Processing Acknowledgement Form (PAF)
NCOALink® Service Providers are required by their USPS® license agreement to obtain a Processing Acknowledgement Form (PAF) from every customer before performing NCOALink® processing.
The PAF is a vital part of the NCOALink® process. It ensures compliance with the Privacy Act of 1974, which mandates that no agency may disclose personal information including Change of Address (COA) data—without the individual’s written consent or a written request authorizing its use for a specific purpose.
Purpose of the PAF
The Processing Acknowledgement Form serves several key roles in protecting both mailers and data processors:
Authorization: It identifies the mailers to whom USPS® has disclosed COA information through the NCOALink® system.
Privacy Compliance: It ensures that the use of COA data is restricted solely to address correction for mail preparation.
Legal Protection: It may protect the NCOALink® licensee if a customer misuses the processed results (for example, using COA data to build lists of new movers).
A PAF must be completed and signed by:
The Mail List Owner,
The NCOALink® Licensee (Service Provider), and
Any applicable Third Parties involved in the transaction.
The form must be renewed annually, retained for six years, and made available to USPS® upon request.
What You’re Agreeing To
Directly beneath the List Owner’s signature on the USPS®-required PAF, you will find the following acknowledgment:
“I hereby acknowledge that I have received and reviewed the NCOALink® Information Package supplied to me by AES Systems, an NCOALink® Service Provider. I understand that the sole purpose of the NCOALink® service is to provide a mailing list correction service for lists used in mail preparation. Furthermore, I understand that NCOALink® may not be used to create or maintain lists of new movers.”
This acknowledgment confirms that you understand and agree to the proper, USPS®-approved use of COA data.
What Information Package?
The NCOALink® Service Provider Required Text Document outlines the service’s scope, the type of data returned, and the responsibilities of all parties involved.
It clearly states:
“Before processing NCOALink® data, every customer must complete and return the ‘NCOALink® Processing Acknowledgement Form’ provided by their Licensee or Agent. Supplying false or misleading information on the form is a violation of USPS® policy and may result in punitive action.”
✅ The Processing Acknowledgement Form protects your business, your customers, and the integrity of the USPS® NCOALink® program — ensuring responsible, compliant, and transparent address data management.