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The United States Postal Service (USPS) has implemented updates to its postmark date system that may affect how regulatory agencies determine the official receipt date of mailed documents. While the intent of this change is to modernize mail processing, it does introduce important timing considerations for regulatory filings and compliance submittals.

At CK, we’re staying ahead of this shift so our clients can stay focused on their operations with peace of mind that their compliance needs remain in good hands.

What’s Changing

Under the updated USPS system, postmark dates may no longer consistently reflect the exact day a document is physically mailed. In some cases, postmarks may be applied later in the mail-processing cycle, which could impact deadlines where agencies rely strictly on postmark date rather than delivery confirmation.

For time-sensitive regulatory submittals, this change increases the risk that mailed documents could appear late even when they were sent on time.

How This May Affect Clients

Certain environmental and regulatory programs require documentation to be postmarked by a specific deadline. With this USPS change:

• Relying solely on traditional mail postmarks may carry added risk
• Agencies may question compliance timing if postmarks are delayed
• Proof of timely submission becomes more important than ever

How CK Is Navigating the Change

CK is proactively adjusting our internal processes to protect our clients and maintain compliance certainty. Our approach includes:

• Earlier submission planning to build in additional buffer time
• Expanded use of electronic submittals where allowed or encouraged by agencies
• Alternative delivery methods (such as tracked or certified services) when mailing is required
• Clear documentation and records to support proof of timely submission
• Client communication and coordination for deadlines that may be affected

We are also closely monitoring regulatory agency guidance as they adapt to the USPS changes and will adjust our practices as expectations evolve.

What Clients Can Expect from CK

As always, CK’s priority is compliance confidence. You can expect:

• Thoughtful planning around deadlines
• Transparent communication when mailing timelines matter
• Practical, forward-thinking solutions that reduce risk
• A steady partner who keeps up with changes so you don’t have to

If you have questions about how this change may affect a specific submittal or program, your CK project team is ready to help. We’ll walk alongside you and make sure deadlines are met no surprises, no scrambling.

Additional details regarding this change can be found in the Federal Register notice USPS Postmark Date System Updates (FR Doc. 2025-20740)

Charles Roccaforte joins CK Associates’ Woodlands office as a Senior Scientist on the Air Team. Charles brings 30 years of experience supporting complex industrial operations, achieving and maintaining compliance excellence. Charles has extensive knowledge and experience in regulatory compliance, including developing compliance programs, federal and state air permitting, and auditing, and has strong relationships with federal and state regulatory agencies. His career includes nearly two decades at the ExxonMobil Beaumont Complex, where he supported one of the largest refineries in North America.

Throughout his career, Charles has built a strong reputation for his collaborative leadership style, his ability to translate complex rules into clear, actionable guidance, and his skill in fostering positive relationships with regulatory agencies and internal stakeholders. He has developed compliance assurance systems, led major permitting initiatives and conducted audits to ensure continuous improvement.

October’s Louisiana Section of the Air & Waste Management Association’s 2025 Annual Conference features seven speakers from CK Associates across six presentations. Their session titles include:

• HON Rule & POTUS Action – Navigating CAA Sec 112
• Tips & Tactics for HON Flare Management Plans
• IT Responses in 2025- Do’s and Don’ts
• Louisiana Air Permitting 101
• WOTUS Permitting in a Post-Sackett World
• Overview of Potable Water for Industrial Users

Our team values sharing its expertise.  Speakers include David Hawley, Claire Odenweller, Robert Berg, Karen Blakemore, Reagan Berry, Anna Bearden and Phil Kerr.