CHAPTER 22
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DEFINITIONS
This section focuses on mail orderly service and mailroom operations in their entirety. The definitions of mail handling personnel and facilities are as follows:
• Mail orderly: An individual designated by proper authority to perform mail-handling duties, but does NOT operate a mailroom.
• Mail clerk: An individual designated by proper authority to do mail duties in association with the operation of a Unit Mailroom (UMR) or a Postal Service Center (PSC) that is not considered a section of a Military Post Office (MPO).
• Postal Officer/Official Mail Manager: A member or civilian employee of the U.S. Armed Forces, or an employee of a civilian agency, designated by proper authority to supervise the operation of a UMR.
• Unit mailroom: A room or enclosure with proper security that serves as a secure place for unit mail clerks to receive, process, deliver and dispatch mail.
• Serving postal activity: A local military or civilian post office or Fleet Mail Center (FMC) that provides postal support.
Qualifications of Mail Clerks and Mail Orderlies
All personnel conducting mail-handling duties, including Local Nationals, in an area other than a section of an MPO, shall be designated as a "unit mail clerk" or “unit mail orderly." These personnel shall meet the following qualifications:
• Have no record of:
o Conviction by court-martial under UCMJ Article 15 o Civil court conviction related to a theft or a financial or postal incident.
o Derogatory information or unfavorable conduct that casts doubt on the individual's trustworthiness and integrity.
• Have no history of psychiatric disorder, alcoholism, or drug abuse, unless a medical evaluation determines the condition no longer exists.
• Have not been relieved of postal duties for cause.
• Be a U.S. citizen if handling official Registered mail, and be eligible for a SECRET clearance (have an Entrance National Agency Check (ENTNAC) or National Agency Check (NAC) on file). Local nationals shall not handle official Registered mail. To preclude unauthorized receipt of registered mail, annotate the DD Form 285, mail authorized to receive block, "except official Registered mail" for foreign nationals performing mail handling duties.
Designation of Mail Clerks, Mail Orderlies Postal Officers/Official Mail Managers
Unit Commanders or their designated representatives (i.e., assigned unit Postal Officer or assistant unit Postal Officer) shall designate unit mail clerks.
Responsible officials for those offices and activities requiring mail orderly service may designate mail orderlies. Document designations using DD Form 285 before personnel assume mail-handling duties. The number of designated mail clerks or mail orderlies and alternates shall be held to a minimum, consistent with the requirement to handle mail efficiently and effectively. Always designate a minimum
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of one primary and one alternate mail clerk or orderly. A list should be provided to the host postal activity. The host postal activity shall screen and review a unit's requirements.
The unit commander shall designate unit Postal Officers/official mail manager and alternates, in writing. Do not use DD Form 285 to document this. However, Postal Officers involved in mail handling duties require a DD Form 285 to do those duties.
Designations do not require renewal if the designating official changes
Training Requirements
Before entering into mail handling duties, the servicing postal activity will provide formal instruction to selected personnel covering the proper performance of these duties. This instruction shall emphasize the importance of safeguarding mail, handling of accountable mail, timely delivery, and the serious consequences of negligence of duty.
Mail Orderly Responsibilities
Mail orderlies normally are charged only with the safeguarding and delivery of incoming personal mail. Specific responsibilities of a mail orderly include:
Delivering personal mail to addressees only
Placing undeliverable mail in a suitable, securely locked container and delivering it later (as soon as possible) or returning it at the end of the workday to the UMR or post office, as applicable
Returning undeliverable-as-addressed mail to the UMR or serving post office with the reason for non-delivery (TDY, leave, or transferred)
Reporting any known or suspected postal offenses and irregularities to the Postal Officer or Commanding Officer
Mail orderlies from the Administrative Department, at large commands from other departments, have additional responsibility for delivering official mail.
Mail Clerk Responsibilities
Mail clerks must be designated and properly trained to provide mail service and operate UMRs in accordance with DOD 4525.6M . Specific responsibilities include:
• Safeguarding mail at all times
• Maintaining an up-to-date mail directory file of ALL personnel served, due to report, of personnel who have transferred during the last 12 months (3 months for personnel who were Temporary Duty (TDY), or trainees stationed less than 6 months at a training command)
• Performing prompt directory service on all undeliverable-as-addressed mail and returning it to the serving post office as soon as possible, but no later than the following workday after receipt
• Maintaining accountable mail records when provisions are implemented to deliver accountable mail from the unit mailroom
• Correcting all discrepancies noted on mailroom and post office inspections as soon as possible
• Reporting known or suspected postal offenses to the Commanding Officer via the Official Mail Manager/ Postal Officer immediately.
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UNIT MAILROOM OPERATIONS AND MAIL ORDERLY SERVICE
Commanding Officers must furnish the command mail clerk with mailroom space and equipment as needed for the proper processing and security of the mail. Only essential furniture, mail, mail records should be kept in mailroom spaces. Mailrooms should be kept in an orderly condition at all times. A sign shall be posted showing the hours of operation and times of mail call designated by the Commanding Officer. This notice or sign must be posted in a prominent place outside the mailroom. An example of the unit mailing address should also be posted in a prominent place outside the mailroom.
PSC, CMR, and UMR Inspections
Supervisors shall check PSCs, CMRs, and UMRs daily to ensure that mail is handled correctly and promptly.
Supervisors should also conduct weekly self-inspections (document inspections per applicable Military Department requirements). The inspection should include, but is not limited to, an examination of the following:
• Compliance with current postal policies and procedures.
• Maintenance of directory files and unit postal records.
• Mailroom security.
The Postal Officer/Official Manager, MPO supervisor, or a designated representative of the servicing military postal activity shall conduct unannounced inspections of CMRs, or UMRs serviced.
Mailroom Structural Requirements
Mailrooms must be built in a manner that provides adequate security for the mail and must meet the following requirements:
• Doors must be provided with suitable locks. Keep the number of postal facility access doors to an absolute minimum. Postal facility access doors shall be of sheet metal material not less than 16 gauge in thickness, or a solid wooden door covered on the outside with a steel plate not less than 12 gauge in thickness. Hinges shall be installed so it will be impossible to remove the closed door without seriously damaging the door or jam. The door shall be locked with high security padlocks and hasps. Install the locking bars and hasps to prevent unauthorized access to the room. Arrange the heads of the bolts and screws so that they cannot be removed from the exterior side. Glass doors used for post office lobby entrances shall have steel bar doors and gates for added security.
• Windows easily accessible from the outside must be barred or covered with heavy wire mesh
• Walls and ceilings must be built of materials that prevent forcible entry
• Mail receptacles (individual mailboxes), when used, shall be installed so that only authorized personnel have access to them.
Control of Keys and Combinations
The keys or combinations to the mailroom, locked containers, safes, or other locked mail receptacles must be in the possession of the Custodian of Postal Effects (COPE). Keys must be safeguarded at all times. Duplicate keys and copies of combinations must be sealed in separate Duplicate Key
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Inventory (Envelopes), PS Form 3977 and receipted for on Key Receipt, PS Form 1096. Prepare PS Form 1096 in duplicate. Maintain the original in the mailroom and duplicates should be kept in a safe controlled by the Commanding Officer or designated representative. The sealed envelopes must be signed across the flaps by both the original key holder and the recipient of PS Form 3977. Whenever accountability for combinations or keys change, new envelopes must be prepared. A receipt PS Form 1096 must be prepared in duplicate and signed by the individual receiving the PS Form 3977. The COPE retains the original in the post office files.
The individual holding the duplicate keys or combinations shall sign the "key log book," which will indicate the date received and the date returned.
Access to Mailroom
The only personnel authorized to enter a UMR are those personnel conducting official business. Proper identification and authorization must be verified before allowing entry. This requirement does not apply to a properly supervised and authorized working party handling closed mails.
SECURITY OF MAIL
Mail clerks and mail orderlies may be held liable for any loss caused by their failure to handle mail properly.
Mail-handling areas and all receptacles for accountable mail must be locked when the responsible individual(s) are not physically present. While mail is in the custody of mail clerks or mail orderlies, it must not be subject to delay, interception, seizure, rifling, or confiscation by any person. Mail clerks and mail orderlies must deliver mail only to the addressee or an agent designated in writing by the addressee. Unit mailrooms that store official Registered Mail™ overnight must have a GSA approved security container that is properly secured to prevent easy removal or the mailroom must meet the requirements for storing classified material.
TRANSPORTING MAIL
A closed body vehicle equipped with lockable doors must be used to transport mail to and from mail service areas. If such a vehicle is unavailable and another kind is used, mail clerks and mail orderlies should ride in the compartment that holds the mail. If conditions prohibit personnel from riding in the compartment with the mail, visual contact should be maintained with the mail at all times. Privately owned vehicles will not be used to transport mail. If an abnormal situation occurs where a privately owned vehicle must be used, written approval must first be obtained from the Commanding Officer. All mail except Outside Pieces (OSPs) should be transported in U.S. Postal Service (USPS) mailbags.
When using any vehicle to transport mail, passengers not authorized to handle mail shall not have access to the mail.
Delivery of Ordinary Mail
Personal mail should be delivered to the addressee through the use of individual mail receptacles or by using the mail orderly system. When the mail orderly system is used, check the member’s Appointment of Military Postal Clerk, Unit Mail Clerk or Mail Orderly, DD Form 285 and verify it against the member’s ID card.
The mail orderly system is the most common method used by U.S. Navy. Mail orderlies pick up mail for their department or division and redistribute the mail to the addressee. Under no circumstances
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should they place mail on bunks or tables, in open boxes, or similar places, or otherwise leave mail unprotected while awaiting delivery. Undelivered mail must be stowed in securely locked containers or spaces for future delivery to the addressee(s) or returned to the UMR for safekeeping. Mail orderlies must print and sign their name on a suitable log or sheet when they pick up mail for their activity. The log should also show the name of the activity and date the mail was picked up (Figure 22-1).
USS UNDERWAY CV-66 MAIL CALL SHEET
DIVISION CARD # PRINT NAME SIGNATURE
ADMIN
STAFF ADMIN AIR MEDICAL DENTAL S-1 S-2
S-3
S-4
S-5
NAVIGATION COMM OI WEAPONS DECK A
Figure 22-1.—E xample of a command mail call sheet.
These general guidelines should be followed when accepting, processing, delivering mail:
• Before receipting for mail at the serving postal activity, mail clerks and mail orderlies must ensure that damaged articles are properly endorsed and the articles are repaired or rewrapped if needed. If damaged articles are received in closed bags; unit mail clerks must repair the
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articles and endorse them, "RECEIVED IN DAMAGED CONDITION". The date of receipt and identity of the unit that made the repairs should also be endorsed on the articles.
• Mail suspected of containing harmful matter must be immediately reported to a supervisor
• Mail addressed to unit members by title (Commanding Officer, Administrative Officer, so forth) is considered official mail, must be delivered through official mail channels.
• Registered Mail™ rec eived as ordinary mail must be returned to the registry section of the serving post office. Firm Mailing Book for Accountable Mail, PS Form 3877 is prepared in duplicate and modified for the return of Registered Mail™ with the endorsement, "FOUND IN ORDINARY MAIL AT (location)", placed on the front of the bill (Figure 22-2).
• If Domestic Registered Mail is found with ordinary mail the UMC will fill out PS Form 3826 and submit to Post Master of originating office.
• Mail addressed in care of another person or addressed to more than one addressee may be delivered to any addressee listed in the address
• At shore activities a competent member of the family who has a valid ID card may be given mail addressed to the family, except mail items reflecting restricted delivery. However, the sponsor may state in writing that no member, other than the sponsor, should have access to the mail
• Other accountable mail, such as insured and certified received as ordinary mail must also be returned to the serving post office for proper accountability
• Cash on Delivery (COD) service is not available in the military postal service. C.O.D. mail will be returned to the sender. Endorse mail “RETURN TO SENDER— SERVICE NOT AVAILABLE"
• Postage-due mail will be delivered as regular mail without the collection of postage
• Mail opened by mistake must be resealed, endorsed "OPENED BY MISTAKE", signed by the person who opened the mail. The mail will be returned to the serving post office, so it can be forwarded to the correct addressee
• Balloting material must be given priority handling and delivered as quickly as possible
• Articles refused by the addressee must be endorsed "REFUSED", along with the addressee’s signature and date. If the addressee refuses to make the endorsement, the mail clerk or mail orderly must endorse the article "REFUSED BY ADDRESSEE", date and sign the article
• Stamps found loose in the mail must be returned to the serving post office
• Every effort must be made to match articles found loose in the mail. Articles not matched must be returned to the serving post office.
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Figure 22-2 — Example of a modified PS Form 3877 for the return of Registered Mail™ found in the ordinary mail at a unit mailroom.
Delivery of Official Accountable Mail
A unit mail clerk or mail orderly (if authorized) receipts for official accountable mail from the serving post office. The serving post office uses Firm Delivery Receipt, PS Form 3883, preparing an original and two copies of the form. The original remains at the post office and the copies are given to the mail orderly.
Before receipting for official accountable mail, the unit mail clerk or mail orderly should verify the article numbers and inspect the wrappers for damage. The post office should repair the mailing containers or rewrap the articles, place the endorsement "RECEIVED IN DAMAGED CONDITION" on the mail and annotate on the delivery bill that the article(s) were damaged. If damaged articles are
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received in closed bags, they should be repaired and endorsed, "RECEIVED IN DAMAGED CONDITION" with the date of receipt and the identity of the unit repairing the article.
Before official accountable mail is signed for by department or division mail orderlies from a unit mail clerk, the accountable mail must be listed on a PS Form 3883 by identifying numbers and office of origin. Whenever a mail clerk releases control of official accountable mail to a department or division mail orderly, proper receipting procedures must always be followed to ensure accountability. Accountable official mail must be covered by a chain of receipts from the time the mail is accepted by unit mail clerks until delivery has been made to the appropriate mail orderly. If the mail clerk or mail orderly has the Commanding Officer’s authority to open official mail, it is considered to be delivered once receipted for at the serving post office or UMR and no further transfer receipts are required. Unit mail clerks must return all undeliverable-as-addressed accountable mail to the serving post office on PS Form 3877 prepared in duplicate. The accepting postal clerk will sign for the accountable mail and keep the original PS Form 3877 for records purposes. The unit mail clerk must keep the signed copy of PS Form 3877 for mailroom records. The PS Form 3877 is annotated to show the disposition of the returned article (Figure 22-3).
Figure 22-3 — Example of PS Form 3877 for "Undeliverable as Addressed" accountable mail.
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Delivery of Personal Accountable Mail
Personal accountable mail should be delivered by the serving post office to the addressee or an authorized agent. The serving post office should provide the unit mail clerk or mail orderly with a Delivery Notice/Reminder/Receipt, PS Form 3849, which will be given to the addressee when the mail is delivered.
Delivery of Personal Accountable Mail from a Mailroom
If a unit is geographically isolated from the serving post office, Commanding Officers may authorize mail clerks to receipt for and deliver personal accountable mail. This authority must be in writing and kept on file at the UMR, with a copy provided to the serving post office. Once this authority is granted the responsibility to prepare and maintain PS Form 3849 will also be transferred to the unit. Personal accountable mail will then be delivered to unit mail clerks by the serving post office using a PS Form 3883 as a delivery receipt.
When personal accountable mail is received from the serving post office, the unit mail clerk must do the following:
• Use PS Form 3849 to notify customers of their accountable mail. The form is prepared the day the article is received and delivered with the ordinary mail
• Annotate the article with the date the notice was prepared, store the article separately from non-accountable mail
• Positive identification is required from the addressee or authorized agent before delivering the accountable mail. An ID card or U.S. passport that identifies the bearer by photograph and signature is acceptable
• Obtain the addressee’s or authorized agent’s signature on PS Form 3849 before delivering the article. If a return receipt is attached to accountable mail, it must also be signed and dated by the addressee. The return receipt should be returned promptly to the sender
• Date and sign PS Form 3849 and file the form.
• PS Form 3849s are filed numerically by the last two digits of the identifying article number and retained for 2 years. The forms are filed in a single file. However, a separate file may be used for forms used to deliver registered articles if there are a large number of forms to retain.
Retention Period for Accountable Mail
When accountable mail has not been called for within 5 days (3 days for Express Mail®) of initiating the PS Form 3849, prepare a second PS Form 3849 and send the second notice to the addressee. On the article next to the first endorsement, annotate the date the second notice was prepared. If the article has not been called for after 10 days from the second notice (2 days for Express Mail®), you should verify the addressee’s status through the respective department or division. Based on the information received:
• Endorse the article with the correct forwarding address if available, or endorse it with the RETURN TO SENDER stamp. If there is a return receipt attached to the article, ensure it remains attached to the article
• Prepare a PS Form 3849 showing disposition of the undeliverable accountable article on the reverse side of the form and sign and date the form
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• File the completed PS Form 3849 and return the undeliverable article to the serving post office using PS Form 3877 (Figure 22-3).
RESTRICTED DELIVERY
The sender at the time of mailing may direct registered, certified, insured for over $200 be delivered only to the addressee or to someone named by them in writing. The endorsement "RESTRICTED DELIVERY" is used for this purpose. Other markings such as PERSONAL are not to be considered as indicating restricted delivery services.
Addressees can authorize other individuals to receive their mail, including restricted delivery mail, by completing a Standing Delivery Order, PS Form 3801 (Figure 22-4) at the serving MPO.
STORAGE OF ACCOUNTABLE MAIL AWAITING DELIVERY
You should store accountable mail in a manner that allows easy retrieval when it is called for by an addressee with the exception of Registered Mail™, which will be kept in a secure area away from other mail. The volume of mail and the amount of floor space in your mailroom will normally dictate a workable system for your situation. All accountable mail should be stored in a manner that allows easy and quick monitoring during retention periods and for follow-up action with PS Form 3849 as previously discussed.
Figure 22-4 — Example of a Standing Delivery Order, PS Form 3801.
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TRANSPORTATION OF MILITARY MAIL
The MPS is responsible for moving military mail responsively, economically, efficiently in support of the defense missions of the United States. Military mail is any domestic or international mail that bears a military address or return address and at some stage in its transmission is in the possession of the DOD. Now we will discuss funding for mail transportation, the types of documentation methods, documentation requirements.
Funding for Military Mail Transportation
USPS pays for the movement of military mail by commercial air carriers, foreign and domestic. The military departments then reimburse USPS for the movement of mail to and from the United States and within overseas areas. Additionally, the military departments pay for movement of military mail between the United States, its territories, commonwealths, possessions when a mode of transportation is selected or a service is provided that is not available to domestic USPS customers. The Navy also pays for mail moved via Air Mobility Command airlift, rail, or truck within each command’s area of responsibility, unless prior arrangements have been made with Military Postal Service Agency (MPSA).
Types of Transportation Methods
The specific modes of transportation used for the movement of military mail are airlift, sealift, and land transportation. The transportation used depends on the location, available transportation, and lead-time.
NOTE
Sealift is only used to dispatch surface mail from CONUS to overseas locations. As a postal clerk, you will be directly concerned with the available modes of transportation, when to use them, how much space will be available, the proper documentation required depending upon the method of transportation used by your office.
U.S. Carriers
All eligible military mail transported to and from overseas activities will be transported by U.S. commercial air carriers as the primary means of transportation. The USPS and MPSA, along with the JMPAs located in New York, NY and Los Angeles, CA, have already established transportation routes and coordinated with commercial airlines to provide the necessary service needed to move military mail to its intended destination(s). Parcel airlift (PAL) mail and Space-Available Mail (SAM) should be tendered last to an air carrier after all other categories of mail have been accepted.
Military mail tendered to U.S. commercial airlines by MPO’s will be manifested on Military Mail AV-7 Delivery List, (PS Form 2942-A). We will discuss this form later in the chapter.
Foreign Air Carriers
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When U.S. commercial air carriers or U.S. military air carriers are not available, MPO’s may request the services of a foreign air carrier to transport military mail. The initial request to use a foreign commercial air carrier must be directed to MPSA, who coordinates with USPS to obtain approval. Approval to use a foreign air carrier will be limited to those routes where U.S. commercial air service or U.S. military aircraft are not available, or do not meet established delivery service standards. If the request is approved by MPSA and USPS, the affected military postal unit(s) will be notified of the approved air carrier, flight dates, and flight numbers before shipping any mail. The use of foreign airlines will be discontinued or modified when adequate U.S. commercial or military air service becomes available.
Military postal units must use Military Mail AV-7 Delivery List, PS Form 2942-A, to manifest mail for transport on approved commercial air carriers. When using a foreign air, carrier postal clerks must do the following:
• Pouch all mail (no outside pieces). This means that First-Class mail, in letter trays, must be placed inside large U.S. Priority Mail pouches. Other classes of mail must be placed inside an appropriately colored and labeled mail pouch, before dispatching
• Make arrangements with the foreign airline representative to accept the mail
• Provide the foreign airline representative with the estimated volume (pieces and kg-weight) that will be dispatched, the flight number used, the frequency of dispatch, the end destination where the mail will be off-loaded
• Ask the foreign airline rep to inform their representatives at the end destination to expect receipt of U.S military mail shipment(s) and that the mail should be turned over only to U.S. military postal personnel and not to the host government. This does not apply for dispatches from overseas locations to CONUS
• Ensure that military postal personnel at the end destination (overseas locations only) are aware of shipments by foreign airline and all particulars so that MPS personnel can make arrangements to meet the flight and receive the mail as soon as possible. Never send outside mail or Registered Mail™ via a foreign air carrier unless authorized by the area mail control activity.
Air Mobility Command Aircraft
The U.S. Air Force operates military cargo and cargo/passenger aircraft and contracts to private airlines to carry passengers, cargo, mail. Use of Air Mobility Command assets is limited to areas where U.S. commercial air carriers do not provide service (such as hostile areas), or the frequency of flights or space is insufficient and cannot ensure delivery. Air Mobility Command assets may also be used whenever adequate surface transportation is not available, when transit times for surface mail is considered excessive, or when SAM cannot be moved by commercial carriers in a timely manner and an inordinate amount of delay would occur before the mail would be transported.
Military postal units will use Transportation Control and Movement Document, DD Form 1384 better known as a “TCMD,” to manifest military mail for shipment by Air Mobility Command aircraft.
Command-Owned Air Carriers
Once mail is received at overseas locations, airlift transport is provided for deployed ships by the services of an air squadron based in the area of operation. Mail is transported by COD to the aircraft carrier for further transfer by VERTREP or UNREP.
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Military Sealift Command
Surface mail is transported by commercial ships as arranged by the Military Sealift Command (MSC). Sea-Van containers are used for dispatching mail sealifted between the United States and overseas areas, between geographical locations overseas. Sea-Van containers provide security and eliminate unnecessary handling of the mail. Postal activities using Sea-Van containers for dispatching mail should properly secure the doors of the containers with a numbered tin-band seal (USPS Item 0817A), heavy gauge wire to other ships operating with the aircraft carrier as part of the battle group.
Command Mail Vehicles
MPCs will use Mail Manifest, DD Form 1372 or OPNAV Form 5110/9 when dispatching mail locally. A closed-body vehicle equipped with lockable doors must be used to transport mail between postal activities or carrier facilities on or off the installation. If the vehicle driver is not a designated postal clerk and has a key or combination to the lock used to secure the vehicle, then a tin-band seal, Item 0817C, should be affixed to the secured doors. This will maintain the integrity of the shipment to other ships operating with the aircraft carrier as part of the battle group.
Command Mail Vehicles
MPCs will use OPNAV Form 5110/9, Mail Manifest, when dispatching mail locally. A closed-body vehicle equipped with lockable doors must be used to transport mail between postal activities or carrier facilities on or off the installation. If the vehicle driver is not a designated postal petty officer and has a key or combination to the lock used to secure the vehicle, then a tin-band seal, Item 0817A, should be affixed to the secured doors. This will maintain the integrity of the shipment.
If a designated postal petty officer, serving as a mail guard, is accompanying the shipment, or the vehicle driver does not have access to the key or combination to the lock, then a tin-band seal is not required. But, a tin-band seal is mandatory if Registered Mail™ is b eing transported. The seal number must be entered on the mail manifest by the dispatching activity.
If an open-body vehicle is used, a guard must ride in the truck body with the mail. This precaution is not required in those situations where mail is being transported on pallets or in igloos. In this case, the guard may ride in the cab of the truck, but must maintain visual contact of the mail at all times. Extreme care must be taken to make sure the vehicle doors close properly and that the doors do not open while in transit.
DOCUMENTATION REQUIREMENTS FOR DISPATCHING
This section is concerned with accounting for the mail. You should always obtain a receipt for all mail dispatched and received at your MPO. Mail should be documented for shipment on Military Mail AV-7 Delivery List, PS Form 2942-A, Transportation Control and Movement Document (TCMD), DD Form 1384, or Mail Manifest, OPNAV Form 5110/9 depending upon the transportation utilized.
PS Form 2942-A (Av-7)
Use this form to dispatch mail on any domestic or foreign commercial air carrier. Prepare PS Form 2942-A (Figure 22-5) neatly and legibly, using a ballpoint pen (black ink) typewriter, or by completing a computer-generated form.
• When military mail is dispatched to and transported solely by a U.S. commercial air carrier or a single foreign-flag air carrier, prepare one PS Form 2942-A form set.
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• When mail is transferred between a U.S. air carrier and a foreign-flag air carrier, or between two U.S. carriers, prepare sufficient sets of PS Form 2942-A to allow each carrier five copies.
PS Form 2942-A is a printed set of seven sheets. You must provide a completed original and four copies to the air carrier representative at the time of the dispatch. Keep two legible copies of each completed AV-7. One will be retained in the dispatching activity’s files, the other will be sent to Postal Technical Advisor, Code 54, 5450 Carlisle Pike, Mechanicsburg, PA 17055 weekly by First-Class USPS indicia mail.
The form breaks down mail into three categories: Expedited, Preferred (letter class and priority), Deferred (SAM) In a previous lesson you learned about the different categories of mail, but we didn’t cover Military Ordinary Mail. MOM consists of official mail sent by military departments, mailed at the Standard Mail or Periodicals postage rates, that require faster than sealift transportation service to and from the United States and between overseas points, but does not require priority service. Mailings must bear the “MOM” marking in addition to the class of mail.
List Express Mail®, First-Class, Priority mail as “AIR.” Place the piece count for Express and First- Class mail letters in the “LC” column. List all Express and Priority mail parcels in the “CP” column. The categories MOM and SAM are self-explanatory. DO NOT list MOM or SAM mail in the “LC” column.
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r LS: Chapter 22-Mail Handling and Transportation
DISPATCHING OFFICE United States PostalService AV-7 CONSIGNMENT NO.
M I LI TARY MAIL AV-7 DELIVE RY BILL 001 SCL Check one I APO X l FPO DPO RECEIVING BUREAU FOR AIRPORT OF l.!Yrp.ncL.t:'J.tfe .o.lll uJ:io.-""""' 1
USS FORD MI A
FFG-54 Carrier.Flight. andRouting
FPO AP 96665-1508 AA-912 /M IA
l:iJ:GDlll. r.itiJ. iJl!.ChnQ.f
Contract Number
DATE OF DEPARTURE Container Number
July 20,2009
Office of Office of Expedited Preferred Deferred Class Gross Weight Origin Destination lEfiJJ..a?:s:s.I ll UL.t.I?BJJ .L:iiML/ Code of the Mail Remarks Observations AHp#'t Co-k AHpBTtC C....un.t CDURI C..unt { KC..m,) SCL MIA 16 7C 102.0 / ,/ SCL MIA 10 70 90.5
/ SCL MIA 2 7E 14.2
('/ v \ v
'\ / ) r 1\ / I v II I \ / v / /\ \ I I I A \ v ...--- \ v I I \ \ / ( I II LJ \ !--" I) \ \ I v / A \ r1 v r v I 1\ \ J I I ,.._I[/ v /
TOTALS 0 28 0 206.7
Signature of Clerk/Posta lPetty Officer dispatching the mail Signature of Air Carrier RepresentatYi e accepting the mail at origin Q rn J. P.. Q fR !Pnh n nL I: n
Figure 22-5- An example of a PS Form 2942-A. Key points to remember when preparing the AV-7 are as follows: • Begin each month with 001. Place an "X" after the number to indicate the last dispatch of the month (e. g., 024X).
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• Manifest APO and FPO mail separately.
• All weights must be expressed in kilograms, rounded off to the nearest 1/10th of a kilo (e.g., 292.5 kg).
DD Form 1384 (TCMD)
DD Form 1384 “TCMD” (Figures 22-6 and 22-7) is a multipurpose form used when transporting any item within the DOD transportation network. This form is used when manifesting mail for transport by Air Mobility Command or Military Sealift Command (MSC) assets.
Manifest APO and FPO mail separately. List all classes and types of mail on the same form with the exception of Registered Mail™. Pre pare a separate form to manifest Registered Mail™.
For a single shipment of ordinary mail, complete blocks 1 through 23 as applicable.
NOTE
When completing blocks of the TCMD that require a date entry, enter the Julian date, unless otherwise specified.
OPNAV Form 5110/9
When mail will be transported by COD flight or opportune aircraft, the mail should be manifested on OPNAV Form 5110/9 (Figure 22-8). The form is self-explanatory and may be used for all classes of mail. However, you should use a separate OPNAV Form 5110/9 for manifesting Registered Mail™ (Figure 22-9).
When you prepare the form, stamp the original and each copy with the APDS in the date block and sign it. For record purposes you should make sure that enough copies are made to provide copies to all concerned units. For example, if a dispatch is being prepared for several fleet units, each unit should receive a copy of the manifest, the loadmaster should have a copy, your office must have a copy signed by the loadmaster. You must retain signed copies of manifests used to dispatch Registered Mail™ for 2 years. Signed copies of manifests used to dispatch regular mail are retained for 6 months only. After these respective time periods, if no claim or mail tracer has been initiated, the forms may be destroyed.
OPNAV Form 5110/9 may also be used to document mail transported for delivery or dispatch to or from other postal activities by truck.
Generally, when a ship arrives in a port where an FMC or MPO is located, the mail for the unit is dispatched by truck to the pier or fleet landing. When dispatching a unit’s mail by truck, you should prepare OPNAV Form 5110/9 in triplicate; retain the signed triplicate suspense copy in the post office.
The clerk who delivers the mail signs the triplicate copy and obtains the required signatures and date of delivery on the original and duplicate copy(s) of the OPNAV Form 5110/9 when the mail is delivered to the respective unit(s). The original should be given to the clerk accepting delivery for the unit. The duplicate copy of OPNAV Form 5110/9 is retained by the delivering FMC or MPO, the triplicate suspense copy with the dispatching clerk’s signature is destroyed.
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Rev. MAR 2013 22-18 LS: Chapter 22-Mail Handling and Transportation
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Rev. MAR 2013 22-19 LS: Chapter 22-Mail Handling and Transportation
Figure 22-6- An example of a completed DO Form 1384- Transportation Control and Movement Document (TCMD) for ordinary mail.
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Rev. MAR 2013 22-20 LS: Chapter 22-Mail Handling and Transportation
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Rev. MAR 2013 22-21 LS: Chapter 22-Mail Handling and Transportation
Figure 22-7-An example of a completed DD Form 1384-TCMD for Registered Mail™.
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Rev. MAR 2013 22-22 LS: Chapter 22-Mail Handling and Transportation
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Rev. MAR 2013 22-23 LS: Chapter 22— Mail Handling and Transportation
Figure 22-9 — An example of a completed OPNAV Form 5110/9 for Registered Mail™ dispatch.
RECEIPTING FOR MAIL
When mail is received from a U.S. or foreign commercial air carrier, you will receipt for the incoming mail by signing the carrier’s copies of the AV-7 that accompanies the mail. Any irregularities must be noted on all copies of the document before you receipt for the mail. Any mail received by Air Mobility Command or MSC should be receipted for on the accompanying documents (DD Form 1384). Normally, this document is presented by the plane loadmaster in the case of mail being transported by Air Mobility Command and by the driver of the container truck if the mail is transported by MSC.
If command aircraft and trucks are used for the transport of mail, OPNAV Form 5110/9 should be used to receipt for the mail. You should sign and date the form in the appropriate space provided at the bottom of the form. Retain all copies of OPNAV Form 5110/9 for ordinary mail receipts for 6 months in the post office files, 2 years for manifests listing Registered Mail™.
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Rev. MAR 2013 22-24 LS: Chapter 22— Mail Handling and Transportation
Air Carrier Irregularities and Reporting Procedures
Mail-handling irregularities are failures by air carriers to comply with USPS regulations concerning the transportation of mail. When air carriers fail to comply with rules and regulations issued by USPS, the carriers are subject to penalty action. Reportable and non reportable irregularities are defined in the DOD Postal Manual, DOD 4525.6-M and in USPS Handbook T-7. The processing procedures for reporting mail-handling irregularities depend upon the type of air carriers involved.
PS Form 2759 for U.S. Commercial Carriers
Air carriers providing mail transportation services have specific responsibilities for the proper handling and care of mail in their custody. Failing to comply with the carriage rules and conditions set by the USPS subject them to penalty action.
When mail is mishandled by an air carrier employee, agent, or representative, Report of Irregular Handling of Mail, PS Form 2759 (Figure 22-10) must be prepared. The PS Form 2759 is primarily used as a management tool for military postal officials, air transportation managers, air carrier officials responsible for the proper handling of mail in air transportation channels.
PS Form 2759 is also used to determine and levy appropriate financial penalties against a U.S. air carrier. The purpose of assessing penalties for mail handling irregularities is to focus the air carrier’s attention to an unsatisfactory condition that requires corrective action. Although foreign-flag air carriers are not subject to financial penalties, a PS Form 2759 must be prepared each time an irregularity occurs.
The following definitions explain categories of mail handling irregularities:
• Failure to load at origin: The failure to load mail tendered at origin on the flight indicated on the routing label and/or dispatch documents. If the amount of mail tendered to a carrier exceeds the lift capacity of the flight for any reason, a PS Form 2759 should be prepared documenting the excess tender. In this situation, the PS Form 2759 should indicate that a penalty assessment is not recommended.
• Delivery to wrong destination: Delivery to a military postal authority at a destination other than that shown on the routing label or dispatch documents.
• Delayed ground delivery: The failure to deliver (after the arrival of the flight) incoming mail to a military postal official within the time allowed, which should not exceed 6 hours.
• Failure to arrive as intended: Delivery to the military postal facility at the correct destination either on the correct flight that arrives later than planned or on a flight other than the flight designated on the dispatch instructions.
• Failure to protect: Failure of a carrier to protect and safeguard mail from inclement weather, loss, depredation, or other hazards while under the custody and control of the carrier. Failure to protect includes: failure to prevent unauthorized persons from having access to the mail; allowing mail to be exposed to adverse weather, such as high winds, rain, sleet, or snow; and failure to transport mail on the ground in carts, containers, or other vehicles securely enclosed to protect the mail from loss or depredation.
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Rev. MAR 2013 22-25 LS: Chapter 22— Mail Handling and Transportation
NOTE
Any pouch, tray, or OSP found unattended and out of the control of an air carrier is included in the failure to protect category of mail handling irregularities. This category also includes instances where an air carrier fails to notify the military postal facility of flight delays in excess of 2 hours, flight cancellations, flight diversions, or emergency changes in the schedule of any flight on which mail is transported or has been tendered for transportation by a military postal facility.
• Failure to transfer: Mail not transferred between designated flights of the same carrier or between designated flights of two carriers.
• Missing mail: When the number of pieces of mail delivered to a postal facility is less than the number indicated on the PS Form 2942-A. In this instance, the mail must be assumed to be missing and tracer action initiated. Missing inbound mail will not be reported on PS Form 2759 until the origin dispatching office verifies that the pieces were in fact dispatched and documented properly.
• Missing AV-7: When an air carrier delivers mail to a postal facility or another air carrier for transfer without the required dispatch documents (PS Form 2942-A).
• Prepare PS Form 2759 in an original and two copies. Specific instructions for completing PS Form 2759 are on the reverse side of the form. However, the following serve as reminders when completing the form.
• TYPE OR PRINT LEGIBLY with a ballpoint pen (black ink).
• Check the appropriate box indicating the correct irregularity code corresponding to the specific mishandling reported.
• Provide accurate information in each of the appropriate spaces provided on the form. Include the proper category of mail (e.g., Express, First-Class, Priority, MOM, SAM, PAL) in the “Class” column.
• Include a sufficient explanation to substantiate the type of irregularity noted and fully describe the circumstances involved.
• Show all weights in kilograms.
• Use a separate PS Form 2759 for each reportable irregularity. Each PS Form 2759 will record only one irregularity code.
• The explanation should be specific (who, what, when, where, why, how) in detailing the circumstances which may have had a direct effect on the mishandling. Also include the disposition of the mail.
• The postal supervisor’s signature serves as an indication that the form has been reviewed for completeness and accuracy and the date of the notification is entered in this block.
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Rev. MAR 2013 22-26 LS: Chapter 22— Mail Handling and Transportation
• Check the block for lower priority on board when it can be substantiated that freight has been loaded, which displaces mail.
Figure 22-10 — An example of a completed PS Form 2759 for Registered Mail™ dispatch, Report of Irregular Handling Mail.
AIR MOBILITY COMMAND CARRIERS
When mail is transported from the United States to an overseas destination via Air Mobility Command, any irregularity should be reported by naval message to the appropriate Joint Military Postal Activity (JMPA). The message should include a statement reporting the nature of the error, any actions taken to correct the error, recommendations that would prevent recurring errors.
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Rev. MAR 2013 22-27 LS: Chapter 22— Mail Handling and Transportation
For errors occurring in dispatches originating in overseas areas, the Commanding Officer of the dispatching activity should be notified by an electrical message for corrective action.
SHIPBOARD AND OVERSEAS MPOS AND FLEET MAIL CENTER OPERATIONS
Aboard ship, at Fleet Mail Centers (FMCs) and Military Post Offices(MPO) your duties as a postal petty officer will involve the actual handling, sorting, and distribution of all incoming mail. If you are aboard ship and are in a United States port of call, you will pick up your mail at the local civilian post office. If your ship is in a foreign port overseas, the mail usually is received through the nearest MPO or FMC. If there is no U.S. military post office in the area, you will receive your mail from a commercial air carrier, military air carrier, local foreign post office, U.S. Embassy or Consulate via a contracted Husbanding Agent.
When your ship is at sea, you may receive mail by Underway Replenishment (UNREP), Carrier onboard delivery (COD), or vertical replenishment (VERTREP). UNREP is the oldest method used to transfer articles from one small ship to another. COD flights bring cargo, mail, passengers to the aircraft carrier. Some of that cargo and mail will be for other ships that are operating with the carrier. The carrier must either use UNREP or VERTREP to transfer cargo, mail, passengers to the other ships. In addition, the ships in company with the carrier send their outgoing mail, cargo and passengers to the carrier so they can be put aboard the COD for further transfer ashore.
Although you will find some of the explanations and procedures in this section to be repetitive, you must look at them in the context of operating within a different environment - shipboard and overseas MPOs.
Military Air Transit Time Information System (MATTIS)
Before sorting and delivering incoming mail, or transferring mail to ships of a battle group, overseas postal activities and ships on deployment must record transit time data by scanning barcoded Global Business System(GBS) labels attached to priority mail pouches containing First-Class letter mail and Outside Pieces (OSPs).. Overseas shore based postal activities must also record data from barcoded labels attached to Express Mail® articles addressed for delivery to overseas shore installations.
Military Air Transit Time Information Systems (MATTIS) is the system used to measure transit times. Postal clerks use the system, which consists of handheld computers and laser scanners to scan the barcoded labels. When the scanning has been completed for the day, the scanned bar-code data is transmitted via AMPS.
The purposes of collecting transit time data are to accomplish the following:
• Measure USPS, air carriers, Department of Defense (DOD) performance in the movement of military mail
• Monitor mail movement
• Assess transit times
• Identify the inefficient or misrouting of mail
• Make recommendations to mail routing authorities to correct mail movement problems or errors.
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Rev. MAR 2013 22-28 LS: Chapter 22— Mail Handling and Transportation
MATTIS scanning is required each time mail is received, whether the mail is for your command or is mail you have received for further transfer. Before scanning mail, verify the set-up data is correct and ensure the laser scanner is not pointed in a way that would do harm to your eyes or the eyes of other personnel in the post office.
Military postal clerks assigned to ships receive MATTIS training by the appropriate Fleet Postal Advisor before deployment. This training consists of how to correctly scan mail, download the data, and transmit it to AMPS. At overseas postal activities, the Postal Officer is responsible for providing the training.
The command postal officer is responsible for ensuring the USPS scanning equipment is accounted for on PS Form 1590, maintained in operating condition, and safeguarded. If the equipment becomes damaged, the Postal Officer must investigate the reason for the damage and report the circumstances to the fleet postal advisor. As the person using the equipment on a daily basis, you must keep the Postal Officer informed at all times of the status of the scanning equipment and report any problems to him or her so corrective action can be taken. It may also be necessary to return equipment for repair or replacement.
The Postal Officer should also review the daily dispatch report generated from the data submitted to AMPS. Review of this report may identify discrepancies in routing of mail, which will be reported to the appropriate mail routing authority so corrective action can be taken. As the postal expert for your command, you should become knowledgeable of all aspects of the MATTIS system. Your command Postal Officer will rely on you to ensure the success of the program.
Delivery of Incoming Mail
Now that you have scanned the GBS bar-coded labels on incoming mail, you are ready to process the mail for final delivery.
Incoming mail may be sorted and delivered by departments, divisions,/or by general delivery. Your ship or overseas station’s personnel complement will determine the number of separations required for incoming mail.
Arrange the letter case to permit rapid sorting of the mail. When compartments of the letter case are assigned, reserve those that are easily accessible for departments or divisions that receive the largest volume of mail.
General Delivery Service
MPOs that deliver mail through receptacles must use general delivery service for TDY and newly assigned personnel until a permanent resident address is established, permanently assigned personnel when receptacles are not available.
At overseas locations, family members may be provided general delivery service when they are separated from their sponsor because of a military situation. At overseas locations, where mail receptacles are not used for the delivery of personal mail, retirees authorized MPO privileges may also receive mail through the general delivery system, subject to base or Status of Forces Agreements (SOFA.)
Sorting Mail
As you sort mail, open and sort the contents of pouches, sacks, or trays one at a time. You should remove slide labels from incoming mail pouches, sacks, and trays. Set them aside until you finish
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Rev. MAR 2013 22-29 LS: Chapter 22— Mail Handling and Transportation
sorting the mail from that particular pouch, sack or tray in the event discrepancies are noted. If you do not discover any discrepancies, you can destroy the labels. The following guidelines also apply:
• Set aside all Express, Certified, Insured Mail™ over $200 to prepare PS Form 3849.
NOTE
Express Mail® can only be received at selected overseas shore based activities. Refer to USPS Postal Bulletin
• Postmark all missent letters and flats with the date of receipt on the back of the article and endorse “Missent to FPO xxxxx-xxxx”. Postmark missent parcels and publications on the address side then forward to the correct address with the next outgoing dispatch.
• When a piece of mail reaches your office without postage fully prepaid at the time of mailing, you must deliver the piece without collecting the postage-due. This includes any deficient postage on a piece for which special services have been requested.
• If Registered Mail™ is received in ordinary mail, follow the guidelines discussed in Chapter 7.
• Mail received for delivery to individuals or activities not authorized MPO privileges will be returned to the sender endorsed "ADDRESSEE NOT AUTHORIZED MPO PRIVILEGES".
Sorting Incoming Parcels
When you sort parcels, be sure you separate the Insured Over $200 parcels from the ordinary and insured parcels $200 and under. Insured parcels $200 and under are treated as ordinary mail and should be delivered as ordinary mail.
DELIVERY OF ACCOUNTABLE MAIL
Personal accountable mail should be delivered by the MPO to the addressee or an authorized agent. Delivery is completed by preparing PS Form 3849 in the same manner discussed earlier in this chapter.
Official accountable mail addressed to the Commanding Officer, Supply Officer, so forth, should be receipted for on a PS Form 3883. The articles should then be delivered directly to a unit mail clerk, or mail orderly authorized on DD Form 285.
Disposition of Damaged Mail
All damaged mail, should be endorsed "RECEIVED IN DAMAGED CONDITION". Mail matter damaged in a catastrophe should be repaired and a letter of explanation outlining the circumstances that led to the damage must be enclosed in each repaired article, the article forwarded under priority USPS indicia to the addressee.
Articles Found Loose in the Mails
You will occasionally find stamps, money, or other articles loose in a mail pouch. You should make every effort to match loose articles with the mailing container(s) from which they were lost. When an article of value cannot be matched with an addressed envelope or wrapper, examine the article to try
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Rev. MAR 2013 22-30 LS: Chapter 22— Mail Handling and Transportation
to determine the sender. If you can determine the sender, return the article in a USPS official indicia envelope or in another container with a USPS label affixed. Enclose a letter of explanation. For articles that cannot be matched with wrappers and/or ownership cannot be established, then the following handling procedures apply:
• Articles of minor value, such as pens, pencils, stationery, should be given to the chaplain or other official designated by the Commanding Officer for disposition
• Articles such as food, drugs, tobacco products, toothpaste, cosmetics and articles contained in parcels with the mailer’s instructions to abandon if undeliverable should be destroyed in the presence of a witness
• Articles of obvious value (including money) should be forwarded by registered USPS indicia mail to the appropriate Mail Recovery Center (MRC).
Uncanceled Stamps Found Loose in Mail
Every effort should be made to reaffix loose stamps to the mail if possible; if not, they should be destroyed by a military postal supervisor.
Irregularities
As you process mail, watch for irregularities in the makeup and dispatch made by other military post offices or the USPS. If irregularities (discrepancies) are discovered, an irregularity report must be completed. Irregularities may include, but are not limited to these items:
• Missent mail
• Improper tag or label
• Improper slide label
• Mail discovered in empty equipment
• Mail dispatched in defective equipment
• Mail transported in wrong Mail Transport Equipment (MTE) for its class.
Report mail irregularities by preparing an Irregularities in Makeup and Dispatch of Mail, DD Form 2273. When reporting irregularities, the postal clerk will remove the slide label from the sack, pouch or tray involved and attach it to the DD Form 2273 (Figure 22-11). This will assist in isolating errors and speeding up corrective action.
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Rev. MAR 2013 22-31 LS: Chapter 22— Mail Handling and Transportation
Figure 22-11 — Example of an Irregularities in Makeup and Dispatch of Mail, DD Form 2273.
Prepare DD Form 2273 in an original and two copies, distribute it as follows: If irregularities are between MPOs, use this procedure:
1. Send the original to the appropriate Postal Commander or Postal Officer. [Attach the slide label, facing slip (if any), and tag to the report.]
2. Send one copy to your Regional Mail Manager.
3. Retain one copy for your MPO file.
If USPS errors are noted, do the following:
1. Send the original (with the slide label, facing slip (if any), tag (attached to the report) to the appropriate Joint Military Postal Activity (JMPA).
2. APO/FPO 09XXX and 34XXX addresses should be sent to: Commander, JMPA-Atlantic.
3. APO/FPO 96XXX addresses should send to: Commander, Joint Military Postal Activity-Pacific.
4. Send one copy to your Regional Mail Manager.
5. Retain one copy for your MPO file.
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Rev. MAR 2013 22-32 LS: Chapter 22— Mail Handling and Transportation
TREATMENT OF INCOMING INTERNATIONAL MAIL
The delivery of international accountable mail received in your office is treated and delivered as ordinary mail. This section will help you identify special service endorsements on incoming international mail.
Insured Parcels
In determining whether a parcel is insured, one of the following insurance endorsements must appear on the parcel according to the language of the country of origin:
• INSURED
• ASEGURADO or VALOR DECLARADO
• ASSICURATO or VALOR DICHIARATO
• VALEUR DECLAREE or VD
• WERTANGABE or WERTPAKET
A number on a parcel is not sufficient evidence of insurance. An insurance label is required to indicate that the article is insured. You should deliver international insured parcels in the same manner as domestic Insured Over $200 parcels.
Return Receipts
Return receipts from other countries bear the words "AVIS DE RECEPCION" or the letters "AR". When your office receives international mail with a return receipt attached you should follow this process:
1. Request the addressee or authorized agent date and sign the receipt in INK. When signed by an agent of the addressee, have the agent sign the addressee’s name, followed by the agent’s own signature.
2. Postmark the receipt in the appropriate spaces on both sides.
3. Endorse the completed receipt AIRMAIL and dispatch in the next outgoing mail.
When incoming registered or Insured Mail™ is m arked AR or bears the notation AVIS DE RECEPCION but is not accompanied by a return receipt, the delivery office must complete and attach a Return Receipt for International Mail, PS Form 2865.
MAIL LOGS AND EQUIPMENT
The maintenance of postal records and logs is a very important phase in the operation of any post office. These records are necessary to determine the adequacy of mail service and to assist in cases of complaints or investigations. They must be readily available during postal inspections.
Incoming and Outgoing Mail Logs
A record of all incoming and outgoing mail received at and dispatched from your post office should be kept on file. The standard Navy record logbook with columns for appropriate entries is the easiest log to maintain and should be retained for 6 months after the last entry for ordinary mail. If you compile receipt and dispatch information daily, you will have a record of the weight and classes of mail handled by your MPO.
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Rev. MAR 2013 22-33 LS: Chapter 22— Mail Handling and Transportation
Mail Transport Equipment (MTE)
MTE is any sack, pouch, letter or flat tray, etc., that is used for the transport of U.S. mail. The amount of mail received and dispatched by your post office determines the frequency of return dispatches of serviceable MTE. Any serviceable sack, pouch or tray is considered excess equipment unless actually needed for the dispatch of mail. Do not stockpile MTE for possible emergencies. Return excess MTE to the closes Fleet Mail Center for consolidation.
OUTGOING MAIL
Now we will cover procedures for the processing and makeup of outgoing mail at all MPOs. The processing and makeup of mail is the first and most important step in the mail delivery cycle. This phase of operation involves the following:
• Collecting, Facing, Postmarking, Sorting, Pouching, Traying and Labeling.
• By following the proper procedure for the above tasks, you will prevent unnecessary delay of the mail.
FACILITIES FOR MAIL DEPOSIT
If at all possible, you should not require persons to bring outgoing letter mail to the post office. Aboard ship, collection box/es should be installed in a location convenient for crewmembers. At shore activities, street-type collection boxes are placed in high-traffic areas that are easily accessible to the greatest number of personnel. One box should be placed outside, in front of the post office. Other boxes may be placed in housing areas, near the galley, Bachelor Officer Quarters (BOQs) and Bachelor Enlisted Quarters (BEQs), exchange facility, and so on.
In addition to collection boxes, you should have a letter drop inside the post office. It should be located in a convenient place for your customers and for you when sorting, canceling and casing mail. The mail drop should made in such a way as to protect the mail and prevent it from being taken back out through the slot.
Mail Collection Box Schedules
A schedule for mail collections should be displayed on all collection boxes using Hours of Collection card, USPS Item D1175B, or USPS Label 55. D1175B and Label 55 can be ordered through the USPS Material Distribution Center (MDC) Topeka, KS.
You should also provide information concerning the location of a collection box with a later collection time. Specify any weekend or holiday exceptions to the regular processing and dispatch schedules. Overseas activities and deployed ships should schedule a pickup from collection boxes seven days a week if transportation for onward dispatch is available.
POSTAGE PAYMENT
Postage on all mail must be fully prepaid at the time it is deposited in the post office or a collection box, except for the following types of mail:
• Business Reply Mail
• Certain matter by or for the blind or handicapped
• Official Mail (never deposit in a Mail Collection Box).
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Rev. MAR 2013 22-34 LS: Chapter 22— Mail Handling and Transportation
• Mail sent by members of the Armed Forces as free
• Keys and identification cards being returned to owners
Mail with Insufficient Postage
If domestic mail is deposited at your post office or in collection boxes without enough to fully cover the required amount, take the following steps:
1. Endorse the article with the rubber stamp POSTAGE DUE and enter the amount due.
2. Process the article for dispatch with other mail.
Once the article reaches the office of delivery, it will be delivered to the addressee upon payment of the postage due.
If an article is addressed to a foreign country and the article does not have enough postage or any postage attached, take the following steps:
• Return the article to the mailer endorsed with the rubber-stamp "RETURNED FOR ADDITIONAL POSTAGE."
NOTE
When re-mailing, cross out this notice or paste stamps over it.
On short paid international mail endorse letters, letter packages, postcards POSTAGE DUE Cents, if they do not bear a return address, but do not indicate the amount due. Then forward the article(s) to the international exchange office. Handle all other categories of unpaid or short paid mail in accordance with the IMM.
On short paid international registered articles found with ordinary mail, return the article to the sender after indicating that it is short paid and must be presented for registration at the post office. If the short paid registered article does not bear a return address, cross out the sender’s registry endorsement and dispatch as ordinary mail.
If the mailer has indicated on a domestic article that a special service is desired and the special service fee is not included in the postage, the article will also be endorsed for the amount of the postage due for the fee, with the exception of Registered Mail™ and Express Mail®. The article must also be endorsed with the service indicated, to ensure the piece of mail is given the service desired by the mailer.
• If short paid Registered Mail™ is found in ordinary mail, with only the First-Class rate of postage paid, the piece is delivered to the addressee as ordinary First-Class Mail. If the amount of postage and fees affixed indicate that the piece was intended to be registered, the piece is rated postage due and forwarded to the addressee as Registered Mail™.
• For an Express Mail® article that does not bear enough postage, the mailer must be contacted to correct the deficiency before dispatch. Express Mail® articles without sufficient postage will never be endorsed, “Postage Due” and collection of deficient postage is never attempted from the addressee.
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Rev. MAR 2013 22-35 LS: Chapter 22— Mail Handling and Transportation
Mail without Postage
Mail found in collection boxes without any postage affixed should be returned to the mailer. This mail will be endorsed with the stamp "RETURNED FOR POSTAGE". If the article does not have a return address, or the delivery and return address are the same, treat the article as dead mail and forward to the serving Mail Recovery Center(MRC).
Unauthorized Mailers
If mail is found in one of your collection boxes bearing a return address of a person, firm, or activity not authorized MPO privileges, regardless of whether or not the article has postage fully prepaid, you should do the following:
1. Endorse the article SENDER NOT AUTHORIZED MPO PRIVILEGES.
2. Return the article to the mailer.
Business Reply Mail
Business reply mail enables firms and businesses to receive mail back from individuals without prepayment of postage. The firm or business provides specially printed preaddressed envelopes or cards to individuals from whom a reply is desired. Business reply permits are obtained from the USPS. MPOs are not authorized to issue business reply permits. You will most likely find business reply letters in your collection boxes. This type of mail is identified by the following endorsements:
• NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES, preprinted in the upper- right corner of the face of the envelope. BUSINESS REPLY MAIL, appearing above the address.
• FIRST-CLASS MAIL, PERMIT NO., followed by the permit number and the name of the issuing post office (city and state) appearing below the Business Reply Mail legend.
• POSTAGE WILL BE PAID BY ADDRESSEE, appearing above the address.
This type of domestic mail is accepted at MPOs without prepayment of postage. Business reply mail having international addresses is available only to certain countries participating in this service (refer to the International Mail Manager (IMM) for participating countries and other requirements).
Free Mail
Under certain conditions members of the U.S. Armed Forces may send mail free. The free mailing privilege applies when the members are serving in combat areas specifically designated. When in force, the free mailing privilege applies equally to persons no longer in a combat area but, due to a wound, disease, or other injury incident to service in the designated combat area, are hospitalized in any Armed Forces or Veterans’ Administration (VA) medical center.
Types of Mail That May Be Sent Free
Letter mail, postcards, recorded communications (sound or video) having the character of personal correspondence weighing less than 13 ounces may be sent free. When this type of mail is sent, the mailer must write or print the word FREE in the upper-right corner where the postage would normally be placed. The mail must bear a complete return address.
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Mobile Units That Do Not Have Post Offices
Ships and other mobile units that do not have post offices may also dispatch free mail that originated in a designated combat area:
• All mail must be endorsed FREE.
• The mail must be bundled separately from mail with postage stamps.
• Each bundle of mail must bear a facing slip endorsed CERTIFIED TO BE FREE MAIL ORIGINATING IN A COMBAT ZONE. The mail clerk or mail orderly must sign the facing slip.
International Mail Sent Free
Some items of foreign origin do not bear postage stamps, but instead are marked POSTAGE PAID, ON POSTAL SERVICE, SERVICE DES POSTES, TAXE PERCUE or TP, or PORT PAYEE or PP followed by postmark. The marking ON HER MAJESTY’S SERVICE or H.M.S. is also sometimes used. Treat this mail as prepaid.
Official Mail
Official mail must not be deposited in mail collection boxes. Mail clerks or mail orderlies from the office responsible for applying postage to official mail should be instructed to bring official mail to the post office. Official mail found in mail collection boxes should be turned over to the command official mail manager or the office that controls official mail.
Intratheater Delivery Service
The Intratheater Delivery Service (IDS) system permits all eligible patrons of the Military Postal Service (MPS) to send articles to other MPOs located within the same geographical area at no cost to the mailer. The USPS has indicated that, by definition, IDS material is not to be regarded as MAIL, it is PERSONAL CORRESPONDENCE. Therefore, any references to FREE MAIL are inappropriate. Distinction must be maintained to protect the status of the program. Inform your postal patrons that Intra-theater Delivery Service (IDS) items sent free of postage must originate at a Fleet Post Office (FPO) or an Army or Air Force Post Office (APO). IDS articles should be processed and dispatched along with military working and foreign mail and endorsed “MPS” in the upper right corner where postage would be placed. The size limit is 108 inches and length + girth and 70 pounds or less.
With respect to forwarding service, IDS items that do not bear postage and therefore may not be forwarded for individuals who have been reassigned to the United States or outside of an overseas geographical area (for example, from Atlantic to Pacific). Such items must be returned to the sender. However, items that qualify for the forwarding service (individuals who have changed addresses within the same geographical area) shall be forwarded.
Undeliverable items must be returned to the sender if a return address is available. Items without postage that cannot be delivered or returned to sender should be sent to the designated military dead letter office within 48 hours of receipt. This does not apply to personnel on leave, TDY, or known prospective gains; their mail should be held until they return or report onboard.
Items of value, including cash, must be turned over to a service welfare or charitable organization. Dead letter items without postage must not be forwarded to the USPS. All privileges, requirements, priorities applicable to items in the Military Postal Service (MPS) apply to IDS. This includes protection and security against theft and depredation, adherence to service standards, protection from unauthorized search and seizure procedures, compliance with customs requirements. However,
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no claims will be honored by the USPS or MPS for the loss, miscarriage, or negligent transmission of personal correspondence sent without postage.
PREPARATION OF MAIL FOR DISPATCH
Before you can process mail for dispatch, you will need certain mail-handling equipment. As a minimum, you should have the following equipment on hand:
• Scales
• Rubber stamps for endorsements
• Rubber bands
• Canceling devices
• Distribution case(s)
• Nonstandard facing slips
• Pouches and letter trays
• Large labels
• Strip labels
Collection of Mail
The first step in processing outgoing mail is the collection of raw (uncanceled) mail. Collection of mail from mailboxes must be made in accordance with the collection schedules you have posted on the boxes and must be collected NLT 20 minutes from the posted time. Collection times must be set up to meet dispatch and transportation schedules to prevent delay of mail. To be comparable with USPS dispatch standards, MPOs overseas and aboard deployed units should schedule pickups from collection boxes seven days a week if transportation for onward dispatch is available. Aboard ship, collection of mail should be made often, so when unscheduled transportation becomes available your mail is ready to go.
Facing the Mail
If the amount of mail warrants, separate the long and short envelopes. After this has been completed, face the letters by placing each with the address side up and the stamps pointing to the right. While you are facing the mail, check each piece for proper postage, correct address and endorsements. Your office should have a scale to rate single piece mail along with the required rubber hand stamps used for marking short-paid mail.
Sometimes a mailer in a hurry will not include some portion of the address that is required before the article can be delivered. Return these articles to the mailer promptly so as not to delay them longer than necessary.
POSTMARKING AND CANCELING MAIL
After all the letters have been faced, it is time to postmark and cancel the stamps. Before postmarking mail, check the hand canceller or postmarking die to ensure the current date is inserted. All mail must be postmarked with the date of mailing.
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The backdating of the postmark on mail is expressly forbidden, except when a specific written authorization is granted to provide philatelic treatment on a new stamp issue beyond the issuance date. Such authority is extended only when public demand for a specific first-day issue exceeds daily cancellation capabilities. Never backdate mail even for a friend.
POSTMARKING EQUIPMENT
The USPS furnishes all canceling machine dies, hand postmarking and canceling equipment. Canceling machine dies and postmarking stamps must contain the legend U.S. Navy and the FPO number or name of the ship and hull number as applicable as well as the month, day and year. Rubber stamps may be obtained from USPS utilizing Requisition for Rubber and Steel Hand Canceling Stamps, PS Form 1567. Only USPS-supplied black ink is to be used for canceling and postmarking purposes.
Applying the Postmark
If you are on a large ship or at a shore activity, you may have a canceling machine. However, most ships and small commands use the hand canceller because the volume of outgoing mail does not warrant the use of a canceling machine. Do not postmark over the stamp(s). If more than one stamp has been used, cancel the stamp farthest to the left and those to the right of it with the tips of the canceling bars. Cancel the last stamp to the left with the postmark and canceling bars, ensure that the postmark does not hit the stamp (Figure 22-12). The date of mailing (month, day and year) must be included in all postmarking devices when postmarking and canceling mail.
NOTE
DO not use the a.m. or p.m. indicator with any postmarking device.
Figure 22-12 — Examples of canceled stamps by hand device.
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Philatelic Cancellations
Occasionally you will receive a request from collectors to apply a postmark on certain stamped cards and envelopes. It is in the best interest of the Navy to provide this service to philatelists because of the public relations value. A philatelist is a person who collects and/or studies postage stamps. Philatelic service must be carried out within the resources of your post office and should not be provided if it interferes with regular business. The USPS will release information concerning new stamps and special events well in advance to provide philatelists sufficient time to submit covers (a cover is an envelope on which all the postal markings or cancellations have been applied). When such requests are received, you must do the following:
• Ensure that the canceling machine or hand stamp is cleaned and serviced before postmarking the covers
• Furnish a clear and legible postmark
• Avoid canceling stamps by pen or illegible smudging
• Postmark all stamps with black ink
• Limit postmarking to five covers from each collector
• Ensure that philatelic covers are not over canceled, backstamped, or otherwise defaced on the front or back
• Avoid using a philatelic cover as a top piece in a bundle for destination-package labeling purposes
• Avoid bending, folding, mutilating, or damaging the cover by rubber bands.
Applying Cachets
Occasionally you may be provided a rubber stamp cachet to apply to philatelic covers when a special event occurs. A cachet is a design or inscription applied to a cover to commemorate a postal or special event. Also, most ships have their own unique cachet. When a cachet is provided, place the imprint in the lower-left corner of the envelope or the location indicated by the mailer. Do not cover any portion of the address.
To protect the interest of philatelists and the authenticity of their collections, the cachet stamp for the special event should be destroyed immediately after all eligible covers have been processed. In any case, the cachet stamp must be destroyed no later than midnight of the day of the event being commemorated.
Returning Covers
Covers must be returned to the mailer, without a postmark or cachet applied, with a letter of explanation if the following occurs:
• More than five covers are received from any one collector
• The covers were received after the established deadline for providing postmarks
• The covers bear insufficient or foreign postage.
If International Reply Coupons (IRCs) are included, process according to the IMM.
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Mail Sorting
The USPS at CONUS gateways process all military letter mail through Delivery Bar Code Sorters (DBCSs) and flat mail through Flat Sorting Machines (FSMs). Therefore, CONUS-destined letters need only be faced, canceled, placed in mail trays or secured with rubber bands, placed in orange Priority Mail No. 1 pouches. Pouches are to be labeled according to local FMC instructions. These pouches should be dispatched to the serving USPS facility or to the nearest FMC or MPO for further transfer. Ships should dispatch mail directly to the appropriate gateway only when they are operating in an area not served by an FMC or an Aerial Mail Terminal (AMT).
Bundling Mail
After letters and flats have been cased (sorted), you are then ready to bundle the mail for dispatch (or place into mail trays, which will be discussed later in this chapter).
To ensure letters and flats remain intact and do not lose their identity during transportation, they must be properly secured before being placed in mail pouches (Figure 22-13). Bundles should be made as large as one hand can conveniently hold, approximately 4 inches thick.
Secure all letter bundles with 1/4-inch rubber bands (PS Item 0385E). Bundles up to 1 inch in thickness should be secured with one rubber band around the girth. Bundles between 1 and 4 inches in thickness must be secured with two rubber bands, the first secured around the length and the second secured around the girth. On the top of each bundle, place a nonstandard facing slip to identify the contents.
International Letters
Make up international mail in direct bundles for cities or countries when volume warrants. When volume is insufficient to warrant direct bundles, make a mixed foreign bundle. Identify these bundles by a nonstandard facing slip endorsed MIXED FOREIGN. Send this mail to the serving FMC for further dispatch.
Military Working Mail
Mail addressed to an FPO or APO address should be bundled separately from other mail. Bundles for FPOs and APOs and other mail not to be returned to Continental United States (CONUS) (for example, Guam and Hawaii when in WestPac) should be identified by a nonstandard facing slip labeled Military Working (Figure 22-14), placed on top of the bundle of letters. Send this mail to the serving FMC for further dispatch.
Letter Trays
Letter trays are used as a means to dispatch large volumes of letter mail. Letter trays should be used by your command if volume of letter mail warrants. If not, then use Priority Mail No.1 pouches as your dispatching equipment.
Full-sized letter trays hold an average of 600 letters (average full tray weight is 8 kilos, 17.5 pounds), half -sized letter trays hold an average of 200 letters and should always be filled to maximum capacity, when possible, but no less than 75 percent. When full-sized letter trays are less than 75 percent filled, place the mail in half-sized letter trays.
If the volume of letter mail does not warrant using letter trays, prepare letter mail in bundles as discussed earlier and place in Priority Mail No. 1 pouches labeled to the serving USPS CONUS gateway or FMC as your area mail coordinator so designates.
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After the tray is filled, it should be inserted into a sleeve and secured by a strap. The adhesive-backed label holder should be attached to the top-left corner of the tray. Most large shipboard commands use MM trays.
When using Managed Mail (MM) trays, treat the cardboard trays like any other piece of USPS equipment. Mail trays cost money and are intended to be used 20 times each; however, when a tray appears weak you may discard it.
Flat Mail Trays
The USPS also uses large trays to dispatch flats. Flat trays containing First-Class Mail are identified by the green side of the cover faced outward. Overseas Navy post offices and larger ships, such as aircraft carriers, should use flat trays if volume of First-Class flats warrant.
Figure 22-13 — Bundling letter mail.
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POUCHING Figure 22-14 — A Bundle of mixed military working letters.
Pouches are containers made of sewn nylon, cotton, or polyester or plastic with an opening at one end. Pouches have a leatherneck or Velcro strap near the opening.
Sacks are containers made of sewn fabric, usually nylon, polyester, canvas, or plastic, with an opening on one end. A cord or drawstring is threaded through the metal grommets or opening in the fabric.
Majority of mail received at military post offices is contained in pouches. When dispatching mail, MPOs normally only use pouches, so for purposes of this section, all references are to dispatching mail in pouches. Plastic liners are required for all mail dispatched in a pouch or sack.
All mail will be pouched or trayed, by classification and service, considering priorities and transportation policies. MPOs dispatching mail will follow the guidelines established by USPS in the Domestic Mail Manual (DMM), Postal Operations Manual (POM), USPS HDBK T-7, USPS PUB 52 regarding proper pouching of mail. Additionally, all MPOs will use the following general guidelines when pouching mail:
• Dispatching agencies must not commingle priority, First-Class Mail, free mail with other classes of mail without prior approval of the serving JMPA.
• Items that could damage mailbags or other mail must not be pouched but must be dispatched as OSPs; sometimes referred to as Outside Mail (OSM). OSPs are parcels that because of size, shape, density, weight, container, or contents cannot be placed in mail pouches.
Hazardous Material
Hazardous materials may be mailed when they meet criteria established by USPS. Special wrapping and packaging rules apply and hazardous material must be prepared for mailing, marked, or tagged according to the instructions contained in the DMM and USPS PUB 52. If all conditions of the DMM
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and PUB 52 are met, hazardous material accepted for mailing will be pouched separately from all other mail.
Mail for Military Addresses
Mail addressed to an FPO or APO address must be bundled separately from other mail and labeled MILITARY WORKING. These packages and other mail similarly addressed should be placed in pouches, endorsed MILITARY WORKING, dispatched to the nearest FMC or MPO.
Pouches and bundles of military working mail received at FMCs or MPOs must be reworked and dispatched according to instructions from the Area Mail Coordinator (AMC) through channels that will ensure expeditious delivery.
Parcels
Parcels accepted over the counter at finance windows or received from other sources are taken to the dispatch section and processed. Depending on the size, parcels are either enclosed in pouches or processed as outside pieces. Dispatch clerks must pouch parcels whenever possible to reduce the handling of mail.
Outside Pieces/Outside Mail (OSP/OSM)
Parcels that require handling outside of mailbags are those that because of their size, weight, nature, or contents cannot be enclosed inside sacks without damaging them or other mail. The fact that a parcel is priority mail, sent as special handling, or contains perishable items does not in, of itself justify outside dispatch.
A parcel is considered as an OSP/OSM if it exceeds any of the following factors:
• Size—Elo ngated parcels over 34 inches in length or over 17 inches in width
• Weight—P arcels weighing over 35 pounds
• Heavy Density—S mall parcels of very heavy density, such as metal tools, castings, machine parts, weighing over 15 pounds, which are likely to cause damage to other sacked parcels.
Also, metal containers of all shapes and sizes should be dispatched as OSPs/OSMs.
Dispatching Outside Pieces/Mail
When your ship is in a foreign port of call where commercial U.S. air carrier service is not available, you should use available military aircraft to dispatch OSPs/OSMs. Do not dispatch OSP/OSM to foreign air carriers. Retain all OSPs/OSMs until the opportunity becomes available to dispatch them to an FMC or other MPO, unless directed otherwise by the AMC. You must remember that only closed mail may be dispatched through foreign postal channels or by foreign air carriers. Closed mail is mail enclosed inside a U.S. mail pouch, secured with an anti-pilferage seal.
Care in Pouching
Pouching requires care, not only in distribution and routing, but also in handling.
When operating overseas you will be handling large volumes of mail. Some of the mail will be parcels. Since you will be the initial carrier of the parcels you accept at your post office, make sure you do not pack more parcels in a pouch than is convenient to carry. The USPS has a set of specific
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rules on care in pouching, not only to protect the mail but also to protect the personnel handling the mail.
Universal white colored pouches are limited to 70 pounds. Pouches containing letter mail must not exceed 50 pounds.
If you do have to use Universal sacks to dispatch mail, do not place more than 70 pounds of mail in them.
You should allow sufficient space to permit complete closure of the pouch or sack.
When individuals mailing a package request insurance, they are, in reality, asking for additional protection from breakage or loss. It is your duty to see that packages receive the protection that they deserve.
Do not force bulky parcels marked FRAGILE into a pouch. You eliminate any possible extra care that could be given. Large bulky parcels should be treated as OSPs and handled accordingly. Small packages carrying the endorsement FRAGILE should be placed on top of heavier parcels in the pouch to prevent them from being crushed.
Labeling Pouches
After all mail has been properly placed in pouches, the next step of dispatch is to label them. Since slide labels identify the end destination for mail contained in the pouch, extreme care must be taken to correctly label all mail before dispatch.
You should have preprinted labels on hand for the destinations to which you dispatch mail. All labels used by MPO dispatching activities should be white in color. There are two sizes of labels—lar ge labels, for pouches with large label holders, small labels (strip) for pouches with small label holders and canvas sacks. These labels are often referred to as slide labels. Slide labels must be ordered using Requisition for Facing Slips or Labels, PS Form 1578-B following guidance in USPS HBK PO-423 Requisitioning Labels.
Navy post offices should always maintain a requisite amount of preprinted labels on hand. If, for some unexpected reason the stock of labels is depleted, clerks must prepare their own. To prepare labels refer to the DMM. The first line of the label should indicate the destination; the second line identifies the contents of the pouch and the weight in kilograms (Figure 22-15) for converting pounds to kilograms). The third line must identify the office of origin which is the military post office preparing the pouch for dispatch. The slide label should be dated on the reverse side with the All Purpose Date Stamp (APDS) and initialed by the clerk closing the pouch.
See Table 22-7 for examples of slide labels used by overseas postal activities in Europe to dispatch the different classes and types of mail to CONUS gateways. The gateways that overseas MPOs dispatch mail to vary by location. Most Navy ships on deployment dispatch all their outgoing mail to either Los Angeles or New York depending on their area of operation. Annotate the weight on the front of the label and date stamp the back with the APDS and initial, you must use the correct preprinted label indicating the destination, type of mail, weight, office of dispatch.
It is possible for the AMC or in some cases the aircraft carrier your ship may be in company with, to provide instructions for you to send outgoing mail via pouch directly to them for consolidation and onward dispatch. Inform your Postal Officer of dispatches to avoid any confusion and delays.
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Figure 22-15 — A kilograms and pounds conversion chart.
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Table 22-1 — Examples of preprinted slide labels
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Table 22-1 — Examples of preprinted slide labels (Continued)
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Table 22-1 — Examples of preprinted slide labels (Continued)
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Table 22-1 — Examples of preprinted slide labels (Continued)
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Table 22-1 — Examples of preprinted slide labels (Continued)
AIRPORT-CODED TAGS (FLIGHT TAGS) AND SELF-ADHESIVE LABELS
Slide labels, flight tags and self-adhesive labels are the only external identifiers of end destinations for mail. Therefore, extreme care must be taken to use the correct slide labels in pouches and letter trays, correct flight tags on pouches, the correct self-adhesive labels on letter trays and OSPs before manifesting mail (Figure 22-16).
The instructions for the proper method of completing tags and labels may be found in USPS HDBK T-7. From the time mail is dispatched to its arrival at the airport of final destination, tags provide information to the air carrier on routing for mail pouches. Self-adhesive labels serve the same purpose for letter trays and OSPs.
Once mail is pouched and properly labeled identifying the destination, contents, weight, office of origin, affix the proper airport-coded tag to the pouches. For OSPs and letter trays, attach airport-coded self-adhesive labels.
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Figure 22-16 — A flight tag and label used to identify the destination of mail.
You should be careful in selecting and preparing flight tags to avoid mail being misrouted by the air carrier. Always verify the flight tag and slide labels have the same final airport destination.
When preprinted airport-coded flight tags and self-adhesive labels are not available, prepare the appropriate tags and labels by printing the three-letter city of destination code in the appropriate portion of PS Tag 135-B and PS Label 136-B.
For information on ordering USPS tags and labels, refer to Chapter 12. Pouches, letter trays, OSPs with an airport-coded tag or self-adhesive label attached should have the weight shown in kilograms in the weight block on the tag or label and the flight information when known.
When using self-adhesive labels to identify the proper airport of destination on OSPs, affix these labels to the left of the address so other required markings are not obliterated.
Do not dispatch OSPs if a foreign airline is used unless authorized by the Area Mail Control Activity.
DISPATCHING MAIL AT FLEET MAIL CENTERS
Fleet Mail Centers (FMCs) receive, sort, store (when necessary), consolidate and dispatch mail received from or addressed to all post offices served. FMCs also route outgoing and incoming mail received at the FMC addressed to or from fleet units. The FMC will handle a certain amount of raw mail for dispatch, but the greater amount of mail handled will be from mobile units for further transfer to destination in the United States.
The FMC consolidates outgoing mail by sorting, pouching, and traying the different classes of mail received from various local activities and from some small mobile units. This method reduces the number of pouches, or trays for one destination and allows for a more expeditious mail delivery system. Each FMC is responsible for pouching mail and preparing it for dispatch as far ahead in the domestic postal system as possible.
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CHAPTER 23
CLAIMS AND INQUIRIES
In addition to regular postal duties, a Military Postal Clerk (MPC) will be confronted frequently with postal concerns of the public. A concern may take the form of a claim, an inquiry, or a complaint. This chapter provides helpful information concerning these concerns and issues, including postal instructions governing the procedures to follow in handling claims, inquiries, complaints and preparation of the applicable forms.
The U.S. Postal Service (USPS) understands it is difficult to compensate a patron for the loss of sentimental or irreplaceable items, is always trying to improve the way mail is handled to prevent further loss and customer dissatisfaction. Each customer is encouraged to report instances of loss, rifling and other mistreatment of mail, even if there are no provisions for payment of indemnity.
LEARNING OBJECTIVES
When you have completed this chapter, you will be able to do the following:
1. Differentiate between inquiries and complaints and the forms required to respond to each.
2. Identify the procedures for processing customer inquiries and complaints
3. Recall the procedures for processing indemnity claims.
4. Determine the requirements for initiating an Inquiry and processing a Claim for Indemnity for International Registered, Insured, and Express Mail®.
5. Determine the requirement for processing a Parcel Search Request.
6. Determine the requirement for processing a Report of Rifled Parcel.
7. Recall the procedures for processing a Sender’s Application for Recall of Mail.
8. Recall the procedures for processing an Application and Voucher for Refund of Postage and Fees.
9. Recall the procedures for processing a money order inquiry.
INQUIRIES OR COMPLAINTS
An INQUIRY is a request for information. Inquiries are received almost daily regarding mail service to Navy personnel. Inquiries may be received over the phone, in person or in writing; and they may concern any phase of postal operations. Most inquiries are usually simple questions concerning mail transit times, mail preparation or some other phase of postal operations.
A COMPLAINT is an expression of dissatisfaction, discontent, disappointment, or resentment concerning any postal product, service or postal personnel. Mail complaints are attributable, in many instances, to incomplete or incorrect information. The number of mail complaints could be reduced greatly if Commanding Officers, within security limitations, kept service members and their families informed of probable mail interruptions or delays. This may be done through the Plan of the Day, Family Grams, and Pre-Deployment briefings.