Before you notarize anything, let’s get clear on what Form 1583 actually does. If you’re using a virtual mailbox service like iPostal1, Anytime Mailbox, or PostScan Mail, you’re legally required to file this form with USPS. Why? Because “Form 1583 authorizes a Commercial Mail Receiving Agency (CMRA) to receive mail on your behalf.
That permission isn’t casual. It’s tied to identity checks, your real address, and two government-issued IDs. One must have a photo. Since April 2023, the USPS requires all CMRAs to upload verified Form 1583 data and ID images into their secure Customer Registration Database (CRD). This prevents fraud and mail abuse, especially for people using aliases or handling business mail while abroad.
Form 1583 isn’t optional even if you’re just scanning mail. You need it notarized if you’re not standing in front of the CMRA physically.
Many remote professionals prefer online notarization delivered by regulated Florida Document Notary Services providers who are authorized to perform remote online notarizations.
Step 1: Gather What You Need
With platforms like OnlineNotary.us, OneNotary, or Proof, you can upload your IDs, video-call a licensed notary, and get your Form 1583 notarized usually in 10 minutes or less. You can also hire professional notarization service providers to take one thing off your plate.
Before you click “start session,” prep smart. First, download the latest Form 1583 from the USPS website. Scroll to the bottom of the page to confirm it says “PS Form 1583, April 2023.” Older forms will get rejected.
Double-check your virtual mailbox provider’s instructions because they often prefill certain boxes like their CMRA address.
You’ll need two IDs:
- A passport or U.S. driver’s license as the primary ID
- A secondary government-issued ID (such as a state ID, vehicle registration, or other USPS-accepted identification).
These must be valid and clearly readable. Expired documents are one of the top rejection reasons.
Also, set up a quiet space with stable internet, a webcam, and a mic. Online notaries can’t proceed if they can’t clearly see and hear you. Test your gear. Have your form and IDs ready but don’t sign it yet because that happens live on camera.
Step 2: Fill and Schedule
Now head to an approved RON platform. OnlineNotary.us is popular for Form 1583 because it integrates the entire flow form fill, video call, digital seal, and instant upload to your mailbox provider.
Others like Notarize or Proof also support this form, but you may need to upload and send the file yourself.
Fill the form carefully. Pay attention to tricky fields like boxes 6 (address), 13 (agent’s signature), and 14 (notary section). These confuse even professionals on Reddit.
Check all spellings and make sure your address and name match your IDs exactly. And confirm the CMRA address matches what’s in your provider portal.
Step 3: Complete the Call
When the notary comes on your screen. They’ll confirm your ID live on camera. You’ll hold up your IDs, answer basic verification questions, and digitally sign the form in their presence.
Then the notary applies a tamper-evident digital seal that proves authenticity. This file becomes your legal Form 1583.
Here’s where great platforms shine. Some like Anytime Mailbox and OnlineNotary.us automatically forward the notarized file to the CMRA. Others email it to you so you can upload manually.
Either way, the session ends with a downloadable, certified PDF.
The notary file is stored securely, encrypted, and time-stamped. If your provider or the USPS ever questions your signature, this version has built-in audit protection.
Step 4: Submit and Activate
Now that you have the notarized Form 1583. Submit it per your provider’s instructions. This usually means that you have to upload it in their portal or replying to an onboarding email.
Most CMRAs activate your mailbox within 24 to 48 hours once the document is accepted.
Save the PDF and keep copies of the IDs you submitted. Some providers may request periodic reconfirmation due to internal compliance policies, especially if IDs expire. If your IDs expire, the form may need re-notarizing.
Platforms like iPostal and Stable even send renewal reminders so you don’t get suspended without warning. Activation delays often stem from mismatched addresses or blurry ID scans, so triple-check those before submission.
Get Notarized in Minutes with Right HR Solutions
Your time, privacy, and compliance don’t need to be in conflict. When you notarize Form 1583 online, you skip the paperwork fog and protect your business mail from going silent.
Whether you’re in Lisbon, Bali, or just too busy for a UPS run, you can finish this tonight. And sleep better knowing it’s handled securely. Start your Form 1583 notarization online in minutes at Right HR Solutions.