The Importance of Mailroom Compliance in 2024
Compliance is essential for any business that receives and handles mail that is not their own, and an important part of onboarding PilotoMail users to their digital mailbox.
- Stephanie Drew
- March 6, 2024
To be compliant with U.S. Postal Service regulations as a mailroom operator or manager, verifying your renter’s (including mail managers and authorized recipients) identity is crucial.
What does that mean?
A mailbox renter must authorize a Commercial Mail Receiving Agency (CMRA) to receive mail on their behalf by going through an identity verification process (such as notarization) that ensures the CMRA has validated each renter’s identity.
What is a CMRA?
Per the USPS, a “Commercial Mail Receiving Agency (CMRA) is a private business that accepts mail from the Postal Service for recipients, keeps it for collection (usually a private mailbox, also known as a “PMB”), or re-mails it to another location with newly paid postage.”
If you have not registered as a CMRA, we highly recommend it. Learn more about how to get started and create a compliance process for your space here.
Why is compliance important?
Apart from the federal requirement of the U.S. Postal Service regulating how mail can be received and handled, having your CMRA license and following compliance guidelines gives your business credibility.
- Your business runs without the risk of having mailing services (or more) shut down.
- Reduces the number of scammers and increases the credibility of your community.
- You have the assurance of knowing who is using your workspace address.
📌 Note: You can read more about U.S.P.S CMRA guidelines here.
What are the requirements?
Verify Your Mailbox Renter’s Information
To verify your new mailbox renter’s identity, your customer must complete the PS Form 1583 (Application for Delivery of Mail Through Agent) and sign it in front of a notary (an online notary service is fine) or center representative as a witness.
“The Notary Public must witness the signature, verify the identification presented, and confirm that the applicant understands and completes all of the required information.”
Your mailbox renter will need two types of ID to complete the form (one must have a photograph). Acceptable photo IDs:
- U.S. State/Territory/Tribal Driver’s or Nondriver’s ID Card
- Uniformed service ID
- Passport
- Certificate of Naturalization
- U.S. Access Card
- Matricula Consular
- U.S. Permanent Resident Card
- U.S. University ID Card
- NEXUS Card
- University ID
Keep the Post Office in the Loop
- Send your completed forms to the Post Office.
- If the mailbox renter stops using your workspace for mail (meaning they cancel the membership or service), notify the Post Office.
- The CMRA must accept and retain the renter’s mail for at least 6 months after the cancellation date.
How PilotoMail Does Compliance
PilotoMail has automated this onboarding step, making it easy for your new user to programmatically confirm their identity while, as a CMRA, you’re fulfilling a crucial part of your compliance requirements.
PilotoMail also keeps a record of your compliant renters and those pending compliance. You can set up rules to remind your renters to complete their verification process and sign Form 1583.
About PilotoMail
PilotoMail is a mail management platform that creates recurring revenue streams for mailrooms through postal mail handling automation, and virtual mailboxes for the remote workforce. Property managers, coworking spaces, mail centers & registered agents can handle large volumes of mail efficiently, comply with all postal regulations, and increase revenue from their existing footprint effortlessly.