712 Refusal by Air Carrier or Pilot

Mailpieces refused by an air carrier or pilot that contain, or are suspected to contain, hazardous, restricted, or perishable materials, must be handled in accordance with the applicable instructions in this chapter.

712.1 Air Carrier Policy or Pilot‘s Decision

Mailpieces containing a mailable hazardous, restricted, or perishable materials may be refused by air carriers or pilots, even when they meet Postal Service mailing requirements.

Nonmailable or improperly prepared mailpieces can also be rejected by an air carrier. The following are examples of possible reasons for refusal:

1. Authorization Restriction: The air carrier is not authorized to carry hazardous materials under the provisions of the Federal Aviation Administration (FAA) Operator‘s Certificate.
2. Corporate Policy: The air carrier‘s corporate policy prohibits carrying hazardous or restricted materials.
3. Pilot‘s Decision: The pilot of an individual flight may reject mailpieces perceived as questionable or unsafe, based on Federal Air Regulations (FAR).
4. Nonmailable Contents: The mailpiece contains a nonmailable hazardous or restricted material that was mistakenly accepted or deposited into the mailstream.
5. Improper Preparation: The mailpiece is not properly packaged, marked, or labeled for air transportation.
6. Incomplete Documentation: The mailpiece does not include a properly completed Shipper‘s Declaration for Dangerous Goods.
7. Unidentified Contents: The mailpiece‘s contents are unclear but appear to contain hazardous or restricted material.
8. Perishable Matter or Animals: The air carrier refuses a mailable shipment of perishable matter, including live animals, due to company policy on safety or extreme temperature conditions.

712.2 Handling of Mailpieces Refused by an Air Carrier or Pilot

All mailpieces containing hazardous, restricted, or perishable materials that are refused by an air carrier or pilot must be handled as follows:

1. If the mailpiece is damaged or leaking, contact the local facilities‘ safety officers or designee for assistance. Procedures in the facility‘s Spill/ Leak Standard Operating Procedure (SOP), Management Instruction EL-810-2019-5, Response to Hazardous Materials Releases, and Handbook EL-812, Hazardous Materials and Spill Response must be followed.
2. An online Mailpiece Incident Report (MIR) must be completed and filed in accordance with the instructions in the Mail Incident Report Toolkit (MIRT) according to incident type. Types of incidents may include spills, leaks, or hazardous, restricted, or perishable material that has been rejected by an air carrier or pilot.
3. If the mailpiece contains nonmailable or improperly packaged hazardous or restricted material, a nonmailable or improperly packaged animal, or other perishable matter, immediately follow the reporting procedures outlined in the Postal Operations Manual (POM) 139.117-118 and the Hazardous Materials Program, HAZMAT SOP, as applicable. The mailer and the mailing post office of origin must be notified to prevent future issues.
4. If the mailpiece contains a mailable hazardous or restricted material that is properly packaged, labeled, and marked, attempt to contact the mailer. If the mailer can be reached, advise the mailer that the item has been refused by the air carrier and offer, as applicable, to divert to surface transportation or return to sender. If the mailer chooses to divert to surface, apply Label 127, Surface Transportation Only, and immediately dispatch the mailpiece to the destination via the most expeditious means of surface transportation.
5. If the mailer cannot be contacted, or if the mailer does not wish to have the mailpiece rerouted via surface transportation, or if the mailpiece cannot be rerouted via surface transportation to the delivery address, do the following:
1. Affix Label 180, Rejected by Air Carrier, or endorse the address side of the mailpiece "Refused for Air Transportation by Air Carrier" and note the name of the airline, flight number, and reason for refusal.
2. Correct the markings on the mailpiece to read "Surface Mail Only," and return the mailpiece to the sender via surface transportation (if permitted).
3. Apply Label 127, Surface Transportation Only, and immediately dispatch the mailpiece to the destination via the most expeditious means of surface transportation.
4. Provide the mailer with instructions on how to obtain a refund of the postage charges because service was not provided, and the item was determined to be mailable.
5. Complete PS Form 2759, Report of Irregular Handling of Mail, for internal Postal Service information only, and distribute copies to the appropriate Postal Service offices. Do not send a copy to the mailer. Include the name and address of the mailer, the type and amount of hazardous material, and the reason for the air carrier‘s refusal.
6. If the mailpiece contains mailable animals that cannot be delivered to the addressee or returned to the sender via surface transportation within 72 hours (for live day-old poultry), or within the delivery period marked on the mailpiece (for other animals), promptly dispose of the mailpiece. Mailpieces not marked with a delivery period when it reasonably appears the articles could not be delivered or returned in a viable condition are disposed of for safety reasons. Mailpieces without a marked delivery period, or that cannot be returned in a viable condition, are disposed of or donated to a charitable institution, as appropriate. Refer to POM 691.52.
7. If the mailpiece contains a mailable animal or other article of perishable matter that appears to be viable and can be delivered within the specified delivery period, attempt to contact the mailer via information from the return address. If the mailer can be reached, advise the mailer of the available option for rerouting the mailpiece via the most expeditious means of surface transportation (if available). If the mailer agrees to divert to surface, apply Label 127, Surface Transportation Only, and immediately dispatch the mailpiece to the destination via the most expeditious means of surface transportation.
8. If the mailer of a mailpiece containing a mailable animal or other article of perishable matter (that appears to be in a viable condition) cannot be contacted, and the mailpiece can be returned to the sender within the specified delivery period, do the following:
1. Affix Label 180, Rejected by Air Carrier, or endorse the address side of the mailpiece "Refused for Air Transportation by Air Carrier" and note the name of the airline, flight number, and reason for refusal.
2. Apply Label 127, Surface Transportation Only, and immediately return the mailpiece to the sender via the most expeditious means of surface transportation.
3. Provide the mailer with instructions on how to obtain a refund of the postage charges because service was not provided, and the item was determined to be mailable.