Important USPS Postmark Change
Effective NOW – Impacting Year-end Donations
Beginning December 24, 2025, the U.S. Postal Service has changed how postmarks are applied. Under the new process, most postmarks will be added by regional processing centers, not at local post offices or mailboxes. As a result, the date shown on your envelope may be several days later than the day you placed it in the mail. This change may affect date-sensitive mail, including charitable contributions, tax documents, and payments that rely on postmark dates to meet deadlines.
What’s Changing
- Previously: Postmarks typically reflected the date mail was accepted or dropped off.
- New process: Machine-applied postmarks show the date mail enters automated regional processing, which may occur days after mailing.
How to Ensure the Correct Mailing Date
To protect your deadline, donors are encouraged to:
- Request a manual (local) postmark from a USPS clerk at a retail counter
- Obtain a Postage Validation Imprint (PVI) showing the date of acceptance
- Use Certified Mail or Registered Mail, which provides official proof of mailing
- Purchase a Certificate of Mailing for documented verification
Why This Matters
Federal and state agencies—including the IRS—rely on postmark dates to determine whether mail is submitted on time. A delayed postmark could result in a contribution, filing, or payment being considered late, potentially triggering penalties or interest.
For year-end giving and tax-related mail, taking these extra steps can help ensure your gift or documents are recorded as timely.
Give Online – Avoid the Issue
Giving online prevents the postmark delay issue because it provides instant, verifiable proof of the transaction date, bypassing the slow USPS process where machine postmarks get applied days later at regional centers, ensuring your 2025 donation counts for 2025 tax benefits