PPC Memo on Registry Return Receipts Handling

For government agencies, law firms, lawyers, and companies, the RRR is returned to the Postmaster of the post office of mailing/posting.
For individuals/personal mailers, the RRR is returned to the Postmaster of the post office of delivery with jurisdiction over the sender’s address.

Maintain daily control and record of all Registered Mails with RRR.
Inform bulk or regular mailers that RRRs are to be claimed at the originating post office.
Obtain contact numbers for regular mailers to facilitate communication for non-pickup of RRR.
When RRR delivery at sender’s address is requested, the post office must monitor and mail these RRRs via Registered Mail.
Ensure Registered Mail contains complete sender and addressee information and proper annotations on the RRR (with return address and Registered Number).
Post office name must be clearly stamped on RRR for destination post office reference.
Registry Receiving Clerk must verify proper notation of RRR in registration books.
Designate an in-charge to monitor and deliver/return RRR to sender.
Maintain a Monitoring List/Record for all Registered Mails with RRR to track returns and signatures.
Follow-up with destination post office if RRR is not returned within 30 days.
Report any failure to return RRR upon sender’s complaint to the Assistant Postmaster for Operations.
The letter "RRR" must be indicated next to the Registered Number in dispatch records to highlight the presence of RRR.

Capture and record the full Registered Number including "RRR" in dispatch records to alert delivery post office.

Ensure incoming Registered Mails with RRR are properly recorded and identified.
Letter Carriers must return RRR immediately after delivery; delays beyond three (3) days prompt follow-up.
Local Registry Section Chief is responsible for mailing RRR back to the proper post office via DEMS.
Envelope/wrapper sent back must be marked with "RRR/s".
Destination post office must respond to follow-ups from mailing post office about mail delivery status.
If RRR is lost or misplaced, issue a Delivery Certification free of charge.

Regional Directors, Operations Directors, Postal District Managers, and Postmasters must ensure wide dissemination and strict compliance.
Postmasters and designated in-charges held liable for complaints arising from non-compliance.

White RRRs may still be used for individual mailers until supply is exhausted; Pink RRRs for business mailers.
Previous conflicting memos/orders are revoked.
Effective date of this order: April 15, 2009.