USPS 476 cheat sheet

An address is read from the bottom up: the delivery line (addressee name, then street or PO box) is the most specific element, followed by city, state, and ZIP Code.

ZIP Code structure: first digit = national area (0 in the Northeast through 9 on the West Coast); digits 2-3 = sectional center facility (SCF); digits 4-5 = delivery area or post office.

ZIP+4 adds four digits after the five-digit ZIP: the first two identify a sector or delivery unit (block face, floor, or box section), the last two identify the specific delivery segment.

City/state/ZIP must be consistent; when they conflict, the ZIP Code governs routing and the mailer should be corrected to the ZIP-matched city and state.

The delivery address line carries the primary address number and street name or PO box number; secondary information (apt, suite, floor, unit) belongs on the line above it.

Standard address elements: addressee name, primary address number, predirectional, street name, suffix, postdirectional, secondary unit designator, city, state, ZIP+4.

Two-letter state abbreviations are used with ZIP Codes; full state names are not used in the delivery address block.

A complete delivery address requires a name, a deliverable street or box address, city, state, and ZIP; mail lacking a ZIP is still processed but may be delayed.

Mail flows: collection/acceptance -> processing plant (culling, facing, canceling, sorting) -> transportation -> destination delivery unit -> carrier route -> delivery.

Automated processing uses barcode sorters; the Intelligent Mail barcode (IMb) encodes routing data and is read by sorting equipment to sequence mail to carrier walk order.

First-Class Mail receives priority handling and is typically processed and delivered faster than Marketing Mail or Periodicals of the same shape and weight.

Mail classes: First-Class, USPS Marketing Mail, Periodicals, Package Services/competitive products; each has distinct eligibility, preparation, and rate rules.

Mail shapes (postcard, letter, flat, parcel) determine processing equipment, rate, and machinability requirements; letters generally must be at least 3.5 x 5 inches and no more than 6.125 x 11.5 inches.

Sortation levels include carrier route, 5-digit, 3-digit, ADC, AADC, and mixed; finer presort earns lower postage because it reduces USPS handling.

The delivery point (DP) is the specific address or box to which a mailpiece is delivered; delivery point validation confirms an address exists in USPS data.

Processing facilities include processing and distribution centers (P&DCs), network distribution centers (NDCs), and destination delivery units (DDUs).

Retail counter transactions include accepting mail, selling postage, weighing and rating, and providing receipts; accurate weighing and rate selection prevent postage due.

Postage payment options: stamps, meter, PC postage, permit imprint, and retail counter payment; each has distinct preparation and documentation rules.

Accountable mail (certified, insured, registered, COD, signature confirmation) requires a signature or record and is tracked through the accountable mail system.

Extra services: Certified Mail (proof of mailing/delivery), Return Receipt, Insured Mail (up to $5,000 for most items), Registered Mail (highest security), and Certificate of Mailing.

Change of address is filed with USPS (online, phone, or PS Form 3575); a temporary or permanent forwarding order directs mail to the new address for a set period.

Hold mail service keeps mail at the delivery unit for pickup during a specified period; a PS Form 8076 authorization or online request is used.

Refunds and postage-due handling follow set procedures; unused meter or PC postage is refundable only under specified conditions with proper documentation.

Customer privacy: address and delivery information is protected; retail employees verify identity and authorization before releasing accountable items or changing address records.

Domestic Mail Manual (DMM) is the primary source for mailing standards, rates, and eligibility rules; IMM covers international mail.

First-Class Mail maximum weight is 13 ounces for letters/flats; heavier items move to Priority Mail or other package products.

Nonmailable items include hazardous materials (unless properly declared and permitted), explosives, and items that could injure employees or damage equipment.

Restricted/obscene material, firearms, and certain liquids are subject to specific mailing conditions and prohibitions under DMM and federal law.

Postage must be fully prepaid; mail with insufficient postage is either returned to sender or delivered with postage due collected from the recipient.

Mail addressed to a deceased person or a moved addressee is handled under forwarding or return-to-sender rules; endorsements on the mailpiece direct handling.

Priority Mail and Priority Mail Express offer tracking and include insurance; Express has a money-back guarantee for specified service failures.

Postal regulations prohibit using the mail for fraudulent schemes; mail fraud is investigated by the U.S. Postal Inspection Service.

Suspicious mail indicators: unexpected packages, excessive postage, oily stains, protruding wires, unusual odors, misspelled common words, or no return address.

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

Hazardous materials must be identified and handled per DMM and OSHA rules; employees do not handle unknown substances without proper training and PPE.

Workplace safety includes safe lifting (bend knees, keep load close, avoid twisting), clear aisles, and reporting spills or damaged equipment immediately.

Bloodborne pathogen and universal precautions apply to any potentially contaminated item; use gloves and wash hands after handling.

Security awareness: report threats, tampering, or unauthorized access to facilities; the U.S. Postal Inspection Service handles mail security and crime.

Emergency procedures: know evacuation routes, assembly points, and the location of fire extinguishers and first-aid kits in the work area.

Personal protective equipment and lockout/tagout rules apply to powered mail-processing equipment; never bypass guards or safety interlocks.