©Studio One-one | Moment Unreleased | Getty Images
Depending on where you live, relying on a postmark to prove you mailed your tax return, mail-in ballot, bill payment or any other time-sensitive document by a specific date may no longer work as you expect.
As the U.S. Postal Service continues implementing operational changes in an effort to shore up its finances and modernize its infrastructure, the agency expects an increase in delays between when you mail something and when it is postmarked, according to a public notice in the Federal Register that took effect Dec. 24. A postmark shows the date your mail was processed, and historically has been applied the same day you mail an item.
However, due to limiting pickups at many postal locations and mail now often traveling farther to regional processing centers where the postmark is applied, “the postmark date does not inherently or necessarily align with the date on which the Postal Service first accepted possession of the mailpiece,” the notice reads.
While households increasingly use digital options to file taxes, pay bills and handle other personal business, there are still people who use the Postal Service for time-sensitive mail.
Of the 163.6 million tax returns received by the IRS this year, about 10 million were not filed electronically, according to the agency’s latest data. About 29% of voters mailed in their ballots last year, according to USAFacts. And 13% of households paid their bills by mail last year, according to the Postal Service’s 2024 Household Diary Study.
“Consumers have always assumed that the post office will postmark their mail on the day they take it to the post office or drop it in a box,” said Edgar Dworsky, founder of advocacy site Consumer World and a former assistant attorney general in Massachusetts who focused on consumer protection. “Who would expect it could be several days before it has a postmark on it?”
Mail is traveling farther to processing facilities
While the Postal Service said in the notice that it is not changing how it postmarks mail — that has always been done at its processing facilities — the agency has added language to its Domestic Mail Manual to clarify for the public when postmarks are applied.
In 2021, USPS unveiled an initiative called Delivering for America to improve its financial condition, which included increasing postage prices and redesigning its network and processing operations.
Changes to transportation schedules and the consolidation of processing facilities under that initiative mean many post offices that previously sent mail twice a day to a hub now do so only once in the morning, according to new research from the Brookings Institution. Under the new network, roughly 26% of post offices are within 50 miles of their assigned regional center, and another 26% are between 150 and 500 miles away, according to the research.
The upshot is that some mail generally doesn’t begin moving through the system until at least the following day, resulting in the postmark not being applied the day you mailed that item. In some cases — i.e., ahead of weekends or holidays — it could take longer than a day for that crucial stamp to be applied.
How to meet mailing deadlines amid postmark delays
The importance of ensuring your mail is postmarked in time applies to a range of documents or forms that have deadlines. For example, ballots that are mailed can require a postmark by a specific date to be counted, as can federal and state tax returns and certain legal documents.
If someone wants to ensure “that the postmark aligns with the date of mailing, the customer may take the mailpiece to a post office, station or branch and request a [manual postmark] at the retail counter,” according to a statement issued by the Postal Service.
Asking a postal clerk to manually postmark something costs nothing. Or, you can pay $5.30 to send a time-sensitive document via certified mail, which includes a receipt for the sender as well as a return receipt showing when it was delivered and who signed for it. Alternatively, a certificate of mailing, which you keep for your records, costs $2.40 and shows the date you mailed something.
“Waiting in line at the post office is never fun, but you get that proof of timely mailing,” said Josh Youngblood, an enrolled agent and founder of The Youngblood Group in Dallas. “The reality is, otherwise, you are at the mercy of whenever that postmark gets applied.”
Given the possibility of a delay, you may want to explore electronic filing or payment options when available. Or, give yourself a deadline to mail something important well ahead of the official due date.
Considerations for mailing tax returns
Ahead of tax filing season, it’s worth taking note of the possible delay. While April 15 is when federal taxes are due, the IRS considers any tax return postmarked on or before April 15 as being filed on time, even if it’s not received until days later.
So if you are prone to waiting until the last minute to file taxes and do not do it electronically, you can’t assume dropping off your return at the post office or putting it in a mailbox means it will get postmarked that day.
“If I’m mailing something to the IRS, I’m going to go into the post office to the actual person, where they stamp it,” Youngblood said.
If your tax return is postmarked late and you owe taxes, you may face penalties and interest. “There is a penalty for filing late, and even a day late is still late,” Youngblood said.
For individual tax returns — i.e., your Form 1040 — the penalty for filing a late return is 5% of the tax due for each month or partial month the return is late, capping out at 25%. On top of that, the penalty for paying late is 0.5% of your unpaid balance per month, also capped at 25%. Interest is also charged on unpaid balances, accruing daily at the federal short-term rate plus 3%.
However, if you have filed and paid taxes owed on time over the previous three years, you can request that the penalties be waived, Youngblood said.
