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Federal Agency Stamp Requisition

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Federal Agency Stamp Requisition

Instructions

Use and approval

Only federal agencies that have an Official Mail account can use this form. To order, you must get approval from your agency’s mail manager.

Minimum order

You must order a minimum of $40 per order. Coils of stamps will be added to orders less than $40 to satisfy the minimum dollar amount.

Available quantities

Stamps are available in the following multiples:

• Panes of 4

• Panes of 10

• Panes of 20

• Books of 20

• Coils of 100

If you need other stamp denominations, send an email to: OMAS.Stamp.Info@usps.gov.

How to order

1. In the Ordered By section, enter your name and title; mailing address at the agency; telephone number with area code; email address; name of your federal agency; the date of the order; and the agency code and agency cost code. Sign the form on the Signature line.

2. In the Stamps, Coil Stamps, and Stamped Envelopes sections, multiply the quantity by the unit price and enter the amount. Add each section total.

3. In the Requisition Total block, enter the combined total purchase amounts for all three sections.

4. In the Shipping Label section, type or clearly print the name, office, and complete mailing address of the individual to receive the stamp order.

5. Keep a copy of the form for your records.

6. Send the form using one of the following methods:

• FAX: 816-545-1201

• EMAIL: OMAS-stamporders@usps.gov

• MAIL: STAMP FULFILLMENT SERVICES – ORDER ENTRY, 8300 NE UNDERGROUND DR, PILLAR 210, KANSAS CITY MO 64144-9998

Ordered By

Name and Title

Street Address

City, State, ZIP+4

Telephone Number (Include area code)

E-mail Address

Federal Agency

Date of Order

Agency Code

Agency Cost Code

Signature

Stamps

Description/Denomination Quantity of Panes or Books X Unit Price = Amount
1¢ Pane of 20 X 20¢ =
2¢ Pane of 20 X 40¢ =
3¢ Pane of 20 X 60¢ =
10¢ Pane of 20 X $2.00 =
20¢ (Additional ounce) Pane of 20 X $4.00 =
36¢ (Postcard rate) Pane of 20 X $7.20 =
$1.00 Pane of 10 X $10.00 =
$5.00 Pane of 4 X $20.00 =
55¢ (FCM, Forever) Book of 20 X $11.00 =
Total Stamps Purchase
Description/Denomination Quantity of Coils X Price = Amount
Additional ounce (20¢) Coil of 100 X $20.00 =
Postcard rate (36¢) Coil of 100 X $36.00 =
FCM (Forever 55¢) Coil of 100 X $55.00 =
Total Coil Stamp Purchase
Description Quantity of Boxes X Price = Amount
#10 Regular Envelope Pack of five X $3.45 =
#10 Regular Envelope Box of 500 X $295.95 =
Total Stamped Envelope Purchase
Stamp Delivery Fee Price = Amount
For orders $40.00 to $50.00 $1.30 =
For orders $50.01 or more $1.85 =

Requisition Total $

Shipping Label (Print clearly)

Name and Title

Office/Unit

Street Address

City

State

Zip+4

Enter text✕
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What a Federal Agency Stamp Requisition Is and when it’s used

Federal Agency Stamp Requisition is a standardized request form used by federal employees and authorized contractors to obtain official agency stamps, seals, or embossers for documents and identifiers. The form documents the purpose, authorized user, required stamp type, and routing approvals, and it creates an auditable record tied to the agency's internal controls. Agencies use it to track inventory, ensure security of official seals, and maintain chain-of-custody for stamped records. This template explains required fields, signing authority, retention, and options for electronic submission under U.S. e-signature law.

Why formal requisitions matter for agency control

A formal requisition centralizes approvals, reduces unauthorized use of official seals, and produces the audit record required for internal controls and compliance reviews.

Why formal requisitions matter for agency control

Typical users and those who complete the requisition

Agencies, records managers, procurement staff, and delegated approving officials commonly complete or review these requisitions.

  • Records officers and archivists who track custody and usage of sealed documents.
  • Facilities or procurement staff ordering physical stamps, dies, or embossers on behalf of an office.
  • Authorized signatories or program managers approving requests per delegation of authority.

External contractors may fill forms but approvals must be granted by named agency personnel per delegation policies.

Essential sections to include on every requisition

A complete Federal Agency Stamp Requisition groups requester data, technical stamp details, approvals, inventory tracking, and security controls to support auditability and safe custody.

Request Details

List requester name, office symbol, contact information, date needed, and intended document or program use. Accurate contact data ensures timely fulfillment and creates a clear audit trail for the requisition.

Stamp Type

Specify size, ink color, embossing or die-press requirements, serial number if applicable, and replacement vs new creation. Clear specificity prevents mismatched orders and supports later identification of the applied stamp.

Justification

Explain purpose, legal authority, or program need for the stamp, including citation to policies or delegation letters. A concise rationale facilitates review and documents the administrative basis for issuance.

Approvals

Include names, titles, and signatures of approving officials with their delegated authority references and dates. Multi-level approvals may be required depending on classification or security level.

Inventory

Record stock numbers, existing devices returned for replacement, serial numbers, and disposal instructions for retired seals. Maintaining inventory links requests to physical assets and loss prevention measures.

Security Controls

Note required handling instructions, storage location, authorized users, training completed, and audit logging requirements to ensure chain-of-custody and prevent misuse of official stamps.

Required information commonly captured

Requester: Full legal name and phone/email.
Office Symbol: Agency office code and location.
Stamp Type: Size, color, embossing, serial.
Purpose: Program use and legal basis.
Approving Official: Name, title, signature, authority.
Required Date: MM/DD/YYYY delivery date required.

Consequences and legal risks of improper handling

Unauthorized Use: Criminal or administrative penalties.
Document Invalidity: Stamps misuse may void documents.
Loss/Theft: Compromise of official seal.
Audit Findings: Negative audit reports and sanctions.
Recordkeeping Violations: Retention requirement breaches.
Fraud Allegations: Potential civil and criminal exposure.

Common preparation errors to avoid

  • Incomplete requester information delays approvals and shipment; missing office codes or contact numbers force follow-ups that extend processing time.
  • Vague stamp specifications result in wrong size, color, or die; orders returned or reissued increase costs and administrative burden.
  • Approvals lacking delegated authority or signatures lead to rejection during compliance review and may require reauthorization.
  • Failure to update inventory records when stamps are issued or retired increases risk of loss and weakens audit trails.

Step-by-step: complete and process a requisition

Follow these steps to complete, approve, and track a Federal Agency Stamp Requisition from initiation through fulfillment.

  • 01
    Prepare: Gather requester details and stamp specifications.
  • 02
    Justify: Provide legal authority and program rationale.
  • 03
    Approve: Obtain signatures from delegated officials.
  • 04
    Fulfill: Procure or release stamp, update inventory records.

Where to file, send, or submit the completed form

Submit the completed requisition to the agency's records or procurement office; some agencies permit electronic routing with documented authentication.

  • Internal Records: File with records management office for retention.
  • Procurement: Send to procurement for stamp production orders.
  • Security Office: Notify security for controlled seals and custody.
  • eSubmission: Upload via secure agency portal with authentication.

Technical requirements for electronic submission

Electronic submissions must meet agency authentication, encryption, and audit requirements; platforms should support exportable audit trails and secure storage.

  • Minimum Encryption: TLS 1.2/1.3 in transit; AES-256 at rest.
  • Authentication: Email, SMS code, or MFA per policy.
  • Integrations: Supports Salesforce, NetSuite, Microsoft 365, Google Workspace.

Configuring online requisitions and routing

Configure online requisition templates, validation rules, and routing to reflect agency approval hierarchies and recordkeeping requirements.

Field Configuration
Template Pre-fill requester and office fields.
Validation Require MM/DD/YYYY date format and codes.
Routing Conditional approver routing by dollar or classification.
Storage Save PDFs and audit trails to archive.

Typical processing timelines and expectations

Set and communicate internal SLAs so requesters know processing, procurement, and update timelines for requisitions and stamped items.

Internal Review SLA:

Typical approval review within 5–10 business days depending on complexity.

Procurement Lead Time:

Stamp manufacturing or procurement can take 2–6 weeks after approval.

Inventory Update:

Update asset records immediately upon issuance, same day when possible.

RON/A/V Retention:

If RON used, audio-video session retention commonly 5–10 years.

Audit Response:

Provide records to auditors within 30 calendar days unless extended.

Two practical examples of requisition use

The examples below illustrate common scenarios where the requisition documents approval, procurement, and custody for official stamps.

Program Seal Issuance

A regional office requested a new embossed seal for certification of environmental reports after existing equipment failed.

  • Expedited request approved by delegated official within policy.
  • The requisition documented serial numbers, approval memo, procurement order, and inventory update; reviewers used the audit trail to confirm proper custody, preventing unauthorized reuse and supporting a later compliance inspection.

Medical Record Stamp

A hospital records unit needed a date/time stamp for certification of release forms to meet HIPAA logging needs.

  • Request included HIPAA handling instructions.
  • Requisition included privacy controls, authorized user list, and retention instructions; retention aligned with 45 CFR §164.530(j), ensuring records and related stamps remained available for six years for audit.

eSignature vendor pricing and capability snapshot relevant to requisition eSubmission

Comparing basic vendor pricing and common capabilities helps agencies evaluate platforms for secure eSubmission and audit trail preservation.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial; no card required Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

FAQs and troubleshooting for Federal Agency Stamp Requisitions

Answers to common questions about signing, authorizations, retention, and electronic submission of a Federal Agency Stamp Requisition.


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