Letter Carriers · Daily Routine

Daily Procedures, Habits & Routines

Your day from clock-in to clock-out — office prep, street delivery, schedule, breaks, and the daily habits that protect your time.

🧭 Overview

As a City Carrier Assistant (CCA), daily duties split into two major categories: office work and street delivery. Mastering both protects your time and route while supporting job success.

🏢 Office Duties

Before heading to the street, office time typically includes:

Casing Mail – Sorting flats and letters into your route's case, organizing SPRs and manual flats
Pull Down – Once casing is complete, pulling down mail and preparing it for the route
Loading the LLV – Properly loading your truck (or satchel) in delivery order to minimize time lost on the street
Scanner Setup – Confirming your scanner is ready, battery is charged, and all barcodes are functioning
Clock Rings – Making sure "Begin Tour" and "Leave to Street" are logged in TACS through the MDD scanner

🚶 Street Duties

Once you leave the building and hit "Leave to Street," focus shifts to efficient and safe mail delivery:

Route Familiarization – Walking or driving the route with an OJI to learn turns, patterns, and hazards
Follow the Line of Travel – Deliver in the exact sequence shown on the case and scanner, even if skipping around feels faster. Use relay bags on walking routes; park safely and legally — never block driveways or hydrants
Parcels and SPRs – Scan and deliver parcels and Special Purpose Route mail when prompted. If a delivery can't be made, attempt once, leave PS Form 3849 ("We ReDeliver for You!"), and mark "No Access" or "Attempted" with a reason in the scanner
Scanner Use – Clocking events, MSP scans, package tracking, and logging delivery attempts
Street Safety – Watch for dogs (carry spray, never enter fenced yards uninvited), watch traffic when crossing or exiting the LLV, use handrails and walkways, and never run
Pace – Don't feel pressured to rush; focus on consistency and safety. If you'll need more time, submit PS Form 3996 before leaving the office

🕐 Your Schedule, Breaks & Daily Habits

A steady daily routine protects your time and keeps you safe. Build these habits from day one:

Reporting to work – Arrive at your assigned report time in uniform, ready for instructions, and hit "Begin Tour" on your MDD scanner to start your workday
Lunch – CCAs get an unpaid lunch (usually 30 minutes). Scan "Begin Lunch" and "End Lunch," and take it at the time and place assigned. If your schedule is disrupted, talk to management before skipping or delaying lunch
Comfort (rest) breaks – Generally a paid 10-minute break in each half of your shift (per local practice/MOU). These aren't scanned but should be taken responsibly; report it if conditions prevent a break
Communicate delays early – If you'll run late, tell your supervisor before your expected return time, and use PS Form 3996 to request overtime or auxiliary help

The time-related scan events that anchor your day: Begin Tour → Leave to Street → Begin/End Lunch → Return to Office → End Tour.

🧾 Stand-Up Talks & Daily Communication

Most days begin with a stand-up talk — a short (2–5 minute) briefing from your supervisor covering safety, scanner procedures, weather precautions, holiday plans, or policy changes. They're usually read aloud and posted for reference.

Listen and note – Many talks tie directly to safety and discipline. Write down anything that affects your route or duties for your records, and ask for clarification afterward if something is unclear
Report hazards – If you spot an unsafe condition (damaged LLV, aggressive animal, blocked walkway), fill out PS Form 1767 or notify your supervisor immediately
Speak up respectfully – Be calm and specific when raising concerns, and request a union steward if you're asked to do something unsafe or questionable. You're not expected to know everything — you're expected to ask questions and protect your safety and time

⚖️ Why Office vs. Street Time Matters

During route inspections, USPS compares office and street time against established standards. To protect yourself:

Record clock rings accurately
Use PS Form 3996 if expecting overtime or needing help
Log delays, hazards, or issues with PS Form 1571 or a daily log

🧾 Helpful Forms and Tools

PS Form 1838-C: Tracks casing time and delivery time for route evaluations
PS Form 3996: Request for overtime or auxiliary assistance
PS Form 1571: Curtailment report if mail couldn't be delivered or cased

Know your basic rights

Your schedule, breaks, and a steward's help aren't favors — they're rights. Know the essentials in Basic Rights & USPS Worker Policies, including your Weingarten right to a steward in any interview that could lead to discipline.