USPS Form 1583 must be filled out by anyone who wants to rent a PO Box, or postal mailbox, in the United States. The form is often confusing the first time you see it. This article helps you understand what USPS Form 1583 is for and how to fill it out properly for your mail forwarding service or PO Box rental.
USPS Form 1583 and Why It’s Needed
In the United States, the US Postal Service regulates how mail can be received and handled. They also dictate required procedures for Commercial Mail Receiving Agents (CMRA) like us to follow. USPS Form 1583 acts as a written authorization that permits a CMRA to receive mail on the customer’s behalf. This form is required before anyone can give you a mailbox.
Filling Out Form 1583
The first time you look at this form, you may be dazed and dumbfounded by the different terms, what’s required and not required, and how to properly fill out the information.
In general, the form is broken down into three sections – the CMRA information, the mailbox and owner information, and optionally the business information if one exists.
The CMRA Information (Box 4)
This information is mostly filled out by the CMRA, so you won’t need to know most of this. It simply shows who you are authorizing delivery of mail to.
Mailbox Owner and Optional Business Information
We list the following information that you need to fill out here. Most are self explanatory.
- Box 2: Your full name that this mailbox will be receiving for.
- Box 3: Your mailbox address, including the mailbox number that you chose when you signed up with us.
- Box 5: Sign this to authorize us to receive restricted delivery mail on your behalf.
- Boxes 6-7: The person who is applying for this mailbox. Normally, this is the same as the person who is receiving mail for this mailbox. Be sure to include a phone number where you can be reached.
- Box 8: Write down the two IDs that you will use to proof your identity and the ID numbers. One of them must have a photo of you. A list of acceptable IDs are listed at the end of this article.
- Box 16: Sign this form
Optional Business Information
If you are linking a business to your mailbox, fill out Boxes 9-14. Most boxes are self-explanatory except for a few that are clarified below:
- Boxes 10a-10e: Your business contact information. You may use your business mailing address or registered agent address as well. Use your home address if it’s a home business. This information is only for us and USPS and is not available to others.
- Box 11: What services your business provides, such as “Market Research”, “Consumer Products”, “Clothing”, etc.
Notarize Form 1583
Normally, if you sign this form in front of the CMRA, you do not need to get the form notarized. However, as we are an online postal mailbox system, we need you to provide proof of identity through a notary. They should sign in Box 15 of the form or provide a certification on a separate paper.
Notaries can be found almost everywhere. Banks also normally have an in-house notary that you can go to. You can also search for notary directory on any search engine to find a local notary if required. The cost is usually less than $20.
Free Notary Tip: We heard from some customers that your bank may offer notary service for free to their existing customers. You may want to check with your bank first.
If you live overseas, you may have difficulty finding a notary. Banks normally provide notary service as well as embassies. US and Non-US notary seals are accepted. If this is not possible, you can also go through a lawyer or a bank official who can sign or stamp an official seal on the form. Government seals are also acceptable.
Sending Us the Form 1583 Documents
We work closely with our local USPS Postmaster and they have given us several acceptable ways to receive your documents:
- By Mail: Send us the original (not photocopied) copy of the form along with the photocopied IDs to us. We’ll submit a copy to US Postal Service and keep one for our records. This is our most preferred way of receiving your form.
- By Email: Scan the original copy of the Form and your two IDs and email it to us. Don’t forget to have the form signed by you and the notary.
- By Fax: Fax us the signed form and your two IDs to our secure fax line provided in the welcome letter. This is our least preferred method because frequently the IDs and form information does not come through cleanly. Text must be legible and photo IDs must be identifiable. Otherwise, you’ll be asked to provide your documents through the other two methods.
Prepare original (not photocopied) copies of the form along with the photocopied IDs to us. We submit one to the US Postal Service and keep one for our records. You only need to notarize one copy.
Following is a list of acceptable IDs as listed on the form:
- Valid driver’s license or state non-driver’s identification card
- Recognized corporate ID (your work ID)
- Student ID
- Passport, alien registration card (aka “green card”), certificate of naturalization
- Current lease, mortgage or Deed of Trust
- Voter or vehicle registration card
- Home or vehicle insurance policy
Social Security cards, credit cards, and birth certificates are NOT acceptable forms of identification.
Download a Clean Copy of Form 1583
If you made any mistakes or decided to use IDs that are different from the ones you selected during sign up, you will have to manually fill in the information with the correct information. Here’s how:
- Download a clean new copy of the USPS Form 1583 and print it out.
- Copy the information from the form we automatically generated for you.
- Make necessary corrections to the wrong information.
- Follow instructions in the auto-generated form and mail it in to us.