On December 24, 2025, the United States Postal Service (USPS) changed how it puts dates (postmarks) on your mail. This change can affect when the taxing authorities consider your payment as “on time.”
Here’s what you need to know about this update and what you should do to protect yourself from late fees or penalties.
The postmark shows the day that your mail is first processed at the sorting center. This could be up to a week or more after you actually mailed it.
Taxing authorities use the postmark date to decide if your tax payment was mailed on time. If the postmark is after the deadline, taxing authorities may say that your payment is late, even if you mailed it before the deadline. This could mean late fees or penalties.
You drop your tax payment in a blue mailbox on April 15 (the payment deadline). USPS doesn’t process it until April 23. The postmark says April 23. The IRS will treat your payment as late.
Paying online (with websites like IRS Direct Pay) gives you instant proof of when you sent your payment. With this method, you don’t have to worry about postmarks or mail delays.
Trout CPA strongly encourages the use of electronic payment over mail in all possible situations. Instructions for using online payment options can be found at https://www.troutcpa.com/faqs.
If you must mail something, use certified mail. If you go to the post office counter and ask for certified mail, you will get a stamped receipt showing the exact date you mailed your item. This is strong proof for the IRS that you mailed it on time.
If you’re at the post office, ask the clerk to hand-stamp your envelope with the date. This shows the real date that you mailed it.
If you can’t use certified mail or electronic payment, mail your documents several days or weeks in advance of the deadline to avoid problems.
Note: Mail is not guaranteed to reach its destination. With electronic payment, you have almost instant proof of payment, avoiding notices and having to follow up with Trout CPA to verify that the tax authority has received your payment.
The date on your mail may no longer be when you actually mailed it. To avoid problems with taxing authorities, use electronic payment. If that is not possible, use certified mail for documents that you send to a taxing authority and keep your receipts.
Michael Carr serves as the Director of Tax Resolution Services at Trout CPA, leading a dedicated team of CPAs focused on helping clients navigate the complexities of tax notices from various authorities.
Taxpayers often receive intimidating and confusing notices demanding additional payments for taxes, interest, and penalties. Michael and his team are committed to providing swift resolutions, ensuring clients only pay the accurate amount owed. They employ various strategies, including letter writing, referencing the Internal Revenue Code or manual, engaging in extensive phone calls with taxing authorities, and representing clients in IRS audits.
Michael holds a Bachelor of Science degree in Business Administration with a concentration in Accounting and Finance and a minor in Economics from Shippensburg University.
In addition to his role in tax resolution services, Michael handles all facets of tax planning and preparation and business consulting services. His involvement in the firm's Tax Services Committee showcases his proficiency in assisting clients in navigating the complexities of multiple state authorities.