Q: If a mailer, such as a doctor or dentist, adds a new name to his or her mailing list as a result of the client/patient providing a name and address during an office visit, how does the move update requirement apply when a First-Class Mail piece is mailed to the client/patient at the address furnished?

A: The name that is newly added to the mailing list as a result of being furnished by the customer (e.g., in writing, in person, over the telephone) to the mailer, can ride with the list until the next update cycle. The update cycle must be no longer than 6 months. For example, a mailer may use an on-piece endorsement for address correction to update the address within 6 months. This procedure would apply in any situation where a mailer maintains a list with an address update cycle of up to 6 months, and new names are added at the request of the addressees who initiate contact and provide the mailing addresses (e.g., "send me something at this address"). If the list owner sells or rents that list, the new names may ride with the rest of the list for the length of time of the list eligibility cycle (up to 6 months).

Q: If a mailer does not maintain a mailing list with an address update cycle, how does the address update standard apply to an address provided by the recipient who initiated contact (e.g., the mailer sends mail at discounted First-Class Mail rates one time to individuals who request information or merchandise)?

A: Assuming that the mailer is sending a mailpiece to the address within 6 months of the date that the address was provided, an on-piece endorsement for address correction (or another update tool such as FASTforward ) should be used because the mailer does not maintain a list with an established address update cycle. In most instances, if the piece is mailed shortly after the address was provided, the address will not change and the piece will be delivered as addressed.

Q: If I am preparing a mailing and the addressees provided the addresses more than 6 months before the date of mailing, will an on-piece endorsement for address correction at the time of mailing satisfy the move update requirement?

A: No, the mailer must use some other method within 6 months before the date of mailing (e.g., placing an endorsement for address correction on an interim Standard rate mailing, or using ACS with an interim Periodicals mailing to the same address list, or using NCOA), or the piece may be processed through an MLOCR using FASTforward at the time of mailing.

Q: What documentation must mailers present with their First-Class mailings to certify that addresses appearing on mailpieces meet the move update standard?

A: Mailers must check the box for the appropriate certification statement on the postage statement (Form 3600) submitted with each Presort or automation rate mailing certifying that addresses were updated within 6 months of the date of mailing using a USPS-approved address update tool. No other documentation is required at the time of mailing. Acceptance clerks must ensure that the box is checked.

Q: Will mailers be required to maintain backup support documentation to substantiate the steps they take to meet the move update standard?

A: The Postal Service assumes that mailers who sign the certification statement on the postage statement took appropriate steps to meet the standard to update addresses. It is expected that mailers maintain appropriate evidence to substantiate the process they use. For example, mailers who use an on-piece endorsement for address correction could retain address correction notices or returned mailpieces provided by the Postal Service for a period of time. If questions arose, a comparison of the returned address information with those names on the mailings list would substantiate that the mailer is incorporating changes. Mailers who submit their lists to an NCOA-licensed vendor would retain the documentation from he vendor identifying the list and the results of the matching process.

Q: What documentation must the list source furnish with an address list provided to another party for use on a Presort or automation rate First-Class Mail mailing?

A: The list source must furnish supporting evidence of the move update process used for the addresses on the list to substantiate that updating of the addresses occurred within 6 months of the date of mailings prepared using that list. The documentation or other evidence provided by the list source to the mailer must also support the number of new names acquired directly from customers since the last update.

Q: Can the constant polling of correct address information by a mailer (e.g., "Check this box to indicate whether you have moved. If you have, provide your new mailing address.") meet the standard for move update?

A: No. Mailers may use this type of polling as a follow-up for the 99 percent accuracy alternative for quality or for the corporate policy issues with a change in wording. The wording should indicate that the mailer is notified that the addressee moved and should request the addressee to indicate whether the new address provided is correct.

Q: Whom do I contact if I believe that my address update process does not fall within any of the approved options or alternatives described in the December Mailroom Companion article?

A: Submit a description of the method you use to update your addresses to the manager, business mail entry, at the district office serving your post office. The district office may forward this information to the rates and classification service center (RCSC) for consideration.