- What Is USPS Form 1583 and Who Needs It?
- How to Fill Out USPS Form 1583 Step by Step
- Form 1583 Notarization Requirements and Online Options
Q: What is USPS Form 1583 for?
A: USPS Form 1583, officially called “Application for Delivery of Mail Through Agent,” authorizes a Commercial Mail Receiving Agency (CMRA) to accept mail on your behalf. It is required by federal regulation before any virtual office, virtual mailbox, or mail forwarding provider can receive your mail.
If you’re setting up a virtual office or virtual mailbox, USPS Form 1583 is one of the first documents you’ll need to complete. Every business and individual who receives mail through a third-party provider, whether a virtual office, coworking space, or standalone mailbox service, must file this form with the United States Postal Service.
The form itself is straightforward, but questions about notarization requirements, acceptable identification, and how business entities should handle signing can slow down the process. The 2024 revised version of PS Form 1583 introduced updated formatting and clarified several requirements, making it worth reviewing even if you’ve completed the form before.
This guide walks through every section of the current USPS Form 1583, explains your notarization options (including online notarization), provides specific guidance for LLCs and other business entities, and covers the most common issues that cause rejections. By the end, you’ll know exactly how to complete the form correctly on your first attempt.
What Is USPS Form 1583 and Who Needs It?
USPS Form 1583, formally titled “Application for Delivery of Mail Through Agent,” is a federal form required under 39 CFR 111.2. It establishes the legal relationship between you (the applicant) and your mail-receiving agent, the business that physically accepts your mail.
Any time a third party receives mail on your behalf through a CMRA, this USPS mail agent authorization is required. That includes virtual offices, virtual mailboxes, mail forwarding services, and coworking spaces that offer mail handling. Without a completed Form 1583 on file, the USPS will not deliver mail to your agent’s address under your name.
Here’s who needs to file Form 1583:
| Scenario | Form 1583 Required? |
|---|---|
| Virtual office with mail service | ✓ Yes |
| Virtual mailbox service | ✓ Yes |
| Mail forwarding through a CMRA | ✓ Yes |
| Coworking space receiving your mail | ✓ Yes |
| PO Box at a USPS Post Office | ✗ No |
| Change of address (moving) | ✗ No, use Form 3575 |
One common point of confusion: USPS Form 1583 is not the same as Form 3575, which is the standard USPS Change of Address form you file when you move. Form 3575 redirects mail from an old address to a new one. Form 1583, by contrast, authorizes a specific agent to receive mail at their address on your behalf. The two forms serve entirely different purposes, and filing one does not replace the other.
If you use a virtual mailbox for your business or a virtual office that handles mail, Form 1583 is a legal requirement, not an optional step.
How to Fill Out USPS Form 1583 Step by Step (2024 Revised Form)
The current version of PS Form 1583 (April 2023 revision, which remains the active version as of 2026) contains five main sections. Complete each section carefully, errors in any field are the most common reason for rejection. You can download the official form directly from USPS.
Section 1, Applicant Information
This section collects your personal or business details. Fill in your full legal name exactly as it appears on your government-issued ID. If you’re filing on behalf of a business, enter the business name and your name as the authorized representative.
| Field | What to Enter |
|---|---|
| Name | Your full legal name (must match your photo ID exactly) |
| Business name | Your company’s legal name, if applicable |
| Address | Your current physical home or business address (not the CMRA address) |
| Phone | A phone number where you can be reached |
| Your email address for correspondence |
The address you enter here should be your actual residential or business address, not the address of the CMRA where you’ll receive mail. This is your “address of record” for USPS purposes.
Section 2, Agent Information
This section identifies the CMRA that will receive mail on your behalf. Your virtual office or virtual mailbox provider will typically pre-fill this section or provide you with the exact information to enter.
Enter the agent’s business name, their street address, and their CMRA registration number if provided. For Alliance Virtual Offices customers, this information is included in the onboarding materials, so you won’t need to look it up separately.
Section 3, Types of Mail Authorized
Form 1583 allows you to specify which classes of mail your agent is authorized to receive. In most cases, you’ll want to authorize all classes of mail. The form provides checkboxes for:
| Mail Class | Description |
|---|---|
| All mail | Authorizes receiving every type of USPS mail |
| Letters and flats | First-class mail, magazines, large envelopes |
| Parcels | Packages delivered by USPS |
| Restricted delivery | Mail requiring a signature or specific recipient |
| Periodicals | Newspapers, magazines, newsletters |
Unless you have a specific reason to restrict mail types, select “All mail” to avoid situations where your agent cannot accept a delivery on your behalf.
Section 4, Identification Requirements
This is the section that causes the most friction. The USPS requires two valid forms of identification, and the Form 1583 ID requirements are specific about what qualifies.
Primary ID (must be a current, government-issued photo ID):
| Acceptable Primary ID | Notes |
|---|---|
| U.S. state driver’s license | Must be current and not expired |
| U.S. state non-driver ID card | Government-issued photo ID |
| U.S. passport or passport card | Current and valid |
| Foreign passport | Must be current |
| U.S. Permanent Resident Card (Green Card) | Must be current |
| U.S. military ID | Current and valid |
| Matricula Consular | Issued by Mexican consulates |
| NEXUS card | Trusted traveler program ID |
Secondary ID (must confirm your address):
| Acceptable Secondary ID | Notes |
|---|---|
| Voter registration card | Must show current address |
| Vehicle registration card | Must show current address |
| Home or vehicle insurance policy | Must show current physical address |
| Mortgage or deed of trust | Must show current address |
| Lease or rental agreement | Must be long-term (not month-to-month in all cases) |
| U.S. passport or passport card | Can serve as secondary if not used as primary |
Not accepted as secondary ID: Utility bills, bank statements, credit card statements, or any document that shows only a PO Box address. This catches many applicants off guard, double-check that your secondary ID shows a physical street address before you begin the notarization process.
Both IDs must be current (not expired) and the name on each must match the name you entered in Section 1. Even minor discrepancies, a middle name on one document but not the other, for example, can trigger a rejection.
Section 5, Signature and Date
Sign and date the form. If you’re completing the form electronically through an online notarization platform, your electronic signature will be captured during the notarization session.
The signature confirms that the information is accurate, that you understand the CMRA mail authorization regulations, and that you are authorized to file on behalf of any listed business entity.
Pro tip: If you’re completing the ps form 1583 as a fillable PDF on your computer, fill in Sections 1 through 4 before your notarization session. This saves time during the live session itself, since the notary only needs to witness your signature, they don’t need to watch you fill in every field. Save a copy of the filled form before the session in case you need to make corrections.
Form 1583 Notarization Requirements and Online Options
USPS requires that Form 1583 be either notarized or signed in the presence of a CMRA employee who verifies your identity. These are the only two options, you cannot simply sign the form at home and mail it in.
Option 1: Notarization (In-Person or Online)
Traditional notarization involves visiting a notary public, presenting your two forms of ID, and having the notary witness your signature. The typical cost ranges from $5 to $25 per session, depending on your state and whether you use a mobile notary.
Here’s the good news: online notarization Form 1583 processing is now widely accepted. Remote Online Notarization (RON) allows you to complete the entire process from your computer via a live video session with a commissioned notary. The notary verifies your identity, witnesses your electronic signature, and applies their digital seal, all in a single session that typically takes 10 to 15 minutes.
The USPS accepts notarizations performed through RON platforms, and all U.S. states recognize notarizations performed in other states under the “comity” principle. This means even if your state hasn’t explicitly authorized RON, a notarization performed by a RON-commissioned notary in another state is still valid for Form 1583 purposes.
| Notarization Method | Cost | Time | Convenience |
|---|---|---|---|
| In-person notary | $5–$25 | 15–30 min + travel | Low, requires scheduling and travel |
| Mobile notary (comes to you) | $25–$75 | 15–30 min | Medium, still requires scheduling |
| Online notarization (RON) | $10–$25 | 10–15 min | High, complete from any device |
| CMRA employee verification | Free | 10–15 min | Medium, requires in-person visit |
| Alliance OneNotary (during signup) | Included | 10–15 min | Highest, built into onboarding |
What to Prepare Before Your Notarization Session
Whether you choose in-person or online notarization, gather these items before you begin:
- Your completed (or partially completed) Form 1583, many online platforms let you fill in the form during the session
- Your primary photo ID (current, government-issued)
- Your secondary address-confirming ID (see the ID requirements table above)
- A device with a camera and microphone (for online notarization)
- A quiet, well-lit space (online notaries need to verify your identity visually)
Having everything ready before you start prevents the most common delay: realizing mid-session that your secondary ID doesn’t meet the USPS requirements. Double-check both documents against the acceptable ID tables above.
Option 2: Signing Before a CMRA Employee
If your CMRA provider has a physical location where you can appear in person, you can skip notarization entirely by signing the form in front of a CMRA employee. The employee verifies your two forms of ID and witnesses your signature. This option is free but requires a physical visit to the CMRA’s location.
Not all CMRA providers offer in-person verification, many virtual mailbox services operate entirely remotely. If your provider doesn’t have a physical office you can visit, notarization (in-person or online) is your only path. Check with your provider before assuming this option is available.
Alliance’s OneNotary Integration
Alliance Virtual Offices partners with OneNotary to offer online notarization Form 1583 processing directly within the signup flow. When you start an Alliance virtual office plan, the Form 1583 completion and notarization are integrated into the onboarding process, you complete the form, connect with a live notary via video, and finish the entire process in one sitting.
This eliminates the need to find a local notary, schedule an appointment, and bring physical documents. The entire Form 1583 notarization requirements checklist is handled within the Alliance onboarding workflow.
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Form 1583 for LLCs and Business Entities
This is one of the most underserved topics in existing Form 1583 guides. Most content focuses on individual applicants, but the majority of virtual office customers are business entities. Here’s how each entity type should handle Form 1583.
| Entity Type | Who Signs | ID Required |
|---|---|---|
| Sole proprietor | The individual owner | Personal ID |
| Single-member LLC | Managing member | Personal ID of the member |
| Multi-member LLC | One authorized member | Personal ID of the signing member |
| Corporation | Officer (president, CEO, secretary) | Personal ID of the officer |
| Partnership | General partner | Personal ID of the signing partner |
| Trust | Trustee | Personal ID of the trustee |
| Estate | Executor/administrator | Personal ID of the executor |
LLCs (Single-Member and Multi-Member)
For an LLC, Form 1583 for LLC filing requires an authorized representative to sign, typically the managing member or a member with documented signing authority. The representative signs on behalf of the LLC and provides their own personal identification (not business documents).
For multi-member LLCs, only one authorized representative needs to complete the form. You do not need every member to sign. The signing member should be someone whose name appears in the LLC’s operating agreement or articles of organization as authorized to act on the entity’s behalf.
Sole Proprietors
If you operate as a sole proprietorship, you sign Form 1583 as yourself, the individual. Enter your DBA (doing business as) name in the business name field and your personal legal name in the applicant field. Your personal IDs are the only documents required.
Sole proprietors sometimes wonder whether they need to provide their EIN letter or DBA registration as part of the Form 1583 process. The answer is no, those documents are not required for the USPS form itself. However, your CMRA provider may request them separately for their own onboarding compliance.
Corporations (C-Corp, S-Corp)
An officer of the corporation, typically the president, CEO, or secretary, signs the form as the authorized representative. The officer provides personal identification. If someone other than an officer is signing, they should carry a corporate resolution or board authorization.
Trusts and Estates
The trustee or executor signs on behalf of the trust or estate. Provide the trust or estate name in the business name field and the trustee/executor name as the applicant. Personal identification of the signing individual is required.
In all cases, the entity’s business documents (articles of incorporation, operating agreement, EIN letter) are not substitutes for personal ID. The USPS requires personal identification of the human being who signs the form.
Troubleshooting Common Form 1583 Issues
Even with careful preparation, Form 1583 submissions can be rejected or delayed. Here are the most common issues and how to resolve them.
Understanding these entity-specific requirements is critical because USPS rejections related to business entity filings are among the most common, and most avoidable, reasons for Form 1583 delays. The USPS does not accept “the company” as an applicant; it requires a named individual who is authorized to act on the entity’s behalf.
Form Rejected by USPS, Common Reasons and Fixes
| Rejection Reason | How to Fix |
|---|---|
| Name mismatch between ID and form | Ensure the name on the form matches your photo ID exactly, including middle names, suffixes, and hyphens |
| Expired identification | Both IDs must be current at the time of notarization, renew before signing |
| Secondary ID shows PO Box only | Your address-confirming ID must show a physical street address, not a PO Box |
| Missing or incomplete notarization | The form must be notarized or signed before a CMRA employee, a simple signature is not sufficient |
| Incorrect agent information | Double-check the CMRA’s name, address, and registration details with your provider |
| Illegible handwriting | If completing by hand, print clearly, or use the fillable PDF version |
If your form is rejected, your CMRA provider will typically notify you of the specific issue. Correct the problem and resubmit, you do not need to start a completely new application in most cases.
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How Often Does Form 1583 Need to Be Renewed?
USPS Form 1583 does not have an automatic expiration date. Once filed and accepted, it remains on file with the USPS as long as you continue using the same CMRA agent at the same address.
However, you will need to file a new form 1583 in these situations:
- You switch to a different CMRA provider
- Your current CMRA relocates to a new address
- You change your legal name
- Your CMRA provider requires periodic re-verification (some providers request renewal every one to three years as a best practice)
Alliance Virtual Offices notifies customers proactively if any action is required regarding their Form 1583 status, so you won’t need to track renewal dates independently.
It’s worth noting that while the USPS does not impose an expiration, keeping your Form 1583 current is a best practice. If your personal information changes, such as a new home address or a legal name change after marriage, update your form promptly to avoid any interruption in mail delivery.
Your CMRA provider can guide you through the update process, which typically involves filing a new form rather than amending the existing one.
Form 1583 for International Users
International applicants can complete USPS Form 1583, but the ID requirements require additional attention. A current foreign passport serves as an acceptable primary ID. For the secondary ID, the options are more limited, international users may use a second government-issued photo ID from their home country, a U.S. state ID if they have one, or a long-term U.S. lease agreement if they maintain a U.S. address.
| International Applicant Scenario | Primary ID | Secondary ID Options |
|---|---|---|
| Non-U.S. resident, no U.S. address | Foreign passport | Second foreign government ID, foreign driver’s license |
| Non-U.S. resident with U.S. lease | Foreign passport | U.S. lease agreement showing physical address |
| U.S. resident with foreign citizenship | Foreign passport or U.S. state ID | Vehicle registration, voter registration, or lease |
The most practical approach for international users is online notarization. RON platforms can connect you with a commissioned notary regardless of your physical location, provided you have valid identification and a device with a camera and microphone.
Alliance’s OneNotary integration is particularly useful for international customers, since it handles both the form completion and notarization in a single online session without requiring a physical visit to a U.S. location.
One additional consideration for international users: the USPS mail forwarding authorization provided by Form 1583 only covers mail delivery within the United States. If you need mail forwarded to an international address, confirm that your CMRA provider offers international forwarding as part of their service, it’s not a USPS requirement, but a provider-specific feature.
Complete Your USPS Form 1583 and Start Receiving Mail
USPS Form 1583 is a required step for anyone who receives mail through a virtual office, virtual mailbox, or any other CMRA provider. Here are the five key takeaways:
- Form 1583 authorizes your CMRA to receive mail on your behalf, it’s required by federal regulation (39 CFR 111.2), not optional.
- You need two forms of valid ID: one government-issued photo ID and one address-confirming document. Utility bills and bank statements are not accepted.
- The form must be notarized or signed before a CMRA employee. Online notarization through RON platforms is widely accepted and typically takes 10 to 15 minutes.
- LLCs and other business entities need one authorized representative to sign with personal ID, business documents alone do not satisfy the requirement.
- The form does not expire automatically, but you’ll need to refile if you change providers or your agent relocates.
Alliance Virtual Offices simplifies the entire process through its OneNotary integration. When you start a virtual office plan with Alliance, Form 1583 completion and notarization are built directly into the signup flow, no separate appointments, no hunting for a local notary, and no confusion about which fields to fill in.
Further Reading
