Business mail forwarding is a necessary logistical step for companies undergoing a location change or centralizing operations. Ensuring that all correspondence continues to arrive without interruption maintains financial, legal, and client continuity during a transition. Failure to properly redirect mail can lead to missed payments, lapsed registrations, and disruption to ongoing business relationships. Officially notifying the postal service of a business move requires specific preparation and adherence to formal procedures to guarantee a seamless transition of service.
Understanding Business Mail Forwarding vs. Residential
A standard residential Change of Address (COA) form is not intended for business use due to significant legal and administrative differences. Residential forwarding typically requires simple identity verification, whereas a business move involves verification of the entity itself. The United States Postal Service (USPS) requires a business to prove its existence at both the old and new addresses to prevent fraudulent address changes for commercial entities. Business forwarding requires the application to be submitted by an authorized agent of the company, such as an officer or owner. This verification of authority elevates the scrutiny compared to an individual’s move.
Preparing for the Forwarding Application
A successful application begins with gathering the specific documentation required for entity verification and authorized representation. Businesses must establish a forwarding start date, ideally allowing at least two weeks for the USPS system to process the request before the actual move. The authorized individual submitting the request needs to present acceptable identification, typically a government-issued photo ID like a driver’s license or passport. Proof of the business’s authorization is mandatory, which may include a notarized letter, power of attorney, or an official letter on company letterhead signed by a principal officer. Additionally, the USPS may require proof of business existence at the new address, such as a signed lease agreement or articles of incorporation reflecting the new location.
The Official USPS Application Process
The official process for submitting a business change of address request can be completed online or in person at a local Post Office facility. The online option requires visiting the official USPS Change of Address website, selecting the “Business” option, and paying a small identity verification fee using a credit or debit card. Completing the request in person involves obtaining the Mover’s Guide packet and filling out PS Form 3575, the official Change of Address form. The authorized agent must present the completed form and all supporting documentation to a postal retail associate for review.
The USPS uses the required documentation to verify the legitimacy of the business move and the authority of the person submitting the request. This verification protects the business from unauthorized mail redirection. Upon successful submission, the USPS sends a Customer Notification Letter to the new address, confirming the forwarding start date and providing a confirmation code. This code allows the business to later modify or cancel the request.
Duration, Limitations, and Mail Handling
The standard duration for USPS business mail forwarding is twelve months from the specified start date. This allows the business ample time to update its address with all contacts and vendors. Certain categories of mail have a shorter forwarding period, specifically magazines and newspapers, which are typically forwarded for only sixty days. This shorter window emphasizes the need for businesses to quickly update their subscription addresses directly.
The forwarding service applies to First-Class Mail, Priority Mail, and other premium shipping services at no additional cost. However, certain classes of mail are not forwarded, most notably USPS Marketing Mail, often referred to as bulk mail. Any mail specifically endorsed with “Do Not Forward” will result in a return to the sender. While the service is active, businesses should expect a slight delay in delivery as the mail must be rerouted through the postal system.
Alternatives to Official Mail Forwarding
For businesses requiring a more flexible or long-term solution beyond the twelve-month forwarding limit, several alternatives exist. Commercial Mail Receiving Agencies (CMRAs), commonly known as virtual mailboxes, offer a service where mail is received, sorted, and managed digitally. These services provide a permanent street address, and the mail is often scanned for digital access or physically forwarded to any location the business specifies. This option is beneficial for remote or decentralized operations.
Another strategy involves proactively updating addresses with major carriers and vendors who do not utilize the USPS forwarding system. Package delivery services like FedEx, UPS, and DHL maintain separate customer databases and do not rely on a USPS Change of Address request to reroute packages. Businesses must directly contact these carriers and update shipping accounts to ensure packages and freight are delivered to the new location without interruption. Relying solely on the USPS service will not guarantee the redirection of non-postal packages.