1.2 Scope. This chapter applies to all Service employees.

1.3 Policy. The Service shall adhere to accepted mailroom practices and procedures in providing efficient and economical mail handling services as specified by the United States Postal Service (USPS) by dispatching mail matter at the lowest possible cost, consistent with its importance, as determined by the sender (originating office). It is Service policy that:

A. Service mailroom facilities are established for the express purpose of processing official mail necessary in the conduct of the Government's business.

B. Central mailroom units shall be established in each Region, as well as at large field station activities.

C. Mail shall be distributed unopened unless opening it is essential to identify subject content for proper routing.

D. The most cost-effective method shall be followed by originating offices in dispatching outgoing mail.

1.4 Objective. The objective is to assure prompt and reliable mail service for all Service activities using the most efficient and economical methods available in accordance with applicable postal regulations.

1.5 Authority.

A. Code of Federal Regulations: 41 CFR 201-45.107, Mail Management.

B. Departmental Manual: 382 DM 2, Mail Management.

C. U.S. Postal Service: Domestic Mail Manual.

1.6 Responsibilities.

A. The Assistant Director - Policy, Budget and Administration shall provide administrative guidance regarding the mail management policies of the Service. Operating guidelines will be developed and implemented through the Washington Office, Chief, Division of Contracting and General Services (CGS).

B. Regional Offices. Regional Directors are responsible for maintaining mail management operations in conformance with the standards and procedures outlined in this chapter. Responsibility for this function is carried out by the Regional Chiefs of Contracting and General Services.

C. Service Employees. Designated employees are responsible for processing mail received in, or dispatched from, their respective offices, as specified by management.

1.7 Mail Unit Structure, Functions, and Responsibilities. A central facility for the receipt, routing, and dispatch of all mail must be established in each geographically independent Service field activity.

A. Structure. The organizational structure of Service mail units will depend upon the size of the installation. Personnel and equipment will be made available to ensure that all mail is processed in a timely manner (normally within 4 hours of receipt).

B. Functions. The functions of a mail unit entail two basic operations, as indicated below:

(1) Mail Service. This includes the receipt, routing, and dispatch of all mail and the coordination of mail pickup and delivery with the local post office.

(2) Pickup and Delivery Service. This includes scheduling messenger service within an organizational activity, and between buildings, if necessary, to provide pickup and delivery service for all incoming and outgoing mail and intra-office correspondence; as well as pickup and delivery service, if necessary, to outside satellite locations.

C. Adherence to Postal Regulations. Mail room personnel must adhere to USPS, Department, and Service regulations pertaining to mail processing. Transmission of official mail through postal channels is governed by regulations contained in the USPS Domestic Mail Manual. The Directory of Post Offices, National ZIP Code Directory, and Directory of International Mail may be required by the personnel of the mailroom for reference purposes.

D. Coordination with Local Post Offices. Mail pickup and delivery schedules shall be coordinated with the local post office. In areas where mail pickup and delivery service by the USPS is unavailable, responsibility for handling this duty may be assigned to Service employees.

1.8 Processing Mail.

A. Incoming Mail. All mail must be sorted and delivered as soon as possible after receipt by Service mail units (normally no more than 4 hours after receipt).

B. Opening Mail. Mail in which the recipient is clearly identified shall be delivered unopened. If mail is received opened or damaged in the mailroom, it should be immediately brought to the attention of the mail unit supervisor for handling. When it is absolutely necessary to open mail in order to identify the recipient, the name of the recipient and address must be recorded on such correspondence and the opened envelope stapled to the correspondence, before routing.

C. Routing.

(1) The use of routing aids such as telephone or office directories containing alphabetical listings of employees in each Service installation, and their office codes, are recommended. Periodically, they are to be updated and omissions and errors corrected.

(2) Organization Charts and Functional Directories. Such documents indicate the functions of each organizational unit and the officials responsible for them are listed.

1.9 Mailing Practices. The USPS system of Direct Accountability of Postage is applicable to all Federal activities and requires the use of postage meters, penalty mail stamps, or permit imprint systems by the mailer. At most locations the Service will use either postage meters or penalty mail stamps (Publication 350, entitled How to Order and Use Penalty Mail Stamps and Postal Stationery is available through the USPS). All mail must bear the correct amount of postage. In dispatching mail, the most efficient and economical mailing practices are to be used by all Service activities.

A. Preparation of Mail. Service personnel originating correspondence must be sure to correctly address and code their correspondence using proper mailing containers (envelopes, tubes, cartons, etc.); and assemble intra-Service correspondence (with enclosures) so that it can be dispatched promptly.

B. Minimizing costs. To minimize costs and expedite handling by the USPS, the following guidelines should be adhered to in preparing mail:

(1) Consolidation. To the extent possible, consolidate mailings to the same address.

(2) Standard Packaging. Avoid indiscriminate use of non-standard envelopes. Use the following standard size envelopes whenever possible:

(a) 11.43 x 24.13 centimeters (4 1/2" X 9 1/2")

(b) 16.51 x 26.57 centimeters (6 1/2" X 10 1/2")

(c) 24.13 x 31.75 centimeters (9 1/2" X 12 1/2")

(3) Use of Large Sized Envelopes. Letter-size envelopes should be used whenever possible. Large envelopes are referred to as "flats" by the post office. Flats cost more than letter-size envelopes and are more expensive to mail. This not only increases the handling cost to the post office, but may cause delays in delivery. Therefore, mail items should be folded and placed in letter-size envelopes whenever possible.

(4) Special Handling. For special delivery, registered, certified, and other mail requiring special handling, clearly indicate the type of service desired on the face of the envelope, card, or package.

C. Quantity mailing. For large volume mailings obtain mail sacks and identification labels from the post office. Sort and bundle mail destined for the same city or state with the addresses upright and facing the same direction.

D. ZIP Code. Include the ZIP Code in both the address and return address.

1.10 Postage. Official mail dispatched through USPS facilities must bear a postage imprint or stamp(s) in the upper right hand corner of the envelope. Official mail must also bear in the upper left hand corner the sender's return address entered above the words "Official Business."

A. Accounting Data. Service program activities are to use the USPS assigned identification code (INT 121) when ordering Penalty Mail Stamps. Please use this code and your organizational activity code number when ordering Penalty Mail Stamps in order to facilitate future billings by the USPS.

B. Penalty Mail Stamps. Penalty mail stamps will be kept secured at all times.

C. Prohibitions. Do not provide postage paid envelopes or labels to non-Federal users who by law are required to provide information to the Service. Postage paid envelopes may not be furnished to bidders, contractors, lessees, or permittees.

1.11 Mailing Classes.

A. First-class Mail. First-class (private correspondence) is the highest priority mail and is given precedence over third and fourth-class mail. Post cards, letter-size envelopes, and flats (envelopes larger than letter size) will be handled as first-class mail unless otherwise marked. All first-class mail weighing more than 312 grams (11 ounces) will be handled as "Priority" mail, unless otherwise marked. If there is a significant volume of first-class mail to dispatch, reduced rates are available, predicated on the presorting of such mail by the user, which substantially reduces the workload of the USPS. Please consult your servicing post office for details.

B. Second-class Mail. Second-class mail is generally used by newspapers and periodical publishers who meet certain USPS requirements. However, Federal agencies are eligible to apply for two types of second-class authorizations. Application must be made and approved by the USPS before newspapers or publications can be mailed at second-class rates by a Government agency. Such mail must be presorted. Consult your post office representative for application forms, mailing, and rate information.

C. Third-class mail. Third-Class Mail consists of mailable matter which is not mailed or required to be mailed as First-Class mail and weighs less than 16 ounces. Although less expensive to mail than First-Class mail, it can take from 7 to 10 days to send mail across the United States versus 3 - 4 days for First-Class. Also, unlike first class mail, postage must be paid on Third-Class mail that is returned to the sender as undeliverable (a pertinent point, for example, when updating mailing lists). Two Third-Class categories are available:

(1) Single piece rate - This rate is applied to each piece according to its weight. There is no limit on the number of pieces mailed at the single piece rate. No presort or special preparation is required. Pieces should be marked "Third-Class". All offices are encouraged to use this classification whenever possible.

(2) Regular Bulk Rate - All pieces in a bulk mailing must qualify for the same rate, i.e., either the per piece rate or the per piece/pound rate. Bulk rate Third-Class mail must be prepared and mailed using the format and procedures for penalty permit imprint or penalty postage meter mail prescribed by the USPS. Penalty mail sent under bulk Third-Class rates must be presorted and meet the requirements specified in the Domestic Mail Manual (consult your local post office for specifics). Discounts are available based on the volume of mail, for example, sent to the same destination, as well as for presorting and automation of mail (e.g., use of bar coding and ZIP Code + 4). Application to mail at regular bulk Third-Class rates must be made at the post office where the mailings are to be presented. Third-Class bulk rate mail must be presented for mailing at a post office. It may not be deposited in a street letter box.

D. Fourth-class Mail. This class of mail consists of mailable matter not mailed or required to be mailed as first-class, weighing .45 kilograms (16 ounces) or more. Maximum weight is 31.75 kilograms (70 pounds). Such mail is to be marked "Parcel Post". Parcels weighing less than .45 kilograms (16 ounces) must be mailed at first-class, third-class, or priority rates.

E. Priority Mail. All first-class mail exceeding 312 grams (11 ounces) will be considered as priority mail. Priority mail may not weigh more than 31.75 kilograms (70 pounds). The word "Priority" must be prominently placed on each piece of mail (labels are available from the post office). When speed of delivery is important, packages can be sent at the priority rate rather than the fourth-class parcel post rate. An alternative to sending packages at the priority rate is to send them fourth-class (parcel post), with special handling. Fourth-class packages will essentially then receive the same treatment as first-class mail at considerably less cost than the priority rate.

F. Business Reply Mail. Users of Business Reply Mail must obtain from their servicing post office form PS 3614, entitled Application for a BRM Permit, and provide the information requested. BRM envelopes, cards and labels may be distributed to any person, concern, or organization from whom official matter is desired. BRM should not be sent to a respondent from whom a reply is required by law or regulation. All BRM must either be prepaid by the use of postage meters, penalty mail stamps, or permit penalty envelopes imprinted with the legend "Business Reply Mail". Penalty envelopes, cards or labels distributed for reply purposes must be printed in the proper format as required by the USPS which will provide printing specifications upon request. Service activities desirous of using Business Reply Mail must request from the Washington Office, Division of Contracting and General Services, the Agency Code and Business Reply Mail Permit Number. It is the responsibility of each user activity to order and maintain its own stock of BRM cards, labels, and envelopes.

G. Penalty Permit Imprint Mail. This category of mail is often referred to as "G" mail. It allows the Government permit holder (including printing contractors employed by a Federal activity) to dispatch large volumes of mail without having to affix postage. Permit imprints include a unique agency number, preceded by the letter "G", which may be made by printing press, lithography, multigraph, address plate, or similar device. The imprint must specify the desired service (i.e., carrier route presort, ZIP + 4 presort, etc.) and class (i.e., first class, third class, etc.). All "G" mailings must consist of a minimum of 200 pieces or weigh 50 pounds. This category of mail must be brought to and deposited at the post office from which the mailing permit was issued. For additional information on "G" mail, please contact the Service's Printing Officer, Public Affairs Office, Washington, D.C., or your servicing post office.

H. International Mail. International mail includes letters, packages, printed matter, and parcel post destined for foreign countries. For information on mailing preparations, custom forms, and limitations on printed matter for international delivery, consult your local post office representative.

1.12 Special Services Offered by the USPS. Special services are offered by the Postal Service to guarantee delivery, provide indemnity, and expedite delivery of mail. Because most of these services are expensive, they should be used only when the cost justifies the benefits to be derived.

A. Registered Mail provides added protection for valuable and other important mail and indemnifies the sender in case of subsequent loss or damage. It provides evidence of mailing and delivery; i.e., a receipt to the sender at the time of mailing, as well as a post office record of the mailing. It cannot be deposited in collection boxes because a receipt must be issued by the USPS at the point of mail entry. Such mail is transported in sealed locked containers and if lost can be readily traced. Mail to be registered must be sent either first-class or priority mail.

B. Certified Mail provides a receipt to the sender and a record of delivery from the post office delivering it. The carrier delivering the mail obtains a signature from the addressee on the receipt form which is then kept at the post office for 2 years. For an additional fee, paid at the time of mailing, a return receipt will be sent to the mailer. Mail to be certified must be sent as first-class or priority.

C. Insured and numbered service provides a method to obtain evidence of mailing and a record of delivery for third and fourth-class mail.

D. Return receipts provides the mailer evidence of delivery. A return receipt may be obtained for mail which is insured for more than $50.00, or which is registered or certified.

E. Restricted Delivery provides a means for the sender to direct that delivery be made only to a specific individual. It may be obtained only for mail which is registered, certified, or which is insured for more than $50.

F. Special Delivery provides for delivery of mail just as soon as practicable after its arrival at the addressee's post office. For a fee, a piece of mail (any class) can be sent special delivery.

G. Special Handling provides preferential handling in the dispatch and transportation of third and fourth-class mail only. It gives this mail first-class priority handling between the post office of mailing and the post office of delivery.

H. Express Mail may be presented prior to 5:00 P.M. at the express mail window of any post office offering this service for delivery the following day. Fees will vary depending on the kind of services selected, the distance the mail is to be sent, and the weight of the shipment. Specific information on rates, service details, and preparation requirements should be obtained from a post office account representative.

1.13 Service Mail. Intra-office mail should be sent to the mail unit with a clearly marked routing slip for the intended receiving office. Mail clerks should consolidate mail addressed to the same Service office and enclose it in one envelope or package for transmittal.

A. Organizational Mail Stop Codes. The use of such codes in the return address on all official outgoing mail is encouraged. Usage by respondents on mail sent to the Service (incoming mail) will expedite its handling.

B. Intra-office Mail. Except for mail that is of a personal nature, do not address intra-office mail to employees. Rather, the name of the organizational of the receiving office is to be used. This will ensure that the organizational unit of the Service having responsibility for a particular subject area will receive its mail promptly. If, alternatively, mail is addressed to an employee who, for example, has been reassigned, the organizational component of the Service having responsibility for the subject area may ultimately receive its mail, but only after an unnecessary and avoidable delay.

C. ZIP Codes. The use of ZIP Codes on official mail is mandatory. The National ZIP Code Directory lists every ZIP Code throughout the United States and may be obtained from the post office.

D. Personnel on Travel. Service personnel in travel status should carry a small supply of stamps and envelopes for use in dispatching official mail. Reimbursement is granted for the purchase of postage when an employee is on official/authorized travel status.

E. Mailing Lists provided to a mailroom facility for the distribution of mail matter should be reviewed and updated annually by the originating activity.

F. Cash when received through the mail by any mailroom activity, shall immediately be turned over to the local imprest fund cashier for safekeeping along with a copy of any supporting documentation.