IN POST cheat sheet

First-Class Mail covers letters, postcards, and flats up to 13 oz; items over 13 oz must move to Priority Mail or another product unless qualifying as media or bound printed matter.

Standard Mail (Marketing Mail) requires a minimum of 200 pieces or 50 lb per mailing and is limited to 3.5 oz or less per piece; heavier pieces fall outside Marketing Mail.

Media Mail is restricted to books, film, manuscripts, sound recordings, and similar media; advertising is prohibited except incidental announcements of the media itself.

Periodicals require a Periodicals permit and a verified subscriber list; the publisher must demonstrate at least 50 percent paid circulation.

Flats are mailpieces exceeding letter dimensions (over 11.5 in long, 6.125 in high, 0.25 in thick) but within 15 in long, 12 in high, 0.75 in thick.

A mailpiece exceeding 108 in combined length plus girth, or 130 in for Parcel Select, is nonmailable and must be returned to sender.

Mailability exclusions include hazardous materials unless properly declared, firearms subject to specific rules, and items prohibited by the destination country for international mail.

ZIP Code structure: first digit is a national area, next two are a sectional center facility region, and last two are the delivery unit.

Priority Mail includes tracking and insurance up to $100; delivery is typically 1-3 business days based on distance, not guaranteed.

Priority Mail Express offers a money-back guarantee with overnight-to-2-day delivery and includes tracking plus insurance up to $100.

Certificate of Mailing provides evidence of mailing only; it does not provide proof of delivery or tracking.

Certified Mail provides proof of mailing and delivery record; return receipt and restricted delivery are optional add-ons.

Insurance indemnity covers loss or damage up to the declared value; claims must be filed within 60 days for most domestic products.

USPS Money Orders have a maximum face value of $1,000 and must be purchased with cash or a debit/credit transaction; fees vary by amount.

Change of Address service can be filed online, in person, or by mail; a temporary or permanent option must be selected.

Postage rate classes vary by shape and weight; the price for a letter increases at each additional ounce up to 3.5 oz before it converts to flat pricing.

The retail window is the primary point of contact; the clerk must greet the customer, identify the need, and offer the appropriate product or service.

When a customer is dissatisfied, acknowledge the concern, restate the issue to confirm understanding, and offer a specific resolution path before escalating.

Consumer complaints about a specific delivery can be filed through the USPS customer service line or online; the case is assigned a tracking number for follow-up.

Privacy: customer addresses, mail contents, and account information must not be discussed with third parties without consent.

Accessibility: clerks must assist customers with disabilities, including reading mail, completing forms, and providing alternate formats on request.

Language access: translated materials and interpretation services are available; clerks should offer assistance rather than turn the customer away.

A customer who refuses a mailpiece at the window may have it returned to sender as refused; document the refusal and the reason.

The Domestic Mail Manual (DMM) is the primary source for mail classification, rates, and eligibility rules; the IMM governs international mail.

Postage must be paid before mailing; unpaid or underpaid mail is subject to return, postage due, or disposal per DMM rules.

Restricted delivery requires the recipient's signature and identification; it is available only as an add-on to certain accountable mail.

Mail covers and address information requests require a written request and legal authorization; they are not provided at the retail window.

The Privacy Act and the Freedom of Information Act govern release of records; requests must be routed to the appropriate office.

Hazardous materials must be declared and packaged per Publication 52; undeclared hazardous materials may be refused or reported.

Employees must report suspected mail fraud, identity theft, or prohibited items to the postal inspection service.

Mail flow: collection, culling, cancellation, sorting to the delivery unit, then carrier sequencing and delivery.

The Delivery Point Sequence (DPS) sorts mail into carrier walk order; mail that cannot be DPS-sorted is handled as residual.

Automated equipment includes the Advanced Facer-Canceler System (AFCS), Delivery Bar Code Sorter (DBCS), and Carrier Sequence Bar Code Sorter (CSBCS).

A barcode must be readable and correctly encoded; unreadable barcodes are rejected to manual handling.

The National Change of Address (NCOA) process updates addresses before mailing to reduce undeliverable-as-addressed mail.

Mail is classified as machinable or nonmachinable based on size, rigidity, and address placement; nonmachinable mail incurs higher rates.

Undeliverable-as-addressed mail is returned, forwarded, or treated as dead mail depending on the endorsement and the sender's instructions.

The retail terminal must be balanced at the start and end of each shift; overages and shortages must be documented and reported.

Acceptable payment methods include cash, debit/credit cards, checks (subject to policy), and USPS money orders; personal checks may be limited.

Postage stamps, money orders, and prepaid cards are accountable items tracked by serial number and reconciled daily.

Refunds for unused postage require the original receipt and must follow the refund policy for the product; some services are nonrefundable.

A voided transaction must be completed in the system and the receipt retained; manual voids require supervisory approval.

Cash drawers must never be left unattended and must be secured when the clerk leaves the window.

Counterfeit currency detection: check security features and use a detector pen; report suspected counterfeit to a supervisor.

Suspicious mail indicators include oily stains, unusual odor, protruding wires, excessive tape, and misspelled or handwritten addresses with no return address.

If suspicious mail is identified: do not open, shake, or smell it; isolate the item, evacuate the immediate area, and notify a supervisor and emergency services.

Emergency evacuation routes and assembly points must be posted and known; employees follow the facility emergency action plan.

Fire extinguisher use follows the PASS method: Pull, Aim, Squeeze, Sweep.

Bloodborne pathogen exposure requires immediate washing, reporting, and follow-up per the exposure control plan.

Slip, trip, and fall hazards must be reported and corrected; wet floors require signage and barriers.

Workplace violence: report threats to a supervisor or the postal inspection service; do not confront an armed individual.

Forms must be completed legibly and completely; missing fields can delay processing or invalidate a transaction.

Records retention follows the applicable records schedule; do not destroy records outside the authorized retention period.

Filing systems should use consistent naming, dates, and reference numbers to allow retrieval; cross-reference related documents.

Email and written correspondence should state the purpose, the action requested, and the deadline, and should be proofread before sending.

Time and attendance records must be accurate; corrections require supervisory approval and documentation.

Confidential documents must be stored securely and shredded when no longer needed per policy.

When answering the telephone, identify the office and yourself, and take a complete message including name, number, and reason for the call.

Mailpieces must bear a complete delivery address, including the correct ZIP Code and ZIP+4 where available, to qualify for automation discounts.

The address should be placed parallel to the longest side of the mailpiece and within the address block area for barcode readability.

Return address is required on all mailpieces that may be undeliverable; it is recommended on all mail.

Endorsements such as 'Return Service Requested' or 'Address Service Requested' determine how undeliverable mail is handled.

Mail that is too large, too heavy, or improperly prepared may be returned to sender or charged additional postage.

Nonprofit rates require authorization and proof of nonprofit status; misuse can result in loss of privileges.

Flat Rate options provide a fixed price regardless of weight up to the maximum; they are useful for heavy or irregular items.

Click-N-Ship and online postage allow customers to print labels and schedule carrier pickup; the label must be legible and correctly sized.

Signature Confirmation provides proof of delivery with a signature; it does not provide insurance by itself.

Collect on Delivery (COD) allows the recipient to pay for the item upon delivery; the amount collected is remitted to the sender.

Post Office Box service is available in multiple sizes; fees vary by size and location, and box numbers must be used in the address.

Informed Delivery provides a daily preview of incoming mail and packages; customers must enroll and verify their identity.

When a customer requests a service that is unavailable at the window, offer an alternative channel such as online or a nearby facility.

Complaint escalation: resolve at the lowest level first; if unresolved, provide the customer with the next level of contact and a case number.

Cultural sensitivity: avoid assumptions about names, language, or ability; ask how the customer prefers to be addressed.

Hold mail service can be requested for a specified period; mail is held at the local office and delivered or picked up after the hold ends.

A customer may authorize another person to pick up accountable mail; proper identification and authorization are required.

Feedback and survey participation should be encouraged; results are used to improve service.

Employees must not open mail except as authorized for specific processing or inspection purposes.

Mail that appears to contain cash or valuables should be handled per policy and reported if suspicious.

Prohibited items include explosives, flammable liquids, and certain batteries; lithium batteries have specific mailing restrictions.

International mail is subject to the destination country's customs rules; a customs declaration is required for most items.

Postage evidencing systems (meters) must be authorized; meter imprints must be legible and within the valid date range.

Records of accountable mail must be maintained and reconciled; discrepancies must be reported immediately.

Mail is sorted to the carrier route level before delivery; carrier route information is encoded in the ZIP+4 and delivery point.

The Mail Transport Equipment (MTE) system tracks containers; equipment must be returned and accounted for.

Automated parcel sorters use barcode scanning to route parcels to the correct destination; mis-sorted parcels are reworked.

Mail volume forecasting helps schedule staffing and equipment; peak periods require additional resources.

Quality control checks verify barcode readability and address accuracy; failures are corrected before dispatch.

Mail dispatched to the wrong facility is redirected; the error should be documented to prevent recurrence.

Stamps and philatelic items are sold at the retail window; inventory must be counted and reconciled.

Money order reconciliation: serial numbers must be recorded and matched to the amount collected; missing money orders must be reported.

Credit card transactions must follow PCI DSS rules; card numbers must not be written down or stored.

Refund and exchange transactions require a receipt and supervisor approval when above the clerk's authority limit.

Cash handling limits: large bills should be verified and secured; do not keep large amounts in the drawer.

End-of-day closeout includes counting cash, reconciling receipts, and preparing the deposit.

Personal protective equipment must be worn when handling hazardous or sharp items; report damaged equipment.

Emergency contact numbers must be posted; employees should know the location of first aid kits and AEDs.

Bomb threats should be taken seriously; note the caller's exact words and report immediately.

Lockdown procedures: secure doors, stay away from windows, and follow instructions from authorities.

Injury reporting: report all injuries, even minor ones, and complete the required forms.

Hazard communication: know the location of Safety Data Sheets (SDS) for chemicals used in the facility.

Data entry accuracy: verify names, addresses, and amounts before submitting; double-check ZIP Codes.

Spreadsheet use: use formulas for totals and reconcile with source documents.

Meeting minutes should record decisions, action items, and responsible parties with deadlines.

Correspondence should use plain language and avoid jargon; include contact information for follow-up.

Document version control: label drafts and final versions with dates and keep the latest version accessible.

Travel and expense documentation must include receipts and be submitted within the required timeframe.

Mail classification depends on content, weight, size, and processing category; the correct class determines the rate.

Priority Mail Express and Priority Mail are competitive products; First-Class Mail and Marketing Mail are market-dominant products.

A mailpiece with a barcode that does not match the address may be delayed or returned; the address and barcode must agree.

Mailers must use the correct endorsement to receive address correction or return services; incorrect endorsements may result in improper handling.

The USPS publishes rate changes; clerks must use the current rate charts and update systems accordingly.

Mail that is not properly sealed or packaged may be damaged; packaging standards are in Publication 52 and DMM.

Priority Mail Cubic pricing is based on volume rather than weight for eligible packages; it requires commercial base pricing.

USPS Ground Advantage replaced Retail Ground and Parcel Select Ground for many retail shipments; it includes tracking and $100 insurance.

International products include Global Express Guaranteed, Priority Mail Express International, and First-Class Package International Service.

Customs forms are required for international mail; the type of form depends on value and content.

Postage refunds for online labels may be requested within a specified window; used labels are not refundable.

Address verification tools help reduce undeliverable mail and improve delivery speed.

Active listening: let the customer finish, ask clarifying questions, and summarize the request before acting.

Service recovery: apologize for the inconvenience, explain what will be done, and follow up if possible.

Confidentiality: do not confirm whether a person lives at an address or receives mail without proper authorization.

Accessibility for customers with limited English proficiency: use available translation resources and speak clearly.

Complaint documentation should include date, time, customer contact, issue, and resolution.

Positive tone and professional appearance contribute to public trust in the postal service.

Employees are subject to ethics rules regarding gifts, outside employment, and conflicts of interest.

Unauthorized disclosure of mail contents or customer information is prohibited and may result in discipline.

Postal inspectors investigate mail theft, fraud, and hazardous materials violations.

Mail fraud reporting includes suspicious sweepstakes, phishing, and fake delivery notices.

Employees must follow the chain of command for policy questions; the DMM and official manuals are authoritative.

Changes to procedures are communicated through official notices; employees must acknowledge and apply them.

Mail processing equipment requires daily checks and cleaning; malfunctions must be reported.

Barcode sorters read POSTNET and Intelligent Mail barcodes; the Intelligent Mail barcode encodes routing and tracking data.

Mail flow balance: avoid bottlenecks by monitoring volume and adjusting staffing.

Container labels must be accurate; mislabeled containers cause mis-sorts.

Mail that is damaged in processing should be documented and handled per damage procedures.

Dispatch schedules must be met; late dispatch can delay delivery.

Accountable paper (stamps, money orders) must be secured and counted at shift change.

Cash register overages and shortages are investigated; repeated discrepancies may lead to audit.

Refund authority limits vary by location; know the limit and escalate above it.

Receipts must be offered for every transaction; retain copies per policy.

Counterfeit detection includes checking watermarks, security threads, and color-shifting ink.

Deposits must be prepared accurately and delivered per the facility schedule.

Emergency action plans include evacuation, shelter-in-place, and lockdown procedures; employees must be trained.

First aid and CPR training may be required; know the location of the AED.

Report unsafe conditions immediately; do not attempt repairs outside your training.

Mailroom safety includes proper lifting techniques and keeping aisles clear.

Security awareness: challenge unfamiliar persons in restricted areas and report suspicious activity.

Hazardous material spills require evacuation and notification of emergency responders.

Use the correct form for each transaction; forms are available in the forms library.

Records must be legible and complete; corrections should be initialed and dated.

Filing by date and reference number improves retrieval; use cross-references for related documents.

Proofread correspondence for spelling, grammar, and accuracy before sending.

Time management: prioritize tasks by deadline and impact; use a checklist for recurring duties.

Confidential waste must be shredded; do not place it in regular trash.

Mailpieces must meet minimum size requirements: at least 3.5 in high, 5 in long, and 0.007 in thick for letters.

Postcards must be at least 3.5 in high by 5 in long and no more than 4.25 in high by 6 in long.

A letter exceeding 3.5 oz is charged flat or parcel pricing depending on size and content.

The Intelligent Mail barcode is required for automation discounts; it encodes the delivery point and tracking information.

Mailers must use the correct class based on content; misclassification can result in additional postage.

Address standards: use uppercase letters, no punctuation, and a complete ZIP Code.

Priority Mail Express International offers a money-back guarantee to many destinations; delivery times vary.

Global Express Guaranteed is the fastest international service and includes tracking and insurance.

First-Class Mail International is for letters and postcards; it does not include tracking.

Customs declarations must accurately describe contents and value; false declarations are prohibited.

Postage prices are updated annually; use current rate charts.

Return shipping services allow customers to return items using prepaid labels.

Greet customers promptly and acknowledge waiting customers.

Ask open-ended questions to identify the customer's need.

Explain options and costs clearly before completing a transaction.

Handle complaints calmly; do not argue or interrupt.

Provide written information when appropriate; ensure it is current.

Thank the customer and invite feedback.

Employees must not use their position for personal gain.

Mail must not be delayed or opened except as authorized.

Suspicious mail must be reported to a supervisor and the inspection service.

Records requests must follow FOIA procedures; fees may apply.

Hazardous materials must be declared and packaged per Publication 52.

Employees must complete required training and acknowledge policies.

Mail is sorted by destination ZIP and carrier route.

Automated equipment requires regular maintenance to ensure accuracy.

Barcode readability depends on print quality and placement.

Mail flow should be monitored to prevent backlogs.

Damaged mail must be documented and handled per procedure.

Dispatch schedules must be met to ensure timely delivery.

Cash drawers must be balanced at shift start and end.

Accountable items must be counted and secured.

Refunds require a receipt and may require supervisor approval.

Counterfeit currency must be reported.

Receipts must be offered for all transactions.

Deposits must be prepared accurately and delivered per schedule.

Know evacuation routes and assembly points.

Report all injuries immediately.

Wear PPE when required.

Keep aisles and exits clear.

Report suspicious activity.

Follow lockdown and shelter-in-place procedures.

Complete forms legibly and accurately.

File documents by date and reference number.

Proofread correspondence before sending.

Maintain confidentiality of records.

Use checklists for recurring tasks.

Shred confidential waste.