Timelines just got tricky: A discreet U.S. Postal Service change could trip up your ballots and benefits

(Update: adding video, statement from USPS, comments from Deschutes County clerk)

BEND, Ore. (KTVZ) -- When you drop a letter in the mail, you probably assume the postmark date reflects that same day. But after recent changes by the U.S. Postal Service, that may no longer be the case.

The USPS quietly changed its postmarking process at the end of 2025. Now, the date on mail will reflect when it’s processed, not when it’s dropped into a mailbox — a difference that matters for time-sensitive mail like voter registration, government benefits, and election ballots.

Deschutes County Clerk Steve Dennison told us that for election officials, the change itself isn’t a concern — the focus is on making sure people plan ahead.

“The fact that the USPS may not be postmarked something sooner doesn’t change the way we’re evaluating, but it could change the messaging that we’re sending out,” Dennison said. “If you’re mailing something to our office that’s time-sensitive, and postmarks are permissible, just either mail it early, and/or bring it to the counter.”

Dennison said the process at the Deschutes County Clerk’s Office remains black and white. If the postmark date is past a deadline, the document won’t be valid — even if it was dropped in the mail on time.

“We’re following the law. We’re being consistent. We’re applying this consistently,” Dennison said. “We’re just asking the voters and the citizens to take that initiative and make sure they do mail things early.”

In a statement to KTVZ News, the U.S. Postal Service said the update to its Domestic Mail Manual doesn’t change their postmarking procedures, but helps clarify existing practices and improve public understanding.

“Virtually all letters or flats sent by individuals using stamps (such as cards, letters and tax returns) receive a postmark,” USPS said in a statement. “If a customer wants to ensure that a mailpiece receives a postmark and that the postmark aligns with the date of mailing, the customer may take the mailpiece to a Post Office, station, or branch and request a manual (local) postmark at the retail counter when tendering their mail piece.”

The Postal Service also noted that customers can purchase Certified or Registered Mail to receive a receipt with tracking information. It said the updated Domestic Mail Manual “does not signal a change in postmarking procedures with regard to how or what we postmark, but is instead intended to improve public understanding of the information postmarks convey, when in the course of operations they are typically applied, and their relationship to the date of mailing.”

Here in Central Oregon, as election season approaches, residents can also drop off their ballots at official ballot drop boxes located throughout the counties. Those do not require postal processing and provide an alternative to mailing.

The bottom line: if you’re cutting it close to a deadline on time-sensitive mail, bring it directly to the post office for immediate processing. You can also check with your recipient to see if in-person drop-off is an option.