforating Stamps
Postage stamps may be marked with perforation holes. The mark may not cover more than 1/4 square inch (1/2 inch by 1/2 inch) of the stamp, and the diameter of the holes may not exceed 1/32 inch.
1.10 Additional Standards for Forever Stamps
Forever stamps are sold for the price of the current First-Class Mail single-piece 1-ounce letter price in 133.1.4. The postage value of each forever stamp is the current First-Class Mail single-piece 1-ounce letter price. Forever stamps may be used only on single-piece price mail.
1.11 Additional Standards for Semipostal Stamps
Semipostal stamps are subject to the following special conditions:
a. Semipostal stamps are stamps sold for a price that exceeds the postage value of the stamp. The difference between the price and postage value (also known as the "differential") less an offset for reasonable USPS costs, as determined by the USPS, is contributed to a specific cause. Semipostal stamps are offered for sale for a limited time as provided by law or by the USPS.
b. The following semipostal stamp is available: The Breast Cancer Research semipostal stamp. The difference between the purchase price and the First-Class Mail nonautomation single-piece first-ounce letter price in effect at the time of purchase constitutes a contribution to breast cancer research and cannot be used to pay postage. Funds (net of reasonable USPS costs) raised in connection with the Breast Cancer Research semipostal stamp are transferred to the Department of Defense and the National Institutes of Health.
c. The postage value of each semipostal stamp is the First-Class Mail nonautomation single-piece first-ounce letter price in 133.1.4, Prices for Letters and Cards, that is in effect at the time of purchase. Additional postage must be affixed to pieces weighing in excess of 1 ounce, pieces subject to the nonmachinable surcharge, or pieces for which extra services have been elected. The postage value of semipostal stamps purchased before any subsequent change in the First-Class Mail nonautomation single-piece first-ounce letter price is unaffected by any subsequent change in that price. The purchase price is listed in 1.1.
1.12 Paying for Stamps
Payment may be made in U.S. currency. Foreign or mutilated money is not acceptable. The USPS may require payment of the exact amount of the purchase. Checks are acceptable subject to USPS check-acceptance policy and the assessment of charges to the customer for an uncollectible check returned by the bank. The customer must use a money order or certified check if the amount due is sent by mail.
1.13 Seals and Stickers
The nonaddress side of mail may have seals or stickers, if they do not imitate postage stamps and do not have words, numerals, or other markings indicating a value.
2.0 Stamped Stationery
2.1 Plain Stamped Envelope
2.1.1 Fee
2.1.2 Availability
Plain stamped envelopes are available at all post offices, except that:
a. Only sizes 6-3/4 and 10 regular and window envelopes are sold in less than full box lots (a full box contains 500 envelopes).
b. Only nonprofit organizations and political committees authorized to use the Nonprofit Standard Mail prices may buy Nonprofit (precanceled) envelopes. Only full boxes are sold at post offices; only less than box lots are sold at philatelic outlets.
2.1.3 Envelope Dimensions
Envelope dimensions, which can vary 1/16 inch, are as follows:
a. Size 6-3/4: 3-5/8 by 6-1/2 inches.
b. Size 10: 4-1/8 by 9-1/2 inches.
c. Intermediate sizes (between 6-3/4 and 10, as determined by surface area in square inches) are not less than 6-1/2 or more than 9-1/2 inches long, not less than 3-5/8 or more than 5 inches high, have a surface area of not more than 39 square inches, and have an aspect ratio (length divided by height) not less than 1.3 or more than 2.5.
2.1.4 Window Sizes
Window envelopes are available with these window sizes:
a. The standard window is 1-1/8 inches high and 4-3/4 inches wide, and is placed 5/8 inch from the bottom edge of the envelope.
b. In size 6-3/4 envelopes, the window is 7/8 inch from the left edge; in size 10 envelopes, 1 inch from the left edge.
c. On double window envelopes, the second window (designed for a return address) is 1/2 inch from the top and left edges, and measures 3/4 inch high and 2-1/2 inches wide.
d. Other window sizes and locations can be produced, if the window size is not more than 1-1/2 inches high and 5 inches wide, and the window is not less than 3/8 inch from any envelope edge. Windows must allow compliance with general USPS addressing guidelines.
2.1.5 Imprinting
Stamped envelopes may be privately imprinted in any style, if at least 3-1/2 inches of clear space remains at the right end of the address side.
2.2 Personalized Stamped Envelopes
2.2.1 Fee
2.2.2 Availability
Personalized envelopes (stamped envelopes imprinted with a return address) are available by mail order only. Customers mail Form 3203, with the full payment (by check or money order) for the envelopes ordered, to Stamp Fulfillment Services (see 608.8.0 for address).
2.2.3 Printing Specifications
All printing on personalized envelopes is subject to these specifications:
a. Any line of printing is limited to 47 characters and spaces.
b. The total number of lines is limited to seven.
c. The last two lines of printing must be reserved for the street address or post office box number where mail is to be delivered, and the city, state, and ZIP Code.
d. Stamp Development, USPS Headquarters, must approve any printing not permitted under 2.2.4 through 2.2.6. Requests for nonstandard printing are considered on orders of one million or more identical envelopes. Stamp Development's decision is final.
e. Each envelope must bear a return address printed in uppercase and lowercase letters, with flush left margin, using 8-point Helvetica type. The firm name or main lines are in bold type.
2.2.4 Printed Return Address Standards
The printed return address must include the local address that includes a street address; a post office box number; a rural route and box number; a building name, room number, and street address; or both a street address and post office box number; and the name of the post office or branch post office, state, and either the ZIP+4 or the 5-digit ZIP Code. The ZIP Code must be correct for the address on the line immediately preceding the city and state. The postmaster determines whether the address is adequate to ensure return of undeliverable mail.
2.2.5 Printed Return Address Options
The printed return address may include:
a. The name and title of an individual, or the name of a firm, corporation, institution, association, or society.
b. Descriptive words that represent business or professional names.
c. The branch or department name of a business if necessary to ensure return of undeliverable mail.
d. The telephone number of an individual or group if printed immediately preceding the local address.
e. A brief advertising statement or descriptive phrase following the name or on up to two separate lines. Indecent matter may not appear on wrappers or envelopes (18 USC 1463).
2.2.6 Optional Information
The following endorsements and instructions printed in at least 8-point type may be included as part of the return address:
a. Any ancillary service endorsement under 507.1.1 through 507.1.9 that requests address correction, forwarding, or return appropriate for the intended class of mail (e.g., "Address Service Requested"). The endorsement must appear directly below the return address, separated with a minimum clear space of 1/4 inch.
b. Any sender instruction under 507.1.8, Returning Mail, and 507.4.0, Address Correction Services, that specifies a period for holding mail, not fewer than 3 and not more than 30 days (e.g., "AFTER 5 days RETURN TO"). The instruction must appear directly above the return address. If such an instruction is printed on envelopes at Standard Mail prices, those envelopes must also bear an authorized ancillary service endorsement that provides for return postage.
2.2.7 Rejected Envelopes
A customer may reject personalized envelope orders for defective manufacture or mistakes in printing, denomination, size, etc.:
a. If the purchaser's error, only the value of the postage is refunded. Such a refund may be made at a post office or by returning the envelopes to Stamp Fulfillment Services (see 608.8.0 for address). If the customer wants the envelopes replaced instead, the customer must pay the difference between the full selling price of the envelopes and the postage value. The customer must include an explanation for rejecting the envelopes in a request for replacement or refund.
b. If an error is made by the USPS, Stamp Fulfillment Services refunds the total cost of the envelopes. The envelopes must be returned to Stamp Fulfillment Services (see 608.8.0 for address) with an explanation of the error. Only the customer whose name is in the return address, or the customer's representative, may submit rejected personalized envelopes for a refund. Rather than seeking a refund, the customer may request that the envelopes be replaced.
2.3 Other Stationery
2.3.1 Stamped Cards
Stamped cards are available as single stamped cards, double (reply) stamped cards, and in sheets of 40 for customer imprinting. Single and double stamped cards are 3-1/2 inches high by 5-1/2 inches long. Sheets must be cut to this size so that the stamp is in the upper right corner of each card. The USPS does not offer personalized stamped cards (cards imprinted with a return address).
2.3.2 Fee for Stamped Cards
2.3.3 Validity of Postal Stationery
All stamped envelopes, stamped cards (formerly called "postal cards"), and aerogrammes issued by the United States since 1873 are valid for postage from any point in the United States or from any other place where U.S. domestic mail service operates, under the same conditions as for postage stamps in 1.0.
3.0 Precanceled Stamps
3.1 General Information
3.1.1 Definition
[7-5-07] Precanceling is the cancellation of adhesive postage, stamped envelopes, or stamped cards before mailing. Precanceling may be done by the mailer under a postal permit, or mailers may purchase precanceled stamps bearing a price category from the USPS.
3.1.2 Use of Precanceled Stamps
Precanceled postage is an optional postage payment method for mailings at Presorted and automation First-Class Mail prices and at all Standard Mail prices.
3.1.3 Prohibited Use of Precanceled Stamps
Precanceled postage stamps may not be used on any reusable mailing containers, such as boxes, cases, or bags.
3.1.4 Documentation
Unless excepted by standard, a precanceled stamp mailing must be accompanied by documentation subject to the standards for documentation for each class of mail if the mailing contains nonidentical-weight pieces or pieces without the full postage at the applicable price.
3.1.5 Amount of Postage
The value of precanceled stamps affixed to each piece in a mailing must be either the exact amount due or another amount permitted by standard. Refunds for overpayment must meet the standards in 9.0, Refunds and Exchanges.
3.1.6 Depositing Precanceled Stamp Mailings
Mail bearing precanceled postage must be presented to the post office where the permit is held, at the times and places designated by the postmaster. Mail bearing precanceled postage must not be deposited in street collection boxes.
3.1.7 Combining Precanceled Stamps With Other Postage Payment Methods
Precanceled mail may be combined in a mailing with mail paid with other means only if authorized by the USPS.
3.1.8 Return Address
Mailpieces with any precanceled imprint must have a complete domestic return address. If the return address is outside the delivery area of the post office of mailing, the mailer must put a cancellation endorsement to the left of the postage showing city, two-letter state abbreviation, and ZIP Code of the office of mailing; or submit, at the time of mailing, a duplicate of the postage statement and a sample mailpiece, both in an envelope stamped and addressed to the postmaster at the post office shown in the return address; or use the cancellation endorsement "Mailed From ZIP Code" followed by the 5-digit ZIP Code assigned to the postmaster at the office of mailing.
3.1.9 Markings and Endorsements
Whether the mailer or the USPS precanceled the stamps, each mailpiece with precanceled postage must bear markings and endorsements required for the price claimed or services requested.
3.2 Permit to Use Precanceled Stamps
3.2.1 Authorization to Use Precanceled Stamps
A mailer who wants to use USPS-precanceled stamps and stamped envelopes must complete Form 3615 and file it at the post office where mailings are to be deposited. If an applicant has a completed Form 3615 on file for other services, precanceled authorization is annotated on the existing application. There is no fee for this permit.
3.2.2 Revocation of Precanceled Stamp Permit
A permit may be revoked if used in operating any unlawful scheme or enterprise, or for buying or acquiring stamps or mailer's precancel postmarks for other than mailing, or for failing to comply with the format requirement or instructions on Form 3615. The permit holder has 10 days to file a written statement showing why the permit should not be revoked. The manager, customer service support (district), issues the decision on such appeals.
3.3 Precancellation of Stamps by USPS
[7-5-07] Precanceled stamps are preprinted with a price category as the precancelation method. These stamps are for matter mailed as part of a qualifying mailing of the price category shown on the stamps. Mailpieces bearing a price category precancellation legend must include the return address. If the return address is not within the delivery area of the post office of mailing, the mailer must place a cancellation endorsement on the piece or provide information to the post office shown in the return address. Precanceled stamps with a preprinted price marking may be used to pay single-piece postage if the piece bearing the stamps has the correct marking (e.g., "First-Class Mail") immediately under the postage.
3.4 Precancellation of Stamps by Mailer
3.4.1 Definition of Stamps Precanceled by Mailer
A mailer meeting the standards in 3.4 may precancel adhesive stamps, stamped cards, and stamped envelopes with a mailer's precancel postmark. Stamped cards are precanceled at the time of printing and do not require a mailer's precancel postmark.
3.4.2 Authorization to Precancel Stamps
A mailer must request authorization to preprint price markings on precanceled stamps or to use a precancel postmark on adhesive stamps, stamped cards, and stamped envelopes. The applicant must submit a specimen mailpiece showing the preprinting method or proposed precancel postmark. If more than one preprinted marking is prepared or more than one format is used, a specimen for each must be submitted. Form 3615 must be endorsed "Preprinting of Price Markings," or "Mailer's Precancel Postmark," or both, as appropriate. The application and format samples must be submitted to the postmaster of the office where the precanceled mailings are to be deposited for approval by the district Business Mail Entry manager. If the application and samples are approved, the applicant receives written notice of approval from the postmaster and a unique permit number assigned by the postmaster.
3.4.3 Authorization Conditions
Mailer precancellation is authorized only for the specimen mailpieces submitted and approved. After that, a specimen must be submitted and approved for each new precancel postmark format or preprinted marking to be used.
3.4.4 Denial of Authorization to Precancel Stamps
If the application and format samples are not approved by the district Business Mail Entry manager, the applicant receives written notice from the postmaster stating the reasons for the denial and the applicant's appeal rights. The applicant may file a written appeal with the Pricing and Classification Service Center (PCSC). (See 608.8.4, PCSC and District Business Mail Entry Offices Contact Information.)
3.4.5 Revocation of Authorization to Precancel Stamps
A permit may be revoked for operating any unlawful scheme or enterprise, for buying or acquiring stamps for other than mailing, or for failing to comply with the required format standards. Within 10 days of receipt of the revocation notice, the permit holder may file a written appeal with the PCSC. (See 608.8.4, PCSC and District Business Mail Entry Offices Contact Information.) The PCSC issues the final agency decision.
3.4.6 Design and Content of Mailer's Postmark
The mailer's precancel postmark must contain specific elements:
a. The mailing date (day, month, and year) if used on First-Class Mail; the month and year of mailing may be shown on Standard Mail.
b. The words "Mailer's Postmark" followed by the permit number and enough lines to deface (cancel) the postage.
c. Either the city, state, and 5-digit ZIP Code of the post office where the precancel permit is held and the mailing is to be deposited, or the words "Mailed From ZIP Code" followed by the 5-digit ZIP Code of the mailing office. (If that post office is assigned more than one 5-digit ZIP Code, the precancel postmark must show the 5-digit ZIP Code assigned to the postmaster.)
3.4.7 Price Marking
The precancel postmark may include the words or authorized abbreviations of the price marking required for the price claimed. Alternatively, if authorized under 3.4.2, the mailer may preprint price markings required by other standards on adhesive stamps to be used for mailings at the corresponding prices. Such preprinted markings must be in uppercase letters of at least 6-point type, printed in black indelible ink on the stamp where optimum contrast is possible. A preprinted price marking applied by the mailer, by itself or with a precancel postmark, must not obscure other printing on the stamp that is part of the USPS design (e.g., "USA").
3.4.8 Cancellation of Stamps
Black ink must be used for cancellation. It must provide enough indelibility and contrast to prevent reuse of the stamps. The precancel permit number must not be obscured by the cancellation.
3.4.9 Required Format
A mailer must use one of the Format A designs in Exhibit 3.4.9. Format B may be used only by a mailer previously authorized to do so and who has the necessary die. The only permissible alternative or modification to any format is the addition of a price marking permitted by 3.4.7.
Exhibit 3.4.9 Format for Mailer's Precancel Postmarks
3.5 Stamp Collectors
Subject to USPS policy in 608.4.0, precanceled postage may be bought for philatelic purposes as well as postage payment. A stamp collector may mail matter bearing precanceled postage if the collector has a permit to use precanceled postage at the post office where the mail is presented. Creating philatelic oddities or precanceling issues or denominations that would not otherwise see legitimate mail use is not permitted. Mail orders must include a stamped, self-addressed envelope.
3.6 Using High Value Stamps
If precanceled postage on a single piece is more than $1, the precanceled stamps must be overprinted or handstamped in black ink with the mailer's initials and the numerical abbreviations of the month and year for use (e.g., "A. B. Co. 9-78"). These stamps are acceptable on mail during the month shown and through the 10th of the following month.
4.0 Postage Meters and PC Postage Products ("Postage Evidencing Systems")
4.1 Basic Information
4.1.1 Definitions
Postage meters and PC Postage products are collectively identified as "postage evidencing systems." A postage evidencing system is a device or system of components a customer uses to print evidence that postage required for mailing has been paid. Postage evidencing systems print indicia, such as meter imprints or information-based indicia (IBI), to indicate postage payment. Mailers print indicia directly on a mailpiece or on a label that is affixed to a mailpiece. Mailers must place indicia in the upper-right corner of the mailpiece or label, according to 4.3.3.
4.1.2 Product Categories
Product categories include postage meters and PC Postage products. Additional information on product categories and authorized providers is available online at www.usps.com/postagesolutions. The primary characteristics of postage meters and PC Postage products are described below.
a. Postage meters are devices that allow download, storage, and accounting of postage in the device. Meters print indicia that may be IBI or non-IBI, to indicate postage payment. IBI are digitally generated indicia that include a two-dimensional barcode. Postage meters are available only through authorized providers. Meters may only be leased or rented and may not be sold or resold. Some components of metering systems may be purchased as authorized by the USPS.
b. PC Postage products are software-based solutions for managing postage accounts. Mailers purchase postage using a computer and print indicia using desktop or label printers. PC Postage products print IBI indicating postage payment and may print directly onto mailpieces, shipping labels, and USPS-approved customized labels. PC Postage products are offered by commercial providers approved by the USPS. PC Postage products are typically offered by providers through subscription service agreements. Some components of PC Postage systems may be purchased as authorized by the USPS.
c. PC Postage technology also enables authorized postage payment for Internet-based services operated by authorized private vendors as well as Click-N-Ship, a shipping label option available at www.usps.com.
4.1.3 Authorized Meter Providers
[3-21-07] The following providers are authorized:
DATA-PAC MAILING SYSTEMS CORP
1217 BAY RD
WEBSTER NY 14580-1958
800-355-1755
www.data-pac.com
FRANCOTYP-POSTALIA INC
140 N MITCHELL CT STE 200
ADDISON IL 60101-5629
800-341-6052
www.fpusa.net
HASLER INC
19 FOREST PKY
SHELTON CT 06484-6140
800-243-6275
www.haslerinc.com
NEOPOST INC
30955 HUNTWOOD AVE
HAYWARD CA 94544-7084
800-624-7892
www.neopostinc.com
PITNEY BOWES INC
1 ELMCROFT RD
STAMFORD CT 06926-0700
800-322-8000
www.pitneybowes.com
4.1.4 Authorized PC Postage Providers
The following providers are authorized:
ENDICIA.COM (PSI SYSTEMS INC)
247 HIGH ST
PALO ALTO CA 94301-1099
800-576-3279 x140
www.endicia.com
PITNEY BOWES INC
1 ELMCROFT RD
STAMFORD CT 06926-0700
800-322-8000
www.pitneybowes.com
STAMPS.COM
12959 CORAL TREE PLACE
LOS ANGELES CA 90066-7020
888-434-0055
www.stamps.com
4.1.5 Authorized Classes of Mail
Mailers may use postage evidencing systems to affix or imprint indicia on any class of mail except Periodicals.
4.2 Authorization to Use Postage Evidencing Systems
4.2.1 Customer Agreement
Customers must enter into an agreement with the USPS for authorization to use postage evidencing systems. By entering into the agreement, the customer accepts responsibility for control and use of the system and agrees to abide by all rules and regulations governing its use. The following conditions apply to these agreements.
a. Customers enter into an agreement with the USPS (e.g., via electronic click-through or contract signature) in conjunction with executing a separate agreement with the provider for rental, lease, or use of a postage evidencing system. Actual implementation of the agreement with the USPS varies by product category and provider and is typically facilitated by the provider on behalf of the USPS. Postage evidencing systems are rented or leased. They may not be purchased, sold, or resold.
b. A meter lease or rental agreement with an authorized provider is required for postage meter use. Registration with an authorized provider is required for PC Postage system use.
c. The customer must provide updated address information to the provider in the event of relocation.
d. Postage meter manufacturers must conduct inspection of certain meters on a scheduled basis. The customer agrees to make the meter available for provider inspection or USPS examination when required.
e. The customer agrees to promptly report a defective meter, or loss or theft of a meter, to the provider.
4.2.2 Authorized Possession
Only authorized customers may possess or use postage evidencing systems. Customers must surrender postage evidencing systems to the provider or its agent upon termination of the lease or rental agreement or device malfunction.
4.2.3 Use Outside the United States
The manager of Postage Technology Management must give specific approval to the provider before a provider may place a postage evidencing system for use outside the customs territory of the United States.
4.2.4 Denial of Use
USPS may deny use of a postage evidencing system in the event of failure to comply with rules and regulations. The customer must make the postage evidencing system and transaction records available and surrender the system to the provider, the USPS, or its agent when notified to do so.
4.2.5 Appeal Process
Appeals regarding standards in this section or regarding decisions on the basis of noncompliance must be made in writing to the manager, Postage Technology Management (see 608.8.1 for address).
4.3 Postage Payment
4.3.1 Paying for Postage
The value of the indicia on each mailpiece must be the exact amount due for the applicable price category and associated criteria such as weight, shape, and zone or another amount permitted by mailing standards to qualify for worksharing or volume discounts. Payment options vary by provider and product category. Contact provider for authorized USPS payment options.
4.3.2 Legibility of Postage
Postage indicia must be legible (readable by USPS personnel and mail processing equipment). Illegible or unreadable (unscannable) indicia are not acceptable as payment of postage. Reflectance measurements of the indicia and the background material must meet the standards in 708.4.0.
4.3.3 Placement of Postage
[1-3-08] Mailers must print or apply indicia in the upper-right corner of the envelope or, if postage is printed on an address label, the upper-right corner of that label. Mailers must meet the following additional standards when placing indicia on mailpieces.
a. Position indicia at least 1/4 inch from the right edge of the mailpiece and 1/4 inch from the top edge of the mailpiece.
b. Position indicia within the required boundaries. The boundaries of indicia are defined by the right edge of the envelope, the top edge of the envelope, and the bottom edge and the left edge of any USPS-required indicium element printed by the postage evidencing system.
c. Maintain the required 1/2-inch clear zone to the left of and below all elements of the indicium, within which nothing must be printed or placed, except as follows:
1. Indicia containing images obtained from a USPS-approved licensed vendor of customized PC Postage.
2. For letterpress indicia only, advertising material may be printed with the indicia within space limitations. These advertising messages and slogans are known as "ad plates." Customers must obtain the ad plates from their authorized postage meter provider. Ad plate messages must be distinguished by the inclusion of the name of the mailer or words such as "Mailer's Message."
d. For postage evidencing systems that print digital indicia, an approved indicium must include within its boundaries only postal markings and text required or recommended by the USPS, except that the indicium may identify the provider. Other material may be printed only outside the boundaries of the clear zone identified in 4.3.3c.
e. Any additional material printed by a postage evidencing system under 4.3.3c and 4.3.3d must comply with the following requirements:
1. The material must be consistent with the Postal Service's intent to maintain neutrality on religious, social, political, legal, moral, or other public issues.
2. The material must not be obscene, deceptive, or defamatory of any person, entity, or group and must not advocate unlawful action.
3. The material must not emulate any form of valid postage, government, or other official indicia or payment of postage.
4. The material must not harm the public image, reputation, or goodwill of the Postal Service and must not be otherwise derogatory or detrimental to the Postal Service's interest.
f. Do not allow the indicia to infringe on the areas reserved for the FIM, POSTNET barcode, or optical character reader (OCR) clear zone.
g. Orient indicia with the longest dimension parallel to the address.
h. Single-piece, First-Class Mail letters must contain a mechanism so that the Postal Service can face the mailpiece during automated processing. Acceptable methods for a mailpiece produced by a postage meter or PC Postage system include:
1. Printing postage meter indicia with fluorescent ink approved by the Postal Service. To determine if an ink has been approved by the Postal Service, send written requests to the Manager, Postage Technology Management (see 608.8.1 for address).
2. Printing a postage meter or PC Postage indicia directly on a label containing fluorescence that has been approved by the Postal Service. To determine if a label has been approved by the Postal Service, send written requests to the Manager, Postage Technology Management.
3. Printing a FIM D with the indicia or applying the indicia to an envelope containing a preprinted FIM. Position the FIM according to standards in 708.9.0.
i. When placing multiple indicia on an envelope (e.g., for redate or postage correction) the indicia must not overlap each other. Overlapping indicia are not acceptable as payment of postage.
4.3.4 Postal Markings
Indicia are comprised of human-readable information. Information-based indicia (IBI) also contain machine-readable information that identifies the postage evidencing system, postage payment information, and mail service requested. There are particular data sets associated with different types of indicia, depending on the product and the type of mailing. Indicia may include postal markings related to the class of mail and presort level and an ancillary service endorsement. All words must be legible and in bold capital letters at least 1/4 inch high or 18-point type. See 202.3.0 for standards on markings and 202.4.0 for placing ancillary service endorsements on letter-size mailpieces. See 302.2.0 and 302.3.0 for corresponding standards for flat-size mailpieces; see 402.2.0 and 402.3.0 for parcels.
4.3.5 Refund Procedures
Refund procedures for unused printed postage, postage purchased but not printed, and postage lost due to postage evidencing system failure varies by product category. See 9.0 for refund procedures.
4.4 Special Indicia
4.4.1 Date and Postage Corrections
Mailers may print a date correction or additional postage indicium directly on the mailpiece or on a USPS-approved label under the following conditions.
a. A date correction indicium is required for any mailpiece not deposited by the date of mailing in the indicium. Only one date correction indicium is permitted on a mailpiece. For all postage evidencing systems except PC Postage systems, a date correction must show the actual date of deposit and zero postage value ("0.00"). Place the date correction as follows:
1. On letter-size mail, place the date correction on the nonaddress side in the upper right corner or on the address side in the lower left corner.
2. On flat-size mail or parcels, place the date correction next to the original indicium, except when applied by an ink jet printer on barcoded flats.
b. Indicia for additional postage on shortpaid mailpieces must equal the total amount of required postage.
4.4.2 Reply Postage
Mailers may use indicia generated by any postage evidencing system to prepay reply postage on Express Mail, on Priority Mail when the price is the same for all zones, on First-Class Mail, and on single-piece price Media Mail and Library Mail under the following conditions.
a. The postage amount must be sufficient to prepay the full postage due.
b. Print indicia directly on the mailpiece or on a label, and place indicia under 4.3.3.
c. Indicia used to prepay reply postage must not show the date.
d. Pre-address the mailpiece for return to the authorized user only.
e. Print the words "NO POSTAGE STAMP NECESSARY POSTAGE HAS BEEN PREPAID BY" directly above the address.
f. Mailers may use FIM A on barcoded letter-size First-Class Mail reply mail except when using PC Postage.
g. When using PC Postage, mailers must use FIM D for prepaid reply mail when the indicium is printed directly on the mailpiece.
h. The address side must appear as described in this section and shown in the illustration below. Nothing may be added except a return address, FIM, or barcode.
4.5 Mailings
4.5.1 Mailing Date Format
The mailing date in meter indicia must meet the format standards in this section. The year must be represented by all four digits or by the last two digits. Mailers may print the indicia directly onto mailpieces or onto separate labels or tape affixed to mailpieces. The mailing date format used in the indicia is also subject to the following conditions.
a. Complete Date. Mailers must use a complete date for the following:
1. All First-Class Mail, Priority Mail, and Express Mail pieces.
2. All mailpieces with Insured Mail, COD, or Special Handling service.
3. All mailpieces prepared with the indicia printed on nonadhesive paper (e.g., computer printer paper) and affixed to the mailpiece or used as part of an insert in a window envelope.
b. Month and Year. Mailers may use a complete date or a mailing date consisting solely of the month and year in the indicia only for Standard Mail and Package Services pieces.
c. No Date. Mailers must use indicia with no mailing date for prepaid metered reply postage. As an option, mailers may use indicia with no mailing date for Standard Mail and Package Services pieces not subject to 4.5.2a.
4.5.2 Mailing Date Accuracy and Mailing Periods
The date or period when mailers may deposit or present metered mail for mailing is controlled by the mailing date in the indicia under the following conditions.
a. Complete Date. Mailpieces bearing a complete date in the indicia must be deposited or presented on that date, except that pieces entered after the day's last scheduled collection from the post office or collection box may bear the actual date of entry or the date of the next scheduled collection from the post office or collection box. When authorized by USPS, presort mail accepted after midnight may bear the previous day's date. If the mailer knows that the mail is not to be deposited or presented on the date in the indicia, the mailer must use a date correction indicium under 4.4.1.
b. Month and Year. Mailpieces bearing only the month and year in the indicia may be deposited or presented for mailing on any day during the month shown in the indicia and through the third day of the following month.
c. No Date. Mailpieces bearing no date in the indicia may be deposited or presented for mailing on any date.
4.5.3 Deposit of Mail
[3-3-08] Mailers must deposit or enter mailpieces with metered or PC Postage indicia according to the following conditions.
a. Mailers may deposit Express Mail, flat-rate Priority Mail, Priority Mail weighing one pound or less, single-piece price First-Class Mail, single-piece price Media Mail, and single-piece price Library Mail items with a metered or PC Postage indicia at any postal facility, preferably within the area of the customer's local post office. Mailers may also deposit zone-priced Priority Mail pieces at any postal facility, provided the postage affixed to each mailpiece is calculated to include the amount due as specified in 4.3.1, taking into account the weight, shape, and the zone from the ZIP Code of the office where the mailpiece is deposited to the ZIP Code of the destination address.
b. Mailers must deposit all mail not specified in 4.5.3a as follows:
1. At a postal facility within the ZIP Code shown in the indicia.
2. For Presort price mail, at the authorized mailing office if not at a facility within the ZIP Code shown in the indicia.
c. Mailers also may dropship metered mail according to standards in 705.18.0.
4.6 Authorization to Produce and Distribute Postage Evidencing Systems
Title 39, Code of Federal Regulations, part 501, contains information concerning authorization to produce and distribute postage evidencing systems. Additional information may be obtained from the manager, Postage Technology Management (see 608.8.1 for address).
5.0 Permit Imprint (Indicia)
5.1 General Standards
5.1.1 Definition
A mailer may be authorized to mail material without affixing postage when payment is made at the time of mailing from a permit imprint advance deposit account established with the USPS for that purpose. This payment method may be used for postage and extra service fees for First-Class Mail, Standard Mail, and Package Services. This method is not available for Periodicals or Express Mail and must not be used to pay postage on any mailpiece that is designed for reply purposes (except for permit reply mail under 507.10.0).
5.1.2 Minimum Volume
Permit imprint mailings must contain at least 200 pieces or 50 pounds, except:
a. Other higher minimum quantities may apply, depending on the price claimed.
b. An occasional First-Class Mail mailing may contain fewer than 200 pieces if from a mailer whose total daily mailings are not much more than 200 pieces but who, to cooperate with the post office, presents a part of that mail early in the day.
c. A mailing may contain fewer than 200 pieces if it is the completion of a large mailing extending over 2 or more consecutive days and the mailer includes an explanation on the accompanying postage statement.
d. Single-piece price mailings submitted under the terms of an approved manifest mailing system agreement with a minimum volume reduction provision.
5.1.3 Use of Permit Imprint
Each mailpiece sent under this payment method must bear a permit imprint indicia showing that postage is paid. Permit imprint indicia may be printed directly on mailpieces, on labels (including address labels) permanently affixed to mailpieces, or on mailpiece wrappers, envelopes, and other containers. Except where the enclosure is prohibited by other standards, matter bearing a permit imprint indicia may be mailed as an enclosure when postage for the enclosure or the host matter is not paid with the enclosed permit imprint, and the enclosed permit imprint indicia is not visible when the matter is mailed.
5.1.4 Permit and Fees
A mailer may obtain a permit to use a permit imprint indicia and pay postage in cash before or at the time of mailing by submitting Form 3615 and the applicable fee to the post office where mailings are made. There is no other fee for the use of a permit imprint indicia as long as the permit remains active, but other fees (e.g., an annual presort mailing fee) may be due depending on the class of mail to be prepared.
5.1.5 Application Fee
5.1.6 Payment of Permit Imprint Postage
Payment must be made for each mailing, either in cash or through an advance deposit account, before the mailing can be released for processing. Funds to pay postage must be deposited as directed by the USPS. If the funds paid or on deposit are less than that necessary to pay for a mailing, the difference must be paid or deposited before the mailing or other permit imprint mailings can be accepted. Credit for postage is not allowed. Postage may not be paid partly in money and partly by postage stamps unless permitted by standard.
5.1.7 Preparation of Mailing
All pieces in a permit imprint mailing must be faced (positioned with all addresses in the same direction, unless counterstacked under the applicable standards) and meet the preparation standards for the price claimed. Mail claimed at a postage price that varies by zone must be separated by zone when mailed, unless otherwise authorized by the USPS.
5.1.8 Weight Standards for Permit Imprint Mailing
All pieces in a permit imprint mailing must be of identical weight unless otherwise authorized by the USPS.
5.1.9 Combining Permit Imprint Mailings With Other Payment Methods
Mailpieces paid with permit imprint may be combined in the same mailing with pieces paid with other methods only if authorized by the USPS.
5.1.10 Presenting Mailings to be Weighed
Permit imprint mailings with postage paid by advance deposit account must be presented to the USPS for weighing, unless otherwise authorized by Business Mailer Support, USPS Headquarters.
5.1.11 Depositing Permit Imprint Mailings
Mail must be deposited and accepted at the post office that issued the permit, at a time and place designated by the postmaster, except as otherwise provided for plant-verified drop shipments.
5.2 Suspension and Revocation
5.2.1 Suspension of Authorization
The USPS may immediately suspend the authorization to use a permit imprint if the permit holder or its agent refuses or fails to provide information in a timely manner (as specified in 604.5.3.9) to the USPS about the use of its company permit.
5.2.2 Revocation of Permit
A permit may be revoked for use in operating any unlawful scheme or enterprise, for nonuse during any 2-year period, for refusal to provide information about permit imprint use or mailings, or for noncompliance with any standard applicable to permit imprints. The permit holder may make a written appeal to the postmaster within 10 days of receipt of the notice.
5.3 Indicia Design, Placement, and Content
5.3.1 Production
Embossed or unembossed permit imprint indicia may be made by printing press, hand stamp, lithography, mimeograph, multigraph, address plate, or similar device. They may not be typewritten or hand-drawn.
5.3.2 Permit Imprint Indicia Content and Format
The content and format of a permit imprint indicia must meet the standards below. No other formats may be used.
5.3.3 Indicia Legibility and Color
The permit imprint indicia must be legible and of a color that contrasts sufficiently with the paper and the indicia's background for readability. A different color may be used to highlight the background of an indicia.
5.3.4 Indicia Placement on Mailpiece
Permit imprint indicia must be aligned parallel with the address of the mailpiece. The indicia must not encroach on reserved space (e.g., ACS participant code, delivery point barcode) if such a standard applies and can be placed in one of these four positions:
a. Upper right corner of the mailpiece.
b. Upper right corner of the address area.
c. To the right of the address on an address label.
d. To the right of the address on an insert appearing through a window envelope.
5.3.5 Marking Expedited Handling on Standard Mail
Except for postcard-size mail and permit imprint indicia placed on address labels, indicia on Standard Mail pieces bearing references to expedited handling or delivery (e.g., "Priority," "Express," "Overnight") must:
a. Show the words "Presorted Standard" (or "PRSRT STD") or "Nonprofit Organization" (or "Nonprofit Org." or "Nonprofit") more prominently than other words in the indicia.
b. Include a clear space of at least 3/8 inch around the entire indicia.
5.3.6 First-Class Mail and Priority Mail Format
A permit imprint indicia on First-Class Mail or Priority Mail must show "First-Class Mail" or "Priority Mail" (or "Priority"), as applicable; "U.S. Postage Paid"; city and state; and permit number. If the Electronic Verification System (eVS) is used under 705.2.9, the marking "eVS" (or the alternative "e-VS" or "E-VS") must appear directly below the permit number. The "Priority Mail" (or "Priority") marking may be omitted when using USPS-provided Priority Mail envelopes and containers. The indicia may show the mailing date, amount of postage paid, or the number of ounces for which postage is paid. The ZIP Code of the permit holder may be shown directly after the state name or in a separate inscription reading
"ZIP Code 00000," when that ZIP Code does not create uncertainty about the permit holder's correct address or permit number. Instead of printing the city and state of mailing in the indicia, the mailer may print "Mailed From ZIP Code," followed by the 5-digit ZIP Code assigned to the postmaster of the mailing office. The indicia may also include required price markings.
5.3.7 Standard Mail and Package Services Format
A Standard Mail or Package Services permit imprint indicia must contain the same information required in 5.3.6 for a First-Class Mail indicia, except "First-Class Mail" or "Priority Mail" (or "Priority") must be omitted. If eVS is used under 705.2.9, the marking "eVS" (or alternative "e-VS" or "E-VS") must appear directly below the permit number. The indicia may include the amount of postage paid, the weight of the piece, and price markings as required. The indicia must not include the mailing date.
5.3.8 Indicating Extra Services
Permit imprint mail with extra services also paid with a permit must show "First-Class Mail" (if First-Class Mail); "U.S. Postage and Fees Paid"; city and state; and permit number. The city, state, and permit number may be omitted in a company permit imprint indicia, subject to 5.3.9.
5.3.9 Use of a Company Permit Imprint
A company permit imprint is one in which the exact name of the company or individual holding the permit is shown in the indicia in place of the city, state, and permit number. If a company permit imprint is used for eVS under 705.2.9, the marking "eVS" (or alternative "eVS" or "E-VS") is placed directly below the name on a separate line. As an option for eVS mail only, "Permit No." and the permit number used exclusively for eVS may appear on a separate line between the company name and the marking "eVS." The following standards apply:
a. For 1 year from the date of mailing, the permit holder or its agent must keep records for each mailing paid with a company permit imprint and make them available for USPS review on request. These records include (for each version of what was mailed, if applicable) the weight of a single piece; the total number of pieces mailed; the total postage; the date(s) and post office(s) of mailing; and other records required by the postage price claimed or the payment method used. A complete sample mailpiece must be included for each identical-weight mailing, or each commingled or combined version in a nonidentical-weight mailing. Sample pieces are not required for nonidentical-piece Standard Mail and Package Services machinable or irregular parcel mailings (e.g., merchandise and other fulfillment mailings).
b. Each mailpiece must bear a complete domestic return address. The return address on official mail is subject to the corresponding standards. On unendorsed Standard Mail and Bound Printed Matter, the return address is permitted below the indicia. Except for official mail, if the return address is not the physical location at which the USPS may review the records listed in