Postal Bulletin 22328, January 12, 2012 - Our Business Is Delivering

6 postal bulletin 22328 (1-12-12) Field Information Kit: Telephone Courtesy
If correction is needed, process it on PS Form 3546,
Official Change/Correction to Mail Forwarding Change
of Address Order, and forward to Computerized Forwarding
System (CFS).
If the wrong mail is being forwarded, and COARS is
correct, request a temporary exclusion.
Refer to a COARS coordinator for permanent exclusion.
Misdelivery
Questions to Ask
Do you have a copy of the mailpiece?
If yes, how was the mail addressed — did it include
apt./suite?
Was there an endorsement stamped on the envelope?
What does the endorsement indicate?
Is this an isolated incident, or have you been notified
by more than one mailer that items sent to you have
been returned?
Have you been away recently?
Was the mail picked up regularly?
Strategies to Resolve
Discuss with the letter carrier(s) servicing the route at
the date/time of the problem.
Discuss possible causes and resolutions with letter
carriers. Reinforce that all mail is checked and fingered
before delivery.
Place a misdelivery watch card at the carrier’s case.
Review mail after the carrier cases the mail.
Ask the customer to let us know as soon as misdelivery
occurs, so that we can retrieve the misdelivered
mail and deliver it correctly. This is the best way to
determine what may have occurred.
Use accuracy of delivery tools: misdelivery log, carrier
alert card, new resident card.
Delayed Delivery
Questions to Ask if Speaking With the Sender
What type of mail was delayed?
If sent special service, ask for the number.
When/where was the article mailed?
Is the original mailing envelope available? Can you
provide it?
Is the address accurate and complete (suite/apt. #)?
Have you experienced previous delays?
Was the mail addressed to business?
The purpose is to try to explain based on info or mailing
envelope provided.
Strategies to Resolve
If this is the first time or unrelated individual delays:
Offer apology on behalf of USPS.
You can send the customer a postage-paid envelope
to send the mailpiece to you to determine a possible
cause.
If it is a periodical, suggest the publisher initiate an
ePub Watch to track pattern of delivery.
Nonreceipt
Questions to Ask if Speaking With the Sender
When was the article mailed?
What type of mail was not received (Priority Mail,
First-Class Mail)?
Were any Extra Services purchased at the time of
mailing?
If so, may I have the article number?
Where was the article mailed?
Was a return address on the mailpiece?
Do you know if the item is being held for pickup?
May I have information about its contents?
What is the value of its contents?
Additional Question to Ask if Speaking With the Addressee
Have you notified the sender that the mailpiece has
not arrived?
Strategies to Resolve
If the customer states he/she did not receive the
item, but the tracking system indicates that delivery
was made, ask if the preference is to leave notices in
the future, rather than leaving the article unattended.
Submit “Mail Recovery Center (MRC) Search”
request on customer’s behalf: Complete the MRC
Search form in its entirety. Send an e-mail and the
MRC Search form to “MRC Search”.
If unable to deliver to a secure location, ask the customer
for written notification to remain on file as to
where to leave a package. (Form 1564B Special
Instructions). Note this in the carrier route book.
This may be an isolated incident. In this case, offer a
sincere apology on behalf of USPS for the difficulty
the customer experienced.
If unable to locate the item, suggest the customer
notify the sender and ask the customer to resend the
item.
Advise the customer that the Inspection Service is in
receipt of the case and will only contact the customer
if more information is needed.
If mail theft is suspected, put the customer in touch
with the local USPIS.