USPS Postmark Rule Change: What Bluegrass Integrated Communications Clients Need to Know

Effective December 24, 2025, the United States Postal Service (USPS) implemented an important operational clarification that may impact businesses and organizations sending time-sensitive mail.

While this change will have little effect on everyday correspondence, it is especially important for mailings tied to firm deadlines. At Bluegrass Integrated Communications, we want to ensure our clients and partners are aware of this update and understand how it may affect mailing strategies and compliance requirements.

What Changed?

Previously, a USPS machine-applied postmark generally reflected the day mail was dropped off or collected. Under the updated guidance, the postmark date now reflects the day the mail is processed at a USPS facility — not necessarily the day it enters the mailstream.

Because processing may occur one to two days after drop-off, mail deposited on a specific date may no longer receive a postmark dated that same day.

This clarification has been formally added to the USPS Domestic Mail Manual (Section 608.11).

Why This Matters for Time-Sensitive Mail

For many routine mailings, this change will have minimal impact. However, for communications where the postmark date determines timeliness, the distinction is critical.

This includes:

• Tax documents and filings
• Ballots and election-related materials
• Legal notices and court documents
• Regulatory or compliance-driven communications

Relying solely on mailbox drop-off for these types of mailings may introduce unnecessary risk.

Best Practices to Avoid Delays

Plan mailings earlier
Build additional time into your mailing schedules to account for USPS processing delays.

Request a manual postmark when required
If a same-day postmark is necessary, present mail directly at a USPS retail counter and request a manual postmark.

Review internal mailing timelines
Evaluate any communications tied to firm deadlines to ensure your processes align with the updated USPS postmark definition.

How Bluegrass Integrated Communications Can Help

As a trusted mailing and communications partner, Bluegrass Integrated Communications works closely with clients to design mailing strategies that support accuracy, efficiency, and compliance. We can help assess how this USPS change may affect your current workflows and identify best practices to keep critical communications on track.

If you have questions about this update or would like to review your mailing timelines and strategies, please contact your Bluegrass Integrated Communications representative. We are always happy to help.