Short Answer
USPS Form 1583 is the federal authorization form that lets a virtual mailbox provider (called a Commercial Mail Receiving Agency, or CMRA) legally receive and handle your mail. Without a completed, notarized Form 1583 on file, no provider in the United States can accept a single piece of your mail. The form takes about 15 minutes to fill out. You’ll need two forms of ID, and the form must be notarized before your mailbox can be activated.
Key Takeaways
- Form 1583 is legally required by USPS for every person or business using a virtual mailbox, private mailbox, or mail forwarding service in the U.S.
- You need two forms of ID: one government-issued photo ID and one document that confirms your home address.
- Since the April 2023 update by USPS, spouses must each file a separate Form 1583. Children under 18 can be listed on a parent’s form.
- The form does NOT change your mailing address or forward your mail. That’s a separate step.
- USPS now requires all CMRAs to upload Form 1583 data to a centralized Customer Registration Database (CRD) and certify compliance every quarter.
- If you sign up with a provider that doesn’t require Form 1583, walk away. They’re operating illegally, and your mail is at risk.
What Is USPS Form 1583, Exactly?
Form 1583 is officially titled “Application for Delivery of Mail Through Agent.” It’s a two-page federal document that does one critical thing: it tells the U.S. Postal Service that you’ve authorized a specific company to receive, open, scan, and forward your mail on your behalf.
Here’s why that matters. Tampering with someone else’s mail is a federal crime, punishable by up to five years in prison and fines up to $250,000. Without Form 1583, a virtual mailbox provider opening your mail would technically be committing that crime. The form creates the legal bridge between you and your provider, ensuring everything is above board.
Every CMRA in the country is required to have a completed Form 1583 on file for every customer before accepting their mail. This isn’t optional. It isn’t a suggestion. It’s federal regulation under the Domestic Mail Manual (DMM), Section 508.1.8.
Who Needs to Fill Out Form 1583?
If you plan to receive mail through any third party, you need this form. That includes:
Individuals: Expats, digital nomads, frequent travelers, RV dwellers, people relocating, military families, or anyone who simply wants a stable U.S. mailing address that doesn’t change when they do.
Business owners: Founders registering an LLC, e-commerce operators who want to separate home and business mail, remote-first companies that need a professional street address, or teams that need a centralized mail hub.
Organizations: Nonprofits, trusts, and associations that receive mail at a CMRA address.
The requirement applies regardless of your citizenship or where you live. If you’re a non-U.S. resident who needs a U.S. mailing address, you’ll still complete Form 1583 using your passport and an international address document.
What Most Articles Don’t Tell You About Form 1583
Most guides on this topic rehash the same surface-level information. Here’s what actually matters and what the other articles leave out.
1. Your provider is now being audited electronically
In July 2023, USPS rolled out the CMRA Customer Registration Database (CRD). This is a centralized electronic system where every CMRA in the country must upload your Form 1583 data and copies of your identification documents.
What does this mean for you? It means USPS now has direct, real-time visibility into who is receiving mail at every virtual mailbox address in the country. Your CMRA must certify in the CRD every quarter (January 15, April 15, July 15, and October 15) that every Form 1583 on file is current, all termination dates are updated, and no identification documents have expired.
If your provider isn’t keeping up with these quarterly certifications, USPS can suspend mail delivery to their entire operation. That means your mail gets returned to sender. Choose a provider that takes compliance seriously.
2. Spouses now need separate forms
Before the 2023 update, a married couple could share a single Form 1583. That’s no longer the case. USPS now requires each spouse to complete and sign their own form with their own two forms of ID. This is one of the most common reasons applications get rejected.
Children under 18, however, can still be listed on a parent’s Form 1583. Only one form of ID is required for a minor.
3. Your driver’s license can only count once
USPS requires two forms of ID: a photo ID and an address document. Your driver’s license technically qualifies as both (it has your photo and your address). But here’s the catch: you can only use it for one or the other, not both. If you use your driver’s license as your photo ID, you’ll need a separate document for address verification (like a utility bill, lease, voter registration card, or vehicle registration).
4. Form 1583 does NOT forward your mail
Completing Form 1583 gives your provider permission to accept mail addressed to you at their facility. It does not tell USPS to start sending your mail there. Those are two completely different things.
To actually start receiving mail at your new virtual mailbox address, you need to either update your address directly with your senders (banks, insurance companies, the IRS, business registries, subscriptions) or file a USPS Change of Address request, which will redirect mail from your old address.
5. What happens when you leave a provider
If you close your virtual mailbox, your CMRA is required by USPS to continue accepting your accountable mail for six months after termination. They must also retain your Form 1583 and ID copies for at least six months. After that period, any mail that arrives will be returned to sender with an “undeliverable” endorsement.
This is important to understand if you’re switching providers. Plan for overlap. Open your new mailbox, update your addresses with senders, and then close the old one. Leaving a gap means lost mail.
6. Your CMRA cannot modify your Form 1583
USPS explicitly prohibits CMRAs from altering Form 1583 in any way. Modified or altered forms are considered invalid, and mail associated with those forms must be returned to sender. If your provider pre-fills sections of the form for you (which many do, including us), review every field before signing. The accuracy of the information is ultimately your responsibility.
7. Not every provider handles compliance the same way
A CMRA that doesn’t require Form 1583, doesn’t verify your ID properly, or doesn’t maintain its CRD records is operating outside of USPS regulations. If USPS discovers non-compliance, they can suspend delivery to the entire agency. Every customer’s mail gets held.
When you’re choosing a virtual mailbox provider, compliance infrastructure matters more than price.
How to Fill Out USPS Form 1583: Step by Step
The current version of the form is dated April 2023. Make sure you’re using this version (it says “PS Form 1583, April 2023” at the bottom). Older versions will be rejected.
You can download a blank copy from the USPS website, but most providers (including US Global Mail) will give you a pre-filled version in your account dashboard after you sign up.
Here’s what goes in each section:
Box 1 (Date Opened / Date Closed): Enter the date you’re opening the mailbox. Leave the “closed” field blank if you plan to keep it open indefinitely.
Box 2 (CMRA Delivery Address): This is the street address of your virtual mailbox location, plus your assigned mailbox or PMB number. Your provider will supply this.
Box 3 (Type of Use): Check whether you’re using the mailbox for personal/residential purposes or for a business/organization. If you check the business box, you’ll also need to fill out Section 7.
Box 4 (Applicant Information): Your full legal name, phone number, email, and home address. Your home address must match the address on your ID. You cannot list a P.O. Box or another virtual mailbox address here.
Box 5 (Authorized Individual): Optional. If you want someone else (like an assistant or partner) to be able to collect or manage mail at this box, list them here. They’ll need their own two forms of ID.
Box 6 (Forwarding Address): If you want mail transferred to a different address, list it here. This is optional.
Box 7 (Business Information): Required only if you checked “Business/Organization Use” in Box 3. Include the company’s legal name, type of entity, state of registration, and business contact information. An officer of the company must sign the form.
Boxes 8-9 (Applicant’s ID): Select and describe your photo ID and address ID. Include the ID type, number, and issuing authority.
Boxes 10-11 (Authorized Individual’s ID): Same as above, but for the authorized individual listed in Box 5 (if applicable).
Box 12 (Additional Recipients): List any other individuals or business names that will receive mail at this address. For businesses, this is where you add employee names. Each person listed may need to present two forms of ID to the Postal Service upon request.
Box 13 (Signature): Sign and date the form. For a business, an officer must sign and include their title.
Box 14 (Notary): This section is completed by the notary public who witnesses your signature.
Accepted Forms of Identification
USPS requires two forms of ID. Here’s what qualifies:
Photo ID (you need one):
- U.S. state driver’s license or non-driver’s ID card
- U.S. passport or passport card
- Uniformed services ID
- Certificate of naturalization
- U.S. permanent resident card (green card)
- U.S. access card
- Matricula consular
- U.S. university ID card
- NEXUS card
- Foreign passport (for non-U.S. residents)
Address ID (you need one):
- Current lease, mortgage, or deed of trust
- Voter registration card
- Vehicle registration card
- Home or vehicle insurance policy
- Utility bill with your current address
Both IDs must be current and not expired. The name and address on your IDs must match what you enter on Form 1583. If there’s a mismatch, the application will be rejected.
Important: If you’re a non-U.S. resident, foreign-language IDs are generally accepted as long as they correspond to one of the categories above and are legible. Online notary services are typically the easiest path for international customers.
How to Get Form 1583 Notarized
The form must be notarized before your CMRA can accept it. There are several ways to do this:
Online notarization (fastest): Most virtual mailbox providers partner with online notary services. You’ll complete a brief video call, show your IDs, sign the form, and the notary applies their electronic seal. The whole process takes about 10 minutes.
At US Global Mail, we offer online notarization through our dashboard. After you sign up, you can complete the entire Form 1583 process, including notarization, without leaving your computer.
In-person notarization: Banks, UPS Stores, courthouses, and law offices typically offer notary services. Many banks provide free notarization for account holders. Expect to pay $15-$30 at other locations.
International customers: If you’re outside the U.S., online notarization is typically the simplest option. You can also visit a U.S. embassy or consulate, or use a local attorney or bank official who can provide an official stamp and seal.
After You Submit Form 1583: What Happens Next
Once your notarized form and ID copies are submitted, your provider reviews everything for accuracy and completeness. At US Global Mail, this review typically takes 1 business day. After approval, your virtual mailbox is active and ready to receive mail.
But remember: your mailbox is active, but empty. Mail won’t start arriving until you take these steps:
1. Update your address with senders. Banks, credit cards, insurance, subscriptions, government agencies, business registrations. Anywhere that sends you mail.
2. File a USPS Change of Address (optional). This redirects mail from your previous address to your new virtual mailbox address. You can do this online at usps.com or at your local post office.
3. Set up your dashboard preferences. With US Global Mail, you can configure auto-scanning rules, set up notifications, create folders, and integrate with tools like Slack, Dropbox, and Google Drive before your first piece of mail even arrives.
When You Need to File a New Form 1583
Your original Form 1583 stays on file as long as the information on it remains accurate and your IDs haven’t expired. You’ll need to submit a new form if:
- Any of your identification documents expire (your provider should notify you before this happens)
- You change your home address
- You change your name
- You want to add or remove an authorized individual
- You switch to a different CMRA or open a mailbox at an additional location
Each virtual mailbox address requires its own Form 1583. If you have mailboxes with multiple providers or at multiple locations, you’ll need separate forms for each.
Form 1583 vs. Form 1583-A: Don’t Confuse Them
Form 1583 is for you, the customer. Form 1583-A is titled “Application to Act as a Commercial Mail Receiving Agency” and is for the provider/operator.
If you see Form 1583-A during your signup process, something is wrong. That form is not for customers. Make sure you’re completing the standard Form 1583.
Common Mistakes That Delay Your Mailbox Activation
After processing thousands of Form 1583 submissions over 25+ years, here are the errors we see most often:
Using expired IDs. Both forms of identification must be current. If your driver’s license expired last month, you need to renew it first.
Using the same ID for both requirements. Your driver’s license can serve as either your photo ID or your address ID, but not both at the same time.
Listing your new virtual address as your home address. Box 4 asks for your home or business address. This must be your actual physical residence, not the virtual mailbox address you’re signing up for.
Forgetting to notarize. An un-notarized Form 1583 is an incomplete Form 1583. Your provider cannot legally accept it.
Using the wrong version of the form. The current version is April 2023. Older versions will be rejected.
Not filing a separate form for your spouse. Since the 2023 update, each adult needs their own form. A single form covering both spouses will be sent back.
Skipping the business section. If you checked “Business/Organization Use” in Box 3, Section 7 is mandatory.
Frequently Asked Questions
How long does it take to fill out Form 1583? About 5 minutes if you have your IDs handy. Online notarization adds another 10 minutes.
Does Form 1583 cost anything? The form itself is free. Online notarization typically costs $15-$30, depending on your provider. Some providers (including US Global Mail) include notarization in the onboarding process.
Can I fill out Form 1583 online? You can fill in the information online or digitally, but the form still needs to be signed and notarized (which can be done via video call with an online notary).
Does Form 1583 forward my mail? No. Form 1583 only authorizes your provider to accept mail on your behalf. You need to file a USPS Change of Address or update your address directly with senders to start receiving mail.
Can I use Form 1583 for a P.O. Box? Form 1583 is specifically for CMRAs (private mailbox providers and virtual mailbox services). Traditional USPS P.O. Boxes use a different process managed directly by the post office.
Can a non-U.S. resident complete Form 1583? Yes. International customers can use a foreign passport as their photo ID. Address verification can be completed with an international document, and online notarization makes the process accessible from anywhere.
What if I need to receive mail for multiple business names? Each business entity receiving mail at your address needs its own Form 1583. The business section (Section 7) must be completed, and an officer of the company must sign.
How long does my provider keep my Form 1583 on file? Your CMRA must retain your Form 1583 and copies of your ID documents for the duration of your service, plus a minimum of six months after termination. These records must be available for inspection by the Postal Service at all times.
What if I already have a virtual mailbox and want to switch providers? You’ll need to complete a new Form 1583 with your new provider. We recommend keeping your old mailbox active for at least 30-60 days during the transition to avoid missed mail, then formally closing the old account. Your former provider is required to remail qualifying mail for six months after you close your box.
