USPS Form 1583 & Mail Authorization Policy
1. Purpose and scope
This USPS Form 1583 & Mail Authorization Policy explains the authorization steps required before an ExpatPostal mailbox can be activated and before mail can be received, opened, scanned, released, transferred, remailed, picked up, discarded, shredded, or otherwise handled.
This policy applies to all ExpatPostal members, applicants, household users, business users, authorized individuals, mail recipients, pickup contacts, add-on users, and anyone seeking to use an ExpatPostal mailing address or mail handling service.
This policy is intended to support USPS/CMRA compliance, secure identity verification, accurate mail delivery, and safe operation of ExpatPostal services. It is not legal, tax, banking, immigration, residency, customs, financial, or identity advice.
2. Why authorization is required
ExpatPostal handles mail as a private mail access and document-handling service. When mail is delivered through a third-party agent or CMRA-style process, the member must authorize that agent and verify identity before mail handling begins.
| Requirement | Why it matters |
|---|---|
| Authorization to receive mail | USPS Form 1583 authorizes a Commercial Mail Receiving Agency (CMRA) or approved mail receiving agent to accept mail for the applicant or organization. |
| Identity and address verification | The form and supporting IDs help verify that mail is being delivered to the correct person, household, business, or authorized representative. |
| Recipient protection | Authorization reduces the risk of unauthorized mail access, identity misuse, fraud, and delivery to the wrong person. |
| USPS compliance | CMRA and private mailbox rules require current authorization records, acceptable IDs, signature witnessing/notarization, and record availability for USPS or postal inspection review. |
| Operational clarity | The form tells ExpatPostal who may receive mail, who may pick up mail if authorized, whether business mail is involved, and where mail may be transferred, scanned, emailed, shipped, or released when plan rules allow. |
3. Core rule before signup and activation
The safest operational rule is simple: complete authorization first, then use the address. ExpatPostal may not activate the mailbox or handle mail until the required forms, IDs, and witnessing/notarization steps are complete and accepted.
| Rule | Policy |
|---|---|
| Do not send mail early | Do not send mail, packages, cards, checks, government notices, legal notices, bank mail, or sensitive documents to an ExpatPostal address until ExpatPostal confirms the mailbox is active. |
| No instant activation | A paid invoice or reserved plan does not mean the mailbox can receive mail. Activation requires completed onboarding, accepted identification, and required postal authorization. |
| No unauthorized recipients | ExpatPostal may handle mail only for recipients who are properly added, verified, and authorized under the account and plan. |
| No altered form | Do not modify, rewrite, crop, reformat, or alter USPS Form 1583. Altered forms may be invalid and may require resubmission. |
| Current information only | Names, addresses, ID details, authorized persons, business information, transfer/remail details, and contact information must be accurate and current. |
| Human review required | Questions about mismatched IDs, protected persons, business authorization, rejected forms, unusual recipients, or legal/government mail should be routed to ExpatPostal support. |
4. Who must complete authorization
Every recipient must be properly authorized before mail arrives. Plan access, family relationship, household membership, or business affiliation does not replace USPS Form 1583 or ExpatPostal onboarding requirements.
| Recipient type | Authorization requirement |
|---|---|
| Individual adult / residential use | Each adult who will receive personal mail must complete the required authorization and provide acceptable identification. A separate PS Form 1583 may be required for each adult addressee. |
| Spouses / partners / roommates | Each adult receiving mail at the PMB must complete and sign their own authorization and provide their own acceptable primary and secondary identification. |
| Minors | A parent or guardian may receive a minor child's mail by listing the minor as allowed on PS Form 1583. The minor's ID is generally not required, but the parent or guardian must be properly authorized. |
| Household plans | Household plan access does not waive authorization rules. Every adult recipient must be properly added, verified, and authorized before receiving mail. |
| Business / organization use | Business or organization use requires the business section of the form and may require an officer, owner, manager, or authorized representative to sign and provide title, business details, registration/place information, and additional documentation if requested. |
| Authorized individual / pickup person | If a separate person is allowed to collect mail for the PMB holder, that person must be listed where applicable and may need to provide photo and address ID information. |
| Additional business recipients | People listed to receive business or organization mail may be asked to present two valid forms of ID to USPS or ExpatPostal when required. |
5. Identification requirements
USPS Form 1583 uses two identification categories: photo ID and address verification. ExpatPostal may require uploaded copies or images for review and compliance processing.
| ID rule | Requirement |
|---|---|
| Two IDs required | The applicant, and any listed authorized individual when applicable, must provide two acceptable IDs: one government-issued photo ID and one address verification document. |
| Current and legible | IDs must be current, not expired, clear, legible, and traceable to the person presenting them. Blurry, cropped, expired, or unreadable files may be rejected. |
| Address must match | The address verification document must show the address listed on the form for the applicant or authorized individual. Mismatched information can delay or prevent approval. |
| One document cannot do both jobs | A driver's or nondriver's ID may be accepted as either the photo ID or address ID, but it should not be used as both IDs for the same person. |
| Copies may be required | Clear copies or images of photo and address ID documents may be required for review, USPS CMRA database upload, and compliance records. |
5A. Acceptable photo ID examples
- U.S. State/Territory/Tribal driver's or nondriver's ID card
- Uniformed Service ID
- U.S. Access Card
- U.S. University ID Card
- Passport
- Matricula Consular
- NEXUS Card
- Certificate of Naturalization
- U.S. Permanent Resident Card
5B. Acceptable address ID examples
- U.S. State/Territory/Tribal driver's or nondriver's ID card, used only if not also used as the photo ID
- Current lease
- Mortgage or deed of trust
- Home or vehicle insurance policy
- Vehicle registration card
- Voter card
6. Information that must match
Mismatched, incomplete, or unclear information is one of the main reasons authorization is delayed or rejected. The information on the form, account, IDs, and supporting documents must be consistent.
| Item | What must match |
|---|---|
| Legal name | Applicant name, business name, authorized individual name, and recipient names must match the submitted documents and account records. |
| Home address | The applicant's street home address must match the address verification document. Include house number, street, apartment/suite if applicable, city, state/province, ZIP/postal code, and country. |
| Business address | For business or organization use, the business street address and registration/place information must be complete and accurate. |
| ID details | ID type, issuing entity, ID number, expiration date, and name on ID must be complete and readable. |
| Assigned PMB address | The PMB number and ExpatPostal delivery address must be exactly as provided by ExpatPostal. Do not invent, abbreviate incorrectly, or combine suite/PMB details in a way that conflicts with USPS addressing rules. |
| Transfer or remail destination | If mail will be transferred, mailed, shipped, scanned for digital delivery, emailed, or otherwise sent elsewhere, the destination information requested on the form must be accurate and kept current. |
7. Notarization and witnessing
A signature must be properly witnessed or notarized. ExpatPostal will provide the accepted process during onboarding. Do not assume that a downloaded, signed, and emailed form is enough.
| Method / issue | Policy |
|---|---|
| ExpatPostal / CMRA witness option | The applicant may be asked to sign or confirm their signature in the physical or virtual real-time presence of the CMRA owner, manager, or authorized employee. |
| Notary option | The applicant may acknowledge their signature in the physical or virtual real-time presence of a notary public commissioned in a U.S. state, territory, possession, or the District of Columbia. |
| Do not pre-sign unless instructed | A form signed outside the accepted witness or notary process may need to be redone. Follow ExpatPostal onboarding instructions. |
| Notary block must be complete | If a notary is used, the notary section must be completed correctly, including notary state/county, date, applicant name, notary signature, seal where applicable, and commission expiration. |
| Business officer signature | For business or organization use, an officer or authorized signer must sign the application and provide their title where required. |
8. Activation timing
Activation timing depends on how quickly the applicant completes the form, provides acceptable IDs, completes the witness/notary step, resolves corrections, completes payment, and satisfies ExpatPostal review. Same-day activation is not guaranteed.
| Step | What happens |
|---|---|
| 1. Select the correct plan | Choose the plan or offer that fits the intended user count, mail volume, package needs, and add-on eligibility. |
| 2. Complete account setup | Provide account contact information, billing details, and onboarding information requested by ExpatPostal. |
| 3. Submit Form 1583 and IDs | Complete all required fields, attach clear accepted IDs, and provide any business, household, authorized individual, or transfer/remail details. |
| 4. Complete witnessing or notarization | Use the approved ExpatPostal/CMRA witness process or an accepted notary process, as instructed. |
| 5. ExpatPostal review | ExpatPostal reviews the form, IDs, signatures, account information, and plan eligibility. Corrections may be requested. |
| 6. USPS/CMRA record processing | Where required, information and ID images may be entered or uploaded to the USPS CMRA Customer Registration Database or approved partner systems. |
| 7. Activation confirmation | Only after ExpatPostal confirms activation may the member begin using the assigned address for eligible mail under the plan. |
9. Incomplete forms, rejected forms, and missing information
ExpatPostal may pause onboarding, request corrections, deny activation, stop mail handling, withhold mail from release, return mail to sender, or escalate the account if authorization is missing, invalid, unclear, expired, altered, or inconsistent.
| Issue | Likely result |
|---|---|
| Missing signature or date | The form may be returned for correction. Mailbox activation remains pending. |
| Expired ID | A current, not expired ID must be provided before approval. |
| Address mismatch | If the form address does not match the address ID, the authorization may be denied or resubmission may be required. |
| Blurry or cropped upload | A clear and legible replacement image may be required. |
| One ID used twice | If the same driver's/nondriver's ID is used for both photo ID and address ID, a separate acceptable address document may be required. |
| Missing business details | Business/organization accounts may be delayed until business name, address, signer authority, place of registration, and recipient information are complete. |
| Incomplete notary/witness block | Improper witnessing or notarization may require a new signature session or notarized copy. |
| Altered USPS form | Modified or altered PS Form 1583 may be invalid and may require a clean official form. |
| Unlisted recipient | Mail addressed to a person or business not approved on the account may be withheld, rejected, returned, or escalated for authorization review. |
| False or misleading information | False information or refusal to provide required information may result in denial, suspension, withholding of mail, return to sender, account termination, and possible legal consequences. |
10. Privacy, recordkeeping, and compliance review
Authorization documents contain sensitive personal information. ExpatPostal should handle them according to its Privacy Policy, account security procedures, and applicable USPS/CMRA requirements.
| Topic | Policy |
|---|---|
| Purpose of collection | Authorization information is used for identity verification, CMRA enrollment, secure delivery, account setup, mail handling, compliance, and customer support. |
| USPS/CMRA database | Where required, ExpatPostal or its approved mail receiving partner may enter form information and upload clear ID images to USPS CMRA systems. |
| Record availability | Completed forms and compliance records may need to be available for review by USPS representatives, postmasters, postal inspectors, or authorized compliance personnel. |
| Data minimization | ExpatPostal should collect and retain authorization records only as needed for service, compliance, account management, and legal or operational requirements. |
| Privacy policy | This policy should be read together with the ExpatPostal Privacy Policy and Terms & Conditions. |
11. Updates, changes, and mailbox closure
Authorization is not a one-time issue if the underlying information changes. Members must keep authorization details current and provide updated forms or documents when requested.
| Situation | Policy |
|---|---|
| Information changes | If required information changes, the member may need to submit a new or updated PS Form 1583 and updated IDs before mail handling can continue. |
| PMB closure | When a mailbox closes, required closure or termination information may be recorded and retained according to USPS/CMRA rules. |
| No USPS change of address by agent | The applicant and agent generally must not file a USPS change of address order on termination of the agency relationship. The member is responsible for updating senders and third parties. |
| Post-termination mail instructions | Members must provide final handling, pickup, remail, scan, shred, discard, or return instructions for remaining mail, subject to plan rules, fees, and compliance requirements. |
12. Customer responsibilities
- Complete USPS Form 1583 and all ExpatPostal onboarding steps truthfully, accurately, and promptly.
- Provide clear, current, acceptable photo ID and address ID documents for every required person.
- Complete witnessing or notarization exactly as instructed.
- Do not send mail to ExpatPostal until the mailbox is confirmed active.
- Use the exact assigned address format, including the correct PMB or # number where required.
- Add every adult recipient before mail arrives for that person.
- Keep name, address, ID, business, authorized individual, transfer/remail, and account information current.
- Respond quickly to correction requests, compliance questions, billing issues, or support instructions.
- Understand that ExpatPostal does not provide legal, tax, banking, immigration, residency, customs, financial, or identity advice.
13. Required website, checkout, and chatbot language
- A completed and accepted USPS Form 1583, valid IDs, and required authorization steps are required before ExpatPostal can receive or handle mail for you.
- Each adult recipient must be properly authorized. Spouses and household members do not automatically share one authorization.
- Do not send mail to your ExpatPostal address until we confirm your mailbox is active.
- If your form or IDs are incomplete, expired, mismatched, unclear, altered, or not properly witnessed/notarized, activation may be delayed or denied.
- ExpatPostal may withhold, refuse, return, or stop handling mail when required authorization is missing, invalid, expired, unclear, or not current.
14. Questions and special cases
Contact ExpatPostal support before signup or before sending mail if the applicant is outside the United States, has foreign address documents, needs a remote notary, is adding multiple recipients, is opening a business/organization mailbox, is a protected individual, wants another person to collect mail, or has mismatched identity documents.
ExpatPostal may require additional verification, business documents, written approvals, identity review, account review, or human support before accepting a mailbox application or allowing mail handling.
If staff or the chatbot is unsure about a Form 1583, ID, business authorization, minor, authorized pickup person, protected individual, rejected form, or mail release question, the question must be escalated to human support.
15. Policy updates and conflicts
ExpatPostal may update this policy from time to time to reflect changes in USPS rules, ExpatPostal operations, partner processes, technology, plan terms, legal requirements, or risk controls.
If this policy conflicts with current Terms & Conditions, Privacy Policy, plan-specific rules, checkout terms, written support instructions, or a legally required process, the more specific or more current controlling document will apply.
This page is an operational policy for customer onboarding and mail authorization. It does not replace the official USPS Form 1583, USPS Domestic Mail Manual, ExpatPostal Terms & Conditions, or legal advice from a qualified professional.