Frequently asked questions

Navigating the New CMRA Online Portal

Answers to questions from the iWorkSpaceMail webinar on January 23, 2024

What to do when the local USPS postmaster will not sign the form because they are not familiar with it. We keep everything on file, but we have an email from the postmaster saying they are unfamiliar and do not have the bandwidth to learn more.
A: It is important that you email this specific information to cmraprogram@usps.gov and provide the email and details - the name of your postmaster and date that this occurred. If you are an iPostal1 partner, you can also reach out to us at iPostal1 and we will assist you with this step. Other tips: ask to speak with the supervisor, try to make an appointment, make sure you get 2 copies of the form (one for them to keep and one for your records).
I think I started my 9 month clock too early in Michigan. I've been unable to verify my account for 3 months. I have a new 1583 A signed by the Postmaster. Do you know when Michigan will roll this out? What happens after the 9 month clock runs out?
A: Michigan has not rolled out yet. Even if you have a signed 1583A, you will need to check to make sure you are registered on the BCG. If you see your location there, you are registered! If not, you should contact cmraprogram@usps.gov with the name of the postmaster and date that you had it signed. Since it appears that you are not registered in the BCG, your 9-month clock has not started. Once you do get registered, the clock won’t start unless you click the Request Admin button to send you the notification letter with a verification code, and enter that code in your BCG account. We don't know when Michigan will start. As mentioned, the USPS wants to see that you have made significant progress within the 9 months, so you should not expect a penalty if you have not fully completed entering information for all your clients after 9 months.
Can you explain the opt-in process for the clients who filled out a form before July?
A: iPostal1 will be sending out detailed information on this optional service soon - we are asking that you don’t reach out to iPostal1 customers. If you opt in, you would provide your BCG login credentials, and there would be a small fee involved so that we would be able to handle the entire process for you. iPostal1 would reach out to all active customers, pre-existing July 10th, and get them up-to-date with all of their information and submit it to the BCG, streamlining the process and taking the weight off your shoulders.
Are the 1583's really uploadable or do they all need to be manually entered
A: The Form 1583 does need to be uploaded along with the two forms of ID, in three separate PDFs. This step is a simple upload process. However, to actually enter customer information into the BCG is a manual process and can easily take 20 minutes if viewing/copying/pasting information from a clean, printed Form 1583. Having two screens will save you time with copying and pasting. However, working from a hand-written form will be more time consuming and potentially more prone to errors if handwriting is unclear.
I filled out a 1583 A a couple years ago. Created an account on the BCG but I don't see my location. Will my location show up even if my state hasn't launched yet? How do I get my location to show up on the BCG?
A: Yes, if your location is registered as a CMRA, it will show up even if your state hasn’t launched yet. If it is not showing up, you will need to go back to the post office, as if you are starting again. However, if you have a copy of the 1583A that you have already completed, then take that form with you and hopefully you won’t need to go through the whole process again. Make sure that you have used the new form. You may just be able to show it to the postmaster, and ask for it to be uploaded to the database.
Do I need to register in person with the 1583A form before I can see my location in the CMRA page? Business is located in Florida.
A: Yes. Step 1: you will need to complete a form 1583A and sign it in the presence of your postmaster. Step 2: the postmaster must upload your CMRA information to the Facilities database. Hopefully, within a couple of days you'll be able to create an account on the BCG and actually see your location listed there. Here is a CMRA tip sheet to help with step 1.
Our clients/members don’t use an actual “box” for mail. What should I put as the PMB number? We have a front desk where all mail is getting dropped off and our team distributes them.
A: The PMB number is a required field in the BCG. It is also on the form 1583 itself. Since you have not been using PMB numbers till now but need to enter a PMB into the database for each mail recipient, we suggest that you assign a mailbox number to each of your clients, even if you don’t have physical mailboxes or don’t plan to make use of the number. However, now would also be an opportunity to actually start using the PMB number as part of the client mailing address for both office members and virtual clients to more reliably identify, store and distribute mail.
Does AZ have to have the Postmaster upload to the Business site or wait until AZ rolls out?
A: Both! You should log into the BCG to see if your CMRA is registered. If not, your postmaster needs to upload information from your Form 1583A to the USPS Facilities Database. Once that step is completed and you see your address listed in the BCG, you should wait to verify until after AZ rolls out.
Will the “Using the BCG video section” of the webinar be available to review once we get to that point of actually using the BCG?
A: Yes! Our webinar is available now. Head to the Resources page on iWorkSpaceMail.com to find the recording, and other important documents that we discussed during the webinar.
What if I already have a log-in for the BCG but when I searched for my address to determine if we are registered as a CMRA but don't see us listed? Do I have to create a whole new account? Also, if I do this, if I don't hit "Request Admin" will it not start the clock for me?
A: Everyone should create a BCG account, so that is great that you have one set up. If you don’t see your location, that's confirmation that you're not properly registered as a CMRA. If you still have your copy of your signed 1583A, take it to your postmaster. Otherwise, you will need to complete a new 1583A to get registered properly on the BCG. Once you are registered, the 9-month clock won’t start unless you click on the Request Admin button and enter the verification code that you receive in the mail.
Should I still register our address now even though NH is not deployed? What starts the 9-month clock ticking?
A: Yes, you should log into the BCG to see if your CMRA is registered. If not, your Postmaster needs to upload information from your Form 1583A into the USPS Facilities Database. Once that step is completed, you should wait to verify until after your state rolls out.
So we don’t need a notary signature at all if done in person or by zoom?
A: Correct. If the owner or authorized employee of the CMRA witnesses the applicant sign the Form 1583 in person or via Zoom, notarization is not required. The applicant signs in box 13A and the CMRA rep signs in box 14A. If the 1583 is completed with a notary public, then the notary signature and seal are required.
What are the regulations for members who don't have their 1583 form notarized? We use PilotoMail and they don't require the 1583 to be notarized when filling out their information and uploading their IDs online. What are the rules when it comes to notarization?
A: The USPS requires notarization of the form 1583, unless the form is signed in the presence of the CMRA location staff. In the new regulations, the USPS has expanded the definition of ‘in the presence of’ to include a live Zoom call where the staff views the IDs held up by the applicant and witnesses the applicant sign the form. But if completed with a notary public instead of CMRA location staff, notarization is required.
When can we expect our locations to show when we type in the zip code?
A: Once your location is entered into the Facilities Database by your postmaster, you will see your address when you type in the zip code on the BCG. Allow for 5-7 business days after completing the form with your postmaster to see it reflected on the BCG.
Is a 1583 required for all members officing at our facility, or only for those that are utilizing our virtual mail service? For instance, those that have their own offices and already receive mail at our address- they don’t require a 1583, correct?
A: No. Every member at your location who receives mail will be required to file a 1583.
How would the notarization process work under the BCG?
A: The move to a digital database via the BCG does not change the notarization requirements: when a client signs the 1583 in the presence of the workspace staff, notarization is not required, but otherwise it is. There is one new exception: a CMRA may view IDs via a Zoom session, witness the client signing, and accept the form without notarization.
What about Month-to-Month (MTM) clients?
A: Month-to-month clients do require a 1583 if they intend to receive mail. The requirement to file a Form 1583 has to do with the client’s desire to receive mail, regardless of the contract type or length. If the client does not want to receive mail, whether MTM or an office member with a longer contract, no 1583 is required, and any mail received should be returned to the sender.
When you say “rolled out", what exactly do you mean and how can I find out?
A: When we have mentioned rolled out, we mean that the CMRA program has launched in that state. Currently, those states include: AK, CA, CT, DE, GA, NM, NY, OH, TX, WI. You will receive a letter when your state launches. If your state does launch and you are not registered as a CMRA on the BCG, you will not receive your letter. Check now to ensure that you are properly registered and ready to go when your state does launch. If you are not registered, reapply by taking a Form 1583A to your local post office. Note, the USPS has not announced which states will be rolled out next.
Do I need to wait for an email from USPS letting me know that our state has already launched BEFORE submitting form 1583 - A in person?
A: No. You should ensure that your location is registered as a CMRA now. Create an account on the BCG and look up your location. If it is there, great, you are registered. If not, you should bring the 1583 to your postmaster, along with a copy for you to keep. Make sure to get the person’s name that you are dealing with, in case of any issues. Be sure to ask them to upload your executed form.
I'm still not in the database and can't get a response from cmraprogram@usps.gov. Any other ideas?
A: If you are an iPostal1 partner, please contact us at service@iPostal1.com and we will contact them on your behalf. Please provide a detailed account of the postmaster’s name, the date you visited, and a copy of the form if you have it.
How is “restricted delivery mail” being addressed? [Previously Item 5 on the PS1583]. Thank you!
A: The USPS addressed this question in their Federal Register published May 19, 2023. “Prior to this rule change, the only class of mail that was treated uniquely was restricted delivery mail. The prior rule allowed the PMB holder to specifically sign PS Form 1583 authorizing the CMRA to receive restricted delivery mail. If this portion of PS Form 1583 was not signed, the Postal Service was not supposed to deliver restricted delivery mail to that specific PMB. That rule has been an unworkable solution. The Postal Service provides single point delivery to a CMRA and the letter carrier delivering the mail to the CMRA has no knowledge or access to PS Forms 1583 submitted for the PMB holders and has no way to know if a piece of Restricted Mail should be withheld from delivery. Therefore, the final rule clarifies that a PMB holder will receive all mail via the CMRA address, including restricted delivery.”
When will Florida roll this out?
A: Unfortunately, we do not have a timeline of when any states will roll out. We are at the mercy of the USPS. Currently, the program has launched in these states: AK, CA, CT, DE, GA, NM, NY, OH, TX, WI.
Will you please send us a copy of the updated 1583?
A: Here is the editable 1583.
How do we handle situations where the member doesn't want to provide their home address if it's their company who is paying for the space and the mail comes addressed to the company?
A: Providing information on the Form 1583 - like the home address is not optional. It is a USPS requirement and therefore the member must comply in order for you to continue to receive mail on their behalf. The purpose of collecting this information is to verify the identity of the mail recipient to fight mail fraud.
What if you are the Notary and the witness? Is that Okay?
A: A witness can be the CMRA location owner, an authorized employee or the notary. If the CMRA owner/employee who witnesses the signature is also a notary, you can add your notary seal to the Form 1583, but it is not required, whether the witnessing takes place in person or via a Zoom session.
So the applicant is the person who will be receiving mail and the person authorized is the person who can pick up mail, correct?
A: Correct. The applicant is the person renting the mailbox and receiving mail. The authorized person can pick up the mail.
I just submitted my 1583A in November 2023. Located in WI. How does the 1583 I need to submit factor in?
A: The person whose name appears on the Form 1583A must also file a Form 1583, just like your clients. The form and IDs may be uploaded to the BCG database and the information manually entered into the portal the same as for any client. The Form 1583 should have the signature of another authorized person (employee or owner) who witnessed the applicant signing, or otherwise be notarized.
What is your website?
A: www.iworkspacemail.com.
Are we as CMRAs responsible for uploading members in the BCG that we acquire through third party websites that don't provide us with any of their contact information or is that up to the third party?
A: USPS has made clear that the responsibility - and any adverse consequences, will be with the CMRA agent themselves - regardless of any other partners they work with.
How long does it take to receive the validation code?
A: 7-10 business days.
Will there be an automatic notarization process under the BCG?
A: The CMRA page within the BCG will serve to house the forms and identification of your customers. The USPS is not offering any type of notarization process through the BCG. Notarizations can be done in person or via online notary service providers.
Can we get a link to the recording on our email?
A: Absolutely! We sent out the recording via email, and shared the link via social media. If you missed those, click here to watch the recording.
Do office clients who lease office space and don't have mail sent to this location, are they required to complete a form 1583? I have a few clients that refuse to complete the form.
A: Anyone who expects to receive mail must complete a form 1583. If they do not, USPS regulations require you to return it to the sender.
There is no timeline for the states that are not on the current roll out list correct?
A: Unfortunately, we do not have a timeline of when any states will roll out. We are at the mercy of the USPS. Currently, the program has launched in these states: AK, CA, CT, DE, GA, NM, NY, OH, TX, WI.
I requested the validation code over 10 days ago and I still have not received it. Do I need to resend?
A: The validation code should typically arrive within 7-10 business days. If 20 business days have passed since your requested the code, we recommend requesting a new code through the BCG. Keep in mind if the first code arrives after you have requested a new code, you will need to wait to receive the new code.
So does everyone need a different box number. We do not use suite or numbers. We just use company names.
A: You will need to assign numbers for the USPS and the form 1583.

Navigating the New CMRA Regulations

Answers to questions from the iWorkSpaceMail webinar on December 12, 2023

We have been encountering error messages while attempting to upload our customer information to the CMRA database. What do we do?
A: The error message comes up for several reasons. It is likely system related. The USPS has been working on making changes to the system and it is continually improving.
Here is some practical advice we’ve seen is helpful:
- Reducing the file size to under 1MB
- No non-alphanumeric numbers in the file name
- Try again later - in many cases, what didn’t work yesterday may work today
What if we get the 1583A signed but we aren't added to the database?
A: The USPS has established a protocol for defining 1583As in their system, which involves your local postmaster uploading the necessary documentation for your CMRA. If it has been between five to seven days since the Postmaster accepted your 1583 and 1583A, and your address is not appearing on the BCG, it is essential to revisit the Postmaster to ensure the accurate uploading of your 1583A application. Always ensure that the Postmaster signs two copies, keeping one for your records, and gather their name and contact information before leaving. Should your address not be visible on the BCG after an additional five to seven days, promptly notify the USPS by sending an email to cmraprogram@usps.gov. Include the Post Office address, the Postmaster's name, and any additional pertinent details that might aid in resolving the issue.
What is the process for submitting a 1583A. Do you go to the post office or can the postman take the form?
A: You will have to take the 1583A and your 1583 to the Post Office. Make sure that you take two copies and keep one of them in case the Postmaster does not upload your form and you need to return at a later time. This step has saved many!
Confirm that operators need to do BCG but iPostal1 contacts our clients?
A: You are responsible for filing your 1583A and 1583 with your Postmaster. You handle 1583 for all of your virtual and office members and iPostal1 will get the needed information from customers obtained by iPostal1. There will be an option to have iPostal1 upload (only iPostal1) customers Form 1583s and IDs into the BCG, for a small fee. Details to follow to iPostal1 partners.
Is there a schedule for when other states should start entering?
A: The USPS has indicated that the states that have not yet been notified, will be at the beginning of 2024. No additional details have been provided.
I just checked if we are registered and we are. Just to be clear, should we not create a BCG account if our state wasn’t listed?
A: The answer to this question will be divided into two segments:
— Determine your CMRA status with the USPS.
- Numerous inconsistencies have demonstrated that the address locator on the USPS website is not a reliable method for determining your CMRA status.
- Alternatively, the most dependable method for obtaining this information is by creating a BCG account with USPS - regardless if you’re in an early launch state or not. The zip code search feature displays only the CMRAs registered with USPS, and with updates every 24 hours, the BCG has been verified as the official means to accurately confirm their records.
  — Request Admin Button
- While you've successfully set up your account to review your CMRA status, the 9-month timer won't commence until the 'Request Admin' button is clicked and verified. Many locations that are not included in those officially launched states are using the time to ensure their new customers are completing the updated form and reviewing USPS expectations for compliance. With this information, you can make the best business decision for your location as to when to request admin access for your location on the BCG, if you have not yet received notice from the USPS.
- In the webinar, we cover some additional tips. Feel free to access the video by clicking here, or read our blog and watch the video for a full recap.
Are Owners/Managers also expected to fill out the 1583 form?
A: The individual, whether an owner or manager, responsible for completing the 1583-A application must also fill out a 1583 Form.
Is box 6 the only address to which we can forward mail for this customer?
A: Many have found this field to be perplexing, with some interpreting it as the USPS seeking a regular forwarding address for mail shipment, if applicable. We eagerly anticipate further clarification from the USPS to achieve a more precise understanding of their expectations for this field.
Before, any additional authorized recipients needed to fill out their own 1583 forms. So, if they are now added on 1583 form do additional authorized recipients no longer need to fill out their own 1583 form?
A: As per the USPS definition, an authorized individual is allowed to collect mail on behalf of the primary applicant. Any person you wish to add to your account, who expects to receive mail in addition to picking up mail, must fill out a separate Form 1583 and submit two acceptable forms of identification.
Will iPostal1 take care of the witness piece in the signup process?
A: iPostal1 will collect the information needed and obtain a virtual notary for customers that are in the iPostal1 program.
Currently the iPostal1 docs team sends over separate 1583s for additional company members, instead of listing them on line 12 as it should be. Will iPostal1 still be sending separate forms, when the BCG only allows one form upload (and provides a place to list members on line 12)
A: Based on our experience with the BCG, we can verify that multiple 1583 Forms and IDs can be uploaded for the same account. This includes the acceptance of business members completing their own form. As part of our ongoing commitment to minimizing fraud and safeguarding our mail center partners from malicious activities, we intend to introduce a system for business members on Box 12 in the future, once additional verification steps can be taken to confirm the identities of these individuals beforehand.
What is the difference between a 1583 and a 1583A?
A: Operators are required to complete Forms 1583A and 1583. Mail recipients are required to complete Form 1583. Note: The individual, whether an owner or manager, responsible for completing the 1583-A application must also fill out a Form 1583.
In Question 7, did we hear that the CMRA’s address can be listed here?
A: The business address indicated in block 7 should be the location where the actual business activities take place. Through these questions, USPS aims to gather information that could aid in locating an individual if necessary. Home-based businesses should provide their home address, companies with an established business location should use that commercial address, and tenants paying for physical space at your workspace can use the CMRA Address.
Does a member have the 1583 notarized if they are signing up directly with the CMRA?
A: When a member of your workspace completes their 1583 in your presence or on a video call with you, no notarization is required. As written on the Form 1583, a witness can be an Agent, an authorized employee or a notary public.
Is it mandatory to enter the box number?
A: You must enter the box number to differentiate this box from others. Each is unique.
How do you opt in or out for the iPostal1 assistance for uploading to the BCG?
A: iPostal1 will be sending detailed information to all partner locations soon.
Are there any requirements on who should complete the 1583 on behalf of a corporate client? Does it need to be an officer of the corporation?
A: The USPS needs the information for the person receiving the mail. There is no need for corporate leadership to be on the 1583.
Do Office Members need a PMB assigned? We heard they do not.
A: Regarding USPS' BCG, the PMB or box number in 2b of the Form 1583 is specified as a mandatory field, essential for the submission of the form to USPS on their database.
Does Form 1583 apply to full-time office members or just to virtual clients with office hours included.
A: Form 1583 is required to be completed for anyone who wishes to receive mail, whether they are full-time office members or virtual clients. Remember iPostal1 will complete the information for their clients.
What happens when a client cancels - how do we update BCG and other steps?
A: Upon cancellation of a client's account, the customer's Form 1583 should be promptly updated on the BCG. Complete Section 1b to indicate the date on which the account was closed.
Is it safe to assume our Brokers that bring us Mail and Address clients will be responsible for filling out and updating the information on the 1583?
A: CMRAs are responsible for approving and uploading the Form 1583s for all of their clients who will be receiving mail at their location. You will need to check with each broker on how they are able to help you.
iPostal1’s technology is here to simplify as many steps as possible for our clients, with a full billing system, fraud prevention, Form 1583 support team, marketing and delivering customers, not leads, plus many other benefits. The current technology provides CMRAs with fully signed and notarized forms and approved IDs to save our locations from the back and forth with customers.
Do you have any idea on future State roll out? Specifically Florida.
A: The USPS has indicated that the states that have not yet been notified, will be at the beginning of 2024. No additional details have been provided.
Also, re 1583A: can managers/owners serve as each other's witness?
A: The CMRA owner or manager must file their 1583-A application with their local Postmaster.
Where should we send our BCG credentials so the iPostal1 team can upload the 1583 information on our behalf?
A: iPostal1 will send detailed information to you outlining this process soon.
The post office that delivers the mail to us is not a walk in center. What would you suggest for us to do to submit the 1583A?
A: If you have contact information from your Post Office, consider reaching out to schedule an appointment with your Postmaster to coordinate the completion of your 1583-A application. You can also report it to the following email: cmraprogram@usps.gov
Would every employee at the corporate office who receives mail need to fill out a 1583 or are we covered as the agent?
A: Employees at the corporate office are not CMRA mailbox recipients, and can continue to receive mail at your address like they always have.
According to USPS requirements, the individual that completes the 1583-A Application is required to also complete a 1583 Form. At this time It does not state any additional responsibility for every team member.
Will iPostal1 1583 tool start populating section 6 to include that forwarding address field where you can list all of the recipients for the mail? What if there is a long list of people, how do we add all of those?
A: Our observations in the BCG indicate that only one address, email, and phone number can be entered at a time for any account. Consequently, numerous questions arise regarding the expectations of this field, considering the practical functioning of the service for customers. iPostal1 will persist in adhering to the existing regulations and guidelines established by USPS and will consider making any required changes once sufficient information is available.
What if I have not received the postcard to announce the states that have come up?
A: If you have not been notified and you are in a state that has been notified, you will need to go to the Post Office and submit a new 1583A and 1583. Be sure to take an extra copy to have should your address not be added to the USPS portal. You should also take the name of the person at the USPS who you met with.
Can you comment on the process for international clients? What IDs are acceptable, specifically the second form of ID? 9g specifies US State/Territory/Tribal ID. Would a foreign government ID fit for this purpose?
A: International clients are able to provide their Foreign Passport as their Photo ID, and any of the listed acceptable IDs - with the exception of the U.S. State-, territory-, or tribal-issued driver’s license or non-drivers ID.
We have many clients with DBAs. Do clients have to sign a 1583 form for each DBA they operate under outside of their registered business name? Also - What if a customer has multiple business names with the same customer info - do they need to do multiple 1583s?
A: USPS has not provided guidance on how to manage multiple businesses or DBAs under a single account. Until additional clarification is provided, the approach to address this issue appears to be a business decision. Some sources suggest completing a separate Form 1583 for each individual business name, even if owned by the same applicant. We anticipate additional information will be provided in due course.
What about clients who say they will not be receiving mail, we all know that something could come through USPS?
A: Customers who haven't filled out a Form 1583 and submitted identification have not granted authorization for you to receive or manage their mail. Consequently, incoming mail for these individuals would be declined or returned to the sender. While inserting mail on USZOOM Utility App, these clients are highlighted to inform you of their 1583 status. It could be beneficial to notify them in such instances, serving as a reminder of the necessary steps needed to initiate the handling of their mail.
What about the current 1583 forms we have on file for our clients. Do we need to re-do all the 1583 forms with updated information?
A: Clients that completed the earlier version of Form 1583 are mandated to transition to the latest form version in accordance with USPS regulations. This update can be completed through notarization or alongside their CMRA/an authorized employee, either in person or via Zoom. iPostal1 is aiding partner locations in this intricate, complex process, aiming to alleviate the time and manual effort involved.
If a client cancels, can we charge to continue receiving their mail for the required 6 months?
A: According to USPS requirements, customers must be given 6 months where they receive mail forwarding services.
For iPostal1 customers, our Terms of Service state that we do not provide free forwarding for 6 months, but customers are welcome to make arrangements and pay for these services if they wish to continue to receive mail for that time period.
How do we remove an old employee from the BCG?
A: If the 1583-A application was filled out by an individual who is no longer employed at the CMRA location, USPS mandates that the new owner/manager completes a new 1583-A Form with the Postmaster to update the records of the location. Update to the BCG should follow.
Should we update our agreement language related to compliance with this USPS system?
A: If you do not have language addressing USPS compliance, you should consider adding it to your agreements (MSAs and VSAs).

GWA CMRA webinar questions

Answers to questions from the GWA webinar on October 25, 2023

Many questions were posted in chat during the webinar, but not answered due to time constraint. Answers to these questions are provided, below. If more information becomes available or the rules changed or clarified, we will update as necessary.

Question categories

Problems with CMRA registration

25% of the webinar questions had to do with problems registering as a CMRA and frustration with the local postmaster who often does not know what to do, or might know but fail to follow through, or simply refuses to be available. Even when getting a signed Form 1583A from the postmaster, registration is often not completed.
A: Clayton Gerber with the USPS Inspection Service acknowledged problems due to uninformed or unresponsive postmasters. He said they are committed to rectifying the situation. The postmaster is supposed to enter the information provided in the Form 1583A into the Business Customer Gateway CMRA database. When they don’t do this, your location is not registered.
If you run into problems with your local postmaster, or if you resubmit your 1583A to the postmaster and don’t see your address in 5 to 7 days, send an email to cmraprogram@usps.gov. explaining the issue and include your signed Form 1583A and the name of the person you dealt with at your local post office.
What if you did claim your CMRA location on the customer registration database but have not received the authorization code to log in to the database?
A: It is taking an average of 10 days for the verification letter with the code to arrive, so keep checking your mail. The code is now valid for 25 days (increased from 14 due to slow delivery time for second mailing with the code). If you don’t receive it or receive it after expiration, log back into your account and request that another verification code be sent by clicking on the Request Admin button next to your address.
If we are registered at the post office does that mean we have an account on the gateway? Or do I need to create the account?
A: You need to create the account on the USPS Business Customer Gateway. Filing a Form 1583A with your local post office is only the first step to get you registered with the USPS as a CMRA. You have to go the Gateway website to create your account and then enter the verification code they will mail you. Click Here to see a step-by-step guide. After creating your account, if you are not located in one of the early launch states, don’t take the next step of entering the code and gaining access to the CMRA customer database unless you are ready to trigger the 9 month period for entering information on all your existing customers.
Profile survey in the BCG is confusing. It does not specify CMRA. Are we a vendor?
A: You are not a vendor. Please Click Here to get a step-by-step guide to create an account in the BCG and get access to the CMRA customer database. It is a 2-step process.
So, I just registered with the business customer gateway and it appears that there are no records that we a CMRA at any of our locations. We’ve registered in multiple jurisdictions over the past ten years. I’m assuming we now need to repeat all of that, is that correct?
A: Correct. File another Form 1583A at each location and hopefully the postmasters have been informed of what they need to do. However, you don’t have to create an account in the BCG for each location, as you can access all your registered locations from one account. As mentioned above, send an email to cmraprogram@usps.gov if you don’t see your addresses in 5 to 7 days in the CMRA database.

Questions about the customer Form 1583

Do office members need to sign a 1583 form to receive mail? For us, it’s one mailbox for all tenants.
A: Yes. It does not matter if you have one mailbox for your tenants. The USPS is concerned about mail recipient identity and potential mail crime, so it wants a Form 1583 from each mail recipient.
Should we return to sender any mail received without a 1583 form on file?
A: Yes. You are not able to accept mail if a Form 1583 with approved ID’s is not on file. Packages from UPS, FedEx or Amazon may be accepted without a Form 1583 on file.
Doesn’t Anytime/iPostal1 upload the forms?
A: iPostal1 will upload the forms and IDs for its customers, and will enter the customer information directly into the database portal so flex operators do not have to do this manually.
If the lease signer is not the occupant in the office, who fills out the Form 1583?
A: The person in whose name mail will be received must fill out the Form 1583. The mail addressee must match the mail applicant name in the 1583.
We have members with physical offices in our space who have been there for years. Do we have to go back and get the 1583 from them, if we get their mail and drop it in their office?
A: Yes. It does not matter how they receive their mail.
If we have physical boxes (in addition to virtual mail) and the member is picking up their own mail in their box and we do not touch it, do they need to fill out a 1583?
A: Yes.
Most of our members have completed and signed the 1583 form. Are you saying we need to physically type in that info to yet another 1583 form via USPS and then get it signed again?
A: You have to get a new Form 1583 for customers that used the old form, type the information into the online database, and upload the signed Form 1583 and IDs. iPostal1 will do this work for its customers and also provide automated support for flex space operators using iWorkSpaceMail for their own clients.
If we are typing it in, how is there going to be any proof of ID or signature?
A: In addition to typing in the customer information, you also upload the Form 1583 and IDs.
Do we have to collect an updated form of ID as their filed one expired? Especially when their driver’s license expires?
A: Yes. The photo ID with an expiration date must be updated when it expires. The secondary ID does not have to be updated. iPostal1 will keep track of expired IDs, collect an updated ID and update the customer information for its customers. Flex space operators using iWorkSpaceMail for its own clients will also benefit from automated support.
If members have a physical office, do they now need to fill out the 1583 application for only virtual members?
A: All members need to complete the Form 1583.
What if you also provide full time office space but receive mail for all tenants in the same mailbox along with virtual mail clients, would our full-time tenants need to fill out a 1583 form?
A: Yes, all clients, whether full-time or virtual, need to complete the Form 1583.
Do you need to register all virtual box suite numbers with the post office? We’ve had customers say they can’t sign up for informed mail because their virtual mailbox does not come up as an option on the USPS website.
A: Yes. It doesn’t matter that their virtual box suite number does not register with Informed Delivery. The USPS wants information on the identity of every mail recipient.
What is the timing for having to upload all existing customers?
A: 9 months from the time you enter the verification code for your account to get access to the customer database. However, the USPS will work with CMRAs that need more time, as long as they see significant activity in the CMRA database.
Can a CMRA that rents office space in a building engage a separate office business center in the same building as an independent contractor to do the actual mail receiving and forwarding without the virtual office operator also being required to obtain a PS form 1583 from the CMRA customers?
A: No, you could not use such an arrangement to get around the customer 1583 requirement. To use a contractor, the contractor’s mailing address would need to be used by your clients, and clients who retrieve mail would go to the contractor’s office. The independent contractor would file paperwork as the CMRA and be responsible for all CMRA rules compliance.

Questions about filing the CMRA Form 1583A

So the database is only available in TX, WI, CA?
A: No, any CMRA can access the data base and start using the new CMRA customer registration database by creating an account and then in step 2 entering the verification code that will be sent via letter mail. However, only those located in the early launch states of TX, WI, CA, NM, DE, OH, CT and AK are required to start using it now. Every CMRA, regardless of state, should be using the new Form 1583 with all new customers.
If you are not an early launch state, you don’t have to start entering information and uploading forms and IDs to the CMRA database until you receive a mail notification from the USPS to that effect. Remember, if you activate your account, the 9-month window for entering information for all your prior existing customers will trigger, so you may want to hold off until after the holidays.
Can the Form 1583A be filled out by the location manager? Or does it have to be the business owner?
A: Either the community manager or the owner may be listed on the form 1583A. It does not matter who fills it out.
Can you be a NOT single point delivery? How do we have the USPS to directly deliver to our members in their offices (or to their boxes) so we can skip the CMRA?
A: The USPS obviously prefers single-point delivery to save time and money. While they still provide multi-point delivery to a mailbox cluster in an apartment building or for different businesses with separate mailboxes in a lobby or mailroom, for example, they will not do so for different addressees at a single business address, whether employees or flex office members.
Do you need a form for each location?
A: Yes, you need to file a Form 1583A for each CMRA location. There is also a new requirement – that whoever’s name is on the 1583A will also have to file a Form 1583, just like a customer. We will clarify if a Form 1583 has to be filed for each location if the same name is on the Form 1583A for all locations. However, you don’t have to create an account in the BCG for each location, as you can access all your registered locations from one account.
How do we operate in the meantime until we see our name in the database? Can we receive mail even though we are not listed? After submitting one month ago already.
A: As long as you have a Form 1583 with proper IDs, either the new version or the prior version, you can receive mail for these customers. However, you will need to take steps as described in the accompanying blog to be sure that your location gets registered.
Is the 1583A form now different? If we are already registered as a CMRA are we required to submit it again now?
A: If you are registered in the CMRA database, you don’t have to file a new Form 1583A unless your information has changed. For example, if the name on the form was you community manager and that person has left, you will need to file a new form. Note that a new requirement is the person whose name is on the form must file a Form 1583 just like a customer.
If we use Anytime Mail and iPostal1, are they considered the CMRA for our space?
A: No. The location that receives the mail is the CMRA.
We are officially registered as a CMRA, as per USPS. When will CT get the invitation details to access the database?
A: The USPS launched Connecticut in October. If you did not receive a postcard from the USPS, could be your location is not registered in the BCG database.

Handling customers who cancel mail service

How do you cancel a customer who no longer receives mail through us?
A: Once a customer is in the CMRA database, you log into their account page and click a box to close the account. But for past customers that have cancelled mail services, you don’t have to enter them in the database or do anything else.
Speaking of ripping people off-if I understand correctly, we are supposed to forward mail for previous clients for 6 months, at our expense. If this is the case, this would not make it profitable for us, especially if clients know this-they would cancel after one month and get 6 months free. How can this be changed?
A: The requirement in the DMM rules is to hold mail and forward at least one time during the 6-month period after cancellation. However, a well-written mailbox service agreement can modify this obligation.
How do we handle mail for terminated virtual customers? Do we have to continue to receive for 3 months?
A: Same answer as above.
Would registering as a CMRA help address changes when a tenant moves out? We are being told by tenants that USPS cannot process the change of address forms because we are recognized as one business rather than the separate suites. Does this make sense?
A: The USPS does not allow mail recipients using a CMRA address to file a change of address/forward mail request. However, if they used a Temporary Change of Address to have their mail sent to your location, they may be able to update that for the new address.

Valid IDs and expiration management

Address ID… like a business license?
A: The USPS has published a very specific list of acceptable Primary and Secondary ID’s. Only the IDs on this list are acceptable.
Acceptable Primary Photo IDs:
- Valid state-issued driver's license
- Non-driver's ID
- Any ID issued by U.S. Citizenship and Immigration Services
- Tribal ID
- U.S. passport
- Foreign passport
- University ID
- Matricula Consular card (Mexico)
- NEXUS card (Canada)
Note: a photo ID listed above with an address may be used for either a Primary ID or a Secondary ID, but not for both.
Acceptable Secondary Proof of Address Documents:
- Current lease
- Mortgage or deed of trust
- Voter or vehicle registration card
- Home or vehicle insurance policy
- Form I-94 Arrival and Departure record
UNACCEPTABLE IDs include:
- Social Security cards
- Credit cards
- Birth certificates
Will the database let us know when an ID expires or do we need to keep track with the hard copies?
A: The CMRA database will create a task notification that an ID date has expired. You then have 90 days to update the ID.
Does a US Employment of Authorization card count as valid ID?
A: No.