919.2 Permits Exhibit 919.2 (NOT SHOWN) 919.21 General. Prior to using merchandise return service, an approved merchandise return permit, Form 3625 (see Exhibit 919.2, *viewer dmf920.pcx* ) or copy of the approved permit must be on file at every post office to which parcels may be returned. Mailers with several return points may elect to have a centralized advance deposit account at the post office at which their permit is approved (requiring payment of a single annual permit fee). Each application must be accompanied by copies of the merchandise return labels and copies of the instructions that are furnished to the permit holder's customers. The applicant must write "Registered Mail" in the "Sub-Class" section of the application form, if articles are returned from customers as registered mail. Once a permit is obtained, any changes to label formats, or any changes to the instructions permit holders give to their customers, must be approved by the post office where the permit is held. A permit holder who desires to add the use of registered mail service under an existing permit must submit a letter of request to the post office where the permit is held, along with samples of the merchandise return labels, and a copy of the instructions to be provided to the permit holder's customers. The permit holder must not distribute labels that request registered mail service until written approval is received as outlined in 919.222. 919.22 Application 919.221 Submitting the Application (Except Registered Mail). Upon receipt of the permit application and permit fee, the postmaster must complete the indicated section and forward the application to the management sectional center (MSC) manager or field division general manager/postmaster for approval. The MSC manager or field division general manager must approve or disapprove the application and return it to the postmaster. If approved, the postmaster must complete the application form and return the authorization section of Form 3625 to the permit holder. 919.222 Submitting Registered Mail Applications. If registered mail service is requested, the postmaster must forward the Form 3625, or the letter requesting addition of registered mail service to an existing permit, along with the sample labels and instructions to customers, to the general manager, Customer and Field Support Division, Office of Classification and Rates Administration (for address, see Address List in Appendices). Upon approval by the MSC manager or the General Manager, Customer and Field Support Division, the application is returned to the postmaster. The postmaster issues the permit or issues a letter granting use of registered mail service under an existing permit. 919.223 Multiple Return Locations. When permit holders are authorized to have mail returned through more than one location under a centralized advance deposit account, the postmaster furnishes a copy of the approved permit and application to each post office where parcels may be returned. 919.224 Labels and Mailing Instructions. Mailers must furnish copies of their labels and mailing instructions for their customers for approval with the application, and before any contemplated changes are made. 919.225 Filing Forms. The postmaster must maintain a file of approved Forms 3625, by permit holders, in alphabetical order. 919.226 Period of Coverage. The permit is valid for 12 months after the day the application is approved. 919.23 Annual Permit Renewals 919.231 Annual Fee Renewal Requirements. In order to renew the permit, the permit holder must send the annual fee to the post office which issued the permit by the expiration date of the permit or authorize the postmaster to deduct the fee from the advance deposit account. 919.232 Fee Payment Records. The postmaster must keep chronological records of fee payments in addition to alphabetical files of permit holders. The postmaster may bill for annual merchandise return fees approximately 45 days prior to the anniversary date (which provides customers at least a 30-day billing cycle). 919.233 Centralized Advance Deposit Accounts. The postmaster of a post office where a permit holder uses a centralized advance deposit account for returns at multiple locations must notify those post offices when the annual permit fee renewals are received (except when item 13B on Form 3625 is checked). 919.234 Advance Deposit Accounts at Separate Locations. When an advance deposit account is maintained at each entry location, a separate permit must be issued and each post office must collect the annual merchandise return fee from the permit holder as described in 919.232. 919.24 Nonrenewed Permits. When records indicate a permit was not renewed, the postmaster must inform the permit holder in writing, by certified mail with a return receipt requested, that if the permit is not renewed all merchandise return mail is be held for 10 days and then is returned to the sender. The postmaster must use the following methods of disposition for returns if the permit is not renewed within the 10-day period after notification: a. If a return address is provided, merchandise return mail is returned to the sender. b. Merchandise return mail that does not contain the sender's return address is endorsed "Permit Canceled" and forwarded for proper handling to the dead parcel branch serving the post office where the parcels were returned. 919.25 Cancellation of Permit 919.251 Reason for Cancellation. A permit may be canceled by the postmaster, with the approval of the MSC manager, for any violation of postal regulations, including the following: a. Refusal to Pay. Refusal to accept and pay the required charges for merchandise return mail offered for delivery. b. Insufficient Funds. Failure to maintain sufficient funds in the advance deposit account to cover postage and fees chargeable on returned parcels. c. Nonconforming Labels or Tags. Distributing merchandise return labels or tags which do not conform to Postal Service specifications. The permit holder must be notified in writing by certified mail of specific errors when merchandise return label formats do not meet current postal requirements. A permit holder is allowed 10 days to respond. A permit holder is responsible for correcting merchandise return formats and ensuring that future formats meet specifications. See 919.26 for procedures to obtain a new permit after a merchandise return permit has been revoked. 919.252 Items Received After Cancellation. After a permit is canceled, delivery post offices must return parcels to the sender or, if there is no return address, to the dead parcel branch. 919.26 Reapplication After Cancellation. To obtain a new permit after a merchandise return permit has been canceled, the following must be done: a. Complete a new application on Form 3625. b. Pay a new permit fee. c. Submit for approval two samples of any label formats to be used. d. Provide evidence that the reasons for the permit cancellation have been corrected. e. Provide and maintain funds in an advance deposit account to cover normal return for at least 2 weeks (see 919.332 or 919.333). 919.27 Return Through Other Post Offices 919.271 Procedures. A permit holder may distribute merchandise return labels for return through other post offices without having to pay an additional permit fee, provided a. the permit holder opens and maintains a centralized advance deposit account at the post office where the permit is issued; b. the permit holder supplies the postmaster of the post office where the application is submitted the name, address, and telephone number of a representative in each additional location, unless they are the same as shown on the application (see items 1-7, Exhibit 919.2); and c. the postmaster of the post office where the application is submitted provides copies of Form 3625 to any additional return locations (see item 11, Exhibit 919.2). Note: This action authorizes the permit holder to distribute merchandise return labels for return through those additional post offices. 919.272 Exception. A written authorization is not necessary with each permit renewal, provided there is no change to the authorization on file at the delivery unit. However, the delivery unit must hold merchandise return mail if a written authorization is incorrect. (See 919.25 for procedures for handling held merchandise return mail.) ] DMF920Exhibit 919.2] 919.3 Postage and Fees 919.31 Permit Fee. A fee of $75 is charged once each 12-month period on the anniversary date for each permit issued. 919.32 Transaction Fee. The fee for each item returned is $0.25 per parcel, in addition to the postage and other applicable fees. 919.33 Postage and Fees Payment 919.331 Applicable Rates and Fees. In addition to the transaction fee, the applicable postage, at the appropriate single-piece Priority, First-, third-, or fourth-class rate, and any applicable special service fees are charged the permit holder on each item returned under this service. 919.332 Advance Deposit Account. Permit holders must pay postage and fees through an advance deposit account. The post office delivers parcels under this service only when sufficient funds are in the account to pay all applicable postage and fees. Permit holders may use the same advance deposit account for this service as they use for other postage-due mail. 919.333 Centralized Advance Deposit Account. Mailers may elect to establish a centralized advance deposit account or to use an existing one to pay postage and fees under the merchandise return service. Under this system, the postage-due unit at each return point post office must send Forms 3582-C to the post office maintaining that mailer's centralized account. 919.4 Additional Features Available With Merchandise Return Service 919.41 Insured Mail Service 919.411 Eligibility. Only the permit holder may obtain insured mail service in conjunction with merchandise return service (not available with Priority Mail reshipment). The customer using a merchandise return label to return an article that does not have the appropriate postage-due computation markings in 919.532a or the endorsement required in 919.412 may not elect to obtain insured mail service. Only thirdor fourth-class matter returned at the thirdor fourth-class rates or First-Class or Priority Mail rates may be insured. If the matter is to be returned as First-Class or Priority Mail, the endorsements "Third-Class Mail Enclosed" or "Fourth-Class Mail Enclosed" as required by 913.12b must appear below the class of mail endorsement on the mechandise return label. 919.412 Required Endorsement. To request insured mail service, the permit holder must place the following endorsement and information on the merchandise return label: Insurance Desired by Permit Holder for $(value) Except for the dollar amount of insurance requested (value), the endorsement must be preprinted (see 919.511) or rubber-stamped to the left of and above the "Merchandise Return Label" legend and below the "Total Postage and Fees Due" statement. The value portion of the endorsement may be handwritten by the permit holder. The permit holder must indicate the specific dollar amount of insurance applicable to the article in the value portion of the endorsement. 919.413 Special Service Marking. The permit holder must either a. leave a clear space on the merchandise return label to the right of the return address for the placement of the numbered insured label or the insured elliptical stamp (in the manner prescribed in 121.44 and Exhibit 121.4; *viewer dmm110.pcx* ) or b. instruct the customer to affix the merchandise return label to the article in a manner that allows the acceptance clerk to place the insured label or marking on the article directly above the merchandise return label. 919.42 Registered Mail Service 919.421 Eligibility. Only the permit holder may obtain registered mail service in conjunction with merchandise return service by furnishing the customer a label having the appropriate postage-due computation markings in 919.532b and the appropriate endorsement in 919.422 (not available with Priority Mail reshipment). The customer using the merchandise return label to return an article may not elect to obtain registered mail service. However, when the customer has been provided a merchandise return label that properly indicates registered mail service is desired by the permit holder, the customer is required to declare the full value of the article to be registered when it is presented at the post office. Registered mail service may be obtained only on articles returned at First-Class or Priority Mail rates. 919.422 Required Endorsement. To request registered mail service, the permit holder must place one and only one of the following endorsements on the merchandise return label: Registered Mail Service Without Postal Insurance Desired by Permit Holder OR Registered Mail Service With Postal Insurance Desired by Permit Holder The endorsement must be preprinted (see 919.511) or rubber-stamped to the left of and above the "Merchandise Return Label" legend and below the "Total Postage and Fees Due" statement. The First-Class or Priority Mail endorsement must also be preprinted or hand-stamped on merchandise return labels requesting registered mail service (see 919.532b). Note: The customer entering the article at a post office must declare the full value of the article on Form 3806 or on Form 3877. 919.423 Special Service Marking. The mailer must either a. leave a clear space on the merchandise return label to the right of the return address for the placement of Label 200-A or Label 200-B, Registered Mail (in the manner prescribed in 121.44 and Exhibit 121.4); *viewer dmm110.pcx* or b. instruct the customer to affix the merchandise return label to the article in a manner that allows the acceptance clerk to place the registered mail label on the article directly above the merchandise return label. 919.43 Special Handling 919.431 Eligibility. Only the permit holder may request special handling on pieces returned with a merchandise return label by furnishing the customer a label having the appropriate endorsement in 919.432 (not available with Priority Mail reshipment). The customer using the merchandise return label to return an article may not elect to obtain special handling. Special handling service can be obtained only for articles returned at thirdor fourth-class rates. 919.432 Required Endorsement. To request this service, the permit holder must place the following endorsement and information on the merchandise return label to be attached or affixed to the article: Special Handling Desired By Permit Holder The endorsement must be preprinted (see 919.511) or rubber-stamped to the left of and above the "Merchandise Return Label" legend and below the "Total Postage and Fees Due" statement. 919.433 Special Service Marking. The permit holder must either a. provide "Special Handling" labels with instructions to customers as to their placement on the parcel; or b. leave a clear space on the merchandise return label to the right of the return address for the placement of the "Special Handling" marking required by 916.5; or c. instruct the customer to affix the merchandise return label to the article in a manner that allows the acceptance clerk to place the "Special Handling" marking on the article directly above the merchandise return label. 919.44 Combining Special Services. Thirdand fourth-class articles may be insured and receive special handling if the permit holder so desires and preprints or rubber-stamps the appropriate endorsements and markings for both special services as required. Merchandise return pieces that receive registered service cannot receive any other special service. 919.45 Certificate of Mailing 919.451 General. Customers mailing merchandise return service articles may obtain a certificate of mailing at their own expense at the time of mailing. 919.452 Mailing. When the customer desires a certificate of mailing, the customer must present the certificate at a post office to obtain the receipt. 919.46 Mailing Acknowledgment 919.461 General. The permit holder may allow its customer to obtain a mailing acknowledgment in conjunction with merchandise return service. This feature is only available when the permit holder prepares a detachable mailing acknowledgment form. The mailing acknowledgment enables the permit holder to provide a receipt for its customer demonstrating that the returned parcel was accepted by the Postal Service. This service is available under the following conditions: a. No Postal Liability. Providing this mailing acknowledgment establishes no Postal Service liability for the parcel if it is damaged, lost, or stolen. However, the unique identification number could assist in locating the item, if necessary. b. No Records Kept. The acknowledgment provides documentation for account management between the mailing customer and the permit holder. The Postal Service charges no fee, keeps no records, and does not provide duplicates or further information about the mailing acknowledgment. c. Mailing. A merchandise return service parcel containing the detachable mailing acknowledgment form must be presented to the accepting postal employee at the time of mailing in order to be properly executed. 919.462 Label Requirement. To allow a customer to obtain an acknowledgment, the permit holder must include a detachable mailing acknowledgment portion with the label (see Exhibit 919.5c). *viewer dmm932.pcx* Each mailing acknowledgment portion of the label must include the following: a. Unique Identification Number. A unique parcel identification number must be assigned by the permit holder to ensure that both the mailing label and detachable form can be matched if there is a question concerning mailing. b. Return Address. The return address of the customer mailing the parcel must appear in the upper part of the detachable form. c. Permit Holder's Address. The permit holder's address must appear in the lower part of the form. d. Initials and Space. Each acknowledgment portion must contain an initials section for use by the accepting postal employee. e. Round Date Stamp Space. Each acknowledgment portion must contain space where the accepting postal employee uses the round date stamp to establish receipt and date of mailing. 919.47 Priority Mail Reshipment. A postal employee must affix or attach the tag to each mail container needed to complete the dispatch, but that employee provides no rating or postage-due functions. 919.48 Illustrations of Merchandise Return Labels. Permit holder's requirements and resources for making labels may vary. Exhibit 919.5a *viewer dmm930.pcx* is a suggested example that would meet all address and endorsement requirements for articles to be returned with registered mail service. Exhibit 919.5b *viewer dmm931.pcx* is a suggested example that would meet all address and endorsement requirements for articles to be returned with no special services or with insurance, special handling, or both. Exhibit 919.5c *viewer dmm932.pcx* is a suggested example that would meet all address and endorsement requirements for articles to be returned with only the mailing acknowledgment. 919.5 Formats 919.51 Physical Requirements 919.511 General. Any photographic, mechanical, or electronic process or any combination of such processes other than typewriting or handwriting may be used to prepare the merchandise return label or tag and detachable acknowledgment form. The background may be any light color that allows the address, postmark, and other endorsements to be readily discerned. Brilliant colors may not be used for the background. 919.512 Label. The reverse side of the merchandise return label must bear an adhesive sufficient to bond it to the parcel. The label must meet the addressing requirements in 122. Alternatively, the label format may be printed directly on the mailpiece to be returned, provided that all requirements of this section are met. 919.513 Detachable Form. The detachable form used to provide the mailing acknowledgment must be attached to the label and perforated to enable easy separation at the time of mailing. This form must not contain any adhesive that would cause it to stick to the mailpiece. 919.514 Double Postcards. The permit holder may elect to distribute labels using a double postcard. The double postcard construction must meet the requirements established in 322.31a through 322.31g and be approved by the rates and classification center serving the permit holder's post office. 919.52 Label Instructions. The permit holder must provide written instructions with the label to advise the customer how to use the label and how to mail the parcel. 919.53 Label Elements 919.531 Preprinted Endorsements. The following requirements pertain to preprinted endorsements: a. Postage Endorsements. The endorsement "No Postage Necessary if Mailed in the United States" must be printed in the upper right corner on the face of the label. It may extend no farther than 1-3/4 inches from the right edge of the label. b. Service Legend. The "Merchandise Return Label" legend must be in capital letters at least 3/16 inch high and enclosed within a rectangle above the return address portion. c. Permit Information. The words "Permit Number" or "Permit No.," followed by the permit number and the name of the issuing post office (city, state), must be shown in capital letters followed by the ZIP Code and immediately below and within the same rectangle as the "Merchandise Return Label" legend. The name and delivery address (street or box number) of the permit holder at that post office must be placed immediately below the permit number line and within the rectangle. d. Alternative to Identifying Permit Holder. As an alternative, permit holders may use a name other than that of the permit holder in the endorsement, if a written notification of the change is provided to the issuing post office. A separate permit or fee is not required for the use of the alternative name. e. Class of Mail Endorsement. When the merchandise return article is to be mailed at a rate other than the single-piece thirdor fourth-class rate, the label must show the class of mail to be used in the space to the right and above the "Merchandise Return Label" legend. The endorsement must be at least 1/4 inch high and must be printed or rubber-stamped in the designated space on the label by the permit holder. If no endorsement appears, the single-piece thirdor fourth-class rate is charged. Note: The following class of mail endorsements may be used with merchandise return service First-Class Priority Third-Class Fourth-Class Parcel Post Special Fourth-Class Library Rate Bound Printed Matter 919.532 Instructions. The following information must be shown in capital letters above the "Merchandise Return Label" legend rectangle and immediately to the left of the space provided for the class of mail endorsement: a. With No Special Features or With Other Than Registry Service POSTAGE DUE COMPUTED BY: DELIVERY UNIT IF NO SPECIAL SERVICES or ACCEPTANCE POST OFFICE IF SPECIAL SERVICES REQUESTED (See 919) POSTAGE $ MERCHANDISE RETURN FEE *INSURANCE FEE, IF ANY *SPECIAL HANDLING FEE, IF ANY TOTAL POSTAGE AND FEES DUE $ *Note: The insurance fee and special handling fee statements may be omitted if the permit holder does not choose to insure or obtain special handling for returned items. See 919.41 and 919.43 for additional markings and requirements for use of insurance and special handling. b. With Registry Service ACCEPTANCE POST OFFICE COMPUTE POSTAGE DUE (See 919) POSTAGE $ MERCHANDISE RETURN FEE REGISTERED MAIL FEE TOTAL POSTAGE AND FEES DUE $ Note: The endorsement required in 919.42 that indicates whether or not postal insurance is desired must appear below the "Total Postage and Fees Due" statement. Additionally, the First-Class or Priority Mail endorsement must appear on merchandise return labels used with registered mail service. 919.533 Addresses. The following conditions apply to delivery and return addresses: a. Delivery Address. The address of the postage-due unit at the post office where the permit is authorized must be shown as prescribed in 122.3. A margin of at least 1 inch is required between the left edge of the piece and the address. It must contain the following information: POSTAGE-DUE UNIT 1 US POSTAL SERVICE (post office, state, and ZIP Code of the post office) 1 In capital letters at least 3/16 inch high. b. Return Address. The return address of the customer mailing the article to the permit holder must be shown in the upper left corner. It is recommended that this be put on the label by the permit holder prior to providing it to the customer. If this is not practical, space must be provided for the return address for the customers to print their address. 919.534 Horizontal Bars. Horizontal bars must be placed on the labels as shown in Exhibit 919.5a, *viewer dmm930.pcx* Exhibit 919.5b, *viewer dmm931.pcx* and Exhibit 919.5c. *viewer dmm932.pcx* The bars must be uniform in length, at least 1 inch long, and 1/16 inch thick and evenly spaced. The vertical column of horizontal bars must not extend below the delivery address line, which is the line above the line containing the ZIP Code. A facing identification mark (FIM), as prescribed in 917.527, is not required on this label. ] DMM930Exhibit 919.5a, Merchandise Return Label With Registered Mail Service Note: Not drawn to scale.] ] DMM931Exhibit 919.5b, Merchandise Return Label With No Special Services or With Insurance and/or Special Handling Note: Not drawn to scale.] ] DMM932Exhibit 919.5c, Merchandise Return Label With Mailing Acknowledgment Note: Not drawn to scale.] 919.6 Acceptance 919.61 General. Merchandise return articles that are not provided additional service may be placed directly in the mailstream. Postage and fees are computed by the postage-due unit at the delivery post office. 919.62 Additional Features 919.621 General Conditions. Merchandise return articles for which the permit holder has requested additional features are processed by an accepting employee, according to the type of service requested. Parcels deposited in mailboxes, which require registered or insurance service, are returned to the sender or, if there is no return address, to the dead parcel branch. 919.622 Insurance. Check the class of mail endorsement to see if an insurance endorsement is preprinted on the label, and complete the following tasks: a. Enter the appropriate insurance fee on the "Add Insurance Fee, If Any" line for the coverage indicated by the "Insurance Desired by Shipper $(value)" endorsement on the mailing label. b. If the article is to be insured for $50 or less, stamp the article "Insured," and complete a Form 3813-C. c. If the article is to be insured for more than $50, complete a Form 3813-P and affix the insured label with the insurance number on it to the article. d. Postmark the label in the space directly above the merchandise return legend. Instruct the mailing customer to keep the receipt as evidence of mailing the article. e. Compute the fees, but do not collect any postage or fees. The postage-due unit at the delivery post office has this responsibility. 919.623 Registered Mail. Check the class of mail endorsement to see if the article is either First-Class or Priority Mail and that registered mail service has been requested, as well as whether postal insurance is desired. Complete the following tasks: a. Enter the appropriate registered mail fee, based on the value declared by the mailing customer, on the "Registered Mail Fee" line for the service (with or without postal insurance) indicated. No other special service may be obtained. b. Place a Label 200-A or -B in the manner prescribed in 121.44, complete Form 3806 or Form 3877, as required in 911.3 c. Postmark the receipts as required, and instruct the mailing customer to keep a copy of the receipt or firm registration form. d. Compute the fees, but do not collect any postage or fees. The postage-due unit at the delivery post office has this responsibility. 919.624 Special Handling. Check the class of mail endorsement to see if the article is thirdor fourth-class mail, and that it is endorsed "Special Handling Desired by Permit Holder" by the permit holder, and complete the following tasks: a. Affix the "Special Handling" marking on the article directly above the merchandise return label. b. Postmark the label in the space directly above the merchandise return legend. c. Compute the fees, but do not collect any postage or fees. The postage-due unit at the delivery post office has this responsibility. 919.625 Certificate of Mailing. Provide a certificate of mailing in accordance with 931 and collect the appropriate fee for that service from the mailing customer. The postage-due unit at the delivery post office has the responsibility of collecting other postage and fees from the permit holder. 919.626 Mailing Acknowledgment. Initial and round date stamp the mailing label, detachable form described in 919.46. Provide the detachable portion to the mailing customer. 919.7 Delivery 919.71 General. Delivery office personnel must determine and collect all postage-due charges owed on the returned articles prior to release of the articles to the permit holder, except where a centralized advance deposit account exists. Under the centralized advance deposit system, the postage-due unit for each return point must send Forms 3582-C to the post office maintaining that mailer's centralized account and release the articles to the authorized representative. 919.72 Determination of Postage Due. When parcels are returned under this service, the following action must be taken to determine postage due: a. Compute postage and fees. b. Prepare a record of the total postage and fees due for each transaction and withdraw the funds from the permit holder's account. c. Dispatch the articles for delivery or release to the permit holder. d. When registered or number insured merchandise return articles are delivered, the postal delivery employee must obtain a delivery receipt for the parcels on Form 3849 or Form 3883. e. Arrangements may be made between the delivery post office and the permit holder to use a computer-generated manifest to document actions in 919.72a through 919.72d where such usage would be of benefit to the Postal Service. 919.73 Articles Received Without Return Addresses. Articles received without a return address or postmark are charged the appropriate Priority or single-piece First-Class Mail rate, as endorsed on the label, or thirdor fourth-class rate for Zone 4 in addition to the required fees. Special fourth-class and library rate parcels are charged the appropriate postage and fees. 920 (Reserved) 930 Supplemental Mail Services 931 Certificates of Mailing 931.1 Description. Certificate of mailing service furnishes only evidence of mailing. No receipt is obtained upon delivery of the mail to the addressee nor is insurance provided against loss or damage. 931.2 Fees 931.21 Basic Fee a. The fee for certificates of mailing for all classes of mail is $0.50 per article listed individually on Form 3817. b. Additional copies of either Form 3817 or firm mailing bills are available for $0.50 per page. 931.22 Firm Mailing Books a. Form 3877 or forms printed at the mailer's expense, may be used for certificates of mailing for three or more pieces of mail of any class presented at one time (see 931.42). b. The fee is $0.20 per article listed. 931.23 Bulk Mailings. Identical pieces of First-Class and third-class mail paid with ordinary stamps, precanceled stamps, or meter stamps, are subject to the following fees: Up to 1,000 pieces (1 certificate for total number)$2.50 Each additional 1,000 pieces or fraction thereof 0.30 Duplicate copy 0.50 931.3 Procedures 931.31 At Time of Mailing a. Certificates of mailing must be prepared by the mailer, using a typewriter, ink, or ballpoint pen. Individual and firm mailing book certificates must show the name and address of both the sender and the addressee and may show the amount of postage paid. Mailers may also place identifying invoice or order numbers on the certificate. b. Customers on rural routes and nonpersonnel rural units may provide mail to the rural carrier with the fee for the certificate. The carrier obtains the certificate at the post office, attaches the stamps, cancels them by postmark, and delivers the certificate to the mailer on the next trip. 931.32 After Mailing. To obtain an additional certificate after mailing, the mailer must present the original certificate and an additional certificate endorsed, "Duplicate," or a copy showing the original dates of mailing. The additional certificate must be postmarked to show the current date. 931.4 Forms 931.41 Individual Certificates. Form 3817 is used for an individual certificate for ordinary mail of any class. Forms printed at the mailer's expense may also be used. 931.42 Firm Mailing Books. When forms printed at the mailer's expense are used, they must contain, as a minimum, the same information as Form 3877. 931.43 Bulk Mailings. The Form 3606 is used as a certificate that a specified number of pieces have been mailed. This certificate is furnished only for a mailing of identical pieces of First-, third-, and fourth-class matter bearing ordinary stamps, precanceled stamps, or meter postage, or for First-, third-, and fourth-class matter bearing an official mail indicia. This certificate only states the total number of articles mailed and must not be used as an itemized list. A certificate must not be issued for bulk mailings paid with permit imprints. 931.44 Quantity Mailings. When the number of articles ordinarily presented justifies such action, mailers must comply with the following: a. When individual certificates on Form 3817 are desired, the forms must be affixed by the stub to the pieces, or the forms must be consecutively numbered and fastened together. If the certificates are numbered, the articles should be lightly numbered at a uniform place to permit relating pieces and certificates. b. When the pieces are described and listed on firm mailing sheets or on approved forms, they should be presented in the order entered on the sheets; otherwise, the mailer must consecutively number each entry and lightly number each piece to show the sheet and line number on which they are described. 931.5 Payment and Certification 931.51 Regular Mail. Mailers must affix uncanceled stamps or meter stamps to cover the certificate of mailing fees. The stamps must be canceled by the postmark of the mailing office. Signatures or initials of accepting employees are not required. 931.52 Official Mail a. Stamps are not required to cover the fee for bulk certificates of mailing prepared on Form 3606 for identical pieces of Firstand third-class official mail, or for bulk certificates prepared on Form 3877 or other forms printed at mailer expense used as bulk certificates for three or more pieces of official mail of any class. The forms must be presented at the post office in duplicate. The space provided on the forms for affixing stamps must be postmarked on the original and duplicate copies. The postmaster must retain the duplicate copies. b. Individual certificates of mailing prepared on Form 3817, Form 3877, or on forms printed at mailer expense as individual certificates for official mail of any class must have stamps affixed to cover the certificate of mailing fee. If forms printed at mailer expense are used instead of Form 3877, they must contain, as a minimum, the same information contained on Form 3877. 932 Return Receipts 932.1 Description 932.11 Return Receipt With Special Service. Return receipt service furnishes a mailer with evidence of delivery. The service may only be obtained for mail that is sent COD or Express Mail, is insured for more than $50, or is registered or certified. After delivery, the Postal Service mails the return receipt to the sender. Return receipts may be requested either before or after mailing. 932.12 Return Receipt for Merchandise Service. Return receipt for merchandise service is available for merchandise sent as First-Class, Priority Mail, third-class, parcel post, bound printed matter, special fourth-class rate, and library rate mail (see 934). Note: For information about international return receipt service, see International Mail Manual, 340. 932.13 Privately Printed Forms. Mailers may receive authorization to use specially designed and privately printed Forms 3811. Before printing such forms, mailers must submit proposed forms for approval through the local postmaster to the Office of Classification and Rates Administration. Proposed forms must: a. Meet the same size (3-1/2" to 3-2/3" x 7" to 7-1/8" overall; 3-1/2" to 3-2/3" x 5-1/2" detached) and format as the Postal Service return receipt. b. Be printed on index stock with an absolute minimum caliper of no less than .0090. c. Be green and meet a minimum background reflectance of 50% in the red and 45% in the green portions of the optical spectrum when measured with a USPS or USPS-licensed envelope reflectance meter. The index stock must be equal in color to standard JCP J10 green index. (Pantone 351 or equivalent meets this color requirement.) d. Bear a complete address as defined in 122.92 and a barcode representing the ZIP+4 code or unique 5-digit ZIP Code for that address. e. Bear a facing identification mark (FIM C). f. Be certified by the automation readability specialist at the facility where the receipt is to be returned. 932.2 Fees. In addition to postage and other fees, the fees for return receipts are: REQUESTED AT TIME OF MAILING Showing to whom (signature) and date delivered$1.00 Showing to whom (signature), date, and addressee's address 1.35 REQUESTED AFTER MAILING Showing to whom (signature) and date delivered6.00 RETURN RECEIPT FOR MERCHANDISE (see 934) Showing to whom (signature) and date delivered1.10 Showing to whom (signature), date, and addressee's address 1.50 ] 932.3 Mailing Procedures 932.31 At Time of Mailing. The mailer may request the service at the time of mailing, by using a Form 3811 or by marking the mail "Return Receipt Requested" or "Return Receipt Requested Showing Addressee's Address." a. Individual mailers normally complete the mailer's entries on the form. When an article is mailed with the endorsement and the correct postage and fees but is not accompanied by a Form 3811, the clerk must complete the form and attach it to the article. b. Firm mailers must complete the mailer's entries on the form, including the article identification number, attach the form, and place the required endorsement on the article (see 121.44). c. The name of the person or organization to whom the return receipt is to be furnished must be the same as the return address of the mailer as shown on the article. d. Postal employees must note payment for return receipts on the receipt given for purchase of the COD, Express Mail, registry, certified, or numbered insurance service, as applicable. 932.32 After Mailing a. The mailer may request a return receipt after mailing by completing a Form 3811-A, attaching the proper postage, and mailing it to the delivery post office. b. The post office provides the mailer the date of delivery and the name of the individual or organization that the delivery records show received the mail. The post office does not provide the signature of the recipient or the address of delivery. c. Mailers may not request a return receipt after mailing for return receipt for merchandise mailings (see 934.1). 932.4 Delivery 932.41 Procedures a. The delivering carrier or window clerk must obtain on the Form 3811 either the signature or the authorized signature stamp of the individual or organization receiving the article. If the article is accepted by the addressee, item 5 of the form must be completed. If the article is accepted by an agent, item 6 must be completed. Except as provided in 933.4, do not make restricted delivery (to addressee only) unless this has been specifically requested on the Form 3811. The delivery employee must complete the date of delivery if the addressee has not already done so. Complete the addressee's address in item 8 only if specifically requested in item 1. The delivering employee must examine the card for completeness and make any necessary corrections. Postal employees must give return receipts to the clearing clerk daily. b. The clearing clerk must check all return receipts to make sure that they are properly signed and dated. If the mailer requested restricted delivery, check to see that delivery was not made to an agent, except as provided in 933.4. If delivery was improper, the addressee must sign a second return receipt. Prompt corrective action must be taken with delivery employees if return receipts are improperly handled or completed. A properly completed return receipt must be mailed no later than the first workday after delivery. Undeliverable articles must be handled in accordance with 159. 932.42 Signature Stamps a. Return receipts on mail addressed to Federal or state officials may be signed for with a stamp showing the name and location of the accepting organization; for example, "The White House, Washington, DC." b. Return receipts addressed to large, well-known companies or organizations may be signed for with signature stamps approved by the postmaster. The company must provide the post office with a written statement that the person whose name appears on the stamp is the same as the person who is authorized to accept accountable mail. A sample of the authorized employee's signature must be submitted and verified against that appearing on the stamp. 932.5 Duplicates 932.51 Failure to Receive Return Receipt. After a reasonable period of time, not longer than 1 year after the date of mailing, a mailer who did not receive return receipt service for which the mailer had paid, may request a duplicate. a. The mailer must complete a Form 3811-A at any post office. The clerk assists the mailer in completing Form 3811-A, postmarks it, and mails it to the delivering post office. Or, the mailer may request in writing a copy of the actual delivery record for mail sent COD, numbered insured, Express Mail, or registered. Waive the fee if the mailer can produce a receipt showing the applicable return receipt fee was paid. Requests for duplicate return receipts or copies of delivery records for Express Mail must be filed within 90 days of the date of mailing. b. A request for a duplicate receipt for certified mail may be filed without additional charge only if the original Form 3800 was date-stamped by a post office at the time of mailing. If the original Form 3800 was not date-stamped, the post office must charge the fee for a return receipt after mailing. 932.52 Request for Duplicate or Return Receipt After Mailing Form 3811-A. Procedures for a request for a duplicate of a return receipt after mailing a Form 3811-A follow: a. Records of delivery must be checked, and the date of delivery and the name of the individual or organization to whom delivered must be entered on the Form 3811-A. b. If a signed receipt is not found for certified mail, send the addressee Form 1510. If the reply indicates that the addressee has received the certified mail, file the completed Form 1510 with the delivery records as a receipt. The delivery information contained on the Form 1510 is used to complete the Form 3811-A. If the addressee does not return a completed Form 1510 within 14 days, the Form 3811-A must be completed to show no record of delivery before returing it to the mailer. c. The Form 3811-A must be postmarked and the postage for receipt after mailing canceled. Draw a line through the address of the delivery post office on the front of the Form 3811-A and mail the form back to the mailer. 932.6 Refunds. Return receipt fees are refunded only if the Postal Service fails to furnish a return receipt, and if that failure was the fault of the Postal Service. 933 Restricted Delivery 933.1 Description. Restricted delivery service permits a mailer to direct delivery only to the addressee or the addressee's authorized agent. The addressee must be an individual (or natural person) specified by name. The service may only be obtained for COD mail, mail insured for more than $50, and for registered or certified mail. 933.2 Fees. In addition to postage and other fees, the fee for restricted delivery is $2.50. 933.3 Procedures 933.31 At Time of Mailing a. The mailer may request restricted delivery service at the time of mailing by advising the postal clerk or by marking the mail "Restricted Delivery." Firm mailers are expected to enter the appropriate fee in the proper column of the firm mailing bill and place the required endorsement on the mail. b. If a return receipt is also requested, the appropriate block on Form 3811 must be checked to indicate that restricted delivery is also required. c. The proper placement of the restricted delivery endorsement is described in 121.44. Note: The endorsements "Deliver to Addressee Only" or "Deliver to Addressee or Order," are obsolete. Handle any mail bearing such endorsement in accordance with the procedures prescribed for restricted delivery mail. 933.32 After Mailing. The mailer may request restricted delivery service after mailing by notifying the mailing post office in writing. The mailer must do the following: a. Provide appropriate identification of the article, including item number and addressee information. b. Pay the service fee and communication costs (such as, postage, telegram, or telephone call) required to effect restricted delivery. Failure to provide the service because delivery was made before the office of delivery received the request is not grounds for a refund of the fee or communication costs. 933.4 Delivery 933.41 General. Deliver mail marked "Restricted Delivery" only to the addressee or to the person authorized in writing as the addressee's agent to receive the mail. Restricted delivery mail addressed a. to famous personalities and executives of large organizations is normally delivered to an agent authorized to sign for such mail. b. to officials of executive agencies, or members of the legislative and judicial branches of the Government of the United States or of the States and possessions, and their political subdivisions, or to members of the diplomatic corps, is delivered either to the addressee or a person authorized to receive the addressee's mail by the addressee or by regulations or procedures of the agency or organization. c. to the commander, staff sections, or other officials of military organizations by name and title is delivered to the unit mail clerk, mail orderly, postal clerk, assistant postal clerk, or postal finance clerk, when such individuals have been designated on DD Form 285 to receipt for all mail addressed to the units for which they are designated. If the individual accepting mail has been designated on DD Form 285 to receipt for ordinary mail only, then restricted delivery mail addressed to the commander, or other official by name and title, is delivered to the mail clerk only if authorized by the addressee as specified in 933.42. d. to an inmate of a city, state, or Federal penal institution, in cases where a personal signature cannot be obtained, is delivered to the warden or the warden's authorized representative. e. to minors or to individuals under guardianship may be delivered to their parents or guardians. 933.42 Agent Authorization a. Addressees who regularly receive restricted delivery mail may authorize an agent by use of Form 3801 or by a letter to the postmaster. The notation, "This authorization is extended to include restricted delivery mail," must be made by the addressee on Form 3801 (in the area provided for signatures of authorized agents) or in the letter to the postmaster. b. A Form 3849 may be left for the authorization if the post office has no standing delivery order or letter on file. The addressee may enter the name of the person designated in the "Deliver Article To" block on the back of the form, and sign and date the authorization. The agent must sign for receipt of the article on the front of the form in the normal manner. 933.43 Addresses 933.431 Addressed to Two or More Persons a. When mail is addressed to two or more persons jointly (as indicated by the word "and" or symbol "&" connecting their names), all addressees or their agents are notified to be present to accept delivery together. The delivery receipt obtained and the return receipt, if any, must be signed by all joint addressees or their agents. The mail may then be delivered to any of the addressees or their agents unless one or more addressees or their agents object, in which case delivery is not made until all the addressees or their agents sign a statement designating who is to receive the mail. b. Either person may sign for mail addressed to one person in care of another. 933.432 Identification. Proof of identification is required of the addressee (or agent), if the addressee (or agent) is not known to the delivering employee. 933.5 Refunds. Refund restricted delivery fees only when failure to give restricted delivery was the fault of the Postal Service. 934 Return Receipt for Merchandise 934.1 Description a. Return receipt for merchandise service is a form of return receipt service which provides the sender with a mailing receipt, a return receipt, and a record of delivery at the office of address. No record is kept at the office of mailing. Mail using this service must be dispatched and handled in transit as ordinary mail. No insurance coverage is provided. Restricted delivery service is not available. No return receipt can be requested after mailing. This service may not be used on international mail. b. Mailers may be authorized to use specially designed and privately printed Forms 3804 The return receipt for merchandise endorsement block must be printed in brown using the same size and format. The return receipt for merchandise number must begin with the letter N. Proposed labels must be submitted through the local postmaster to the Office of Classification and Rates Administration, USPS Headquarters. c. The proper placement of the return receipt for merchandise endorsement is described in 121.44 and illustrated in Exhibit 121.4. *viewer dmm110.pcx* 934.2 What May be Sent With Return Receipt for Merchandise Service. Return receipt for merchandise service is available for merchandise sent at the First-Class, Priority, third-class, parcel post, bound printed matter, special fourth-class, and library rates of postage. All articles must be mailable in accordance with postal regulations. Special delivery service is available for other than bulk third-class upon payment of the prescribed fees (see 915.3). Special handling is available for single-piece rate third-class and fourth-class pieces. 934.3 Fees Showing to whom (signature) and date of delivery$1.10 Showing to whom (signature), date, and addressee's address $1.50 934.4 Mailing 934.41 Payment of Fees and Postage. The fees and postage may be paid by stamps, meter stamps, or permit imprint. The fees and postage on official mail of Federal Government agencies and departments are collected under the reimbursement procedures in 137. 934.42 Points to Which Mailable. Return receipt for merchandise mail may be addressed for delivery only a. in the United States and its territories and possessions; b. through Army, Air Force (APO), and Navy (FPO) post offices; and c. through the United Nations, New York, Post Office. 934.43 Where To Mail. Mailers must mail articles at a post office, branch, or station, or give them to a rural carrier. They must not be deposited in maildrops at post offices, nor in or on street mailboxes. They may be placed in, but not on, rural mailboxes. 934.44 How To Mail. Obtain Forms 3804 and Forms 3811 at the post office or from rural mail carriers. Observe the following procedures: a. Enter on the receipt portion of the return receipt for merchandise, the name and complete address of the person or firm to whom the mail is addressed. b. Affix the numbered portion of the gummed label from Form 3804 to the mailpiece. c. Endorse the mailpiece on the address side (near the return receipt for merchandise label) "Return Receipt Requested" or "Return Receipt Requested Showing Addressee's Address." Enter the return receipt for merchandise number on the Form 3811, address it to yourself, and attach it to the front of the mailpiece, if it does not cover the address; otherwise, attach it to the back of the mailpiece. The name of the person to whom the return receipt is to be furnished must be the same as that of the sender. If the return receipt is to show the address where the article was delivered, check the block at the top of Form 3811. d. Attach to the article, sufficient postage to pay for the rate of postage desired, the return receipt for merchandise fee, and the special delivery or special handling fee, as appropriate. e. Attach the return receipt for merchandise label to the address side of the article and present the completed receipt to a postal employee. If asked to do so, the postal employee must show on the receipt the time the article was accepted for mailing. If given to a rural carrier, the carrier returns the postmarked receipt to the customer. f. Customers may instruct the Postal Service to deliver without obtaining a signature by signing the waiver on Form 3804. This option allows the delivery employee to sign for the article on the first delivery attempt to the listed address, if the addressee or the addressee's agent is not available to accept the shipment. Customers who elect to waive the addressee's or the addressee's agent's signature must accept the delivery employee's signature and date of delivery as proof of delivery. To waive the signature, detach both portions of the gummed label and attach to the mailpiece. 934.5 Firm Mailing Books. If three or more articles are mailed at one time, the sender may use mailing books, Form 3877, which are furnished by the Postal Service without charge, or privately printed firm mailing bills. A series of numbers must be furnished to the sender by the local postmaster. The sheets of the book become the sender's receipts. The mailer must present the books with the articles to be mailed at a post office. Mailers must also obtain, at their expense, stamps to endorse the articles with the endorsement "Return Receipt for Merchandise." The endorsement must be a facsimile or proportionate enlargement of the official endorsement shown in 934.1. Following are instructions for the use of firm mailing bills. a. Write in "return receipt for merchandise." b. The mailer must endorse and number the articles "Return Receipt Requested," "Return Receipt Requested Showing Addressee's Address," or "Special Delivery," as appropriate. Prepare and attach the return receipt to the envelopes with the receipt side showing. c. Show on the bill the number of each article and the name and address of addressee. d. Enter only the amount of fees paid in the proper columns. e. Affix necessary postage to the articles. f. The accepting employee must count the items, postmark and receipt the bill for the total number, indicate time of mailing, if requested, and return the bill to the sender. g. A postmarked receipt marked "Bulk Receipt" is issued if the quantity mailings do not check out, or if they are not listed and arranged to permit issuance of a verified receipt. 934.6 Delivery 934.61 Procedures. Return receipt for merchandise mail for delivery by carriers must be taken out on the first trip after it is received, unless the addressee has requested that the postmaster hold the mail at the post office. Return receipt for merchandise mail must be delivered to the addressee or authorized representative. A signature must be obtained on Form 3849. If the mailer has indicated on the mailing label that the delivery is to be made without obtaining the signature of the addressee or the addressee's agent, sign the return receipt in the "Signature - Agent" block, sign Form 3849 in the "Received By" block and leave the article. Form 3849 should be initialed and dated in the "Delivered By" block. Similarly, when the addressee has properly authorized unprotected delivery, articles should be delivered in accordance with 153.82. The carrier should complete Form 3849 and the return receipt as above. 934.62 Rural Delivery. For delivery by rural carriers or at personnel and nonpersonnel rural units, see 156. 934.63 Highway Contract Route Delivery. Highway contract route carriers deliver return receipt for merchandise mail if required by the contract, but delivery is made only at the customer's box or along the route. 934.64 Delivery Records. The delivery records must be held for 2 years. At the end of that period, the records are destroyed. 934.65 Notice of Arrival. The carrier must leave a notice of arrival on Form 3849 if he cannot deliver the return receipt for merchandise article for any reason. The article is brought back to the post office and held for the addressee. If the article is not called for within 5 days, a second and final notice on Form 3849 must be issued. If the article is not called for or its redelivery requested, it is returned at the expiration of the period stated by the sender, or after 15 days if no period is stated. 934.66 Delivery at Post Office. Hold return receipt for merchandise mail at a place convenient for the public to call, if addressed for box or general delivery or for firm callers or if a Form 3849 was left for addressee to call. Place Form 3849 in post office boxes for box service customers. Use Form 3883 for firm or other customers who receive an average of three or more return receipt for merchandise articles at one delivery. 934.7 Carrier Controls 934.71 Assignment. Send return receipt for merchandise mail, including that for firms, to a unit or employee designated to assign it for delivery. Assign as follows: a. Individual Pieces. Offices with 190 or more revenue units must use Form 3867 to show the total number of pieces given to each carrier. Obtain the signature of the carrier on Form 3867. b. Firm Mail. Prepare Form 3883 in duplicate for addressees who receive an average of three or more pieces at one time. c. Specials. Assign special delivery return receipt for merchandise separately for special delivery service, following the rules in 934.71a and 934.71b. 934.72 Clearance. The clearing clerk must clear carriers and messengers in the following manner: a. Have carriers or messengers account in bulk for all return receipts for merchandise articles charged to them, either by signed receipts or returned articles. If any article or return receipt is not accounted for, make an immediate report to the supervisor. Endorse the chargeout record when clearing is complete. b. Sign and give back to the carrier or messenger Form 3821 which is prepared and submitted when accounting for certified and return receipt for merchandise articles and return receipts assigned for delivery. c. If return receipt for merchandise articles returned undeliverable by a carrier or messenger are forwarded or returned, show disposition on Form 3867 and prepare a disposition record on Form 3849 including the name of the addressee. File the Form 3849 with the delivery receipts. d. Examine all return receipts. Make sure that they are properly signed and that the date of delivery has been entered. If delivery was improper, have the carrier or messenger obtain the addressee's signature on another receipt card and destroy the original after the duplicate has been signed. Mail the receipts no later than the next workday. e. It is the supervisor's responsibility to take prompt corrective action with the delivering employee if return receipts or delivery receipts have not been obtained or have been improperly completed. f. If the mail is not delivered in 5 days, issue a second and final notice to the addressee on Form 3849 marked "FINAL NOTICE." Send it through regular channels with the addressee's ordinary mail. 934.73 Delivery to Military Installations. Return receipt for merchandise mail addressed for delivery at military installations within the continental United States must be delivered to the military installations in the same manner as numbered insured mail. 934.74 Filing Delivery Receipts. See 913.72 for instructions on filing delivery receipts. 934.75 Undeliverable. Handle return receipt for merchandise mail which is undeliverable or is to be forwarded in accordance with 159.3 and 159.4. 934.8 Acceptance Procedures 934.81 Individual Mailings. The window clerk should verify as follows: a. Compare name and address of addressee on the article and on Form 3804. b. Make sure the article bears the proper endorsement. c. Examine the return receipt card to determine whether appropriate blocks in instructions to delivering employee have been checked, and that the card is securely attached. Make sure address is properly completed by the sender. d. Make certain that proper postal charges have been paid by stamps or meter strip affixed; endorse mail, if special delivery. e. Postmark receipt portion and give to mailer. Initial by the entry on the receipt, in ink, the time the article was mailed, if requested to do so by sender. f. Deposit article in mail. Do not return to the mailer. 934.82 Quantity Mailings. If the return receipt for merchandise mail numbers are listed on firm mailing bills in consecutive order and the mail is similarly arranged, verify quantity mailings as follows: a. Count the pieces of mail and listings on the bill. They must agree. b. Compare return receipt for merchandise mail numbers on first and last articles with the first and last numbers listed on the bill. They must agree. c. Make a spot check to determine that mailings are properly prepared and that postal charges have been fully prepaid. d. Postmark receipt and give to mailer. Enter time articles were mailed, if requested to do so by the sender, placing your initials by the entry. Use ink to enter time and initials in the space for the name of accepting employee. e. Deposit articles in mail. Do not return to mailer. 934.83 Filing an Inquiry. Mailers may file an inquiry for loss or rifling by submitting Form 1510 at any post office. 934.84 Verification of Delivery. Mailers may obtain a copy of the delivery record by sending a written request to the post office of address. The fee is $6 for each copy requested and must be sent with the request. Mailers may not obtain a return receipt after mailing.