Glossary and Sample Forms

📚 Glossary of Key Terms and Acronyms

Accountables

Mail requiring a signature or tracking (Certified, Registered, Insured, Express). Must be signed out/in and handled with care.

Auxiliary Assistance

Help requested via PS Form 3996 when a route exceeds 8 hours. May include another carrier assisting.

CCA (City Carrier Assistant)

Non-career carrier hired for 360-day terms. May convert to career. Subject to different rules from career carriers.

COR (Computerized On-site Route Adjustment Tool)

Software used to adjust routes using PS Form 3999 data. Requires justification on PS Form 1840 Reverse.

Curtailed Mail

Mail withheld from delivery due to valid reasons. Must be reported and documented.

DPS (Delivery Point Sequenced Mail)

Letter mail sorted in delivery order by machine. Typically delivered as-is.

ELM

Employee and Labor Relations Manual. Covers pay, leave, benefits, and conduct policies.

Form 1767

Used to report unsafe conditions. Management must respond in writing.

Form 1838-C

Tracks mail volume during inspections. Completed daily by carrier.

Form 1840 / Reverse

Summary of route inspection and adjustments. Reverse must explain time changes.

Form 3971

Used to request or report leave. Signed by both employee and supervisor.

Form 3996

Used to request overtime or help when expected to exceed 8 hours. Must be submitted before street duties.

Form 3999

Completed during street observation day. Details line of travel and street activity.

FSS

Flats Sequencing System. Flats sorted in delivery order; may or may not be cased.

Grievance

Formal complaint filed for violations of contract or policy.

Hot Case Mail

Late-arriving mail placed in a designated "hot case" area for delivery.

Line of Travel

The prescribed delivery route and sequence. Must be followed unless authorized otherwise.

MSP (Managed Service Point)

Scannable barcodes verifying delivery at key locations.

NALC

National Association of Letter Carriers. Union representing city carriers.

ODL (Overtime Desired List)

Full-time carriers who have volunteered for overtime. Must be offered OT before non-ODL carriers.

POM

Postal Operations Manual. Policy guide for operations and delivery procedures.

PS Form

Postal Service forms with unique numbers and uses (e.g., 3996, 1838-C).

Pivoting

Temporary reassignment of part of a route for balancing workloads.

Pull Down

Organizing cased mail into trays or satchels in delivery sequence.

Satchel

Mailbag for carrying mail on foot routes.

SOP (Standard Operating Procedures)

Local instructions aligned with national policy.

Steward

Union representative who assists with grievances, inspections, and representation.

Street Time

Time spent on delivery including walking, driving, and pickups.

Swing / Aux Route

Partial or smaller route, often worked by CCAs.

Weingarten Rights

Right to union representation during investigatory interviews.

📄 Appendix A: USPS Forms for City Letter Carriers

Form #	Title	Purpose & Use
PS Form 1767	Report of Hazard	Report unsafe conditions. Requires management response.
PS Form 1838-C	Carrier's Count of Mail	Records mail volumes during inspection week.
PS Form 1840	Summary of Count	Summarizes data for route adjustment.
PS Form 1840 Reverse	Adjustment Explanation	Details reasons for time changes.
PS Form 3849	Delivery Notice	Left for missed deliveries of accountable mail.
PS Form 3811	Return Receipt	Shows proof of delivery/signature.
PS Form 3971	Leave Request	Submit for any type of leave.
PS Form 3996	Auxiliary Control	Request for help/overtime. Submit before leaving office.
PS Form 3997	Route Schedule	Lists route assignments and times.
PS Form 3999	Street Observation	Documents actual delivery on inspection day.
PS Form 4570	Vehicle Condition	Inspect USPS vehicle and report issues.
PS Form 1571	Undelivered Mail Report	Explains curtailed mail not delivered.
PS Form 1357	Temp ID Card Request	Used while awaiting permanent badge.
PS Form 1572	Dog Warning Card	Alerts carriers of dog hazards at addresses.
NALC Daily Log	Carrier's Daily Log	Tracks workday details. Highly recommended.
CA-1	Traumatic Injury	Report sudden injuries on the job.
CA-2	Occupational Disease	Report long-term exposures or injuries.

✅ Key Notes for Carriers

• Always keep a copy of any form you sign or complete.
• Use PS Form 3996 for any expected overtime — even if denied.
• Submit PS Form 1767 for any safety concern.
• Maintain personal logs with the NALC Daily Log or notebook.