5-3 Itemized Manifest Format

This section describes the itemized manifest format. Specific formats by class and subclass may be found in the Exhibits section.

5-3.1 Header

The header on the first page of the manifest includes the following:

1. Mailer’s name and address.
2. Date of mailing.
3. Origin Post Office (office where postage is paid), including ZIP Code.
4. Permit imprint number.
5. Class of mail. (For mixed-class manifests, enter “Mixed” or leave blank.)
6. Manifest sequence number.
1. This is a mailer-selected number shown on each MMS document to relate it to a specific manifest mailing. The following are the format requirements:
1. Numbers must be consecutive by manifest type.
2. For mailers with multiple mailing sites, numbers must be consecutive by mailing site and manifest type.
3. Numbers must not repeat within a 12-month period.
2. Gaps in consecutive numbers must be explained when requested by the administering Post Office.
3. Show this number on summaries, postage statement(s), PS Form(s) 8125 for plant-verified drop shipment (PVDS) mailings, and on PS Form 3877 when extra services are used for pieces reported on the manifest.

Note: While manifest sequence numbers have been previously required, the requirement for using consecutive sequence numbers and tracking gaps in sequence numbers is new. Therefore, the Postal Service is allowing mailers and software developers until June 1, 2008, to comply with the new requirements.

7. If using MAC-certified software, the product name and version number; if not using MAC-certified software, the software version number.
8. Processing category.

5-3.2 Body

The body of the manifest is made up of data elements — some required and some optional — about the pieces being mailed.

1. The manifest must list the pieces in ascending order by identification number. If it is a presorted mailing, then list the piece ID numbers by ZIP Code in presort order.
2. Enough elements must be listed to allow the Post Office to determine whether proper postage is paid for all pieces and proper fees are paid for any pieces using extra services.
3. Identify all pieces using extra services, the service(s) used, the value of the individual piece (if applicable), and the fee(s) for that service(s).
4. Each destination entry for PVDS mailings requires a separate manifest and summary. The individual manifests may be formatted and presented as a single document as long as each entry remains separate and identifiable.

5-3.3 Footer

The footer at the bottom of each page of the manifest must show the following:

1. Individual page totals for pieces, weight, and/or postage and fees.
2. Cumulative page totals if the manifest does not include a cumulative postage column (and fees, if applicable) for piece rate mailings or a cumulative weight column and piece count column for piece/pound rate mailings.
3. Page totals and cumulative page totals as needed when using an asterisk to identify Delivery/Signature Confirmation or nonbarcoded pieces.

5-3.4 Summary

The summary consolidates and summarizes the detailed information about the mailing. Examples of summaries are shown in the Exhibits section following the applicable manifest category.

1. If you report more than one class or subclass of mail on a manifest, produce a separate summary for each class or subclass and a grand total summary.
2. PVDS mailings require both a line item summary by entry point and a grand total summary.
3. The summary must include all information necessary to complete a postage statement.
4. A system-generated summary is required for all manifests except those produced by a MAC Gold system.