How to Obtain an MPP

Some people find that applying for an MPP is a relatively simple process. Others find it much more difficult. A lot has to do with how much your local postmaster knows about MPPs. Hence, the more you know about MPPs, the more you'll be able to explain to him or her.

We suggest you read this web page through in its entirety. After that, go back and complete your application form and your cover letter. (There are a lot of tips at the bottom of the page which may affect decisions you'll be making. This is why it is important you read through this entire page first.)

On the day you actually approach your postmaster, it's a good idea to be fully prepared. For example, you might have printouts of MPP covers from this web site. A truly excellent idea is to have a list of Mailer's Postmark Permit Club members in your state. If your postmaster has questions or problems, he/she will be able to call other postmasters who have already been through this process.

Applying for an MPP will take some time. You should expect that and not worry too much when it does. In 99% of the cases that we have seen, the person applying for an MPP gets an MPP!

To get an MPP, you first need to fill out the proper form from the United States Postal Service. This step should only take about 10 minutes once you have the form.

You need Form 3615, Mailing Permit Application and Customer Profile. It’s unlikely that smaller post offices will have this form on hand since it’s generally used only by bulk mailers.

If a form isn’t on hand, there are two ways to get it. Ask the postmaster to contact the main post office at the nearest large city. It could take anywhere from a few days to a few weeks for the form to arrive. The second solution is to use the power of the Internet. Form 3615 is online at www.usps.com/forms/_pdf/ps3615.pdf. (Make sure you get the leading underscore in “/_pdf/” in the web address.) Adobe Acrobat Reader is needed to properly display the PDF form on your Internet browser. You can then print the form on your home computer printer.

There are only a few boxes to fill out. Generally, individuals will fill out Section A (Applicant Information) like this:

Normal Section A for Individuals. (Obviously, don't fill in an e-mail address if you don't have one.)

Normal Section B for Individuals. Note: there is no check box on the line you need. We suggest just drawing an "X" and circling the words "Mailer's Precanceled Postmark."

We think attaching a cover letter to your application is very helpful. You can click here to open a Microsoft Word document that can be used just by filling in the blanks.

Now submit the cover letter and Form 3615 to the postmaster of the post office you wish to obtain an MPP from.

Most postmasters don’t know what an MPP is. Sometimes it takes a little talking to convince them that this is legitimate.

If they have any doubt, ask the postmaster to consult section 604.3.4 of the Domestic Mail Manual. This section regulates MPP cancels. All post offices have copies of the Domestic Mail Manual.

If all this fails, ask your postmaster to call his/her regional United States Postal Service Rate & Classification Office. This is basically the "Help Desk" for postmasters to use when they can't determine exactly what to do. Most R&C offices are quite familiar with MPPs.

Don't be in a hurry. If this is a learning process for your local postmaster, it could take weeks or months to get your permit. You may have to make several follow-up visits as many applications tend to get put in the postmaster's "things to do someday" pile. Whatever you do, do not be sarcastic or overly demanding. Be diplomatic.

Once the postmaster is ready to issue you the permit number, this actually takes about five minutes.

Note: Sometimes a postmaster will not want to issue the permit until he/she sees your actual rubber stamp cancel. This is an easy problem to solve. Simply explain that you need the permit number in order to have the rubber stamp made. The MPP permit isn’t valid until the postmaster authorizes it and gives you back your part of Form 3615. Assigning you the permit number up front, so that the rubber stamp can be properly made, is a necessary step.

Most postmasters, however, will assign your MPP number, sign the form and give it back to you at this point. The postmaster should sign and stamp the upper right corner of Form 3615 marked “Precanceled Stamps Authorization or Notification to Present Metered Mail in Bulk” and return it to you. On the original Postal Service forms, this section is perforated and easily removed. If the form was printed on a home computer, use scissors to separate that corner of the form or just get a photocopy of the entire form. This is your proof of authorization to use an MPP cancel.

Note: if the postmaster does return the completed form to you now, he/she will have two blanks that can't be filled in on the line marked "Mailer's Permit Postmark/Preprinted Rate Markings". These boxes are "Date Canceled" and "Sample Approved". These are left blank until step 5 is completed below.

Note: Some postmasters prefer to cross out the words "Precanceled Stamps Authorization or Notification to Present Metered Mail in Bulk" and write in the words "Mailer's Postmark Permit". This is fine with us and is actually a little clearer. [There is actually another kind of permit a collector can get using Form 3615. That permit lets you use service-inscribed stamps (bulk rate, non profit, etc) and other precanceled stamps on your mail. But we don't want to confuse you with that!]

A typical Form 3615 filled out. You may click on the photo to enlarge it. Note that the postmaster has filled in the permit number and the date issued in two places.

With permit number in hand, you are now ready to obtain your own canceling device.

Most people choose to use the one with their city, state and Zip. However, you are free to use either one you like.

Note: you will see some variability in the exact format of the MPP cancel. For example, different manufacturers use one, two or three lines for the date. The exact format and number of the wavy lines may vary a little. Sometimes the month comes before the day in the date, and vice versa. All of these minor variations are usually tolerated by the USPS.

An MPP cancel is nothing more than a rubber stamp. A normal rubber stamp cancel costs about $10-15. You'll need to provide your own ink pad. And since the mail has to be dated, you also need to purchase a band dater which can be had at any office supply store. Alternatively, a self inking cancel with a built-in changeable date costs about $30.

A local office supply store that makes rubber stamps may work for you in obtaining your rubber stamp. This is possibly the more time consuming method because many rubber stamp manufacturers aren’t familiar with MPP cancels. It takes some explaining to get what you want and to provide the design work for the cancel.

There is another risk you may face. There is a possibility the rubber stamp dealer may think you are trying to do something illegal and report you to the postal inspectors. (This happened to the writer!) Of course, what you are doing is legal, but it's still a hassle to get a call or visit from the government trying to find out what you are up to.

An alternative is to obtain an MPP cancel from someone who makes them on a regular basis. There are two MPPC members who regularly make MPP cancels for collectors.

Joe can supply either the self-inking mechanical daters or the traditional rubber stamps that requires use of an ink pad. The latter comes with a changeable seven years date set. Joe has available an 8 page illustrated brochure, "Mailer's Postmark Permits". It's free via email. Otherwise, remit $2, at the address above, which is refundable with the first order of $15 or more.

Bill provides both styles of MPP cancels in three configurations: standard moulding mounts, art stamp mounts (with the index laser engraved into the maple wood for permanence, aesthetics and to enhance the value of the rubber stamp from a collectable standpoint), and in self-inking models with or without dating mechanisms.

Note: The Mailer's Postmark Permit Club (MPPC) provides the above sources in good faith as a courtesy to our members and other interested parties.; however, it does not constitute endorsement of the sources. In addition, the MPPC cannot be held liable for any unsatisfactory results between members ans suppliers.

Once you secure your rubber stamp, this step finishes the process. Only then can you start sending mail with your MPP.

Make an imprint of the MPP cancel on a white sheet of paper. A stiff 3 by 5 index card works best. Give that imprint to the postmaster. It’s their proof of what the cancel looks like, and it needs to be attached to the MPP permit kept in his/her files.

The postmaster needs to find your original Form 3615 in the files, and he/she needs to fill in the two blanks on the line marked "Mailer's Permit Postmark/Preprinted Rate Markings". These blanks are "Date Canceled" and "Sample Approved". Since the postmaster has seen and approved your rubber stamp, the date can be filled in both boxes.

If you did not get your permit issued in step 2 above, the postmaster will issue it to you now.

A fully completed Form 3615. Note that the postmaster has filled in the final two boxes acknowledging receipt of the proof of the cancel and approving this. You may click on the photo to enlarge it.

Third, make sure your postmark covers at least part of every stamp on the envelope/package.

Fourth, be 100% sure that what you are doing is 100% legal. For example, trying to backdate a postmark in order to avoid a late charge is illegal. Don't do it.

And finally, any mail bearing an MPP cancel must be presented to a window clerk of the post office where you have your MPP permit. Mail bearing MPP cancels can not be deposited in street collection boxes nor in the drop box at the post office.

At this point in time, it's a good idea to actually cancel some mail and bring it to the post office for "show and tell." If possible, accompany the postmaster (at a non-busy time) as he/she shows the mail to the postal clerks in the Post Office. It only takes a few seconds to let the people know what they're seeing and explaining what they should do with your mail.

Some collectors actually make a large celebration of their new cancel and might mark their mail with a special note such as:

The more you use you MPP, the more the people in your Post Office will get to know you. Everyone will usually be glad to see you, and they'll know exactly what you want done with your mail. Keep in mind that it is easy for Post Office clerks to handle your mail! They don't have to calculate postage, weigh things or cancel stamps. In reality, you've done most of thei work for them at home.

That’s all there is to obtaining and using an MPP. It’s as simple as that! Now for a few tips on some frequently asked questions.

Fees. There is no fee for obtaining a permit for an MPP cancel. Because the same form is used for MPPs as well as bulk mail, sometimes postmasters will think there is a fee involved (like there is for bulk mail permits). MPP permits are not subject to any permit fees. If you look closely at item 2 in Section B on Form 3615, it explicitly states “no fee” on the second line.

Minimum Number of Pieces You Can Mail. You may cancel one letter with your MPP cancel and submit it to your post office clerk. There is no minimum.

Ink. Ink must be used which provides enough contrast and indelibility to prevent reuse of the stamps. Any standard, off-the-shelf rubber stamp ink from an office supply store is fine. The large manufacturers are Carter's and Sanford.

Colors of Ink. The USPS is quite clear that you must use black ink. We have seen collectors cancel their mail in red ink and other colors, and we have seen this mail delivered. Keep in mind, however, that a knowledgeable postal employee has every right to return your mail if you fail to use black ink. Keep in mind also, that your local postmaster might tell you that red ink is fine, but a postmaster or clerk further down the line has the right to reject your mail and return it to you. To be safe, use black ink.

Permit numbers. MPPs are a separate class of mail. Hence, permit numbers should start with number one. Occasionally a high permit number is issued because the postmaster lumps MPPs, bulk mail, and all other permits into sequential order. It’s up to you if you want to argue your case for MPP permit number one. We know some collectors who won their argument and others who lost.

The old Domestic Mail Manual (which some postmasters may still have in their office) section 143.221 (b) states that the MPPs should be assigned beginning with number 1 from a separate log used exclusively from Mailer's Postmark Permits held at that Post Office. Unfortunately, this is fact is not stated in the new Domestic Mail Manual. Again, you may have to argue your point if you want MPP number 1 for your city.

Leading Zeros in Permit Numbers: Generally speaking, if you are assigned MPP number 1, your rubber stamp would contain the text:

We have seen different rubber stamp makers add leading zeroes to the permit number such as

We are not sure why people started using leading zeros, but if you want them, and your postmaster does not object, then we guess they're okay. (Personally, we'd leave off the leading zeros.)

State Abbreviations. If there is enough room, you can spell out the entire name of the state in your MPP rubber stamp. For example, either "DALLAS, TX" or "DALLAS, TEXAS" would work fine. Keep in mind, however, that you only have room for about 19 characters including city, state, Zip and spaces.

Zip Code. Can you use a Zip+4 in your MPP rubber stamp? No. What should be in your rubber stamp is the five-digit Zip code of the Post Office, not the Zip+4 of your home or post office box.

Station and Branch Post Offices. In general, a station or branch post office is not allowed to process MPP applications. Therefore, if your local post office is a branch/station, chances are you'll have to apply at the main post office (usually located in a large city nearby). Don't be surprised if your MPP must carry the city and Zip of the main post office, although, exceptions have been known to happen. (Sometimes the postmaster at the main post office has the discretion to issue an MPP with your branch/station name.)

Post Office Boxes. If John Doe of 123 Main Street gets an MPP, can he also use it for mail from his post office box? Yes, as long as the post office box is in the same post office that handles his mail at home.

Family Members. If John Doe has the MPP, can his wife use it for her mail? We have never known a problem with family members using the same MPP as long as the family members are at the same address.

MPPs at Different Post Offices. Can one person have permits at many post offices? Yes. We know of several people who have obtained MPPs from all over the country. One MPPC member has dozens of them. Keep in mind, however, that if you use an MPP for Glasgow, Kentucky, you have to present the mail to the postal clerk in Glasgow, Kentucky. If you live in Hawaii, you will either have to visit Glasgow in person or mail your letters to the Glasgow postmaster in another envelope and ask the postmaster to mail them for you. Obviously, you'll have to post date your MPP-cancelled letters to give them time to reach Glasgow, and the postmaster will have to wait until the designated day to mail the letters.

Postal Cards. Can you use your MPP to cancel postal cards. Yes. Postal cards work just like letters.

Packages. Can you use an MPP to cancel the stamps on packages such as Express Mail, Priority Mail and Parcel Post? Yes. This is a great way to use up extra low-value stamps you have around. Of course, you'll have to have a package scale at home. Once you've weighed the package, use www.usps.gov to find the correct amount of postage. Then apply and cancel the stamps. The author actually uses small denomination stamps on five sides of Christmas packages. The post office loves the packages because they don't have to do any work to weigh the package or calculate postage or cancel the stamps. The recipients frequently tell us that they love the "wallpapered" packages and (so do the postal carriers who bring the packages to their doors!)

Different Kind of Rubber Stamp. If you tend to use one or two stamps on your outgoing mail, the standard rubber stamp discussed above will work for you. However, if you tend to use lots of small denomination stamps on letters and/or packages, you might consider getting a second rubber stamp with just the round circle part. Use the main rubber stamp once so that you've got a date. Then use the second stamp as many times as necessary to cancel all the rest of the stamps. This makes for a much neater package as you don't have dates and wavy lines all over the place.

The rubber stamp on the left can be used once to get the date on the package. The separate rubber stamp shown on the right can then be used to cancel all of the other stamps on the box. (N ote that the rubber stamp on the left was made with a year "plug" that is changed once a year. A rotary dater was used to add the day and month above the year. Some manufactures use year plugs and usually send you enough for 10 years or so.)

You don't need a special permit for this. Simply ask your rubber stamp maker to make you a second rubber stamp without the wavy lines and the date.

Territories and The District of Columbia. In addition the the 50 states, MPPs can be issued in the District of Columbia, Guam, Puerto Rico, Commonwealth of Northern Mariana Islands, American Samoa and the U.S. Virgin Islands.

Overseas Mail. Can MPPs be used on mail going overseas? Yes. MPPs are especially nice on mail going to foreign stamp collectors. Can MPPs be used on mail originating in Canada, Mexico or another foreign country? No. MPPs are valid only on mail originating in the United States. (Other countries might offer a similar type of service, but we have never heard of this.)

Certified Mail. Can MPPs be used on outgoing Certified Mail? Technically, yes; but you probably don't want to. Chances are, if you are sending something Certified Mail, the postmark date is critical. In this case, an official, orange postmark from the USPS would hold up better in court than your MPP.

Overcancels. An overcancel occurs when your cover with its MPP cancel is run through the regular USPS canceling equipment. Overcancels on MPPs are not desirable by MPP collectors. Overcancels can usually be avoided by asking the window clerk to put mail bearing MPP cancels in with the metered mail or in the box of regular mail he or she has already hand stamped. Most window clerks are very cooperative with requests to take measures to avoid overcancels. In two extreme cases that we've heard about, collectors could not avoid overcancels and resorted to putting MPP mail in plastic sleeves. Most overcancels can be avoided with a little work and cooperation.

An MPP cover that has been ruined by an overcancel. Note the use of the green ink and the Zip+4 in this MPP. We recommend using only black ink and the five-digit Zip code.

Additional Benefit. An added benefit to using an MPP is providing legitimate postmarks from smaller post offices. In these days of high automation, local post offices cancel very little mail. Most mail is sent to large mail processing centers where it is sorted and cancelled with very common postmarks. MPPs are a way to obtain cancels from smaller post offices where postmarks may not normally exist these days. MPPs make great postal history in addition to providing clean cancels on desirable stamps to other collectors!