USPS Provides Clarification on Postmarks

The U.S. Postal Service has added a section to the Domestic Mail Manual that is meant to “improve public understanding of postmarks and their relationship to the date of mailing.” In an industry that relies on the acceptance and delivery of sensitive documents according to timelines, you should be aware of the Postal Service’s position on postmarks so that no important deadlines are missed. 

What is a postmark? 

Prior to this new rule going into effect, there was no definition of a postmark. It has now been given the meaning of “a marking applied by the Postal Service to a mailpiece.” 

But what does that mean? 

USPS explains that a postmark is meant to confirm that they had custody of the piece of mail on the date of the postmark, but it does not necessarily indicate the first day that they had possession of the mailpiece. Stated another way, putting a piece of mail in the mailbox and having it picked up on Feb. 2 does not guarantee a postmark of Feb. 2. 

How does this impact my real estate business? 

Though sending items through the mail has become less common, there are items that may still be delivered via the Postal Service. Security deposits, escrow checks, requests for mediation, and notices of cancellation are sometimes sent using the mail, and for all these things, the timing matters. If the postmark does not match the date that the item was handed to USPS, it can raise questions of timeliness. 

To ensure that the postmark proves your compliance with deadlines, you may have to plan ahead. If using the standard mail service, place time sensitive items in the mail well in advance of any deadline to allow time for the mailpiece to be processed and receive its postmark. You can also take the mailing directly to the post office and request that USPS manually postmark the item at the counter. 

Other options include certified mail, which will not only show proof of delivery but will also leave you with a postmarked receipt. You may also purchase a Certificate of Mailing, which does not show proof of delivery but will show the date that your item was handed over for mailing.