PS Form 3801-A "Agreement by a Hotel, Apartment House, or the Like"

What Is PS Form 3801-A?

PS Form 3801-A, Agreement by a Hotel, Apartment House, or the Like - also known as the USPS Form 3801-A - is a form used for allowing an authorized representative of a hotel, apartment house, or the like, to receive registered mail on behalf of the addressee. The form was released by the United States Postal Service (USPS) and revised on July 1, 1998. An up-to-date PS Form 3801-A fillable version is available for download below.

The related PS Form 3801 (Standing Delivery Order) is a form used for authorizing an agent to receive restricted delivery mail on behalf of the addressed recipient, which may be an individual or a firm.

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PS Form 3801-A Instructions

The PS Form 3801-A, which may contain up to four representatives, is treated as an agreement between the hotel, or the like, and the USPS.

Registered mail addressed to guests or employees of hotels, apartment houses, or the like, are delivered to the authorized representatives, who are designated by the management of the hotel or apartment house by means of this form. The authorized representative of the hotel (or the like) agrees to assume full responsibility for the registered mail that is delivered to them. When the authorized representative receives the USPS registered mail addressed to guests or employees of hotels, occupants of apartment houses, or the like, said representative agrees to the following:

  1. Accept delivery;
  2. Become financially responsible to the addressee of the registered mail or to the US Postal Service;
  3. Safeguard and dispose of all registered mail entrusted to them by the Postal Service for subsequent delivery to the addressee;
  4. Keep such record of the mail for two years (showing the date of receipt, registration number, post office's name, and state of origin, exact address on the article, article condition - if other than good-, disposition manner, and disposal date.)

However, if delivery of the registered mail is restricted by the sender, it may not be delivered to the said representative, unless the addressee has authorized that person in writing to receive it. The authorization may be made by a letter to the postmaster, by filing a PS Form 3849, Delivery Notice/Reminder/Receipt, or by filing a PS Form 3801, Standing Delivery Order.

Should any change occur in ownership or management of the apartment house, hotel, or the like, the owner of the said building should immediately notify the local post office in writing. The same procedure shall be followed if any change occurs regarding the individuals mentioned in the form as the authorized persons to mail. Thus, by signing the form, the owner assumes responsibility for any failure to immediately notify the post office. It is worth noting that the carriers are instructed to report to the post office, without delay, if they suspect that there has been any change (as mentioned above.

The owner of the hotel, apartment house, or the like, must sign the form for it to be valid. Alternatively, they can authorize another person in writing to sign on their behalf. Such authority must be filed at the post office together with the PS 3801-A Form. If the apartment house, hotel, or the like, is managed by a person or organization that is not the owner and does not act on behalf of the owner, then the agreement must be signed by such person or organization instead; or, alternatively, by their authorized representative.

The form can be discontinued at any time by the USPS or by the owner of the hotel, apartment house, or the like (or by the person authorized to sign the form) upon submission of a written notice to the other party involved.

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United S tates Postal Service
Agreement by a Hotel, Apartment House , or the Like
to Assume Responsibility for Registered Mail Delivered to an Authorized Representative of a Hotel, Apartment House, or the Like
In consideration of the US Postal Service making del ivery to
livery to the addressees; and,
the undersigned of registered mail addressed (as the case
4. To keep for two years such record o f the mail as will show
may be) to guests or employees of hotels, occupants of apart-
date of receipt, registration n umber, name of post office, and
ment houses, or the like, when delivery has not been restrict-
state of origin, exact address borne by the article, condition of
ed by the sender or addressee, without a written order from
the article if other than good, manner of disposition, and date
the addressee and even thought the matter is not addressed
of disposal.
in care of the institution, the undersigned agrees to:
The undersigned further agrees to take receipts for all such
1. Accept delivery;
mail from the addressees when delivered, or from the proper
2. Become financially responsible t herefor to the US Postal
postal employee when returned by the undersigned for any
Service or to the owners of the mail involved as it or their in-
reason prior or subsequent to d elivery to the addressee.
terests may appear;
Until otherwise advised, delivery of registered mail will be
3. Properly safeguard and dispose of any and all registered
made to the following designated person o r persons as autho-
mail which may be intrusted to it by the Postal Service for de-
rized representatives of the undersigned:
Designated Representative's Signature
Designated Representative's Signature
Designated Representative's Signature
Designated Representative's Signature
The undersigned agrees to immediately notify the local post
or concern or by his or its authorized representative.
office, in writing, of any change in ownership or management
of the institution, or of the persons named in this agreement
NOTE: The agreement requires the hotel, apartment house,
as being authorized to receive the registered mail of the insti-
or the like to immediately notify the local post office, in writing,
tution and hereby assumes responsibility for any failure to im-
of any change in the ownership or management of the institu-
mediately give such notice.
tion, or of the persons named as authorized to receive the reg-
istered mail. The postmaster will also instruct carriers to
This agreement is to be executed by the owner of the hotel,
immediately report any instances noted by them where there
apartment house, or the like, or by a person having written au-
has been apparently been a change in the ownership or man-
thority from the owner to sign the agreement, which authority,
agement, or in persons named in the agreement as being au-
or a copy thereof, must be filed at the post office with the
thorized to receive the registered mail of the institution
agreement. If the hotel, apartment house, or the like is being
It is understood by the undersigned that this agreement can
operated by a person or concern under a lease, receivership,
be discontinued by the Postal Service or by the undersigned
or other form of operation, and not on behalf of the owner, this
at any time upon written notice to the other party involved.
agreement should be signed by such person
Hotel, Apartment House, or the Like
Witness
Name of Hotel, Apartment House, or the Like
Printed Name
Address (No., St. City, St., & ZIP + 4)
Signature
By (Printed Name)
Date Signed
Title
Postal Service
City, State, ZIP + 4
Signature
Postmaster Signature (Or designee)
Postmark
3801-A,
PS Form
July 1998 (Page 1 of 2)
United S tates Postal Service
Agreement by a Hotel, Apartment House , or the Like
to Assume Responsibility for Registered Mail Delivered to an Authorized Representative of a Hotel, Apartment House, or the Like
In consideration of the US Postal Service making del ivery to
livery to the addressees; and,
the undersigned of registered mail addressed (as the case
4. To keep for two years such record o f the mail as will show
may be) to guests or employees of hotels, occupants of apart-
date of receipt, registration n umber, name of post office, and
ment houses, or the like, when delivery has not been restrict-
state of origin, exact address borne by the article, condition of
ed by the sender or addressee, without a written order from
the article if other than good, manner of disposition, and date
the addressee and even thought the matter is not addressed
of disposal.
in care of the institution, the undersigned agrees to:
The undersigned further agrees to take receipts for all such
1. Accept delivery;
mail from the addressees when delivered, or from the proper
2. Become financially responsible t herefor to the US Postal
postal employee when returned by the undersigned for any
Service or to the owners of the mail involved as it or their in-
reason prior or subsequent to d elivery to the addressee.
terests may appear;
Until otherwise advised, delivery of registered mail will be
3. Properly safeguard and dispose of any and all registered
made to the following designated person o r persons as autho-
mail which may be intrusted to it by the Postal Service for de-
rized representatives of the undersigned:
Designated Representative's Signature
Designated Representative's Signature
Designated Representative's Signature
Designated Representative's Signature
The undersigned agrees to immediately notify the local post
or concern or by his or its authorized representative.
office, in writing, of any change in ownership or management
of the institution, or of the persons named in this agreement
NOTE: The agreement requires the hotel, apartment house,
as being authorized to receive the registered mail of the insti-
or the like to immediately notify the local post office, in writing,
tution and hereby assumes responsibility for any failure to im-
of any change in the ownership or management of the institu-
mediately give such notice.
tion, or of the persons named as authorized to receive the reg-
istered mail. The postmaster will also instruct carriers to
This agreement is to be executed by the owner of the hotel,
immediately report any instances noted by them where there
apartment house, or the like, or by a person having written au-
has been apparently been a change in the ownership or man-
thority from the owner to sign the agreement, which authority,
agement, or in persons named in the agreement as being au-
or a copy thereof, must be filed at the post office with the
thorized to receive the registered mail of the institution
agreement. If the hotel, apartment house, or the like is being
It is understood by the undersigned that this agreement can
operated by a person or concern under a lease, receivership,
be discontinued by the Postal Service or by the undersigned
or other form of operation, and not on behalf of the owner, this
at any time upon written notice to the other party involved.
agreement should be signed by such person
Hotel, Apartment House, or the Like
Witness
Name of Hotel, Apartment House, or the Like
Printed Name
Address (No., St. City, St., & ZIP + 4)
Signature
By (Printed Name)
Date Signed
Title
Postal Service
City, State, ZIP + 4
Signature
Postmaster Signature (Or designee)
Postmark
3801-A,
PS Form
July 1998 (Page 1 of 2)
Authority to Execute a PS Form 3801-A
on Behalf of a Corporation
Corporation Name
Corporation Secretary
Date of Meeting (Mo., day, yr.)
I, the corporation secretary named above, do hereby certify that at a meeting of the board of directors (date above) the following
resolution was duly passed and recorded in the minutes of the corporation:
RESOLVED, that the (Name of corporate officer) ___________________________________________
of the (Full name of corporation) _________________________________________________________
do this corporation is hereby authorized to execute the US Postal Service's standard form of agreement
covering the reception and treatment of registered mail addressed to g uests and employees at the (Name
of hotel, motel, or apartment house
) ______________________________________________________.
RESOLVED, further that the US Postal Service is authorized to rely upon this resolution until receipt by it
of written notice of any change.
Secretary's Signature
Corporate
Seal
PS Form 3801-A, July 1998 (Page 2 of 2)
Page of 2