Year-End Giving Reminder: Understanding USPS Postmarks

As year-end giving approaches, a quick USPS clarification is worth noting for nonprofits and donors alike.

The USPS is updating the Domestic Mail Manual to clarify that postmarks on First Class mail reflect the date of “first automated processing,” not the date mail is placed in the mailbox or even received at the local post office. This is not a process change, but a formal explanation of how postmarks have worked for years.

As year-end approaches, donors who rely on the postmark date should be aware that standard automation may result in a later postmark than expected. In most cases, postmarks are applied at Regional Processing and Distribution Centers or Local Processing Centers, not at local post offices. As a result, the postmark date may be later than when a donor placed mail in a mailbox or dropped it at a post office.

The only factor affecting postmark timing is the ongoing Regional Transportation Optimization (RTO) that the USPS started rolling out in April. Prior to April, there were two pickups at most post offices where mail was collected and taken to the processing facility. Under the new plan, only post offices within 50 miles of a Regional Processing & Distribution Center (RPDC) will continue with twice‑daily pickups; the balance will receive only once-a-day pickups or will transition to once-a-day pickups in 2026.

For a donor to ensure a same-day postmark, they must request one of the following services at the local post office:

• A manual postmark
• A Postage Validation Imprint (PVI)
• Or pay for a Certificate of Mailing, Registered or Certified Mail

Now is a good time for nonprofits to educate donors and set expectations to avoid year-end surprises.

As always, we’re here to help at Production Solutions. Contact us with any questions!