TL;DR
The USPS has added Section 608.11 to the Domestic Mail Manual to define postmarks and clarify what their dates represent. The rule says machine postmarks show the date of first automated processing at a facility, not necessarily the date the item was accepted, and outlines retail options to ensure a same-day acceptance date.
What happened
The United States Postal Service adopted a final rule (FR Doc. 2025-20740) that inserts Section 608.11, “Postmarks and Postal Possession,” into the Domestic Mail Manual. The rule formally defines the markings that qualify as postmarks and explains their evidentiary meaning: a postmark confirms USPS possession on the date shown but does not necessarily reflect the date the agency first accepted the mail piece. It states machine-applied postmarks indicate the date of the first automated processing operation at a processing facility rather than the drop-off or acceptance date at a retail unit. The text affirms that USPS does not postmark all mail routinely and that an absent postmark does not prove the Postal Service did not take custody. To obtain a postmark dated on the day of acceptance, customers may request a manual (local) postmark at a retail counter, obtain a postage validation imprint (PVI) when paying for postage, or acquire a Certificate of Mailing or use Registered/Certified Mail. The rule notes potential effects on tax filings because Internal Revenue Code §7502 relies on postmark dates for timely filing determinations.
Why it matters
- Postmark dates may no longer align with the date a mail piece was first accepted, affecting proof of mailing.
- Tax filings that depend on postmark dates (IRC §7502) could be impacted when machine-applied dates differ from acceptance dates.
- Senders must use specific retail services (manual postmark, PVI, certificates) to obtain contemporaneous evidence of acceptance.
- The change codifies operational realities—processing and transportation patterns—that can shift the postmark date from the acceptance date.
Key facts
- The final rule is documented as FR Doc. 2025-20740 and adds Section 608.11 to the DMM.
- Section 608.11 defines postmarks and identifies what markings qualify as postmarks.
- A machine-applied postmark reflects the date of the first automated processing operation at a USPS processing facility.
- USPS does not postmark all mail in the ordinary course of operations; lack of a postmark does not prove non-acceptance.
- Postmark dates may be later than the date an item was first accepted because many postmarks are applied at processing facilities.
- The discrepancy in postmark vs. acceptance dates may become more common with the Regional Transportation Optimization (RTO) initiative and leg-based service standards.
- Customers can secure a same-day acceptance date by requesting a manual (local) postmark at retail counters.
- A Postage Validation Imprint (PVI) applied at retail also indicates the date of acceptance.
- Certificates of Mailing, Registered Mail, or Certified Mail provide receipts or records that evidence the date an item was presented for mailing.
- The rule highlights potential consequences for tax filings because IRC §7502 uses the postmark date to determine timely filing when documents aren’t physically delivered on time.
What to watch next
- Whether the IRS or courts issue guidance on how the new postmark definition affects tax-filing deadlines (not confirmed in the source).
- The extent to which RTO and leg-based service standards increase instances of postmark/acceptance date mismatches (not confirmed in the source).
- Whether mailers and businesses shift to manual postmarks, PVI use, Certificates of Mailing, or Registered/Certified Mail more frequently to avoid disputes (not confirmed in the source).
Quick glossary
- Postmark: A marking applied to mail that shows a date and may serve as evidence that the Postal Service possessed an item on that date.
- Machine-applied postmark: A postmark applied by automated processing equipment, which the rule ties to the date of the first automated processing operation at a facility.
- Manual (local) postmark: A postmark applied by postal staff at a retail counter at the time an item is accepted, producing a date that aligns with acceptance.
- Postage Validation Imprint (PVI): A printed label applied when postage is paid at retail that can indicate the date the mail piece was accepted.
- Certificate of Mailing: A postal receipt that provides evidence of the date an item was presented to the Postal Service for mailing.
Reader FAQ
Does a postmark date always equal the date USPS accepted the mail?
No. Under the new rule, a machine-applied postmark reflects the date of the first automated processing operation, not necessarily the acceptance date.
How can I make sure the postmark shows the day I dropped off a document?
Request a manual (local) postmark at a retail counter, obtain a PVI when paying for postage, or use a Certificate of Mailing, Registered Mail, or Certified Mail.
Will this change affect tax filing deadlines?
The rule says the change could significantly affect tax filings because IRC §7502 relies on postmark dates; specific IRS responses are not detailed in the source.
Will USPS now postmark every piece of mail?
No. The rule states USPS does not postmark all mail in the ordinary course of operations; absence of a postmark does not mean USPS did not accept custody.
USPS Announces Changes to the Postmark Date System The United States Postal Service (USPS) has adopted a final rule (FR Doc. 2025-20740) adding Section 608.11, "Postmarks and Postal Possession," to…
Sources
- USPS announces changes to the postmark date system
- USPS Changes to Postmark Date System Taking Effect …
- Postmarks and Postal Possession
- USPS Postmark Rule Change: What It Means for Tax Filers …
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