U.S. DEPARTMENT OF AGRICULTURE
WASHINGTON, D.C. 20250
DEPARTMENTAL REGULATION
Number:
3050-001
SUBJECT:
Mail Management
DATE:
May 11, 2012
OPI:
Office of Operations
1. PURPOSE
This regulation prescribes policies, responsibilities and procedures for mail
management within the U.S. Department of Agriculture (USDA).
2. SPECIAL INSTRUCTIONS/CANCELLATIONS
This regulation revises DR 3050-1, and cancels DR 3050-1 dated May 28, 1996.
3. POLICY
It is the policy of this Department to comply with the Federal Management
Regulations (FMR) Parts 102-192, Mail Management. Also, it is the policy of
USDA to use the most economical classes and types of mail services available,
that are consistent with operational needs. Mail processing operations will be
prompt, efficient and as economical as possible. USDA mail centers must adhere
to the GSA objective of timely and cost-effective dispatch and delivery of mail to
the action office after its receipt from the Postal Service. USDA will cooperate
fully with the United States Postal Service (USPS) in order to meet USDA's
written communications requirements and to assure accurate reimbursement for
services performed by the USPS.
4. ABBREVIATIONS
CASU - Cooperative Administrative Support Unit
CFR - Code of Federal Regulations
CMU - Central Mail Unit
DMM - Domestic Mail Manual, U.S. Postal Service
FMR - Federal Management Regulations
GSA - General Services Administration
IMM - International Mail Manual, U.S. Postal Service
MRMD - Mail and Reproduction Management Division
OMAS - Official Mail Accounting System
OO - Office of Operations
UPS - United Parcel Services
USC - United States Code
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USDA - United States Department of Agriculture
USPS - United States Postal Service
5. DEFINITIONS
a. Agency Mail Manager – has oversight of the mail communications program
of an agency at the national level within the Department. The Agency Mail
Manager serves as a liaison to the Departmental Mail Manager and is a
resource to agency personnel for mail management issues.
b. Class of Mail - the five categories of domestic mail as defined by the United
States Postal Service (USPS) in the Domestic Mail Manual (DMM). The
categories are:
(1) Express Mail
(2) First Class and Priority Mail
(3) Standard Mail (e.g. bulk marketing mail)
(4) Periodicals
(5) Package Services
c. Commercial Payment Process – a postage accounting system that is an
alternative to the Official Mail Accounting System (OMAS). In a commercial
payment system, postage expenses are paid at the time that the transaction
occurs.
d. Co-mingling - the merging of outgoing mail from one facility or agency with
outgoing mail from at least one other source.
e. Departmental Mail Manager – Has oversight of the policy, planning, and
coordination of USDA’s National Mail Management Program (NMMP).
Ensures the Department’s compliance to mail safety and security, financial,
reporting, and performance measurement policies.
f. Expedited Mail - a generic term that means mail designated for delivery more
quickly than the USPS’s normal delivery times (which may vary by class of
mail). Examples of expedited mail include USPS Express Mail, overnight,
and two-day delivery by other service providers.
g. Facility Mail Manager - the person responsible for mail in a specific USDA
mail facility. There may be many Facility Mail Managers within USDA and
its agencies.
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h. Incoming Mail - refers to any mail that comes into USDA delivered by any
service provider, such as USPS, UPS, FedEx, DHL, etc.
i. Internal Mail - mail generated within USDA that is delivered to a USDA
facility, so long as it is delivered by agency personnel or a dedicated agency
contractor (i.e., not a service provider).
j. Mail - all materials that might pass through the USDA mail processing center
including:
(1) All internal, incoming, and outgoing materials such as envelopes,
bulk mail, expedited mail, individual packages up to 70 pounds,
publications, and postal cards.
(2) Similar materials carried by agency personnel, contractors, the
United States Postal Service (USPS) and all other carriers of such
items; and
(3) Electronic mail only if it is printed out and mailed as described in
paragraphs (1) and (2) of this section; however, this part encourages
agencies to maximize the use of electronic mail in lieu of printed
media, so long as it is cost-effective.
k. Mail Costs - allocations and expenses for postage and all other mail costs
(e.g. payments to service providers, mail center personnel costs, mail center
overhead, etc.).
l. Mail Management Program - Federal Management Regulations (FMR)
Parts 102-192 issued by the General Services Administration (GSA) requires
federal government departments to develop and utilize efficient management
procedures for their departmental mail programs. The objective of the Mail
Management Program at USDA is to ensure rapid handling and accurate
delivery of mail throughout all of USDA at a minimum cost consistent with
USDA’s mission requirements. Within USDA, a Department level Mail
Manager is appointed to oversee the Mail Management Program. In support of
the Departmental Mail Manager, each USDA operating division (Agency)
appoints a Mail Manager to direct the Mail Management Program at the
Agency level.
m. Mail Piece Design – the layout and printing of items to be mailed such that
they can be processed efficiently and effectively by automated mail-
processing equipment.
n. Mail and Reproduction Management Division (MRMD) – Has full
oversight of USDA’s national print production and mail management
programs. The Departmental Mail Manager is appointed by the director of
MRMD.
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o. Mail System - all of the components of the operation including methods for
capturing data on mail users, their volumes, and costs.
p. Official Mail - all mail used to conduct the business of USDA is considered
official mail. As such, USDA mail is considered Government property and is
subject to rules governing the use of government property.
(1) Examples of mail matter that would not generally be considered as
official mail include: Christmas cards, chain letters, job resumes,
complaints (except those submitted to the Inspector General under
Section 7 of the Inspector General Act of 1978), grievances, and
similar personal matters.
(2) An agency head may request a ruling from the Director of
Operations, as to whether a particular mail matter is official
business. Any such request should include the reason why the
agency head believes the matter to be official USDA business.
q. Official Mail Accounting System (OMAS) - is the Postal Services
government-unique postage accounting system. Its purpose is to track postage
used by most of USDA’s agencies. GSA has recommended that all
government agencies convert to Commercial Payment Processes.
r. Outgoing Mail - generated within USDA that is going outside our facility and
is delivered by a service provider.
s. Personal Mail - mail received or sent at a Federal agency by an agency
employee or contract worker that does not involve the official business of the
agency.
t. Postage - money or fees due that are paid to any service provider for mail
services or delivery.
u. Private Express Statutes - refers to laws that establish the U.S. Postal
Service’s limited monopoly on first-class mail delivery. The statutes allow for
overnight delivery of letter mail by alternative delivery services and also for
the delivery of books, magazines, and newspapers.
v. Presort – an outgoing mail preparation used to receive a discounted mailing
postage rate by sorting mail according to USPS standards.
w. Program Level - subsidiary part of USDA that generates a significant
quantity of outgoing mail.
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x. Service Provider - an agency or company that delivers mail. Some examples
of service providers are: USPS, UPS, FedEx, DHL, Courier Services, and the
State Department, Diplomatic, Pouch and Mail Division.
y. Special Services - mail services that require extra payment over basic
postage; e.g., certified mail, registered mail, business reply mail, certificates
of mailing, return receipts, and delivery confirmation.
z. Unauthorized Use of Agency Postage - the use of penalty or commercial
mail stamps, meter impressions or other postage indicia for personal or
otherwise unofficial use.
aa. Unsolicited Commercial Mail - mail that may or may not be program
related. Examples include: Advertisements, requests for contributions,
soliciting sales or subscriptions, training materials, and flyers. If this mail is
adequately addressed for delivery, it may be forwarded to the appropriate
program office. Inadequately addressed unsolicited commercial mail may be
returned to the USPS as undeliverable.
bb. Work Sharing - cost-effective ways of processing outgoing mail that qualify
for reduced postage rates; examples include presorting bar coding,
consolidating, and commingling.
6. RESPONSIBILTIES
a. Mail and Reproduction Management Division (MRMD), Office of Operations
(OO) will:
(1) Provide direction, leadership and policy for Departmental Mail Services.
(2) Circulate Departmental policies, standards, techniques and procedures,
and represent the Department in the area of mail management.
(3) Develop, implement, and provide to GSA USDA’s annual mail
management report. This plan must include:
(a) Total amounts paid to all service providers.
(b) Verify that facility security plans have been reviewed at the agency
level.
(c) Identify performance measures in use at the agency level.
(d) A description of the USDA’s plans to improve the economy of mail
operations.
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(4) Ensure that mail costs are identified at the program level within the
department. Program level costs can be identified by tracking mailing
expenses by program areas, costs estimates, financial reports, reconciled
Postal Service OMAS reports, and reconciled vendor data.
(5) Establish written policies and procedures to provide timely and cost-
effective dispatch and delivery of mail.
(6) Ensure agency-wide awareness and compliance with standards and
operational procedures established by all service providers used by the
agency.
(7) Monitor the agency’s mailings and other mail management activities,
especially expedited mail, mass mailings, mailing lists, and couriers, and
seek opportunities to implement cost-effective improvements and/or to
enhance performance of the agency’s mission.
(8) Develop and direct agency programs and plans for proper and cost-
effective use of transportation, equipment, and supplies used for mail.
(9) Ensure that expedited mail and couriers are used only as authorized by
the Private Express Statutes (39 U.S.C. 601-606) and when necessary
and cost-effective.
(10) Observe written policies and procedures to minimize personal mail or
packages received or sent via incoming, outgoing, and/or internal
agency mail.
(a) Mail Center personnel are not required to deliver personal mail or
packages received through their facility, unless authorized to do so
in writing by their supervisor or the head of the office under special
temporary circumstances.
(b) Employees in transit as a result of a change in duty station, or on
temporary detail, or temporarily assigned to a remote field location,
may request the use of an office address until their situations are
stabilized.
(c) Employees should be discouraged from using their office address
for delivery of savings bonds, salary checks, and per diem checks.
(11) Provide a liaison with the USPS and GSA, adherence to their rules,
regulations and ensuring correct, speedy and economical movement of
USDA mail within the postal system.
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(12) Provide adequate liaison with the USPS on reimbursement for postal
services.
(13) Provide training assistance in mail management and mail services
operations.
(14) Ensure that USDA’s national mail management program complies with
all applicable mail policies and procedures, including this Departmental
Regulation and the Federal Management Regulations (FMR) Parts 102-
192, Mail Management.
b. Department Agency Administrators and Staff Office Directors will:
(1) Establish a mail management program and ensure that their employees
are aware of and comply with the provisions of the program.
(2) Appoint a qualified individual familiar with mail management as
Agency / Facility Mail Manager to manage, control and coordinate
matters regarding mail management and services within their local and
field offices. The name, complete mailing address, and telephone
number of the appointed person (or any replacement) will be sent to the
Departmental Mail Manager.
(3) Work closely with program personnel to minimize postage and
associated printing expenses through improved mail piece design, mail
list management, electronic transmission of data in lieu of mail, and
other appropriate measures.
(4) Coordinate all of the office’s large mailings and print jobs to ensure that
the most efficient and effective procedures are used.
(5) Work closely with the Departmental Mail Manager, Agency Mail
Manager, mail technical experts, and mail Facility Managers that handle
significant quantities of mail or print functions for their program.
(6) Seek opportunities to centralize or consolidate mail services when
USDA agencies are collocated in Federal Buildings or in nearby
locations, in order to insure efficiency and economy to the government.
These services may be currently available through a Cooperative
Administrative Support Unit (CASU).
(7) Evaluate the use of Post Office Box rentals to ensure that economical
and efficient systems are utilized for the receipt of incoming mail.
(8) Review and reconcile reports of postal accountability (OMAS or
commercial vendors) to ensure accurate billing.
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(9) Implement performance measures for mail operations at the agency
level and in all local and field office facilities and programs.
(10) Observe written policies and procedures to reduce personal mail or
packages received or sent via incoming, outgoing, and/or internal agency
mail.
(11) Ensure their agency’s national mail management program complies with
all applicable mail policies and procedures, including this Departmental
Regulation and the Federal Management Regulations (FMR) Parts 102-
192, Mail Management.
c. Departmental Mail Manager is responsible for:
(1) Establishing and maintaining a system that tracks financial and other
performance data. Also, providing MRMD at the end of each fiscal year,
as required, with pertinent information and reports concerning mailing
practices, volumes of official and commercial mail costs.
(2) Working with MRMD and agency budget personnel to implement
commercial payment processes (where feasible) while working under
temporary deviations.
(3) Working with agency accounting personnel to ensure that financial
systems show allocations and expenses for postage and all other mail
costs separately from all other administrative expenses.
(4) Ensuring that bills from all service providers are reconciled and paid on
a timely basis.
(5) Coordinating with MRMD on matters regarding USPS services and
reimbursements.
(6) Ensuring that their organization utilizes postal products and services that
are efficient and economical.
(7) Keeping members of their organization informed of changes in
regulations and mailing requirements as provided by MRMD.
(8) Continually reviewing and evaluating the use of mail products and
services, within their organization, to ensure that economies are derived
that benefit the organization.
(9) Ensuring that users at the program levels receive the training needed to
reduce, track, and budget for their mailing expenses.
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(10) Working with agency executives to ensure that, to the maximum
practical extent, the person who makes the decision to mail any
significant number of pieces of mail is the same person who controls the
funds for postage.
(11) Developing and directing Departmental programs and plans for proper
and cost-effective use of transportation, equipment, and supplies used
for mail.
(12) Providing guidance to agency correspondence managers on
correspondence management decisions such as development and design
of mailing materials including Business Reply Mail, Letterhead, and
Mail Piece Design.
(13) Representing the Department in its relations with mail service providers
(usually as a Contracting Officer’s Technical Representative), other
agency mail managers, and the GSA Office of Governmentwide Policy.
(14) Keeping USDA personnel informed of the objectives, policies,
standards, and procedures for prompt, accurate and economical mail
operations.
(15) Ensuring that outgoing mail is economically and expeditiously
dispatched.
(16) Providing liaison with the USPS and GSA, adherence to their rules,
regulations and ensuring correct, speedy, and economical movement of
USDA mail within the postal system. Also, provide adequate liaison
with the USPS on reimbursement of postal services.
(17) Seeking opportunities to implement cost-effective improvements and to
enhance performance of the agency’s mission.
(18) Establishing written policies and procedures to minimize incoming and
outgoing personal mail.
(19) Providing continuous monitoring of USDA’s national Mail Management
Program to achieve improvements.
(20) Ensuring the Department’s National Mail Management Program
complies with all applicable mail policies, and procedures, including this
Departmental Regulation and Federal Management Regulations (FMR)
Parts 102-192, Mail Management.
d. Agency and/or Facility Mail Manager is responsible for:
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(1) Representing and performing for their agency at the national level while
demonstrating a level of commitment to their role and responsibilities as
a USDA Agency and/or Facility Mail Manager.
(2) Ensuring their agency’s national mail management program complies
with all applicable mail policies and procedures, including this
Departmental Regulation and the Federal Management Regulations
(FMR) Parts 102-192, Mail Management.
(3) Providing consistent representation for their agency at internal agency
mail managers’ meetings, discussions, and other various
communications. Participating in a mail manager orientation.
(4) Maintaining relationships with other agency/facility mail managers,
external mail service providers, and mail technical experts.
(5) Developing and monitoring the postage budget and expenditures for
their agency at the national level and providing postage budget
allocations and/or amendments to the Departmental Mail Manager. Also,
providing in timely manner, monthly, quarterly, and/or annual reports to
the Departmental Mail Manager. Typical reports include total postage,
shipping, and related fees for their entire agency (headquarters and field
offices) that is paid to each and every mailing and shipping service
providers.
(6) Implementing a written mail security policy that applies throughout the
agency regardless of the facility’s mail volume.
(7) Observing written policies and procedures to reduce personal mail or
packages received or sent via incoming, outgoing, and/or internal
agency mail.
(9) Coordinating with program personnel to minimize postage and
associated printing expenses through improved mail piece design,
electronic transmission of data in lieu of mail, and other appropriate
measures.
(10) Ensuring that all addresses on agency letters and packages meet address
specifications. Also, ensuring that all mailing lists have been validated.
(11) Actively seeking opportunities to remain current on new technologies
and practices that could reduce mailing costs or make use of mail
services more effectively.
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(12) Coordinating all of the agency or program's large mailings and
associated print jobs to ensure that the most efficient and effective
procedures are used.
(13) Collaborating with agency finance officials to establish procedures for
the timely processing of funds owed to service providers.
(14) Addressing, including machine readability, formatting, use of correct
street addresses, and minimizing use of hand-written addresses.
(15) Ensuring that a USPS mail piece design analyst is consulted when
creating a new mail piece.
(16) Reviewing large mailings by mail managers before they are sent to
printing or a print contractor.
(17) Acceptance and processing of incoming and outgoing personal mail.
(18) Limiting unsolicited mail and mail addressed to unknown persons and
former employees.
(19) Reporting all activities to include all postage costs associated with
mailing, printing, and materials, to the agency mail manager, and
(20) Administering policies for incoming and outgoing personal mail. In
general, personal mail should be discouraged or prohibited. However, an
agency may establish a policy to accept and process personal mail for
personnel living on a Federal facility, personnel stationed outside the
United States, or personnel in other situations who would otherwise
suffer hardship.
e. All USDA Mail Facilities will:
(1) Receive technical direction on USDA mail management policies,
procedures, and issues from their National Agency or Facility Mail
Managers
(2) Have a written mail security policy that applies throughout the agency
regardless of the facility’s mail volume.
(3) Review outgoing mail to ensure that it is properly prepared and
conforms to standards specified in the IMM and Eligibility Module in
the DMM, and other appropriate sections. Ensure that outgoing mail
meets all standards established by their service provider(s) for weight,
size, hazardous materials content, etc.
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(4) Work closely with all facility personnel, especially program level users
who develop large mailings, to minimize postage and associated printing
expenses through improved mail piece design, mail list management,
electronic transmission of data in lieu of mail, and other appropriate
measures; keeping current on new technologies that could be applied to
reduce mailing costs.
(5) Work with local managers to ensure that, to the maximum practical
extent, the person who makes the decision to mail any significant
number of pieces of mail is the same person who controls the funds for
postage.
(6) Ensure that expedited mail and couriers are used only when authorized
by the Private Express Statutes (39 U.S.C. 601-606) and when necessary
and cost-effective.
(7) Provide centralized control of all mail processing activities at the
facility, including all regularly scheduled, small package, and expedited
service providers, couriers, equipment, and personnel.
(8) Review unauthorized use, loss, or theft of postage, including any
unauthorized use of penalty or commercial mail stamps, meter
impressions or other postage indicia, and immediately report such
incidents to the USDA Inspector General.
(9) Provide training opportunities for all levels of agency personnel at the
mail facility on incoming, outgoing, internal mail and security.
(10) Obtain and refer to current postal publications appropriate to their
mailing operations.
(11) Deliver all mail that is adequately addressed to the appropriate mail stop
in a timely and cost-effective way. All mail that is inadequately
addressed will be returned to the USPS as undeliverable.
(12) Ensuring their national mail management program complies with all
applicable mail policies and procedures, including this Departmental
Regulation and the Federal Management Regulations (FMR) Parts 102-
192, Mail Management.
7. REFERENCES
Basic laws and regulations applicable to official mail are:
a. Title 39, USC, Chapter 32, which provides for the use of Penalty mail by
executive agencies.
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b. Title 18, USC, Section 1719, Franking Privilege," which provides penalties
for the misuse of Government mail.
c. FMR 102-192 establishes and defines the mail management function in
Government agencies.
d. Domestic Mail Manual (DMM), USPS, which provides regulations for
domestic mail matter entering the USPS system.
e. International Mail Manual (IMM), USPS, which provides guidance for
preparation and postage costs for international mail.
8. MAIL OPTIONS AND USER RESPONSIBILITIES
a. To ensure timely receipt and economy, select the class of mail and special
service on the basis of the priority of the material being mailed. The agency
Mail Manager will consult MRMD, when there are questions as to the
appropriate class or service to be used. FOR EACH MAILING, IT IS THE
RESPONSIBILITY OF THE ORIGINATOR TO IDENTIFY THE CLASS
AND SPECIAL SERVICE DESIRED.
b. All official outbound postal mail must be typed, using USPS standardized
address format (see Appendix A & B). Outbound mail, generated by
headquarter offices, that is not typed will not be accepted for processing by
the Central Mail Unit (CMU). The USPS offers incentives for quality
addresses. Typed mail is readable by optical character readers. Therefore,
typed mail will receive expeditious handling and the potential for discounted
postage rates.
c. Official mail must be separated according to the class of mail and special
service requested before it is presented to the post office.
9. INTERNAL MAIL SERVICE
a. Authorized Use of Internal Mail Services - Internal mail services are limited
to official mail. Personal mail, intended for internal or external delivery, will
not be picked up or delivered* by Government or contractor employees since
it would impede the productivity of MRMD and the Government’s efficiency
and economy (*see DR 3050-001,Section 6a-(10) & FMR, Parts 102-192,
Mail Management, Subpart F, (i) for stipulations).
b. Establishing Route Stops - Route stops will be established and maintained by
MRMD in collaboration with the offices. Action offices will immediately
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notify MRMD, Mail Services Branch, Automation Relocation Team (ART)
regarding changes in personnel receiving mail at respective mail drops.
c. Scheduling Runs - Internal mail service runs should be scheduled to coincide
with USPS delivery and pick up and with as much frequency needed to
prevent a buildup of mail at any one location.
d. Published Schedules - Internal service schedules are to be published and
circulated to mail originators. Schedules will include times of USPS
deliveries, interoffice pickup and delivery, and a cutoff time to receive mail to
be processed for the last daily USPS mailing.
e. Enroute Sorting – Forward Sorting during an internal mail run will expedite
delivery to offices on the same run if the volume of mail is not too great.
Large volumes of mail to be forward sorted should be returned to the mail unit
to eliminate delays to the balance of the route and disruption of the published
schedule.
f. Interoffice Mail - Mail between agencies/staff offices within the Department
must clearly identify the intended recipient by name, agency, and mail stop to
ensure delivery without delay.
10. INCOMING MAIL
a. Official Mail - Mail directed to officials or employees of the Department at
their office address will be delivered to that office when such mail is claimed
both by the official or employee and by the office. This also applies to mail
addressed in this manner to former officials or employees of the Department.
Such mail will be delivered to the appropriate program office for action.
b. Routing - In order to speed the processing of incoming mail, the guidelines
below should be followed.
(1) Route adequately addressed mail directly to the action office without
opening the envelope unless instructions have been issued to open
specific categories.
(2) Write routing directions on envelopes that have been opened rather than
on a routing form and attach the envelope to the correspondence.
(3) Use office organizational and/or mail stop codes rather than the
complete office title. Room numbers are to be used where they are
required to make delivery.
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(4) Limit date/time stamping to classes of mail for which date/time
stamping protects the interest of the Government, its employees and/or
the public.
(5) Maintain an up-to-date routing guide to assist in accurate routing, and
keep it current on organizational, functional, and personnel changes.
c. Sorting - Incoming mail will be sorted to provide for minimum essential
handling between the time it is received and the time it reaches the action
office. A maximum of three sorts to achieve final delivery should be adequate.
d. Special Handling - Special instructions should be provided to each mail
station processing mail requiring special handling. The following items of
mail require special handling: Registered mail, certified mail with return
receipt, delivery confirmation, and mail brought to the Department by local
independent couriers.
e. Postage Due Mail - The USPS will offer to deliver mail with insufficient
postage.
(1) Official Mail - Payment of postage due for official mail will be paid
through an OMAS postage due account. Government agencies can no
longer use penalty meter strips or penalty mail stamps to pay postage
due.
(2) Public Mail - The Washington, DC, mail center refuses postage due mail
received in the center. Each agency is to establish a policy to accept or
refuse postage due mail received from the public at their mail centers.
11. OUTGOING MAIL
a. Outgoing mail standards include the selection of the most cost-effective mail
service by the originator, to facilitate transmission of official mail, use of
appropriate envelope specifications, and direct accountability methods.
b. Electronic Mail Service - Electronic Mail will be used for official business
when it can be demonstrated that its use is cost-effective and will increase
efficiency.
c. Authorized Use of Official Mail - Official mail may only be used for mailing
articles, documents and packages that are required to conduct Government
business.
d. Unauthorized Use of Official Mail - Mail such as personal letters, chain
letters, Christmas cards, job resumes and applications, Freedom of
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Information and Privacy Act requests and appeals, complaints, grievances,
and all similar materials which do not relate exclusively to the business of the
Government may not be sent as penalty or postage and fees paid mail. Federal
employees and individuals outside the Government are prohibited by law and
regulations from using penalty mail for private use. Anyone found using
penalty mail for unofficial purposes may be fined up to $300. Federal
employees are also subject to disciplinary action.
e. Quasi-Official Mail - Any agency or office head may authorize the use of
official mail services (not official postage) for community or government
employee-related activities to be conducted under their auspices. The
examples that follow are some activities that may be included:
- Government employee retirement functions.
- Agency/office sponsored sporting or recreation events.
- Agency/office sponsored special events.
- Red Cross blood bank appeals.
- State or local government sponsored activities.
f. Return Address
(1) A complete return address must be indicated on outgoing official mail.
The upper left corner of official mail shall contain the Departmental
return address and identify the agency or staff office (stop code) of
origin identified as the ZIP+4.
(2) The statement "Official Business," shall appear immediately below the
return address of all official mail.
12. ENVELOPE STANDARDS/SPECIFICATIONS
Envelope standardization is essential to meet the requirements established by the
USPS, GSA and the Government Printing Office. All envelopes will be prepared
for mailing in a manner that will accommodate the high-speed technology
currently in use by the USPS.
a. Standards
(1) Except for USPS required items and appropriate slogans that can be
included on ad plates for metered mail, no other printed, stamped, or
affixed markings or design shall be placed on official envelopes or on
the front of official postcards without the approval of the Departmental
Senior Information Resource Management official. Requests for
markings or design additions will be submitted to the Departmental Mail
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Manager, OO-MRMD, and will include a determination, in each
instance, that use of a given marking or design will either:
(a) reduce costs;
(b) expedite mail delivery or handling;
(c) aid in the delivery of services to the public; or
(d) promote a program or activity having major national impact.
(2) Except for self-mailers, no printing is permitted on the inside of
envelopes.
(3) Envelopes dispatched will use the most economical service consistent
with delivery needs and must meet USPS requirements.
(4) The smallest standard size envelope available, that will accommodate
the material to be sent, will be used. The USPS levies extra charges on
larger size envelopes.
(5) Addresses will include, at a minimum, the five digit Zip Code and, when
available, Zip+4 Code.
(6) Addresses will be typed, clear, correct, and properly placed on all
envelopes.
(7) Addresses will be completely visible through window envelopes.
(8) Letter size window envelopes will be used to the maximum extent
possible, except for mailing material that:
(a) contains national security information;
(b) is highly confidential to the Department or the addressee;
(c) contains material that is to be registered; or
(d) is sent to high level officials in Government or the private sector.
b. Specifications.
(1) Letter Envelope - Letter size envelopes are rectangle in shape with
minimum dimensions of 5 inches in length, 3.5 inches in height and .007
inches in thickness and maximum dimensions of 6 1/8 inches in height,
11 ½ inches in length and ¼ inch in thickness. The standard letter size
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envelopes used Departmentwide is white, approximately 9.25 by 4.25
inches with black printing. Letter envelopes are used for one to five
pages of correspondence that can be folded to .25 inch maximum
thickness.
(2) Flat Envelopes - Flat envelopes are rectangular in shape and exceed one
or more of the maximum dimensions for letter size envelopes but do not
exceed 15 inches in length, 12 inches in height, or .75 inches in
thickness. The minimum size for flat envelopes is 6 1/8 inches in height,
11 ½ inches in length and ¼ inch thickness. Flat envelopes will be used
for communications that cannot be folded or, if folded, will exceed the
.25 inch maximum width permitted for letter size envelopes. All new
envelopes should be reviewed by the Departmental Mail Manager for
format and USPS requirements prior to printing. The standard flat
envelopes used Departmentwide are:
(a) White or Brown 12 by 9.5 inches (White preferred)
(b) White or Brown 15 by 10 inches (White preferred)
(3) Batch Mailing - When several pieces of mail (at least six pieces) are sent
to the same address, the mail should be consolidated into a single flat
envelope for mailing.
(4) Mail Pouches - When there is a recurring high volume of mail between
two offices and the volume is too great for batch mailing, mail pouches
should be considered as a cost-effective alternate to individual mailings.
(5) Labels - Imprinted labels are to be used on imprinted flat envelopes and
parcels too large to be mailed in flat envelopes.
(6) Postcards - In order to qualify for the postcard rate, cards must be a
minimum of 3-1/2 inches by 5 inches and be a maximum of 4-1/4 inches
by 6 inches and will be imprinted with the same markings and indicia
required for envelopes. Postcards that exceed the above measurements
will be charged the full First-Class rate by the USPS.
A-1
APPENDIX A
Addressing Formats
Domestic
MR AND MRS JOHN A SAMPLE
5505 W SUNSET BLVD APT 230
HOLLYWOOD CA 90028-8521
MR THOMAS SMITH, DIRECTOR
AGRICULTURAL MARKETING SERVICE
US DEPT OF AGRICULTURE
12 E BUSINESS LN STE 209
KRYTON TN 38188-0002
International
MS INGRID DIETRIC-FISCHER
HARTMANNSTRASSE 7
5300 BOON 1
GERMANY
MS HELEN SAUNDERS
1010 CLEAR STREET
OTTAWA OB1
CANADA
MS C P APPLE
APARTADO 3068
46807 PUERTO VALLARTA JALISCO
MEXICO
B-1
APPENDIX B
STANDARD ADDRESS ABBREVIATIONS
TWO-LETTER STATE AND POSSESSION ABBREVIATIONS
Alabama
AL
AK
Arizona
AZ
AR
American Somoa
AS
CA
Colorado
CO
CT
Delaware
DE
DC
Federal Sate of Micronesia
FM
FL
Georgia
GA
GU
Hawaii
HI
ID
Illinois
IL
IN
Iowa
IA
KS
Kentucky
KY
LA
Maine
ME
MH
Maryland
MD
MA
Michigan
MI
MN
Mississippi
MS
MO
Montana
MT
NE
Nevada
NV
NH
New Jersey
NJ
NM
New York
NY
NC
North Dakota
ND
MP
Ohio
OH
OK
Oregon
OR
PW
Pennsylvania
PA
PR
Rhode Island
RI
SC
South Dakota
SD
TN
Texas
TX
UT
Vermont
VT
VI
Virginia
VA
WA
West Virginia
WV
WI
Wyoming
WY
GEOGRAPHICAL DIRECTIONAL ABBREVIATIONS
North
N
E
South
S
W
Northeast
NE
SE
Northwest
NW
SW
SECONDARY ADDRESS UNIT INDICATORS
Apartment
APT
Basement
BSMT
Building
BLDG
Department
DEPT
Floor
FL
Front
FRNT
Hanger
HNGR
Key
KEY
Lobby
LBBY
Lot
LOT
Lower
LOWR
Office
OFC
Penthouse
PH
Pier
PIER
Rear
REAR
Room
RM
B-2
Side
SIDE
Slip
SLIP
Space
SPC
Stop
STOP
Suite
STE
Trailer
TRLR
Unit
UNIT
Upper
UPPR
STREET ABBREVIATIONS
Alley
ALY
ANX
Arcade
ARC
AVE
Bayou
BYU
BCH
Bend
BND
BLF
Bluffs
BLFS
BTM
Boulevard
BLVD
BR
Bridge
BRG
BRK
Brooks
BRKS
BG
Bypass
BYP
CP
Canyon
CYN
CPE
Causeway
CSWY
CTR
Centers
CTRS
CIR
Circles
CIRS
CLF
Cliffs
CLFS
CLB
Common
CMN
CMNS
Corner
COR
CORS
Course
CRSE
CT
Courts
CTS
CV
Coves
CVS
CRK
Crescent
CRES
CRST
Crossing
XING
XRD
Crossroads
XRDS
CURV
Dale
DL
DM
Divide
DV
DR
Drives
DRS
EST
Estates
ESTS
EXP
Extension
EXT
EXTS
Fall
FALL
FLS
Ferry
FRY
FLD
Fields
FLDS
FLT
Flats
FLTS
FRD
Fords
FRDS
FRST
Forge
FRG
FRGS
Fork
FRK
FRKS
Fort
FT
FWY
Garden
GDN
GDNS
Gateway
GTWY
GLN
Glens
GLNS
GRN
Greens
GRNS
GRV
Groves
GRVS
HBR
Harbors
HBRS
HVN
Heights
HTS
HWY
Hill
HL
HLS
Hollow
HOLW
INLT
Island
IS
ISS
Isle
ISLE
JCT
Junctions
JCTS
KY
Knoll
KNL
KNLS
Lake
LK
LKS
B-3
Land
LAND
LNDG
Lane
LN
LGT
Lights
LGTS
LF
Lock
LCK
LCKS
Lodge
LDG
LOOP
Mall
MALL
MNR
Manors
MNRS
MDW
Meadows
MDWS
MEWS
Mill
ML
MLS
Mission
MSN
MTWY
Mount
MT
MTN
Mountains
MTNS
NCK
Orchard
ORCH
OVAL
Overpass
OPAS
PARK
Parks
PARK
PKWY
Parkways
PKWY
PASS
Passage
PSGE
PATH
Pike
PIKE
PNE
Pines
PNES
PL
Plain
PLN
PLNS
Plaza
PLZ
PT
Points
PTS
PRT
Ports
PRTS
PR
Radial
RADL
RAMP
Ranch
RNCH
RPD
Rapids
RPDS
RST
Ridge
RDG
RDGS
River
RIV
RD
Roads
RDS
RTE
Row
ROW
RUE
Run
RUN
SHL
Shoals
SHLS
SHR
Shores
SHRS
SKWY
Spring
SPG
SPGS
Spur
SPUR
SPUR
Square
SQ
SQS
Station
STA
STRA
Stream
STRM
ST
Streets
STS
SMT
Terrace
TER
TRWY
Trace
TRCE
Trak
Trafficway
TRFY
TRL
Trailer
TRLR
TUNL
Turnpike
TPKE
UPAS
Union
UN
UNS
Valley
VLY
VLYS
Viaduct
VIA
VW
Views
VWS
VLG
Villages
VLGS
VL
Vista
VIS
WALK
Walks
WALK
WALL
Way
WAY
WAYS
Well
WL
WLS