USPS Form 1583

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May 25, 2023

You need a physical mailing address to start a business in the United States. Many businesses use a post office box because it is easy and convenient. 

The USPS Form 1583 is essential for any business that needs to have its mail handled by a third party. This article will help you understand the purpose and importance of the USPS Form 1583, how you can complete the form, and where to send it once you’re done.

You can always ask your local mail clerk at the post office if you have more questions about USPS Form 1583. If you need directions to the nearest postal office, visit FindPostOffice.org. This website can help you locate the 31,330 post offices in New York, Los Angeles, Chicago, Houston, Phoenix, and other cities in the United States.

What Is USPS Form 1583?

USPS Form 1583 is a document that must be completed by any individual or organization that wants to receive mail at a USPS post office box. The form is used to verify an applicant’s identity and give permission for the USPS to deliver mail to a designated P.O. box.

Purpose of USPS Form 1583

Anyone renting a P.O. box through the post office or from an approved third-party business location must fill out USPS Form 1583. USPS keeps these files to keep track of the identity of individuals using an address in case somebody uses that address in criminal activities.

The postal service is responsible for enforcing regulations regarding mail handling and delivery. The agency sets regulations and policies for commercial mail receiving agencies or CMRAs.

USPS Form 1583 allows commercial mail-receiving agencies to receive someone else’s mail. Suppose you want to receive bulk mail for your business at a postal facility. In that case, you can designate an agency as the one that will handle all of your commercial mail.

USPS Form 1583 also ensures that a responsible party is linked to each mailbox. That way, your mail is always safe and secure. In other words, completing Form 1583 is an essential step in establishing a P.O. box.

CMRA Explained

CMRAs are involved in the mail and parcel delivery industries and printing. Coworking facilities and private companies help individuals and businesses run their mailing operations separately from the national postal administration. 

CMRAs can receive mail items that exceed standard size restrictions. Businesses commonly use this type of mailing address for several reasons:

  • CMRAs reduce the time and effort needed for administrative tasks, leading to increased productivity.
  • Virtual office solutions can help businesses lower their overhead expenses.
  • CMRAs help to automate and archive the handling of physical mail.
  • Shipping is quick and affordable.

Why Do You Need to Complete a USPS 1583?

The form is required to ensure that no one uses a virtual mailbox to steal someone else’s mail. For this reason, the government requires that all legal forms be notarized. It allows only certified companies to handle other peoples’ mail.

The form helps prevent unauthorized parties from accessing mail addressed to you. A notary’s seal certifies your identity as the person or business requesting to receive mail at that address.

Fill Out USPS Form 1583 Properly 

If you want to rent a mailbox from the post office, whether this is a P.O. box or a virtual mailbox, you will need to fill out Form 1583. 

Making mistakes when filling out your USPS Form 1583 may cause delays in the rental process. It is important to work with a notary who can help you fill out this form properly. Remember that you do not have to use a physical notary.

How to Complete a USPS 1583

The form is briefly two pages, and you need only fill in your new address, the company that will accept your mail, and, if applicable, the names of officers employed by your company. In the new address area of your form, you will list either a P.O. box number or a real street address depending on what type of virtual address you select.

Download a Clean Copy of Form 1583

If you don’t have a pre-generated copy of the USPS form, you must fill in the correct information with a new form.

Here’s how you can get another copy:

  1. Download and print a new copy of the USPS Form 1583. Download the one where your mailbox is located. Here are examples.
  1. Copy the information from the form that was made available to you.
  2. Correct any errors you find in the text.
  3. Follow step by step the instructions provided in the auto-generated form and submit it.

Filling Out Form 1583

The form is generally divided into three sections:

The CMRA Information (Box 4)

The CMRA usually fills out this information, so you do not need to worry about it. It simply shows to whom you are granting permission to receive your mail.

Mailbox Owner and Optional Business Information

This section provides the information you will need to complete. The entries are fairly obvious.

  • Box 2: Type the full business name associated with this mailbox. For example, if you will be receiving mail for a business at this address, write the company name here. If the mailbox is for an individual, please provide that person’s full name.
  • Box 3:Write your full mailing address, including your chosen box number and suite number you have been assigned.
  • Box 5: Sign this box to authorize your CMRA to collect restricted-delivery mail for you.
  • Boxes 6 and 7: List the name of the person requesting this mailbox. The mailbox owner must be an individual, even if the account is for a company.

Most often, the mailbox’s owner is also its primary user. Please include your telephone number and a current mailing address.

  • Box 8: List two pieces of acceptable IDs and the numbers for each.
  • Box 16: Sign the form before a notary public is required. You can also sign digitally.

Optional Business Information

Fill out boxes 9 through 14 if you want to link your business to a mailbox. Most boxes are usually self-explanatory except for a few that are clarified here:

  • Boxes 10a to 10e: Add the contact information for your business. You can also use your mailing address for your business or registered agent address. Use your home address if you live and work from that location. This information is only available to your CMRA and USPS.
  • Box 11: You can describe your company’s type of business by listing services or products you provide, such as “market research” or “consumer products.”
  • Box 12: Add users who will receive mail here. All names of the users that were listed must have verifiable identification. Still, USPS does not require you to file a  separate form for each user unless requested.

What Do You Do After You Complete a USPS 1583? 

After you’ve submitted your USPS form online, the private virtual mailbox will be available for use. However, you won’t automatically start to receive packages at your new virtual address.

The 1583 Form authorizes the CMRA to receive mail on your behalf. It does not change the address on your USPS mail or tell the CMRA where to forward it.

Instead, you’ll need to contact your senders and inform them of your new address. You will also have to change the address with any essential institutions, such as banks or business registries.

You can also have mail forwarded by submitting a change of address form to the post office. Once you do this, you’ll be able to receive notifications when your mail arrives, eliminating the hassle of sorting through junk mail again.

Having USPS 1583 Notarized Online or in Person

It is possible to verify your identity digitally with an online notary. If you take the traditional in-person route, find out when your business center or notary from the U.S. Embassy or a U.S. Consulate is available and then go in person. You can get any document notarized for a small fee.

Forms of Identifications Allowed to Get USPS 1583 Notarized

Applicants must provide two forms of identification for USPS 1583. Unfortunately, credit cards, Social Security cards, and birth certificates are not accepted.

One of the documents must have a recent photo. Here are the forms of ID that USPS is willing to accept:

  • Valid driver’s license
  • State non-driver’s identification card
  • University ID
  • Armed forces identification card
  • Corporate identification card
  • Passport
  • Alien registration card
  • Certificate of naturalization
  • Deed of Trust
  • Current lease
  • Mortgage
  • Voter’s ID 
  • Vehicle registration card
  • Home insurance policy
  • Vehicle insurance policy

How to Submit a USPS 1583

Once you’ve obtained identification and documentation, the onboarding process should begin. You will receive instructions to complete the form.

The notary will carefully read through the form with you, explaining each section as they go along. They will then ask for two forms of identification from you to prove who you are.

Your personal information will never be made public or even impact the mailing services you receive. The information you provide will be used solely to fulfill the requirements of Form 1583.

Where Do You Send Your USPS Form 1583?

You have several options for sending USPS Form 1583 to USPS so that you can start receiving mail in your virtual mailbox. Options include using a CMRA to submit the form on your behalf, mailing the form, or delivering the form to USPS in person. 

Here are some ways to send your Form 1583 and IDs to your CMRA:

  1. Via mail: Mail the original form and copies of your identification to the mailing address of your CMRA. Your CMRA will give USPS the original and keep a copy for reference.
  2. Via email: Scan the original document, along with your two IDs, and email them to your CMRA. You can upload your application and identification to an online storage location and then send a link to your CMRA.
  3. Via fax: Forward the signed form and a copy of your two IDs to your CMRA. This is the least preferred method of sending documents because it often fails to capture information accurately.

Who Signs the Form?

Generally, there are three people required to sign the form:

  • Yourself
  • Your CMRA
  • Your Notary

The USPS form will also be signed by whoever approves it.

What if You’re Not a U.S. Resident?

Finding a notary may be difficult if you live outside the United States. However, banks and courthouses often perform notary services. Both U.S. and non-U.S. notary seals are acceptable.

If you can’t find a notary, you can go through a lawyer or bank official who will sign or stamp an official seal on the form. Police and government seals are two examples of acceptable notaries.

Change of Address

For your CMRA to receive your mail, you must have it forwarded to their business address. The steps involved in this process are straightforward and can be completed by choosing one of the following options:

  1. Go to the USPS website and fill out a change of address form online. For easier navigation, here is a link to the website.
  2. Forward your mail and tell your correspondents about it.

Traveling Abroad or Having Dual Citizenship

Getting a notary from an online notary service to complete the processing of your USPS Form 1583 may be easier when you’re traveling out of the country or have dual citizenship. You should get approved as long as you have a reliable internet connection and the proper forms of acceptable identification.

Virtual Mailboxes and the USPS Form 1583

USPS Form 1583 is an essential first step for setting up a virtual mailbox in California, Texas, Florida, New York, Pennsylvania, and other states including Alaska and Hawaii. For this reason, some CMRAs have made it easy for domestic and international applicants to get their documents notarized from their computers. Ensure that you have a webcam and can present appropriate identification.

Is Your Mailbox Through the U.S. Postal Service or a Private Company?

Your mailbox is through a private company. The CMRA is a private company that has been given the right to manage these services. 

However, because of the CMRAs’ role, they are also responsible for ensuring that all necessary forms and regulations are in place and the proper required forms of acceptable identification are presented.

How Many People Can Use the Same Account or Mailbox?

Individuals and companies that rent mailboxes must be mentioned in the address provided to USPS by mailbox renters. If it is a domestic partnership, the arrangements can vary.

Note that each person receiving mail would have to fill out a form. It’s always wise to consult with an attorney regarding these matters.

How Does HIPAA Security Work With a Virtual Mailbox?

While some operators are HIPAA compliant, others are not. If that is important, check with your CMRA and the company’s policies before starting an account.

The Health Insurance Portability and Accountability Act of 1996 (HIPAA) provides data privacy and security regulations to protect sensitive patient health information from disclosure without the patient’s consent.

Do a Lot of People Use USPS Form 1583, and How Long Has This Type of Service Been Around?

The 1583 form itself has existed for more than 20 years. More people are choosing to use P.O. boxes with online capabilities because of the convenience. 

The following usually prefer using USPS Form 158:

  • Travelers
  • Expats
  • Military
  • Solo entrepreneurs
  • Business people, especially those with multiple businesses

FAQs

  1. Do I need to get USPS Form 1583 notarized?

Yes, to get USPS Form 1583 approved, it must be a notarized form. You need to get USPS Form 1583 notarized by a professional notary whose responsibility it is to ensure your identity.

  1. Can I use the P.O. box as a legal address after I finish filling out the USPS Form 1583?

No, using a P.O. box as your legal address is not allowed.

  1. Does this document need to be renewed?

Keep up-to-date on the latest regulations. CMRA should let you know about them by email or in your mailbox. You need to renew your mailbox rental fees, which vary by company and location.

  1. How do I edit USPS Form 1583 online?

You can fill out a PDF form using Adobe Acrobat, PDFFiller, or any other cloud-based editor.