3996 IntelligenceCarrier estimate builder

Public carrier planning tool

Turn today’s workload into a clear, professional 3996 explanation.

Enter only facts you personally observed. Carrier Caddie organizes them into concise wording for Items J and K on the physical PS Form 3996.Start with today’s workload

See a complete example with workload, delays, conditions, and generated wording.

Form readiness25%

Requested: 1 hour
Projected return: 5:30 PM
Documented facts: 0

Assignment

Identify today’s route.

Carrier nameService dateRoute number / nameDelivery unitScheduled returnLunch locationLunch time

Route familiarity

Workload evidence

Use numbers, not general labels.

Morning workload engine

Count the mail. See where the time goes.

Card mail is included with letters. DPS stays a separate street bundle unless management requires it cased.

Captured workload clock0 min0 routed pieces

DPSDPS traysTray countDPSDPS piecesIf piece count is known18/MINLetters + card mailAll cased letter-size pieces8/MINFlats + periodicalsAll cased flat-size piecesFLATFlat tubsVolume evidenceACCAccountablesCertified, registered, Express…

Management requires DPS cased todayWhen selected, entered DPS pieces are included with letter-size routing time.

Letter/card routing0 min0 pieces ÷ 18/min

Flat routing0 min0 pieces ÷ 8/min

Pull-down / strapping0 min70 pieces/min · 3-minute minimum

Package load & sequence0 minActual / local planning minutes

Vehicle load count

Tap each piece as it goes in.

Total loaded0packages

M-41 office-time basis18 letter/card pieces per minute, 8 flats per minute, and the pull-down/strapping allowance. USPS does not publish one universal national per-package loading rate; use actual time, an authorized local method, and your professional estimate.

Typical-day comparison

Optional context for explaining why today is different.

DPS traysFlat tubsParcels

These comparisons improve specificity; they do not create a universal work standard or replace your professional estimate.

Full coverageEvery delivery receives a mailingAdditional tripParcel overflow or loading condition

Time-impact facts

Document what changed today.

Late mail delayService talk / required activityVehicle / equipment delayAdditional assignmentAdditional route / assignment

Weather affected safe deliveryConstruction affected line of travel

Time allocation

Where is the time or help needed?

0 minutes documented

Mail casing & pull-down0 minutesM-41 calculation from letter/card and flat pieces.Package load & sequence0 minutesActual or locally authorized planning time entered above.Late mail / office / equipment0 minutesAuto-total of late mail, service talk and vehicle delay.Extra parcel delivery impactDismounts, oversize pieces, Express and additional trips.Street / route conditionsWeather, construction, unfamiliar line of travel or access.Additional assignment0 minutesUses the additional assignment minutes entered above.

Other observable facts

Professional estimate

State the assistance needed.

Request type

HoursHR

MinutesMIN

Projected return5:30 PM

Minutes still to explain0 minutes documented of 1 hour requested

PS FORM 3996Writing assistant

Needs details

Date—Route—Unit—

ASSISTANCE MAPWhere the time or help is needed

0 minutes

Allocate the minutes above to build a clear assistance map.

1 hour of the request still needs an observable explanation.

ITEM JWrite these facts

Enter today’s workload and observed conditions.

Need 1h OT or auxiliary help.

1 short lines · Copy only facts you personally observed.

ITEM KEstimated work requested

1 hr 0 min

BACKUP FACTSOpen detailed notes

Carrier record

Complete planning copy

PS FORM 3996 · CARRIER PLANNING COPY
Date: Not entered
Carrier: Not entered
Delivery unit: Not entered
Route: Not entered
Lunch: Not entered
Scheduled return: 16:30
Carrier projected return: 5:30 PM

ITEM J — REASON FOR USE OF AUXILIARY
• Need 1h OT or auxiliary help.

ITEM K — ESTIMATED WORK
1 hr 0 min

WHERE THE TIME / HELP IS NEEDED
No time allocation entered

PROFESSIONAL EXPLANATION
• Based on these conditions and my professional estimate, I request 1 hour of overtime or equivalent auxiliary assistance to complete the assignment safely, including authorized lunch and breaks.

Carrier reminder: Orally notify management, present the official PS Form 3996, follow the instruction given, request your completed duplicate, and update management if conditions materially change.

Do the process, not just the paperwork.

1Orally notify management.
2Request and complete the official 3996.
3Follow the instruction given.
4Request your completed duplicate.

Draft saves only on this device.

Built from carrier source material

Specific facts. Your professional estimate.

Handbook M-41 Section 121.12 provides the office routing allowances used here: 18 letter/card pieces per minute, 8 flats per minute, and the pull-down/strapping allowance. Section 28 says the 3996 reason should be detailed and that “Heavy Mail” is not a suitable explanation. Package loading remains actual or locally authorized planning time—not a universal national per-piece rate.

Open Handbook M-41 Open March 2026 NALC guidance

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