TL;DR
The USPS adopted a final rule adding Section 608.11 to the Domestic Mail Manual to formally define postmarks and explain what they represent. The rule says machine-applied postmarks reflect the date of the first automated processing operation at a processing facility, not necessarily the date a customer dropped off the item, and lists retail options to obtain same-day evidence of acceptance.
What happened
The United States Postal Service issued a final rule (FR Doc. 2025-20740) adding Section 608.11, “Postmarks and Postal Possession,” to the Domestic Mail Manual. The new section defines what counts as a postmark and identifies qualifying markings. Critically, the rule states that machine-applied postmark dates correspond to the date of the first automated processing operation at a processing facility, which may be later than the date the mail was presented to USPS. The rule also clarifies USPS does not postmark all mail routinely and that no postmark does not prove lack of custody. It notes operational realities — including postmarking often occurring after transportation from retail units and crossing calendar days — and highlights that customers who need a same-day acceptance date must use specific services such as a manual (local) postmark, a Postage Validation Imprint (PVI) at retail, or obtain a Certificate of Mailing or Registered/Certified Mail receipt.
Why it matters
- Postmark dates may no longer match the date a customer handed mail to USPS, affecting proof-of-mailing timelines.
- Tax and legal deadlines that rely on postmarks (for example, IRC §7502) could be affected by later processing-facility dates.
- Customers who need same-day evidence of acceptance must request specific retail services rather than relying on routine machine postmarks.
- The rule codifies operational realities and sets clearer expectations about what a postmark indicates.
Key facts
- Final rule: FR Doc. 2025-20740 adds Section 608.11, “Postmarks and Postal Possession,” to the Domestic Mail Manual (DMM).
- Defines postmarks and identifies the types of markings that qualify as postmarks.
- Machine-applied postmark date represents the date of the first automated processing operation at a processing facility, not necessarily the drop-off date.
- USPS does not postmark all mail in ordinary operations; absence of a postmark does not prove USPS did not accept custody.
- Postmark dates may be later than acceptance dates because most postmarks are applied at processing facilities.
- Regional Transportation Optimization (RTO) and adoption of leg-based service standards are expected to increase cases where postmark dates lag acceptance.
- Postmarking can cross calendar days or occur after transportation from retail units, so the stamp date is not a perfectly reliable indicator of mailing date.
- Ways to ensure acceptance-date evidence at retail: request a manual (local) postmark, obtain a Postage Validation Imprint (PVI), or buy a Certificate of Mailing / use Registered or Certified Mail.
What to watch next
- An increase in postmarks that reflect processing-facility dates rather than retail drop-off dates due to RTO and leg-based service standards.
- Whether the IRS or courts adjust interpretations of timely filing rules that rely on postmarks — not confirmed in the source.
- Whether USPS issues additional operational guidance or public communications clarifying impacts for business and legal customers — not confirmed in the source.
Quick glossary
- Postmark: A marking applied by postal authorities indicating a date and sometimes a location associated with processing or acceptance of a mail piece.
- Machine-applied postmark: A postmark produced by automated equipment at a processing facility; per the rule, its date reflects the first automated processing operation.
- Manual (local) postmark: A postmark applied by hand at a retail counter at the time a mail piece is accepted, reflecting the acceptance date.
- Postage Validation Imprint (PVI): A label or imprint applied at retail when postage is paid that can indicate the date of acceptance.
- Certificate of Mailing: A purchasable receipt that serves as evidence of the date an item was presented to the postal service for mailing.
Reader FAQ
Does a postmark date always equal the date I dropped off the mail?
No. The rule says machine postmarks reflect the date of the first automated processing operation at a processing facility, which can be later than the drop-off date.
If my mail lacks a postmark, does that mean USPS didn’t accept it?
No. The rule clarifies that absence of a postmark does not imply USPS did not accept custody.
How can I ensure a same-day postmark or proof of acceptance?
Use retail options: request a manual (local) postmark, get a Postage Validation Imprint (PVI) when paying at the counter, or obtain a Certificate of Mailing or Registered/Certified Mail receipt.
Will this change affect tax filing deadlines that rely on postmarks?
The source says the change could have a potentially significant impact because IRC §7502 relies on postmark dates for timely filing.
Will USPS start postmarking all mail because of this rule?
No. The rule explicitly states USPS does not postmark all mail in the ordinary course of operations.
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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