Recent USPS Postmark Change Can Affect Mail Deadlines

USPS strategic goals to cut costs and streamline mail processing have led to the decision to concentrate processing in a smaller number of facilities. This means, instead of processing mail at every local post office, mail will go directly to larger processing facilities. Therefore, date differences between when a piece of mail is dropped off by the sender and when it is processed and postmarked are likely to “become more common” as the changes roll out.

How to Get a Postmark?

According to USPS FAQs, postmarks are generally applied by the Postal Service via automation on machines in processing facilities, but may also be applied manually by Postal Service personnel at those facilities or by a Postal Service employee at a retail unit when a customer presents a mail piece at a retail counter and requests a postmark. Mail dropped off in a blue USPS collection box, in a mail slot, or from a carrier pickup may not get a postmark until the next day or later.

Not every piece of mail gets a dated cancellation or postmark when it is processed through automated equipment. The following exceptions may apply:

• Metered Mail: Mail on which postage is printed directly on an envelope or label by a postage meter licensed by the USPS.
• Precancelled Stamps: Stamps sold through a private vendor, such as Stamps.com®.
  
• Forever® Stamps: May not be postmarked.
  
• Automated Postal Center Stamps (APC): Stamps, with or without a date, purchased from USPS self-service kiosks.
  
• Permit Imprint: Pre-sorted mail used by bill pay services.

Note: If you wish to have your mail postmarked for the purpose of indicating the exact date it was submitted for mailing, you can go to any USPS retail counter and request a postal employee to manually postmark, or “hand-cancel,” up to 50 items for free. If you wish to have more than 50 items hand-canceled, please contact the local Postmaster or other manager in advance to ensure adequate resources are available to assist.

What Types of Mail Are Impacted by Delayed Postmark?

• Tax Returns & Payments: IRS documents and payments (e.g., federal income tax, refund claims) are legally considered filed on time if postmarked by the deadline, as per IRC 7502.
  
• Court Filings: Specific legal documents for U.S. Tax Court or other courts are valid if postmarked by the due date.
  
• Ballots: In Washington, mail-in ballots are counted if postmarked by Election Day.
• Bills & Notices: Some property tax payments and contractual notices use the postmark date for their deadlines.

How to Ensure On-Time Delivery

    1. Allow Extra Time: Mail items days before the actual deadline, as the date on your mailbox drop-off may not be the date it gets postmarked due to new processing procedures.

    2. Use alternatives to mailing:

• Filing tax returns: irs.gov, or tax filing applications such as TurboTax, TaxAct, or H&R Block.
• Payments: Use online payment options.
• Social Security applications and forms: ssa.gov.
  
• Medicare paperwork: medicare.gov.
  
• Voting ballots: Voting drop boxes or hand-deliver at election offices.

    3. Go to the counter: Go to a post office and request a manual, hand-stamped postmark on the date you drop it off.

    4. Use PVI Labels: Pay for postage at the counter to get a Postage Validation Imprint (PVI) label, which shows the acceptance date.

    5. Get Certified/Registered Mail: The postmark on your receipt for Certified or Registered Mail serves as proof of mailing date.

REMEMBER: ALL Tenant Notices, including Rent Increase, Comply or Vacate, Pay or Vacate, Quit (Waste/Nuisance), End of Tenancy, and End of Term, must be sent via Certified Mail.

Sources

https://faq.usps.com/s/article/Requirements-and-Standards-for-Sending-Domestic-Mail
https://www.aarp.org/government-elections/usps-postmark-changes