Postal markings tell different parts of a mailpiece’s story. A postmark generally records a processing place and date; a cancellation prevents postage reuse. They may appear together, but they are not the same mark.
Postal marking field guide
| Marking | Primary function | Record these details |
|---|---|---|
| Postmark | Shows a postal processing place/date | Wording, date, location, machine or hand application |
| Cancellation | Invalidates the stamp for reuse | Bars, waves, slogan, target and overlap with stamp |
| Routing or processing code | Supports sorting and movement | Code, position, color and legibility |
| Service endorsement | States handling such as certified, registered or return service | Exact wording and associated label/number |
| Backstamp or arrival mark | May document transit or receipt in some periods/services | Date, office and side of cover |
The processing-date trap
Under DMM 608.11, a processing-facility postmark normally reflects the first automated processing date. It may differ from the date USPS first possessed the item. A sender who needs a chosen date may request a free manual postmark for up to 50 eligible pieces at a retail counter.
How to transcribe a cover
- Photograph front and back at high resolution.
- Record each mark separately instead of interpreting the entire cover at once.
- Preserve uncertain letters with brackets or question marks.
- Compare place names and dates with the route and stamp issue period.
- For a legal, tax or filing deadline, verify the recipient’s proof standard; a visible postmark may not be sufficient.
Related guides
Sources and verification
Facts on this page were checked on August 31, 2026. Dynamic inventory, prices and USPS rules can change.