USPS employees across 30,000 facilities process thousands of FOIA requests annually, but critical errors were piling up. Inconsistent exemption decisions exposed sensitive data while confusing requesters. On September 9, 2025, USPS released internal guidance addressing these systemic problems - and why it matters to anyone filing FOIA requests.
The United States Postal Service released critical new guidance on September 9, 2025, addressing when FOIA requests must be denied and how to handle exemptions properly. This guidance responds to processing inconsistencies across USPS's facilities and recent court decisions that clarified postal-specific exemption requirements.
This guide reveals the scope of USPS's FOIA crisis, the solutions now in place, and exactly how to navigate their complex system -whether you're processing requests or filing them.
The systemic crisis with FOIA requests that forced USPS to act
Behind the September 9 guidance lies a troubling pattern of failures spanning seven years. USPS facilities operated without standardized FOIA procedures, creating what oversight investigators called "management chaos" and "a great deal of inconsistency in request responses."
The breaking point came with multiple cascading problems. Processing backlogs grew 47% in just one year, with some requests pending nearly three years. Court cases exposed improper exemption applications - USPS was simultaneously over-protecting some information while catastrophically failing to protect other sensitive data.
The most damaging incident occurred in 2018 when USPS released former CIA officer Abigail Spanberger's complete, unredacted security clearance form to opposition researchers. The release included Social Security numbers, medical history, and family details that should never have been disclosed. Investigators found HR staff "ill-equipped" to handle FOIA requests, with no training, no written procedures, and no central oversight.
Training gaps plagued operations across thousands of facilities. Office of Government Information Services investigators discovered that "many FOIA coordinators do not understand FOIA" and field staff were "rarely tasked with responding to requests." Essentially, the workforce is unprepared for compliance requirements, which leads to arbitrary denials, improper exemption applications, and requester confusion.
The decentralized structure meant different facilities provided wildly different responses for similar requests. Some over-applied commercial exemptions while others released sensitive information without proper review. Congressional leaders criticized USPS for "obstructing oversight" while courts noted "unreasonable refusal" patterns in multiple cases.
With 201 requests backlogged and processing times reaching 1,000+ days, USPS faced a compliance crisis that threatened legal challenges and congressional intervention. The September guidance represented emergency damage control—an attempt to impose consistency across a system that had operated without uniform standards for decades.
Four solutions to fix USPS's FOIA breakdown
The systemic failures demanded immediate fixes:
- Clear guidelines for staff - The September 9 guidance provides specific redaction instructions and exemption procedures
- Uniform workflows across facilities - Success depends on rapid implementation, enforcement, and closing training gaps
- Requester checklists and guides - Citizens need clear submission procedures and realistic expectations
- Automated redaction technology - Removes human error from sensitive data handling and prevents embarrassing leaks
The guidance tackles some parts of the training gaps, but lasting reform requires uniform workflows and technology that eliminates manual processing errors.
FOIA exemptions cheat sheet: The two most common USPS denials
USPS uses two primary exemptions that account for the vast majority of redactions: personal privacy protection and commercial information protection. These reflect USPS's unique position as both a government agency and competitive business entity.
Read also: How government agencies can redact sensitive documents?
Personal privacy protection (Exemption 6)
This exemption protects information that would constitute a clearly unwarranted invasion of personal privacy. USPS staff must redact:
- Social Security numbers and dates of birth
- Home addresses and personal phone numbers
- Employee performance evaluations and disciplinary records
- Medical information and personal financial data
- Customer mailing addresses and postal box information
Read also: Top 10 rules for redacting documents in 2025
Commercial information protection (Exemption 4 + Postal-specific)
Under the Postal Reorganization Act, USPS can protect information that "would not be good business practice to publicly disclose." This includes:
- Negotiated contract terms and pricing agreements
- Competitive product performance metrics
- Market-specific revenue data and profitability analysis
- Lease agreements and facility-specific operational data
- Service agreement party identities and commercial relationships
The recent Bloomberg L.P. v. United States Postal Service case strengthened these protections, with courts affirming USPS's authority to protect commercially valuable data under this hybrid framework.
USPS processing timelines: how long does a FOIA request take?
FOIA requests follow standard 20-working-day processing requirements with possible 10-day extensions for complex requests. However, USPS's decentralized structure creates unique timeline challenges that both staff and requesters should understand.
Standard processing timeline
- Initial acknowledgment: Within 20 working days of receipt
- Simple requests: Often completed within the 20-day window
- Complex requests: May require 10-day extension with written notification
- Multi-location searches: Can extend timelines due to coordination requirements
USPS-specific processing challenges
Unlike other federal agencies with centralized records systems, USPS maintains records across approximately 30,000 field offices without a centralized index. This creates coordination complexity that can impact processing times.
Historical data shows USPS's ten oldest requests have exceeded government-wide averages, with some complex multi-location searches requiring 95+ days. The agency maintains performance goals including keeping backlogs below 5% and prioritizing the oldest pending requests.
What affects processing speed
- Request specificity: Vague requests require clarification exchanges
- Record location: Multi-facility searches need coordination time
- Volume and complexity: Large document sets require extended review
- Fee payment: Commercial requesters must pay fees before processing completion
FOIA request example: Proper submission procedures for USPS
Successful FOIA requests to USPS require specific procedural compliance. The Biggins v. USPS case clarified that requests must follow proper submission channels to avoid processing delays.
Required submission elements
Your FOIA request must include:
- Clear "Freedom of Information Act Request" labeling
- Specific description of records sought
- Contact information for response delivery
- Fee category designation (commercial, educational, news media, other)
- Preferred format for record delivery
FOIA request sample format
Subject: Freedom of Information Act Request
Dear FOIA Officer:
Under the Freedom of Information Act, I am requesting access to [specific description of records, including date ranges, locations, and document types].
I am requesting these records in [electronic/paper] format. As a [commercial/educational/news media/other] requester, I understand the applicable fee structure.
Please contact me at [phone/email] if you need clarification or additional information.
Thank you for your assistance.
Sincerely,
[Name and contact information]
Submission channels
Send requests to appropriate USPS FOIA Requester Service Centers, not local postmasters. USPS operates multiple RSCs due to its decentralized structure, and proper routing prevents processing delays.
Best practices for USPS staff processing FOIA requests
Consistent processing procedures ensure compliance and reduce requester confusion across USPS's vast operational network. The September 2025 guidance emphasizes standardization to address processing inconsistencies.
Systematic search procedures
- Determine record custodians: Identify which facilities likely hold responsive records
- Coordinate searches: Contact relevant field offices with specific search parameters
- Document search efforts: Maintain detailed records of locations searched and results
- Apply exemptions consistently: Use the same legal criteria across all facilities when deciding whether to protect personal privacy information (Exemption 6) or commercial data under USPS's business exemption, then use professional redaction tools to properly and permanently remove the protected information
Communication best practices
- Use template letters with consistent language explaining processing timelines
- Provide clear FOIA tracking numbers and contact information
- Explain USPS's decentralized structure when delays occur
- Include Public Liaison contact information for complex requests
Quality control measures
Modern automated redaction tools can help maintain consistency across processing locations. Platforms like Redactable streamline redaction workflows with AI-powered detection of sensitive information, ensuring compliance while reducing manual review time. These tools provide audit trails and standardized exemption marking that support consistent processing.
Training requirements
Essential training areas include:
- 20-day timeline management and extension procedures
- Proper exemption application and redaction techniques
- Fee structure calculation and collection procedures
- Customer service skills for requester interaction
See how Redactable simplifies FOIA redaction - explore the full use case here
Common USPS document types and redaction patterns
Different document categories require specific redaction approaches based on content and applicable exemptions. Understanding these patterns helps both processors and requesters set appropriate expectations.
Employee records
- Typical redactions: Personal identifiers, performance evaluations, disciplinary actions, medical information
- Releasable information: Basic employment dates, job titles, salary ranges (with limitations)
Contract documents
- Typical redactions: Negotiated pricing, performance standards, proprietary methodologies
- Releasable information: General procurement information, contract periods, basic scope descriptions
Customer information
- Typical redactions: Addresses, postal box numbers, mailing lists, individual transaction data
- Releasable information: Aggregate statistics, general service information (without personal identifiers)
Financial records
- Typical redactions: Facility-specific revenue, competitive product profitability, negotiated rates
- Releasable information: Aggregate national statistics, general financial reporting data
FOIA request on yourself: Personal information requests
Requesting your own records from USPS follows the same procedural requirements but offers additional access rights under the Privacy Act. This dual framework can provide broader record access for personal information requests.
What you can request about yourself
- Employment records and personnel files
- Customer service interactions and complaints
- Postal box rental history and applications
- Change of address submissions and processing
- Any USPS records containing your personal information
Identity verification requirements
USPS requires identity verification for personal information requests to prevent unauthorized access. Provide:
- Notarized signature or signed statement under penalty of perjury
- Copy of government-issued photo identification
- Specific consent for third-party representatives
Privacy Act advantages
The Privacy Act often provides broader access than FOIA for personal records. While FOIA exemptions may limit disclosure, the Privacy Act requires agencies to provide individuals access to their own records unless specifically exempted under Privacy Act provisions.
Streamlining your FOIA process
The September guidance fixes immediate training gaps, but successful FOIA processing requires both sides to follow new procedures.
USPS staff: Use standardized templates, coordinate searches across facilities, and apply consistent exemption criteria to avoid compliance violations.
FOIA requesters: Submit to proper service centers, provide specific record descriptions, and expect redactions for personal privacy and commercial information.
Ready to improve your FOIA redaction process? Professional redaction tools can help staff members to maintain consistency and compliance across all processing locations. Try Redactable for free to see how automated redaction streamlines FOIA processing while ensuring proper exemption application.
