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INSTITUTION

REPORT NOPUB DATENOTEAVAILABLE FROM

BURS PRICEDESCRIPTORS

IDENTIFIERS

ABSTRACT

DOCUMENT RESUME

CE 002 869

Postal Clerk 3 & 2; Naval Education and TrainingCommand Rate Training Manual.Naval Training Publications Detachment, Washington,D.C.NLVEDTRA 10215-B73260p.Superintendent of Documents, Government PrintingOffice, Washington, D. C. (Stock No.0502-051-0760)

MF-S0.76 HC- $13.32 PLUS POSTAGE*Government Employees; *Manuals; *Military Personnel;*Military TrainingMail Room Occupations; Post Office Department

The training manual is designed to assist navalpersonnel in preparing for advancement to the rates of Postal ClerkThird Class and Postal Clerk Second Class. Opening chapters describethe job of the Navy postal clerk, the rganization and administrationof the Navy Postal Service, additional publications which arereferred to throughout the text, and the Navy Post Office and itspersonnel. Succeeding chapters discuss domestic mail acceptance; 6

classification and rates; special mail services--registered mail;other special mail services; postage stamps and stamped paper; postalmoney orders; international mail; outgoing and incoming mail; maildirectory service; inquiries, complaints, and claims; audits,inspections, reports, and records; and office practices andprocedures. Appended are the postal agreement between the U. S.Postal Service and Department of Defense, and a glossary of, postalterms. (NH)

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s

6

V

U S DEPARTMENT OF HEALTH,EDUCATION I WELFARENATIONAL INSTITUTE OF

EDUCATIONTHIS DOCUMENT HAS BEEN REPRODIICED EXACTLY AS RECEIVED FROMTHE PERSON OR ORGANIZATION ORIGINATING IT POINTS OF VIEW OR OPINIONS

STATED DO NOT NECESSARILY REPRE

SENT OFFICIAL NATIONAL INSTITUTE OF

EDUCATION POSITION OR POLICY

,0TES POST4e. .:'00 IAi, rnILIi- ...Ps

LIz ori elU.S.MAIL rnsamilm* *

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PREFACE

This training manual is designed to assist naval personnel in preparing foradvancement to the rates of Postal Clork Third Class and Postal Clerk SecondClass..

This training manual was prepared by the Training Publications De-tachment, for the Chief of Naval Education and Training. Technicalassistance was provided by the Naval Examining Center, Pensacola,Florida; Chief of Naval Operations (Postal Affairs Branch); Service SchoolCommand; and the United States Postal Inspection. Service, Washington,D. C.

his Rate Training Manual was prepared during the transition periodwhen the Post Office Department was being changed to the PostalService. Therefore, some of the forms that were current when the manualwas written may now be revised. We suggest that you refer to the ap-propriate Postal Service instructions for the forms presently in use.

Original Edition 1963Revised 1967Revised 1973

Published by Naval Education and Training Command

Stock Ordering No.0502-051-0760

UNITED STATESGOVERNMENT PRINTING OFFICE

WASHINGTON, D.C.: 1973

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THE UNITED STATES AAVY

GUARDIAN OF OUR COUNTRYThe United States Navy is responsible for maintaining control of the seaand is a ready force on watch at home and overseas, capable of strongaction to preserve the peace or of instant offensive action to win in war.

It is upon the maintenance of this control that our country's gloriousfuture depends; the United States Navy exists to make it so.

WE SERVE WITH HONOR

Tradition, valor, and victory are the Navy's heritage from the past. Tothese may be added dedication, discipline, and vigilance as the watchwordsof the present and the future.

At home or on distant stations we serve with pride, confident in the respectof our country. our shipmates, and our families.

Our responsibilities sober us; our adversities strengthen us.

Service to God and Country is our special privilege. We serve with honor.

THE FUTURE OF THE NAVY

The Navy will always employ new weapons, new techniques, andgreater power to protect and defend the United States on the sea, underthe sea, and in the air.

Now and in the future, control of the sea gives the United States hergreatest advantage for the maintenance of peace and for victory in war.

Mobility, surprise, dispersal, and offensive power are the keynotes tr,the new Navy. The roots of the Navy lie in a strong belief in tiefuture, in continued dedication to our tasks, and in reflection on ourheritage from the past.

Never have our opportunities and our responsibilities been /neater.

11111P11111

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CONTENTS

CHAPTER Page

1. The Navy Postal Clerk 1

2, Organization and administration of the Navy Postal Service 11

3. Publications-your silent assistants 20

4. The Navy posi office and its personnel 30

5. Domestic mail acceptance, classification and rates 46

6. Special mail services-registered mail 58

7. Other special mail services 76

8. Postage stamps and stamped paper 84

9. Postal money orders 101

10. International mail 102

11. Outgoing mail 131

12. Incoming mail 161

13. Mail directory service 173

14, Inquiries, complaints, and claims 183

15. Audits, inspections, reports, and records 202

16. Office practices, and procedures 217

APPENDIX

I. Postal agreement between U.S. Postal Service and Depart-ment of Defense 239

II. Glossary of Postal terms 244

INDEX 248

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CHAPTER .1

THE NAVY POSTAL CLERK

This training manual has been prepared formen of the Navy and of the Naval Reserve whoare studying for advancement to the rates ofPostal Clerk 3 and Postal Clerk 2.

The Postal Clark qualifications used as a guidein the preparation of this training manual arethose contained in the Manual of Qualificationsfor Advancement; NAVPERS 18068.

Chapters 2 through 16 of this training manualdeal with the professional (technical) matter ofthe Postal Clerk rating. Chapter 2 providesdetailed information about the organization andadministration of the Navy Postal Service. Aspublications are of extreme importance to thePostal Clerk, and are continually referencedthroughout this text, chapter 3 is devoted todetailed discussion of those of importance. TheNavy post office and its personnel are discussedin chapter 4, stressing the duties and responsi-bilities for the custody and security of postaleffects.

Succeeding chapters discuss the acceptance,classification, and rates of domestic and interna-tional mail; special mail services; postage stampsand stamped paper; postal money orders; proces-sing outgoing and incoming mail; procedures forprocessing inquiries, complaints, and claims;requirements for conducting audits and inspec-tions; preparation of reports and records; maildirectory service.; and office practices and proce-dures.

THE ENLISTED RATING STRUCTURE

The two main types of ratings in the presentenlisted rating structure, are general ratings andservice ratings.

GENERAL RATINGS identify broad occupa-tional fields of related duties and functions.Some general ratings include service ratings;

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ot1i61 do not. Both Regular Navy and NavalRemove personnel may hold general ratings.

SERVICE RATINGS identify subdivisions orspecialties within a general rating. Althoughserfs* ratings can exist at any petty officerlevel, they are most common at the P03 andP02 levels. Both Regular Navy and Naval Re-serve personnel may hold service ratings.

.tTHE POSTAL CLERK RATING

The Postal Clerk is a general rating, which hasno service ratings. Navy Postal Clerks operatepost offices aboard Navy ships, at overseas navalactivities, and at specified activities within theUnited States. In this capacity they provide thesame mail service one would expect of a hometown post office.

To become more familiar with the PostalCie* rating, study the qualifications for ad-vaneement.

A Postal Clerk 3 or 2 needs a broad knowl-edge of Navy postal operations, and a detailedknowledge of postal jobs.

An important phase of postal operations isthe, transmission of mail. Outgoing mail must bedispatched with speed and efficiency to ensurethat' transportation schedules are met. Incomingmall must be processed quickly to avoid unduedelay in delivery. How you handle your out-golds and incoming mail will, in large measure,determine the reputation of your post office.

Postal counterwork is essentially a matter ofpublic contact, requiring business-like behavior,couttesy, and efficient service to personnelserved, and a thorough knowledge of postalregulations concerning the types of postal serv-icetoffered, postage rates, and proper packagingand contents of all classes of :nail acceptable fortranshipment through the mails.

POSTAL CLERK 3 & 2

You will also maintain records and preparereports, as required by the U.S. Postal Serviceand the Department of Navy, in relation to postoffice operations. Operation of a Post Officeincludes the maintenance of equipment, requisi-tioning supplies, and maintaining post officespaces.

You must have a thorough knowledge ofNavy and U. S. Postal Service security regula-tions. You have the responsibility of providingfor safekeeping of the mail, postage stamps,stamped paper, and blank money orders in yourcustody, and cash that is entrusted to you. Thisalso includes responsibility for the disposition ofpostal effects during an emergency. Financialresponsibility involves the custodial accounting,inspection, and supervisory functions required inproper handling of postal effects as well asrecords of financial transactions such as the saleand payment of postal money orders, and thecollection of customs duties.

You will also arrange, through the postaloffices, transportation for the dispatch andpick-up of mail from post offices or otherlocations ashore and afloat.

Other duties include the knowledge of re-quirements for establishing and disestablishing apost office ashore or afloat.

In addition to your professional duties as aNavy Postal Clerk, you perform military duties.Aboard ship a Navy Postal Clerk has assignmentsunder the watch, quarter, and station bill (as allthe crew members have), which are unrelated toyour postal duties.

You may serve in a variety of billets, includ-ing such small ships as DEs or DDs, or in thelarger ships such as a CVA, where you will be anassistant to the Accountable Postal Clerk. Oryou may also be assigned to duty at an overseasactivity 'chat has a Navy post office, such asNaples, Italy. or Yokosuka, Japan.

As you prepare for advancement to PC3 andthen to PC2 your responsibilities for navalleadership will increase, as will the applicationsof leadership to the duties of your rating.

Your responsibilities for technical leadershiparise from the nature of your work. Keeping theship's post office operating efficiently and itsfinancial affairs in good order is a large task.You perform this task effectively when youaccept the responsibility of performing every

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detail of your workmith complete integrity andreliability and when you continue to increaseyour knowledge of a Navy Postal Clerk's job.

Integrity of work is a key factor in technicalleadership; all other factors relate to it in someway. Integrity of work refers to big things andlittle thingsthe way you supervise the postoffice, the way you handle your stamp ormoney order accounts, the way you issue stampsor money orders, the accuracy and neatness ofyour records, your ability to move mail rapidly,your ability to process inquiries, complaints, andclaims quickly and knowledgeably, and themanner in which you conduct daily contactswith patrons.

When you perform every job as efficiently asyo'i can, and when you constantly strive toincrease your skill and broaden your knowledge,you are demonstrating integrity of work in aconcrete, practical w wy, and you are demon-strating technical leadership.

Integrity also involves financial responsibility.This means continuous accurate accounting forall postal funds. The first and most importantthing a Navy Postal Clerk must learn is theseriousness of this responsibility. To borroweven a small amount from postal funds or to beeven a little careless in handling these funds isthe first step into serious trouble.

Integrity and financial responsibility are soimportant in handling a post office that a NavyPostal Clerk must avoid in his personal life anypractice that might lead him into financialdifficulties which might cast doubt on hishonesty.

Do not gamble. If you did gamble tad lostheavily, you might be tempted to do the firstdishonest thing you ever did. If you are a bigwinner and spend the money freely, someone issure to suspect that you are using your postalfunds to make money. Either way you lose.People just don't trust a gambler to work aroundmoney. Besides not gambling, a Navy PostalClerk must demonstrate financial responsibility.He must live within his income, pay his bills, andrefrain from borrowing or lending money to hisshipmates.

The office of the Chief of Naval Operationshas given special attention to detecting andpreventing cases of embezzlement among postalpersonnel. In most cases, men convicted of

Chapter 1--THE NAVY POSTAL CLERK

offenses involving money have not only receivedprison terms but have also lost their opportunityfor naval careers. The social stigma of such aconviction follows a man into civilian life andoften interferes with his getting a responsiblejob. Usually the men involved started with noreal intent to be dishonest. They just wanted toborrow a little money and pay it back in a fewdays. But in each case the problem stemmedfrom a lack of financial responsibility andintegrity on the-part of the person concerned.

The first Postmaster General, BenjaminFranklin, established the tradition that the U. S.Mail is a service to all the people of the UnitedStates, should be used as often as needed, and atthe lowest possible rates. Service is still theprimary mission of the U. S. Postal Service. It isyour primary function to see that your ship-mates receive all the benefits of service throughthe Navy Postal Service. In performing thisfunction efficiently you will contribute greatlyto the morale of your command.

ADVANCEMENT

Some of the rewards of advancement in rateare easy to see. You get more pay. Your jobassignments become more interesting and morechallenging. You are regarded with greater re-spect by officers and enlisted personnel. Youenjoy the satisfaction of getting ahead in yourchosen Navy career.

But the advantages of advancing in rate arenot yours alone. The Navy also profits. Highlytrained personnel are essential to the functioningof the Navy. By each advancement you increaseyour value to the Navy in two ways. First, youbecome more valuable as a specialist in yourown rating. And second, you become morevaluable as a person who can train others andthus make far-reaching contributions to theentire Navy.

HOW TO QUALIFY FOR ADVANCEMENT

There are minimum standards you must meetfor advancement. These consist of knowledgeand abilities which enlisted personnel mustacquire for ad incement to the next successivepaygrade. For example, all qualification itemsestablished at the second class level (P02) are a

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requirement for all P03's advancing to P02.This means that when a qualification is estab-lished for second class, personnel at the thirdclass level must be able to perform the task ormust possess the knowledge specified to advanceto second class. The minimum standards maychange from time to time. Listed below are thebasic requirements you must meet to qualify foradvancement.

1. Have the specified amount of time re-quired in your present grade.

2. Complete the required military and occu-pational training courses.

3. Demonstrate your ability to perform allthe performance requirements for advancementby completing the Record of Practical Factors,NA VT RA 1 4 1 4 / 1 (Formerly NAVPERS1414/1.)

4. Be recommended by your commandingofficer, after the petty officers and officerssupervising your work have indicated that youare qualified and capable of performing theduties of the next higher rate.

5. Demonstrate your knowledge of the nexthigher rate by passing a written examination onthe occupational and military qualificationstandards of that rate.

Some of these general requirements may bemodified or changed in certain ways. Figure 1-1gives a more detailed view of the requirementsfor advancement of active duty personnel; Fig-ure 1-2 gives this same information for inactiveduty or reserve personnel.

ADVANCEMENT SYSTEM

Advancement is not automatic. Meeting allthe requirements makes you eligible for advance-ment but does not guarantee advancement. Thenumber of men in each rate and rating iscontrolled on a Navy-wide basis. Therefore, thenumber of men who may be advanced is limitedby the number of vacancies that exist. When thenumber of men passing the examination exceedsthe number of vacancies the final multiplesystem is used to determine which men may beadvanced and which may not.

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POSTAL CLERK 3 & 2

I REQUIREMENTS* El to E2 E2 to E3 if E3to E4

Of E4to E5

t E5to ER

t ERto E7

t E7to E8 l

36 mos.as E-'?.8 of 11yearstime inservicemust beenlisted.

t Eato E9

24 mos.as E-8.10 of 13yearstime inservicemust beenlisted.

SERVICE

4 mos.service-

orcomple-Hon ofRecruitTraining,RecruitTraining,(C.O.may ad-vance upto 10%of gradu-atingclass.)

8 MOS.as L -2.

i:. .

'':: : .

.. . : :

.

:..: :

_

6 mos,as E-3.

Class Afor PI13,

DT3,PT3,AME 3,HM 3,PN 3,FTB 3,MT 3,

12 mos.as E-4.3 yearstime inservice.

: %

.


..

:


Class Bfor ACC,MUC,

MNC.t t

.

SCHOOL

PRACTICALFACTORS

Locallypreparedcheck-offe.

Record of Practice! Factors, NavEdTra 1414/1, must becompleted for E-3 and all PO advancements,

PERFORMANCETEST ..... .

.

...Specified ratings must complete

applicable performance tests be-fore takin: examinations.

67...6...-.. :. . .....

in ad-ENLISTEDPERFORMANCE

EVALUATION

As used by COwhen approvingadvancement.

Counts toward performance factor creditvancement multiple.

EXAMINATIONS**Locally

preparedtests,

Seebbelow

Navy-wide examinationsrequired for all POadvancements.

Navy-wide selection board.

RATE TRAININGMAMANUAL (INCLUD-

MILITARYREQUIREMENTS)

.."' .

'

.......

..:

Reqqired for E-3 and all PO advancementsunless waived because of school comple-tion, but need not be repeated if identicalcourse has already been completed. See

NavEdTra 10052 (current edition).

Nonresident careercourses andrecommendedreading. SeeNavEdTra 10052(current edition)...

AUTHORIZATIONCommanding

Officer NAVEDTRAPRODEVCEN

All advancements require commanding officer's recommendation.4 1 year obligated service required for E-5, and E-6; 2 years for E-7, E-8, and E-9.O Military leadership exam required for E-4 and E-5.

es For E-2 to F-3, NAVEDTRAPRODEVCEN exams or locally prepared tests may've used.if Waived for qualified LOD personnel.

Figure 1.1. Active duty advancement requiresaente.

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Chapter 1THE NAVY POSTAL CLERK

REQUIREMENTS E1 to12

E2 to

13

13 toEl

E4 to

ES

.15 to16

E6 to

El

ri

TOTAL TIME

IN GRADE4 mos. 8 mos. 6 mot, 12 mos. 24 mos.

36 mos.with

total

8 yrs

service

36 mos.

with

total

11 yrs

service

24 mos.

with

total

13 yrs

service

TOTAL TRAININGDuty IN GRADE t 14 days 14 days 14 days 14 days 28 days .42 days 42 days 28 days

PERFORMANCE

TESTS

.. .:..

, ...

Specified ratings must complete applicableperformance tests before taking examination.

DRILL

PARTICIPATION

Satisfactory participailon as a member of a drill unitIn accordance with BUPERSINST 5400.42 series.

PRACTICAL FACTORS

IINClUilig MILITARY

REQUIREMENTS)

Record of Practical Factors, NavEdTra 1414/1, mustbe completed for all advancements.

RATE TRAINING

MANUAL 'INCLUDING

MILITARY REQUIRE

MINTS)

Completion of applicable course or courses must be entered

In service record.

EXAMINATION Standard Exam

Standard Exam

required for all PO

advancements.

Also pass

Military leadership Exam

for 1.4 and US.

Standard Exam,

Selection Board.

AUTHOR!! AT IONCommanding

011icerNAVEDTRAPRODEVC EN

Recommendation by commanding officer required for ail advancements.Active duty periods may be substituted for training duty.

Figure 1.2. Inactive duty advancement requirements.

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POSTAL CLERK 3 & 2

Final Multiple

The final multiple combines three types ofadvancement systems:

Merit ratingPersonnel testingLongevity, or seniority

The system provides credit for performance,knowledge, and seniority, and, while it cannotguarantee that any one person will he advanced,it does guarantee that all men within a particularrating will have equal advancement opportunity.

The following factors are considered in com-puting the final multiple:

FACTOR MAXIMUMCREDIT

Examination Score 80Performance

(Performance Evaluations) 50Length of service-yrs x 1 20Service in Pay Grade-yrs x 2 20Medals and Awards 15PNA 15

TOTAL 200

All of the above information (except theexamination score and the PNA points) issubmitted to the Naval Examining Center withthe examination answer sheets. After grading,the examination scores, foi. those passing, areadded to the other factors. A precedence list isprepared by the Examining Center for each paygrade within each rating. Advancement authori-zations are then issued, beginning at the top ofthe list, for the numbers needed to fill existingvacancies.

PNA Points

A member who passes a Navywide advance-ment examination but whose advancement isnot authorized because of quota limitations isawarded PNA (passed but not advanced) pointson his final multiple the next time the multiple

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is computed. PNA points comprise two subfac-tors, Navywide examination score and perfor-mance mark standing. A member is awardedpoints according to his standing among all thosewho participated in his specific examination fora given rate and a given cycle. The schedule foreach subfactor, is as follows.

EXAMINATION SCORE POINTS

70 through 8060 through 69Passing through 59

1.51.0.5

PERFORMANCE MARK AVERAGE POINTS

Top 25 PercentUpper 25 to 50 PercentLower 50 to 25 PercentBottom 25 Percent

1.51.0.5.0

The points are added to the individual's finalmultiple by the Naval Examining Center andthereat er are creditable toward the candidate'smost recent five of the last six Navywideadvancement cycles. Accumulation of PNApoints is, therefore, limited to 3 points per cycleand a total of 15 points.

Also remember that advancement is not auto-matic. After you have met all the requirements,you will actually be advanced only if you meetall the requirements, including passing the writ-ten examination, and if the quotas for yourrating permit your advancement.

HOW TO PREPARE FOR ADVANCEMENT

What must you do to prepare for advance-ment? You must study the qualifications foradvancement, work on the practical factors,study the required Navy Training Courses, andstudy other material that is required for ad-vancement in your rating. To prepare for ad-vancement, you will need to be familiar with(1)The Quals Manual. (2) the Record of Prac-tical Factors, NAVTRA 1414/1, (3) Bibliog-raphy for Advancement Study, NAVTRA 10052and (4) applicable Rate Training Manuals. The

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following sections describe them and give yousome practical suggestions on how to use themin preparing or advancement.

The Qua ls Manual

The Manual of Qualifications for Advance-ment, NAVPERS 18068, gives the minimumoccupational and military qualification stand-ards for advancement to each rate within eachrating. This manual is usually called the "Qua lsManual", and the qualification standards are oftwo general types:

(1) Military qualification standards.(2) Occupational qualification standards.

MILITARY STANDARDS are requirementsthat apply to all ratings rather than to any oneparticular rating. Military requirements for ad-vancement usually include military conduct,naval organization, military justice, security,watch standing, and other subjects which arerequired of petty officers in all rate groups.

OCCUPATIONAL STANDARDS are require-ments that are directly related to the profes-sional work of a rating.

Both the military and the occupational quali-fication standards are divided into two subjectmatter groups. These subject matter groups arecalled practical factors and knowledge factors.Practical factors are things you must be able todo. Knowledge factors are things you mustknow in order to perform the duties of yourrating.

In most subject matter areas, you will findboth practical factor and knowledge factorqualifications. In some subject matter areas, youmay find only practical factors or knowledgefectors. It is important to remember that thereare some knottedge aspects to all practicalfactors, and some practical aspects to mostknowledge factors. Therefore, even if the Qua lsManual indicates that there are no knowledgefactors for a given subject matter area, you maystill expect to find examination questions deal-ing with the knowledge aspects of the practicalfactors listed in that subject matter area.

In summary, then, the written examinationfor advancement in rating may contain questions

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relating to both the practical factors and to theknowledge factors.

After you have satisfactorily completed therequirements of practical factors and knowledgefactors, you are required t., pass a military/lead-ership examination for E-4 or E-5, whichever isappropriate. Once you have passed the military/leadership exam, you will then be eligible tocompete in a Navywide occupational examina-tion for Postal Clerk 3 or 2.

After you have been advanced to third classand are working for advancement to secondclass, remember that you may be examined onthird class qualifications as well as on secondclass qualifications.

The Quals Manual is kept current by means ofchanges. The occupational qualifications foryour rating which are covered in this trainingmanual were current at the time the manual wasprinted. By the time you are studying thismanual, however, the quals for your rating mayhave been changed. Never trust any set of qualsuntil you have checked it against an UP-TO-DATE copy in the Quals Manual.

Record of Practical Factors

Before you can take the servicewide examina-tion for advancement in rating, there must be anentry in your service record to show that youhave qualified in the practical factors of boththe military qualifications and the occupationalqualifications. A special form known as theRecord of Practical Factors, NAVTRA 1414/1,is used for this purpose. This form is availablefor each rating. The form lists all practicalfactors, both military and occupational. As youdemonstrate your ability to perform each prac-tical factor, appropriate entries are made in theDATE and INITIALS columns.

Changes are made periodically to the Manualof Qualifications for Advancement, and revisedforms of NAVTRA 1414/1 are provided whennecessary. Extra space is allowed on the Recordof Practical Factors as they are published inchanges to the Quals Manual. The Record ofPractical Factors also provides space for record-ing demonstrated proficiency in skills which arewithin the general scope of the rating, but whichare not identified as minimum qualifications foradvancement.

POSTAL CLERK 3 & 2

If you are transferred before you qualify in allpractical factors, your NAVTRA 1414/1 Formshould be forwarded with your service record toyour next duty station. You can save yourself alot of trouble by making sure that this form isactually inserted in your service record beforeyou are transferred. If the form is not in yourservict record, you may be required to start allover again and requalify in the practical facts rswhich have already been checked off.

NAVTRA 10052

Bibliography for Advancement Study, NAV-TRA 10052 (current edition) is a very importantpublication for anyon preparing for advance-ment in rate. This bibliography lists required andrecommended Rate Training Manuals and otherreference material to be used by personnelworking for advancement in rate. NAVTRA10052 is revised and issued once each year bythe Chief of Naval Training. Each revised editionis identified by a letter following the NAVTRAnumber. When using this publication, be SUREthat you have the most recent edition.

This bibliography provides a working list ofmaterial for enlisted personnel to study inpreparation for taking advancement examina-tions. Preparation of new and revised manualsand courses is continually under way. The mostintelligent use of these training materials is inconjunction with the Qualifications/Bibliography Sheets which are distributed by theNaval Examining Center to all commands priorto the date of the examinations. These sheets listboth current qualifications and current bibliog-raphy for each rating.

In using NAVTRA 1)052, you will noticethat some Rate Training Manuals are markedwith an asterisk (*). Any manual marked in thisway is MANDATORY that is, it must becompleted at the indicated rate level before youcan be eligible to take the servicewide examina-tion for advancement in rate. Each course maybe completed by (1) passing the appropriateNonresident Career Course that is based on themandatory training manual; (2) passing locallyprepared tests based on the information given inthe training manual; or (3) in some cases,successfully cumpleting an appropriate Navy

Class "A" course or other military schoolapplicable to the rating.

Rate Training Manuals

There are two general types of Rate TrainingManuals. RATING COURSES (such as this one)are prepared for most enlisted ratings. A ratingcourse gives information that is directly relatedto the occupational qualifications of one rating.SUBJECT MATTER COURSES (BASICCOURSES) give information that applies tomore than one rating.

Rate Training Manuals are revised from timeto time to keep them up to date. The revision ofa Rate Training Manual is identified by a letterfollowing NAVTRA\ number. You can tellwhether a particular copy of a Rate TrainingManual is the latest edition by checking theNAVTRA number and the letter following thisnumber in the most recent edition of List ofTraining Manuals and Correspondence (Nonresi-dent Career) Courses, NAVTRA 10061. (NAV-TRA 10061 lists all current Rate TrainingManuals and correspondence (Nonresident Ca-reer) courses.)

Each time a rate training manual is revised, itis brought into conformance with the officialpublications and directives on which it is based;but during the life of any edition, discrepanciesbetween the manual and the official sources arealmost sure to Lise because of changes to thelatter which are issued in the interim. In Meperformance of your duties, you should alwaysrefer to the appropriate official publication ordirective. If the official source is listed inNAVTRA 10052 and therefore is a source usedby the Naval Examining Center in preparing theadvancement examinations, the Examining Cen-ter will resolve any discrepancy of material byusing the most recent.

Rate Training Manuals are designed to helpyou do your job and to prepare for advance-ment. The following suggestions may help youto make the best use of this course and otherNavy training publications.

Study the military qualifications and theoccupational qualifications for your rating be-fore you study the training course, and refer to

IROMImmIlNes


the quals frequently as you study. Remember,ycu are studying to meet these quals.

Set ,..p a regular study plan. It will probablybe easier for you to stick to a schedule if youcan plan to study at the same time each day. Ifpossible, schedule your studying for a time ofday when you will not have too many interrup-tions or distractions.

Before you begin to study any part inten-sively, become familiar with the entire book.Read the preface and the table of contents.Check through the index. Look at the appen-dixes. Thumb through the book looking at theillustrations and reading bits here and there asyou see things that interest you. Look at thecourse in more detail, to see how it is organized.Look at the table of contents again. Then,chapter by chapter, read the introduction, theheadings, and the sub-headings. This will giveyou a clear picture of the scope and content ofthe book. As you look through the book in thisway, ask yourself some questions:

What do I need to learn about this? What do Ialready know about this? How is this informa-tion related to information given in otherchapters? How is this information related tothe work I have to do?

When you have a general idea of what is in thecourse and how it is organized, fill in the detailsby intensive study. In each study period, try tocover a complete unitit may be a chapter, asection of a chapter, or a subsection. Theamount of materiel that you can cover at onetime will vary. If you know the subject well, orif the material is easy, you can cover quite a lotat one time. Difficult or unfamiliar material willrequire more study time.

In studying any one unit -- chapter, section, orsubsection write down the questions that occurto you. Many people find it helpful to make awritten outline of the unit as they study, or atleast to write down the most important ideas.

As you study, relate the information you aregaining to the knowledge you already have.When you read about a process, a skill, or asituation, try to see how this information ties inwith your own past experience.

When you have finished studying a unit, taketime out to see what you have learned. Look

back over your notes and questions. Maybesome of your questions have been answered, butperhaps you still have some that are not.Without looking at the training course, writedown the main ideas that you have gotten fromstudying this unit. Don't just quote the book. Ifyou can't give these ideas in your own words,the chances are that you have not really mas-tered the information.

Use enlisted correspondence courses wheneveryou can. The correspondence courses ale basedon Rate Training Manuals or on other appro-priate texts. As mentioned before, completionof a mandatory Rate Training Manual can beaccomplished by passing an Enlisted Corres-pondence Course based on the Rate TrainingManual. You will prubably find it helpful totake other correspondence courses, as well asthose based on mandatory training courses.Taking a correspondence course helps you tomaster the information given in the rate trainingmanual, and also helps you to determine howmuch you have learned.

Think of your future as you study. You areworking for advancement to third class orsecond class right now, but someday you will beworking toward higher rates. Anything extrathat you can learn now will also help you later.

SOURCES OF INFORMATION

Besides rate training manuals, NAVTRA10052 lists official publications on which youmay be examined. You should not only studythe sections required, but you should becomefamiliar with all publications you use.

One of the most useful thing you can learnabout a subject is how to find out more about it.No single publication can give you all theinformation needed to perform the duties ofyour rating. You should learn where to look foraccurate, authoritative, up-to-date informationon all subjects related to the military qualifica-tions for advancement and the occupationalqualifications of your rating.

PUBLICATIONS YOU SHOULD KNOW

Chapter 3 of this Training Manual discussesmost of the publications you will use. The

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POSTAL CLERK 3 & 2

detailed information you need for advancementand for everyday work is contained in them.Some are subject to change or revision fromtime to time some at regular intervals. Whenusing any publication that is subject to changeor revision, be sure that you have the latestedition. When using any publication that is keptcurrent by means of changes, be sure you have acopy in which all official changes have beenmade. Studying canceled or obsolete informa-tion will do you no good; it is likely to be awaste of time, and may even be seriouslymisleading.

TRAINING FILMS

Although there are no training films availablefor the Postal Clerk rating, there are variousother films which will be of benefit to you, suchas films on paperwork management, mainte-nance of office machines, safety and security.For a description of these and other trainingfilms which may be of interest to you, see theUnited States Navy Film Catalog, NAVWEPS101 -777.

CHAPTER 2

ORGANIZATION AND ADMINISTRATION

OF THE NAVY POSTAL SERVICE

The purpose of this chapter is to introduceyou to the Navy Postal Serviceits mission,functions, relation to the United States civilpostal service, its internal organization, and thecategories of personnel entitled to use its facili-ties.

MISSION AND FUNCTIONS

The mission of the Navy Postal Service, asstated in Navy Postal Instructions, is "to providefor transmission of mail and the operation ofpost offices where required by the Navy orMarine Corps in areas where the U.S. civil postalservice does not operate, and in other placeswhere the military situation requires; and tocarry out Department of the Navy responsibilityin connection with the provision of postalservice at Navy or Marine Corps installationswhere the U.S. civil postal service has primarycognizance."

Nature Of Navy Postal Service

Let us examine this statement of mission tosee exactly what it includes. First, it establishesa postal service that is an extension of theUnited States civil postal service. Second, thisextension is for the purpose of providing postalservice that is not feasible under the civil systembecause of location and/or military conditions.Thus we find Navy post offices aboard Navyships and at Navy and Marine Corps overseasshore activities. Ships and stations within theU.S. without a post office usually have mailorderlies who carry the mail between the civilianpost office and the Navy or Marine Corpscommand. In peacetime, the civil postal service

operates post offices at Navy and Marine Corpsshore activities in the United States, but in warthese can be quickly converted to Navy postoffices manned by naval personnel.

The Navy Postal Service is one arm of themilitary postal service, which includes similarorganizations in the Army and Air Force.Collectively, and in cooperation with each other,the three are designed to provide completepostal services for the United States ArmedForces, wherever they may be deployed.

Types Of Mail Service

Both official and personal mail are handled bythe Navy Postal Service. All of the classes ofmail handled by a civil post office are handledby Navy post offices, anti most of the usualpostal functions are performed, including sale ofstamps and money orders and the various specialmailing services such as registry and insurance.Postal services not performed at Navy postoffices will be discussed in appropriate sectionsof later chapters.

We hove already mentioned, in chapter 1, thathandling of cfficial mail makes the Navy PostalClerk a link in the chain of naval communica-tions and that his responsibilities for personalmail place him in a key position in a majormorale building operation.

RELATION TO THE CIVIL POSTALSERVICE

The relation of the Navy Postal Service to thecivil postal service originates in the missionstated above and in the similar missions of theother arms of the military postal service, Orderly

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POSTAL CLERK 3 & 2

transmission of mail and information betweenthe military services, and between them and thecivil postal service, requires that the militarypostal service operate according to the rules ofthe civil postal service insofar as the militarysituation will permit. The result is that militarypostal personnel are, to some extent, under theauthority of two departments.

This situation poses a special necessity thatlines of responsibility and authority be clearlydefined and clearly understood by all concerned.Many of these matters have been set forth at thedepartmental level in the U.S. Postal Agreementbetween the Department of Defense and thePostal Service, commonly referred to as theAgreement. The current Agreement is repro-duced in Appendix B to the Postal Instructions,and is also appendix I of this text. It is modifiedby mutual consent from time to time.

The next few paragraphs summarize some ofthe basic provisions of the Agreement, but theseare given only as an introduction. You shouldstudy the entire document for yourself. Reference will be made to it from time to timethroughout this course.

The U.S. Postal Service authorizes the estab-lishment of military post offices on request ofthe appropriate military department and fur-nishes postal equipment and supplies. The mili-tary service provides the location and thefurniture. (For civil post offices operated in amilitary installation, the U.S. Postal Serviceprovides the furniture.)

Military postal clerks are selected and nomi-nated by their own service, which is responsiblefor recovering from the postal clerk any lossesthat may result from his embezzlement or hisnegligence. Both the U.S. Postal Service and themilitary services provide personnel to conductinspections and audits.

The military services are responsible for pro-viding military addresses for the forwarding ofmail, Responsibilities are also fixed by theAgreement in regard to many matters relating tothe transmittal of mail between the civil and themilitary postal facilities.

The Agreement requires military postal per-sonnel to "conduct postal operations in confor-mity with regulations and policies of the U.S.

Postal Service and directives of the Departmentof Defense." The U.S. Navy Postal Instructions

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are issued by the Service Chief of Naval Opera-tions (CNO) and the Postal Service Manual bythe U.S. Postal Service. There are other publica-tions and directives of both departments thatthe Navy Postal Clerk must use. Normally theseshould not conflict, but the Postal Clerk cannever allow himself to forget that he is running apost office that is essentially a civilian operation,but that he himself is in military status andaboard a military activity. If he encountersconflicts in his instructions, he should bring thismatter to the postal offica of his ship, or thecommanding officer, and request written in-structions. Provisions have been made, as weshall see in the following pages, to coordinatesuch matters.

U.S. Postal Service Organization

For civil postal purposes there are five regionslocated within the continental United States,each with a regional Postmaster General who isdirectly under the authority of the PostmasterGeneral in Washington D.C.. The five regionsand their headquarters are:

New York Metropolitan Region, New YorkCityEastern Region, PhiladelphiaWestern Region, San Francisco,Southern Region, MemphisCentral Region, Chicago

Civil Post Offices are designated as mail postoffices, stations, branches, and units.

Navy Post Offices

Navy post offices in ships and at overseasshore activities are designated as branches of thePost Office, New York, N.Y., except that thoseestablished at shore activities in territories andpossessions of the United States may be desig-nated as branches of a local civil post office.Post offices operated at naval activities ashore inthe United States, whether Navy or civil postoffices, are usually branches of local post of-fices.

Chapter 2 ORGANIZATION AND ADMINISTRATION OF THE NAVY POSTAL SERVICE

Fleet Post Offices (FPO)

If each of our ships or mobile units had itsown address, you can readily see what couldhappen should a ship or unit suddenly bedeployed on an extended operation. Official andpersonal mail would be unnecessarily held apwhile awaiting forwarding instructions. To pre-vent delays of this kind in mail processing, theChief of Naval Operations established Fleet PostOffices for the purpose of providing standardmailing addresses for forces afloat, mobile shore-based units, and overseas activities. Duringpeacetime there are three fleet post offices inoperation. One is in New York City for all forcesafloat in the Atlantic Ocean area and overseasactivities in the Atlantic and Mediterraneanareas. The second is located in San Francisco,California, to serve the South Pacific Ocean areaand Southeast Asia. The third is located atSeattle, Washington to serve the northern Pacificarea and Alaska.

FPO's are located within the continentallimit of the U.S. at civil Postal ConcentrationCenters (PCC) whose functions are to consoli-date and dispatch mail for various FPO ad-dresses. (Postal Concentration Centers will becovered later in this course.) When your 'shipdeploys, the FPO furnishes the Postal Concen-tration Centers with the proper routing anddispatching instructions and also acts as a liaisonin all other postal matters, as needed, so that allmail gets to the ship or activity as quickly aspossible. To get a better picture of how the FPOand PCC get a letter from your home to youaboard ship in the Mediterranean see figure 2-1.

Terminal Navy Post Offices (TNPO)

A Terminal Navy Post Office is any Navy postoffice designated (upon request to CNO) as acenter to concentrate, consolidate, and dispatchmail from various other units and activities. Thisparticular office is a central location whereseveral activities or ships bring their outgoingmail. The TNPO consolidates this mail bypouching and sacking the different classes fromthese various activities. Then instead of havingmany pouches and sacks for one destination,there are few. This not only makes it easier forthe office of destination, but also saves money.

13

Is

Incoming mail is sorted, and then picked up bythe clerks or mail orderlies of the activitiesserved.

Navy Post Office Units

The Navy post office unit is a subordinatefacility of a Navy post office established (excepton board ships) to provide service to personnelin outlying detachments of an activity. Stampstock for a unit is issued from the fixed creditof the parent Navy post office. Normally allservices provided by the parent Navy post officeare also provided by the unit. A competentassistant Navy Postal Clerk from the parentNavy post office may be placed in charge of theunit. Authorization for establishment of a unit isrequested from the Chief of Naval Operationsthrough the chain of command. Such requestsmust state whether money order service isdesired, and if LA and Rotary keys are desired.

Chief Postal Inspector

Only one other aspect of U.S. Postal Serviceorganization is of direct importance .to you atthis time. This is the office of the Chief PostalInspector, who maintains liaison for the PostalService with the Department of Defense.

The Postal Agreement provides that thereshould be designated, at the seat of government,an office to maintain continuing liaison inconnection with military postal services and torepresent the Post Office Services in dealing withthe designated liaison offices in the Departmentof Defense and the military departments inmatters of postal policy or operations, as applic-able.

The Chief Postal Inspector, as military-liaisonofficer, advises the civil Postal Service and itsfield postal officials on the applicability ofprovisions of the Postal Agreement and of policydecisions reached with the military at depart-mental level.

Postal Inspection Service

Under the Postal Agreement, civilian postalinspectors are assigned to:

BEST COPY AVAILABLE

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Make periodic visits to military installationsto determine postal conditions. During thesevisits they may conduct surveys, inspections,investigations, and audits of military postaloperations, to assure the maintenance of effi-cient and adequate postal service.

Maintain liaison with military commandersand postmasters in the interest of efficientpostal service.

Recommend corrective action to militaryand postal officials concerned, when their in-spections indicate that postal service does notconform with required standards.

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80.119

The Agreement commits the Department ofDefense to assist and cooperate with postalinspectors and other representatives designatedby the Postmaster General, in their performanceof the above duties. (It also recognizes a PostalService Commission or PS Form 1375 forStation Examiner, as authority for the perfor-mance of such duties.) A more complete discus-sion of inspections is contained in chapter 15.

NAVY CHAIN OF COMMAND

The Chief of Naval Operations is charged withdirection of the Navy Postal Service. The service

Chapter 2-- ORGANIZATION AND ADMINISTRATION OF THE NAVY POSTAL SERVICE

is administered by the Assistant Vice Chief ofNaval Operations/Director of Naval Adminis-tration. The Head, Postal Affairs Branch,Officeof Naval Administration, is the officer whoactually supervises administration and operationof the service.

The Head, Postal Affairs Branch, is designatedas liaison with the U.S. Postal Service represen-tative for all matters concerning Navy mail,postal operations, and postal inspections andinvestigations requiring consideration at the de-partmental level.

The Navy Postal Service is administeredthrough the fleet commanders-in-chief, navalarea and force commanders, sea frontier com-manders, and district commandants, who aredirectly responsible for that portion of thepostal service which is under their cognizance.This includes the routing and transportation ofNavy mail for units and activities within theirarea of responsibility.

Postal responsibilities of the above com-manders and commandants include planning,organization, operation, inspection, security, su-pervision of post offices; routing and security ofmail; and coordination and maintenance ofliaison with local civil postal officials and eachother. These responsibilities are delineated in thePostal Instructions.

Responsibilities Of Naval.Commands

Closer to the level of your own activity,however, are the responsibilities and dutiescommon to all naval commands. Each com-mand, afloat or ashore, is responsible for theoperation of the Navy Postal Service within itsjurisdiction. While these command responsi-bilities do not fall upon your shoulders, it willbe obvious to you that you do play an impor-tant part in this operation.

All Commands

Postal Instructions requires commanders andcommanding officers to:

Designate in writing an officer to act as thepostal officer for the command, who shall beresponsible to the commander or commanding

officer for the detailed supervision of the postalfunctions of the command.

Provide mail service within thr;. command,either by the establishment of a Navy postoffice, by the use of mail orderly service, or by acombination of the two methods; and to provideadequate training of personnel assigned to postalduties.

Institute and maintain operating and con-trol procedures to ensure the proper and expedi-tious delivery, processing, and dispatch of mails,and to preserve the inviolability of the mails,both official and personal.

Maintain proper safeguards and securitycontrols to prevent depredations of the mail,and embezzlement of postal funds and effects.

Provide necessary current operational infor-mation which will permit the mail to be for-warded to the proper destination, and expeditethe handling of local mails by providing neces-sary qualified personnel, transportation, andsecure stowage facilities.

Ensure the maintenance of a complete andeffective mail directory service for the com-mand.

Furnish all personnel with their correctmailing address while attached to the command,and furnish them with their correct change ofaddress on transfer.

Make provisions in plans and instructionsfor the handling of mail.

Keep personnel informed of the characterof mail service which can be expected in the areaconcerned. Information concerning mail serviceshould include the availability and frequency ofair and surface transportation; the average tran-sit times for various classes of mail to and fromthe continental United States; the effect ofmovement o. mail service; the importance ofusing a correct, complete address and returnaddress, and the use of change of address cards.

Establish procedures which will ensure thatcomplaints, inquiries, and suggestions relative tomail service can be registered, and that suchmatters are given proper attention. Those com-plaints which cannot be satisfactorily correctedlocally should be made the subject of officialcorrespondence to higher authority.

Ensure that correspondence and parcelsprepared for mailing conform to postal regula-tions in regards to size, shape, and adequate

BEST COPY AVAILABLE

POSTAL CLERK 3 & 2

It

packaging. Maintain procedural controls to en-sure that the most economical method ofmailing to meet time requirements is used.

Commands OperatingNavy Post Offices

.4(5

Activities where Navy post offices are estab-lished are responsible for their efficient adminis-tration and operation. In addition to the aboveresponsibilities, that are common to all am-mands, Postal Instructions assigns others, whichare listed below. You may have dutiett inconnection with only a few of these, or withmany of them, depending on your assignment Ifyou are on independent duty, you wilkbeexpected to play an active part in most of dOm.Postal Instructions requires that particular atten-tion be given to the following responsibilities:

Designate in writing an officer as custodianof reserve postage stamp funds (stock and cash)and of blank money order forms. In ships andcommands having a disbursing officer, he isnormally the custodian. As such he conducts adaily audit of money order business, verifiescash submitted and the daily report of moneyorder business, and prepares a U.S. Treasurycheck in exchange for cash received, in accord-ance with instructions provided by the NavyComptroller Manual, volume 4, chapter 1, andOPNAVINST 2700.14 (current).

The postal officer of the command may bedesignated custodian when this designation willfacilitate the operation of the postal functionsof the command. The custodial officer isreferred to as Custodian of Postal Effects,depending upon whether he has been designatedcustodian of all accountable postal effidets,reserve stamp funds, or blank money Oderforms.Tespectively.

.

f 4 t

Institute and maintain control proce4resto ensure that money order and stamp fundsandaccountable postal equipment are administeredand accounted for in accordance with Navy andU.S. Postal Service regulations, and to preventthe following unauthorized practices:

.4'

Intermingling of stamp and moneyfunds.

Intermingling of accountable funds betweenindividuals.

Intermingling of postal funds with personal orany other funds.

Misappropriation of stamp and money orderfunds.

Operation of stamp windows by persons otherthan those charges with fixed credits.

Ensure that inspections of Navy Post Of-fices are conducted as required by existingdirectives and when otherwise needed, and thatreports required are submitted promptly.

Responsibilities of Navy Postal Personnel

The responsibilities of Navy postal personnelare many and varied. You will find them listedin the US. Navy Postal Instructions, which referyou to the applicable sections of the PostalService Manual. Other responsibilities may beassigned by your commandiug officer in the shipor station orders and regulations, and, in the MailHandling Instruction of your command. Thetable of contents of this training course, andthose of the Postal Instructions and the PostalService Manual will give you an idea of the areascovered.

Some of the general responsibilities are listedbelow, but just how you should carry them outis explained in the remaining chapters and in theother publications mentioned.

Each Navy post office has a Navy PostalClerk, who is an enlisted man designated forduty in such. capacity at a specific Navy postoffice. He is charged with the financial responsi-bility of that office.

Navy postal personnel accept and processany inquiries and claims concerning loss, riflingdelay, or damage of mail matter in accordancewith parts 164 and 312, Postal Service Manual.

Navy postal personnel are in all respectsamenable to military discipline.

Mail Orderly Service

The purpose of mail orderly service is toprovide mail collection, delivery, and directoryservice in commands which do not operate a

Chapter 2ORGANIZATION AND ADMINISTRATION OF THE NAVY POSTAL SERVICE

Navy post office, and to assist commands whichdo operate a Navy post office in the delivery ofmail.

Mail Orderlies

A Mail Orderly is a person appointed byproper authority to receive and deliver incomingand outgoing mail at a civil or military postoffice for the unit for which he is designated. Ata command not operating a Navy post office hisresponsibilities would include, but not be lim-ited to:

Maintaining a current directory fileSafeguarding mail until delivery cs.n be

effectedMaintaining a RECORD of postal claims

and inquiries, as discussed in a laterchapter.

ENTITLEMENT TO USE OF FACILITIES

The fact that a person has access to a Navypost office or any other facility of the NavyPostal Service does not, in itself, mean that he isentitled to the use of these facilities. U.S. PostalInstructions, in accordance with Department ofDefense directive, establishes a single policydefining the organizations, agencies, and per-sonnel entitled to use the facilities of the NavyPostal Service. Also established are proceduresto coordinate the uniform implementation ofthis policy and related postal matters.

Of course, personnel on active duty in theArmed Forces of the United States are author-ized to use the Navy Postal Service. Variousother persons and agencies also are authorized,some regularly and some only in specific circum-stances. You must understand what persons andorganizations the regular authorizations applyto, the conditions that justify special author-izations, and the persons and organizations thatmay receive them.

Scope and Background

Mail intended for transmission and deliveryexclusively through U.S. civil or military postal

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channels, or a combination thereof, is subjectonly to the U.S. domestic rate of postage. Mailaddressed for delivery through a foreign postalsystem is subject to the applicable rate ofinternational postage. See chapter 10 for moredetails on this subject.

The establishment, operation, and use of theU.S. military postal service in sovereign foreigncounties is contingent upon agreement with thehost government, since it is customary amongnations to preserve a monopoly of postal service,including postage re., enlie and control of cus-toms. International agreements permitting es-tablishment of military postal facilities usuallycontemplate limiting tie use of such facilities tothe Armed Forces aid certain civilian agenciesand organizations serving with or related to theArmed Forces. In time of hostilities or occupa-tion, however, use of the military postal facili-ties may be extended more liberally to U.S.civilian organizations, since reliable internationalpostal service usually is not available then.

The cost of operating military postal facilitiesoverseas is borne by the military departments.That cost usually includes the transportation ofmilitary mail between the United States andoversea areas, exclusive of territories and posses-sions. by air and surface transport, commercialas well as military.

Entitlement to Full Use

Under the policy established by the Depart-ment of Defense, members and units of the U.S.Armed Forces on active duty, including the U.S.Coast Guard, are entitled to use the militarypostal facilities regardless of their duty station.The following personnel and organizations areentitled to use the military postal facilities onlywhen they are outside of the United States, itsterritories, and possessions?

U.S. citizen employees of the Departmentof Defense, who are serving with U.S. MilitaryActivities in a foreign country.

U.S. citizen representatives of the Ameri-can Red Cross who are attached to and accom-panying U.S. Armed Forces.

U.S. contractors and their U.S. citizenemployees engaged in work under contract with

POSTAL CLERK 3 & 2

the U.S. Government. (When postal support isnot provided for in the contract, it will befurnished in accordance with the policy andprinciples herein).

The American dependent schools and theirU.S. citizen employees, when such schools areoperated from appropriated U.S. Governmentfunds.

Civilian religious representatives or religiousgroups visiting overseas commands in the inter-est of and to assist the U.S. forces, providedsuch persons have obtained an official invitationto travel as specified in DOD Instruction 1330.7series.

Celebrities and entertainers; athletic clinicinstructors, representatives of educational insti-tutions or other social agencies, whose purposeis to provide a service to the United States (suchindividuals shall N. re been officially invited totravel to overseas areas under' provisions of DODDirective 1330.13 series).

United Service Organizations, Inc. (USO),and their U.S. citizen employees when estab-lished in overseas areas, under provisions ofDOD Directive 1330.12 series.

Foreign military nationals on duty or train-ing with a U.S. military organization or unit, forpurchase of stamps, and receipt and dispatch ofmail to and from their home country only. Incorrespondence with persons in their homecountry, mail will be addressed in the samemanner as it would be if they were in their homecountry. The use of a U.S. military postaladdress in their home country is not authorized.

U.S. military banking facilities designatedby the Secretary of the Treasury as a depositoryand financial agent of the U.S. Government inoverseas areas. Their use is limited to transac-tions emanating from official operations for thebenefit of the military activities and theirpersonnel. U.S. citizen employees of such bank-ing facilities are authorized use of the militaryPostal Service.

Nonappropriated Fund activities and theirU.:;. citizen employees, when such activitieshave been defined as instrumentalities of theU.S. Government.

Dependents of the personnel in all of theabove categories when accompanying the princi-pal.

23 18

U.S. Citizen correspondents and publicinformation agencies accredited by the assistantSecretary of Defense (Public Affairs) underDOD Directive 5122.5 series, and subject toapproval of the overseas unified commander, orby the overseas unified commander when anoffice of the Assistant Secretary of Defense(Public Affairs) accreditation program is not inoperation.

Masters and civilian crews of Military Sea-lift Command ships, and merchant ships opera-ting for the account of the Military SealiftCommand. including contract operated, timechartered, consecutive voyage chartered andGeneral Agency agreement vessels, under condi-tions prescribed by the military departments.

Entitlement to Limited Use

Consistent with Department of Defense poli-cy, other authorizations may be made as re-quired by local conditions. The following areentitled to use the facilities of the Navy PostalService to the extent that the postal facilities ofthe command permit; or, in the case of anoccupied area, where the area military com-mander in chief deems the local civil postalservice to be inadequate or insecure:

Members of the armed forces of allies orcontingents thereof assigned or attached to theU.S. Armed Forces corresponding to and fromtheir home country only.

U.S. Government departments and inde-pendent agencies, U.S. citizen employees there-of, and their dependents, when accompanyingthe principal.

Retired personnel of the U.S. ArmedForces and their dependents, when accompany-ing the principal.

U.S. nonprofit, service, social, civic, andfraternal type organizations, providing all indi-vidual members are authorized privileges in theirown right.

U.S. Federal employee organizations atoverseas bases for the conduct of labor unionbusiness.

Entitlement of Foreign Military Units

When foreign military units are serving withU.S. Armed Forces, including foreign naval

Chapter 2ORGANIZATION AND ADMINISTRATION OF THE NAVY POSTAL SERVICE

vessels operating in the waters of the UnitedStates, or U.S. territories or possessions, closedmails may be transmitted through U.S. militarychannels. This must be requested by the foreigncountry concerned, in places where adequateinternational postal facilities are not available.(Closed mail is mail in bags which do not requireopening by the country through which transit-ing.)

Special Authorizations

Peacetime Authorizations

When, in time of peace, it appears thatpersons or organizations not included in thethree general categories above should be author-ized to use the Navy Postal Service, requests forthis authority may be submitted to the Chief ofNaval Operations. Such requests originate fromthe commanding officer, and should include thecomments and recommendations of the cogni-zant theater or overseas area commander, to-gether with a statement concerning eligibilityunder any existing agreement between theUnited States and the host country. When suchrequests are received by CNO, they are coordi-nated with the other military departments toensure uniform application of policy. Specificapproval or disapproval of each request is madeon the basis of mutual agreement between themilitary departments.

Emergency Authorizations

In the event of national emergency, hostilitiesor occupation, U.S. citizen personnel, not other-wise authorized use of the military postal serviceunder any other provisions of the U.S. NavyPostal Instructions, may be authorized use of

24 19

the facilities for letter class mail including postalcards and post cards, and voice recordings.

Such individuals must be in oversea areaswhere international postal service is not availableor adequate. If adequate international postalservice becomes available subsequent to theauthorization, use of the Military Postal Servicewill be withdrawn.

Preventing Misuse of Postal Facilities

To prevent misuse of Navy postal facilities,Navy and Marine Corps commands that havecognizance of military postal matters or operateNavy or Marine Corps post offices are requiredto take action to ensure that

The provisions of the U.S. Postal ServiceManual and local restrictions are enforced toprevent military post offices from acceptingprohibited items of mail.

Existing postal agreements with foreignsovereign governments are enforced.

Persons and organizations entitled to usethe military postal facilities do not use them toact as intermediaries for persons or organizationsnot authorized to use the service.

Persons and organizations using the mili-tary postal facilities comply with local customs.requirements.

Postal privileges are withdrawn from retiredmilitary personnel and civilians when there isevidence of abuse of the privilege.

The military Postal Service is not used byindividuals or agencies for commercial or busi-ness purposes or to transmit items intended forresale in the course of conducting a business orenterprise.

Organizations, agencies, and individuals nolonger eligible to use the Military Postal Servicediscontinue such use not later than 90 dayssubsequent to the date they are notified ofineligibility.

CHAPTER 3

PUBLICATIONS-YOUR SILENT ASSISTANTS

In this chapter we call the official publica-tions your silent assistants because you will callupon them often for assistance and guidance. Bybecoming familiar with them, you can obtainmuch valuable information, not by the spokenword, but by the written word. You will findalmost all information and instructions promul-gated through these publications. There may notbe anyone else to turn to for such advice,especially if you are on independent postal duty.

Tools are of no value to a mechanic if theyare broken or in poor condition. Test equipmentis of no help to electronics personnel if it doesnot work accurately. Necessary work usuallycannot be accomplished properly if the requiredtools are missing. In this same sense, a publica-tion will be of no assistance to the user if it ismissing, if pages are missing, or if it is not up todate. Much of the efficiency of a post officedepends upon the condition of its officialpublications and directives, their accessibility,and how well the people in the post office knowhow to use them. Just as the mechanics and theelectronics personnel take personal pride in thecare, maintenance, and completeness of theirtools, the holder of I publication should takesimilar pride in the maintenance and complete-ness of his library. Handling, correcting, andusing official publications and directives areroutine duties of a Postal Clerk. Because theseduties are routine, you may tend to under-estimate their importance, but this would be aserious mistake.

Information and instructions concerning. theNavy Postal Service originate from three generalsourcesthe Department of Defense, the Depart-ment of the Navy, and the U.S. Postal Service.This chapter will cover the official publicationscommonly used, giving the issuing authority,general purpose, content, and format of each.See figure 3-1. We will also take up the Navy

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Directives System and the type and format ofdirectives.

DEPARTMENT OF DEFENSE PUBLICATION

The principal publication issued by the De-partment of Defense that concerns the NavyPostal Service is the Postal Agreement Betweenthe U.S. Postal Service and the Department ofDefense. This document sets forth the responsi-bilities, of DepartM6U of Defense and the civilPostal Services in j,roviding coordinated andefficient postal service for the Armed Forces.The current Agreement appears as Appendix Bto the United States Navy Postal Instructions(OPNAVINST 2700.14 current series), and asappendix I of this Rate Training Manuals. It isalso reprinted and issued through the U.S. PostalService as PS Publications No. 38.

If you are now studying for advancement toPC3, you should be aware of the Postal Agree-ment, of its purpose, and where to locate a copyfor reference. If you are concerned withadvancement to PC2, or are reviewing for PC1 orChief, then, according to the current qualifica-tions, you must know the "responsibilities ofthe Post Office and the Department of Defenseas stated in the Postal Agreement."

NAVY DEPARTMENT PUBLICATIONS

The Constitution of the United States, thetreaties this Nation enters into, and laws passedby the Congress comprise the fundamentaldoctrines governing the Navy. These give onlythe broad outlines, however. For express direc-tions setting forth procedures under the law, theNavy has various publications and official direc-tives.

Chapter 3PUBLICATIONSYOUR SILENT ASSISTANTS

The principal general regulations, orders, andinstructions issued for the guidance of all persons in the Department of the Navy are found inthe following sources:

United States Navy Regulations.Navy Department General Orders.Manuals issued by the chiefs of bureaus,

systems commands, and offices, the JudgeAdvocate General, and the Commandant ofthe Marine Corps, and approved by theSecretary of the Navy.

Navy Regulations

Foremost in general importance among offi-cial publications is United States Navy Regula-tions, which outlines the organizational struo.ture of the entire Department of the Navy andpromulgates the principles and policies by whichthe Navy is governed. It is, of course, distributedto all ships, stations, and activities. In its 21chapters are set forth, among other things, theresponsibility, purpose, authority and relation-ship of each bureau, systems command, andoffice of the Navy Department and of the mostimportant officer billets. Published in looseleaf

form, this publication is kept in an adjustablebinder so that changes may be inserted asnecessary.

The responsibility of commanding officers inpostal matters is contained in article 0722. If aNavy post office is established within the com-mand, article 0739 requires a current audit ofpostal accounts and effects to be delivered to arelieving commanding officer. Reference shouldbe made to chapter 15 for information onclassified matter, and to chapter 16 on officialcorrespondence.

The Uniform Code of Military Justice, articles1 through 140, is inserted in the binder in frontof chapter 1.

Navy Department General Orders customarilyare inserted in the back of the Navy Regulationsbinder.

It may be said that Navy Regulations is the"law" for everyone in the Navy. It tells, ingeneral terms, WHAT to do. On the other hand,the manuals and instructions of the bureaus,commands, and offices of the Navy tell HOW todo it. As stated above, for example, article 0739of Navy Regs requires a current audit of postalaccounts and effects to be delivered to a

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POSTAL CLERK 3 & 2

relieving commanding officer. Procedures onHOW to conduct and report this audit arecontained in the United States Navy PostalInstructions.

Navy Postal Instructions

The United States Navy Postal Instructions,C. "NAV INSTRUCTION 2700.14 (current), isthe primary postal "how-to-do-it" instructionpromulgated 1)y the Department of the Navy. Itis issued by the Chief of Naval Operations forguidance in the administration and operation ofthe Navy Postal Service, and binding upon allmilitary personnel of the Department of theNavy. Addressed to all ships and stations, andarranged in looseleaf form, it is divided into 13chapters, with some chapters subdivided intosections.

Also contained in this instruction are a tableof contents, a record of changes, and THREEappendixes. Appendix A is a Glossary of PostalTerms; Appendix B the oft- referred-to PostalAgreement; Appendix C is a list of branch andZip-Code numbers of Navy and Marine Corpspost offices, including the location of each.Become very familiar with this instruction. Itwill be an invaluable help regardless of the typeof Post Office (mail room, directory service) youare assigned to.

Changes

The Navy Postal Instructions, as an Instruc-tion (OPNAVINST 2700.14A) in the NavyDirectives System, is kept current by means ofchanges issued under a Change Transmittal. SuchChange Transmittal would be identified as OP-NAV INSTRUCTION 2700.14B CHANGETRANSMITTAL. Changes to this instructionthat are not extensive are issued as page replace-ments or ink changes, or a combination of both.Should an extensive change become necessary, itwill probably be issued as OPNAVINST2700.14C and will cancel and supersede dm;current issue. Additional information on theNavy Directives System and Change Transmittalsappears later in this chapter.

Among Navy publications your closest "assist-ant" will be the Postal Instructions.

22

27

Navy Regs, and the following publications, alllooseleaf, are not likely to be held in your postoffice. If they are not, then you will not beresponsible for entering their changes. The act-ual holder has this responsibility. You canarrange with the ship's office, or other officeholding the publications, to borrow them or torefer to them as necessary. Additional pertinentinformation on each publication appears asappropriate in this course.

Navy Postal Information Bulletin

The Navy Postal Information Bulletin is is-sued periodically by the Postal Affairs Branch(0P-09B11) of the Office of the Chief of NavalOperations to disseminate items of interestpertaining to the Navy Postal Service, to com-manding officers, postal officers, and Navypostal personnel.

BuPers Manual

The Bureau of Naval Personnel Manual, NAV-PERS 15791-B, contains instructions on thequalifications, nomination, revocation, servicerecord entries, and ;elated information concern-ing Navy Postal Clerks and assistant Navy PostalClerks. Of course, it contains much more infor-mation and instructions pertaining to other ratesand Navy Personnel matters in its many articles,but these, on postal matters are of most concernto you.

Requisitioning Guide

Department of Defense and Department ofthe Navy forms and publications you will use aredesignated as Cognizance Symbol I material.

The Requisitioning Guide of the Navy StockList of Forms and Publications, NavSup Publica-tion 2002, provides information required torequisition Cognizance Symbol I materialstocked in the Forms and Publications Segmentof the Navy Supply System. Included also areguidelines, identification media, and requisitioninstructions for printed material which is notCognizance' L This guide is kept current by

Chapter 3-- PUBLICATIONS --YOUR SILENT ASSISTANTS

means of periodic supplements. Additional in-formation, including the requisitioning of formsand publications, and the identification of Cog-nizance I materials, is contained iii chapter 16 ofthis Rate Training Manual.

Standard Navy Distribution List

The Standard Navy Distribution List (SNDL)is published by OPNAV to provide for theproper addressing and distribution of mail to allactivities of the Department of the Navy. TheSNDL is published in two parts, each issuedseparately.

Part 1

The Standard Navy Distribution List, part 1

(OPNAV P09B23-107)provides the proper ad-dresses for operating forces of the Navy, Unifiedand Specified Commands, and U.S. Elements ofInternational Commands. It also contains a listof Navy numbers and APO numbers for use inmail addresses in lieu of geographical locationsoverseas. Ships operating Navy post offices aredenoted by an asterisk (*) in the alphabeticallisting. This is a determining factor for you as towhether or not a rotary lock can be used whensending a registered mail pouch to a particularship.

Part 1 is a Confidential nonregistered publica-tion. It is handled, stowed, and safeguarded inaccordance with instructions outlined in thecurrent edition of the U.S. Navy SecurityManual for Classified Information, (OPNAV-1NST 5510.0 Series).

Part 2

The Catalog of Naval Shore Activities, OP-NAV P09B3-105, Part 2, incorporated as Sec-tion 1, is the official list, including echelon ofcommand or supervision, of all shore activitiesof the Department of the Navy. It is promul-gated as directed by the Secretary of the Navyand distributed as needed by the Chief of NavyOperations. The term, shore activity, is definedas an activity on shore established by theSecretary of the Navy with a prescribed mission.The catalog is designated FOR OFFICIAL USE

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ONLY, and its distribution is limited to theDepartment of Defense and certain designatedAgencies of the Government. It is used as ameans for properly addressing and distributingmail to the activities listed therein.

ISSUE AND CHANGES.Both parts of theSNDL are reproduced and distributed periodic-ally by the Chief of Naval Operations and arekept up-to-date by distribution of printedchanges as necessary.

Navy Correspondence Manual

The naval letter and other official correspond-ence is very precise, and should be followed tothe last detail of spacing and punctuation. Tosolve problems that arise in preparing andforwarding correspondence, you should consultthe Navy Correspondence Manual,SECNAVINST 5216.5. It contains instructionsfor preparing all types of naval letters, endorse-ments, memorandums, and messages. Instruc-tions cover correspondence such as the address,subject, references, enclosures, paragraphingand signature, together with directions for as-sembling correspondence for signature and mail-ing. It specifies standards to be followed whentyping Instructions and Notices, and includes achapter on writing letters in business form.

Changes to the Correspondence Manual aredistributed as change transmittals which areexplained later in this chapter.

Security Manual

The Navy Security Manual for ClassifiedInformation, (OPNAVINST 5510.1) issued to allships and stations by the Chief of NavalOperations, is the basic navy directive relating tosafeguarding classified information. Its provi-sions apply to all military and civilian personnelassigned to Naval Commands and activitiesunder the Department of the Navy. The SecurityManual contains detailed instructions for han-dling classified matter, as to mailing, marking,access to and disclosure of classified informa-tion. It contains procedures to follow when

POSTAL CLERK 3 & 2

classified information is compromised or sus-pected compromised.

Change transmittals are used to distributechanges to this manual.

Records Disposal Instructions

For the disposal of records and forms at yourNavy Post Office, you will be primarily con-cerned with U.S. Postal Service forms (PSForms). The Navy Postal Instruction (OPNAV-INST 2700.14) contains detailed instructions fordisposal of PS records and forms. Detailedinstructions for the disposal of Navy records andforms is found in the current edition of SEC-NAVINST 5215.5 (Disposal of Navy and MarineCorps Records).

Navy Comptroller's Manual

The Navy Comptroller's Manual, volume 4,chapter 1, contains the responsibilities andduties of a disbursing officer, or any otherofficer, assigned as the custodian of stamp stockand funds; custodian of blank money orderforms, postal funds and accounts, and theprocedure for audit of money order business.

Navy Directives Issuance System

Certain Navy Publications are issued throughthe Navy Directives Issuance System, whichprovides a uniform method of issuing directivesby all activities in the Navy. The types ofdirectives used in this system are Instructionsand Notices. This system is explained more fullyin chapter 16, but Instructions and Notices aredefined briefly here to assist you in identifyingother publications issued as Instructions.

Instructions are directives which containinformation of a continuing nature or requirecontinuing action, or action which must betaken but cannot be completed in less than 6months.

Notices are directives of a onetime natureor those which contain information or actionapplicable for a brief time only.

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29

Details outling the Navy Directives IssuanceSystem appear in SECNAVINST 5215.1.

Directives are numbered according to subject,in accordance with the Navy's Standard SubjectIdentification Codes Instruction SECNAVINST5210.11. As an example, the 2700 series of thisInstruction pertains to all postal subjects.

Changes \to Navy Directives

When changes to Navy Directives are notextensive, they are issued as page replacementsor ink changes, or a combination of both. Penand ink changes are used only for minor changesand should not be used for the insertion of morethan a few words. Directions for making thechanges are shown on the change transmittalletter.

UNITED STATES POSTAL SERVICEPUBLICATIONS

The U.S. Postal Service produces variousmanuals, publications, and instructions. Theseare listed in the supply catalog, publication 24,which indicates how, where, and if they may beobtained. Four of these publications are auto-matically distributed to every Navy Post Officeplaced in commission. They are: Postal ServiceManual, Weekly Postal Bulletins, InternationalMail, (Publication 42, and Directory of PostOffices (Publication 26).

For any additional information on otherPostal Service publications or instructions, checkPart 262 of the Postal Service Manual.

Postal Service Manual

The Postal Service Manual is issued in loose-leaf form and is divided into 6 chapters, asfollows:

Chapter 1Post Office Services (Domestic)Chapter 2Organizational and AdministrationChapter 3Postal ProceduresChapter 4PersonnelChapter 5TransportationChapter 6Facilities

Chapter 3PUBLICATIONS--YOUR SILENT ASSISTANTS

Chapter 1 will be of primary concern to youas it contains regulations and procedures whichrelate to the use of the mail. It describes thepostal services available, and prescribes the rates,fees, and conditions under which these servicescan be obtained. It also includes many of theinternal procedures and controls connected withacceptance of the mail and with certain specialmail services.

Chapter 2 through 6 deal primarily withmatters of internal operation and administrationof the U.S. Postal Service. Parts of thesechapters contain matters which concern thepersonnel using the Navy Postal Service and itwill be your responsibility to be familiar withthese matters, to provide a efficient and com-plete postal service.

You probably won't have to refer to yourPostal Service Manual every day, but you shouldhave it accessible. Where specific references ofthe Manual are not cited, the index will be ofgreat help. Also in referring to the Manual forinformation you should be familiar with thenumbering system, which is designed to locatesubject matter in related groupings.

Numbering System

The Postal Service Manual employs the deci-mal numbering system, which is illustrated infigure 3-2. The first digit refers to the chapter.

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As an example, assume that a reference is madeto section 142.62. The first digit "1" refers tochapter 1, Post Office Services (Domestic). Thesecond digit identifies a major topical subdivi-sion of a chapter, designated a subchapter. Inthis example the "4" refers to Subchapter 140,

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Postage. The third digit refers to a more specificsubject, designated a part. In the example, Part142 is entitled Stamps (Adhesive). Beyond thefirst three digits is a decimal point. Furthersubdivisions identify more specific sections. Theuse of further numerical and topical subdivisionswill depend on the extensiveness or amount ofdetail in the subject matter, in each case. Theneed for headings will vary on the same basis. InFigure 3-2, 142.62 refers to the section entitled"Main Office Window Clerks".

Index and Tables of Contents

In the very front of the Manual, there is acomplete alphabetical index of items, by topicor name, for quick reference to the chapter inwhich the subject matter can be found.

A composite table of contents listing allchapters, subchapters, and parts is located rightafter the Index. Also in front of each chapter isa more detailed table of contents.

Transmittal Letters

All new material and replacement pages aresent under cover of a transmittal letter. Thisletter explains briefly the change or materialattached, lists material canceled or superseded,gives filing instructions, and provides temporary,transitional, or supplementary instructions orinformation not appropriate for codification inthe manual itself. For purposes of selectivedistributYm, there is a transmittal letter seriesfor each chapter of the manual, each beginningwith number 1. For Example, Post OfficeServices (Domestic) Transmittal Letter 1 (Ch.1), Personnel Transmittal Letter 1 (Ch. 4).Figure 3-3 illustrates,a sample transmittal letter,with additional explanations.

Each transmittal letter has an issue number inthe upper left corner which indicates the num-ber of changes to date that have been made tothe whole manual. The issue number is not to beconfused with the transmittal letter series num-ber (See letters in fig 3.1) As soon as the filinginstructions in each transmittal letter have beencomplied with, the transmittal letter is filedseparately, and the proper notation should be

BEST COPY AVAILABLEPOSTAL CLERK 3 & 2

Issue 64

POSTAL SERVICE MANUALems Nurse

Post Office Services Transmittal Letter

1 FILING INSTRUCTIONS

Remove pages headed:

232.3 (1 sheet)235.21 (1 sheet)244.11 (1 sheet)258.822-257.41 (3 sheets)

Insert pages headed:

292.9 (1 sheet)235.21 (1 sheet)244.131 (1 sheet)256.822-257.41 (9 sheets)

10-15-73

1.7

2 EXPLANATION OF CHANGES

.1 Amended section 232.3y to correct an erroneous reference.

.2 Revised Part 235 to agree with 39 CFR 235.1 and .2, as printed inthe Federal Register..3 Amended sections 244.131 to permit postmasters to work 4 hours onSaturday and 4 hours on a following weekday; 244.132 to permit post-masters at fourth-class offices in WRC 4, 5, 8, and 7 to limit hours ofservice on Saturday to 4 hours; 244.141 to delete requirement that allPostmasters must advise the RPM° or other appropriate °nide' ofplanned absences for periods of five days or less, and provide that RPMOmay require such reporting on an individual basis; 244.142 to includepost offices where position of director, mail processing, is authorised..4 Revised sections 257.12 to indicate that SCFe designated to distributeaccountable paper are sources of supply for less than bulk quantity com-memorative stamps, and 257.13b to reduce from 90 to 60 days the periodregular stamp windows should stock commemorative issues. Correctedmailing addresses for Office of Stamps and Philatelic Sales Unitthroughout section 257.

Director, 0Mce ofManagement Services

Issue 63 dated 11-30-73: TransmittalLetter 13 should have been TransmittalLetter 14.

80.316081Figure 3.3. Sample transmittal letter.

31 26

Chapter 3- PUBLICATIONSYOUR SILENT ASSISTANTS

made on the checklist in the front of themanual. This checklist acts as a record ofmaintenance to the manual and will assist aPostal Inspector to see if the manual is beingkept up to date. Only those who have thecomplete Manual will have all the publishedissue numbers. If you are missing any PostalService Manual issues, refer to the Manualpreface for instructions on requesting replace-ment issues.

Postal Bulletin

The Postal Bulletin is issued Thursday of eachweek and contains current orders, instructionsand information relating to the Postal Serviceincluding philatelic, airmail, money order, andparcel post etc. It also provides advance changeseffecting the Postal Service Manual and Publica-tion 42 International Mail. The Postal Bulletinshould be retained on file by post offices for 6months, or as otherwise directed.

Directory of Post Offices

The Directory of Post Offices, Publication 26,is revised and reissued as of 1 July each year. Itis the official list of post offices, named stations,and named branches, and many other items ofinformation relating to the civil Postal Service. Itconsists of several lists arranged so that theinformation provided is readily available.

Changes are published in the weekly PostalBulletin and a summary of the changes ispublished in a Postal Bulletin after the close ofeach calendar quarter. Even though the Direc-tory of Post Offices contains certain ZIP Codesin the State Lists of Post Offices, it is best toconsult the National ZIP Code Directory, Publi-cations 65, to determine the correct ZIP code ofan address.

National ZIP Code Directory

The National ZIP Code Directory, Publication65, is revised and reissued in July of every year.It contains an alphabetical list of Post Offices bystate, along with each post office ZIP code, and

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also has a listing of ZIP codes in numericalsequence. The ZIP Code is a five-digit numericalcoding system designed to increase efficientsorting and delivery of all classes of mail. Mailcarrying a ZIP code will bypass certain inter.mediate handlings and can be routed directlyand speedily to its ultimate destination area.Each post office and postal delivery station orbranch has an individual ZIP code number.

Large volume mailers can program mechanicaland automatic data processing (ADP) addressingequipment with the five-digit code to presorttheir mail. ZIP codes also permit easier Manualdistribution of mail at all post offices, and is thekey to automatic mail sorting, when used withthe high-speed optical scanning equipment nowbeing phased into postal operations. For furtherinformation about how to use ZIP codes, checkthe instructions in the beginning of the direc-tory.

International Mail, Publication 42

International Mail, Publication 42 contains 7chapters on the handling of international mailbetween the United States and all foreigncountries, in reference to postage rates, servicesavailable, prohibitions, import restrictions, andother conditions governing mail to a particularforeign country. Colonies, possessions, and areasin political categories not included in thelistings of country pages, are listed separately at_the end of the publication.

The appendix contains an alphabetical list offoreign countries on separate pages and providesinformation for mailing under two main cap-tions, "Postal Union Mail" and "Parcel Post".The postage rates and other conditions forpostal union mails for any particular nation donot apply to parcel post, or vice-versa, unlessspecifically stated.

Changes to this publication are made by theissuance of looseleaf pages, forwarded under atransmittal letter.

Universal Postal Unions

Universal Postal Union covers the rules for theexchange of all international mail except parcel

POSTAL CLERK 3 & 2

post. The United States and practically allcountries of the world are members.

The purpose of the Union is to ensure theorganization and improvement of the postalservices and to promote the development ofinternational cooperation.

The Universal Postal Union stipulates gen-erally how each country will accept and handleother countries' mail in their postal systems.Such services should include surface categorymail, charges for handling but no parcel postprovision.

Article 51, chapter 4 of the Constitution ofthe Universal Pof tal Union permits commandingofficers of naval divisions to exchange closedmail with post offices of member nations ofUniversal Postal Union for transmission to thehome country of the naval command.

Parcel Post (International)

Parcel post is a separate and distinct categoryfrom postal union mail. The exchange of parcelpost with other countries is governed by theprovisions of individual bilateral agreementswith various countries and the Parcel PostAgreement of the Postal Union of the Americasand Spain. Unless otherwise noted under thecountry items in the appendix of InternationalMail, the weight and size limits and other generalparcel post provisions .(but not postage rates)apply also from those countries to the UnitedStates. For further information, see chapter 3,International Mail, Publication 42.

CHANGES AND CORRECTIONS

Most of the publications listed here have onething in commonthey are kept current bychanges and corrections issued by their origi-nators. These changes and corrections are neces-sary to add new information, to delete obsoleteor incorrect information, and to correct ormodify erroneous information. Some changesare issued periodically (weekly, monthly, bi-monthly, etc.), others as the need arises. Thetypes of changes that you will encounter arelisted below.

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Types of Changes

There are three different types, or forms, ofchanges and corrections:

1. Pen and inkused when relatively smallitems of information are to be added to theexisting material, and when such items are to becorrected or deleted.

2. Page replacementsused when extensivechange or correction is necessary, replacingseveral sheets or entire chapters.

3. Revisionused when a publication requireslengthy or complicated changes.

Entering Changes and Corrections

When changes and corrections are forwardedto you, they generally are accompanied by aninstruction sheet. This sheet may be called acover sheet, transmittal sheet, or other similarterm. Its purpose is to instruct you on themanner of entering the change, to indicate theeffective date of the change, and it will some-times give you a brief summary on the materialcontained in the change and the sections that itaffects.

The changes and corrections should be en-tered AS SOON AS POSSIBLE. Read theinstruction sheet thoroughly, making sure thatyou understand it completely. Then enter thechange or correction as directed.

Page Number Checklist

Some changes are accompanied by a checklist,which shows the correct change number for eachpage. This list includes all of the page numbersthe book should have AFTER the change ismade. After you make the change, check thepage numbers AND the change numbers of thepages actually in the book against this list. Donot dispose of the pages you have removed fromthe publication until you have verified thechecklist. If you find pages missing, or pageswith a lower change number than that shown onthe checklist, recheck the pages you have re-moved. If you still do not find the proper pages,

Chapter 3PUBLICATIONSYOU'A SILENT ASSISTANTS

order them as instructed in the checklist or asspecified in the respective publication.

Enter Changes Promptly and Correctly

Experience and study will help you get abetter working knowledge of your duties. Youcan bring this knowledge up to date periodicallyby keeping up with the various changes andcorrections as they are issued. Don't let thempile up. The longer they accumulate, the longerit will take you to enter them. Having a

publication that is not up to date or one that hasbeen changed incorrectly should be avoided,because. either the correct information will notbe available, or the publication will have obso-lete or inconect information and give you thewrong answer.

Only through use and experience can youachieve complete familiarity with all the publica-tions you normally handle. This chapter pro-vides a substantial beginning in this direction.The rest is up to you.

CHAPTER 4

THE NAVY POST OFFICE AND ITS PERSONNEL

In this chapter you will study the proceduresfor establishment, suspension, and disestablish-ment of a Navy Post Office. Nomination anddesignation procedures for postal personnel willalso be discussed, together with their duties andresponsibilities in connection with the custodyand security of postal effects. The Post Officeaboard ship will be stressed in this chapter, asthis is where most of the establishing, suspend-ing, and disestablishing takes place.

ESTABLISHMENT OF NAVY POSTOFFICES

The U.S. Postal Service establishes a Navypost office at the request of the Chief of NavalOperations. It is activated, manned, and oper-ated under the direction of the particular com-manding officer concerned through a designatedNavy Postal Clerk. Supervision is accomplishedthrough a postal officer. Each Navy post officeis a branch of a specific U.S. civil post office. Allshipboard post offices and most overseas Navypost offices are branches of the U.S. Post OfficeNew York, New York. Navy post offices interritories and possessions of the United Statesthat are not branches of the U.S. Post Office,New York, are branches of the local U.S. civilpost office.

As we learned in chapter 2, any Navy postoffice may be required to perform terminal postoffice functions.

Requirements for establishment of a Navypost office vary with the location of theproposed office. The requirements for an officeaboard ship, for instance, differ from those of anoffice at an overseas activity or at a base in thecontinental United States.

3530

Requirements Aboard Ship

Any ship having 150 or more men assignedshould provide postal services by the establish-ment of a r avy post office. If your ship hasfewer than I 50 men assigned, your commandingofficer may still request establishment, if condi-tions warrant.

When a ship operating a Ni.vy post office hasa disbursing officer regularly attached, the postoffice is required to conduct money orderservice. Sometimes the volume of business maynot appear to justify money order service,however, it is required as a convenience to thecrew for welfare and morale.

Requests for the establishment of a Navy postoffice and authority to commence postal opera-tions aboard ship, are made by the prospectivecommanding officer or commanding officer, tothe Chief of Naval Operations, who in turnrequests the U.S. Postal Service to establish thepost office and to grant authority for it tocomh, price postal operations. Requests mustcontain the following information:

1. Approximate number of personnel to beserved.

2. Effective date desired for establishment.3. Amount of fixed stamp credit desired. (As

a general guide, a fixed stamp credit of $7 perperson served is adequate, however, each Navypost office should have a minimum of $1000fixed stamp credit.) An increase or decrease inthe fixed stamp credit must be in multiples of$500.

4. Whether a disbursing officer is attached.5. If money order service is not desired,

indicate reason.6. Date by which postal effects should arrive.

(U.S. Postal Service requires one month noticeto assemble and ship the postal effects.)

Chapter 4THE NAVY POST OFFICE AND ITS PERSONNEL

7. Unit Identification Code (UIC) numberassigned to your command.

Requirements Ashore Overseas

Shore activities overseas may request theestablishment of a Navy post office and author-ity to commence postal operations where theneed exists and where adequate U.S. civil postalfacilities are not available. This request is sub-mitted via the area commander to the Chief ofNaval Operations, who in turn requests the U.S.Postal Service for the Post Office and the finalauthority to commence postal operations. Re-quests must contain pertinent information as tothe following items:

1. Name and mailing address of activity forwhich intended.

2. Approximate number of military person-nel to be served by the post office.

3. Approximate number of authorized per-sonnel, excluding military, to be served by thepost office. (Check chapter 2, entitlement to useof facilities).

4. Geographical location of the proposedNavy post office.

5. If applicable, a statement concerning anyagreements existing with the host governmentpermitting operation of a military post office.

6. If applicable, mail prohibitions, restric-tions, and customs requirements.

7. Effective date desired for establishment.8. Amount of stamp fixed credit desired.

(As a general guide, a fixed credit of approxi-mately $7 per person served is adequate undernormal conditions.)

9. Whether a disbursing officer is attached.10. If money order service is not desired,

indicate reasons.11. Date by which postal effects should

arrive. (U.S. Postal Service requires one month'snotice to assemble and ship the postal effects.)

12. Unit identification code (UIC) assignedyour command.

13. Any other pertinent information, such asmeans of transporting mail, availability of quali-fied personnel, prospective increase in the num-ber of personnel to be served, how mail service is

36 31

presently provided, whether assignment of aFPO ZIP Number is desired, whether address isincluded or will be requested to be included inthe SNDL.

Requirements Ashore in theContinental U.S.

Normally postal service should be provided bythe local U.S. civil post office at Navy activitiesin the United States, territories and possessions,with mail delivery service for the commandbeing provided by designated mail orderlies.

When adequate service cannot be provided bymail orderlies through the local civil post office,the commanding officer of the activity con-cerned may submit a request through channelsto the Chief of Naval Operations for theestablishment of a postal facility on the station.Such a facility normally consists of a branch,station, or money order unit of the local civilpost office under the direct jurisdiction andoperation of civilian postal personnel. A requestfor such a postal facility should contain thefollowing information:

1. Approximate number of military person-nel to be served by the post office.

2. Approximate number of personnel, ex-cluding military, to be served by the post office.

3. Prospective expansion of station person-nel that would be served by the post office.

4. Distance between the proposed post of-fice facility and the post office in the nearestcity or town. (This is the mileage over whichmail would be transported.)

5. Name of the nearest city or town inwhich a post office is established.

6. How mail service is presently provided.7. A brief description of the size, type of

construction, security features, and relative loca-tion on the installation of the building availableto house a post office, and the total number ofsquare feet available for post office operations.

8. Any location circumstances, such as se-curity considerations, which may preclude em-ployment of civilian postal personnel on thestation.

9. Views of the local postmaster.10. Detailed justification for requesting post-

al service.

POSTAL CLERK 3 & 2

Authority for Operation

Authority for the operation of a Navy postoffice is indicated by the receipt of the postaleffects. A copy of the request made by the Chiefof Naval Operations to the U.S. Postal Service isalso furnished the commanding officer showingthe effective date of operation. Postal operationswill not comtionce prior to the nomination ofan Accountable Postal Clerk on NAVPERS Form1221/5 with a accompaning letter from thecommanding officer detailing the PC's duty asthe Accountable Postal Clerk for the command.

TITLES OF POSTAL PERSONNEL

There are several titles of personnel connectedwith the Navy postal service. Here we willdiscuss these people and their responsibilities.

Postal Officer

Every commander or commanding officer hasthe responsibility of providing a complete andefficient postal service for his command. One ofhis first steps in providing this service is todesignate a postal officer for the command. Inmost cases on a large ship or station the postoffice will normally come under the executive oradministrative department, therefore, the collat-eral duty of postal officer is usually assigned toone of the officers in the administrative depart-ment. In imaller commands or when the com-manding officer deems necessary, he may desig-nate any officer, warrant officer, or chief pettyofficer as postal officer. In a large terminal NavyPost Office (TNPO), the duties of postal officerwould normally be the primary duty of theassigned officer in charge. It is his job to see thatthe post office is operated efficiently, and thatall mail is handled and processed as expedi-tiously as possible. All official postal corre-spondence is routed to the postal officer inorder to keep him informed of the post officeoperations. This includes such things as monthlyinspection reports, complaints, inquiries, andstamp requisitions.

32

37 "."

Custodial Officer,

The custodial officer is a commissioned of-ficer or E-7, E-8, or E-9 of the Postal Clerkrating, designated in writing by the commandingofficer to take charge of all reserve postagestamp funds (stock and cash) and blank moneyorder forms. In ships and commands where adisbursing officer is assigned, he is normally thecustodial officer for the Navy post office. Hemay be designated as custodian of postal effects,reserve stamp funds, blank money orders. Youas the Accountable Postal Clerk for the com-mand; will have a receipt (PS Form 3367) fromthe custodial officer for all the postal effects inhis custody.

Military Postal Clerk

A Military Postal Clerk is a person of theArmed Forces, officially designated by the U.S.Postal Service, who is authorized by public lawto perform postal finance functions and otherpostal duties. The term includes Army, Navy,Air Force, Marine Corps, and Coast Guard postalclerks.

Navy Postal Clerks

Navy Postal Clerks are enlisted members ofthe Navy, not necessarily of the general servicerating of "Postal Clerk" or assigned a postalMilitary Occupational Speciality (MOS), whohave been officially designated by the UnitedStates Postal Service and are authorized bypublic law to perform postal finance functionsand other postal duties. Personnel nominated fordesignation as Navy Postal Clerks must becitizens of the United States.

Accountable Navy Postal Clerk

An Accountable Navy Postal Clerk is a NavyPostal Clerk detailed to duty by command letterand charged with the financial respomlbility ofthe Navy Post Office.

Chapter 4THE NAVY POST OFFICE AND ITS PERSONNI

Postal Clerk

A "Postal Clerk," as differentiated from"Navy Postal Clerk," is a petty officer oridentified striker in the general service rating ofPostal Clerk (PC).

Postal Finance Clerk

A Postal Finance Clerk is a United Statescivilian employed in an overseas shore-basedNavy Post Office who has been designated tohave custody and accountability for all or aportion of the Navy Post Office's fixed stampcredit and money order account, to sell postagestamps and other stamped paper (postal cards,stamped envelopes etc.), to sell and redeempostal money orders, and to accept and deliveraccountable mail, as well as to perform suchother postal duties as are assigned by properauthority. Postal Finance Clerks must be UnitedStates citizens and be bonded in accordancewith NAVCOMPT Manual 4.

Mail Orderly

A Mail Orderly is a person appointed byproper authority to receive and deliver incomingand outgoing mail at a civil or military postoffitx for the unit for which he is designated.Mail orderlies appointed for Navy activitieswhich handle U.S. registered mail must be U.S.citizens.

Mail Clerk

A Mail Clerk is civilian employee of Govern-ment Departments or Agencies, or other organi-zations, who is appointed by proper authority toperform postal duties for the Department, Agen-cy, or organization. The Navy's obligation issatisfied on determination that the mail clerk ofa non-military organization has proper author-ization, signed by a responsible representative ofthe organization to receive mail of the classbeing delivered. Such mail clerks are not mailorderlies and are not designated. Navypost nffices may deliver mail to mail clerks in

accordance with the authorization held by theindividual.

NOMINATION AND DESIGNATIONS OFACCOUNTABLE POSTAL CLERKS AND

NAVY POSTAL CLERKS

A man must meet certain qualifications be-fore he may be nominated as an' AccountablePostal Clerk or Navy Postal Clerk. These qualifi-cations are outlined in the BUPERS Manual,Article 1410240, and should be strictly com-plied with by your command when nominatingor designating postal personnel. Whenever avail-able, an enlisted member with previous postalexperience as Accountable Postal Clerk or NavyPostal Clerk or with civilian postal experience,should be selected for Postal duties. If a nomi-nee has no previous postal experience, thematter of his general aptitude for this type ofduty should be carefully weighed and a state-ment thereof included in the letter accom-panying the nomination.

In any case the nominee should meet therequirements set forth in BUPERS Manual. Ifthe nominee does not have prior postal experi-ence he must be tested on his knowledge ofpostal duties, functions of a Navy post office,and the rules governing it in accordance with theU.S. Civil and Navy postal regulations.

Before being permitted to perform postalfinancial duties or to assume custody of postaleffects, postal personnel must be, or must havepreviously been, nominated by the submissionof a Navy Postal Clerk Nomination or Revoca-tion Form NAVPERS 1221/5. See figure 4-1.

Under normal peacetime conditions, a personshould not be considered for nomination if hehas less than six months obligated service re-maining on active duty. This is to prevent largeturnovers in personnel, to ensure effective posteservice, and to safeguard postal effects.

A Navy Post office having only one NavyPostal Clerk assigned should normally nominateanother Navy Postal Clerk for training as aprospective relief in order to keep postal servicefor the command running smoothly when theregularly assigned Navy Postal Clerk is absent.

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. 38

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POSTAL CLERK 3 & 2

POSTAL C1ERK/ASSISTANT POSTAL CLERKNOMINATION OR REVOCATIONOAVIEAS 1221/5 (11.50) ffurolorlY ani.ERS 2860S/N 0 IMO/12.02SO

Nmsw-INSTRUCTIONS. See BuPers Manual, Articles 8.1201 through 13.1209. The original must be signed. The effec.

Live date of demolition may not be prior to the date If oath.

DISTMEIIMION. The origins( and two copies to the Accountable Postmaster. One copy to the Chief of NavalPersonnel (Pers.F3). Retain one copy for activity files.

NOTE FOR POSTMASTER. Upon completion of item B, please return the original to the originating activity andone copy to the Chief of Naval Personnel (Pers.F3).

FROM:

TO: Postmaster.

1.

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3.

I D. IT. trricIlvr Dun

PURPOSE OFREOULST

sawaatioa OFAMMON OFINSIINATION AS

I --1 POSTAL ri ASSISTANTMANI iJ POSTAL CLEM

ANI (loss, Ilrrt, AIIII.) SERVICE 'KUSER SOCIAL SECuAITv waft ClSSNOMINEE ORINCUMBENT

NAME OFAAV V BaAhem him111.

POST OFFICE

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d tt ttttt OR .1 a POSTAL CLIPS I. Wed mogul.

WNW' OFFICE OW Applitialt Jar RITOCAT102)

I, the undersigned do solemnly (or affirm) that I will support and defend the Constitution of theUnited States against all enemies. foreign and domestic; that I mill bear true faith and allegiance to the

same; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I

will well and faithfully discharge the duties of the office on which I am about to enter: So help me God.

I do further solemnly (or affirm) that I will faithfully perform all the duties required of me andabstatn from everything forbidden by the lass in relation to the establishment of post offices and post roadswithin the United States; and that I will honestly and truly account for and pay over any money belonging tothe said United States which may come into ny p ion or control: So help me God.

SODAN TO AND SUBSCRIBED BE/ORE ME

THIS

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6 ENDORSEMENT OF ACCOUNTABLE POSTMASTER

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SAM. VITLI, ANO SIGNATURE or rccOoNtArtt roSrormo DATE

60,4Figure 41.NevPers Form 1221/5, Nomination or Revocation of a Navy Postal Clerk.

34

39

Chapter 4--THE NAVY POST OFFICE AND ITS PERSONNEL

Nomination of a Navy Postal Clerk requirescompleting the appropriate portions of NAV-PERS Form 1221/5, as seen in figure 4-1. Whenfilling out this form just follow the instructionswhich are included on the front.

NAVPERS Fora 1221/5 is a very importantdocument so it must be filled out accurately andcompleted. When completed, the original andtwo copies are sent to the accountable post-master who in turn approves or disapproves thenomination. As discussed earlier, the term "ac-countable postmaster" means the postmaster ofthe U.S. Civil post office of which your Navypost office is a branch. One legible signed copyis sent to the Chief of Naval Personnel and onecopy is kept on file in the ship's post office.After action has been taken by the accountablepostmaster and no objections are received fromthe Chief of Naval Personnel, the original andone copy are returned to the ship. The original isthen filed in the man's service jacket, and anotation of his designation is made on page 13of his service record. Once a man has beennominated as a Navy Postal Clerk and approvedby the U.S. Postal Service, that designationremains in effect as long as the postal clerkremains on active duty or until his designation isrevoked for cause.

On a large ship, such as an aircraft carrier, orat a large post office overseas, the senior NavyPostal Clerk assigned to the command is normal-ly assigned as the accountable postal clerk forthe command. In addition to the NAVPERSForm 1221/5 which designates him as a NavyPostal Clerk, he must have a letter detailing himas the accountable postal clerk from his com-manding officer. See figure 4-2. In no case maymore than one accountable postal clerk bedetailed to duty by command letter at any onetime. The accountable postal clerk is chargedwith the financial responsibility of the Navypost office and must hold PS Form 3367, FixedCredit Receipt, or similar form from the otherpersonnel holding a portion of the Stamp FixedCredit. He in turn upon assumption of duty asthe accountable postal clerk for his command,must tender a PS Form 3367 to the accountablepostmaster for the entire amount of the fixedstamp credit.

As the accountable postal clerk, you will beheld responsible for the overall operation of

35

your post office. Before your local civil ormilitary post office may release mail for yourship to you, they will want to see some form ofidentification. In most cases the local post officerequires a letter from your ship indicating who isauthorized to pick up mail for the command,and what classes of mail, including registered, heis authorized to pick up. In addition, your shipwill furnish you with suitabie identification as adesignated Navy Postal Clerk for your com-mand. This identification must bear your signa-ture. DD Form 285 is available for this purpose.When your duties as the Accountable PostalClerk or Navy Postal Clerk for your commandare terminated, you must return this identifica-tion to your postal officer.

Now that you are ready to assume your dutiesas a Accountable Postal Clerk or Navy PostalClerk; let's double check all paperwork to makesure everything is in order. Your commandingofficer has set an effective date of operation foryour post office. You have already taken theoath of office given on NAVPERS 1221/5 andthis is entered in your service record. The dateyou took the oath may be on or prior to theeffective date of operation but not after as thiswould automatically void the whole form. Thisholds true for the date of establishment of a newNavy post office also. Remember, you are notallowed to commence operation until the effec-tive date of operation, which is requested byyour commanding officer by letter to the Chiefof Naval Operations (Postal Affairs Branch), andapproved by the U.S. Postal Service.

If you are relieving an Accountable NavyPostal Clerk you will normally assume custodyof the postal effects at the close of the day'sbusiness. In unusual circumstances where it isnecessary for you to transact business on thesame day as the man you are relieving, yourreports will indicate the hours of the daycovered by the report.

Revocation of Designation

Request for revocation of a Navy Postal Clerkdesignation is made in the same mwiner as thedesignation. The reason for revocation is madeunder item 4 of NAVPERS Form 1121 /5. Atthe time a request for revocation of a Navy

F. 40

REST COPY AVAILABLE

POSTAL CLERK 3 & 2

amalLgt_LiatiLatAggimmati

(Letter Head)

Proms Commanding OfficerTo: PC1 J. L. KNOLL, USN, 399 28 6292

(Date)

Subjo Assignment to Duty (Li lecenuttaiee eavy'ostal Clerk

Ref: (a) NAVPERS 1221/5 of (Date)b) OPNAVINST 2700.14(Current Serial')

1. Upon satisfactory completion of an audit and inspection of postaleffects and having been designated as a Navy Postal Clerk by refer-ence (a) and in accordance with reference (b), you are hereby detailedto duty as the Accountable Postal Clerk for (name of command) postoffice, (Branch Number, if applicable), (in relief of name of prioraccountable postal clerk, if applicable), effective this

A. SKIPPER

Copy totCHNAVPERS (F-3)Service Record

00.120

Figure 42.Sample letter of Aesipment as the Accountable Navy Postal Clerk.

36

41

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Postal Clerk is made, an entry should also bemade on page 13 of the individual's servicerecord. The entry in the man's service recordshould cover date of revocation, title beingrevoked, and a statement that revocation hasbeen requested from the accountable post-master. The date indicated may not be later thanthe effective date of a designated relief. Thisentry is also signed by the man concerned,acknowledging the revocation by title and date.

There are many reasons for revoking thedesignations of Navy Postal Clerks, however, themost common is the termination of a NavyPostal Clerk's military service. Other reasons forrevocation are: discretion of the commandingofficer, or postal inspectors, if it is found thatthe Postal Clerk has violated postal laws andregulations, has a record of continued errors inpostal finance, is absent without leave, or has inany other way demonstrated that he should notbe trusted with the position.

When you nominate or revoke the designationof a Islar) Postal Clerk, refer to chapter 2 of theU.S. Navy Postal Instructions, OPNAV 2700.14current series.

Appointment of Mail Orderlies

In the following paragraphs we will discussthe qualifications, procedures used in sippoint-ing, identification of, and revocation of designa-tion of a Navy mail orderly.

As with the Navy Postal Clerk, A mail orderlyshould be of unquestionable integrity. (Noperson with a record of convictions of crimesinvolving moral turpitude must be nominated.)He is normally an enlisted member of.the ArmedForces, but in commands where the com-manding officer deems it desirable, he may be acivilian. The Department of the Navy requires itspostal clerks, mail orderlies and postal financeclerks to be U.S. citizens. Some U.S. governmentdepartments and agencies do not require theirmail orderlies to be U.S. citizens; however,non-citizen mail orderlies normally will not beauthorized to receive registered mail.

Commanding Officers of activities requiringmail orderly service (command mail orderly)appoints one or more mail orderlies on DDForm 285, (Appointment of Mail Orderly), (See

37

fig. 4-3.) A sufficient number of DD Forms 285are completed to provide one form each for themail orderly, command files, and serving Navypost office or civil post office, as applicable. Theagencies noted above are notified upon relief ofthe mail orderly. The mail orderly must carry hiscopy of the DD Form 285 whenever he isperforming his duties. When his appointment isrevoked, this copy must be destroyed. The dateof revocation is entered on the other copies ofthe form.

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80.6Figure 43.DD Form 286, Appointment of Mail Orderly.

A division mail orderly may also be desig-nated on DD Form 285, or a similar form maybe used. The officer signing would be from thedivision the man serves (or another officerresponsible for the persornel of that division orcomponent). A copy should be made for theman concerned and one for the Postal Clerk or if

POSTAL CLERK 3 & 2

the command does not have a post office, forthe command mail orderly .

Persons performing mail orderly service mustbe instructed in their responsibility for theproper handling of mail entrusted to theircustody. Identification cards are strictly ac-counted for and indicate the kypes of officialand personal mail the mail orderly is authorizedto handle.

SUPPLIES AND EQUIPMENT

Whenever practicable, supplies issued by theU.S. Postal Service should be used in theoperation of a Navy post office. In general, theU.S. Postal Service furnishes the operating sup-plies and the postal equipment peculiar to postoffice work. The Navy supplements these withgeneral types of supplies and office equipmentsuch as are furnished to other Navy offices.

Postal Effects

The U.S. Postal Service furnishes certainaccountable supplies and equipment, and theNavy ethers. In your tour as a Navy PostalClerk, whether aboard ship or at an overseaspost office, you will see and use the term"postal effects" often. Let us clarify this term.All items of stock and funds affecting postalrevenue in the post office and those held inreserve by the custodial officer are called postaleffects. These include postage stamps, stampedpaper, (envelopes, postal cards and aero-grammes), and cash received from their sale;blank money order forms and cash receivedfrom their sale, including fees, paid moneyorders, and fees for special services. The termpostal effects also includes the mail keys. Postaleffects then, are those for which you account inyour Daily Military Post Office (MPO) Report ofMoney Order Business, Form 6019 MPO, or inReport of Inspection of Postal Clerks Accounts,Quarterly, Statistical Form OPNAV 2700/3.

Two mail keys are issued by the U.S. PostalService. You will account for each of these keysby number on your monthly inspection andaudit form. The more important of these is therotary lock key. This key is permanently

38

4

chained to the inside of your safe. It is used onlyfor opening rotary locks used on registeredpouches.

The iron lock key, more commonly referredto as the LA key after the inventor of the LAlock (Louis Andrus) is chained to a table orother permanent fixture in your office. If it isnecessary to use the key in different areas of theoffice, chain it to a large wooden block, or to awire strung overhead in the critical area.

Other Accountable Equipment

Other accountable equipment for which youare responsible, include rotary locks, technicalpublications, all-purpose stamp, postmarkingstamp, and other U.S. POSTAL SERVICE andNavy office equipment.

Postal Mail Dispatch Equipment

Mail bag equipment comes in various sizes,types, and colors, the different colors are usedto distinguish between the various categories ofmail. You will find different sizes of sacks andpouches in each color. The difference be iween apouch and a sack is the manner of securing.PoUches are secured by a leather neck strap andhasp, while the sack is secured by a lacing cordand hasp.

The large airmail sack, or pouch, is orange incolor; its basic use is for the dispatching of airparcel post packages that are either marked"AIRMAIL" or have postage prepaid at theairmail rate. The smaller pouches, number 1 andnumber 2's, are also orange in color and are mainlyused for dispatching airmail letters. If you have asmall quantity of Air parcel post packages andthey will fit in the smaller pouch, use the smallerpouch. The reason for this is that you shouldalways use the lightest bags available whendispatching by air.

Military Official Mail pouches are grey incolor, are marked with large print "MILITARYOFFICIAL MAIL", and are to be used only fordispatching official first class mail (other thanairmail) and official fourth-class mail marked"SPECIAL- HANDLING" or "MOM" (MilitaryOfficial Mail). The large pouch is mainly used

BEST COPY AVAILABLE


for dispatching parcels while the smaller pouchis to be used for dispatching official first classflats and letters.

SAM (space available mail) may be dispatchedin small green nylon pouches or large red nylonsacks. The sacks are used for dispatching SAMand PAL (partial airlift) parcels, and the pouchesare used for dispatching personal first-classletters and Free Mail. SAM sacks are strictlyused for airlift of SAM and PAL mail betweenUnited States ports of exit anil military installa-tions overseas.

Surface pouches and sacks are made of canvasand are used to dispat.t all other official andpersonal mail that does not qualify for airlift.They ire classified as domestic surface mailpouches and sacks, and are used for all classes ofmail when appropriate equipment is unavailable.When so used, an appropriate U.S. Postal Servicelabel must be attached indicating the class ofmail enclosed. Surface pouches and sacks comein sizes 1, 2, and 3, with sizes 1 and 2, the twolargest, the ones you will use most often.

As a Navy Po .,tal Clerk you handle many bagsof incoming and outgoing mail. You use twotypes of locks, the keys for which we discussedabove under postal effects.

The ROTARY LOCK is used only on regis-tered pouches. A rotary lock (fig. 4-4) is similarto a regular padlock, but has inside numbereddials which advance on number each time thelock is opened. Every rotary lock has twonumbers, the serial number of the lock located

80.8Figure 4.4. Rotary look.

on the outside of the casing, and the rotarynumber, which are located on the side of thelock inside the casing. Both numbers are usedwhen making a dispatch, the lock serial numberfirst and then the rotary number.

The IRON (LA) LOCK (fig. 4.5) may be usedon all mail sacks except registered mail pouches.It is a snap-on type, locking when pressedagainst the hasp of a mail sack or pouch.

60.7Figure 45.Iron (LA) lock.

The ALL-PURPOSE STAMP consists of apiece of oil resistant rubber set in a steel baseattached to a wood handle. (Fig. 4-6.) Thestamp consists of an inner and outer ring.Between these rings at the top is the full nameof the post office including the official abbrevia-tion of the state, except for certain states listedin the Postal Service Manual. At the bottom isthe branch. All shipboard Navy post offices arebranches of the U.S. Post Office New York,N.Y. so New York, N.Y. will be at the top of

Figure 41Allipurpose dating stamp.eo.e

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POSTAL CLERK 3 & 2

your stamp, and your ship's name at the bottomfollowed by the letters BR denoting branch. Inthe center of the stamp are three slots for themonth, day, and year. You will use this stampprimarily for registered mail and money orders.

The POSTMARKING STAMP (fig. 4-7) usedby most Navy post offices consists of a roundpiece of oil-resistant rubber with four cancelingbars attached, glued to a steel plate secured to awooden handle. Arranged in circular form is thename of the ship and hull number. In the centerof this stamp are four slots for insertion of themonth, day, year, and the letters AM or PM,depending on time of dispatch.

Several different types and models of can-celing machines are used by Navy Post offices.Figure 4-8 shows one type which is a manualcanceling machine. Where the volume of lettersis large, manual or electric canceling machines

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60.9Figure 4-7.Postmarking stamp.

are installed for rapid postmarking and cancella-tion of the stamps on letters. The letters are fedinto the machine by hand, pass through, and arecanceled.

Three types of Scales are issued to a newlyestablished Navy post office. These are the sametype used in &regular civil post office. The scalesare 9- or 16- ounce for weighing of letter mail,4-pound for small packages, and 70-, or 100 -pound for large packages.

t

00.10Figure 411.Hand canceling machine.

40

45


Navy Equipment

Accountable equipment furnished by the Na-vy includes safes, desks, typewriters, addingmachines, and similar items. The safes providedfor the safe keeping of postal effects are thestandard three-tumbler combination type.

Expendable Supplies

In addition to the accountable equipment,you have expendable supplies, such as forms,twine, labels, and office supplies furnished bythe Navy and U.S. Postal Service. Chapter 13 ofthe U.S. Navy Postal Instructions, OPNAV2700.14 (current series), carries a complete listof these forms, equipment and supplies, and thevarious requisitioning sources.

CUSTODY AND SECURITY OFNAVY POST OFFICES

The responsibility for proper operation of aNavy post office within a command lies with thecommanding officer. To aid him in carrying outthis responsibility he designates certain officersand enlisted men. Earlier in this chapter welearned who these men are. Now let us considersome of their responsibilities in regard to custo-dy and security of postal effects, supplies, andequipment.

Custody

The commanding officer holds spare keys tothe Navy post office, and a copy of each postoffice safe combination in his safe. These arereleased only on his authority for the purpose ofa special audit or inspection.

The custodial officer is designated by thecommanding, officer to provide safekeeping forall postal effects not in the Navy post officeitself. Each Navy post office has a designatedamount of stamp stock issued to it when theoffice is established. This is called "fixed cred-it." The fixed credit of a Navy post office isapproximately $7 per person served by the post

46441

office. Normally the amount of fixed credit heldby the Accountable Postal Clerk does notexceed $700. The balance is held by thecustodial officer. In some large commands where$700 of the fixed stamp credit is not enough tooperate the office .efficiently, the commandingofficer may authorize the Accountable PostalClerk to hold a larger amount where this wouldfacilitate postal operations. Authorization is byletter addressed to the Accountable Postal Clerkby title, stating the amount of fixed credit hemay hold in the Navy post office. Copies of thisletter are forwarded to the Chief of NavalOperations and the accountable postmaster.

The Accountable Postal Clerk may issue to hisassistants amounts of stamps and cash not toexceed $700. This allows the office to continueoperating during the Accountable Postal Clerk'sabsence up to 90 days. If the Accountable PostalClerk is absent (or is expected to be absent) formore than 90 days, his designation should berevoked and a new Accountable Postal Clerkdesignated. If this has not been done at the endof 90 days, post office operations must besuspended and the postal effects placed in thecustody of a commissioned officer designated inwriting by the commanding officer. In additionto the above, a report of suspension of postaloperations must be sent to the Chief of NavalOperations, and a report of circumstances mustbe sent to the Chief of Naval Personnel with acopy to CNO.

If the absence of the Accountable PostalClerk is unauthorized, the postal effects areaudited by two commissioned officers and thenplaced in the custody of an officer designated inwriting by the commanding officer. The com-manding officer then reports the incident to theCNO and the Chief of Naval Personnel bymessage, giving the name of the temporarycustodian and stating whether there is anyshortage or irregularity in the postal effects.

Whenever the custody of postal effectschanges hands, there must be an inspection andaudit, and a OPNAV Form 2700/3 submitted tothe accountable postmaster with a copy to CNO.This form shows the type of inspection and issigned by the relieving Accountable Postal Clerkor custodian, and the Accountable Postal Clerkor custodian being relieved. Also a PS Form3367, Fixed Credit Receipt for the entire

POSTAL CLERK 3 & 2

amount of the activity's stamp credit is preparedin duplicate and the original forwarded to theacccuntable postmaster affixed to the OPNAVForm 2700/3.

Security

The first requirement to consider when se-lect' ig space for a Navy post office is thesecurity of the proposed space. It must provideadequate security for the postal effects and mail.In order to provide these things, the office mustbe maintained in an orderly fashion at all times.

Few persons are authorized entry to the Navypost office space. Authorization is based onposition or the job being done at a specific time.nate ,authorized entry az commandingofficer, executive officer, postal officer, Ac-countable Postal Clerk, Navy Postal Clerks, andofficers and enlisted personnel and postal inspec-tors on official inspections or visits. When thereis more mail than can be handled by theAccountable Postal Clerk and Assistants, anauthorized, properly supervised working partymay be allowed access to the office whilehandling closed mails only.

During working hours the door to the Navypost office working spaces should be locked, andpostal business conducted at a window(s). Out-side normal business hours, the entire officeshould be locked; because the AccountablePostal Clerk is personally accountable for thepostal effects in the office, this is only goodbusiness practice to protect himself. In hisabsence he may entrust the post office key tohis assistant.

Where the situation requires, duplicate keysto the post office may be issued to the Navypostal clerks as determined necessary and au-thorized by the commanding officer. These keysshould be numbered and signed for and thereceipts placed in the commanding officer's safe.The postal clerks authorized to hold these keysmust retain them in their possession at all times,except when the keys can be placed in a lockedcontainer to which they alone have access.Duplicate keys not in use must be kept in thecommanding officer's safe along with the combi-nations of the post office safes. They are placedin sealed envelopes with the custodian's signa-ture across the flap.

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Each Navy post office has at least one safe inwhich all stamp stock and cash, blank moneyorder forms, and registered mail are kept outsideof normal business hours, or whenever there isno one in the office. The safe must be secured insuch a way as to prevent ready removal from 'theoffice. The accountable postal clerk is thecustodian of the post office safe and must be theonly person with knowledge of the safe combi-nation. When more than one safe is available,other Navy postal clerks may be designatedcustodians of individual safes. Individual cashboxes or cash drawers, separately locked, mustbe provided for each person holding funds,stamp stock, or postal equipment for whichlocked stowage is required. Locked cash boxesand drawers are to be stowed in a safe when notbeing used in the course of business. Combina-tions must be changed on change of custody atthe time any person having knowledge of itleaves the organization, and at least once every12 months thereafter or whenever compromised.

Reports of Casualty or Disaster

No matter how many precautionary measuresare taken, accidents can and do happen. Fire canstart in the post office, a damaged fire mainflood it, and any number of catastroiAes dam-age the mail or destroy stamp stock. When anyof these happen, a message report must be madeto Chief of Naval Operations, with the Chief ofNaval Personnel; Service Force; Commander,Naval Supply Systems Command and otherappropriate commanders as information ad-dressees. The message should contain the follow-ing information as appropriate:

Type of offense or loss, date and placeoccurring.Names and rates of personnel involved orsuspected.Postal effects and amounts of funds in-volved.Serial numbers of money order formsinvolved, and serial number of last moneyorder sold by person or persons involved ifembezzlement of funds is known or sus-pected. In case of any theft or loss of


money order forms, the commanding of-ficer must also notify the accountablepostmaster.If all purpose or money order controlamount stamps are missing, so indicate.If being referred to investigative agency,indicate agency and case number assigned,if known.Information relative to recovery of mailand postal effects and whether voluntaryrestitution has been offered.

A full amplifying report must be made byletter to the Chief of Naval Operations withcopies to the Chief of Naval Personnel and otherappropriate commands as soon as practicable. Inthe event a prolonged investigation or otherreasons necessitate a delay in submitting thefinal report, an interim report must be made.These letter reports are in addition to any reportof investigation made in accordance with theManual of the Judge Advocate General

SECNAV Instruction 5430.13 series directsthat the facilities of Naval Intelligence be uti-lized in the investigation of certain major viola-tions of the Uniform Code of Military Justice,including violations of postal regulations. Postalmatters requiring investigative assistance must bereferred without delay by the command con-cerned to the Naval Investigative Service Head-quarters or to a Naval Investigative ServiceOffice.

The services of a U.S. postal inspector shouldbe requested when in a port or location wheresuch services are available.

SUSPENSION AND DISESTABLISHMENT

Procedures for suspension of postal service orfor disestablishment of a Navy post office arejust as important as those for establishment. Letus take up suspension first.

Suspension

At any time, the commanding officer maydecide to suspend part or all post office busi-ness. As a first step, he designates an officer toconduct an audit at the close of business on the

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day of suspension. A report to the accountablepostmaster and CNO is completed on OPNAVForm 2700/3, as in the case of a regularmonthly inspection. Included in the report willbe a notation showing the type of service beingsuspended. The Chief of Naval Operations andthe accountable postmaster of which the Navypost office is a branch must be informed. Thisnotification includes the date of suspension,type of business suspended, reasons therefore,probable duration of such suspension, and nameof officer designated as custodian of the postaleffects. This may be done by appropriate nota-tion on OPNAV Form 2700/3 submitted at thetime of suspension, indicating the type of servicesuspended, and on all reports which are sub-mitted during the period of suspension. Whenbusiness is resumed, inform the Chief of NavalOperations and the accountable postmaster byletter or submission of another OPNAV Form2700/3 appropriately annotated.

When money order service is suspended, thisfact is noted on the front of the last PS Form6019 MPO, Daily Military Post Office Report ofMoney Order Business, reporting issued moneyorder business. When this is done there is nofurther need of a daily report of money orderbusiness while business is suspended. Aftermoney order business resumes, this is noted onthe first Form 6019 MPO reporting issuedmoney orders.

After the suspension audit, the appropriatepostal effects are placed in the custody of theofficer designated in writing by the commandingofficer to assume responsibility for them.

If the suspension is to last for an extendedperiod, it may be advisable to disestablish theoffice rather than suspend operations.

The fact that business is suspended does notrelieve the command of submitting the monthlyinspection and audit, the Quarterly StatisticalReport or the Report of Mail Dispatched asthese reports are required as long as the postoffice is in an established stains and U.S. PostalService equipment and supplies are on hand.

Disestablishment

If your commanding officer decides thatoperation of a Navy post office is no longer

POSTAL CLERK 3 & 2

feasible or necessary, he may request permissionfrom the Chief of Naval Operations by letter todiscontinue postal operations. Permission todiscontinue postal operations, however, must bereceived before postal service is discontinued.Orders for inactivation of the ship or station arethe only exception to this rule. Such ordersconstitute authority for discontinuance; how-ever, the Chief of Naval Operations is informedof the date of the discontinuance and the reasontherefore.

Two officers are designated by the command-ing officer to conduct an audit of the postaleffects at the close of business on the last day onwhich business is conducted by the office. Oneof these officers may be the custodial officer.When the audit is complete, the report issubmitted as usual on OPNAV Form 2700/3marked "final report."

When postal operations are to be discon-tinued, the senior member of the auditing boardsupervises the following actions taken by Navypost offices that are branches of the New York,N.Y. civil post office.

1. Return the fixed credit, (stamp stock andpostal funds), accompanied by final audit onOPNAV Form 2700/3 to the Postmaster, NewYork, N.Y., attention: Accountable Paper Sec-tion Room 3129.

Postal funds in the form of cash are ex-changed for a U.S. Treasury check. Quantitiesand denominations of stamp stock returned areto be listed on a stamp requisition form. Stampstock and/or postal funds are returned byregistered mail.

2. All money order funds, in the form of aU.S. Treasury check, accompanied by any paidmoney orders and Form 6019-MPO, are for-warded to Military Money Order Section U.S.Postal Service GAO Building, Room 1823, Wash.ington, DC, 20260 by registered mail.

.3. All money order records with an itemizedlist of contents along with a copy of the finalaudit on Form 2700/3 are to be sent byregistered mail to the Military Money orderSection, U.S. Postal Service, GAO Building,Room 1823, Washington, DC 20260. The blankmoney order forms shall be wrapped separately,and also be forwarded by registered mail to theMilitary Money Order Section, Washington DC.

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4. Registry records, rotary locks and keys,registry claim records, and LA keys are sent byregistered mail to the Postmaster, New York,N.Y., attention: Registry Division, Room 3503.

5. All scales are returned by ordinary mailto the U.S. Postal Service, Eastern Area SupplyCenter, Somerville, New Jersey, 08877.

6. Directories of Post Offices and Interna-tional Mail are sent by ordinary mail to thePostmaster, New York, N.Y., attention:Schemes and Schedules Section, Room 5006.

7. Insured records are sent by registeredmail to Postmaster, New York, N.Y., attention:Claims and Inquiry Section, Room 4508 (Trac-ing).

8. Unused stock forms and supplies that arein a serviceable condition and can be reissued toother offices are returned to the U.S. PostalService, Eastern Area Supply Center, Somerville,New Jersey, 08877, by ordinary mail.

9. Postmarking stamps and all-purposestamps are returned by registered mail to theSuperintendent of Supplies, Local Supply Sec-tion, Morgan Station, New York, N.Y.

10. Print-Punch money order machines aresent via registered mail to Postmaster, NewYork, attention: Office Services Division, Room3227.

11. Postal Service Manuals are sent via ordi-nary mail to Postmaster, New York, 10001,Attention: Paperwork Management SectionRoom 4524.

All packages and items requiring registeringshould be registered at a post office other thanthe one being discontinued, if practicable. Theauditing officer must personally see the packagesand items delivered for registry and obtain thenumbers of the registry receipts. Postal effectslisted above must be returned under letters oftransmittal.

If the Navy post office is a branch of a localcivil post office, all the above requirements arethe same except that all postal effects, includingfunds, stamped paper, and blank money orderforms are delivered to the accountable post-master, and a receipt in duplicate is obtainedfrom him. The Chief of Naval Operations getsone copy of this receipt along with the finalreport for his files.


In addition to the above, the commandingofficer informs CNO of the date on which postaloperations were discontinued and the date offorwarding of postal effects, giving the numbers

of registry receipts for items returned (in accord-ance with the above paragraphs) and forwardingcopies of the transmittal letters, inventory lists,final audits and inspections.

CHAPTER 5

DOMESTIC MAIL ACCEPTANCE,

CLASSIFICATION AND RATES

Now that you are established in your newoffice, and are ready to conduct postal business,let us find out what classes of mail you will behandling. As the title states, you will be con-cerned immediately with domestic mail, itsacceptance, the classes, and the rates of postagefor it. But what is domestic mail? The definitionas stated in the Postal Service Manual is:"domestic mail means mail transmitted within,among, and between the United States; itsterritories and possessions; Army-Air Force(APO), and Navy (FPO) post offices; also mailfor delivery to the United Nations, N.Y.". Youwill find a complete list of the territories andpossessions in Chapter 1 of the Postal ServiceManual. From the definition, you can see it ispossible to send a letter halfway around theworld, and be subject to the same rate ofpostage as you would for a letter going aroundthe corner.

Domestic mail is divided into four classes,according to the contents weight and size of thearticle being mailed, and possibly in accordancewith the wishes of the sender.

ACCEPTANCE

Before any article may be accepted formailing, it must meet certain requirements. Part1 of the Postal Service Manual and chapter 7 ofOPNAVINST 2700.14 (Navy postal Instruc-tions), define these qualifications and it will beyour responsibility to know and inform yourpatrons of these requirements when acceptingarticles for mailing. Whatever the article, it mustbe packed, wrapped or sealed and addressedproperly. Containers must be strong enough toretain and protect their contents during thecourse of normal mail handling. All mail which

46

is insufficiently wrapped to withstand normalhandling will not be accepted.

Preparation

Several types of material may be used forpackaging articles for mailing. These includecorrugated or solid fiberboard, kraftboard, chip-board, fiber tubes, metal, and wood. Heavywrapping paper, burlap, or canvas, may be usedfor unbreakable articles. If a carton is beingused, it should be large enough to allow roomfor cushioning material if necessary. For moredetails and illustrations see Postal Service Man-ual, part 121. A box too small to allow room forcushioning material, could burst during in-transithandling or from the weight of other mail. Thedistance a package will travel should also becon:lered when packaging. A carton addressedfor delivery in the eighth zone, or overseas, forexample, will be handled more often than onegoing to the second or third zone. A carton ingood condition may be accepted for, mailingwithout wrapping, provided old markings andlabels are covered. Outside wrapping, if used,should be of heavy paper, tied with twine orsecurely taped. Parcels are accepted for mailingsubject to postal inspection unless postage ispaid at the first-class rate. If the packagecontains any writing such as a letter, postage atthe first-class rate for the letter must be paid andthe notation "Letter Enclosed" written on theoutside wrapper. A letter may be affixed to theoutside of the carton also and postage for thetwo articles paid for separately. The letter andpackage must each show the delivery address.See Postal Service Manual, part 139, and figure5-1.

Envelopes of any light color that does notinterfere with legible address and postmark may

51 2v:"

Chapter 5DOMESTIC MAIL ACCEPTANCE, CLASSIFICATION AND RATES

be used. Do not use brilliant colors. Use paperstrong enough to withstand normal handling.Highly glazed, paper, or paper with an overalldesign, is not satisfactory, as the address is hardto read on this type of paper. To aid in quickand economical handling of mail, by bothmachine and manual methods, standard sizeenvelopes should be used. Envelopes less than 3inches in width (height) or 424 inches in lengthare nonmailable. Envelopes more than 9 inchesin width (height) or 12 inches in length are notrecommended, and if a window envelope is used,it must conform to the conditions set by theU.S. Postal Service. The address must showthrough the window plainly, and the windowmust be in the lower portion of the address sideof the envelope. Nothing more than the addressand key number used by the mailer should bevisible through the window.

When addressing a package or envelope useonly one side of the parcel or envelope. Thecomplete address, including the ZIP code, isplaced in the lower right portion of the addressside. A return address is required on parcel postand should be used on letters. The returnaddress is placed in the upper left corner of theaddress side. (See fig. 5-1.)

SENDER'S NAMEAND ADDRESS

Nonmailable Matter

Nonmailable matter includes all matter whichis by law, regulation, or treaty stipulation,prohibited from being sent in the mail or whichcannot be forwarded to its destination becauseof illegible, incorrect, or insufficient address.

In general, the laws prohibit mailing anythingwhich is likely to be harmful to anyone,especially to those who might handle it, or toother mail. Part 123 of the Postal ServiceManual contains a list of nonmailable matter,but the ones you are most likely to be con-cerned with are lewd books or magazines;lottery tickets or payment for them; narcotics ofany kind; intoxicating liquors, and explosivessuch as fireworks or ammunition.

Many items available for purchase on theopen market overseas are nonmailable becauseof customs regulations or health regulations.You may often see copyright or "Trademark"violations. These are articles which bear marksor names copying or simulating trademarks orrecorded trade names. Articles with trademarkrestrictions are listed in bureau of customspamphlet "Tourist Trademark Information". Ar-ticles with trademark restrictions cannot be

STAMPS ONPARCEL

LETTER POSTAGEON ENVELOPE

NAME AND ADDRESSOF ADDRESSEE

80.1107Figure 5.1.Illustration of a firstclass letter affixed to a parcel.

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POSTAL CLERK 3 & 2

mailedated,

unless the trademark has been obliter- handling this mail. Before you accept mail inthis category for deposit ensure that the mailerhas taken precautions in packing by questioninghim. If you are in doubt as to the acceptabilitybecause of a rattle, refuse to accept the packageuntil you are satisfied it meets postal require-ments.

Among other articles mailable under specialrules and regulations are concealable firearmsand switcholade knifes. The rules and regu-lations set down by the U.S. Postal Service forthese articles are rigid and may not be adjustedto fit any special situation.

In most cases one question will decide themailability of firearms is the patron authorizedto mail the gun? Concealable firearms are mail-able only by or to commissioned officers of theArmed Forces or organized reserve corps, includ-ing the National Guard or militia of a stateterritory, or district. Law enforcement officerssuch as city or state police, Treasury or customsagents, and border patrols, are authorized toreceive or send handguns in the mails. Otherauthorized mailers are postal employees, guardsof U.S. or State property including property of adistrict or territory, and manufacturers in regu-lar trade shipments. Before you may accept apistol for mailing you must have an affidavit onfile stating that the addressee is authorized toreceive the gun and that it is intended forofficial use. On file with the affidavit must be acertificate with a similar statement signed by theofficer's Commanding Officer, head of Agency,or superior depending on who the addressee is.The affidavit and certificate are not required bybona fide manufacturers and dealers, but theymust file a statement or complete PS Form1508, Statement by Shipper of Firearms withthe postmaster saying the mailer is a manu-facturer or bona fide dealer and the guns arecustomary trade shipments, and that the ad-dressees arc to the best of his knowledgemanufacturers or bona fide dealers, When thishas been done to the postmaster's satisfaction hemay accept the package for mailing. If thepackage is being mailed to the Federal Bureau ofInvestigation or to the Director of the FBI or toany other crime detection bureau of a lawenforcement agency, the affidavit and certificateneed not be filed. For example if your com-manding officer wishes to send a gun involved in

MATTER MAILABLE UNDER SPECIALRULES.Some harmful articles which are ordi-narily nonmailable may be mailed when certainrules concerning preparation and packaging aremet. Other mailable articles, not dangerous orharmful by themselves, must be packed inaccordance with postal regulations to preventdamage to other mail and injury to postal andtransportation personnel. The Departments ofTreasury, Agriculture, Commerce, Health,Educa-tion and Welfare, and the Interstate CommerceCommission are among the Federal Departmentsand agencies having legal jurisdiction over trans-portation of certain items in the U.S. Mails. Inthis section we will be discussing the packingand wrapping of these articles, and the markingsrequired on the outer containers in order thatthey may be accepted for deposit in the mails.

Flammable liquids must have sufficient airspace to allow for expansion due to changes intemperature. This is a safety measure to guardagainst the container bursting because of internal pressure.

The ordinary kitchen match which can bestruck anywhere is not mailable regardless ofpacking but safety matches of the book type orthose which may be lit only by striking on thebox are mailable when they are properlypackaged. However, they are not mailable tooverseas locations regardless of packaging. Alu-minum foil or asbestos are two materials whichprovide the safety needed for mailing theseproducts.

Compressed gas containers of the type usedfor shave cream, deodorants and other productsare mailable when the release mechanism isprotected. Some of these containers have aprotective cap to cover the trigger. On others thetrigger itself can be turned in such a way as tolock it. This protection is necessary not only forthe package the article is enclosed in but also toprevent damage to other mail caused by acci-dental discharge. The sharp edges of potentiallydangerous tools or instruments such as sheathknives, razor blades, ice picks, chisels, andmachine tools must be packed in such a way asto prevent the cutting edge of the tool fromcutting the outer wrapper and injuring personnel

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a crime to the Office of Naval Intelligence, hemay do so without regard to the affidavit orcertificate.

As a Navy Postal Clerk, either aboard ship orat a Navy Post Office overseas, you are responsi-ble for checking the following list of publica-tions and regulations that pertain to all firearmsand concealable weapons before you acceptthem for mailing:

Postal Service Manual, Parts 123, 124, 126,127International Mail, Publications 42U.S. Treasury Department regulations per-taining to customs.Local Foreign Government and customsregulations.U.S. Navy and local command instructions.

Other materials which are mailable whencertain packaging conditions and time factorsare met irclude food and game, live day oldpoultry, radioactive materials, insects, live scor-pions, meats and meat products, dead wildanimals, and furs or hides. Many states haverestrictions on plants and plant products. Eachof these states has several inspection points all ofwhich are listed in part 124 of the Postal ServiceManual.

CLASSES OF MAIL

Before you accept mail, you and the sendermust determine what class it is. Domestic mail isdivided into four classes, according to thecontents weight and size of the article beingmailed, and possibly in accordance with thewishes of the sender. The rates charged and thekind of handling given are both determined bythe class.

First-Class Mail

Most of the items received for dispatchingfrom a Navy post Office are first- class mail.First-class mail consists of letters, postal andpost cards, matter wholly or partially in writingor typewriting, except authorized additions tosecond-, third-, and fourth-class mail as defined

49

in the Postal Service Manual, matter closedagainst postal inspection, and bills and state-ments of account.

Some examples of first-class matter are:

1. Handwritten or typewritten matter, in-cluding identical copies prepared by automatictypewriter, and manifold or carbon copies ofsuch matter. Handwritten or typewritten matterdoes not include matter produced by computers.

2. Autograph albums containing writing.3. Blank printed forms filled out in writing,

such as notices, certificates, and checks, eithercanceled or uncanceled.

4. Printed matter such as receipts, orders andprirlted letters not sent in identical terms toseveral persons that, by having a signatureattached, are converted into personal communi-cations. This does not apply to Christmas orsimilar printed greeting cards.

There are more examples and information onfirst-class mail in your Postal Service manual,part 131, should you be in doubt on any articlepresented for mailing.

A postal card is a card supplied by the PostalService with a postage stamp printed or im-pressed on it, for the transmission of messages.A double postal card consists of two attachedcards, each of which has printed or impressedthereon a postage stamp of the first-class"rate forpostal cards denomination, and one of whichmay be detached by the receiver and returnedby mail as a reply. Postal cards may be requisi-tioned from your accountable post master forsale at your stamp windows.

Post cards are privately printed mailing cardsfor the transmission of messages. They may bepurchased at many places of interest, motels,hotels, drug stores, and of course they areabundantly available at ports that your ship willvisit overseas. They may not be larger than thesize fixed by the Convention of the UniversalPostal Union in effect and of approximately thesame form. quality, and weight as postal cards.A double post card consists of two attachedcards, one of which may e detached br thereceiver and returned by mill as a reply.cardboard used for sine.: and double post cardsmay be of any light color that does not preventlegible addresses and postmarks from being

POSTAL CLERK 3 & 2

placed thereon. Brilliant colors must not beused. Post cards may not be larger than 41/4 by 6inches, nor smaller than 3 by 4'4 inches, andmust be rectangular in shape.

There are restrictions on the use of doublepostal and post cards which are sent by the U.S.Postal Service. For example, double cards mustbe folded before mailing and the first half mustbe detached when the reply half is mailed forreturn. The reply portion of a double card mustbe used for reply purposes only and it must notbe used to convey a message to the originaladdressee of the double card, to cover up themessage on the original portion, or to sendstatements of account. For further informationon such restrictions, check part 131 of thePostal Service Manual.

There are several rates of postage which applyto first-class mail. Since these rates are subject toconstant change, we will not mention them hem.Check the Postal Service Manual for current rateof postage. The letter rate applies to all first-class mail except postal cards, post cards, andbusiness reply mail. These items and airmailletters, 7 ounces and under, have special rates.

Postage on first-class mail may be paid in fourdifferent ways: by adhesive stamps, stampedcards or envelopes, meter stamps, or permitimprints. All rust-class wit weighing 12 ouncesor less, except postal and post cards, are chargedat the rate of postage per ounce or a fractionthereof. Any fraction of an ounce is considereda full ounce when computing the postage. For

aexample, if letter weighs 1 ounce or less, theminimum rate is charged. If the letter weighsmore than 1 ounce but less than 2 ounces, therequired postage for 2 ounces would be charged.

The maximum weight for first-class mail is 70lbs. For pieces in excess of 12 ounces in weight,check Part 136 of the PoStal Service Manual.

Letters Sent Postage Collect.Letters mallet'by members of the Armed services at any placewhere the United States domestic mail serviceoperates addressed to places in the United Statesmay be dispatched for collection and deliveryunder the following conditions:

The address side of the letter must bemarked SOLDIER'S LETTER, AIRMAN'S LET-

TER, SAILOR'S LETTER or MARINE'S LET-TER, as appropriate.

* Under the marking, the letter must bear thesignature and official designation either withfacsimile handstamp or in writing of a commis-sioned officer to whose command the memberbelongs. (Hospital. naval vessel, or shore detach-ment.)

Postage at single rate for each ounce orfraction is collected on delivery.

Letters Sent Free.Durinis World War II,Congress passed a law giving members of theArmed Forces the privilege of mailing lettersfree of charge. This privilege applied only toordinary letters and not to registered, insured, orairmail. On 31 December 1947, this law expired.

In July 1950, Congress passed a law grantingthe privilege of free mail to members of theArmed Forces serving in Korea. This law allowsthe President to extend the free mailing privilegeto other combat zones. Airmail service is alsoincluded, provided the letter weigh no morethan 1 ounce and space for its transmission isavailable.

In 1965 this privilege was extended to theArmed Forces serving in Vietnam and contig-uous waters. This applies to any personal lettermail including post cards in the usual andgenerally accepted form, and sound-recordedcommunications having the character of per-sonal correspondence. The conditions and de-tails are contained in the Postal SIrvice Manualand OPNAVINST 2700.14 (current).

Second-Class Mail

Only newspapers and other periodical publica-tions which meet the mailability criteria estab-lished by the U.S. Poital Service may be mailedat the second-class rates. There are many re-quirements to be met before the article may beaccepted for mailing at second-class rates. Tu aidthe Postal Clerk or other interested person inidentifying second-class mail, the publisherprints a statement in one of the first five pagesshowing the date of issue, and frequency, suchas weekly, monthly, or quarterly. It must bepublished at least four times a year. Thestatement will also show the subscription price ifapplicable and the name of the known office or

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Chapter 5-DOMESTIC MAIL ACCEPTANCE, CLASSIFICATION AND RATES

place of publication. In the statement will be thesecond-class imprint, "second-class postage paidat_." If the publication is mailed at more thanone office, the imprint will read "second-classpostage paid at, and at additional mailingoffices."

Second-class mail consists of printed sheets ofinformation that are of general interest to thepublic; however no obscene, treasonable, lotteryor other nonmailable matter may be included.

To be admitted at the second-class rate,newspapers and magazines must be wrapped in away to allow ease of inspection by postalauthorities. Small periodicals may be put inenvelopes. Large newspapers or magazines maybe wrapped or rolled singly. There are no weightor size limitations on second-class mail. Bills,receipts, and subscription orders are the only

-idlovnble enclosures with this class of mail, butother matter may be enclosed if postage isprepaid at the rate applicable to the enclosure.

Postage rates for second-class matter differwith the type of publication and who is mailingit. The rate we are interested in is the secondclass transient rate (copies mailed by public).This is the single copy rate used by mailers ofindividual copies of magazines or newspapers. Inorder to qualify, the publication must be com-plete. Only those newspapers and periodicalswhich have actually been entered at a U.S. Civilpost office as second-class may be sent atsecond-class transient rates. If one page orsection of the newspaper or magazine has beenremoved, it is subject to third- or fourth-classrates, but may be mailed at the first class rate.Underlining or circling of portions is acceptable,but if any notation or comment is written in thepublication, it then becomes subject to first classrates. Bulk postage is charged by the pound orcopy according to the zone of delivery. Somepublications, such as educational or religiousperiodicals are entitled to special rates. All theserates may be found in your Postal ServiceManual. Postage rates on transient mail arecomputed on the basis of the first 2 ounces orfraction thereof, with a lesser fee for eachadditional ounce of fraction thereof. For exam-ple an article weighing 4 and one half ounces ischarged the basic fee for the first 2 ounces andthe lesser rate per ounce for the remaining 2 and

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one half ounces. Consult your chart or PostalService Manual for the current rates.

Third -Class Mail

Mailable matter which is not mailed norrequired to be mailed as first class, not enteredzic second class, and less than 16 ounces inweight, may be deposited as third-class mail.Some examples of third-class mail are books andcatalogs of at least 24 pages (22 of which areprinted), second-class publications with a sectionor page removed, and other small items ofmerchandise. It should be secured or sealed so itmay be handled by machine. When sealed, it isdeemed to be with the consent of the mailer forpostal inspection, and it must be marked on theface of the article, "Third Class."

The different rates of postage for third-classmail are grouped according to content andweight. You must be familiar with only two ofthese rates. We will not discuss the actual rateshere Once they are subject to change. Consultyour P ostal Service Manual for the current rates.

The first group is the single piece rate and isapplied to each piece according to its weight.

Items such as hotel keys and identificationcards and tags are included in the second group.Since postage is collected on delivery to theaddressee named on the key tag or card, theseitems are subject to a higher rate of postage.

In each case minimum postage is computedfor the first 2 ounces. Each additional ounce orfraction thereof is charged at an additional rateper ounce, of if it is a key, postage is computedfor each 2 ounces or fraction thereof.

There is no limit to number of pieces thatmay be mailed at the single piece rate.

For more information concerning bulk ratesconsult your Postal Service Manual, Part 134.Third-class matter mailed at the bulk rate is notaccepted for mailing at Navy post offices.

Fourth-Class Mail

Parcel post, as fourth-class mail is commonlyreferred to, includes merchandise, printed mat-ter, mailable live animals, and all other matternot included in first, second, or third class mail.All fourth-class mail must weigh at least 16ounces but may not exceed 70 pounds, or

POSTAL CLERK 3 & 2

exceed 100 inches in length and girth combined.But as with most rules there are exceptionsand/or variations.

Parcels mailed to Military Pos. Offices over-seas are subject to weight and size limitationslisted in the Postal Service Manual part 126. Thissection should always be checked when accept-ing parcels addressed to MPOs.

The zone rates in the beginning of Part 135 ofthe Postal Service Manual are applicable to allfourth-class mail, with the following exceptions:

Special fourth-class rateLibrary rate

The zone rates are applied on the basis ofweight of the individual piece and the zonebetween the sectional center facilities of thepost offices of mailing and delivery. Articlesaddressed to military post offices overseas(Army, Air Force, Fleet post offices, and navalvessels) require postage at the zone rate applic-able between mailing office and post officeshown in the addrss.

There is a local zone which is defined by thePostmaster General from time to time and eightnumbered zones which are determined as fol-lows:

The United States and its territories andpossessions are divided into units of area 30minutes square, identical with a quarter of thearea formed by intersecting parallels of latitudeand meridians of longitude. Each unit of area isdesignated by a number.

The zones are based on a straight line distancebetween the unit of area in which the dispatch-ing sectional center of the mailing post office islocated and the unit of area in which thereceiving sectional center facility of the postoffice of address is located, measured from thecenter of one unit to the nearest point in theother.

An official zone chart prepared for eachsectional center is used to determine zones fromall postal units within the sectional center area.The chart to be used is identified by theinclusive ZIP codes assigned to postal units inthe sectional center. Each chart lists the firstthree digils (prefix) of the ZIP codes of allsectional center offices and to the right thereofthe applicable zone.

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To determine the zone distance from theoffice of mailing to the office of address, referto the zone chart for use at the office of mailingand locate on the chart 1.'e fit three digits(prefix) of the ZIP code a the post office ofaddress. To the right thereof appears the zone(see fig. 5-2.) For example: A parcel mailed atVero Beach, Fla. 32960, and addressed fordelivery at Derby, Conn. 06418, is in Zone 5.

If the ZIP code of the office of address isunknown, consult POD Publication 65,NationalZip Code Directory, or POD Publication 26,Directory of Post Offices.

For determining weight, use your beam scaleor the automatic computing scale if you haveone. Always remember that a fraction of apound is considered a full pound when com-puting postage. When determining length andgirth, measure the longest side of the parcel firstto obtain the length. Then measure the girth atthe thickest part. If the parcel is rectangular inshape, measure two sides and double them. Thisis the girth. Add the two figures and youranswer will be length and girth combined. Seefigure 5-3. An example of this would be apackage measuring 30 inches in length, 10 inchesin height, and 15 inches in width, 10 + 10 + 15 +15 = 50 inches in girth, 50 + 30 = 80 incheslength and girth combined.

Parcels containing books must be marked toidentify the contents of the parcel in order to beentitled to the special rates available for them.Other markings are authorized as long as there isenough room left for the address, return address,postage, and other postal endorsements. MerryChristmas, Happy Birthday, and similar mark-ings are some that are authorized. We mentionedearlier that letters may be attached to parcelswhen postage at the first-class rate has beenapplied to the letter.

The special fourth-class rate and the libraryrate are computed on the basis of the weight ofthe piece regardless of the zone to whichaddressed. Consult the Postal Service Manual,part 135, for the current rate of postage and thearticles that qualify for these rates.

Always examine a package presented to youfor mailing for complete address, includingreturn address. A complete return address isrequired on parcel post. As mentioned earlier,parcels mailed from ships and overseas stations

BEST COPY AVAILABLE


ZIP CODE OF OFFICE OF MAILING

ZIP CODE PREFIX Of POSTOFFICE OF ADDRESS

ZONET

POST OFFICE DEPARTMENT

OFFICIAL ZONE CHor Dtirmining Zone: Fro Postal

ZIP Cod

This vane chart lists the lint three digits (prefix) of the ZIP Codes ofof address.

Tis determine the zone distance to particular post office, ascertooffice towhich the parcel is addressed. The first three digits of that Zchart, and to the right thereof the zone.

Zip CodePrefixes

zip CodePrefixes Zia zip Code

Prefixesva"

zip CodePrefixes

D06- 046.... . 6 242 4 334-339 2' 570471D47 7 243-268. 5 350-369 4 572-587 7

270-293. 4 370-372. 5 588499..3 1, ... 110 294 3 373-379 4

6 295-298. 4 380-392. 5 600-609 5068-098 5 299

.3 393-397 4 610412;

613-634.65

100-119 5 300412. 4 400-406. 8 635 6120.123. 6 313417 3 407-409 4 636-639 5

i

Figure 5x2. Determining parcel post zone using the Official Zone Chart.

take the zone rate applicable from the Fleet PostOffice address of that ship or station. Thereforea parcel mailed from a ship with the FPOaddress of New York, N.Y. is considered mailedin New York, no matter what part of the worldthe ship is in. This is true for any FPO or APO.Mailers of fourth-class articles may use any ofthe usual methods of paying postage.

Airmail

Airmail is mail carried by air and by thefastest connecting surface aerial and given themost expeditious handling in dispatch and de-livery. It is not a class of mail but a specialservice of the Post Office Department. Any

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60.108

matter acceptable in the domestic surface mailmay be sent by airmail except:

Anything susceptible to damage or whichmay be rendered harmful by changes in tempera-ture of atmospheric pressures and not protectedagainst the effects of such changes.

Permanent magnetic materials with uncon-fined fields.

Matter specifically excluded by appropriateFederal 'agencies from air shipment.

Postage is charged en airmail 1ri One of thefollowing methods:

Per ounce up to and including 9 ouncesexcept airmail postal and post cards.

BEST COPY AVAILABLE

POSTAL CLERK 3 & 2

MEASURELENGTH

MEASUREGIRTH

RTH

I. LENGTH -I

GIRTHw.

LENGTH -- 1

)

60.109Figure 154.Various examples of length and girth.

By zone over 9 ounces for air priority mailand air parcel post.

Each portion of a double air post card mustbe prepaid at the air card rate when originallymailed, except when the reply portion is pre-pared as a business reply air card.

There are charts in part 136 of your PostalService Manual to assist you in computingpostage at the airmail rate.

Air parcel post articles addressed to militarypost offices overseas (Army, Air Force, and fleet

rt, post offices, and naval vessels) require postage at'the airmail zone rate applicable between themailing post office and the post office shown inthe address.

The eighth zone airmail rate applies to articlesmailed between the United States and its posses-sion, the Canal Zone, and the islands of theTrust Territory of the Pacific. The airmail rates 60.12according to zone apply to articles mailed Figure 54.Envelope labeled for franked mail.

between the United States and the Common-wealth of Puerto Rico, and the Virgin Islands.

Airmail may be sent insured, certified, regis-tered or special delivery subject to the condi-tions governing the class of mail that the airmailarticle happens to be. Postage on airmail may bepaid by adhesive postage stamps, stamped cardsor envelopes, meter stamps, or permit imprints.

Official Mail

Official mail may be lescribed briefly as mailwhich is deposited for mailing by or to anyofficial Government agency, department, office,or officer. Official mail falls in one of fourcategories: Franked, Penalty, Diplomatic orConsular, and Postage and Fees Paid mail.

Franked Mail

Official mail sent by the Vice President,Members of Congress, and other officials author-ized to use franked mail, is accepted withoutprepayment of postage, but must bear the frank,which is a written signature, or a printedfacsimile signature instead of a postage stamp.(See fig. 54). The frank will be on the addressside of the article placed in the space where thestamp would be.

Franked mail is only acceptable and for-warded as ordinary mail. Any required fees forspecial services must be paid at the time ofmailing.

A person entitled to use franked mail may notloan his frank or permit to any other person,

totem of ito Illittb Mahepro d

SPAM INIMmeONS

,ifur Ve/4111

Mr. John Q. Public1934 Upshur StreetNeville, Pennsylvania 18360

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Chapter 5--DOMESTIC MAIL ACCEPTANCE, CLASSIFICATION AND RATES

committee, organization or association. Thisrestriction does not apply to any committeecomposed of Members of Congress.

Official correspondence is limited to 4ounces, except that when addressed to a Govern-ment official by title the limit is 4 pounds.

Penalty Mail

Penalty mail is sent without prepayment ofpostage. Authorized users transmitting officialmail under the penalty privilege must show inthe upper right corner of the address side theprinted statement of the penalty of misuse:"Penalty for Private Use to Avo Id Payment ofPostage, $300." The printed statement of thepenalty for misuse may not be handstamped,handwritten or typewritten. They must alsoshow, over the words Official Business in theupper left corner of the address side, the nameand address including ZIP CODE of the author-ized user.

Airmail and other special services may not begiven official mail in penalty envelopes withoutprepayment of postage. The only exception tothis is envelopes of a President-elect and thosecontaining urgent official communic..:ions ofthe Postal Service. Official mail of the PostalService may be sent also as registered, certified,or special delivery mail without prepayment ofthe postage or fees.

No article or package of official matter, ornumber of articles or packages of official matter,constituting in fact a single shipment exceeding4 pounds may be admitted to the mail under thepenalty privilege except stamped paper andsupplies sold or used by the Postal Service, andbooks or documents published or circulated byorder of Congress when mailed by the Superin-tendent of Documents. Official matter in pack-ages exceeding 4 pounds, if otherwise mailable,will be accepted on payment of postage at thefourth-class rate within the limits of weightprescribed for such matter. Such parcels may besealed or unsealed, and may include writtenmatter when mailed at those rates.

Diplomatic or Consular Mail

All correspondence, written or printed, frommembers of the Diplomatic Corps, or exchanged

between consulates, of the countries of thePostal Union of the Americas and Spain sta-tioned in the United States, may be transmitted.n the domestic mail without prepayment ofpostage.

For Diplomatic mail all envelopes, cards, tags,wrappers, and labels must show in the upper leftcorner of the address side, the name of theAmbassador or Minister or the name of theEmbassy or Legation, together with the Postoffice address. In the upper right corner of theaddress side, the inscription "Diplomatic Mail"will be placed over the word "FREE".

For Consular mail all envelopes, labels, etc..,must show in the upper left corner of theaddress side, over the words Official Corre-spondence, the name and address of the Consulor Consulate, name of the country being repre-sented. In the upper right corner of the addressside, the inscription "Consular Mail" is placedover the word "FREE".

The inscriptions as stated above may behandwritten, handstamped, or printed.

All correspondence for Diplomatic and Con-sular may not exceed 4 pounds in weight.

Postage and Fees Paid Mail

Authorized Government departments or agen-cies transmitting official mail bearing the Post-age and Fees Paid indicia, is subject to theweight and size limits of its class and shall begiven the postal service indicated on its cover.Postage and Fees Paid mail accepted for deliveryin another country, must comply to the limits ofsize and weight applicable to international mail-ings of the country to which it is addressed.

Most Official mail you will handle is trans-mitted as Postage and Fees paid mail. A com-plete list of the authorized departments andagencies using this method may be found in Part137 of the Postal Service Manual.

The Postage and Fees Paid indicia along withthe eagle symbol shall be located in the upperright corner of letter size mail. The eagle symbolon ordinary size letter mail shall be located 3/8inches from the top edge and 3/8 inches fromthe right edge of the mail piece. (See fig. 5-5).The eagle symbol on airmail letter size mail shallbe located /2 inch from the top edge and inch

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t 0

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POSTAL CLERK 3 & 2

from the right edge of the airmail parallelogramstripes. The eagle symbol is not required onother than letter size envelopes, cards, andself-mailers. (Fig. 5-5).

The indicia "Postage and Fees Paid", "Depart-ment of the Navy", and Identification CodeNumber, (DOD-316 Navy Mail and DOD-317Marine mail), will be centered and appear to theleft of the eagle symbol. (Figure 5.5), In theUpper left corner of the address side will beprinted "Department of the Navy", and below areturn address base line, "Official Business"followed by the statement "Penalty For PrivateUse $300"., as shown in figure 5-5.

When official business envelopes are orderedand printed locally with the Postage and FeesPaid indicia, be sure the inscriptions are clearand sharp.

Another type of free mail that you willhandle, is absentee balloting material, to encour-age every person to take full advantage of his orher right to vote, if eligible, no matter where

DEPARTMENT OF THE NAVY

OFFICIAL BUSINESSPENALTY FOR PRIVATE USE, MO

.111.0101,/LETTER SIZE MAIL

they are in the world. All servicemen or women,members of the Merchant Marine of the U.S.,and civilian employees of the United Statesserving outside the !United States are authorizedto vote by at.ientve ballot. Some states alsopermit absentee voting under additional circum-stances. This way they may vote in any generalelection. Balloting materials are sent to regis-tered voters and after completion are returnedby airmail free of postage.

Mixed Classes

The term mixed classes means two classes ofmail sent as a single parcel. It is possible for first-and third-class articles to be attached to, orenclosed in second-, third, and fourth-class mail.Normally when mail of a higher clasi is enclosedwith that of a lower class, postage on the entirepackage is charged at the rate for the higherclass. The exceptions to this rule are listed inPart 139 of the Postal Service Manual.

POSTAGE AND FEES PAIDDEPARTMENT OF THE NAVY

OTHER THAN LETTER SIZE MAIL.

DEPARTMENT OF THE NAVY POSTAGE AND FEES PAIDDEPARTMENT OF THE NAVY

DOD 317

OFFICIAL BUSINESSPENALTY FOR PRIVATE USE, MO

60.121Figure 6.5.Official Mail Inscription on Postage and Fees Paid Mail.

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If postage is not paid in the proper mannerpostage on the package may be charged at thehigher rate applicable to the enclosure. Know-ingly concealing a letter in a package to avoidpayment of postage subjects the mailer to a fineof not more than $100.

POSTAGE PAYMENT

Postage on all mail must be fully prepaid atthe time of mailing with the following excep-tions:

Business reply mail.Federal Government and free mail.Certain mail for the blind.Mail sent by members of the Armed Forces.Letters and printed matter carried or de-livered by vessels not regularly employed in

carrying mail.Keys and identification devices returned to

owners.

Some of this mail such as that labeled FREEand certain mail for the blind is transmitted freeof postage. On all other mail listed above,postage is collected on delivery.

Shortpaid or Unpaid Mail

Mail of any class including that for whichspecial services is indicated (except registeredmail), received at either the office of mailing or

office of address without any postage, or with-out sufficient postage will be:

Marked to show the total deficiency ofpostage and fees.

Dispatched promptly to the addressee bymeans of the regular or special service indicated.

Delivered to addressee on payment of thecharges marked on the mail. As an exception,when quantity mailings of ten or more pieces arereceived at the office of mailing without anypostage or without sufficient postage, the maileris notified without charge, preferably by tele-phone, in order that the postage charges may beadjusted before the mail is dispatched. When theaddressee refuses to pay the deficient postage,and when the mail is undeliverable for any otherreason it is handled as follows:

First-class mail, including airmail, bearing areturn address is returned to the sender anddelivered on payment by him of the total of thedeficient postage, the forwarding postage if any,and the return postage.

All mail that does not bear a return addressis disposed of in accordance with the PostalService Manual.

Postage on Shortpaid Mail

Postage stamps stuck to mail are canceledwhen the mail is first received in the post office.Postage stamps or meter stamps originally af-fixed to shortpaid mail are, when it is againpresented for mailing, accepted in payment ofpostage to the amount of their face value.

CHAPTER 6

SPECIAL MAIL SERVICES REGISTERED MAIL

Special mail services provide for the handlingof mail in other than the routine, ordinarymanner. These special, services require fees inaddition to the regular postage. Registered mailis one of the special mail services available to thepublic. It is mailable to and from Navy postoffices. The various other services are covered inchapter 7. This chapter deals with domesticregistered mail, while registered mail to foreigncountries is discussed in Chapter 10, Interna-tional Mail.

Registered articles may contain money, valu-able articles, or classified matter. You should befamiliar with the definition of classified matterand the three categories of such matter (TopSecret, Secret, and Confidential). You may wishto refresh yotir memory by referring to Chapter15 of Navy Regulations, and to the SecurityManual. Chapter 16 of this course also containsinformation on the handling of classified matter,as applicable to your particular situation as aNavy Postal Clerk.

PURPOSE

Registered Mail provides added protection forvaluable and important mail that is not other-wise available for ordinary mail. It gives themailer evidence of mailing and delivery. Notonly is it the safest means of any mail service, italso provides payment of indemnity if an articleis lost or damaged. When requested by a mailerwho pays the proper fee, it provides for re-stricted delivery, to show to whom and wheredelivered.

Safety

From the time a piece of mail is registereduntil it is delivered, someone is always person-ally responsible for its safety. The fact that

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certain classified information may be sent byregistered mail is evidence of the confidenceplaced in the registry system.

Receipt System

No record is made of the handling anddelivery of ordinary mail. Such a task would bea tremendous job, while the contents of mostletters and packages actually do not warrantsuch attention. On the other hand, registeredmail service provides a receipt to the sender atthe time of mailing. Each registered article isassigned a number for identification purposes,and this number is placed on the article and itsreceipt at the time of mailing. A continuouschain of receipts is thereafter maintained byeach person that handles the article. The personwho last signed the receipt is responsible until hein turn obtains a receipt for the mail. Responsi-bility thus passes from one person to the nextuntil the article is ultimately delivered to theaddressee, who also signs a receipt. This systemof receipts provides the basis for the security ofthe registry system.

Return Receipt

If the sender should desire evidence of de-livery, he may obtain a return receipt from theaddressee by paying a fee in addition to thepostage and registration fee. (Return receiptprocedures are discussed in ch. 7).

Indemnity

In addition to safeguarding the mail, theregistry system provides for the payment ofindemnity when registered mail is lost, damaged,or stolen. The maximum indemnity payable is$10,000. The need for such payments, however,

Chapter 6SPECIAL MAIL SERVICESREGISTERED MAIL

occurs very rarely. (Handling of claims forindemnity is discussed in ch. 14).

Restricted Delivery

The sender may request restricted deliveryservice on a registered article, which providesdelivery only to the addressee, or to someonenamed by the addressee in writing. The rulesgoverning restricted delivery are outlined in part161 of the Postal Service Manual. (Restricteddelivery procedures are also discussed in chapter7 of this rate training manual).

ACCEPTING MAIL FOR REGISTRY

Registration of U.S. domestic mail may heobtained upon request at all Military post of i..esand at any U.S. civil post office, branch, orstation.

Mail Eligible

All mailable matter of all classes, with postageprepaid at the first-class or airmail rate may beregistered. Stamps or meter stamps .must beattached representing all postage and feecharges.

Mail may not be registered if it is placed instreet or shipboard dropboxes, in mail drops atpost offices, or if it is not properly prepared.

Before mail may be accepted for registry, itmust be prepared in accordance with the condi-tions listed below, which pertain chiefly topackaging, sealing, and addressing.

Preparation by Sender

The preparation of mail for registry is theresponsibility of the sender. Postal employeesand Postal Clerks are not permitted to assist inthe preparation or sealing of mail to be regis-tered, but may advise the sender.

Letters are by far the most common type ofmail presented at a Navy post office for registra-tion. Envelopes must be of strong constructionand must be securely sealed. Envelopes such asthose sold by the U.S. Postal Service are ideallysuited for registry.

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Envelopes or packages that are smudgy, orthat appear to have been opened and resealed,may not be registered. This regulation makes iteasier to determine whether registered articleshave been tampered with after being placed inthe mail.

Envelopes should be completely sealed. Self-sealing envelopes are not to be used. Windowenvelopes must have panels covering the open-ing. If transparent panels are glued to theenvelopes, they may contain only matter with-out intrinsic value. If the panel is part of theenvelope, the envelope may be used for allregistered mail.

Fragile articles must be adequately packedand prominently endorsed FRAGILE. Envelopesor outer wrappers must be sufficiently strong towithstand normal handling. You should refuseto accept any package that is not properlypacked.

When sealing envelopes the sender should notplace paper or cellulose strips or wax or pap trseals over the intersections of flaps of letter sizeenvelopes where the postmark impressions aremade. Packages should be wrapped and sealedwith mucilage or glue or with plain paper orcloth tape. Packages containing currency orsecurities may not be sealed exclusively by useof paper strips, but must first be sealed securelywith mucilage or glue. Large envelopes (flats)which are completely sealed and which also havepaper strips or paper tape across the inter-sections of the flaps may be considered packagesso far as the sealing requirements are concerned.Tape that will not adhere in such a manner as todamage the envelope or wrapper if removed, ortape which will not absorb a postmark impres-sion, may not be used on registered mail.

On registered mail, addresses of both thesender and of the addressee must be complete.Titles may be used instead of a name. Forexample, "Commanding Officer," "Treasurer,"or "Officer-in-Charge" are all acceptable as partof an address or as part of a return address. Such'simplified addresses as "Boxholder," "Occu-pant," or "Resident" followed by an address butwithout a name ate not acceptable. Encouragethe sender to place-M R turn address on the faceof the letter, but do not refuse to register a pieceof mail simply because the return addressappears on the back rather than on the front.

POSTAL CLERK 3 & 2

Declaration by Sendor

When presenting matter for registration, thesender is required to furnish the Postal Clerkwith certain information regarding the item. Thesender must state wh-ther or not the article isfragile, and must describe how it is packed ifrequested to do so. He also must declare thevalue of the article.

The sender is required by law to declare thefull value of mail matter presented for registra-tion. The fact that private insurance may becarried on registered mail does not modify therequirement for declaring the value as defined infigure 6-1.

When accepting official mail for registration,the government agency or official must declarethe value of the matter presented so that it maybe given proper care.

Unless the sender states that an article has nomonetary value, be certain that a value has been

declared before you accept the article forregistry.

Usually the full amount of indemnity isdesired. Whether the sender desires indemnity ornot, he must state the value of the articlepresented in order that you may determine theappropriate fee.

Computation of Postage and Fees

Compute the postage, fees, and other chargesas soon as you have determined that the articleis acceptable for mailing and the sender hasdeclared the value. Weigh the article first todetermine the first class or airmail postagebefore computing the fees. Then refer to thePostal Service Manual and compute the registryfee in accordance with the declared value. Thecurrent amounts of registry fees and theircorresponding limits of indemnity are notquoted here because they have undergone in-

DECLARATION OF MAIL VALUE REQUIRED OF SENDER

Find of mail matter

Negotiable instrumentsInstrumentspayable to bearer, and MATURED Market valueinterest coupons

Nonnegotiable instrumentsAllregistered bonds, warehouse .reoeipts, checks, drafts, deeds,wills, abstracts, and similardocuments. Certificates ofstock including those endorsedin blank, are considered non-negotiable so far as declarationof value is concerned.

Mme izte.................

Value to bejkarig

No value, orreplacement costif postal insurancecoverage is desired.

Jewelry, gems, precious metals . . .

Merchandise OOOOO OO OO

onvaluables matter not havingintrinsic value such as letters,files, records, etc.

Full value

Market value or costMarket value or cost

. No value, or replacementcost if postal inimanoecoverage is desired.

Figure a1.- Requirements for declaring the value of registered mail.

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60.122


creases during the past several years, and remainsubject to change.

Registry may be combined with certain otherservices. The sender may desire airmail service,return receipt, special delivery, or restricteddelivery. In order to figure the total correctly,you should compute the charges in the ordershown on the registry receipt.

The total (fees AND postage) is to be paid inpostage stamps affixed in the upper right cornerby the patron. Regular stamps are ordinarilyused. If the article is to be sent by airmail,airmail stamps may be used. Business reply mailmay not be registered unless postage Anil all feesare fully prepaid.

Rcgistration fees will not be refunded afterthe mail has been accepted.

Registration Without Prepayment

The following types of official mail may besent by registered mail without payment of aregistration fee:

Official mail of authorized Governmentdepartments and agencies.

Census mail.Naturalization and immigration mail.Diplomatic and consular mail.Currency for redemption.U.S. Savings Bond matter.

Currency for redemption and U.S. SavingsBond matter have to meet certain requirementswhen accepted without prepayment of postageand fees. Check your Postal Service Manual Part161 for these requirements.

With the exception of those items listedabove, the only type of mail entitled to registra-tion, without prepayment which you will behandling is the official mail of the Postal Service.Examples of this are money for stamp requisi-tions and remittances of money order funds.Any other funds sent by mail should always beregistered. Use an official Post Office envelopeor a package bearing an official mailing label.

If 41/1 occasion arises where you are in doubtas to whether matter presented for mailing isentitled to registration without prepayment, orif other conditions must be met, consult yourPostal Service Manual,

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Registration Numbers

Registration numbers are prepared locally andshould commence with Number 1 on the firstday of each calendar year and continue through-out the year. An exception to this method issometimes found at parent Navy post officeswhere, to prevent a conflict of numbers, aspecial series (or block) of numbers is assignedto their subordinate NPO Units. To reduce timeand paperwork in connection with registrationaboard large ships and ships with staffs onboard, a block of numbers may also be assignedto the captain's office, flag office, or squadronfor its use. This is advantageous where suchoffice uses the firm mailing book to record itsoutgoing registers. Each number of the blockassigned is entered in the firm mailing book as itis used. The assigned block of numbers shouldapproximate the annual number of registrationsat the units involved. Such a series assigned to aunit might, for example, be from 1000 to 1999,inclusive. If the series should become exhaustedbefore the end of the year, the same series isstarted again. At an independent NPO, unlessotherwise instructed by your postmaster orother competent authority, start with No. 1 inJanuary and continue until the end of the year.

PROCESSING

The processing of registered mail consists ofendorsing, postmarking, issuing a receipt to thesender, and canceling the stamps.

Endorsing

The registration number is placed on eacharticle and its receipt at the time of mailing.

Endorse the envelope or wrapper in the lowerleft corner of the address side with the regula-tion rubber stamp REGISTERED NO.., andlegibly enter the registration number in thespace provided. Articles too small for thisendorsement should be endorsed with the letterR, followed by the number. Add the letter Xafter the registration number on all outgoingU.S. Postal remittances and foreign articleshaving a value of $400 or more.

POSTAL CLERK 3 & 2

Postmarking

All registered mail must be legibly pest-marked, using the all purpose stamp. Postmarkletters twice on the back on the crossing of theupper and lower flaps or, if paste-on returnreceipts are used, postmark partially on thereceipt and partially on the flaps of the letter.Postmark packages sealed with paper stripsacross opposite edges of the strips. Use addition-al postmarks if this would make rifling moredifficult. Postmark on the address side registeredmail sealed on the address side. When largemailings consist of letters, containing written orprinted matter of little value, the envelopes maybe postmarked once on the back by runningthem through a cancelling machine.

Issuing a Receipt

An article is not considered as registered untilit has been accepted and an official receiptissued therefor. This receipt is prepared by thePostal Clerk at the time the article is accepted.All appropriate information concerning the reg-istered article must appear on the registryreceipt, PS Form 3805 (fig. 6-2). The registra-tion number is, of course, the same as the oneshown on the registered article. The date is theactual date of mailing. If the article is entitled tofree registration or registration without prepay-ment, as discussed earlier in this chapter, write"Official" or "Off" on the line reading "Value."

If the article contains correspondence or othermatter without value, write "No Value" on thisline. Do not place the value for which an articleis registered on the article itself. This informa-tion should appear only on the receipt. Indicatethe amount of any special service fees, and placeyour initials on the appropriate line. If thearticle is fragile or is sent by airmail, stamp theproper endorsement on the receipt; be carefulnot to obscure other information.

The registry receipt is prepared in duplicate.Give the original to the sender, and keep thecarbon copy as your office record of mailing.

Canceling Stamps

After you have collected the required postageand fees from the sender, and he has placed thestamps on the registered article, and you havegiven him his receipt, you are ready to cancelthe stamps.

The cancellation is performed by means of aHARDWOOD CANCELER or a COMPOSITIONCANCELER that makes the impressions shownin figure 6-3. The hardwood canceler is designedto make a distinct circular impression. Thecomposition canceler consists of an oval piece ofcomposition inserted into a brass soc.lt at-tached to a wooden handle. Your postmasterwill furnish your post office with one or both ofthese devices at the time of establishment.

After the mail is processed, as discussedabove, it is ready for dispatching.

RECEIPT FOkREGISTERED ARTICLE NO. 20 Data q./0Value $.140..0.0 Special delivery fee

Fee $ 1..2r Return receipt fee

Handling charge $ Restricted delivery fee

Postage

z rekFrom _A kk.e..4 //

Addressed to ..kkx,..ovitl !Os:AI Post

:YI. ill.

4 7Ih.or 111411

Figure 5.2.PS Form 3805, window receipt for registered article.

667

2

80.141808)

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Chapter 6SPECIAL MAIL SERVICES REGISTERED MAIL

COMPOSITIONIMPRESSION

4'

60.15Figure 6.3.Hardwood canceler and composition

canceler.

PREPARING FOR DISPATCH

Registered mail is prepared for dispatch bypreparing a Manifold Registry Dispatch Bill, andby selecting a pouch, a sack jacket, or aregistered paper jacket, and an appropriatelocking device. Before determining method ofclosure fog a registered mail pouch, lock or leadseal, check Part I. SNDL. Ships operating a Navypost office are denoted by an asterisk (*). Inorder to have a rotary-lock key, a ship must havea post office in operation. The method ofdispatch to be used should be determined asearly as practicable to permit adequate transpor-tation planning.

The Manifold Bill

Dispatching of registered mail begins with thepreparation of the PS Manifold Dispatch Regis-try Bill. The preparation of this form is referredto as billing. Manifold books are available in thefollowing sizes:

PS Form 3851 5-EntryBook of 100PS Form 3852-10-En try Book of 300PS Form 3853-20-EntryBook of 300PS Form 3854-30-EntryBook of 300

The 10-entry Form 3852 mentioned above isrecommended for use in an average Navy postoffice. However, if an unusually large number ofregisters is dispatched regularly, the 20 or30-entry form may be more convenient. Suchmay be the case in a flagship. Each time aregistered article changes hands within the PostalService, a receipt is given. The manifold billserves as this receipt. In this way, !everalregistered articles can be listed on the bill andreceipted for at the same time. See figure 6-4.Each manifold bill is numbered consecutively bythe dispatching office. Consecutive numbersshould commence with number 1 on the firstday of each year and continue throughout theyear. If more than one page is needed, theadditional pages are numbered conselutively.Every bill is prepared in duplicate. You shouldprepare and enclose additional 4.4)1/les of dis-

4=0

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Figure 64.PS Form 3862, manifold registry dispatch bill.

63

6016

POSTAL CLERK 3 & 2

patch bills when specifically requested to do soby the unit receiving the dispatches. The couponon the right of the bill is used by the receiver ofregistered mail to report irregularities or discrep-

"i' A made by the dispatching office.

%wain the Registers

When registered mail is enclosed in a pouch tobe handled entirely within the military postalsystem, such as between oversea activities orbetween ships and oversea shore stations, allregistered articles must be descriptively listed onthe manifold registry dispatch bill. When regis-tered mail is enclosed in pouches labeled to aU.S. Civil post office, it should be individuallyand descriptively listed by number and office oforigin or ZIP Code on all dispatch bills.

Fill in each line; do not skip any lines. Whenall articles are listed, draw a diagonal linethrough any blank spaces remaining. to preventany unauthorized additions. Check the registersby number and by actual count and enter thisnumber at the bottom in the appropriate space.FIGURES and not words must be used to showthe total number of 3tticles dispatched. Yoursignature, and that witness authorized tohave access to the post office must be entered inthe space provided for dispatching clerks. Signa-tures must be written and include at least oneinitial, not just the last name. Postmark the billand coupon in the space provided.

METHODS OF DISPATCHING

There are several methods of dispatchingregistered mail, each of which is discussed in thissection.

The hand-to-hand method is comparativelythe easiest method to employ, especially whenin a United States port. There are several othermethods of dispatching registered mail and whenhand-to-hand delivery is not possible, one of thefollowing methods may be used: dispatch bynumbered lead seal, rotary-lock pouch, or byregistered jacket.

Hand-to-Hand Method

When hand-to.hand delivery can be made, allyou need do it; to turn over the registers,

64

together with the manifold bill., to the receivingclerk. He verifies the numbers, and counts thearticles, signs his name as receiving clerk at thebottom of the bill, and postmarks both copies ofthe bill. He also enters the number of articlesreceived in the dispatch, which must agree withthe number listed by you. The original bill goeswith the mail. The duplicate is kept in themanifold book as a record for the dispatchingoffice.

Rotary-Lock Pouches

Each registered article dispatched from aNavy post office normally is enclosed in a pouchand secured with a rotary lock or a numberedseal, except when impracticable because of sizeor shape. If an article cannot be enclosed in apouch, treat it as an outside piece and have itreceipted for on a manifold dispatch bill similarto registered pouches.

When selecting equipment for a registereddispatch, do use torn or otherwise defectivepouch or sack. Any hole larger than a dime in apouch or larger than a 50-cent piece in a sack,renders the equipment unusable,

Check each listed article against the corre-sponding entry on the dispatch bill. The impor-tance of this cannot be overemphasized, becauseonce you have checked the articles and signedthe bill, you are entirely responsible untilanother clerk has signed and receipted for them.Before you secure the pouch or sack, alwayscheck the dispatch bill for the following:

The bill is signed and witnessed.The bill and label are being sent to thesame post office.The lock number and rotary number on thebill correspond to the lock you are using.

Tie the registered articles together by numberas listed on the bill. Place the original bill underthe first article in the tie. If some of the registerscannot be placed in the tie because of theirshape or size, it is permissible to place themloose in the pouch. If the items are all boxes,place the original of the manifold bill in apenalty envelope and put the envelope in thepouch.


Place the registered articles being dispatchedand the original manifold bill in the pouch. Theduplicate bill is retained in the manifold book asthe dispatching office record. After locking thepouch, with the rotary number of the lockfacing up, make certain the lock is secure.Endorse the label of the pouch showing destina-tion and originator, and postmark it on theback.

A registry pouch is dispatched and handled asone piece of registered mail.

You will recall that the manifold bill and theregistered articles are now inside the lockedpouch. The bill inside is for use at the destina-tion. In order that you may obtain a receipt forthe pouch (to protect yourself) it will benecessary to prepare another manifold bill forthe pouch itself. Prepare the bill as for anyregistered article. You may list any number ofpouches on one bill, as space permits. Theperson receiving the pouches signs the originaland the duplicate manifold bill, and keeps theoriginal for his records. The duplicate is retainedin the manifold book as a dispatching officerecord.

Numbered Seal Pouches

Numbered seals are always used on registeredpouches that are given airmail service. Numberedseal pouches are billed and dispatched in thesame manner as rotary lock pouches, except youenter the number of the sea la the space on theinside dispatch bill identified for the rotary locknumber. Use the letter S before the seal numberon the bill. Bill the registered articles as previ-ously described for rotary -lock pouches. Placethe numbered seal on the pouch in the followingmanner: Close the hasp of the pouch over thestaple and thread the small plain end of the seal,with the number down, through the bottom ofthe staple toward and through a grog mt of thepouch. (See figure 6-5) Bend the seal Lack andthread the plain end through the red head of theseal until it locks. The number of the seal shouldappear on the outside of the seal after it isthoroughly secured.

60.123Figure 6.6.Numbered Seek

Sack Jackets

Sack jackets are regular pouches closed withlead or other approved seals which contain onlyregistered mail. In addition to the usual pouchlabel a durable eyeletted tag for the address,which may be either a post office or anindividual addressee, (such as a ship or com-mand), is attached to the staple. The tag andpouch label bear a registry number preceded bythe letters SJ, and any other postal endorse-ments required. Sack jackets are normally usedwhen registered mail is dispatched to a ship orcommand not having a established post office.The manifold bill is prepared, witnessed, and asin the case of a rotarlock pouch, the original isplaced inside the pouch and the duplicate isretained. Another manifold bill is prepared as areceipt for the sack jacket itself, and it isreceipted for in the same manner as a rotary-lock pouch. To secure the seal, the tin band ispassed over and under the flat 'hasp of thepouch, and is bent around so that the lead rivetis placed in the hole at the end of the band. Therivet is then set with the hand press issued bythe U.S. Postal Service. See figure 6-6.

POSTAL CLERK 3 & 2

60.17Flume 04.Lead Seals.

Registered Jacket Envelopes

A registered jacket (fig. 6-7) is prepared whenfive or more registered articles are addressed fordelivery by the same post office. By consoli-dating a small dispatch of registered articles intoa registered jacket envelope, record keeping isminimized, and handling time is saved. Regis-tered paper-jackets are available in two sizes:item No. P-388 is 6 inches by 11 1/2 inches;item No. P-390 is 8 inches by 13 1/2 inches. Asupply of both sizes should be on hand so thatyou can select the appropriate size. The mani-fold bill for the articles enclosed is prepared inthe usual manner. Have a witness check theregisters against the listing on the bill and signon the proper line. Postmark both copies andplace the original of the manifold bill in thejacket with the registered articles. While thewitness is still present, securely seal the jacketand place a postmark in the two spaces pro-vided. Endorse the jacket AIRMAIL, SPECIALDELIVERY, or FRAGILE, if such an endorse-ment is warranted. On some jackets theseendorsements are printed, and a checkmark inthe block provided will serve in place of astamped endorsement. The jacket number and

66

71

the office of destination must appear prominent-ly on the face of the jacket. The jackets arenumbered consecutively, not from a registcred-number series, but from a separate jacket-number series. Jacket-numbers are prepared lo-cally and should commence with No. 1 on thefirst day of each year and continued throughoutthe year. (See fig. 6-8). There are various waysthis can be accomplished; this is one of them.When properly used, this form presents duplica-tion of numbers and a running record ofsack-jackets and paper-jackets dispatched. Ad-dress registered jackets for United States navalvessels to the Accountable Postal Clerk, U.S.S.(name of ship), and endorse them Navy Mail.Mark Official Mail on jackets containing suchmail from Government agencies for dispatch toor from U.S. overseas destinations.

Prepare another manifold bill, in duplicate, asthe receipt for the jacket itself, making certainthat you add a "J" before the number. As in thecase of letters and other articles, you may listany number of jackets on one bill. If hand-to-hand delivery can be made, the person to whomyou hand the jacket signs for it and keeps theoriginal bill. Your receipt is the duplicate. Ifsuch delivery is not made, place the jackets in apouch and list them on the manifold bill in theusual manner.

Labeling

Label and dispatch registered pouches andsack jackets in accordance with current mailrouting and dispatching instructions. Generalinformation on the dispatching of outgoing mailwill be found in chapter 11 of this course.

When dispatching registered mail at sea viahi-line or helo certain requirements must be met.

Prepare the manifold bill, on the rotarylock or sack jacket in triplicate. The secondduplicate remains in your office, the other twocopies go with the pouch. The receiving clerkwill sign and return the original by the returninghelo or hi-line. If he is unable to do this, he willacknowledge receipt by message, and forwardthe normal receipt as soon as practicable.

In accordance with Replenishment at SeaInstructions (NWP 38 series), flotation gear willbe utilized if the situation will permit recovery.

BEST COPY AMMOChapter 6SPECIAL MAIL SERVICESREGISTERED MAIL

XWIN OM ON ON ST HAVANO TOIN1 Ot elate NOM X TO IVO1110111 IIITACIONO INS OT4NE11.INSTRUCTIONS

boy postal employe* who handles this Jacket must receipt for it, record it, andobtain a receipt for it in proper form

The number of this locket, in all rtent4 mum invariably be preceded by the letter

Should this Jacket be amulet it must be indoned with a statement ofIts *Whim sired the pommasrer or postal clerk. and by him placed in a new Jacketbadins the number, date, naiad orisin and address of the old jacket. The new pastmust be postmarked and marked "ReAuketed it wale 4 pool ma")

Jackets more be sisned for at the tune they are delivered; when viceived in DOD.locked pouches the pats registry dispatch receipt and (or the coupons ofmanifold registry bills when used in lieu thereof) must be Biped. postmarked, andreturned In dm next mail.

No "Accord of transit" need be made on thla pia sleep when mceived in badcondition, or atiment. Tbe absence of indorsement in Wan* will be reprded as evidencethat the Jacket was received and dispatched in good moans

761.122 Postal Manual for roles Freesias woof jacket for registered mail). °front

U.S. P. O. D. REGISTERED JACKETN fUY TO mem seCURILY AND 110.111AIR RAWLY AM. MUM sr es lannune der nowartan sTw leer awe we r sow .6 PDID

mu dm Wu hew oarCHI= PROOUNINTLY APPUCAfili 11100111111INT USA SM. :MAL AVAILAILI

SPECIAL DELIVERYANK ter AIR MAIL.

FRAGILE

L3P-813 JULY 1960

DIS NG UNIT/

J. No.. 7 51gicaEWirraligQ---POSTMASTER AT

STATE

Figure 8.7. Registered jacket, front and beck, p.388.

67

80.18

POSTAL CLERK 3 & 2

Suggested Log for obtaining Registered paper jacket unumbere and Slick Jacket numbers.

List of Sack Jacket and Registered paper jacket numbers for

year

Each number will be crossed out as used.

NR. Destination

33dee iii"V 9a /0an_ldile A.

e.

.0-tadaerBaLerv,sy

NR.

11

12

13

14

IS

9 19

10 20

inigliMMEM

Destination NR. Destination

21

22

23

24

2S

29

30

60.110Figure 6.8. Suggested method for obtaining paper jaciot numbers or sack jacket numbers.

If not, then weights should be used to ensureprompt sinking.

INCOMING REGISTERED MAIL

Handling of incoming registered mail requiresthe same processing and care upon receipt,delivery, and forwarding if necessary, as doesoutgoing registered mail.

Processing Upon Receipt

The individual responsibility which has beenstressed for outgoing registered mail in thischapter holds equally true in the processing ofincoming registered mail. All procedures listedmust be adhered to.

When possible, have a witness when you openregistry pouches, sack jackets, or paper jackets.Check the labels to ensure that the mail isaddressed to your activity. Inspect all pouchesand sack jackets to make certain there are noholes or ripped seams through which registeredmail could have been removed or lost. If thepouch is secured with a rotary lock, or num-bered seal, verify either the rotary and lock

68

number, or the number on the seal against themanifold bill. If the pouch is secured with aplain lead seal, check the label against thedispatch bill to verify the sack jacket number.Open the pouches and jackets one at a time, andwith the help of a witness, check each registeredarticle against the corresponding entry on themanifold bill. When you and the witness aresatisfied that the entries and the total listed arecorrect, write, in FIGURES, the number ofarticles in the dispatch and both of you sign themanifold bill as the receiving clerks. Place thetime of day immediately after your name, andpostmark the bill and coupon. The number ofarticles must, of course, agree with the numberlisted as being sent. Backstamp each articlereceived for local delivery once with the all-purpose stamp, across the flap if possible. Thebackstamp must not overlap previous back-stamps. When opening a paper jacket cut alongthe line provided for this purpose. (See fig. 6-7.)Remove the contents and check them againstthe bill in the same manner that pouches arechecked. If there are no irregularities, the jacketmay be destroyed after you and the witness havedetermined that no mail remains in it; if adiscrepancy has occurred, keep the jacket on fileuntil the discrepancy is solved.


Irregularities and Discrepancies

Upon receipt of registered articles, examineeach one individually. If there are any irregulari-ties as to preparation, acceptance, dispatch, or ifan article is shortpaid, the post office at faultshould be notified by means of the RegistryIrregularity Report, PS Form 3826 (fig. 6-9). Infact, you may wish to use this form as acheckoff list when examining incoming regis-

tered articles for irregularities. When dispatchingregistered mail, this same form may be used as acheckoff list to ensure that your office is notguilty of any of the irregularities described.

Examine the articles as to condition. If thereis any evidence of loss, damage, or tampering,report it to your postal officer at once. The factsshould be determined immediately and a reportsubmitted via your commanding officer to theChief of Naval Operations, with a copy to theChief of Naval Personnel and the accountablepostmaster. Additional information on thecourse of action to take in such cases, and thereports to submit, are contained in chapter 15 ofthis course and in Chapter 6, Section 2, of theU.S. Navy Postal Instructions. If the registeredmail contains classified matter, reference shouldalso be made to the Navy Security Manual, andthat publication complied with.

If an article listed on the manifold bill is notin the pouch or jacket, mark "Not Received"opposite the entry. List the missing number on*he back of the coupon of the bill, and return itto the dispatching office in an official U.S.Postal Service penalty envelope. The coupon, aswell as the bill, must be signed by the witness.Hold the pouch or jacket, the pouch label, andthe lock or seal until the discrepancy is satis-factorily explained.

Occasionally, there will be no bill accom-panying the registers. In such instances, youmust prepare a bill, labeling it "duplicate" andsend a copy to the dispatching office. If the billis improperly complete41., correct it, if practi-cable, or make out a new one in duplicate andsend a corrected copy to the dispatching office.

Care of Registry Equipment

Rotary locks and keys must be given theutmost care. Unless otherwise authorized by the

69

U.S. Postal Service, your key will be attached tothe inside of the post office safe by a chain.After opening a rotary pouch, place the lock inyour safe. If you cannot open a lock, never forceit. Inability to open a rotary lock may be due toan excessively worn or otherwise defective key.If another key is not available do not cut theneck strap or lock shackle. Mail pouches areopened under emergency conditions by cuttingthe side seam beginning about 6 inches from thebottom of the pouch, and extending upward tothe extent necessary to remove the mails, butnot closer thaQ 6 inches from the neck.

If a unit to which a pouch is addressed has norotary lock key, or has a rotary lock that isdamaged and cannot be opened, the aboveinstructions should be followed. The opening ofmail pouches which cannot be opened in thenormal manner, or as described above, is pro-hibited by postal regulations. Should any of theabove emergency steps become necessary, en-dorse the coupon of the bill covering thedispatch to show the action taken, and return itto the dispatching office. Mail bags and locksmade unserviceable are packed, labeled, andforwarded to the nearest mail bag depository inaccordance with the instructions contained inSubchapter 580 of the Postal Service Manual, orto the TNPO serving your area of operations.

Delivery

Use PS Form 3849, Mail Arrival Notice (fig.6-10) for notifying an addressee that registeredpersonal marl is being held for him. Advise theaddressee to call in person if possible. However,he may designate another person to pick up thearticle for him. (See fig. 6-10) PS Form 3849need not be used for official mail addressed to acommand. The captain's office, flag office, orsquadron office normally is notified by phone.Due to the volume of registered mail received bythe above listed offices PS Form 3877 (fig. 6-11)is commonly used to effect delivery.

If the mail is restricted in delivery and it isnot practical for the addressee to call in person,or if the article is endorsed DELIVER TOADDRESSEE OR ORDER, the mail may bedelivered to a person designated in writing bythe addressee. Under the Postal Agreement, even


db.

U.S. POSTAL SERVICE

REGISTRY IRREGULARITY REPORTREPORTING OFFICE

POSTMARK

INSTRUCTIONS TO REPORTING POST OFFICE.Enter in the addreu space the name of the postoffice at fault. Enter in item 1 the name of the mobile unit at fault. Complete description of articleand indicate irregularities below. Use item 16 for describing an irregularity not printed on this formand cite governing instructions. Mail report direct to the postmaster. (Use window envelope.)

TO:

1. Nome of Mobile Unit at Fault

Instructions to Postmaster of Officeat Fault

Please instruct employee at fault. IfArm mailer is Involved, request coop

erilititre loader:a:est :girt, renci:iand therequired stamps were armed at thetime of mailing, file this form. If thereb reason to believe stamps were not sffixed, attach to this form serviceable

CiltleustYani pscienl ttliteema manoudntflef ttltform.

DESCRIPTION OF ARTICLE2. NAME AND ADDRESS OF SENDER 3. REGISTRATION NO. 4. DATE OF MAILING

5. NAME AND ADDRESS OF ADDRESSEE 6. STATION AT FAULT if mailed ilt station)

IRREGULARITIES (Check applicable items)PREPARATION V Is. SNORT PAID

1. IMPROPERLY WRAPPED OR ENVELOPED (161.31, PSM) TOTAL AMOUNT REQUIRED ON ART'CLE AT TIME OF MAILING

2. IMPROPERLY SEALED (Show details M Item 16X161.32, PSA1) AMOUNT OF STAMPS ATTACHEDWHEN RECEIVED

to

3. SEALING DEVICE AFFIXED IN SUCH MANNER AS TO IN.TERFERE WITH PROPER POSTMARKING (161.32, PM)

SHORT PAID (See breakdown)(146.43, PSM)

BREAKDOWN OFACTUALLY

PAID

SNORT PAYAMOUNT

REQUIRED

NT

SHORT PAID4. TWO OR MORE ARTICLES REGISTERED AS ONE

(161.144 PSM)

6. RETURN ADDRESS LACKING OR INCOMPLETE(Indicate which)(161.11, PSM) POSTAGE

S $ $

6. INDEFINITELY ADDRESSED (161.31, PSM) REGISTRYFEE

$ $

ACCEPTANCE RETURNRECEIPT7, FOURTH.CLASS MATTER NOT PREPAID AT FIRSTCLASS

RATE ERRONEOUSLY REGISTERED (161.12, PM)RESTRICTEDDELIVERY

$11. NOT MARKED "REGISTERED" (161.311, PSM)

HANDLINGCHARGE9. NOT NUMBERED (161.311, PSMSee Item 3 for m istretion

number emitted)SPECIALDELIVERY

$1

10. ILLEGIBLE ENDORSING OR NUMBERING (161.511, PSM)

11. IMPROPER POSTMARKING OM FACE OF F IRSTOLASSREGISTERED ARTICLE (161.514 PSM)

16. OTHER IRREGULARITY

12, NOT POSTMARKED ON BACK OR POSTMARKED NOT ATlb OVER INTERSECTION OF SEALING FLAPS(161.514, PSM)

13. NOT LEGIBLY POSTMARKED (161.314, PSM)

14. NOT ACCOMPANIED BY RETURN RECEIPT

Dee. 1970 ""'gage

GPO 446.481

60.19Figure &9. PS Form 3826, registry Irregularity Report.

70

75

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Figure 8.10.PS Form 3849, mail arrival noticefront and back.

80.21

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Figure 8-11.P8 Form 3177, firm mailing book.

71

76

97.31

POSTAL CLERK 3 & 2

mail that is restricted to addressee only may bedelivered in this manner.

When the addressee calls for his mail, ask himfor identification. If the addressee is a memberof the Armed Forces, or a dependent of aserviceman you should sight his or her ID card.If he is a civilian, an employment identificationcard, driver's license, or similar identificationwill be sighted. You may be held financiallyresponsible if you deliver mail to the wrongperson, so never hand out registers carelessly.

Before delivering a registered article, have theperson receiving it sign PS Form 3849. After theform is signed, initialed, and dated, file itnumerically by the last two digits of the registrynumber. The PS Form 3849 is your record ofdelivery and is kept on file for 2 years.

When you send out a PS Form 3849, endorsethe article in some manner to indicate the datethe notice was issued. The endorsement mayread "1st Notice 1-6-72" or "Notified 1-6-72".If the mail is not called for within 24 hours,check your directory to see if the, addressee isstill on board. If he is, issue another PS Form3849 and endorse it "Second Notice." Endorsethe article to show that a second notice has beenissued.

If a return receipt has been requested by thesender, the addressee or his agent must sign thereceipt when he signs for the article. The date ofdelivery must also appear on the return receipt.Also enter on the return receipt the addresswhere the article was delivered, if this service hasbeen requested by the sender. Upon completionof the return receipt, postmark it and return itto the sender. Return Receipt PS Form 3811,(see fig. 7-9) is the form used. This form is usedalso for insured and certified mail, as discussedin chapter 7.

Forwarding Registers

If the addressee is no longer attached to youractivity, look in your directory files for aforwarding order. If a forwarding address isrecorded, the mail should be suitably addressedand promptly forwarded. Copy the new addresson the face of the registered article, and draw asingle line through the old address. Be certainnot to line out the name and rate of theaddressee, the registration number. the post-

72

marks, or other pertinent information. Registersto be forwarded are backstamped once, dis-patched under the original registration numberand office of origin, and then treated exactlylike other registered mail. If a return receipt isattached to the article, it also is forwarded.Show the particulars of forwarding on PS Form3849 and file the form.

Treat mail for personnel who are in anunauthorized absence status, deserters, missing,prisoners of war, or killed, as pros !ded for in theU.S. Navy Postal Instructions, and in chapter 13of this course. Other undeliverable registeredmail usually is returned to the sender after 10days. However, when the Postal Clerk is sure ofmaking delivery, the mail may be held longerthan 10 days. With written permission from thesender the mail may be held up to 60 days.When the sender has specified the number ofdays that the mail may be held if not delivered,return it to the sender at the expiration of thespecified time. You should not hold mail forlonger than 60 days.

Undeliverable registered mail to be returnedto the sender is postmarked on the back andstamped with the RETURN TO SENDER stampon the front. Indicate the reason for returningthe mail. Carefully cross out the address but donot obliterate it. Prepare the record on bothsides PS Form 3849 (fig. 6-10).

Detach and destroy any return receipt forms.Registers, undeliverable as addressed, are dis-patched under the original registration number,and then treated the same as other registeredmail.

Missent Registers

Registered articles which are missent to youroffice are stamped with your all purpose stampto indicate they were missent. Endorse themanifold bill and coupon to indicate whicharticle was missent, and return the couponportion to the dispatching office after you haveapplied your all purpose stamp. Missent pouchesand jackets are handled in the same manner asindividual articles. Backstamp and bill missentarticles before dispatching them. Forward mis-sent articles to the proper destination by thenext dispatch.

Chapter 6- -SPECIAL MAIL SERVICESREGISTERED MAIL

Open or Damaged Articles

Sometimes you will receive registered mailthat has become unsealed or damaged. If thedamage is slight and the contents appear intact,seal the article with official seals, using PS LabelNo. 21, Officially Sealed, and endorse the articleon the face RECEIVED UNSEALED. Whenreceived in a mutilated or otherwise bad condi-tion or when mutilated or damaged in transit,stamp such article RECEIVED IN BAD CONDI-TION or DAMAGED IN HANDLING IN THEPOSTAL SERVICE, as the case may be. Sealsuch unsealed or damaged articles as shown infigure 6-12, sign your name so that it will appearpartly on the seal and partly on the envelope orwrapper, as shown, and affix your postmark.

If the registered article is badly damaged andit appears that some of the contents might bemissing, fill out and attach PS form 3899. Seefigure 6-13. Upon delivery of the damagedarticle, the Postal Clerk should request examina-tion of the contents in the presence of theaddressee. If anything is missing, obtain theoriginal envelope or other container, and thewrapper, if any, with a statement from theaddressee as to alleged and actual contentsindorsed thereon. With PS Form 3899 attached,send the envelope or wrapper of the damagedregistered piece to the proper inspector-in chargewith a complete report of the facts.

In case of damage to the contents, thecontainer, wrapper, if any, and the packingmaterial used should also be obtained from theaddressee and submitted along with the report.

60 '3Figure 6.12.Officially sealed article.

73

If the contents are found to be correct ondelivery, retain PS Form 3899 on file for 60days before destroying. On delivery of articlesreceived with out cover, the facts must be listedon PS form 3899 and witnessed. Make anotation on the manifold bill and coupon,describing the extent of damage. Any otherimportant facts concerning the register shouldbe similarly recorded.

Delivery of Bad Order Registers

Registered articles repaired with sealingstamps or enclosed in another container must beopened by the addressee or his authorized'representative in the presence of the deliveringclerk. Be certain to obtain the addressee'ssignature on PS Form 3849 or PS Form 3877exactly as if the article were not damaged.Obtain his signature before you permit him toopen the register, then, have the addressee cutone end of the register with a knife or scissors soas to preserve the sealed portions. If the con-tents are damaged or if he believes that some-thing is missing, you must save the envelope orwrapper, and send it to your postmaster with aletter of explanation. A notation should bemade on the manifold bill by the registerednumber that it was received in bad condition.

WITHDRAWAL OR RECALL

On occasion the sender of a registered articlemay desire to withdraw or recall the articlebefore it is delivered to the addressee. This maybe done under the conditions described below.

Before Dispatch

Before dispatch, the sender writes "With-drawn Before Dispatch" on his receipt, signs hisname, and surrenders the receipt to the clerk. Ifthe sender just signs his name, and surrendersthe receipt, the clerk may write or stamp the"Withdrawn Before Dispatch" statement. Thesame notation is written or stamped on the faceof the register and on the retained duplicate ofthe receipt. If the article 'has been listed on amanifold bill, make a notation on the bill. Signyour name on all records where you place this

POSTAL CLERK 3 & 2

U.S. POSTAL SERVICE

otriciAL OUSINESS

REGISTERED MATTED - DAMAGED, UNSEALED OR WITHOUT COVEN

Have This Package or Envelope and its Contents Examined on Delivery

RETURN TO UNDER IF NOT DELIVERED IN . DAY,

OFFICE OF ORIGIN

This package or envelope when once sealed. must not beopened, until It Is delivered to the addressee or sender. MOM FOR 11110D1 USE TO AVOID

PAYMENT OF POSTAGE. WEE

DATE

UNDID-

SENDER'S ADDRESS

',1,414D1.".1.:dTtigruT,T,to isialtrs 11,00 not nNn,

.form In III {sus.

urnuissuTO 0011 I.STATEMENT

CONTENTS FOUND ON DELIVERY

EEALT

ADDRESS

AND

ORNINAL

RESISTRATION

NO ON

ONISINAL

ENVELOPE 011

PASSAU

REGISTER ND.

NAME OF PERSON TO WHOM CONTENTS ARE ADD SSSSS 0

STREET AND NUMIER OR POST OFFICE IDA

CITY, STATE AND ZIP CODE

MMUS OFWM WNW

mom= ON

REWRAPPED CONTEXTS

EEC Si (EVIsimrson Milmr, Is mode/ OEL SY Ohl ONE. Of arder's d1 MA Nei

411111MIN

Upon delivery, the postmaster, clerk or carrier will request examination of contents In his presence.II anything Is missing, obtain original envelope or other contsIner, and the wrapper, if any, with Wats.mein of addressee as to alleged and actual contents Indorsed thereon. Send it with this enwrApe orwrapper to the preps, inspedoNn.charge with report of the facts. In case of damesa to cont. s. thecontainer. wrapper, if any, and the packing material used should be obtained from the addressee andsubmitted with the report. If contents are found correct on delivery, retain this form on file for 60 daysbefore destroying. On delivery of articles received without cover, the facts must be indorsed and wit'noised on this form.

PS Form USS, Dm ISM ..a MSISIn 4II401 eft

Figure 8-13.PS Form 3899, Registered Matter, damaged, unsealed or without cover.

information. Postmark the face of the articlebefore you return it to the sender. The originalreceipt surrendered by the sender is stapled orpasted in the post office record over the retainedduplicate.

After Dispatch

If the registered article has been dispatched,the sender must make a written request at theoffice of mailing for its recall. If available, PSForm 1509 may be used for this purpose.Telegrams may be used also if time is a factor.Persons requesting the recall of registered mailmust identify the mail they wish to recall, andthey must identify themselves. The sendershould furnish the name and address of theaddressee, the registration number, and the dateof mailing. Costs of telegrams are paid by thesender. The office of mailing submits the requestfor recall to the office of address by telegraph ornaval message. The mail should be carefullydescribed so as to identify it, and to prevent theinadvertent return of any other mail. Dispatchparticulars should be furnished where they willbe of assistance in locating the mail.

Registered mail is returned as official regis-tered mail in a penalty envelope without chargefor the registry fee. If the mail was delivered

79 74

60.124

before the telegram or message was received,that fact must be reported to the mailing postoffice so that the sender can be so informed.The addressee must not be advised that mail hasbeen recalled, or that an attempt was made torecall it.

When official mail is recalled, postal clerks atoffices of address must comply promptly withrequests from Fbderal Government executivedepartments or their regional offices. The re-quirement that the application for recall of mailbe made through the mailing office does notapply to official mail.

All applications for the recall of mail, to-gether with related papers, are filed at the officeof mailing.

When the recalled article is returned, handle itlike any other register, but in addition, write orstamp "alecalled" on the article and all of therecords pertaining thereto.

PROTECTION AND SECURITY

All mail must be given secure stowage. Of-ficial registered mail is presumed to containclassified material which might be Confidential,or as high as Secret. Such registered mail might

Chapter 6 SPECIAL MAIL SERVICES REGISTERED MAIL

not contain classified material, but this presump-tion remains. Keep registered mail separate fromordinary mail, and protect it from accident ortheft. In the absence of the Postal Clerk, orwhen awaiting dispatch, registered mail is keptin a safe or vault. At the end of the business day,or after the registry business has been com-pleted, lock all registered mail in the post officesafe. When registered mail to be dispatched is ofunusual value, make arrangements, through yourpostal officer, for armed guards to accompanythe dispatch for protection. In those areas wherelocal law prohibits the carrying of firearms by

military personnel, arrangements for the armedprotection of these shipments should be madethrough local police officials.

Another means of protecting yourself andyour office is balancing the registered mail daily.See figure 6-14. This will normally be done atthe end of the working day. If you havemisplaced a registered article during the day thiswill bring it to light while the days happeningsare still fresh in your mind.

Additional instructions on the security ofregistered mail during dispatch are contained inchapter 11.

Registered Mail Balance Sheet

Date Covered

All Purpose Stamp

Incasing

Balance 'on hand

(Prom previous day)

Window receipts(POD 3803)

Received fromother sources

(Captains office, Squadrons, other stationor ships, TWOS. Flag office.)

TOTAL

Outgoing

Dispatched__

Deliveredby Rand

(POD 3849,-31075------

Balance on hand(carried over to the following day)

TOTAL

figures should be the same'

List each article by number that vill be held over till the next day.

DATE i TIME SIGNATURE WITNESS

80.111Figure 8.14.Semple of Raglatarid Mall Balance Sheet,

so 75

sitsi tet Oicattat.V.

CHAPTER 7

OTHER SPECIAL MAIL SERVICES

Registered mail is only one of the manyspecial services offered by the U.S. PostalService. In this chapter you will study the otherspecial mail services: Certified mail, Insuredmail, Special Delivery, Special Handling, Re-stricted Delivery, Return Receipt, and Cer-tificates of Mailing.

CERTIFIED MAIL

The main purpose of certified mail is tofurnish the sender with evidence of mailing, andthe post office of address with a record ofdelivery for articles of no monetary value. Theprenumbered Postal Service coupon (PS Form3800, fig. 7-1) for certified mail is filled out bythe sender, and the adhesive stub affixed to thearticle in the left portion of the address side.The other part is postmarked by the Postal Clerkand returned to the mailer as his receipt. Norecord is kept at the office of mailing, but at theoffice of address a receipt for the article isobtained from the addressee and kept on file in

the post office. During in-transit handling, it istreated as ordinary mail.

Any mailable matter on which first-classpostage has been paid may be certified. Becausepostage for the article is paid at the first-classrate no insurance coverage is provided. Theservice is available at any Navy post office uponpayment of fees for personal mail. It is availableand authorized for official Postal Service mailand postage and fees paid mail without pre-payment of fee.

The fee charged for certified mail is inaddition to the postage paid. If, in addition tothe receipt for mailing, the sender desires areceipt for delivery or restricted delivery, hemay request it, subject to an additional fee forthis service. Consult the Postal Service Manualfor the current fees. The fee and postage may bepaid by ordinary postage stamps, meter stamps,or by permit imprints.

On arrival at the office of address a certifiedarticle is processed and a Form 3849, MailArrival Notice, is filled out. On signing thisnotice the article is released to the addressee or

RECEIPT FOR CERTIFIED MAIL-300 (plus postage)SENT TO PUNSTREET AND NO.

P.O., STATE AND VP CODE

00Tigaritifielf faciaiiiTrairRasegloN 1. !WI's WON, Mid iiiifiiiiiiiii gfIIIIIVICIS111111IPT 2. Mu to Mom. Mt, al oft@ Mooted 364

With dolloary to tieldtossoo Only

With delivery to Oddrfisoi only .... ...... 04Liertribbiusge Offirt OW'

-111ECTArbEtiVEV leers IN to ia-----PS P, 3800 NO INSURANCE COYEAMIE 110V10110. (8.2 *lbw ago)Apt. 1971 NOT FOR ISTENNATIONAL MAIL sup.. 1.7?..«

80.25Rome Form 3800, Receipt for Certified Mail.

Chapter 7OTHER SPECIAL MAIL SERVICES

his authorized representative. This form thenbecomes the receipt and is filed in numericalorder by the last two digits of the certified mailnumber.

Certified mail may be addressed for deliveryonly in the United States, its territories andpoEsessions in the Canal Zone, through Army-Air Force (APO) and Navy (FPO) post offices,and through the United Nations New York PostOffice.

INSURED MAIL

The insurance service provides for indemnityin the event of loss or damage to matter of thethird and fourth classes. The maximum amountfor which a single parcel may be insured is $200.Since the only purpose of the insurance serviceis to provide a method of obtaining indemnity,insured articles do not receive the special safe-guards accorded registered mail. Consequently,mailers should be encouraged to register smallarticles of considerable value, such as watchesand jewelry. They should be encouraged toinsure other articles of the third and fourthclasses.

Any mailable third- or fourth-class matter andairmail containing third or fourth-class mail,bearing the complete names and addresses ofsender and addressee, may be insured in orderfor the sender to obtain payment for loss of,rifling of, or damage to domestic mail except in

the following listed cases. (See Part 162, U.S.Postal Service Manual.) To determine whetherinsurance is available for international mail to aparticular country, you should consult thecountry item, under the heading Parcel Post inthe International Mail PS Publication 42. Thefollowing mailings are not acceptable for insur-ance:

1. Parcels containing matter offered for sale,addressed to prospective purchasers who havenot ordered or authorized the mailing. If suchmatter is received in the mail. Payment will notbe made for loss, rifling, or damage thereto.

2. Nonmailable matter.3. Articles that are so fragile as to prevent

their safe carriage in the mail regardless ofpackaging.

4. Articles not adequately prepared to with-stand normal handling in the mail. See Part 121,Postal ".tervice Manual, for packaging standards.

Unless a parcel fails to meet one of theserequirements, never refuse insurance after ac-cepting the parcel for mailing. Sealed envelopesshould be endorsed "Contains Third-Class Mail"or "Contains Fourth-Class Mail," as appropriate.Third or fourth-class matter being mailed as"First-Class Mail" is not insurable:, however, thismatter being mailed as "Airmail" is insurable,and it may contain incidental first-class en-closures.

Endorse parcels insured for $15 or less withthe elliptical stamp (fig. 7-2). No insurednumber will appear on such parcels.

111111U

INSURED

80.27

Figure 7.2.Endorsements for Numbered end Unnumbered Insured Parcels.

77

S2


When thk:1 value is more than $15 theINSURED NO._ is used, followed by the serialnumber printed on the sender's receipt form.

The insured endorsement should be placed tothe left of the address. Make certain that theimpression is distinct and the numbers legible.All insured articles must be postmarked on theface to show the date and office of mailing. Ifany other special services are utilized, the properendorsement must also appear.

The sender is given a receipt on Form 3813(fig. 7-3) when the value is not more than $15.No duplicate is made and no office record keptof this service. Form 3813-P (fig. 7.4) is thereceipt issued for insured articles valued at morethan $15. The sender is given the one receiptmade, and again, no office record is kept. Theinsured number, post office of address, amountof postage, insurance fee, and any other chargesare entered in the spaces provided. Your initialsand the postmark also appear. Any cautionaryendorsement such as FRAGILE orPERISHABLE on the insured article must beentered on the receipt. You will usually find itconvenient to stamp the receipt at the same timethe endorsement is placed on the parcel. It isalso permissible to enter your initials oppositefragile or perishable on the receipt to indicate

oar FOR wan INNS PARCELOE M IME,01FIEI FEE

ANNUM POE Num, AT (P.O.'ead SIM)

PCOTA01

WINMANCIP.

I

NAN6040

sou 0 so mow

Palrimat Of

OASES OFFER

FOREASTIM eso

IgN611164ame imam saaddree a/ addremmes odor Mb mid end hammier taptdialimasmam COWAN aml Mahn,

P00 FINN 3113Da. IRO

nFigure 7.3.PS Form 3813 Receipt for Unnumbered

Insured Parcel.

83

995631RECEIPT FOR INSURED MAILDOMESTICINTERNATIONAL

ADDRESSED FOR DELIVERY ATNs, Offlek IMO end Counter)

AIRPOSTAGE

INSURANCE FEE

SPEC. HANDLINGSPECIAL

DOMES-TIC

DELIVERY

ONLY ADDRESSEE

ONLY

RETURN RECEIPT(hew to Consols)

FRAGILE LIQUID

$

FERISHAILE

(POSMUMK)

PATRON

OVER

POSTMASTER

I

995631

60.28PFigure 7.4.PS Form 3813P, Prenumbered Receipt

for Insured Parcel.

that the parcel carries these endorsements, butdo not use a checkmark without initials.

The ainount of insurance is never listed. Onlythe fee is entered; it is the responsibility of thesender to establish the value of the parcel in theevent of loss or damage. The current fees may befound in the Postal Service Manual,

Parcels insured at the minimum fee (valued at$15 or less) are delivered like ordinary mail, andno record of delivery is kept. The addressee isnot required to sign for the article. Returnreceipt service and restricted delivery are notavailable for articles insured at the minimum fee.

Parcels bearing insured numbers are deliveredunder the rules governing registered mail.Always require identification. Form 3849 (fig.

BEST COPY AVAILABLE

Chapter 7 OTHER SPECIAL MAIL SERVICES

7-5) is used to notify the addressee that insuredmail is being held for him. The insured numberand the office of origin are listed on the form.This form may be used as the record of delivery.The addressee or his authorized agent must, ofcourse, sign in the space provided. File theseforms numerically by the last two digits of theserial number or alphabetically under the nameof the mailing post office. (PSM 162.72REFERS)

If a return receipt is requested on a numberedinsured article, you must prepare the PS Form3811 (fig. 7-6) attached to the article for returnto the sender. Obtain the addressee's signatureon this form at the time he signs the receipt for .

the insured article. Insured mail may also be sentspecial delivery or special handling.

SPECIAL DELIVERY

Although special delivery is accepted anddispatched by military post offices, no specialservice is provided by military personnel atmilitary activities unless special arrangements fordelivery have been made with the U.S. Postal

Service. Special delivery mail is given immediatedelivery at the office of address clutingsre:scribed hours.

Special delivery mail outside the UnitedStates and its possessions is provided the fastesttransportation available for the particular classof mail as indicated by the official endorsementor the amount of postage that has been paid.Normally, within the United States and itspossessions, transportation will be provided mailmarked "SPECIAL DELIVERY" as indicated inPart 166, U. S. Postal Service Manual. Paymentof a special delivery fee does not ensure safetyof delivery or provide for the payment ofindemnity. Money or other valuables sent specialdelivery should be registered also. Insured andcertified mail may be sent special delivery.

Fees for special delivery are determined byweight and class of mail as illustrated below:This fee is in addition to regular postage.

Mailers should mark prominently the wordsSPECIAL DELIVERY below the postage andabove the name of the addressee. However, mostNPOs have a stamp for this endorsement.

Special delivery mail that is forwarded is ne:4entitled to special delivery at the second office,

NOTICE OP ALAI'. ARRIVALOR ATTEMPTED DELIVERY

AraiSO

11,411, Ads ntkoMottIffkollort find sIgnotore mutest(Hutt)

MollIs

COME TOE MAIL IN RUC' I ATTU

NEGUEST IMDILIVENYNotIty your corder or post eke. at

NAME AND ADDRESS

mai MAILED AT MOISTENED INSURED

0 CERTIFIED

ri RETURN RECEIPT sivhdrurf waif" plum TOII REQUESTED date reqadred ADDRESSEE ONLY

SPRY V ALSO ADDRESSWHERE DELIVERED

RECEIVED

SI N 14111

a 3849Nov. w. leg;(DATE DEUVERIft 'DELIVERED 11! (14Nalmit)

Figure 74PS Form 3849, Mail Arrival Notice.

7984

80.21

POSTAL CLERK 3 & 2

VA

PLEASE FURNISH SERREQUIRED FEE(S) PAID.

INDICATED BY CHECKED BLOCK(S).

r-1 Show to whom, date and address Deliver ONLY1_,J where delivered to addressee

RECEIPTReceived the numbered article described below.

REGISTERED NO.

CERTIFIED NO.

0INSURED NO.

OAT( DELIVERED

0

SIGNATURE OR NAME OF ADDRESSEE (Mum olwap be filled ln)

SIGNATURE OF ADDRESSEE'S AGENT, IF ANY

0SHOW WHERE DELIVERED (oiel.y reperied)

44*-10-71311111 347-10$ 0,0

Figure 7.6.PS Form 3811 Return Receipt

unless a forwarding order had been given by theaddressee at the office of original address inadvance of the arrival of the mail.

Weight

Class of mailNotmorethan2 lbs.

More than 2lbs. but notmore than10 lbs.

Morethan10lbs.

First class,airmail, andprioritymail

All otherclasses

SEE PART 166 OF THEPOSTAL SERVICE MANUALFOR CURRENT FEES.

SPECIAL HANDLING

Special handling service is available for third-and fourth-class mail only, including that whichis insured. It provides preferential handling tothe extent practicable in dispatch and trans-portation, but does not provide special delivery.Special handling parcels are deli'vered as parcel

60.29

post is ordinarily delivered, on regularlyscheduled trips.

Mailers should mark the words "Special Han-dling" preferably above the name of the ad-dressee and below the stamps.

Fees for special handling are in addition toregular fourth-class postage and are determinedby weight in three graduations, the same asspecial delivery. The current fees and graduationof weights may be found in Part 167 of thePostal Service Manual.

Parcels undeliverable as originally addressedand forwarded to the addressee at a new addressare given special handling without requiring anadditional special handling fee.

Official

Official fourth-class mail marked "SpecialHandling" is provided the sanit., handling andtransportation as first-class mail.

The Army and Air Force Postal Service hasinstituted a procedure, approved by the PostOffice Department, whereby official mailendorsed "MOM" and addressed to or from amilitary post office may be handled as third orfourth-class mail as appropriate within thecontinental United States, but upon reaching the

8085

Chapter 7 OTHER SPECIAL MAIL SERVICES

embarkation point for overseas dispatch will betransported as Military Official Mail.

Personal

Personal fourth-class mail marked "SpecialHandling" is provided rapid surface transporta-tion within the United States and ordinarysurface transportation between the continentalUnited States gateway and the overseas activity.

RESTRICTED DELIVERY

Incoming mail of any type or class is normallydelivered to any member of the addressee'sfamily, a person designated by him in writing, orfor servicemen, a mail orderly. The sender maywish to restrict delivery on certain articles to theaddressee or someone named by the addressee inwriting. This service is available only forregistered, certified, and insured mail valuedover $15. The fee of 50 cents is in addition topostage and may be paid with ordinary postagestamps or meter stamps.

On domestic mail restricted delivery service isavailable without a return receipt required.However, on International Mail a return receiptis required when a patron requests restricteddelivery.

One of two endorsements is used to indicatewhom the sender wishes to accept delivery. It isplaced just beneath the stamps and above thename of the addressee. DELIVER TO AD-DRESSEE ONLY or DELIVER TO ADDRESS-EE OR ORDER are the endorsements useddepending on the sender's wishes. The sendermay write the appropriate endorsement on themail or you may stamp it on. Either way iscorrect.

Under normal conditions DELIVER TO AD-DRESSEE ONLY mail will be held in the officeand a Form 3849, Mail Arrival Notice, sent outto have the addressee call in person for the mail.When it is impossible for the addressee to call inperson because of distance' or other reason, hemay designate another person in writing to pickup his mail. Mail addressed to commands andGovernment officials should NOT be endorsed,for DELIVER TO ADDRESSEE ONLY, since

restricted delivery service is available only forarticles addressed to individuals by name.

Official postage and fees paid mail and urgentofficial communications of the Postal Service inpenalty envelopes may be given this servicewithout prepayment of the fee.

RETURN RECEIPT

Occasionally the sender will want a receiptfrom the addressee for such things as officialdocuments or important personal papers. TheU.S. Postal Service calls this a RETURNRECEIPT and furnishes all post offices includingNavy post offices PS Form 3811 (fig. 7-6) forthis service. Return receipt service may only beused in conjunction with registered or certifiedmail, or insured mail with a value of more than$15.

Each receipt for the above services has a blockto be checked by the mailer or a space forentering the fee for return receipt. The fees varywith the amount of information desired by thesender. If only a signature and date of deliveryare desired, the minimum fee is charged, but ifthe address where delivery is made is alsorequested, the, fee is higher. The fee charged isalso dependent on whether the return receipt isrequested before or after mailing. The mailer,when filling in Form 3811, will indicate theservice desired. He fills in his name and completeaddress. The accepting clerk then attaches theform to the back of an envelope or the face of apackage and endorses the article RETURNRECEIPT REQUESTED or RETURN RECEIPTREQUESTED SHOWING ADDRESS WHEREDELIVERED.

When a mailer requests a return receipt for anarticle after mailing, a PS Form 3811-A (fig. 7-7)is used. The address where delivered will not beshown on a return receipt requested aftermailing. The receipt for the service given thearticle (insured, certified, or registered) must bepresented in order that the request may begranted. All items on the front of the form mustbe completed. Obtain the fee from the mailer,attach postage in the proper amount to the card,and cancel. Address the card to the postmasterat the delivering office and deposit in theoutgoing mail,

81

fo;

BEST COPY AVAILABLE POSTAL CLERK 3 & 2

REQUEST FOR RETURN RECEIPT

Duplicate After Mailing

Requesting offire-Fill ix stems 1, 2, 9 (4 or 3), and 6.

I. DATE OF MAILING

AIRMAIL

2 THE ARTICLE WAS ADDRESSED AS FOLLOWS. 3 CONTENT IF KNOWN

4 DUPLICATE (II settrated .n clehvety. tit 3)

Show deliver" word intornsolion and check block to on return receipt.

Show address where delivered in spat, provided on return Imp'

5 AFTER MAILING ON RESTRICTED DELIVERY

t.-1 Obtain signature of addressee. IF addressee is net available or declines to sign, show delivery recordL-I information and check appropriate blocks (loand b oe c, whichever applies) on return mops.

MI1

U.S. POSTAL SERVICE

OPtICIAL IMMO.

Print sender's name and address below. 1

PS Form 3111-AFeb. 1971

.-1111.MIME=1.1n

MIXIII1111.11111111

'IMAM tae CNIVATO 555 TO AVONpayAbm cis 90tmoi. SOO

Postmees orotsivseirto attic.

6,.k. RETURNTO

WM 7-7.PS Fomi 3811A,(front).

The fees may be found in the Postal ServiceManual under part 161, 162, or 168.

Upon signature by the addressee or by theperson designated in his order and on comple-tion by the post office of address, the receipt isreturned to the mailer by the means he hasselected, (either first-class or air mail). Themailer must prepay air mail postage and endorsethe receipt RETURN BY AIR MAIL if hedesires this service,

6029A

Return receipts for official Postal Service mailare free but they should not be used unless it isessential that a signed receipt be on file at tmailing post office.

CERTIFICATE OF MAILING

Evidence of deposit in the mails is sometimesdesired by individual patrons or businesses. PSForm 3817, CERTIFICATE OF MAILING, is

82 S7

Chapter 7 OTHER SPECIAL MAIL shavicEs

the receipt used by the individual mailer of nomore than three pieces. The service is. available;or mail of all classes. It does not provide forindemnity in case of loss or damage, and nosignature is obtained from the addressee for thearticle.

There are two fees for this service, individualand bulk. Most Navy post offices are concernedonly with the individual fee, and will use Form3817. The mailer fills in the spaces on the formand affixes the stamps to it. The accepting clerkthen compares the information on the form withthat on the article and cancels and postmarksthe stamps on the certificate. He does not initialthe form as the postmark shows the genuinenessof the certificate. If duplicate certificates aredesired, an additional fee is charged, and eachadditional certificate is endorsed COPY orDUPLICATE. Bulk mailers may use speciallyprinted certificates or forms of the.Vown designif they wish.

At times a mailer of registered, certified, orinsured mail will want copies of the original

receipts. For a small additional fee you mayfurnish these copies. Endorse each one with theword COPY or DUPLICATE, and postmark toshow the current date. Part 165 of your PostalService Manual lists the fees for this service.

COD MAIL

COD service is available for 'patrons of a U.S.Civil post office to mail an article for which theyhave not been paid and have the price and thecost of the postage collected from the addresseewhen the article is delivered. This is collect-on-delivery or COD service.

Even though COD service is not available forarticles having an APO or FPO designation aspart of the address, including official shipmentsand sitipments to Armed forces agencies, sucharticles inadvertently received at a Navy postoffice may, be delivered. Instructions for deliveryare contained in Part 163, Postal Service Manual.

CHAPTER 8

POSTAGE STAMPS AND STAMPED PAPER

When you mail a letter or a package tosomeone, and have affixed the stamps, do youever stop to think about the purpose of thestamps? The postage stamps are affixed toindicate that the charge for handling, transport-ing, and delivering the article has been prepaid.

The United States Government first issuedadhesive stamps in 1847, but their use was notrequired until 1 January 1856. Letters withoutstamps were generally marked "Paid" by meansof yen and ink or by (iand stamp to indicatepayment of postage. The town postmark anddate of mailing appeared also.

Before 1847, a few postmasters and privatecompanies had printed special adhesive stamps,called "Postmasters' Provisionals", for sale onlyat the office of issue. Their use was permitteduntil 1 January 1856, when Congress made itcompulsory to prepay postage at the time ofmailing with United States postage stamps.

VALIDITY OF STAMPS

Any uncanceled postage stamps issued by theUnited States since 1860 may be used forpostage. United States stamps issued before thattime were declared worthless several monthsafter the beginning of the Civil War. Holders ofsuch stamps Were given a reasonable length oftime to exchange them for a later issue.

All valid United States postage stamps aregood for postage from any point in the UnitedStates, or from any other place where theUnited States domestic mail service open rtes,except from the Panama Canal Zone, wherespecial Canal Zone stamps are used. The fol-lowing stamps MAY NOT be used for postage.

Mutilated or defaced stamps.Stamps cut from stamped envelopes, letter

sheets, or postal cards.

84

Stamps covered or coated in such mannerthat the cancelling or defacing marks cannot beimprinted directly on the stamps.

Nonpostage stamps (migratory-bird huntingstamps, U.S. saving and thrift stamps, etc).

Postage due, special delivery, special han-dling, and certified mail stamps.

United Nations stamps, except on maildeposited at United Nations, N.Y.

Stamps of other countries.

Re-use of any stamps with intent to defraudthe Government is punishable by fine andimprisonment.

Matter bearing imitations of postage stamps,or private seals or stickers, in form and designlike a postage stamp, is not acceptable formailing. Pictorial seals or stickers that do notresemble postage stamps and do not bearnumerals or other markings indicating a value,such as Christmas or Easter seals, may be fixedon other than the address side of Mal

FORMS OF ISSUE

Adhesive postage stamps are available in fourdifferent forms: single, sheets, books, and coils.At the time of purchase, the patron usually willstate what form he desires. If he doesn't expressany preference, ask him. A discussion of theavailable forms follows, but it is emphasized thatthe denominations and prices shown are alwayssubject to future change. For details, consultPart 142 of the Postal Service Manual.

Single

Single stamps are separated from a sheet ofstamps. They are sold in any number up to a fullsheet.

89

Chapter 8POSTAGE STAMPS AND STAMPED PAPER

Sheets

The number of stamps to a sheet varies,depending upon the size of the stamps. Sheets ofordinary postage stamps, some airmail stamps,and postage-due stamps consist of 100 stampsper sheet. Sheets of other airmail stamps, specialdelivery stamps, and commemoratives, consist of50 stamps per sheet.

1. Ordinary postage2. Commemorative stamps3. Airmail postage4. Precanceled postage (available on spe-

cial order to permit holders onlynot applicableto Navy post offices)

5. Postage due6. Special delivery

Some information on each of these groupsBooks appears below, including its purpose, denomina-

tions, and forms of issue.Books of stamps are sold for protection and

convenience. The pages of stamp books printedbefore 1971 were interleaved with nonadhesivepaper to prevent the stamps from stickingtogether. The books printed after 1971 have thestamps gummed with a matte finish adhesivewhich permits the elimination of the separationtissues. Books of stamps are presently availablein two denominations, ordinary postage at thepresent first-class letter mail rate, and airmailpostage at the airmail letter rate. For currentrates, consult Part 142 of the Postal ServiceManual.

Coils

Stamps are issued in coils for use in stampvending machines and for patrons who find coilsmore convenie it to use than sheets or books ofstamps. Thew are three sizes of stamp coilsavailable, containing 100, 500, and 3000 stamps.They are sold for the actual total stamp value.Never open coils; they must be sold intact.

Airmail postage at the airmail letter rate,ordinary postage at the first-class letter rate, andordinary postage in several of the lower de-nominations are available in coils. Stock coils inyour post office only if you have requests to doso by your patrons. There are other denomina-tions of precanceled stamps in coil form that arenot available to Navy post offices.

KINDS OF STAMPS

The Postal Service Manual divides postalstamps into six groups, according to the purposefor which they are intended. The groups are asfollows:

85

Ordinary Postage Stamps

The largest quantity of stamps in your fixedcredit will be in ordinary stamps. 'You will notneed all of the ordinary stamps that are avail-able. The size of your stock and the demand byyour patrons will determine the kind of de-nominations you will need to keep on hand.You should keep a varied amount of highervalue stamps on hand, such as 10's, 20's, 30's,and 50's, according to your needs, for parcelswhich you accept for mailing.

Ordinary stamps may be used to pay forairmail, registration, certified mail, insurancefees, special delivery, and special handlinginfact, any mailing charge.

Ordinary stamps are available in the followingforms: single, sheet, book, and coil, however alldenominations are not available in all forms.When ordetIng stamps, check Part 142, of thePostal Soivice Manual, for current available-denomiwitions and their use.

Airmail Stamps

AIRMAIL STAMPS serve a dual purpose:first, they indicate the amount of postage paid;and second, they indicate that an article is to besent by air transportation. No endorsement or1P.bel is necessary when airmail stamps areaffixed to letters. Postage and fees on airmailarticles may be paid by means of airmail orordinary stamps, but the postage on ordinarymail may not be prepaid with airmail stamps.

Airmail stamps will be your best seller,especially in book form. Airmail stamps areavailable in the same forms as ordinary stamps.Always check the Postal Service Manual or

90

POSTAL CLERK 3 & 2

current denominations and forms available, andorder in amounts according to your needs.

Commemorative Stamps

Commemorative sta. ips are issued in limitedqt.antities to focus attelition on historical places,events, or personag..s. The U.S. Postal Serviceencourages . the widespread use of these stampsto promote our ideals, progress, and heritage asreflected by the stamps. They do not replaceregular stamps of the same class, but areprovided upon request, when available.Although they may be issued in any denomina-tion, most commemoratives are issued at theregular first-class or airmail letter rate. Com-memorative stamps are sold and used on mailthe same as ordinary issues. They may be soldsingly, in plate number blocks (usually requestedin blocks of four), or in sheets. They are notavailable in book or coil form.

New stamp issues are announced by noticesdisplayed in the post office lobbies, in the PostalBulletin, through the press, and philatelicperiodicals.

Precanceled Postage

Precanceled stamps are ordinary stampscanceled in advance by the post office prior totheir sale. They may be used only after a permithas been issued by the Post Office Department.The use of precanceled stamps reduces the timeand cost of mail handling. Large business andadvertising firms are the most frequent users.Precanceled mail, sorted and tied in packages bythe mailer, requires less processing time in thepost office, and is therefore dispatched morequickly. Matter bearing precanceled stamps maybe mailed only at the post office that sold thestamps; therefore such matter is nut presentedfor mailing at Navy post offices.

Special Delivery Stamps

Special delivery stamps may be used only forpayment of the special delivery fee. An articlefor special delivery must still carry its regularpostage, prepaid. An article of mail sent byspecial delivery is given preferential handling tothe extent practicable in dispatch and trans-

portation. Prepayment of the special delivery feemay be made by special delivery stamps,

ordinary postage sta,nps, or meter stamps.Special delivery stamps may be sold singly, or insheets, but they are not available in book or coilform.

86

Postage Due Stamps

Postage due stamps are used on mail that doesnot have the postage fully prepaid by the sender,and on forwarded or returned mail of thesecond, third, and fourth classes. The mailingoffice endorses the article POSTAGE DUE andindicates the amount that the article is shortpaid. TI,e delivery office affixes postage duestamps and cancels them before delivery. Theamount due is then collected in cash from theaddressee. The canceled postage due stampserves as a receipt to the patron.

Postage due stamps are for post office useonly and are not valid for the prepayment ofpostage or fees. However, postal clerks may sellthem to patrons for collection purposes only.They are also available to the public for stampcollections from the Philatelic Sales Unit, CityPost Office, Washington, D.C. 20013. Onlyorder postage due stamps as required by yourneeds. Check Part 142, of the Postal ServiceManual for current available denominations.

STAMPED PAPER

Postal cards, stamped envelopes, and Aero-grammes, are examples of stamped paper. Anyor all of these items may be issued to you as apart of your stock. The denominations, sizes,and prices shown on them are those presently ineffect. Remember that they are subject tochange, and keep yourself informed as to theirstatus. Part 141 of the Postal Service Manual isthe authority for this information.

Postal Cards

Post card or postal cardwhat's thedifference?

Post cards are purchased from businesssources, and must have a United States postagestamp affixed prior 41 mailing.


Postal cards are purchased from post officesonly, and they are prestamped. Their costincludes the postage Oarge. Check the PostalService Manual for current selling prices.

The different types of postal cards availableare as follows:

Domestic regular single (available also insheets of 40).

Domestic commemorative single.Domestic airmail single.Foreign regular single.Foreign airmail single.Domestic regular reply.

Stamped Envelopes

Stamped envelopes are made of high gradepaper that will withstand any ordinary handlingto which a letter may be subjected.

There are four different types of planstamped envelopes:

RegularWindowPrecanceledAirmail

Printed stamped envelopes, containing a re-turn address, are also available upon specialrequest through civil post offices. The envelopesare ordered through the post office, and thenecessary printing is done by a printing con-tractor. They are available in the same types,sizes, and denominations as the plain stampedenvelopes, but their price is slightly higher.These envelopes are available in boxes of 500.

Regular Envelopes.Regular plain stampedenvelopes are available in several different de-nominations. Prices vary according to currentpostal rates. Two sizes are available in eachdenomination, size No. 6 3/4 and size No. 10.Single stamped envelopes, in either size and ineither denomination, are sold for the value ofthe postage stamp, plus 2 cents. When orderingor selling stamped envelopes at a Navy postoffice, the accountable price will always be atthe single envelope rate, rerrdless of the quanti-ty purchased. Reduced prices are available at

U.S. Civil post offices when envelopes arepurchased in multiples of 500.

Window Envelopes. Window envelopes havea glazed portion of such a texture as to allowmaximum transparency through which the ad-dress, contained on the matter enclosed, may beseen. Nothing but the name, address, and anykey number used by the mailer may appearthrough the address window. Window envelopesare generally used by business firms to avoidhaving to address regular envelopes. It is unlikelythat you will have any requests for theseenvelopes, but if you have consult the PostalService Manual for size and denominationsavailable. Window envelopes are also orderedand sold by Navy post offices at the singleenvelope rate.

Pr ecanceled envelopes.Precanceled enve-lopes are sold only to nonprofit organizations orassociations covered in Part 134.5 of the PostalService Manual. Since these nonprofit organiza-tions or associations do not present mail at amilitary post office for mailing, you will not beable to order or sell this type of envelope.

Airmail' envelopes. Airmail envelopes bear adistinctive design and lettering, in addition tothe airmail postage. Two sizes are available, sizeNo. 6 3/4, and size No. 10. Airmail envelopes, ineither size, are sold for the value of the airmailstamp, plus 2 cents each, when sold in lots ofless than 500 envelopes. Reduced prices areavailable when the envelopes are sold inmultiples of 500. Consult the Postal ServiceManual for the effective price. If you carry theseenvelopes er. °hat your patrons understandthat they are for airmail only.

Aerogrammes

Aerogrammes (air letter sheets), which can befolded into the form of an envelope and sealed,may be sent by air to all countries. These sheets,bearing imprinted postage, are sold at all postoffices. No enclosures are permitted. The use oftape or stickers to seal aerogrammes isprohibited. Aerogrammes may be sent underregistration on payment of the required registryfee in addition to the postage. Refer to the

POSTAL CLERK 3 & 2

International Mail, Publication 42 for currentprice.

Reply Coupons

International reply coupons offer a means ofsending postage that may be used in a foreigncounty. Every country requires that its ownstamps be used on mail originating therein.Member countries of the Universal Postal Unionpv..chase international reply coupons from theInternational Bureau of the Universal PostalUnion and sell them at their respective postoffices. The selling price currently in the UnitedStates is 22 cents each. One of these coupons isexchangeable in any other member country for astamp or stamps representing the internationalpostage on a single-rate surface letter. Uponpresentation of a sufficient number of coupons,the stamp or stamps received in exchange maybe used to prepay an international airmail letter.

International reply coupons (in French,Coupon-Response International) are printed inblue ink on paper having in the watermark theletters UPU in large characters. Each coupon isimprinted at the time of purchase from theInternational 13'...reau with the name of thecountry, in French and in the native languageand the selling price in the country of issue.Coupons printed prior to January 1, 1966 havethe circles for the postmarks of the selling andexchanging post offices on the left-and right-hand sides; those printed after January 1, 1966have both these circles on the right-hand side.The issuing office postmarks the left-hand circleof the old style coupons Ind the upper circle ofthe new style coupons. The period of exchangeof international reply coupons is unlimited.

Reply coupons are requisitioned from th,.;same source you obtain your postage stamps.Reply coupons formerly issued by the PostalUnion of the Americas and Spain are no longervalid. These coupons are printed in green inkand bear the caption Cupon Respuesta Americo-Espanol.

Special Cancellations

On occasion, you will be requested by stampcollectors to furnish them with special philateliccancellations. Requests for postmarks on

88

93

philatelic covers may be complied with exceptwhen precluded for security or other militaryexigencies, or when it appears they are to beused for commercial purposes, Cooperate withcollectors by furnishing clean and legible post-marks, and by giving special attention to mailbearing an endorsement that it is of phigatelicvalue, or to a request for a light cancellation.You must cancel the stamps suffintly toprotect the postal revenue, but this should beaccomplished without excessive defacement.Stamps should be canceled with a minimum ofimpressions.

LX) NOT place postmarks on plain slips ofpaper or on plain cards that are submitted forphilatelic or other purposes.

Post cards, postal cards, and envelopes sub-mitted for philatelic or other purposes must bearcomplete addresses, and postage at the ap-plicable rate, for veu .to postmark them. Anayou have postmarked them, they may be eitherdispatched with other mail, or handed back tothe person presenting them. Requests forphilatelic cancellations on a specific significantdate or during a special event may be honoredproviding the event has been publicized and it isevident the cancellations are not Connected witha commercial enterprise. Covers may not be pre-or post-dated. The date of cancellation must bethe date shown in the postmark.

If any additional philatelic information isdeiced, consult the Philately sections of thePostal Service Manual.

PROTECTION OF STOCK AND FUNDS

You must keep your stamp stook in the mostsecure place possible at all times. At the salewindow, keep your stamps in a place inac-cessible to your patrons, and concealed fromtheir view. When you are away from thewindow, the cabinet or counter drawer must belocked. If there is insufficient room in the safe,stamped envelopes and postal cards may be keptin locked cabinets or locked drawers.

Funds must be kept in places inaccessible topatrons, and concealed frrm view. When fundsare not under continuous observation, placethem in receptacles securely locked. At night,


and when the post office is closed, place allfunds and stamp stock in your safe.

The directio, previously discussed for main-taining overall security of the Navy post officeapply; that is, keep the door locked wheneverpossible (particularly at night and at all othertimes when the post office is closed), and keepall unauthorized persons out. The safe combina-tion must be protected from disclosure. Onlythe Navy Postal Clerk or safe custodian shouldknow the combination, and the combinationshould be changed at certain specified times.

Bear in mind that the personal responsibilityfalls upon YOU, and act accordingly.

When you take over a stamp stock, have thesafe combination changed. When you arerelieved, remind your successor :fiat it must bechanged. Instructions for setting the combina-tion accompany most safes. If you do notunderstand these instructions, or if they are notavailable, ask the postal officer or the disbursingofficer for assistance, but do not disclose thecombination you select. In selecting combina-tions avoid such things as: phone numbers,birthdays, ships' hull numbers, multiples of five,ten, twenty, and simple ascending or descendingarithmetical series.

Here is how a record of the combination iskept: write the combination and the location ofthe safe on a sheet of papa; then place it in anenvelope marked "Combination to Navy PostalClerk's safeNot to be Opened Except by Orderof the Commanding Officer," or other suitablewording. Seal the envelope, and write yoursignature across the flap. This record of the. ombination is kept by the commanding officeronly. The envelope will be opened only in theevent of an emergency requiring that the safe beunlocked when for any reason, you are notpresent to unlock it. The same procedure wouldapply for an assistant Navy Postal clerk holdingstock.

ARRANGEMENT OF STOCK

Any workable arrangement of stamp stock,consistent with security and protection stand-ards, is permissible. The following proceduresmay prove helpful to you.

89

You may find it convenient to keep thestamps in a large scrap book, the pages of whichare slightly. larger than the sheets of stamps.Place individual denominations between thepages in numerical order, or in order of mostf.equently sold stamps. Tab the pages with eachdenomination.

It is very important that stamps be kept flat.Use a book, a piece of cardboard or flat metal,or any other heavy object to keep the stampsfrom buckling and curling. In humid elimacesand during the summer, it may be helpful toplace sheets of. waxed paper between the sheetsof stamps to prevent them from sticking to-gether.

Ordinarily, you will use a stamp drawer whenselling stamps over the counter. Separate themost commonly sold stamps into strips of ten.and place them in the separate compartments ofthe tray. Except on paydays and other dayswhen stamp sales are heavy, do not separatemore than one or two sheets of a particulardenomination at a time. Keep the full sheets ofstamps in a separate drawer or under the stamptray.

Your stamp drawer will ordinarily have com-partments for coins and bills. Place the coins inthe front compartment, where they will beready accessible to you for making change. Placethe bills in the large compartments. If space isavailable keep your books of stamps in thestamp drawer also.

Keep your envelopes and postal cards in alarge compartment near your stamp window.Never open more than one box of a kind at atime; when your stock is checked, unopenedboxes are much easier to count.

You will sell stamps over a counter or througha window, depending upon the size and layoutof your post office. In many offices the countermay serve both as stamp and parcel postcounter.

Windows which are separate from the parcelpost counter should always be grilled. Thegrating may be small iron rods, heavy steel mesh,or strong wooden strips. Two inches betweenthe bottom of the grill and the counter issufficient space to operate, but it is not enoughspace o allow a person to reach in at arm'slength. Even so, when you are open for business,do not leave any stamps on the counter.

94

BEST COPY AVAILABLE

POSTAL CLERK 3 & 2

PURCHASE OF POSTAGE

Postage and fees must be paid for in validUnited States money. Do not accept checks,foreign money, or mutilated money. If you donot have the necessary change on hand, theexact amount of the purchase must be paid bythe patron. If the purchaser wants a receipt forthe money he has paid for postage and fees, heshould prepare the receipt in advance, and thenyou may sign it or stamp it after payment.

SELLING STAMPS

Experience will soon enable you to sellstamps and other items rapidly and withoutmaking errors.

Postal counter work is one of many importanttasks you will be performing. This type of dutyis essentially one of public contact, requiringbusiness-like behavior and service that is COUR-TEOUS and EFFICIENT. A thorougi. knowl-edge of postal regulations concerning the typesof postal services offered, and the appropriatepostage rates, is also required.

The following procedures may prove helpfulto you when your window announces "OPENFOR BUSINESS."

Collecting Money

When selling stamps one important point toremember is. to collect the money before hand-ing out the stamps. Another point is always tokeep the money handed you in sight until thetransaction is completed. This will avoid anyconfusion or disagreement between you and thepatron about the amount given you After youhave made change, count it out to the patron asyou hand it to him. This will serve to double-check your computation.

You should complete all necessary postalfinancial transactions in the presence of themailer.

Select Suitable Denominations

When you are selling stamps, especially thosefor use on a parcel post package, always usethose of the highest suitable denomination. For

example, don't use eight 5's or four 10's, whenone 40, or two 20's would suffice. Do not selldamaged, defective, or soiled stock. Sell yourolder stock first, to minimize spoilage.

Separating and Delivering Stamps

Before separating a sheet of stamps, fold(crease) them on the lines along which you willseparate. Then separate along the perforations,being careful I.ot to tear any stamps. You willrecall that damaged stamps are not good forpostage. Start LO, the top as shown in figure 8-1.Separating from bottom to top usually results instamps becol.-.1-: torn, so it is better to separatefrom top to bottom.

60.30Figure M.Separating stamps.

Deliver stamps to your patrons with thegummed side up to prevent the mucilage fromcoming in contact with the counter. This proce-dure is directed by postal regulation to keep thegummed side sanitary.

Some stamp collectors may ask you forPLATE NUMBER BLOCKS. These are the.stamps (usually in blocks of four) located onone corner of a sheet of stamps, with thenumber of the plate from which the stamps wereprinted, located in the adjoining margin. Somecollectors are especially interested in plateblocks of commemorative stamps. Plate numberHocks must not be removed in advance from alarge number of sheets for the benefit ofindividual purchasers. They may be set asidehowever, as sheets are broken for regular sale

9095


purposes, and sold as an accommodation to localstamp collectors. There is no additional chargefor this plate number.

AFFIXING STAMPS

Navy Postal Clerks are not peiznitted to affixstamps to mail. The mailer of the article mustaffix the stamps, and he should be so informedshould the question arise. Inform your patrons,when necessary, that the stamps must be affixedfirmly in the upper right corner of the addressside of the article. Any stamp partly concealedby an overlapping stamp may not be counted aspostage.

DAMAGED OR UNSERVICEABLESTOCK

You should not sell damaged stamp stock toyour patrons. If, however, damaged stock or thewrong denomination has been sold, such stockmay be exchanged by the purchaser. When thisis done, the exchange is always made in stamps,NOT IN CASH. Such stamps may be exchangedat full value.

Unserviceable and spoiled -,:amped envelopesor postal cards, if uncanceled, may be exchangedfor other postage-stamped paper as follows:

1. Stamped envelopes (mutilated no morethan is necessary to remove contents), forpostage value, plus value of postage added as aresult of rate increase or for additional service.

2. Unmutilated aerogrammes, for postagevalue less 1 cent.

3. Unmutilated postal cards, for 85 percent(current ree) of postage value, plus full value ofpostage ae Jed as a result of rate increase or foradditional service.

Certain other stamps and stamped paper maybe redeemed. These items are listed in Part 147of the Postal Service Manual.

Any exchangeable item may be exchangedonly for stamped paper, postage stamps,stamped envelopes, postal cards, or aero-grammesin fact any stamp stock that you sell,but not for money,

91

The following are nonexchangeable:

1. Adhesive stamps, unless mistakes weremade in purchasing, or stamps were defective orwere affixed to commercial envelopes and postcards.

2. Stamps cut from postal cards, stampedenvelopes, or aerogrammes.

3. Parts and pieces of postal cards.4. Postal cards, stamped envelopes, and aero-

grammes received for reply purposes.5. Mutilated and defaced stamps.

Redeemed Stock for Exchange

Submit your redeemed stock for exchange inmultiples of $1 where practicable, when you oryour postal officer have determined redemptiondesirable. Fill out PS Form 17, Stamp Requisi-tion, exactly as if you were making a regularorder, except that it should be prominentlymarked redeemed STOCK and should be submit-ted in triplicate.

When ordering new stamps required forstamps you are exchanging, order a whole sheetwhere practicable. On the reverse side, list thequantity, description, and total value (at theapplicable redemption rate) of stamps returned.Be certain to list the REDEMPTION VALUEcorrectly. Do not give the sale price. The stockbeing returned should be counted, prepared forshipment, and dispatched in the presence of awitness. Each shipment should be securelywrapped, sealed, and forwarded with the requisi-tion by official U.S. Postal Service registeredmail to: Postmaster New York, N.Y. ATTN:Accountable Paper Section, Room 3129, En-dorse the envelope REDEEMED STOCK on theface.

When the requisition is filled and returned toyou, have it witnessed and checked in the samemanner as any other shipment of stamps, asdescribed later in this chapter.

Damaged Stock for Exchange

Occasionally, you will receive damagedstamps in a shipment, and at other times youmay damage stamps while separating a sheet, orthey may become damaged by water or fire.

POSTAL CLERK 3 & 2

Su Ch stock must not be sold to he public, butmust be returned to your accountable post-master for exchange. This damaged stock isexchanged for the FULL VALUE. Submit abrief letter of explanation, and list the damageditems on PS Form 17, in triplicate.

Endorse the form DAMAGED STOCK FORREPLACEMENT. Have a witness verify yourentries in the same manner as described abovefor Redeemed Stock for Exchange, includingregistration. The address remains the same also.Endorse the envelope DAMAGED STAMPSTOCK on the face.

Your postmaster will replace damaged stockitem for item, and return it to you like anordinary requisition. When you receive thestock, process it the same as any other incomingshipment.

REFUNDS

Refunds may be made to a patron whenpostage or special service fees have been paid onmail and the service paid for is not rendered, orwhen more than the lawful rate is charged. Anexample of mail service not rendered occurswhen the service to a foreign country is suspend-ed, and the mail is returned to the sender. Anexample of charging more than the lawful ratecould be caused by your misreading the scales.Overcharging also occurs when postage is pre-paid on an article at the airmail rate, but thearticle is actually transported by surface means.In this case, the difference between the postagecomputed at the airmail and surface rates isrefundable. The fact that surface transportationwas used must be confirmed.

No refund may be made for registered orinsured fees after the mail has been accepted bythe post office even though it is later withdrawnby the senner from the mailing post office.

For other conditions that justify refund andthe amount of refund allowable, refer to Part147 of the Postal Service Manual.

Refund Applications

If a refund appears to be justified, the patronmay make application on PS Form 3533. Theform should be submitted, in duplicate, to your

92

accountable postmaster, itrith a statement certi-fying to the validity of the claim, together withthe envelope or wrapper, or the portion thereofhaving names and addresses of sender andaddressee, canceled postage and postal markings,or other evidence of payment of the amount of

'postage and fees for which refund is desired.Your postmaster will give you any furtherinstructions which may be necessary.

UNAUTHORIZED TRANSACTIONS

It is unlawful for those of you entrusted withthe sale or custody of postage stamps to use thestamps in payment of debts or expenses, or forthe purchase of any salable articles. Stamps mustbe sold for cash, but not for more or less thantheir face value.

Stamp stock funds must be kept entirelyseparate from all other funds in your possession,and mu. t not be mingled with any other funds,such as )ney order funds or your personalfunds. Your stamp stock funds must not bemingled with those of anyone else. They mustbe maintained separately by the individuals inwhose care they are entrusted.

Your personal property must not be stored inany containers assigned for the safeguarding ofpostal effects. You must not accept deposits ofmoney or other articles for safekeeping.

FIXED CREDIT

Stamps and stamped paper are issued by theaccountable postmaster to both civilian andmilitary post offices in the form of FIXEDCREDIT. Fixed credit is a term that you willfind referred to many times. This term is definedas the TOTAL amount of postage stamps(sheets, books and coils), stamped paper (postalcards, stamped envelopes, and aerogrammes),and stamp funds, carried by a post office.

The total amount of fixed credit carried by aNavy post office depends upon the estimatednumber of persons to be served. This amount isapproximately $7 per person. A portion of thetotal fixed credit is advanced to the accountablePostal Clerk. Usually this portion amounts to$700, but it may be increased (and later

97


decreased) when deemed necessary by yourcommanding officer. The remainder of the fixedcredit is held by the designated custodial officer.

As the stamps are sold, the cash from stampsales becomes part of the fixed credit. As theamount of stamps on hand decreases, theamount of cash on hand, as stamp funds,increases; but the total remains constant. Thefunds are remitted, by check, to the accountablepostmaster; new stock is ordered, and uponreceipt, the stamps become a part of the fixedcredit, and the cycle starts over again.

You must produce the full amount of thecredit in stamp stock or funds when you arecalled upon by proper authority to do so.

Establishing Original Stamp Stock

The procedures for requesting establishmentof a Navy post office (see ch. 4) includeestablishing your original stamp stock.

The amount of the original stamp stockdesired by the commanding officer is specifiedin the letter requesting establishment of theNavy post office. At the approximate rate of $7per person served, the total amount will be atleast $1,000. This amount should be increased inproportion to the size of the crew or personsserved, so that a large aircraft carrier wouldcarry an approximate total fixed credit of$30,000.

When a Navy post office is established aboardship or at an overseas naval activity, the account-able postmaster will issue the original stampstock without submission of a stamp requisition.It will be forwarded by official registered mail.

Receipt of Stock

The shipment of original stock is addressed tothe commanding officer, and, upon receipt, itmust be opened only by an officer designated inwriting by the, commanding officer. The officeris usually the disbursing officer or the postalofficer. This officer is the custodian of the mainstamp stock.

The custodian of the main stamp stock shouldopen the shipment in your presence. Jointly,verify the contents of the shipment against theenclosed invoice to ensure that the contentsagree with the items listed. Both you and the

93

custodian sign the invoice in ink, also notingthereon the date received and the registrationnumber. Retain the duplicate of the invoice inyour post office files for record purposes.

The fixed credit and other postal effects willusually be received prior to the authorized dateof establishment of the post office. The custo-dial officer will provide receipts to the account-able postmaster for those items requiring themand retain the fixed credit and other postaleffects in his possession until the date ofestablishment when they will be turned over toyou so the post office may commence business.

After you have received the original stampstock and verified it with the custodial officer,prepare OPNAV Form 2700/3, report of Inspec-tion and Audit of Postal Clerk's accounts, beforeyou commence post office operations. Thisreport will be prepared and submitted on theauthorized date of establishment of the postoffice to show the status of the postal effects onthat day. An original and three copies areprepared. Upon completion of the form, allcopies must be signed . by you, the custodialofficer, and the postal officer. The commandingofficer need sign only the original.

Prepare in duplicate, PS Form 3367, FixedCredit Receipt, signed by the accountable PostalClerk, for the entire amount of the fixed credit.The original is attached to the original ofOPNAV Form 2700/3 and the duplicate isattached to the post office file copy of OPNAVForm 2700/3.

Forward the original of OPNAV Form 2700/3with the PS Form 3367 attached to the account-able postmaster, addressed in accordance withcurrent instructions. One copy each of OPNAV2700/3 is forwarded to the Chief of NavalOperations (Postal Affairs Section) and one tothe Chief of Naval Personnel (code F3213). Acopy of both forms is retained in the post officefiles.

Custody of Stock

A safe in which to keep the fixed stamp creditassigned to you will be provided before youreceive the stock. Remember that you will bethe sole custodian of the postal effects issued to,you, and that you are wholly responsible f.irtheir safekeeping at all times, except when you

POSTAL CLERK 3 & 2

deliver part or all of them to another custodianand obtain a proper receipt.

The actual need for the conduct of postalbusiness will determine the amount of stampfixed credit that your commanding officer au-thorizes to be advanced to you. This amount, inmost cases, will be $700 but it may be increasedor decreased when the commanding officerdeems it necessary. If he should decide that it isnecessary for you to have more than $700 of thestamp fixed credit, he will specify the amountb'y WRITTEN AUTHORITY addressed by titleto the accountable Postal Clerk of his command.Copies of this authorization are forwarded tothe Chief of Naval Operations and your account-able postmaster. Retention by you of more than$700 of the stamp fixed credit is also noted inthe appropriate space on OPNAV Form 2700/3.When it is no longer necessary for you to retainthis increased amount, the authorization will bewithdrawn in the same manner as it was in-creased, in writing.

After the determination has been made, theofficer custodian will turn over to you a supplyof stock in the amount authorized. In hispresence, verify the amount of the stock, ensur-ing that the total is correct. When the count iscompleted, prepare PS Form 3367, Fixed CreditReceipt (fig. 8-2) in duplicate for the amount offixed credit the custodial officer is retaining inhis possession. The custodian receives the dupli-cate; you retain the original. Should the custo-dial officer be the disbursing officer, he willfurnish you a Safekeeping Deposit Receipt

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80.31Figure 62.PS Form 3367 Fixed Credit Receipt

endorsed "Postage Stamp Fund" in lieu of thePS Form 3367. The custodial officer should alsosign in the appropriate place on UPNAV Form2700/3 and enter the amount of fixed credit hehas retained in his custody. This includes bothstamp stock and cash.

If you issue stock to your assistants be sure toobtain a receipt. In this manner, you will holdreceipts for all stamp stock and stamp funds notin your custody, whether held by the custodialofficer or by your assistants. Considering whatyou have in your possession and what is in thecustody of others, ensure that you maintain acontinuous chain of receipts to cover the totalfixed credit.

In order that business may not be suspendedduring your absence, for such reasons as mailtrips, leave, or liberty, you may find it necessaryto issue a portion of the fixed credit to one ormore of your assistant Navy Postal Clerks.Should this become necessary, you may issuestamps and stamped paper to your assistants,not to exceed $700 per assistant. The issuance isverified jointly. Upon completion of the verifica-tion, each assistant will give you a receipt for thestamp stock you have issued him on PS Form3367, or a similar form. You get the original ofthe form; the assistant retains a copy.

Each assistant Navy Postal Clerk must befurnished a suitable separate locked receptacleto be placed in the post office safe for safeguarding postal funds and stamp stock assigned tohim. If necessary for an assistant Navy PostalClerk to retain more than $700 the amount isspecified in writing by the commanding officerin the same manner as that prescribed for theNPC. The authorization is similarly withdrawnwhen no longer needed.

Change in Custody

Whenever a change in custody of postaleffects occurs, an inspection and an audit aremade, and a report is submitted on OPNAVFORM 2700/3, Report of Inspection of PostalClerk's Accounts. A PS Form 3367, FixedCredit Receipt, must also be furnished theaccountable postmaster in the manner describedearlier in this chapter each time an accountablePostal Clerk 'is designated. Additional instruc-tions on when and how to complete this form,


and an illustration of a completed form, arecontained in chapter 15 of this course.

REPLENISHMENT

For replenishment purposes, the amount offixed stamp credit of your Navy post office isdivided into two groups:

1. The PORTION of the individual fixedcredit in your custody and in the custody ofeach assistant.

2. The TOTAL of the fixed credit of youractivity's Navy post office. Stamp stock for eachof these two groups is replenished as describedbelow.

Individual Fixed Credit

Unless otherwise authorized by your com-manding officer, the PORTION of individualfixed stamp credit in your custody is replenisheddaily, near the close of business. This is done byexchanging stamp funds from the sale of stampsthat day for stamp stock from the designatedofficer custodian. With $700 fixed credit, ap-proximately $30 should be retained for changepurposes. Large fixed credits should retain agreater amount for change, however the amountof cash in any individuals fixed credit shouldnever exceed one-fourth of his credit. Theremainder of the cash should be exchanged forstock.

Activity Fixed Credit

Replenishment of part of the TOTAL fixedcredit of your NPO is more detailed than thedaily method of replenishing individual fixedcredit mentioned above. Replenishment is re-quired whenever the accumulated cash amountsto 25 percent (1/4) of the TOTAL fixed creditcarried. For example, if your TOTAL fixedcredit amounts to $1,000 replenish when thecash on hand reaches $250 if the total amountsto $5,000 replenish when the cash ,cn handreaches $1,750. In determining the avuolInt ofstock needed, consider the facilities, tor theprotection of the stock, normal stock require-ments, and the amount of time required to have

95

1.00

a requisition returned. If your ship is scheduledfor an extended cruise, submit your replenish-ment requisition at least 6 weeks before sailing,to ensure that the stock is on board before yourdeparture. This 6-week's lead time also coincideswith tiv.: rc guest for an increase in fixed credit,which is usi:ally necessary prior to deployment.Increase o.z axed stamp credits is covered later inthis chapter. Your fleet, force, and type com-manders may also promulgate supplemental in-structions on replenishment of stamp stock priorto deployment.

Replenishment Guidelines

Experience will soon teach you which stampsare in heavy demand. In all probability, Navypost offices in ships and at overseas activitieswill use more airmail stamps than ships andactivities that are stateside. Also to be consid-ered is the increased mailing prior to holidays,particularly Mother's Day, Father's Day, Easter,Christmas, and New Year's Day. Anticipate yourneeds, and always keep a supply of the bestsellers on hand.

Your first step in ordering is to determinehow much cash you want converted into stampstock. Then, see which denominations are inlowest supply. These should come first inmaking up your list. To minimize errors, try toorder as few different items as possible at eachtime.

The Postal Service Manual also lists minimumand maximum quantities that may be ordered.To the extent practicable, govern yourself bythe tables of standard packaged quantities, ormultiples thereof, when submitting requisitions.DO NOT requisition less than the minimumquantities or more than the maximum quantitiesshown.

In determining the quantities to be ordered,remember that most of the stamps you handleare issued in sheets of 50 or 100. Order stampsin full sheets. Refer to the appropriate part ofthe Postal Service Manual when requisitioningstamps for proper denominations and quantity.If there are 100 stamps per sheet, order inmultiples of 100; if there are 50 stamps persheet, order in multiples of 50. Stamped envelopes are available in boxes of 500.

POSTAL CLERK 3 & 2

In all cases when you requisition stamps,adjust the amount of the requisition wheneverpossible, to permit ordering stamps in at leastfull sheets and postal cards, envelopes, andbooks of stamps in full box lots.

STAMP REQUISITIONS

Requisitions are prepared and submitted onthe prescribed form in accordance with theprocedures discussed below.

Form

Stamps are ordered on PS Form 17, StampRequisition, which is prepared in triplicate. Theform is perforated and is designed to be foldedin half and prepared in duplicate, but Navy postoffices prepare an additional copy. To obtainthe additional copy, simply fold another Form17 along the perforated line and separate thesheets.

Procedures

Number your stamp requisitions in sequence,beginning 1 July of each year. Place the requisi-tion number at the top of the form. Enter theother required information at the top of theform. Make certain that the name of your postoffice is entered correctly and clearly on the linemarked "Post Office." Next, list the quantity ofeach item in the left column, and the value inthe right, making certain that each entry is inthe proper line. List the value of each item asyou go along. Total the values and then checkyour figures. (See fig. 8-3.) After you havecompleted the requisition, always recheck tomake certain that the entries are aligned, thatthe multiplication is correct, and that the values;have been correctly totaled.

The disbursing officer will transfer cash tocover the total value of the items requisitionedfrom the stamp fund to his account, and willthen issue you a U.S. Treasury check in ex-change. Prepare the remittance for dispatch inthe presence of a witness. Have the postal officeror your assistant act as a witness. Ask him tocheck all entries, and sign his name on theretained copy of the requisition. With the

witness still present, enclose the order and thecheck in an official envelope, and seal it secure-ly.

The original stamp requisition and one copythereof, togethei with the remittance check, areforwarded to the accountable postmaster byofficial registered mail. Write the registry num-ber under which the requisition is dispatched,the serial number and disbursing officer symbolnumber, and the amount of the Treasury checkon the triplicate copy of the PS Form 17 thatyou rett.i.n.

If your Navy post office is a branch of theNew York, N.Y., post office, the current mailingaddress for requisitions is Post Office Box10,000, General Post Office, New York, N.Y.,10001, but you should check the Navy PostalInstructions for the current address at the timeyou order.

RECEIPT OF STOCK

The accountable postmaster who fills therequisition will return the duplicate copy toyour post office with the postage stamp stockby registered mail. As soon as possible afterreceipt, the package will be opened in yourpresence by the custodial officer. Count thesheets and books of stamps, but check the postalcards and envelopes by the carton. Care must betaken that postage stock is not discarded withthe wrappings. After you have counted all theitems have the custodian verify your count.Compare the amount listed on the duplicatecopy of PS Form 17 with the retained copy ofthe requisitions in your files.

If found to be correct, sign in ink on the"Received" line at the top of the requisition,and have the custodian sign below your name.Also enter the date received, and the registrationnumber of the shipment. After verification andcompletion of the above entries on the duplicatePS Form 17, you may destroy the triplicatecopy and file the duplicate copy of the form.

The next step is to record receipt of theshipment of your stock records, PS Form 3295,Daily Record of Stamps, Stamped Paper, andNonpostal Stamps on Hand (fig, 84). A separateform is used for"eicit -delidhlinatioti and type of

961:01.

BEST COPY AVAILABLE


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stock to maintain a perpetual inventory of themain stock. The form has a column for the date,a section showing the quantity received andissued and a balance section showing the quan-tity remaining on hand and the value thereof. Itis recommended that 2 copies of each form beprepared, one to be retained by the custodialofficer and one for the NPC. By proper use ofthese forms, especially in posting the receipt andissue of stock when they take place, the amountof the fixed credit not in the custody of theNPC can easily be determined at any time. Whenyou replenish your stamp supply from thecustodial officer, compare your PS Form 3295

60.33

with that held by him to ensure that the formsagree, and that an accurate balance is presented.

If a discrepancy is found when the shipmentis received, report the facts immediately to youraccountable postmaster and the Chief of NavalOperations. A copy of the report is filed in thepost office, and the amount of the discrepancyis carried as "in transit" pending adjustment.The wrapper of the package, or the shipping caseif envelopes are involved, must be carefullypreserved until the matter is adjusted. Uponfinal disposition of the case, carry out theinstructions given you by the accountable post-master and CNO.

ib3


INCREASING OR DECREASINGFIXED CREDITS

You should keep sufficient postage stampsavailable to meet the anticipated needs of yourship or station.

As conditions warrant, request increase ordecrease of your fixed credits. An increaseshould be made, for example, prior to departureon an extended cruise of 3 months or more. Ifyour ship is to depart on a midshipman cruise,consider the additional personnel on board whenrequesting the increase. If an air group or aMarine detachment is to be embarked, also takethis into consideration.

Your fleet, force, and type commanders mayalso promulgate supplementary instructions onincreasing your stamp stock prior to deploy-ment, and on decreasing upon return fromdeployment.

A request for an increase in the stamp fixedcredit and reductions thereof should be inmultiples of $500.

OPNAV Form 2700/3 Report of Inspectionof Postal Clerk's Accounts, when properly com-pleted and distributed upon the receipt of anincrease in stamp fixed, or upon reduction ofthe credit, is acceptable in lieu of the regularmonthly report for the month in which made.

Increase

A request for an increase in stamp fixed creditis made in letter form by the commandingofficer to the Chief of Naval Operations (PostalAffairs Section), who will request the U.S.Postal Service to furnish the increase. The letterwill be prepared by post office personnel or oneof the other offices, depending upon localpractice. The request for additional stamp creditshould state the amount of increase desired, thenew fixed credit resulting therefrom, the reasonfor the request, and the date by which theadditional stamp stock is required. Any otherinformation required by Postal Instructionsshould be included. As an enclosure to theletter, include PS Form 17, Stamp Regulation,

duplicate, listing the quantities and denomina-tions of stamp stock desired to make up theincrease in credit. Prepare a triplicate of thestamp requisition to be retained in your files.

144

Upon receipt of the increased stamp fixedcredit, complete and distribute OPNAV Form2700/3 Report of Inspection of Postal Clerk'sAccounts, in accordance with current instruc-tions, as a receipt for the fixed credit. Be sure toattach a new PS Form 3367, Fixed CreditReceipt, to the original and your, file copy ofOPNAV Form 2700/3 in the amount of thetotal fixed credit resulting from the increase.Verification and other procedures upon receiptof this stock are the same as those employedwhen stamp stock is regularly replenished.

Decrease

When the need for the increased credit *nolonger exists, the fixed stamp credit should bereduced. It may be reduced without furtherreference to the Chief of Naval Operations. Thisreduction is accomplished by returning theundesired portion of the credit by officialregistered mail to your accountable postmaster.Include a letter of explanation to the account-able postmaster, identifying your post office,the amount of stamp stock returned, theamount of the U.S. Treasury check included(remittances must not be in the form of cash),and the amount of fixed credit remaining.Stamp stock to be returned is listed on a PSForm 17, Stamp Requisition on the side of theform captioned "Return Stamps." OPNAVForm 2700/3 Report of Inspection of PostalClerk's Account!, accounting for the new fixedcredit, is completed at the time the credit isreduced and distributed in accordance withcurrent instructions. Attach a PS Form 3367,Fixed Credit Receipt, to the original and postoffice copy in the same manner as for anincrease in the fixed stamp credit.

The following procedures are applicable toNavy post offices that are branches of the NewYork, N.Y. post office:

Address the above-mentioned letter of expla-nation to the Postmaster, New York, N.Y.,attention: Superintendent, Accountable PaperSection, Room 3133.

If the entire amount of the reduction in fixedcredit, or a part thereof, is to be accomplishedby the remittance of a U.S. Treasury check, thecheck must be accompanied by a copy of the

POSTAL CLERK 3 & 2

above-mentioned letter of explanation, advisingof the reduction of credit, and is forwarded byofficial registered mail to Post Office Box10,000 General Post Office, New York, N.Y.,10001.

When stamp stock is returned to accomplishthe entire amount of the reduction in fixedstamp credit, or a part thereof, the stamps areaccompanied by PS Form 17, listing the re-

turned stock and identifying the return as areduction of credit, and is forwarded by officialregistered mail to Postmaster, New York, N.Y.,attention: Accountable Paper Section, Room3129.

Furnish the Chief of Naval Operations a copyof the letter explaining the reduction of thefixed credit, and a copy of the OPNAV Form2700/3 accounting for the new fixed credit.

120iorie

CHAPTER 9

POSTAL MONEY ORDERS

At the time this manual was being preparedfor the printer, the U.S. Postal Service was in theprocess of converting to a new money ordersystem. The new system began in May 1973 inthe first-class post offices in the Eastern region.Conversion of the military services was expectedto begin about November 1973.

Information on the new system is beingpromulgated through Postal Bulletins. Navy

106 101

postal personnel should remain on the alert forcharges to Chapter 7, Section 5, of the U. S.

Navy Postal Instructions (OPNAV Instruction2700.14C).

Study the new instructions as they come out.They will tell you how to process money ordersunder the new system and you may be ques-tioned cut them in your advancement examina-tion. '

CHAPTER 10

INTERNATIONAL MAIL

International mail is mail addressed to aforeign country and handled through a foreignpostal administration. International conditionsand restrictions usually do not apply to domes-tic mail matter transmitted to or from a Navypost office located in a foreign country.

One United States civilian or military postoffice in an area is authorized to exchange mailwith foreign postal facilities, and mail from thearea is routed to this designated post office forexchange.

International mail service differs from domes-tic mail service in many ways. For example, thefour classes of domestic mail do not apply andthe types of matter that may be mailed andconditions under which they are acceptable formailing may vary for different countries.

No matter what class of mail you may behandling, if it is international mail, be sure torefer to U.S. Postal Service Publication 42,

International Mail, which contains the rates andconditions governing all mail to individual for-eign countries.

OFFICIAL CORRESPONDENCE

Navy post offices are not permitted to corre-spond directly with officials of postal adminis-trations of other countries. All letter inquiriesfrom foreign postal officials are to be referred tothe Chief of Naval Operations, Postal AffairsBranch.

The above limitation is not to be construed asa restricting of the authority of area command-ers or commanding officers to conduct negotia-tions with host countries for the establishmentof Navy post offices, or to make arrangementswith host countries for the direct excitinge ofmail.

102

INTERNATIONAL POSTAL SERVICE

International postal service consists of thoseservices provided member countries under theprovisions of the Convention of the UniversalPostal Union and the Convention of the PostalUnion of the Americas and Spain, and bilateralInternational Parcel Post Agreements betweenthe United States and the other countries.

Universal Postal Union

The provisions of the Universal Postal Union(UPU) cover the rules for the exchange of allmail, except parcel post. They stipulate general-ly how each member country will accept andhandle another member's mail in its postalsystem, and define the categories of mail,conditions of mailing, special services, and han-dling charges.

Postal Union of the Americas and Spain

The provisions of the Postal Union of theAmericas and Spain (PUAS) cover the exchangeof mail, including parcel post, between membercountries which are listed in Part 112 of PS Pub42. Special provisions applicable to the exchangeof mail of member nations are noted later in thischapter as the various categories of mail arediscussed. Generally, the 'provisions of PUASallow a more liberal exchange of certain cate-gories of mail among member nations than doesthe UPU. When provisions of the PUAS apply tointernational mail addressed to member nations,they are noted in each case; otherwise, theprovisions of the UPU apply.

Categories of International Mail

The two major categories of internationalmail are Postal Union Mail and Parcel Post.

Chapter 10INTERNATIONAL MAIL

Postal union mail is further divided into twocategories, .0 mail and AO mail.

POSTAL UNION MAIL

LC mail includes letters, letter packages, postcards, and aerogramma. These are described asfollows:

Letters and letter packages are the same asfor domestic mail. (See ch. 5.)

Post cards are unfolded sheets of card-board, rectangular in shape and of uniformthickness, and should be of a light color thatdoes not interfere with legible address andpostmarking.

Aerogrammes (air letter sheets) are singlesheets of folded paper in the form of anenvelope with preprinted postage. They aresealed and may be sent by airmail to anycountry in the world.

AO mail includes printed matter, matter forthe blind, samples of merchandise, and smallpackets. These are described as follows:

Printed matter applies to all impressions orreproductions obtained on paper or materialssimilar to paper, parchment, or cardboard bymeans of printing, engraving, lithography,photography, or other easily recognizablemechanical process. Reproductions obtained bymeans of stamps with movable or immovabletype, and the typewriter are not consideredprinted matter.

Matter for the blind is accepted in Inter-national Mail as follows:

1. Books, periodicals, and other matter, in-cluding unsealed letters, impressed in Braille orother special type for the use of the blind.

2. Plates for embossing blind literature.3. Discs, tapes, or wires bearing voice record-

ings and special paper intended solely for the useof the blind, provided they are sent by oraddressed to an officially recognized institutionfor the blind. Although in domestic mail variousother articles are admitted free of postage asmatter for the blind, the only articles acceptedin international mail are those listed above.

1.08103

Samples of merchandise apply to the fol-lowing: electrotypes; single cut-out patterns;keys sent singly; fresh cut flowers; articles ofnatural history; tubes of serum andyaccine; andmedicaments of urgent need that are difficult toobtain. (This category is not discussed in detailin this chapter because Navy Postal Clerks willnot accept such articles.)

Small Packets offer a convenient and eco-nomical means for sending small quantities ofmerchandise, or documents not having the char-acter of current and personal correspondence.

Conditions Applicable To All Classes.Certain conditions are applicable to all classes ofPostal Union mail. These include preparing andaddressing, payment of postage, prohibitionsand restrictions imposed by member nations,and documentation necessary for dutiable ar-ticles.

Preparing and Addressing

Senders must prepare articles securely, takingparticular care when articles are for distantcountries. International mail is handled moreand is subjected to greater friction and pressurethan domestic mail. Therefore, it must beenclosed in strong envelopes or other wrappings.Envelopes of any light color on which theaddress and postmark will be legible may beused. Three-cornered envelopes are not permis-sible. Window envelopes meeting the conditionsas stated in Publication 42, are acceptable ininternational mail, except open-panel envelopes,and envelopes that measure less than 31/2 inchesin width and 51/2 inches in length. Open-panel,envelopes are acceptable only in ordinary un-registered mail to Canada. The use of envelopesmeasuring over 9 inches by 12 inches is notrecommended.

ADDRESSING.Mail articles should be ad-dressed in legible roman letters placed on theright side of the article, lengthwise. Sufficientspace should remain for the postage stamps orpost-paid impressions and any service labels ornotations required. If there is not enough spacefor all of the above, require the sender tore-wrap or use a larger envelope.

POSTAL CLERK 3 & 2

The name and address of the addressee mustbe written precisely mid completely. The namesof the locality and country of destination mustbe in capital letters. When sending mail to townsand cities, the house number and street address,or box number must be included.

Addresses in Russian, Greek, Arabic, Hebrew,Japanese, or Chinese characters must bear ininterlined translation of the names of the postoffice, province, and country of destination inEnglish. If the English form of the name is notknown, the foreign spellings should be shown inroman characters, print, or script.

The return address of the sender must beshown in the upper left corner of tt.e addressside of the mail. It mt st be placed in such a wayas not to affect either the clarity of the addressor the application of service labels or notations.

Postage

Articles must be fully prepaid to assuredispatch without delay and without penaltyagainst the addresso. Delivering post offices willcollect from the addressees of shortpaid lettersand post cards the amount indicated as "PostageDue" in United States currency by the receivingexchange office. The Canadian service appliesthe ratings on articles from that country. Youwill collect the amount due by affixing andcanceling postage dut,' stamps to the article atthe time of delivery. If an article bears a portionof U.S. Postage, the delivering office will sub-tract thin amount from the amount to becollected.

Postage should be applied on the address sideof the article in the upper right corner. Careshould be taken when placing the stamps on thearticle to make sure they are securely attached..If the postage stamps for some reason are notsecurely attached and are lost in transit, it couldcause the article to become "postage due,"requiring the addressee to pay additional postageto receive it.

Postage fees for special services may be paidby U.S. postage stamps or by meter stamps of abright red color. Precanceled stamps may beused in the same manner as for domestic mail.Airmail stamps may be used on airmail articlesonly, and special delivery stamps may be usedonly for payment of special delivery fees.

Postage may also be paid by permit imprints,which may be of any color, subject to thegeneral conditions for domestic mail. Permitimprints must show the amount of postage paid.

Reply coupons may be exchanged for stampsin payment of postage, or redeemed as describedin chapter 8.

Nonpostage stamps, labels resembling postagestamps, or impressions resembling post paidimpressions must not be used on the address sideof mail articles.

ARTICLES MAILED ABOARD SHIPS(PAQUEBOT). Mail posod aboard ships on thehigh seas must bear the postage stamps of thecountry whose flag the vessel flies. On arrival ata port, an officer of the ship hands the mail intothe post office of the port city, where thestamps are canceled and the mail dispatched. Ifthe stamps are foreign, the post office uses aspecial Paquebot postmark or applies the rubberstamp. Mail posted aboard a United States shipon the high seas, or aboard any ship while in aUnited States port, must bear United Statesstamps and is not entitled to Paquebot cancella-tion at a United States post office.

In certain cases, as a courtesy, mail fromforeign merchant vessels encountered on thehigh seas may be accepted by Navy post officesand dispatched through Navy postal channels, orheld until arrival at a United States port. Suchmail should not be postmarked, but should betied out separately, and the facing slip, pouch,or sack label marked to indicate that it isentitled to Paquebot cancellation.

Mailings Without Postage

Several categories of mail may be accepted forinternational mailing without postage undercertain conditions. Of these, Federal Govern-ment official mail, consular,. diplomatic, andPostal Service official mail are discussed inchapter 5. The limitations imposed on eachcategory apply to both UPU and PUAS mailunless otherwise noted.

Foreign Reply-Paid Cards

Reply-paid cards, as well as folded (double)cards are not accepted in international mail.

1091194,

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Prohibitions and Restrictions

A gel'.,nal list of articles prohibited or restrict-ed from transmission in the postal union mails is

listed under Part 213 of Publication 42. Beforeaccepting any article for international mail,always check Publication 42 under the indi-vidual country concerned for its specific prohibi-tions and restrictions.

Documentation

Each letter or letter package containing duti-able articles, prints dutiable in the country towhich they are being sent, and each smallpacket, must have a customs label, PS Form2976 (see fig. 10-1) attached. The form is not,under any circumstances, to be used on parcelpost packages, nor are parcel post forms to beused on Postal Unicn mail.

There are occasions when only the upperportion of the PS Form 2976 will be used. Thisis usually when the addressee does not want thecontents to appear on the outside of the article,or if the value of the article exceeds $100. When

CUSTOMS-DOUANEMay be Officially Opened

(Pout Stre avert d'ofne)

Detach and discard this portion if aaeparate declaration (Farm 2916 -A) etan :nvoica is enclosed in the package.

Contents in detail /wE ....

Na chandise Li ./ ...c/402-

$1,49hide net . ...iiitg.02 sNet welt, '

Value .48.41,For 76 16-07823-1 GPO

Flours 104,PS Form 2976, customs label.

60.68

using the upper portion of PS Form 2976customs declaration Form 2976-A is used inconjunction and will be enclosed with a com-plete description of all contents. See figure 10-2.Descriptions of a general nature are not allowed.

Whenever you accept mail for a foreigncountry check Pub 42 for the requirements fordocumentation for that specific country, to besure it is correct.

Rates and Conditions forSpecific Cases

Each class of postal union mail is subject tospecific rates, weight limits, and dimensions, andcertain classes have additional restrictions as tocontent mailable within those classes. Theserates and conditions vary according to country;they can be found in Pub 42 under the countryconcerned.

Letters and Letter Packages

The current postage rates for letters and letterpackages are found in Part 221 of Publication42.

The weight limit for letters and letter pack-ages to all countries is 4 pounds, euept Canadawhich is 60 pounds.

The maximum length of any ont article is 24inches, and the maximum length, breadth, andthickness combined is 36 inches. When sent inthe form of a roll, the length, (not to exceed 36inches), plus twice the diameter may not exceed42 inches.

The minimum dimensions are 5 1/2 inches inlength and 3 inches in width on the address side.For articles in the fora of a roll, the length maynot be less than 4 inches, or the length plustwice the diameter may not be less than 6 3/4inches. Articles having lesser dimensions areaccepted on condition that a rectangular addresstag is attached whose dimensions are not lessthan 4 by 2 3/4 inches.

Letters and letter packages may not containany documents having the character of actualcorrespondence addressed to persons other thanthe addressee or persons living with the ad-dressee.

Articles liable to customs duty (merchandise)may be forwarded in letters or letter packages to

105

110'

BEST COPY AVAILABLE

POSTAL CLERK 3 & 2

UNITED STATES POST OFFICE DEPARTMENToldrahoistratioa dos Pomo dos banUsois d'Afairidas

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VA. 110111111111IIIR MISTIINI OMNI I 11101 IP 1111111111

Figure 102,-PS Form 2976A, customs declaration.

certain countries, while others do not acceptsuch articles or accept only certain articles underspecified conditions. Consult the individualcountry in Publication 42 to make sure thearticle is acceptable for mailing.

The sender must complete and affix the greencustoms label, PS Form 2976, to the addressside of the letter or letter package. If he knowsthat the contents of the package are notdutiable, he may omit the form, but acceptancefor mailing is then at his risk. The U.S. PostalService assumes no responsibility for the treat-ment given the article by foreign customsauthorities. Omission of this form may result indelayed delivery and penalties against the ad-dressee, regardless of whether the contents aredutiable or not,

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The words "Letter (lettre)" should be addedon the address side of letters and letter packagesby the sender if, because of their size or mannerof preparation, they may be mistaken for matterof another class,

Post Cards

The basic requirements for post cards accept-able in international mail is the same as those fordomestic mail: they must be of a cardboard thatmeets the material and color specifications orpaper strong enough to withstand handling, asindicated in the Postal Service Manual. Postcards of private manufacture must hear on thefront the heading "Post Card," although this isnot obligatory for picture post cards,


Post cards consist of a single card sentunenclosed, without wrapper or envelope. Theright half, at least, of the address side of the cardis reserved for the address of the addressee andthe notations or labels relating to the service.The sender may use the back and the left half ofthe address side for correspondence or writing.Postage must appear on the address side, 'in theupper right corner of the card; otherwise thecard is treated as unprepaic.,. Undeliverable postcards are disposed of in the country of addressunless they bear the name and address of thesender.

Attachments or samples of merchandise maynot be joined to post cards. However, illustra-tions, photographs, stamps of any kind, labels,and clippings of any kind of paper or other verythin material, as well as address labels, may beglued to the back on condition that they do notalter the character of the post cards. Stamps ofany kind likely to be confused with the postagestamps, may be placed only on the back.

Reply-paid cards, as well as folded doublecards are not acceptable in the internationalmail. Double or folding cards are mailable ifthey are enclosed completely in an envelope.

Post card maximum dimensions are 6 inchesby 4 1/4 inches, while the minimum dimensionsare 5 1/2 inches by 3 1/2 inches.

Printed Matter

Printed matter is divided into four categorieseach having separate surface rates. They are: (1)regular printed matter, which includes printedmatter other than the three following categories;(2) books and sheet music; (3) second-classpublications; and (4) controlled circulation pub-lications. The current rates for each categoryand the weight and size limits are listed in Part223 of Publications 42. Senders must mark"Printed Matter" on the address side of theenvelopes or wrappers of packages paid atregular printed matter rates. On printed mattermailed at other than the regular rates, themarking must include its category, for example:"Printed Matter Books," or "Printed MatterSheet Music." Prints known to be dutiable LI thecountry to which addressed should have a greencustoms label, PS Form 2976 attached (see fig.104).

Postage on regular printed matter, books, andsheet music must be paid by means of postagestamps, meter stamps, or permit imprints show-ing the amount of postage paid.

Matter for the Blind

Surface items mailable internationally as"Matter for the Blind" are accepted as surfacemail free of postage.

Airmail items mailable internationally as"Matter for the Blind" are accepted as regularairmail articles, with prepaid postage at thecurrent airmail rate.

Items not acceptable as "Matter for theBlind" pursuant to Publication 42, are subject toregular international rates of postage.

Articles accepted as Matter for the Blind mustbe in unsealed envelopes or wrappers preparedso as to permit easy examination. The word"FREE" must be placed in the upper rightcorner, immediately above the words "Matterfor the Blind," on surface mail only. On airmailarticles, at the current airmail rate of postage,the words "Matter for the Blind" must be placedin the upper right corner near the stamps. If themail being accepted is from an officially recog-nized institution for the blind, the name of theinstitution must appear in the return address.

Weight and size limits, plus a complete list ofitems acceptable as "Matter for tie Blind" arelisted under Part 224 of Pub 42.

Small Packets

Small packets offer a convenient and econom-ical means for sending small quantities of mer-chandise, commercial samples, or documents nothaving the character of current and personalcorrespondence. Gramophone records, tapes andwires, whether bearing a sound recording or not,automatic data processing cards, magnetic tapesor similar items, as well as QSL cards sentbetween two Ham Radio operators, providingthey contain no sounds or notations having thecharacter of correspondence, may also be sent.

Small packets may not be sealed and thesender must mark in bold letters on the addressside of the packet the words "Small Packet" orits equivalent in a language known in thecountry of destination.

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Some enclosures are permitted such as asimple invoice or a slip showing the names andaddresses of the sender and the addressee of thepacket.

Items prohibited as enclosures are matterwhich contain written or sound recorded com-munications having the character of currentpersonal co respondence; coins, bank notes,paper money, canceled or uncanceled postagestamps, or values payable to the bearer; manu-factured or unmanufactured platinum, gold, orsilver; precious stones, or other precious articles.

Maximum and minimum dimensions are thesame as for letter mail and the weight limit is 2pounds unless otherwise indicated under thecountry item in the appendix of Pub 42.

Treatment of Outgoing Postal Union Mail

Outgoing Postal Union mail should be han-dled according to prescribed procedures toensure that it is properly dispatched. Shortpaid,unpaid, and improperly prepared mail can large-ly be avoided if these procedures are followed.When accepting Postal Union mail for dispatch,be certain that all applicable requirements havebeen met. For example:

Has the article been properly addressed?Has the required postage been affixed to

the article? Don't rely on your memory; alwayscheck the applicable rates.

Is the article within the prescribed weightlimits for the country to which it is beingdispatched?

Are the dimensions of the article within theprescribed limits of the country to which it isbeing dispatched?

Has the article been properly prepared? Isit sealed or unsealed as its class requires?

Is the matter admissible for mailing as theclass that the sender requests?

'Has the article been properly endorsed, ormarked by the sender, especially when it mightbe confused with an article of another class?

Are the attachments or enclosures, if any,permitted for the specific class?

Has the article been properly documented?Has the customs label, if required, been properlycompleted and affixed by the sender?

If the answers to all the above questions areyes, you prepare the article for dispatch.

As you will not personally accept all theInternational Mail dispatched from your office,some of the mail you prepare for dispatch mayhave one or more of the deficiencies listedabove. If this is the case, you may not dispatchsuch mail until all the deficiencies of a specificarticle have been corrected, or until you havefollowed procedure; required to ensure properhandling. Some of these procedures are dis-cussed below.

Shortpaid and UnpaidPostal Union Mail

Return shortpaid and unpaid articles to thesender for deficient postage, except the fol-lowing:

Special delivery should be dispatched tothe appropriate TNPO or exchange office, unlessthe additional postage can be obtained withoutdelaying the article.

Letter mail and post cards with a returnaddress at a post office other than the mailingoffice should be dispatched to an appropriateTNPO or exchange office.

Letter mail and post cards without a returnaddress should be dispatched to the appropriateTNPO or exchange office; other articles withouta return address should be sent to the DeadLetter Branch, U.S. Post Office, New York, N.Y.10001, or San Francisco, Calif. 94101, which-ever is appropriate.

On all mail for Canada you must endorsethe articles to show how much postage duecharges are to be collected upon delivery. Onletter mail and post cards that are unregistered,the amount to be charged is double.the amountof the regular required postage. On all otherordinary articles and registered articles theamount to be charged is only the amount that isshortpaid.

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TERMINALS AND INTRANSIT OF-FICES.If yours is a terminal or intranslt postoffice, do not make a systematic search of tiesfor shortpaid and unpaid articles while workingPostal Union mail. But if such mail is noted, itshould be handled as follows:

Chapter l OINTERNATIONAL MAIL

Special delivery articles should be dis-patched without marking or delay.

Postal Union mail for Canada should bedispatched without marking or delay.

All other mail received from post offices inthe immediate area should be returned to thesenders for deficient postage. The immediatearea is that geographic area within the militarycommand under which your post office isoperating. Endorse each article with the stockrubber stamp, R-1 300-230, "Returned for addi-tional postage," prior to returning to the sender.

Improperly PreparedPostal Union Mail

Do not return articles to senders if they arenot addressed as prescribed in Pub 42, if thecountry of destination is legibly written. Dis-patch such articles to an appropriate exchangeoffice for decision as to sufficiency of address.New postage must be paid on articles remailedwith corrected addresses after being returnedfrom other countries.

Post offices will return oversized cards tosenders, if known, unless they are prepaid at tholetter rate. If sender is not known, dispatchoversized cards to the appropriate exchangeoffice.

If you discover an article that is less than theprescribed minimum size limits and not preparedin accordance with Pub 42, return it to thesender. If the sender is not known, dispatch thearticles to the dead letter office.

Forwarding Postal Union Mail

Generally, articles are forwarded to a newaddress of the addressee, even to a third coun-try, or back to the United States. The sendermay forbid forwarding by a notation on theenvelope or wrapper, in a language understoodin the country to which addressed.

When the addressee has moved to anotherforeign colintry, post cards and ordinary lettersthat do not appear to contain merchandise anddo not bear a notice forbidding forwarding maybe redirected to the addressee. Letters and cardsare forwarded by surface if surface mail and byair if airmail is involved, without prepayment ofadditional postage. If the difference between the

1

domestic and international postage is not addedat the time of forwarding it will be collectedwhen the letter or card is delivered. Surfaceletters and cards will be forwarded by air if thedifference between the domestic postage and theinternational airmail rate has been added on theletter or cud.

Returned Postal Union Mail

Articles will generally be returned to thesender if delivery cannot be made. Ordinary(unregistered) articles or printed matter, otherthan books, are not returned unless the senderhas requested their return as prescribed in Part223 of Pub 42.

The reason for nondelivery of the returnedarticles may be indicated in French or Spanish.The most usual expressions are listed in Pub 42,Part 235.

Precanceled stamps on mail returned to theUnited States must be defaced before delivery tothe sender.

Treatment of IncomingPostal Union Mail

Special procedures affecting incoming PostalUnion mail deal with three main areas: charges,forwarding, and undeliverable articles.

Charges

Charges that you may be required to collectinclude customs clearance and delivery fees, andfees on shortpaid mail, invalid foreign postage,AO mail containing letters, and returned mail.

CUSTOMS CLEARANCE AND DELIVERYPEES, These fees are authorized by the inter-national postal convention as a reimbursementto the Poste Service for the work it performs inclearing mail articles through customs and fordelivery to the addressee. `.'ou should collect theappropriate fee on each article on which duty ortax is paid by the addressee, even if severalarticles are covered by a single mail entry form.For current fees to Le charged, see Part 240, ofPub 42. After collecting the fees, affix postagedue stamps to the articles or packets and cancel.You may not refund these fees even though the

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Customs Service may later refund the duty paidto the addressee. Do not collect fees on dutiablematter from the Canal Zone or from overseasUnited States military post offices, or on pack-ages assessed with duty, but which are deliveredwithout collection of duty under personal tour-ist exemption.

Procedures for collecting customs duty arediscussed in chapter 12.

SHORTPAID MAIL.Collect, from the ad-dressees, of shortpaid letters and post cards, theamount in United States currency indicated bythe receiving exchange office. The Canadianservice applies the ratings on articles from thatcountry. The amount is accounted for byaffixing and canceling postage due stamps, and isretained by the postal service. If an article bearsUnited States postage the delivering office shallallow credit for its value when postage due iscollected.

INVALID FOREIGN POSTAGE.Foreignmail bearing invalid postage is accompanied byinternational Form C 10, issued in the countryof origin and is rated as unpaid. The addressee isasked to pay the postage due, to disclose the

-- name-and-addressof the sender, and to surren-der the envelope. The post office will send theenvelope, after delivery, or the entire article ifthe addressee refuses it, with the Form C 10 tothe Mail Classification Division, Finance Depart-ment, U.S. Postal Service, Washington, DC20260, with the name and address of the senderif disclosed by the addressee, so it can beinvestigated through international channels.

STORAGE.The post office will collect stor-age charges for each day until delivery is madeon:

Any printed matter package or small packetexceeding 1 pound in weight.

Any dutiable letter package regardless ofweight. The charges and other conditions pre-scribed in part 321 of Pub 42 for incomingparcel post packages apply to the postal unionarticles mentioned.

AO MAIL CONTAINING LETTERS.Whenyou find a personal communication in an AOarticle, the office discovering it will mark the

cover and rate the article for collection ofpostage due in the same manner as prescribedfor letters found in parcels.

RETURNED MAIL.--You collect charges onreturned mail as Mows:

1. On returned second-class publicationsmailed to Canada by publishers or registerednews agents, 6 cents for thz first 2 ounces and 2cents for each additional ounce.

2. From the sender of any article returnedthrough a dead letter .ranch, the amountindicated on the dead letter office envelope.

3. From the sender of an undeliverable insuf-ficiently prepaid article, the deficient postagethat should have been collected from the ad-dressee.

4. Any other charge indicated by the ex-change office.

Foreign Markings Instead of Stamps

Some articles of foreign origin do not bearpostage stamps but are marked, Postage Paid,Taxe Percue, Port Paye, TP or PP, with aPostmark. The marking On Her Majesty's Serv-ice, or O.H.M.S., is also sometimes used. Thismail is treated as prepaid.

Forwarding

Within the United States domestic service,articles received by surface may be forwarded bysurface, and articles received by air may beforwarded by air without cflarge. Articles arenot to be forwarded if the en elope or wrapperbears a notation forbidding such service. Regis-try items may be forwarded as registered mailwithout additional registry fee.

TO ANOTHER COUNTRY.Articles can beforwarded on condition that the country ofdestination accepts mail of the classificationinvolved. Articles received by either surface orair, which do not bear instructions forbiddingtheir being forwarded, are forwarded by surfacewithout an additional postage charge or fee.United States postage at the airmail rate to thecountry cOncerned must be prepaid on anyarticle forwarded by air.


BACKSTAMPING.A legible postmark is ap-plied to the back of letters and to the front ofpostcards when they are received missent or areto be forwarded.Age.%

Undeliverable Articles

Normally, you should hold articles at thedisposal of the addressee for 30 days, except inthe following cases:

1. Articles bearing the sender's request forreturn within a specified time not exceeding 2months.

2. Articles bearing no time limit for theirreturn, when there is good reason to believe theycan be delivered to the addressee if held for aperiod not exceeding 2 months. These articlesshould be marked "Specially held for delivery."

3. Articles on which the addressee has pro-tested the rate or amount of duty assessed.

4. Articles positively known to be undeliver-able, such as mail refused, or addressee movedand left no address. These shall be treated asundeliverable unless they bear the sender's re-quest specified in 1 above.

Directory Service

Foreign circulars or foreign mail bearingfirst -class postage, received in quantities andhaving the general characteristics of circularmail, must not be given directory service. Allother classes of Postal Union mail should begiven normal directory service. Mail prohibitedby law is returned to the sender without charge.

Endorsements on international mail whengiven directory service will be the same asprescribed for domestic mail.

When applying directory service to mail of aforeign origin, be sure and check Part 159 of thePostal Service Manual for proper procedures.

INTERNATIONAL PARCEL POST

International parcel post is a separate anddistinct category from Postal Union mail, andshould be treated as such. Any prOcedures orlimitations that apply to both are specifically

noted in this chapter and in governing Oubica-dons.

The requirements for acceptance and handlingof international parcel post are similar for allcountries. However, as they are determined byindividual bilateral agreements, and by specialprovisions of the PUAS, for member nations ofthat union, Navy Postal Clerks should alwayscheck applicable publications for specific data.In. the sections that follow, such publications arenoted unless the topic being discussed appliesgenerally to all countries.

The procedures for handling outgoing andincoming international parcels differ consider-ably from those for domestic parcels. Althoughsome similarities do exist; do not rely on yourexperience in handling domestic parcels to deter-mine whether you have properly accepted,dispatched, or otherwise handled internationalparcels.

Outgoing Parcels.Postage rates and informa-tion as to articles prohibited or restricted toindividual countries is published under the coun-try headings in the appendix of PS Pub 42,International Mail. These prohibitions and re-strictions are based on information furnished bythe country concerned.

Packing, Preparing, and Mailing

Even though the responsibility of properlyenclosing, packaging, and sealing of parcels ininternational mail rests with the sender, it isyour responsibility to make available all theproper requirements so the sender can meetthese responsibilities. You must also advise thesender that the U.S. Postal Service will notassume liability for loss, rifling, or damagearising from defects which may not be observedat the time of mailing.

Packing

Make sure that every parcel you accept issecurely and substantially packed, having regardto the nature of the contents and climaticconditions, the length of the journey, and thenumerous handlings and risks of concussion towhich parcels for foreign destinations are un-avoidably subjected en route.

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Packages packed in canvas or similar material,double-faced corrugated cardboard boxes, solidfiber boxes or cases, thick cardboard boxes, orstrong wooden boxes made of lumber at least ahalf-inch thick or plywood of at least three pliesare acceptable. Ordinary pasteboard containersare wholly inadequate. Although it is permis-sible to use heavy wrapping paper or waterproofpaper as the outside covering of a carton, suchpaper may not serve as the only covering of thecontents. Boxes with lids screwed or nailed onand bags closed by sewing may be used providedthey conform to other conditions prescribed.Heavy objects, such as cans, must be surroundedwith other contents or packing Material so thatthey cannot shift within the parcel.

If a patron presents a parcel that does notmeet the above requirements, do not accept it,stating the reason it is unacceptable. If you arenot sure if the article being presented is accept-able, refer to Postal Service Manual Part 121,which contains the regulations and illustrationsregarding recommended packaging and closures.

Sealing

Sealing is also the responsibility of the sender.Such items as wax, wire, or metal bands areadequate means of sealing and will permitdetection of any attemptee. depredation.

You 'mist remember that sealing is compul-sory for all insured or registered InternationalParcel Post, and for ordinary parcel post forcertain countries.

Dimensions and Weight Limits

The address side of a parcel must measure atleast 5 1/2 inches in length and 3 1/2 inches inwidth. Measuring for international parcels is thesame as domestic parcels as discussed in chapter5.

The usual method of measuring parcels, asdescribed in Part 135 of the Postal ServiceManual and shown in figure 10-3, is not alwaysadaptable in the case of tires, coils of rope, hose,wire, and articles which form a circular shape. A

60.46Figure 10.3.Meesuring length and girth combined.

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circular object, regardless of whether there is anopen space in the center, should be measuredaround its entire girth as shown in figure 10-4.This measurement must not exceed 64 inches inorder for the item to be acceptable for mailingin the international mail system.

When accepting a parcel addressed to anothercountry, always check the weight limits appli-cable to each country of destination, under theindividual country items in the appendix of Pub42.

Enclosures and Attachments

Generally, personal correspondence must notbe enclosed in or written on any parcel. If acommunication is found in a parcel, place it inthe mail if separable; if inseparably attached, theentire parcel must be rejected. A parcel maycontain an open invoice, confined to the particu-lars which constitute an invoice, and a simplecopy of the address of the parcel, with mentionof the address of the sender.

In the case of parcel post packages forCanada, a letter, and for Switzerland, a letter orcard, fully prepaid and bearing the same addressas that of the parcel, may be tied or otherwise

securely attached to the outside of the parcel.The letter or card should be attached in suchmanner as to prevent its separation therefrom orits interference with the address of the parcel.Stamps to cover postage on the parcel must befixed to the wrapper of the parcel. Stamps topay postage on the letter must be fixed to theenvelope. Parcels to which such letters areattached are treated as parcel post.

Addressing and Mailing

Whenever possible, the name and address ofthe sender and the addressee should be legiblyand correctly written ca the parcel itself or on alabel gummed thereto, it should also be writtenon a separate slip of paper enclosed in theparcel.

Parcels will not be accepted when addressedto or sent under initials, unless the initials arethe adopted trade name of the sender or theaddressee. Addresses in ordinary pencil are notallowed, but copying ink or indelible pencil on asurface previously dampened may be used. Afterthe return address and the address have beenlegibly written or printed on the parcel, thereshould be sufficient space left for the addition

64 INCHES (MAXIMUM)

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Figure 104.Meouring circular objects.

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of necessary service notations, labels, and post-age stamps.

Parcels addressed to a foreign country maynot be mailed in lettur boxes. Patrons mustpresent them at parcel post windows of postoffices, stations, or branches where the neces-sary postal forms accompanying the parcel willbe furnished without charge.

Official parcels of authorized departments oragencies authorized to use the Postage and FeesPaid indicia, will be given the postal servicerequested, provided the service is available to thecountry to which the parcel is addressed. Offi-cial parcels are subject to weight and size limitsand other mailing conditions as specified in theappendix of Pub 42.

Rates

Surface parcel post rates are based on aninitial weight unit of 2 pounds and succeedingunits of 1 pound.

Air parcel post rates are based on weight unitsof 4 out es. Rate tables are shown in theappendix under the Parcel Post heading of eachcountry to which the service is available.

In computing postage on surface parcels, afraction of a pound is charged as a full pound.On air parcels, a fraction of 4 ounces is chargedas a full 4 ounces. Also, in computing theamount of surface or airmail postage required,the weight of the customs declaration and otherpostal forms attached to an individual parcel willnot be included with that of the parcel.

Place stamps for payment of postage and feesin the upper right corner of the address side ofthe parcel. If the wrapping is of cloth or otherMaterial to which stamps will not adhere, placethem on the customs declaration tag in the spacebelow the name and address of the addressee.

POSTMARKING. Postmark internationalparcel post to show the name of the Navy postoffice and the date of mailing.

Sitortpaid Parcels

AT MAILING OFFICE.Check outgoing par-cels carefully for postage payment before theyare dispatched. Shortpaid parcels which bear areturn address at the office of mailing should be

returned to the sender for the deficient postage,or held and the sender requested to supply themissing postage. Original postage is still validwhen the parcel is remailed. If the return addressis not at the mailing office, the parcel should bedispatched to the terminal post office or ex-change office unless the parcel is totally unpaid.Totally unpaid international parcels must eitherbe returned to the sender or dispatched to theappropriate dead letter office.

AT TERMINAL AND INTRANSIT OF-FICES.Offices that rehandle international par-cel post should not attempt to make a sys-tematic search for shortpaid parcels. However,any parcel observed to be totally unpaid shouldbe returned to the sender.

Prohibitions and Restrictions

A general list of prohibitions and restrictionsappears in Part 312 of Pub 42. On this list arethose articles excluded from the domestic mailof the United States, with the exception ofsafety matches, enclosures bearing an addressdifferent from that appearing on the parcelitself, and letters.

When patrons inquire at your office forinformation about articles which are prohibitedor restricted to individual countries, alwaysconsult the appendix of Pub 42 under prohibi-tions and restrictions.

Documentation

Documentation on international parcels variesaccording to country of address. Before accept-ing a parcel for dispatch, check the individualcountry concerned to see what forms are re-quired in the appendix of PS Pub 42. Thedifferent types of forms and their use arediscussed below.

Customs Declaration, PS Form 2966

When a customs declaration is required on apackage, it is your responsibility to see that thesender fills it out completely including anyspecial instructions that may be required, and toinclude the following information:


1. The name and address of the sender andthe addressee.

2. Tne disposal to be made of the parcel if itis undeliverable as addressed. If the sender is notwilling to pay the return postage on his parcel,he should indicate that it is to be abandoned incase of nondelivery.

3. A complete description of the contents, inEnglish, and if required, an interlineation in thelanguage prescribed. The description should bespecificnot "coat" or "stockings," but "furcoat" or "silk stockings." The exact quantityand value of each kind of article should bestated. If more space is required, an additionaldeclaration form may be used, or a list placed onthe wrapper, making reference to the fact on thedeclaration itself.

4. If the parcel is to be insured, the amountfor which it is insured should be shown in thespace provided.

The form should be affixed to the parcel bymeans of a cord passed through the eyelets. Inaddition, the form must be bound to the parcelso that it lies flat and cannot be used as a handleto lift the parcel while in transit. Figure 10-5illustrates Form 2966 showing the informationthat the sender and the accepting Postal Clerkshould add to complete the form.

Parcel Post Sticker PS Form 2922

Each parcel mailed to another country byinternational parcel post requires a PS Form2922, Parcel Post Sticker. When the sendercompletes this form he should indicate thealternative disposition 01 the parcel, sign hisname at the bottom of the form, and paste thesticker to the wrapper of the parcel, preferablyto the address side. If the shape and size of theparcel makes pasting the sticker to the wrappertimpractical, it may be fixed to a tag whichshould in turn be securely attached to theparcel.

You should enter in the spaces provided theweight of the parcel and the postage paid (notincluding insurance or other fees), and initial theform. For official mail, enter the words "OfficialPaid" or the abbreviation "Off. Pd." in lieu ofpostage. Be sure that the sticker is securelyattached to the parcel.

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Figure 10-6 illustrates Form 2922, showingthe information which the sender and acceptingPostal Clerk should add to complete the form.

Dispatch Note, PS Form 2972

When the dispatch note is required, the sendershould fill it out completely with his name andaddress and the name and address of theaddressee, indicate the alternate disposition tobe made of the parcel, and attach the form tothe parcel in the same manner as the customsdeclaration.

You should enter in the appropriate spacesthe weight of the parcel, the amount of postagepaid, the number of customs declarations, and ifinsured, the insurance number and the amountof insurance. For official parcels, endorse asdescribed above in lieu of postage. Postmark thedispatch note in the space provided and return itto the sender, who must then attach it to theparcel.

Figure 10-7 illustrates Form 2972 showingthe proper information that the sender andaccepting Postal Clerk should add to completethe form.

Customs Declaration, PS Form 2966-A

Parcels addressed to many of the foreigncountries require the use of PS Form 2966-A(adhesive). The .adhesive reduces the number ofparcels without customs declarations being re-ceived at international exchange offices. Form2966-A is used instead of the Form 2966(Tie-on Tag) for some countries. Other countriesrequire the use of Form 2966-A and Form 2966.However, when Form, 2966 -A is used on aparcel, Form 2922, International Parcel PostInstructions Given by Sender, is not used.

Nonpostal Forms

Many countries require export license num-ber, copies of invoices, import permits, andother special permits prior to admitting entry ofa parcel post package. If any of the above arerequired, it will be noted in the appendix of Pub42 under the individual country concerned. Thisagain shows that you cannot be too carefulwhen accepting a parcel for International Mail.

1.0

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POSTAL CLERK 3 & 2

FILLED IN BY SENDER

INSTRUCTIONS GIVEN BY SENDERniSPoditiond l'exPedileur

Sander must dutch attorpatIvo disposition NNW.IF UNDELIVERABLE AS ADDRESSEDIAu cos de Nurelirotwoo, I, rAi dolt ate.rvl Return to modes. Return clumps guatantf44.ICJ lecove.ye d l'eopeditem. /Hu engage d,ayer Iei

'so" dr ei

Forward to: Reerpidie d M.:

LJ Mulattos,

Illgtkigifge:r4kihf it

7---jFILLED IN BY ACCEPTING CLERK

TO Tae(Tsaicretickame rMrestegNe;TWItuilliet;1:1)

acci..;9:40,tliCitt 11141Ier

(k9a1?*111-Pila- VTs' :Tic) r arr'

adripalo_juntry...m)

arcill,g04115 40,61/(*) (hoofer mod comply wile V S. Wort goofed vodolothos,)Mai.. I 7,porte (Complete Cole skim of imo

Figure 10.5.--FS Form 2968, Customs declaration.

Forms Found Loose in the Mail

Customs declarations and dispatch notesfound loose in the mail and apparently lost fromparcels in transit must be sent to the appropriate

60.49

exchange office by airmail. The exchange officewill attempt to attach the forms to their parcelsbefore dispatch. As some countries impose a fineon the addressee of parcel post without properdocuments, be sure when accepting such articles

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Coils Postal InternationalINSTRUCTWNS GIVEN BY SENDER

Mood lions de l'EspediteurIf undeliverable as addressed:Au we de non-livraison:le Return to Bender. Return damn guaranteed.

Le cols dolt Sire renvoyi a l'espieliteur,qui 'Image d payer lee frail de reiour.

Forward to. (Le colic doit dire ?leave-did 4):

00 OOOOOO NOmmIDIN.0000......4100000000.0111MIMMINNIM.O.

FILLED IN BYSENDER

Figure 10.6.PS Form 2922, parcel post sticker.

that they are properly documented and that thedocuments are securely attached.

Incoming Parcels.Charges on incoming par-cels may include customs charges and deliveryfees, return postage, storage, and penalty chargeson parcels containing letters. The proceduresused for collection are the same as those usedfor incoming AO Postal Union mail discussedpreviously in this chapter. Procedures for col-lecting customs duty are discussed in chapter 12.

Articles of foreign origin that bear markingsor postage meter impressions in lieu of stampsare treated as prepaid mail.

Delivery .

Delivery is effected in the same manner asdomestic parcel post. Parcels received withdispatch notes (bulletined expedition) attachedare delivered with the dispatch notes intact.

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60.60

These forms have a space provided for theaddressee's acknowledgment of receipt, but donot require signature, when a parcel is deliveredby a United States post office. If a parcel isundeliverable, mark the dispatch note as well asthe wrapper to show the reason for nondeliveryand leave the dispatch note attached to theparcel.

Do not confuse foreign dispatch notes withforeign return receipts, designated Avis de recep-tion, which are discussed later in this chapter.

International parcels endorsed for special mailservices are delivered according to proceduresprescribed for the services concerned. These arediscussed later in this chapter.

Forwarding

If a parcel is forwarded to the originaladdressee or to an alternate addressee at anotherpost office in the United States by surface

POSTAL CLERK 3 & 2

COUPON

Ila" CUSTOMS STAMP

Make It 44 (hum)

UNITED STATES OF AMERICA

DISPATCH NOTE(Bulletin d'Explielition)

Numbit of Customs Doslatatloos....._i_Wolottt 4:3 ilia _Pottage PetteLislISL.Nombro do Mauritian/ on dowse/ (Poido) (Al ramoNootioolst ptilm)

CUSTOM$ DUTIES(Dna. de Lhowdm)

Inured No. 022.(Amin dwow.wo

Amount of Insurance .....aggrtfAdQ__BIN(heal. dr Rauh No.) finettifrifon

REVERSE SIDE TO BE FILLEDIN BY SENDER.

INSIRUCTIONS GIVEN BY SENDERlli.pn.ilLdu .1. to.riohliletir

F41.111111.4 1110 pr" II Inv nti1 Ire gin,, pi 'Aging (mg the r,atucxu

art i :

IF UtIDELIVERABIE AS ADDRESSED.monlieruotr, I volts You we

1.4411,er to1.;1/.' .11

Abandon,miormil.

(C) Rot..d to sender. Return dung'sa l'rrohtteur, qui e wags

ronteedot Moto

Sigaraget at thrSigriatu

1P1 Dikilon,115$of SimkoMum de

Fit21/442j14

FRONT OF CARD TO BE FILLED INBY ACCEPTING CLERK.

RECEIPT OF THE ADDRESSEEQUIIVANVP: rev 11148TINATA110.1

The undersigned declares he has receivedLo nototignI dieln re anab ffilthe parcel designated on this bulletin

eau &erg! etir le ertheni bulletin

Signature 19

AtgealtY1eir(Named addressue--Nom ltudrittp,otorre)

(o93t, 06teSileirra(Sired mud numberRue el nutniro)

lttrls +vY4sse. la10)(aty. Province. Stela. etc, )'plc, Protento. Dirortowtot, no.)

Petits h laneL(G000trylo)

Figure 10.7.PS Form 2972, dispatch note.

transportation, it is subject to collection ondelivery of postage at the United States domes-tic zone rate for the distance that it wasforwarded. Forwarding by airmail must be pre-paid at the domestic airmail rate. The post office

118

123

60.51

forwarding an unprepaid parcel by surface in theUnited States will mark the wrapper "PostageDue," giving the amount of domestic postagerequireJ, along with storage charges if any.When delivering an unprepaid forwarded parcel,


the post office making the delivery will collectthe necessary amount of postage (in postage duestamps) for the service performed, even if thepostage-due marking was omitted.

Do not assess postage due charges on parcelsforwarded to' an addressee whose address haschanged due to official orders. Endorse theparcel "Change of Address Due to OfficialOrders," otherwise the addressee is subject topostage due charges.

If the addressee has moved to the country ofthe parcel's origin and no instructions are givento deliver to a second addressee in the UnitedStates, the post office will mark it "Moved",show the forwarding address of the addressee,and send by surface means (including parcelsreceived by air), to the appropriate exchangeoffice for return to the country of origin.

If the addressee has moved to a third country,or if the parcel bears instructions to deliver it toan alternate addressee in a third country, thepost office will hold the parcel and requestinstructions from the Mail Classification Divi-sion, Finance Department, U.S. Postal Service,Washington, D.C. 20260. The request shouldinclude the names and addresses of the senderand the addressee, or the alternate addressee, theweight of the parcel, whether ordinary, regis-tered, or insured, and nature and value of thecontents as shown on the customs declaration,so that the Office of Mail Classification maycommunicate with the foreign postal administra-tion to secure forwarding postage. If the senderhas indicated that the parcel is to be abandonedif undeliverable as addressed, dispose of theparcel as prescribed in Part 325 PS Pub 42,international Mail.

Undeliverable

Returned parcels of United States origin aresubject, on delivery to the sender, to collectionof return postage and any other charges assessedby the foreign postal authorities. The amount ofsuca charges will be indicated by the exchangeoffice. If the sender refuses the parcel, it shall bedisposed of as dead parcel post. If the sender hasmoved to another address in the United Statesthe parcel may be redirected, subject to forward-ing postage at the domestic zone rate. If thesender has moved to another country, the post

119

124

office will hold the parcel and request instruc-tions from the Mail Classification Division,Finance Department, U.S. Postal Service, Wash-ington, DC 20260. They will indicate the newaddress of the sender, the amount of returnpostage and charges due on the parcel, weight,whether ordinary, registered, or insured, and thenature of the contents as shown on the customsdeclaration.

Parcels of foreign origin that are undeliverablewill normally be held for 30 days, except asfollows:

1. A parcel refused or known to be undeliver-able should be treated as undeliverable at once.

2. A parcel bearing the sender's request fordelivery to an alternate address should be held15 days at the disposal of the first addressee,and 15 days at the disposal of the second.

3. A parcel returned from customs custodywith the advice that the addressee has notcomplied with the required customs entry proce-dures should be treated as undeliverable at once.

4. On written request of the addressee orother person acting for the addressee, a parcelwhich remains undelivered may be held up to 60days on condition that the storage charges dueat the end of the first 30-day period are paid atthe time of the request and that the storagecharges which accumulate thereafter are paidevery 10 days.

5. A parcel from Great Britain which bearsrequest to "Return Forthwith to Sender atSender's Expense", shall be returned within 10days, or immediately if definitely known to beundeliverable.

Marking and Disposal

At the end of the retention period prescribed,mark parcels and the accompanying dispatchnotes, if any, to show the reason for nondeliv-ery. Cross out the address of the addressee, butdo not obliterate it entirely. Treat the parcel inaccordance with the alternative disposition in-structions given by the sender on the parcel oraccompanying dispatch note. If alternative in-structions are not given, return the parcel to thesender. Parcels to be returned to senders shouldbe dispatched by surface means, including par-cels received by air (after crossing out airmail

POSTAL CLERK 3 & 2

markings), to the terminal Navy post office orexchange office.

Parcels bearing sender's instructions to aban-don should be marked "Abandoned" and sent tothe appropriate dead parcel post branch fordisposal, except that parcels having customsduty assessed should be sent to the collector ofcustoms at the nearest customs collection port.The customs entry forms, Customs Form 3419,are detached from the package and disposed ofin the following manner. Complete PS Form2933, Register of Uncollected Customs Charges,in duplicate. Enter the serial number andamount of the Customs Form 3419, and thereason for noncollection. Forward the originalof Form 2933 with the original and receipt copyof related Customs Form 3419 to the RegionalCommissioner of Customs, Attention: Cashier,New York, N.Y. 10004. File the copy of Form2933 for reference purposes.

Air Service

Parcel post may be sent by air to thecountries for which air parcel post rates areshown in the appendix of Pub 42 under theindividual country concerned.

Postal union mail of any class may be sent byair and the sender should mark the words "PARky'ION" in the left corner just below the returnaddress in blue color. Post offices may furnishsenders with PS Label 19 for this purpose.Articles which the senders have failed to markPar Avion shall not be returned for marking orbe marked by postal personnel. However, if thearticle is prepaid at the airmail rate, dispatch thearticle without delay.

Aerogrammes

Aerogrammes (air letter sheets which can befolded into the form of an envelope and sealed),may be sent by air to all countries. All parts ofthe sheets may be used for the sender's message,except the address side. No enclosures arepermitted. The use of tape or stickers to sealaerogrammes is prohibited. Aerogrammes maybe sent under registration on payment of therequired registry fee in addition to the postage.Aerogrammes that contain enclosures are treatedas regular airmail letters. When required addi-

tional postage has not been placed on thearticles, they are returned to the sender for thedeficiency or sent to the nearest terminal Navypost office or exchange office.

Registration

Postal union mail of all classes may beregistered to all countries unless a specificexception is stated under the individual countryconcerned in the appendix of the Pub 42,International Mail. Parcel post packages mayalso be registered, providing an arrangement hasbeen made between the United States and thecountry concerned.

Current registry fees and the services providedor available for registered mail to foreign coun-tries may be found in the appendix of Pub 42,International Mail under the individual countryconcerned.

Preparation By the Mailer

The address and return address on Inter-national registered mail should be written in hikor indelible pencil or typed. Mail which has theaddress and return address written in pencil,should not be accepted.

The sender must securely seal letters or letterpackages presented for registration. Wax orpaper seals on envelopes must bear a distinctivemark and must be affixed in such manner as toallow sufficient space at the interrections of theflaps for postmarking. Self-sealing envelopes andenvelopes or packages that appear to have beenopened and resealed must not be registered.

Articles under the following classificatIonspresented for registration must not be sealed:printed matter, books, matter for the blind,samples of merchandise amd small packets.

Parcel post packages presented for registrationmust be sealed, and in such manner, as to permitdetection of any attempted depredation. Parcelsthat appear to have been opened and resealedmust not be registered. Issue the sender a receiptfor mail matter accepted for registration toother countries in the same manner as prescribedfor domestic mail (see ch. 6). Endorse receiptsand your post office record "P.P." to distinguishparcel post from Postal Union mail accepted forregistration. If the article or parcel is registered

120125


free, mark the receipt and office record with theappropriate endorsement.

Return Receipts

There are two times that a patron mayrequest a return receipt; at the time of mailingand within a period of 1 year from the dayfollowing that on which the article or parcel wasmailed.

When the sender requests a return receipt atthe time of mailing you proceed as follows:

1. Endorse the article on the address side"AVIS DE RECEPTION" (meaning return re-ceipt), or A.R. Add "Par Avion" to the endorse-ment if the return receipt is to be returned byairmail and the additional fee for the airmailservice is to be prepaid at the current airmailrate for the country of address. (See figure10-8.)

2. Complete international return receipt, PSForm 2865, and attach to the article or parcel.The form is gummed on both ends so it can besecurely attached, and is perforated along thegummed ends to facilitate completion and re-turn.

3. When the return receipt is to be 'returnedby airmail, mark it on the address side "RenvoiPar Avion" (meaning return by airmail) andattach PS Label 19 in the area of the address.This label also bears the words "Par Avion".

4. Place the postage for the registration,return receipt fee, (and the airmail postage if thesender has requested return of the receipt byair), in the upper right hand corner of theaddress side and cancel.

5. Do not include weight of the returnreceipt in determining the postage of the articleor parcel.

If an article or parcel has already been mailedand it is within 1 year from the day followingthe mailing of the article or parcel, the sender,on showing the registry receipt of an articlemailed, may request a return receipt. To havethe return receipt transmitted by surface andreturned by air, the sender must pay the current

12;121

return receipt fee, plus the postage for a one-rateairmail letter to the country of destination. Tohave the return receipt transmitted by air inboth directions, the sender must pay the currentfee of a return receipt, plus double the airmailletter rate to the country of destination.

In addition to the above, when a patronrequests a return receipt after mailing, you takethe following steps:

1. Countries Other Than Canada.a. Prepare PS Form 542 (See figure 10-9)

and write at the top "Request for return receiptmade after mailing." Prepare Form 2865 andforward, with Form 542, to the postmaster atthe appropriate adjusting exchange office.

b. Put the postage for the return receiptfee, and for the airmail postage, if desired, onForm 542 and cancel.

c. When the receipt is to be sent by air,and the postage has been prepaid as discussedabove, mark Form 542 "A renvoyer par avion"and attach label 19 bearing the words "ParAvion." Also mark the return receipt form"Renvoi par avion" and attach the airmail label19.

2. When a return receipt after mailing is sentto Canada use the following procedures:

a. Prepare PS Form 1510 at all offices andendorse "Request for return receipt made aftermailing." Attach Form 2865 and send underofficial cove' to the Canadian District Directorof Postal Service in the province in which theoffice of address is located.

b. Put postage for the return receipt fee,(and for the airmail postage if the sender hasasked that the request be sent by air,) or theordinary surface postage on Form 1510, andcancel.

c. When the receipt is to be returned byairmail, mark Form 1510 in the same manner asoutlined in lc. above.

When receiving the return receipts back afterdelivery of the foreign article, always rememberthat return receipts for articles delivered in othercountries are completed in accordance with thearying requirements of the countries making

delivery. The signature of the addressee is notfurnished by some countries, or may be fur-nished only under specified conditions.


PUT VFW IMPARTMENT 0)MOTES STATES OF AMERICA

Adminiarasion as Pales inEtwo(Jnis s 4datirifew

peso sal maw) Me M math)

) no aim litadiSOP 6 601)1111116 PAM OP 110116at (11cur awl 5110 ama RasbUnde favadges

al: zebus. aseadm "NEM psi swim" MN= IN

ammo "MN/ maim" we Mow*likrerZtawerwirgeteasiataiktethragessolgt.

NW rano MK ha. 1910

80.82Figure 10.8.PS Form 2886, return receipt for international Mound or registered mill.

122

127'

Chapter 10INTERNATIONAL MAILBEST COPY AVAILABLE

POSTAL SERVICE OF THE UNITED STATES OF AMER :A C9

ADMINISTRATION DES POSTES DES ITATSONIS D'AMiRIQUE

Reenest Err Return Recalpt, RiCLAMATIONmade after mai linp. InQUIRY ABOUT A REGISTERED ARTICLE OR AN Envoi recommandi ou un

INSURED PARCEL OR AN ORDINARY PARCEL coils do valour dielordeou un coils ordinair.

PLEASE NOTE: A single form is sufficient for several articles in the same cotegorregisteredarticle, insured parcel, ordinary parcekmai led at the same time at the same office by the samesender and sent by the same route to the same addressee.

stampoltheolliceolariginTimbredubureaud'origine

Office of originBureau d'origine

Date of inquiryDate de fa reclamation 5 April 19.._Date of duplicateHate du duptieuta

Our referenceNotre reference

1. INFORMATION TO BE FURNISHED BY THE SERVICE OF ORIGINRenseignements a foumir par fe service d'origine

Reason for inquiry: r----1 Loss f--1 Rifling im Damage ri DelayMotif de fa defamation: '' Perte ' Spoliation Avarie ' RetardRegistered article: Letter r., Print (I OtherrEnvoi recommande: " Lettre I-- i IMpfirne "-d Attire

Tenured forr---, Insured parcel r -1 Ordinary parcel .

L_.] colie mere . Valeur declarie det r declarer i pp_ 5n Li Colts ordinal'

Weight 1 I s.Paids L'i at a

Air mail 1-1 Special Delivery r--, Return receipt" Expris L---J Avis de reception

Vnlue of contentsValeur du contentsi P9_5()No. of the articleNo de ('envoi 1()(1q14,

Date of mailingDate du OA 3 /22/1.9depth

Office of mailingBureau de dip WS CRISKANY (CV& 34)

Namc and lull address of senderNom et adessc complete de I explditeu Pen F. Poindexter

V-1.D.bitieionUSS ORISKANY (CVA 34) . FPO San Francisco. 96(101

Name and lull address of addresseeNom it udresse complete du destinataire Sepfreid Doth

8 Hauptetrasse, Mgspliach Shimmy

Contents (accurate description)Contents (description 'setae) 1 electric shaver - Remington

Description of exterior (does not concern lettermuil items)Description exteriure (ne concerne pas lea envois de fa poste aux fettres)

,.- .

Facsimile of the address of the article: r--, Attached ,---, Not attachedFacsanife de fa susciption de ('envoi: '' Annexe 1--' Non annexe

INFORMATION TO BE FURNISHED BY THE OFFICE OP MAILING AND THE FORWARDING OFFICESRenseignements a fournir ear fe bureau d'ortstne et les bureaus recxpediteurs

DISPATCH IN WHICH THEARTICLE WAS INCLUDED

LOCK AND NOTARY,JACKET, SEAL ORCONTROL NUMBER

OAT E PROM DISPATCHED TO

1:11 MP kl SURF AC a Pruoh 1-2x 3/24/19 LISS ORISKANY (OVA 34) New York, N.Y

El 1111.1 [] SUMP ACC

Eli AIM CA SUOtrACE

Droit de defamation13 Return receipt requested at time of mailing, notEl Return receipt (Form 2865). requested after mailing,GI Letter dated , reporting nonreceipt1:3 Letter reporting nonrccelpt by addressee received,0 Conditkuts under whichI without

NQUIRY FEE Derechos de rec anuFditreceived. Duplicate attached. No fee required.

attached. Fee paid.by addressee, exhibited. No fee required.

but cannot be exhibited. No fee required.fee not met. Reauired fee attached.

LPs Poem NI, Dec. lot

41M1/

Piga@ 109. PS Form 542, Inquiry a8033

t a Registered article, insured parcel or an ordinary parcel.

I

POSTAL CLERK 3 & 2

Duplicate Return Receipts

If the sender for some reason has failed toreceive a return receipt for which a fee has beenpaid, make a duplicate return receipt followingthe instructions for a regular return receipt,without additional fee, and endorse at the top ofthe necessary forms, 2865, 542, or 1510 "Re-quest for Duplicate Return Receipt."

Return Receipts Issued inOther Countries

When completing a return receipt receivedfrom other countries bearing the words "AVISDE RECEPTION" have the addressee or hisauthorized agent date and sign the receipt withink or indelible pencil. When signed by an agentof the addressee, have the agent sign theaddressee's name followed by his own signature.Postmark the receipt in the appropriate spaceson both sides. Examine all return receipts toassure proper completion. Return the completedreceipt unenclosed in the ordinary surface mail.If it bears the notation "Renvoi Par Avion," or a"Par Avion" label is attached, or both, return itvia Airmail.

If it is apparent at the delivery office that theForeign receipt form is desired but musing,possibly during handling, get the addressee or hisagent to complete an international return receiptForm 2865 as outlined above and return it to thesender.

Restricted Delivery

The sender may request restricted delivery ofa registered postal union article. A list of thecountries that have this service are listed in Part426, of PS Pub 42. Restricted delivery is notavailable for registered parcel post. If a postalunion article is registered to a country that hasthis service, it must bear one of several specialendorsements, which are also listed in Part 426,Pub 42. The sender must place this endorsementabove and near the address. The country ofdestination will make at least two attempts toeffect delivery. If delivery cannot be made, thearticle is returned as undeliverable.

Registered Postal Union articles received atyour office from a foreign country, accom-

panied with a return receipt, and bearing thenotation "Deliver to Addressee Only" should bedelivered only to the addressee. You will alsomake no less than two attempts to deliver.

Valuable Registered Articles

The sender must declare the full value ofPostal Union mail offered for registration. Thisis solely for the purpose of enabling the accept-ing Postal Clerk to identify valuable registeredmail for recording eurposes. The declared valuemust not be regarded as the amount of indem-nity payable case of loss (discussed later inthis chapter).

If mail is presented to you on a firm mailingsheet, the sender must indicate the valuesopposite the respective entries. You must addthe letter "X" after the registry number on allarticles with a declared value in excess of $100.

Processing Registered Mail

When processing articles for registration, theaccepting Postal Clerk should stamp "Regis-tered" in the lower left corner of the addressside of the letter or parcel. On articles too smallto accommodate the word "Registered," placethe capital letter "R." Place label 19 or thewords "Par Avion" on any article accepted forair which the sender has failed to mark properly.

Postmark letters twice on the back on thecrossing of the upper and lower flaps or, ifpaste-on return receipts are used, postmarkpartially on the receipt and partially on theletter. Postmark packages sealed with paperstrips across opposite edges of the strips. PostalUnion AO mail required to be unsealed andletter mail sealed on the address side must bepostmarked on the address side.

Articles of United States origin found inordinary mail must be restored to registeredmail. Articles mailed in the United States,endorsed to show registration is desired (but notformally registered) and fully prepaid, should beregistered and a receipt mailed to the senderstating that mail to be registered must bepresented at the post office for that purpose. Ifthe article is not fully prepaid, return the articleto the sender after stating thereon that thearticle is shortpaid and must be presented for

124

.129


registration. If the article bears no return ad-dress, cross out the sender's registry endorse-ment and dispatch the article as ordinary mail.

Recording and dispatching procedures foroutgoing international registered mail are thesame as those for domestic registered mail givenin chapter 6. The following registry indiciaappear on inwiliing international registeredmail, according to the country of origin, andmust be used as the determining factor as towhether an article is registered:

1. Certificado2. Einschreiben3. R or Registered4. Raccomandata5. Recommande6. Registo or Registrado (used occasionally)

A number alone on mail is not suffickmevidence of registration.

The receiving Postal Clerk should backstampall international registered mail on receipt at theoffice of address. Record and deliver incominginternational registered mail in the same manneras prescribed for domestic registered mail inchapter 6.

Articles found in ary mail, and obviouslyalready registered by e Postal Service, shouldbe restored to registered mail. Any article offoreign origin without evidence of formal regis-tration should be dispatched as ordinary mail,after crossing out the sender's registry endorse-ment.

Insurance

Insurance service is available only for parcelLost packages mailed to countries having insur-ance agreements in force. To determine ifinsurance service is available for a particularcountry, consult the appendix under the indi-vidual country the article is addressed to, in PSPub 42, International Mail.

The maximum amount for which a parcelmay be insured is also listed under the countryof address in Pub 42. A parcel may not beinsured for more than the declared value of thecontents or for more than the maximum amountof indemnity payable in connection with insuredparcels for the country concerned. However, if asender desires, a parcel may be insured for a

portion of the value of the contents, in whichcase only the fee covering the amount ofinsurance will be charged.

The general provisions for the preparation ofordinary parcels for other countries apply alsoto insured parcels. Sealing of insured parcels iscompulsory, no matter what the country ofdestination.

125

Marking

The sender should mark parcels containingfragile or perishable articles "Fragile," "Perish-able," or "Glass" as appropriate. The sendershould also indicate the amount for which theparcel is insured, in United States currency, inthe appropriate space on the customs declara-tion (Form 2966).

The accepting Postal Clerk should prepare theparcel for dispatch in the following manner:

1. On each parcel place the word INSUREDon the address side, preferably to the left anddirectly beside the country of destination.

2. Serially number each insured parcel usingthe pregummed tab on PS Form 3813-P. AllInternational Mail that is insured must benumbered regardless of the value.

3. To most countries, the insured value of theparcel must be shown on the wrapper and on thedispatch note, PS Form 2972. See subcaption"Insurance" under individual country in theappendix of PS Pub 42 for marking require-ments.

4. In some instances the insured value of thecontents must be shown on the address side ofthe parcel in gold francs. To determine the goldfranc equivalent, multiply the amount of UnitedStates currency by 3. For example, $5.25 isequal to 15.75 gold francs.

5. Place the insurance number in the appro-priate space on the customs declaration and onthe dispatch note when these forms are required.

6. Postmark at the time of acceptance in thesame manner as is done for domestic insuredarticles.

Mailing Receipts

In all cases when you accept InternationalMail and the sender requests insurance, you will

POSTAL CLERK 3 & 2

issue a receipt and it must bear a number. Whengiving the receipt to the sender you shouldadvise him to enter the name and address of theaddressee on the back of the mail receipt in casethere is an inquiry or claim filed concerning theparcel at a later date.

You should use the following procedureswhen issuing the patron a mailing receipt:

1. Use domestic insurance receipt, PS Form3813-P, for International insured parcels.

2. To complete Form 3813-P, you first mustindicate the city and country under the portionlabeled, "Addressed for Delivery at."

3. Indicate the amot nt of postage; if airmail,check the block which indicates air, and theapplicable insurance fee.

4. Mark in the blocks provided if the parcel isfragile, liquid, or perishable.

5. If a return receipt is requested indicate theapplicable fee in the space provided.

6. Postmark in the space provided with yourall purpose stamp, and place your initials in theblock "Postmaster By."

7. Tear off the pregummed insured label atthe bottom of the receipt and place it or theparcel, preferably to the left and directly besidethe country of destination.

8. Issue the rest of the Form 3813-P to thesender.

Return Receipt

If the sender requests a return receipt at thetime of mailing, on an international insuredparcel, you should furnish one under the sameconditions that apply to registered mail, exceptthat no return receipts are furnished for insuredparcels to Canada.

Incoming return receipts received on Inter-national insured articles should be processed inthe same manner as incoming return receipts onincoming international registered mail.

Incoming Insured Parcels

The determining factor as to whether a parcelis insured is not the appearance of a numberalone, as ordinary parcels from other countriesmay also bear numbers. The insurance indicium,which appears near the insurance number, deter-

13126

mines whether a parcel is insured. The followinginsurance indicia appear on incoming parcelsaccording to the language of origin:

1. Insured2. Asegurado or Valor Declarado3. Assicurato or Valore Dishiarato4. Valeur Declaree5. V or VD (meaning valeur declaree)6. Wertangabe or Wertpaket

When delivering international insured parcelsat your office, you will handle them in the samemanner as prescribed for domestic insured ar-ticles.

Special Handling

The special handling service which is availablefor domestic third- and fourth-class mail is alsoavailable for International surface parcel postand postal union AO mail addressed to othercountries.

Special handling fees are in addition to theregular postage rate to the country concernedand are found in Part 452, of PS Pub 42.

Special handling service does not apply toairmail articles or parcels.

Marking

A parcel or article which has the fee forspecs 1 handling prepaid must be marked, orstamp.c1 "Special Handling", just above thename of the addressee and below the postagestamps.

Processing

Special handling packages are given priority indistribution and disposal over other surface AOor parcel post packages from the office ofmailing to the point of dispatch from the UnitedStates. They are not accorded any preferentialdispatch from the United States and receive nospecial treatment in the country of destination.

Parcels marked "Special Handling" should bedispatched to the proper exchange office orterminal office in separate sacks bearing specialhandling labels.


Special Delivery

International Special Delivery service appliesto all postal union articles (ordinary and regis-tered, surface and air) unless otherwise indi-cated. For example, in some countries there isno special delivery service, while in anothercountry special delivery service is only availablefor mail paid at the letter rate. Because of somany varying and different services available bycountry of address, you can see that you shouldalways refer to the appendix of Pub 42 whenaccepting mail to ensure against making mis-takes.

Marking

An article having the special delivery feeprepaid, must have an Expre's (special delivery)Label 57 fixed to the cover near the name of thecountry of destination. Always have a supply ofPS Label 57 readily available for your patrons.If for some reason a Label 57 is not available,mark the cover of' the article "Expre's" in thearea described above, in bold red letters.

Processing

Sender's may prepay the special delivery feeby ordinary postage stamps, meter stamps,airmail stamps if the article is airmail, or byspecial delivery stamps. However special deliverystamps may be used only for the payment of thespecial delivery fee. The special delivery feemust be prepaid in addition to the regularpostage.

When an outgoing article received at youroffice through one of your drop boxes, isobserved to be prepaid for special delivery, butdoes not bear the EXPRESS label or endorse-ment, you are required to place the requiredendorsements on the article and see that it isdispatched to the proper terminal office orappropriate U.S. Exchange office.

Incoming foreign special delivery articles aredelivered in the same manner as domestic specialdelivery mail. These incoming articles will bearthe label required for special delivery, printed inred or on a red background, and they usuallycontain the word "Expre's" or bear the notationSpecial Delivery in bold letters.

Articles bearing United States special deliverystamps sufficient to cover the domestic specialdelivery fee, are to be delivered as specialdelivery mail even though the article does notbear the Expre's label or endorsement.

Delivery is effected in various countries ac-cording to the special delivery regulations inforce in the country of destination.

Recall and Change of Address

The mailer may cause any mail article orparcel addressed for delivery in another countryto be withdrawn from the Postal Service, or haveits address changed if it can be intercepted in theUnited States. If the article has been dispatchedfrom the United States, but not delivered to theaddressee, withdrawal or change of address mayonly be effected if:

1. The country of destination of the article iswilling to allow the withdrawal or change ofaddress.

2. The article has not been confiscated ordestroyed by the authorities of the country ofdestination as being prohibited importationmaterial.

3. The article has not been seized underprovisions of the domestic legislation of thecountry of destination.

When a mailer makes application for recall orchange of address, it must be made at the officethe article was mailed through. The mailer mustidentify himself and submit a written requestgiving a complete description of the article andthe date of mailing. PS 'Form 2926, SendersRequest for Recall or Change of Address ofInternational Mail, should be used.

Services and Fees

If the article has not been dispatched fromthe immediate point of mailing, it may bereturned or its address may be changed withoutcharge. If the article cannot be found at theimmediate point of mailing, the mailer mayrequest a search at the next mail concentrationpoint upon paying the current fee for thisservice. The fee is paid whether the search issuccessful or not. If the article is found, the Post

nz

POSTAL CLERK 3 & 2

Office will change the address without extracharge, but if the article is returned to themailer, domestic return postage will be charged,except in the case of letters or post cards, whichare returned free of postage.

If a search at the office of mailing andintermediate mail concentration centers fails,the mailer can request a search at the dispatch-ing International Exchange office upon payingthe current fee for this service. If the mailerdesires such search to include opening made-upsacks, he must guarantee payment of the cost ofopening, searching, and closing the sacks,whether his article is located or not. If he wishesthe request to be sent to the exchange office bytelegraph, the mailer must pay the cost of thetelegram. If the article is found at the exchangeoffice, the address will be changed withoutcharge, but if the article is returned, returnpostage will be charged at the domestic rates forits transportation to the exchange office andback to the mailer's address, unless it is a letteror post card which is returned free.

When a search at the office of mailing and theexchange office fails to produce the article inquestion, the mailer may request a search in thecountry of destination. This is done by sending arequest to the postal administration of thecountry of destination providing the mailerfurnishes a facsimile of the address and pays thecurrent fee for this service. If the mailer wantsthis request to be transmitted by telegraph orcable, the application must be accompanied withan amount sufficient to pay the telegraph orcable charges. Otherwise the application must beaccompanied with additional stamps in theamount of the registry fee to cover transmissionof the request by registered mail, and withairmail postage if it is desired that the request betransmitted to the foreign postal administrationby air. If a request for change of address involvesforwarding a parcel post package to anothercountry the sender must furnish a writtenguarantee to pay the forwarding charges in theevent they are not paid by the addressee in thenew country. If the mailer wishes to have theforeign postal administration report by airmail,telegraph, or cable on the result of the actiontaken, he must furnish the additional returnairmail postage or an amount sufficient to coverthe cost of a prepaid telegraph or cable reply.

Return postage is charged on all parcel postpackages, but is not charged on other articlesreturned from other countries.

Mailing Receipts

If the mailer possesses a mailing receiptcovering an article which is withdrawn or onwhich the address is changed, he must surrenderit or submit it so that a suitable notation may bemade thereon as to how the article was handled.

Processing

When you process a request for recall orehange of address of international mail ofUnited States origin, you should follow thefollowing procedures which are outlined below.They apply to both Postal Union and parcelpost:

1. When accepting an application for recall orchange of address, require the applicant toidentify himself as the sender or the sender'sauthorized representative.

2. If the article in question is not located atthe immediate point of mailing and the appli-cant desires the search continued, require thesender to submit a written application andcollect the current fee for this service beforeconducting a further search. Requirements forthe written application and current fee's arefound in Part 460, Pub 42.

3. Explain to the applicant the services whichhe may request and their respective fees. Recom-mend that requests be made to the postaladministration of the country of destinationrather than search being made at a United Statesexchange office. The latter is more expensivethan the former, and the Postal Service cannotguarantee that the article will be found. How-

. ever, if the applicant desires that search be madeat the United States exchange office and agreesto the conditions, forward the request givingdetails on the application and particulars ofdispatch to the exchange office, if known. If thesender requests that the postal authorities of thecountry of destination be asked to intercept thearticle, collect the charges for this service, andforward the application along with a facsimile ofthe address to the Mail Classification Division,

1 .1248133


Finance Department, U.S. Postal Service, Wash-ington, DC 20260.

4. If the search for the article is successful, besure and charge the required return postage onthe article, unless it is a letter or post card,which is returned free of charge. Amounts arecollected on delivery of an article returned tothe sender, by affixing postage due stamps tothe article and canceling them.

5. When an application has been made by thesender, and you either return an article orchange its address, make sure that you make anotation on the sender's mailing receipt if he hasone.

Certificates of Mailing

The sender can obtain a certificate of mailingat your post office when he mails any postalunion article or parcel post package. Certificatesof mailing issued for ordinary articles of parcelsdo not give any right to indemnity or proof ofdelivery. The mailer must prepare the certificate,PS Form 3817, and pay the charges in the samemanner as prescribed for domestic mail. Currentfees for certificate of mailing for internationalmail are found in Part 470, PS Pub 42.

Mail Sent Via Department of State

The facilities of the Department of State areavailable for sending unregistered and uninsuredpersonal mail to authorized U.S. Foreign Servicepersonnel stationed in other countries. Thesepersons are authorized and should use theMilitary postal service if it is available in the areathey are stationed. Mail sent via the Departmentof State should only be used if no other serviceis available and should bear the following formof address:

PCC JOHN L. KNOLL, 399 28 6292, USNU.S. Naval Attache' and Naval Attache'for AirRangoonDepartment of StateWashington, D.C. 20251

Mail sent through Department of State chan-nels is subject to limitations and restrictionsprescribed in Part 127, Postal Service Manual

and the Mail Handling Instruction put out bythe Department of State.

All classes of domestic mail are acceptable,and the weight and size limits apply, except thatno package may weigh more than 40 pounds orexceed 24 inches in length or 62 inches in lengthand girth combined. Special services such asregistration, insurance, etc., are not provided.International documentation such as customsdeclarations and stickers are not required.

Postage must be paid at the applicable domes-tic rate for the class of mail and type of servicedesired. Any article accepted for which a zonerate postage is to be charged, will be charged atthe zone rate from mailing office to WashingtonDC.

POSTAGE REFUNDS

When postage or special service fees have beenpaid on mail for which no service is rendered, orcollected in excess of the lawful rate, a refundmay be made. The Postal Service is consideredto be at fault and no service is rendered in casesinvolving returned articles improperly acceptedin both domestic and international servicesbecause of excess size or weight. For this reasonwe cannot overemphasize that you must alwaysrefer to PS Pub 42, when accepting an articleaddressed to a foreign country.

Processing

When receiving a request from a patron for arefund, furnish him with two copies of PS Form3533, (fig. 10-10). These forms must be sub-mitted in duplicate.

Review the application and all the supportingpapers, and send them to the accountablepostmaster. If the accountable postmaster disap-proves, he will return all papers, and an explana-tory statement that you should give to th.applicant. If he approves the application, havethe patron sign both copies of the form; refundthe patron's postage; forward the original withyour stamp account to the accountable post-master; and file the duplicate copy in your postoffice stamp account records.

129

134

BEV COPY AVAILABLE

POSTAL CLERK 3 & 2

OIPOST Off1C1 PASTMENT

AFFIXATION AND w AMOR FOB MOND OP lOPADI AND PUS

01$11JONNO OHO voucHta NO

Cornish*. in duplicate by typewriter, ink or indelible pencil and submit to the Postmuterwith envelope or wrapper or portion thereof having names and addresses of eclat and ad.dress... canceled postage and postal markings. (nee Fan I47. Foetal Manual.)

iOAR ma m

PUT 1APPOCATION(T. k emplotil ity Patten)

PARC*" NAWI (Mgt so Iilm)

ThomatA,Borden. YNL URNUM A001111

X DiVitgiOn4 USS CANBERRA (CAG 2)Cm. sow 1.0 SIMI

FPO New York. 09501mAS0/4 POI !IMO

0 Postage and special service fees paid on .accompanying menet which is itemised in Pan IV on reverse.

Unused or spoiled meter stamps which are itemized in Pan IV on reverse,

0 Unused units in discorainucd meter.

(ii other (Eows) Mattor Accepted as Coannercial_PaPer in excess of weight limitation.

Reglat ry and return receipt paid.

March 19_ -----#0",;0!e10424mefmr,_(Den e applisatival (filielan */ *Onto aid ilk, V say, se origied ma6)

PAW limMIPOKA11011 Of OMNI(hr ha Office flu Only)

TATO

6 March 19,

.Cllr OfeW.1

USS CANBERRA (CAG 2)

Claimant is entitled to a refund; $ . In with details on reverse of this form.

LT. USN

_2i116

.,..,, , ,(

alker.n ...A.rsas si simnel (C4r001 114Nel

PAN INIMV!" FOG MONO

Received from the Postmaster at the office named above, refund in the amount of $ 2.04 .

8 April 19 8914368(MN) (ftimbor of Pape tw Treentry Oak Murk")

Secure the signature of the payee if payment is made in cash, or where Treasury check is used 1.-,w check number inlieu of payee's signature.

__ _ 1st,*AM) ""'

60.60Figure 10.10.PS Form 3533, application and voucher for refund of postage and fees.

4°33

CHAPTER 11

OUTGOING MAIL

In this chapter you will follow a letter fromthe moment it leaves the mailer's hand andbecomes U.S. Mail, until you have dispatched itto a terminal Navy post office, to some otherpostal facility, or to a commercial airline. Thiswill include a look at some of the postalequipment you have, and some which you willneed to order or have constructed to aid you ingiving the best possible postal service to yourship or activity.

Security is a word you will continue to seethroughout this course. The meaning the wordhas for you in relation to the post office cannotbe stressed too greatly. The measures of securityrequired for outgoing ordinary mail andregistered mail are covered in the final pages ofthis chapter.

FACILITIES FOR DEPOSIT

If your ship or activity is large enough towarrant the establishment of a post office, it isalso largo enough to have more than one mailreceptacle or letter drop box. If at all possibleyou should not require a patron to bring hisoutgoing mail to the post office. Instead collec-tion boxes should be installed throughout theship or activity in various spaces such as thecrew's living quarters, general mess, library,wardroom, or any other area that would beconvenient for your patrons.

In addition to the collection boxes youshould have a letter drop in the post office. Itslocation should be in a convenient place foryour patrons and for you when sorting, cancel-ing, and casing mail. For example, if your postoffice mail drop were directly below one of yourfinance windows, it would be inconvenient toeveryone. The mail drop should be low enoughand the slot made in such a way as to protectthe mail and prevent it from being extractedback out through the slot.

Construction of Drop Boxes

Drop boxes aboard ship are usually suppliedby NavShips in the initial commissioning allow-ance. If for any reason the standard issue letterdrop boxes are not available or if you requireadditional drop boxes, it may be necessary tohave them constructed. In that case you willneed the funowing information.

Sheet metal is the best material to use inconstruction of collection boxes; however, ifsheet metal is not readily available, well sea-soned wood may be substituted, preferablyplywood. With slight modification, some con-tainers lend themselves as good substitutes forthe standard drop box. Make sure they meet theminimum basic requirements before using them.

When designing collection boxes for yourship, you might pattern the box after the streetletter box used by the civil post office. Thedesign need not be elaborate to be functional.See figure 11-1. A slot approximately 11/2 incheswide by 11 inches long will accommodate mostletters, flats, and film packs.

When installing the collection boxes, makesure they are secured in such a way as todiscourage attempts to remove them. On boardship the bolts holding the drop box may bewelded to the bulkhead with nuts inside thebox. This way the box must be open in order toremove the nuts from the bolts.

Making Drop Boxes

If you do have your command construct adrop box, make sure that the paint requirementsare met as shown in figure 11-1. These are thestandard paint requirements of the. U.S. PostalService.

A schedule of collections should be displayedon the box. You can order through your supplydepartment DD Form 1116 which is specially

131

136

POSTAL CLERK 3 & 2

WEATHER DOOR OVER MAIL SLOT.OFSM11 TAB IS HINGED. MAIL

/ SLOT TO MEASURE 1% X I I ".

U.S. MAIL PRINTED IN 3" LETTERS

.. ol ma

I

1

1 1

I

1 OkS1 wv ,1

i

1

1

I

I

14

w I

I

51°I

1 /2 sr----411 i1

1

.....- .-- ..... 1

INSIDEHINGE

""imo

is

DOOR HINGE

GLASS FRONT

WEATHER STRIPPING

LOCK HASPHINGED II

WELDED TO BOX.

el"1

9

=1. J.1111 1111 =1. IMD

Figure 11.1.Drop box construction plan.

Chapter 11OUTGOING MAIL

made for recording the hours of collection onmail drop boxes. If DD Form 1116 is not readilyavailable, you can show collection times on aplain 3 X 5 card until your supply departmentcan requisition the form.

Locking Device for Drop Boxes

A government issue 3-tumbler series type lockis the best for drop boxes. You can requisitionthis type of lock in quantities of 8 or 12, with akey for each lock and one master key which willopen all the locks in the series. One goodsecurity factor about this type of lock is that thekey cannot be removed until the lock is secured.This prevents the possibility of leaving the dropbox unlocked when you pick up the mail. If forsome reason you cannot obtain the series locks,any 3-tumbler type locks will be adequate untilyou can acquire the series type lock.

If you are the accountable postal clerk foryour post office, you must maintain fixedresponsibility at all times for the keys of yourpost office and letter drop boxes. Letter dropbox keys should be placed inside your safe orlocked up for security when not actually in use.

Collection of Mail

You should always make sure that the timesof collection of mail are met and that theycoincide with your command's mail handlinginstruction. When you have several boxes tocollect mail from make sure the times ofcollection are spaced far enough apart to allowyou the time to collect the mail at one box andalso the time it takes you to get to the next maildrop box.

Most offices use standard pickup times in themorning, at noon, and in the evening shortlybefore your office closes. Of course a majorfactor in the collection of mail is the time thatyou make your dispatch. Any special collectionyou may have, such as special pickups at Xmastime, or 1/2 hour before your ship is gettingunderway, should be recorded on the maildrops. If your ship's departure is moved upunexpectedly, request the OOD or JOOD tohave the word passed over the IMC stating thetime the mail will be departing the ship. If forsome reason you change the standard hours of

collection make sure the word is thoroughlydisseminated through the use of the Plan of theDay, at morning quarters, bulletin boards, andthat a proper change is recorded on the maildrop boxes themselves.

PREPARATION OF MAILFOR DISPATCH

Even though the mailer is responsible forwhatever article he mails, as to postage, endorse-ments, packing and wrapping, be sure he hascompleted the return and delivery address. It isyour responsibility as soon as you collect themail, to make sure that the mailer has compliedin all respects with the postal service require-ments.

Separate all the mail into classes such asairmail, first-class, and letters marked for specialservice, such as special delivery or special han-dling. If the amount of mail warrants, separatethe long and short envelopes, facing all theaddresses in the same direction. At large shorestations you will have mail dump tables providedfor both incoming and outgoing mail, however,aboard ship where post office space is limited,you will probably have to sort incoming andoutgoing mail at the same sorting case.

While you are sorting the mail by class, checkeach piece for proper postage, address, andendorsements. After a little practice, you will beable to tell just by lifting a letter if it has enoughpostage attached. But for starters weigh thosepieces you are not sure of and dispatch showingthe amount of postage due and this amount willbe collected from the addressee upon delivery. Ifit happens to be a short paid article going to aforeign address, handle as outlined in chapter 10of this manual.

If the mailer has indicated on the envelopethat he wishes a special service, make sure thatthe amount of the fee for this service is includedin the postage. If the fee is not included with thepostage, endorse the envelope postage due forthe amount of the special service fee, and withthe special service stamp, and then make surethe piece.of mail is given the service that wasrequested by the mailer. The fee for this servicewill be collected from the addressee in the formof postage due upon delivery. One common

POSTAL CLERK 3 & 2

error is using an airmail envelope for a surfaceletter. Many are unaware that these envelopesare intended for airmail use only. Sometimes amailer in a hurry will not include some portionof the address which is required before thearticle can be delivered. Return these to thesender promptly so as not to delay the articlelonger than necessary.

On some letters you will see postage forspecial services, such as airmail, attached but noendorsement. Endorse these with the appro-priate stamp just above the address. If this is notpossible, endorse adjaent to the address andforward by the desired service.

Postmarking and canceling is the next step tobe performed in processing the mail for dis-patch. Before doing this, check the stamp or dieto see that the proper date has been inserted.You must use the current date. Never back datethe postmark for any reason. If you are on alarge ship you may have a canceling machine.However most ships use the hand stamp becausethe volume of outgoing mail does not warrantthe installation of a canceling machine. Whencanceling, set all mail of one type on a shelf ortable in front of you with the address facingyou As you cancel and postmark with the righthand pull the postmarked piece towards youwith the left. Do not allow the postmark tomark the stamp. If more than one stamp hasbeen used, cancel the stamp farthest to the rightand those to the left of it with the tips of thecanceling bars, and the last stamp to the leftwith the postmark and canceling bars, ensuringthat the postmark does not hit the stamp. Seefigure 11-2 To indicate the time of dispatch usethe letters AM or PM to indicate a morning orafternoon dispatch. You shift from AM to PM at1201.

60.113Figure 11.2Properly canceled stampkeeping the

postmark away from the stamp.

The postmarking stamp shown in figure 4-7 isthe one used in many shipboard NPOs. When thedate and time of dispatch is shown in this stamp,it is used to postmark first-class, airmail, airparcel post, postal and post cards, business replymail and meter reply cards and letters, specialdelivery, and special handling. On third-class,transient second-class, and ordinary parcel postwhen the complete return address is shown, nopostmark is necessary. However, if the name ofyour office is not shown in the return addressyou must postmark the piece without showingthe date of dispatch. All international parcelpost must be postmarked. As discussed inchapter 6, except for registered mail, all mail fordispatch is postmarked on the front.

All insured parcels should be postmarked withyour all-purpose stamp adjacent to the insuredstamp, showing the date of dispatch. See figure7-2.

After you have canceled the mail, you areready to case the mail for dispatch. Casing mailmeans sorting the mail into a letter case by cityor state. First you case the airmail and then thefirst-class.

You should set your case up by state,alphabetically from left to right starting with thetop row. After you have watched the flow ofoutgoing mail, you can make adjustments in thearrangement so as to have the cities and statesgetting the most mail closest to your right handand those receiving smaller amounts fartheraway. For example, if your ship is operating inthe Atlantic and Mediterranean and homeportedin Norfolk, the majority of your outgoing mailwill be for the Norfolk area. You may need twoboxes for Norfolk, another for Virginia Beach,and one box for the remainder of the state. Setthe city boxes adjacent to the state box.Normally letter cases are constructed to provide43, 63, or 84 separations. On ships where postoffice space is VERY limited you may have anynumber. An example of space needed for a63-separation letter case when mounted to abulkhead is 3 feet 6 inches in height and 3 feet10 1/2 inches in width. Naturally the 63separations allow spaces for 50 states and 13entries for cities and military separations.

The more you case mail the better you get atit. One good tip when you start to case mail is toset special delivery letters, certified letters, and

13139


absentee voting ballots on end instead of laying.:em flat with the other mail in the case. Thenwhen you start tying the mail out, they will beseparated from the other letters in that Stateand can be easily placed on top of the tie. Thereason that you place them on top is so they willbe easily noticed at the next point of handlingand can be taken care of first.

Facing Slips

Each tie of letter mail must have some formof identification. This identification is usuallydone by labeling packages of letter mail withpreprinted slips of paper called "Facing Slips."As you can see from figure 11-3 there are severaldifferent types and colors of facing slips, andeach label is used for different types of letterties.

When you prepare facing slips for labelingpackages of mail, use PS Poster 187 (fig. 11-3)to assist you. Place this poster close to yoursorting case for eery reference. It shows the labelnumber and its color and it explains what typeof mail package it is used for. PS Poster 187 canbe obtained through the U.S. Postal supplysystem. Make sure that you have an amplesupply of these facing slips on hand.

Tying Out Mail

As you know from figure 11-3, there areseveral different packages of mail. To make upone of these packages for tie out, you shouldhave at least 10 pieces to a tie. If there are anyspecial delivery, certified, or voting materialincluded in the tie, be sure these are on the topso they will be easily noted at the next point ofhandling.

When making your tie out, select the properfacing slip and place it on the letter tie as shownin figure 11-4. Holding the end of the twine tothe tie with your left thumb, take 3 to 5 turnslength ways around the tie of letters, then turnthe tie, and still holding the twine with yourleft thumb, take 3 to 5 turns around the widthof the tie. When you finish this, tie a knot at thepoint where you were holding the twine withyour left thumb. Now you have completed yourtie of mail. When making your turns with the

twine around the tie of letters, be sure to pull ittight to give you a firm bundle. This will preventit from breaking open during transit. No bundleshould be more than 4 inches thick. See figure11-5.

The same general rules apply to the makeupand dispatch of flats. Tie out a package of flatswhen there are 10 or more for one state or city.When tying packages of mixed flats, the toppiece should be faced down and the appropriatefacing slip attached. Pouches to contain flatsonly should be made only when the quantitywarrants.

It is recommended that you make your tieout in the following manner:

5-Digit PackageA 5-digit package is a tie ofmail of 15 or more pieces for the same ZIP Codearea. This package of mail will not have anyfacing slip attached. When a transit clerk seesthat it has no facing slip attached he willautomatically know it is a 5-digit package andforward it to the area of the ZIP Code on thetop letter. This type of letter package is tied outfirst.

Mixed City PackagePlace 15 or more piecesbearing more than one ZIP Code, but addressedto a multicoded city in one package. When tyingout this package place a facing slip (label 127)on the top of the package for identification.

Sectional Center PackageA sectional centerpackage (SCF) is identified by the first threenumbers of the sectional ZIP Code. Example:SCF Frederick, MD 217. When you have 10 ormore pieces of mail for one post office in thesame SCF area, as seen in the example above, tiethem out in an SCF package and identify it withfacing slip label 128. If an SCF (sectional centerfacility) serves more than one three-digit area,and the volume of mail does not justify separatepackages for each area, label the package withfacing slip label 128, to the lowest three digitnumber served by the SCF.

State PackagesAfter you have the requiredfive digit, mixed city, and SCF packages tiedout, place 10 or more pieces of remaining mailfor the same state in a separate bundle andidentify with facing slip label 129.

135

1.40

BEST COPY AVAILABLE

POSTAL CLERK 3 & 2

LABELING PACKAGES OF MAIL

YELLOWLABEL 127

MIXED CITY ALL FOR CITYON FACE

GREENLABEL 128 SCFOF

ALL FOR FIRST 3-DIGITS

ZIP CODE ON FACE

ORANGELABEL 129

ALL FOR STATE ON FACE

WHITELABEL 88

III Ktoit

cemoiny132 Pad AveNew VOA tie loop

ALL FOR FIRM ON FACE'

NO SLIP

1.7rr-

Min Doe

1533 Sutler StSan flifICISCO CA RIOS

OEII

5-DIGIT ZIP CODE AREA OR

SINGLE ZIP CODED CITYALLLETTERS FACED ONE WAY

WHITE

NON-STANDARD PACKAGE LABELS

MIXED STATES, MILITARYWORKING, ETC,

NOTE: Office of Origin and date to be Omitted from Package Labels,

PS POSTER 18T

80.125Figure 11.3.PS Poster 187, Types of labeling of packages of mail.

136

141

BEST COPY AVAILABLE


POD label II

ALL FOR

FIRM ON FACE

Figure 114.PS Label 88 as it should appear on a letter tie.

Firm PackagesWhen you have 10 or moreletters for the same unit, command, or commer-cial firm, identify the package with facing sliplabel 88. When making up a firm package donot include any special delivery, certified, orpostage due mail. Since this package is delivereddirectly to the addressee as identified by usingthe firm mailing label, signatures for certifiedmail could not be obtained, special deliverywould not receive special delivery service, andpostage due could not be collected.

International PackagesMake up internationalair or surface mail in direct packages for cities orcountries when volume warrants, generally 25pieces or more. When the volume is insufficientto warrant direct packages, make up mixedforeign packagcss labeled to designated exchangeoffices. Make up mail for Canada in directpackages for cities and provinces if the volumewarrants, otherwise make up as a countrypackage.

Military Working Mail addressed to ships,ZIP-Navy and APO numbers, FPOs, U.S. Forces,

80.82

or other military addresses (except geographicaddresses in the United States) is tied separatelyfrom other mail, and labeled "Military Work-ing." Packages and other mail similarly ad-dressed should be placed in poucho or sacks, asappropriate, endorsed "Military Working," anddispatched to the terminal post office for thearea.

Labeling Outgoing Mail

Any postal employee who sees the label on asack or pouch of mail should be able to read andunderstand all the information on that label. Forexample, he should be able to tell at a glancewhere that mail originated and where it is going.The label is important for these and otherreasons.

The information you put on the label must beaccurate. See figure 11.6. You will have severaltypes of labels in your office, so you must makesure you are using the right label on eachoutgokig sack or pouch. The reverse of any labelcontains two items of information important tothe receiving post office: your initials if you

137

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BEST COPY AVAILABLE

POSTAL CLERK 3 & 2

TYING OUT LETTER MAIL

I - BUNDLES FROM 1" TO 4" THICKNESS

ALL BU N D.L E S OF LETTER SIZEMAIL FROM 1" TO 4" IN THICKNESSSHALL HAVE TWINE APPLIED INTHE FOLLOWING MANNER:

STEP 1

PICK UP BUNDLEAPPLY FACINGSLIP TO TOP OR BOTTOM AS. RE.QUIRED..

STEP 2PICK UP TWINEPLACE OVERLONG DIMENSION OF BUNDLETHREE TO FIVE TIMES & P ULLTIGHT.

STEP 3

NOW WITH SAME LENGTH OF TWINEPLACE IT OVER SHORT DIMENSIONOF BUNDLE AT THE CENTERTHREE TO FIVE TIMES, PULLTIGHT & TIE.

II BUNDLES LESS THAN 1" IN THICKNESS

THOSE BUNDLES OF LETTER SIZEMAIL LESS THAN 1" IN THICKtLESSWILL REQUIRE TWINE AROUNDTHE CENTER ONLY.

STEP 1

PICK UP BUNDLEAPPLY FACINGSLIP TO TOP OR BOTTOM AS RE-QUIRED.

STEP 2

PICK UP THE TWINEPLACE OVER 11&!....-,SHORT DIMENSION OF BUNDLE AT .

THE CENTER THREE TO FIVE 41.111411.11.TIMES, PULL TIGHT i TIE.

0.114Figure 11.5.- -Tying out letter moll.

iia


NEW YORK, N. Y. DIS ATLANTA

PP SUP LIABLE TO CUSTOMS WT 34

FR: USS CASCADE AD-16 1 - 4X

PARCEL POST LABEL (FRONT)

PARCEL POST LABEL (BACK)

80.84Figure 11-6.Completed parcel post labels.

prepared the dispatch, and the postmark of youroffice. Use your all-purpose stamp when post-marking, and make sure the correct date isinserted. This way, if there is any discrepancy inthe dispatch, it can be traced and correctedquickly.

Transportation time is also important. TheU.S. Postal Service is constantly looking forbetter and faster transport of the mails. Quar-terly and monthly reports, which you willprepare or aid in preparing, show the averagetransit time of the mail so that proper date isimportant for this reason also.

The front of the label must show all theinformation required by the receiving office.Figure 11-7 shows properly completed airmailpouch labels. All airmail strip labels are preparedon Goldenrod airmail label stock. When youorder be sure to indicate on the order form (PS1578), the use of the label. The first line of thelabel indicates the destination of the mail, andclass. The second line indicates the type of mailenclosed, whether working or direct letters orparcels subject to customs, and the total weightof the pouch. The last line includes the postoffice of origin, and the series and pouchnumber. There is no set order in which tonumber your outgoing pouches since the dis-patch must be kept intact until it reaches thedeitination shown on the accompanying AV-7.Number the pouches consecutively as you makethem up, and on the last pouch of the dispatchfollow the pouch number with the letter X.

AMF JFK

LTR MAIL MIXED STATES

FR: USS ENTERPRISE (CVA(N) 65

AM

WT 16

1 - 2X

AMF IDLEWILD, N. Y.

CHICAGO DIRECTS LTR MAIL

FR: USS TIDEWATER AD 26

AM

WT 20

2 IX

AMF SAN FRANCISCO AM

CALIFORNIA INKY'S ANO WORKING WT 18

FR: KLONDIKE AR22 4 - 3X

FRONTS

BACK

80.87Figure 11-7.Completed airmail pouch label.

Your copy of the AV-7 (fig. 11-8) lists theseries number and the number of pouches in thidispatch only. An additional record of outgoingpouches and sacks should be kept in youroutgoing mail log by number and content. Forexample:

OUTGOING

DESTINA- TURNEDCLASS NO. WT. SERIESTION OVER TO

AMF NYK AM 2 45 145.2X PAA REP

When you dispatch a direct pouch to theUnited States via a TNPO or other military postoffice, you must use two labels. Punch a hole inthe overlabel to indicate the pouch is doublelabeled. The underlabel should show the U.S.

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POSTAL CLERK 3 & 2

UNITED STATES POSTAL SERVICEOPERATIONS DEPARTMENT

AV-7 DELIVERY LISTforderasu do Ilwalson du douches aerlennes

AV-7 No.32RECEIVING OFFICE'emu dullnatakeDISPATCHING OFFICE

fumed mpediffue

USS SARATOGA (CVA-60)28 May 1973BARCELONA, SPAIN

4161New York, New York NAVY

FOR AIRPORT OF

CAPPIER.km PM do U.:herdsmen,

FLIGHTROAND

TINGBCN TO NYK VIA PA 155

UTING

OFFICE OFORIGINSumac

cr origins

OFFICE OFDESTINATION

'woaddeatinatalre

DISPATCH NUMBER OROSS WEIGHT OF THE MAILS Pak,s buts du sacksREMARKSobserve.

flansLC

LETTERS.CARDS

AOALL

OTHERS

CPPARCEL

POST

LETTERS. CARDS0. correspondances Mums)

ALL OTHERSAutru Wets

Mantel

PARCEL POSTOw oaks(Gums

MILITARY AIR MAIL 0 0 MILITARY AIR MAIL MILITARY AIR MAIL MILITARY AIR MA L n

USS

SARATOGA AMF JFK 32-9X 360 lbs

'1%..............._ 4.0`4.%%rnmoN,,,........owftw"..A.""0"1"%so."1....eimiPi%

Figure 11-8.AV-7 showing series number and number of pouches in dispatch.

Airport Mail Facility (AMF), where it will beworked. The overlabel should show the geo-graphical location destination, should be markedNavy mail, and should have the five digit ZIPNavy number. Both labels should show theweight, series number, and office of origin. Onarrival at the TNPO, the overlabel is pulled andthe pouch billed on the next flight for the AMFindicated on the underlabel.

Navy post offices should utilize airline-supplied color coded clip-on destination tags onmail that is to be provided commercial airlift. Inthose cases where a flytag containing additionalhandling instructions is necessary or no airline-supplied clip-on destination tag for the city ofdestination is available or provided for, plainmanila tags (PS Item 0-152) should be used withthe instruction and/or destination stamped orprinted thereon as appropriate. Airline-supplied"MILREGS" tags should be applied to all sacksand pouches containing registered mail. Airline-

60.71A

supplied clip-on destination tags and "MIL-REGS" tags may be procured through the majoroperating U.S. airlines cargo offices or Navy postoffices performing terminal postal operations.

PROCESSING

Airmail, first-class mail, and FREE mail musteach be worked and pouched separately. Officialmail should be made up into separate ties. Directsacks should be made up whenever possible. Ifyou have 10 pounds or more for one city, makea pouch or sack for that city. This saves transithandling, time, and speeds delivery. The keynumber to remember again is 10. In tying youwere concerned with the number of letters, nowyou are concerned with weight. The minimumweight for a direct pouch is 10 pounds. If youdo not have enough for a direct pouch to a city,you may combine the mail with that for the

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state and make a state pouch, or you maycombine mail from several states in a mixedstates working pouch. The maximum weight foran ordinary sack or pouch is 70 pounds; for anairmail pouch, 50 pounds; and for an airmailsack, 70 pounds.

When ships are operating in a task group, oneis designated as mail coordinator. For example,while operating in a combat area one of theCVA's will be the mail coordinator for severalsmaller ships. The ship then performs essentiallythe same function as a terminal post office inconsolidating and moving the mail.

If you are so designated, when the outgoingmail from the other ships is received, consolidateit. You will find that you can reduce by as muchas 75 percent the number of outgoing pouches.You may not have enough mail from your ownship to make any direct pouches, but byconsolidating the mail you may be able to makeat least one. This means time saved by theterminal NPO in your area in sorting andhandling. Mail is handled in accordance withspecial instructions of appropriate commandersand in accordance with the procedures outlinedherein.

Space Available Mail (SAM)

SAM mail should be processed and dispatchedin the following manner:

Personal first-class letter mail should beseparated from official first-class mail and dis-patched in green nylon mail ,ouches.

Personal first -class letter mail and postcards identified as Free Mail and mailed from acombat zone should be separated from othermail. It should be manifested and dispatched tothe airport mail facilities in green nylon mailpouches labeled "Free Mail."

Sound recorded communications havingthe character of personal correspondence shouldbe separated from other free mail and dis-patched to the airport mail facilities in red nylonmail pouches.

Second-class publications published at leastonce each week and featuring principally current

news of interest to members of the ArmedForces and the general public, which are mailedat or addressed to any Armed Forces post officeoutside the 48 contiguous States should beseplaated from other mail and dispatched in redmail sacks.

SAM parcels include parcels of any classpaid at surface postage rates and airlifted to,from, or between overseas military post officesoutside the 48 contiguous States. When mailedfrom the 48 contiguous States, the parcels maynot exceed 15 pounds in weight and 60 inches inlength and girth combined. Parcels mailed froman APO or FPO outside the 48 contiguous Statesmay not exceed 70 pounds in weight and 100inches in length and girth combined. Suchparcels should be separated from other mail oftheir class and dispatched in red mail sacks.They must be marked with the large letters SAMon the address side, preferably below the post-age and above the name of the addressee. SAMparcels shall be transported by air on a spaceavailable basis on scheduled United States aircarriers. A SAM parcel mailed at an overseaspost office should be labeled "Supposed LiableTo Customs Inspections."

PAL Parcels

Any parcel, other than a parcel mailed airparcel post, not exceeding 30 pounds in weightor 60 inches in length and girth combined,which is mailed at or addressed to any militarypost office outside the 48 contiguous States, willbe transported by air on a space available basis,upon payment of a fee of $1.00 in addition tothe regular surface rate of postage. These parcelsmust be marked with the large letters "PAL"(parcel air lift) on the address side, preferablybelow the postage and above the name of theaddressee.

Sacking Second-, Third-,and Fourth-Class Mail

The volume of outgoing parcels of all classesof mail normally increases when you are over-seas. Use sacks when preparing this mail f ',rdispatch, but keep the weight of each sackbelow 70 pounds. Here again make as much use

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POSTAL CLERK 3 & 2

as possible of the direct sack to customs postoffices. Direct sacks of second, third, andfourth-class parcels are dispatched via surfacemeans to the appropriate customs post office inthe United States. When you are preparing labelsfor the outgoing second, third, and fourth-classmail, use the procedure previously mentioned.However, you must remember that here youshould label to the appropriate customs postoffice instead of to the city or state of address.For example, if your ship is operating in theEuropean area, and you are dispatching a directsack of parcel post to Iowa, first check the U.S.Customs Scheme, (fig. 11-9). This chart showsyou where to bill your parcel post in the UnitedStates regardless of your location. Column 1 isan alphabetical list of the states. Columns 2, 3,4, and 5 are the cities to which you shoulddispatch your parcel post, dependent on yourdispatch point. All parcel post for Alabamatherefore, entering the United States throughNew York or Charleston, should be labeled toAtlanta. Mail to Alabama entering the UnitedStates through San Francisco or Seattle shouldbe labeled to Memphis. Your sack of parcel postfor Iowa should be labeled to Chicago since itwill enter the United States through New Yorkor Charleston. If you do not have enough mailto make a direct sack to the appropriate customspost office combine the mail and label it to thefirst United States port of entry or to theterminal NPO which serves your command.Figure 11-5 shows properly completed labels forparcel post. When making out your label be sureyou include the wording "Supposed Liable toCustoms" on the label or pttach a PS Label 81or other tag containing this wording. One thirdof a sack is sufficient for a direct sack. Beforeusing a sack, check it carefully to see that it is ingood condition and there are no holes in it. Donot use a sack that has a hole larger than a 504coin, tears exceeding 1 1/2 inch, broken ormissing cord, or a damaged label fastener. This iscalled "defective" equipment and should bedispatched to the TNPO serving your activity.Use PS Label 77 identifying it as defectiveequipment. To keep from puncturing the sack orthe contents, do not use hooks when lifting.

When making up your mail for dispatch, ifyou have two special handling packages the sizeof an ordinary shoe box going to the same

142t .J 147

destination, you may make a direct specialhandling sack. After closing the sack and beforelocking, place a PS Label 35, figure 11-10,PARCEL POST FOR SPECIAL HANDLING,over the hasp to ensure separate handling fromother fourth-class mail.

Care in Pouching and Sacking

Pouching and sacking requires care not onlyin distribution anu routing but also in handling.

When operating overseas you will be handlinglarge volumes of mail. Part of this will be parcelpost. Since you will be the initial carrier of theparcel post you will want to make sure youdon't pack more parcels in a sack than con-venient to carry. Do this not only for your ownsake but also for that of others handling thesack. The U.S. Postal Service has a set of specificrules on care in pouching and sacking not onlyto protect the mail but also the personnelhandling the mail. The first of these is: do notplace more than 70 pounds of mail in a canvassack. The orange, gray, and red pouches arelimited to 50 pounds. You should allow suffi-cient space to permit complete closure of thepouch or sack. The U.S. Postal Service operateson a nonprofit basis (mostly at a loss), so loss ofman-hours due to a sprained back caused by anovetloaded mail sack just adds to this loss.

When a person mailing a package requestsinsurance he is in reality asking for additionalprotection from breakage or loss in handling. Itis your duty to see that this package receives theprotection it rightly deserves. Consequently thesecond rule is: do not use hooks in handlingsacks. Hooks puncture the sack and tear orbreak the contents of any packages enclosed.

By placing a large parcel endorsed FRAGILEin a sack you eliminate any possible extra carethat would be given, hence, the third rule. Donot force large bulky parcels marked FRAGILEinto sacks. These parcels should be treated asoutside pieces and cared for accordingly. Smallpackages carrying the endorsement FRAGILEshould be placed on top of other heavier parcelsin the sack to prevent their being crushed by theadded weight.

When working with mail of any type andespecially large volumes, your post office be-comes a prime fire hazard area. The greatest

Chapter 11OUTGOING MAILBEST COPY AVAILABLE

State New Yorkstandpoint

Ban Franciscostandpoint

Battlestandpoint

Charlestonstandpoint

Alabama Atlanta Memphis Memphis Atlanta.Alaska'. Seattle Seattle Seattle Seattle.Arisons El Paso Los Ansel.* Los Angeles El Paso.Arkansas St. Louis Kansas City, Mo.... Kansas City, Mo.... Atlanta.California San Francisco Ban Frandsen San 7raneisco San Francisco.Canal Lone' New Orleans New Orleans New Orleans New Orleans.Colorado. COMM. Denver Denver Denver.Conneetieut New York New York New York New Yak.Delaware Philadelphia Philadelphia Philadelphia Philadelphia.District of Columbia. Washington, D.C.... Washington, D.C.... Washington, D.C Washington, D.C.Plaids Jacksonville Jacksonville Jacksonville Jacksonville.Georgia Atlanta Atlanta Atlanta Atlanta.Guam'Hawaii Honolulu Honolulu Honolulu... Honolulu.'Idaho Omaha Portland, On Seattle Omaha.Illinois Chicago Chicago Chicago Chios's.Indiana Indianapolis Indianapolis ... Indianapolis Indianapolis.Iowa Chicago Omaha Omaha Chicago.Kansas Kansas City, Mo. Denver Denver. Kansas City, Mo.Kentucky Cleveland Cleveland Cleveland Atlanta.Louisiana New Orleans New Orleans New Orleans New Orleans.'Maine Baton Baton Baton Boston.Maryland Baltimore Baltimore Baltimore Baltimore.MassactusetU Boston Baton Baton Boston.Michigan Detroit Detroit Detroit Detroit.Minnesota St.. Paul St. Paul St. Paul St. Paul.hilaisalppi New Orleans hiemplds Memphis Atlanta.Missouri St. Louis Kansas City, !to.... Kansas City, Mo.... St. Louis.

Except Kansas Kansas City Kansas City.City.

Except St. St. Louis St. LouisLouis.

'Montana St. Paul Portland, Ore Seattle. St. Paul.Netmaka Omaha Denver Denver Omaha.

Except Omaha. Omaha Omaha'Nevada Denver Ban Francisco San Francisco Denver.New Hampshire Boston Boston Boston Boston.

'New Jamey New Yak New York New Yak Philadelphia.Except ZIP Philadelphia Philadelphia Philadelphia.

Codas 060through CU.

New Mexico El Pao El Pao El Paso El Pen.New Yak New Yak Buffalo Buffalo New York.

Except Buffalo Buffalo.Buffalo.

Except New New York New YorkYork.

'North Carding Washington, D.C.... Washington, D.C.... Washington, D.C.... Charleston.'North Dakota St. Paul St. Paul Seattle St Paul.Ohio Cleveland Cleveland Cleveland Cincinnati.

'Oklahoma Kansas City, Mo.. Kansa City, Mo Kansas City, Mo.... Dallas.'Oregon. Portland, Ore Portland, Ore Portland, On' Portland, Ore.

Leapt Port-land.

Portland, On Portland, One

Pennsylvania Philadelphia Pittsburgh Pittsburgh PhiladalOhla.Except Phila.

delphia.Philadelphia... ..... Philadelphia

Except Pittburgh.

Pittsburgh Pittsburgh.

Puerto Rico San Juan San Juan San Juan San Juan.Rhode Island Boston Boston Boston Boston.

'South Carolina Atlanta Atlanta Atlanta Charlatan.South Dakota St. Paul Omaha Omaha St. Paul.

'TennesseeExcept Mem.

phis.

Washington, D.0Memphis

Memphis Memphis Atlanta,

Texas Dallas r Paso Dallas Dallas.Except El Paso. El Pao El Paso ....... .... El Pao.Except Dallas. Dallas

'Utah.. Denver San Francisco San Francisco Denver.Vermont New York New York New Yak New York.

'Virginia Washington, D.C.... Washington, D.C.... Washington, D.C.... Charleston.Virgin Islands Charlotte Amalie.... Charlotte Amalie.... Charlotte Amalie. Charlotte A101110.' Except St. Croix. Christiansted Christiansted Christiansted Christlanated.'Washington St. Paul Seattle Seattle Denver,West Virginia Washington, D,C Clneinnati Cinelanati Washington, D.C.Wiaosain Milwaukee Milwaukee.. 8%, Paul Milwaukee.Wyoming Denver San handsets Seattle Denver,

Dispatch to Battle when mail is transported from NPO's in the Want.Dispatch to New Orleans when mail is transported direct from NPO's in the Caribbean ilea.No customs duties swaged on mall addressed to Guam; routs mail drat to appropriate pest oda.

Figure 11.9.U.S. Customs scheme.

ati

60.63.0

BEST COPY AVAILABLE

POSTAL CLERK 3 & 2

ti.:::::::::0*Y.W4.1.1.5%00V,11XMVe4.1WAM11140:::,%.,:!55::4Nrk:4!:M4.:!:::!::!:44q,:ett.::14.I.N.I.M.::.:

:::::°PSI RAIL U

ND. INT PARCEL POSTFOR SPECIAL

HANDLINGEMPLOYEES WILL DETACH FROM SACKS

WHEN EMPTIED, FOR RE -USE

60.66Figure 11-10.PS Label 35, parcel post for special

handling.

danger exists during the period when you arehanging the pouches or sacks and when closingthem for dispatch. A lit cigarette accidentallydropped into one pouch or sack could start afire very easily. So the fourth rule is, do notsmoke when hanging sacks or pouches or whenclosing them for dispatch.

The following list will help you in sackingand/or pouching your mail. Remember thecolor of sack/pouch indicates the class or typeof mail enclosed.

1. Official airmail letters airmail pouches(orange)

2. Official airmail parcelsairmail sacks(orange)

3. Personal airmail lettersairmail pouches(orange)

4. Personal airmail parcelsairmail pouches(orange)

5. Official first-class lettersMOM pouches(gray)

6. Official first-class parcelsMOM sacks(gray)

7. Official parcels marked "SPECIAL DE-LIVERY," "SPECIAL HANDLING," or"MOM" MOM sacks (gray)

8. FREE mailSAM pouches (green). Slidelabel marked "FREE MAIL"

9. Personal first-class lettersSAM pouches(green)

10. Personal parcels marked "SAM" andpublications as previously discussedunder SAM mailSAM sacks (red)

11. Personal parcels marked "PAL"SAMsacks (red)

12. Personal parcels as previously discussedunder SAM mailWhen airlifted SAM sacks (red)When provided surface liftcanvas sacks

13. Official parcels not contained in theabove-canvas sacks

14. Permai parcels not contained in theabove-canvas sacks

Should the pouches and sacks listed abovebecome unavailable, use canvas equipment andattach the appropriate tag indicating the type ofmail contained therein. See figs 11-11 and11-12.

If the volume of mails does not justifyseparate pouching, consolidate them; if the

POD LAPEL 37

FIRST CLASSU. S. MAIL

sou rIOT DELAYMIS TAR TO GE REUSED. EXCESS TABS ABOVE REQUIREMENTSTO PE FORWARDED TO GENERAL SUPERINTENDENT, PTS,

$.,

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149

60.63Figure 11-11.PS Label 37, first class.

This sack containsAIRPARCELPOST

POO LABEL UPM IN/ (THIS TAO TO RE REUSED)

............

Figure 11-12.PS Label 33, air parcel post.60.65


pouch contains airmail, it must be manifested asan airmail pouch.

Pouches or sacks are normally secured by anLA lock or a metal snap seal. Check the mailhandling instructions, for the area you areoperating in, for the requirements for securingyour pouches or sacks.

Outside Parcels

Parcels that require handling outside of mailbags are those which because of their size,weight, nature, or condition cannot be safelyhandled inside sacks without damaging them orother mail. The fact that a parcel is first-class,special delivery, special handling, or perishabledoes not in itself ttistify outside dispatch.

Guidelines for outside handlings are as fol-lows:

SizeElongated parcels over 38 inches inlength are treated as outside.

WeightParcels weighing over 35 poundsmay be dispatched outside. However, two ormore of these parcels may be sacked if they donot exceed the 70-pound sack limit.

Heavy DensitySmall parcels of very heavydensity, such as metal tools, castings, machineparts, weighing over 15 pounds likely to causedamage to other sacked parcels, may be handledoutside. Several heavy density parcels may besacked together without causing damage, but donot sack heavy density parcels with light weightfragile items.

ContainersAll shapes and sizes of metalcontainers should be handled outside.

Articles to be handled outside of mail sacksare marked or labeled with the words "OUT-SIDE MAIL." These articles are referred to as"OSPs."

All outside pieces are treated as directs. Donot dispatch any outside piece through a foreignpost office or foreign medium of transportation(airline or train) as it will be sent through thatcountry's customs office with a resultant delayand possible loss if customs charges are not paid.You must remember that we are authorized to

dispatch closed mail only. Closed mail is maillocked inside a U.S. mail sack/pouch. Dispatch-ing to a TNPO or an APO in your area willensure faster handling.

The label on personal outside pieces mustcontain, in addition to the information listedearlier, the statement "Supposed Laible to Cus-toms" and must be billed to the appropriatecustoms post office.

CUSTOMS REQUIREMENTS

When we speak of customs requirements inthis chapter, we are concerned only with thearticles you or your shipmates deposit formailing from your post office to the UnitedStates while -your ship is operating overseas. Youhave already studied the requirements for inter-national mail in chapter 10. In most cases theonly customs your outgoing parcels will besubject to will be the customs office at the portof entry to the United State or the appropriatearea customs office in the United States. Allmail believed to contain merchandise, includingreturned articles of United States origin issubject to customs examination. The only ex-ception is official mail being transmitted be-tween Navy post offices and the United States.

Airmail articles receive preferential customstreatment and are submitted to customs sepa-rately from surface mail. Also remember airparcels are dispatched separately from airmailletters to avoid undue ielay of letter mail bycustoms. If delivery can be expedited surfacemail will be dispatched by air mail upon returnfrom customs.

Some articles such as perfumes, watches, andcameras bearing a trademark or trade namerequire written consent of the owner of themark or name before they can be imported. Youmay accept these articles for mailing only if thetrademark or name has been completely re-moved or obliterated before mailing.

Customs Declarations

A customs declaration f Al must acconr rlanyall merchandise sent thr,.gh the mails toUnited States from foreign overseas points. Thisincludes sealed letters or letter packages contain-ing merchandise as well as parcels. The forms

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used for this purpose are PS Forms 2966, 2976,2976-A as appropriate.

The green customs label, PS Form 2976 (fig.11-13), is wed on sealed letters and letterpackages containing merchandise and on parcelson which postage has been paid at the airmail orfirst-clast; rate. If the sender does not wish to listthe contents of the article on the outside, hemay affix the upper part to the cover andenclose the customs declaration (PS Form2976-A) (fig. 11-14) in the article.

CUSTOMSDOUANEMay b. Officially Opened

(Peet we wort d'.&.)

Detach sad &scud thisseparate declaration gona NU- leea :svelte is enclosed IN dm

C.nUnta Inde

dehat a I

het whimFolds Id .12I......Vat*Vigra .3.. JarForm 5916 1e-071128-11 GPO

80.88Figure 11.13.PS Form 2978, customs label.

Without this authority attached, the customsofficer must hold the article and request signedauthority from the addressee to examine thearticle at a resultant delay in delivery.

The PS Form 2966 is attached to all articlesmailed as parcel post (fig. 11-15). Each item andthe value of it, enclosed in the package must belisted descriptively on the customs form. Nota-tions such as "merchandise" or "personal ar-ticles" are not acceptable descriptions of con-tents.

Personal Effects of Military Personnel

When personnel stationed overseas receiveorders for return to the United States, they are

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151

allowed duty free entry for personal and house-hold effects. The sender must, when preparingthe effects for mailing, enclose a copy of hisorders, and endorse on the address side thewords "Free Entry Claimed Under Public Law-Movement Orders Enclosed." In addition theparcel must bear the appropriate customs decla-ration. When personal effects such as seabagcontents are being sent via parcel post, PS Form2966 must be completed, listing all articlesenclosed.

United States Merchandise

Articles of U.S. origin which, after havingbeen exported, have not increased in value orimproved in condition, may be mailed back intothe United States free of customs duty. Thisincludes articles purchased overseas whether inan exchange or from a foreign merchant. It doesnot include all items which are sold through aNavy exchange, only the ones of U.S. origin.The appropriate customs forms, as discussedearlier, must accompany the article, plus thestatement "Returned U.S. Merchandise."

Bona Fide Gifts

Both military and civilian personnel author-ized to use the military postal service may mailfrom Navy post offices located outside thecustoms territory of the United States bona fidegifts not exceeding $10 in value, free of dutyand internal revenue tax to donee (addressees)located in the United States, subject to thefollowing conditions:

1. Perfume containing alcohol (except wherethe aggregate value of all merchandise containedin the shipment does not exceed $1), andtobacco products are not exempt from duty ortax.

2. A customs declaration form will be com-pleted and attached to each parcel mailed, asearlier stated.

3. Each parcel must be clearly marked "BonaFide Gift." To meet this qualification, thearticle must have been formerly owned by adonor who gave it outright in its entirety to adonee without compensation or a promise ofcompensation.

BEST COPY AVAILABLEChaptei 11-- OUTGOING MAIL

UNITED STATES POSTAL SERVICEAdotaistration des Postet des etats-Uoit d'Ainerique

PLACE OF ORIGINLien atexpidition CUSTOMS DECLARATION

DECLARATION EN DOUANE

FORM 2976-A

C2PLACE OF DESTINATION

Una de destinatiom

Number of packages anddescription of outer packing

(package, box, bag, etc.)Extols

NUMMINombre

KINDhsplu

Statement of contentsDesignation dm contend

3

One Package

VALUEVALEUR

WEIGHTPoids

GROSS OUNCIIIIErin NSW

5

NIT 01INCESNet Owes

6

ObservationsObservations

1 Pocket Watch,Benrus, 17 jewel

U.S. $

$70.00 6 Oz 3 Oz ReturnedU.S.

Merchandise

Country of origin or manufacire of the merchanwse. Pays

(origin, ow de fabrication de laotaredandne.

(Name of addressee) Mom do destinatairet

tStreet and number)

Baaton....Massachusfitta.,_02110USS GRAND CANYON (Place and country of destination)

15 IL...Cwt.(Place and date)

(Ewe et romeIret

(bed it pays de destination)

Non.This form is to be enclosed is small packets and letter packages (not for parcel post) when the upper portion of the green customs label(Form 2976) is affixed to the wrapper,

Y.S. SOVINNNINT 1111111T11111 MICE 1555 04-11411111

Rpm 11.14.PS Form 2976A, customs declaration.

4. The exemption applies provided the aggre-gate value of such articles received by oneperson on one day does not exceed $10. Aparcel having an aggregate value of more than$10, which contains many individually wrappedand addressed gifts to different individuals, eachgift being valued at $10 or led, is entitled to freeentry providing the other conditions are met.The parcel must be annotated on its face toshow the number of gifts in separate packagescontained therein and to state that each gift isvalued at $10 or less and that no single,donee isreceiving gifts which have an aggregate value ofmore than $10. The exemption applies providedthe aggregate value of such articles received byone person on one day does not exceed $10. If

60.70

the aggregate value of a shipment containing oneor more gifts for the same donee exceeds $10,no exemption from duty or tax is allowable onthe shipment or any part thereof.

Consult the Navy postal instructions forspecial instructions concerning gifts from amember of the Armed Forces serving in acombat zone.

Delivery of Purchases

In most ports you will visit overseas, therewill be salesmen allowed on board to take ordersfor various items that may be ordered throughthem for future delivery. In most cases theseitems will be mailed to the purchaser,. When you

147

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BESICOPY AVAILABLE

POSTAL CLERK 3 & 2

oWer's'e'rsr.

Dispositions de l'expOdit utrsepal must check alternAtivot disposition desired.IF UNDELIVERABLE AS ADDRESSED;Au co,, de nonlioration. le rola dud We:

Z Reliant %I. sender. Return charges guaranteed.l'Iroidsieur, qui s'euvale I piye

/rest de Maur.

Forward tot Rdeoptadd I 1M.I

(City, State .-ViRt, Protinee, fidoerternewn

(Illity, Provinro. Mists, etcVille, !mime,Ddpwtenurit,

11...9

Figure 11-15.PS Form 2988, customs declaration.

receive them in the mail, you may deliver themwithout collecting any duty provided you areoutside United States customs jurisdiction. Ifthe package has a customs mail entry formattached (Customs Form 3419), endorse the

148

80.49

form with the statement "Delivered outside thecustoms jurisdiction of the United States," andreturn the form to the accountable postmaster.(Postmaster, New York, N.Y 10001). CompletePS Form 2933, Register of Uncollected Customs

153


Charges, in duplicate. Forward the original withCustoms Form 3419, and file the duplicate inthe post office files.

When your ship is in a United States port andyou receive these packages in the mail with nocustoms notation or forms attached, you mustmark them "Supposed Liable to Customs" andreturn to the nearest collector of customs fortreatment. An alphabetical listing of all customspost offices by state may be found in Part 613,PS Pub 42. When the package has been throughcustoms and Customs Form 3419 is attachedcollect the customs duty shown on the formbefore you release the package to the addressee.Procedures for collecting customs duties onthese parcels and the form to use in reportingthe collections are covered in chapter 12.

MAILING ADDRESSES

Delay or nondelivery of Navy mail can beattributed to one or both of two reasons:guessing at the address or not knowing where tofind the correct address. Many times mail isaddressed to units in care of the wrong fleet postoffice. There can only be one correct address forany Navy unit. Your commanding officer hasthe responsibility of ensuring that all personnelof the command know their complete correctaddress. This information must be included inthe Mail Handling Instructions and must beposted outside your office. In addition, it is arecommended practice to give the new manwhen he checks in with your office, .a copy ofhis new address including the division and zipcode. Follow this up by encouraging him to useit on all of his outgoing mail so that all hiscorrespondents will know how to address mailto him.

Your office is not the end of the line, butrather a link in a continuous chain of civil andNavy post offices. You can strengthen this linkby encouraging each of your patrons to use thefull correct address and return address on alltheir outgoing mail. This will reduce yourdirectory service and ensure faster, more de-pendable mail service for your ship regardless oflocation.

At times a detachment of an aircraft squadronor other similar unit is transferred to another

location. The appropriate Commander must aeinformed of this change including the date ofactivation, location, and the desired mail rout-ing. If the transfer is to be permanent orsemipermanent, a request should be submittedto CNO to have the new address included in theSNDL.

A ship commences using the fleet post officeaddress upon commissioning and when decom-missioned discontinues the use of the FPOaddress. However, mail addressed to the ship willbe routed to the activity that has been desig-nated to provide Directory Service or to openofficial mail for 60 days after decommissioning.

Sources of Information

In your capacity as a Navy Postal Clerk youwill not normally have a great deal to do withthe addressing of official mail from your ship oractivity, but you will be checking the address onthe outgoing mail to ensure its accuracy. Inorder to perform this job efficiently you willneed to know where to find the correct addressfor any Navy activity regardless of location.

There are several sources from which thecorrect address of a unit may be obtained. Themain official sources of Navy mailing addressesare the Standard Navy Distribution List, (SNDLPart 1 and Annex A), the Catalog of Naval ShoreActivities (SNDL Part 2) and Naval PostalInstructions, Appendix C. Other publications towhich you may refer from time to time are theAssignment of Ships and Units in the Adminis-trative Organization of the Operating Forces,U.S. Navy (OPNAVINSTRUCTION C3110.3Nseries); Assignment and Status of Service Craftin the Administrative Organization of the Oper-ating Forces, U.S. Navy (OPNAVINSTRUC-TION 3110.5 series); the Naval Vessel Register,(NavShips 250-574-8); Vessels Monthly ProgressReport (NavShips 250-574); and Department ofDefense Activity Address Directory (DSAH4140.1).

149

Form of an Address

Changing the form of an address each time anarticle is mailed causes confusion in handlingand delays in delivery. For this reason theaddress of an activity as used in the SNDL

POSTAL CLERK 3 & 2

should be used as listed or the format shown inthe U.S. Navy Correspondence Manual if theaddress is from some other source.

Be certain that both the city and the state inthe address are legible. Authorized abbreviationsmay be used for states, but they are notpermissible for cities. For example, do not useMinn. for Minneapolis, L.A. for Los Angeles, orPgh. for Pittsburgh.

Abbreviations such as NJ., N.Y., or N.H. areeasily misread. One of the most common errorsin the United States Postal Service is to mistakeN.Y. for N.J. on mail addressed to Newark, N.J.When proper ZIP Codes are used, such mistakesare far less likely to occur. When abbreviationsare used, they should be the ones approved bythe U.S. Postal Service because these are lesslikely to be confused than others. The NationalZIP Code Directory, PS Publication 65, isfurnished each ship and station operating a Navypost office. This publication should be madeavailable to all personnel attached as a source ofZIP codes for addresses within the U.S. andTerritories.

Encourage all mailers to use ZIP codes ontheir outgoing mail. The use of ZIP codes as apart of the mail address will help to expedite thedistribution and delivery of mail. You, as thepostal clerk, must place the ZIP code on allparcels accepted for mailing at your office unlessthe mailer has already included it in the address.However, you should still verify the ZIP codefor accuracy.

Matter without address or so incorrectly,insufficiently, or illegibly addressed that it can-not be transmitted to its destination, is unman-able. Addresses such as these should not beaccepted:

Mrs. Johnson R. M. Kline, SN32nd Street Great Lakes, ILChicago, IL

If such mail inadvertently reaches the city ofaddress, it will be returned to the sender orforwarded to the dead letter office if no returnaddress appears.

Using an abbreviation that only the mailerand addressee understand can also slow delivery,so only those abbreviations such as states, rates,ranks, USS, SS, and ship types that can be

understood by all postal personnel handling themail should be used.

Several ships in the fleet have the same lastnames such as USS DARBY (DE 218) and USSWILLIAM 0. DARBY (T-AP-127), or the USSMYLES C. FOX (DDR-829) and the USS DOUG-LAS H. FOX (DD-779). When addressing mail toships the full name of the ship as listed in theSNDL, type, and hull number must be used toensure delivery to the proper address. Aircraftsquadrons and detachments should use theirshort designations along with the long title forcompleteness of address.

Unless a geographic location has been assignedas a part of the official title in a mail address, itmay not be used in conjunction with an FPO,APO or Navy number. Conversely you may notuse a Navy number of APO as part of theaddress for a ship or mobile unit with theexception of service craft unless it has been soassigned in the SNDL.

Service craft or ships on the inactive listwithin the United States may not use a fleetpost office as part of their return address.

Mobile commands and units are constantly onthe move, so mail should never be addressed tothese commands at the station or to the shipwhere they are located. Always address this mailto the FPO serving the command.

Most Navy post offices at overseas bases usethe box number delivery system when there ismore than one activity using the same Navynumber. A barracks number may be used at areceiving station to speed delivery, and aboardship is distributed by division. When using anyof these methods, the box, barracks, or divisionshould be included on the second line of theaddress.

Task organization number (CTU 73.4, CTG74.4, CTF 77, CTE 75.6) are assigned to shipsand activities for a specific operation, usually forshort periods, so unless they are listed as such inthe SNDL, mail may not be addressed to thesetask forces, groups, units, or elements by num-ber.

We have discussed the SNDL in the foregoingparagraphs as the basic source of all Navyaddresses. These are permanent addresses and asa nil; are not changed to meet local require-ments. There are certain exceptions to theserules which may be used subject to security

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Chapter 11 OUTGOING MAIL

regulations for the activity. The following para-graphs contain examples of some of theseexceptions.

When you are stationed ashore in the UnitedStates, you may have your mail delivered to alocal civilian address provided it is not addressedfor delivery through your military activity.

Some ships such as tenders, repair ships, tugs,and others remain in one continental UnitedStates port for an extended period. These shipsmay, at the option of the commanding officer,use the local geographic address if by so doingmail service will be improved. However, prior todeparture from that port, personnel should beadvised to inform their correspondents farenough in advance of the ship's movement tocommence using the proper FPO address so thatmail will not be delayed. Your local postmastermust be informed of your ship's movement sothat he may forward to the appropriate fleetpost office any mail he receives after yourdeparture.

Official mail for a Military Assistance Advis-ory Group, U.S. Naval Attache', Liaison Office,or Mission is addressed in care of an APO orNavy number, or tits Department of Statl. Incertain cases when the material is unclassified, itmay be sent direct to the country of address byinternational mail.

Whenever possible personal mail for any ofthe above activities should be addressed in careof the Navy or APO number; however, theinternational address may be used for this mailwhen postage has been paid at the internationalrate.

Under no circumstances may classified mate-rial, registered or unregistered, be sent to aninternational address, except Canada.

Consult the Special Instructions section of theCatalog of Naval Shore Activities, (SNDL PartII) for specific addresses.

Fleet Post Office Address

The fleet post offices in New York, N.Y., orSan Francisco, Calif., inform PCC's whom., how,and when to route all Navy mail addressed incare of them to ships and overseas activities.They may route this mail only when the ship oractivity is listed in the SNDL as being assignedan FPO address or when an FPO address is

authorized. Service force commanders may alsohQ requested to route mail for a command

nporarily; for example, a foreign naval unit isoperating in coastal United States waters. Aslong as the unit is operating in coastal waters orwith United States naval units, mail can berouted to the unit via the appropriate FPO.Upon the unit's departure mail is forwarded inaccordance with mail routing authority instruc-tions. Readdressing or directory services are notnormally within the capabilities of a fleet postoffice, so any mail not properly addressed, ifreceived by an FPO, is either returned to thesender or forwarded to the dead letter office,whichever is applicable.

FPO addresses are not used for telegrams,freight, or express shipments. Telegrams receivedwith postage affixed are forwarded as regularmail.

Navy Numbers

One of the list of activities by address in theSNDL is that of overseas activities by name andnumber. Navy numbers are assigned to activitiesoutside the continental limits of the UnitedStates. Mail is then addressed to the number incare of the appropriate FPO, and the FPOadvises the PCC concerned, wilt, in turn routesthe mail direct to the geographic location of theactivity. These activities are normally perma-nently established shore units.

The advantages of using this system allow theuse of one number by several activities, bettercontrol of Navy mail, use of domestic postalrates, positive identification of a geographiclocation, and a uniform system of addressingmail, besides providing security when necessary.

When a newly established command desiresassignment of a Navy number, a request issubmitted to CNO via the appropriate channelsand mail routing authoiity. Included in therequest are the name and location of the nearestMPO that will provide service, the names ofactivities to be served, and routing instructionfor the various classes of mail. When the numberhas been assigned, all correspondents should beinformed of the new address, and CNO shouldbe requested to include the new address in theSNDL.

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POSTAL CLERK 3 & 2

When the number has served its purpose andthe activities using it have been transferred ordisestablished, the area commander notifiesCNO in order that the number may be deletedfrom the SNDL.

Example of Addresses

When, you are addressing mail to a commis-sioned naval ship, except for those alternateaddresses mentioned earlier, address in care ofthe appropriate FPO as shown in the SNDL.Mail for MSC Ships is addressed in care of anFPO in the same manner as for other commis-sioned naval vessels.

Commanding OfficerUSS EVERETT F. LARSON (DD 830)FPO San Francisco 96601

YN1 James M. WilsonX DivisionUSS EVERETT F. LARSON (DD 830)FPO San Francisco 96601

Officer in ChargeUSS AFDL-1FPO San Francisco 96601

Mail for mobile commands such as fleets, typecommands, divisions, aircraft squadrons, anddetachments of any of these commands isnormally a( iessed in care of a fleet post office.However, some commands that are permanentlyor semipermanently based ashore in the UnitedStates or at an overseas location may, onrequest, be assigned a local address or Navynumber. (Examples below.)

Commander Second FleetFPO New York 09501

RMC Alfred L. FowlerFlag AllowanceCommander Second FleetFPO New York 09501

Commanding OfficerPatrol Squadron 44 ("VP-44)FPO New York 09501

ENS Isaac GrethStaff, Commander Second FleetFPO New York 09501

Commander Carrier Division OneFPO San Francisco 96601

Commander Service ForceU.S. Atlantic FleetNorfolk, Va. 23511

Officer in ChargeWESTPACDET, Beach Jumper Unit OneFPO San Francisco 96601

The abbreviation USNS in front of a ship'sname indicates that this ship is operated by theMilitary Sea lift Command and is manned by civilservice personnel. These ships are listed inAnnex A of the SNDL Part 1. Their use ofmilitary postal facilities is authorized and mail isrouted to them by Navy mail routing authori-ties. The only different between their addressand that of a commissioned Navy ship is thatofficial mail is addressed to the master instead ofto the commanding officer.

MasterUSNS Haiti (Y-AK 238)FPO New York 09501

Mail for the military department aboard a shipsuch as this is addressed as follows:

Commanding OfficerMilitary DepartmentUSNS Haiti (T-AK 238)FPO New York 09501

When this ship is based at or is operating outof a United States port and mail service to theship would be aided, the Commander MilitarySea lift Command may authorize the use of alocal address. However, Navy mail routingauthorities are not authorized to issue routinginstructions for this mail. Local arrangementsfor the handling of mail should -be made withthe local postmaster.

Some shipping companies contract their shipsout to the MSC. These ships aid in bringingsupplies and fuel to our operating forces, and by

152 157


so doing are authorized to use military postalfacilities for delivery of unregistered first-class

and airmail to the civilian merchant marinecrews when the ship's movement is classified, orwhen the ships are proceeding under unclassifiedorders through areas served through militarypostal channels. The appropriate Service ForceCommander or Area Mail Routing Authority is

informed by the Commander Military SealiftCommand immediately when a ship in thiscategory is chartered and this authority isfurnished movement information to permit rout-ing of the mail. Navy number 09505 or 96605should be utilized as appropriate as part of theaddress. Examples of the address to be used are:

Master USNS Suamico (T-AO 49)FPO New York 09505

Mr. John DoeUSNS Suamico (T-AO 49)FPO New York 09505

When the charter terminates the area mailrouting authority is so advised and providedinformation about the company's agent or of-fibe, including the correct street address towhich mail for the ship should be forwarded fora 60-day period, at which time it is deleted fromthe Mail Routing Guide.

For other examples of Navy addresses such aswhen addressing mail to Naval Attache's andmissions, or for composite addresses for shipsnot yet commissioned, consult the SNDL orNavy Postal Instructions, chapter 12.

TRANSPORTATION OF MILITARY MAIL

Any mail, official or personal, domestic orinternational, which bears a military address orreturn address, and which at some time duringtransmission comes into custody of a militarydepartment is called military mail.

For transportation to, atom, and betweenArmed Forces post offices, military mail Isdivided into the following categories:

Airmailincludes letterman, both officialand personal, which is marked "Airmail."

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Air Parcel PostParcels and other itemslarger than regular letters, both official andpersonal, marked for airmail transportation.

Military Official Mailthat official mail,both letters and parcels marked FIRST-CLASS,SPECIAL DELIVERY, SPECIAL HANDLINGor MOM (Military Ordinary Mail).

Space Available Mail (SAM)Space avail-able mail is that personal first-class letter mail,FREE mail as outlined in the Navy postalinstructions, sound recorded communicationshaving the character of personal corre-spondence, publications published at least onceeach week, and parcels marked SAM. As previ-ously discussed in the chapter, the weight andsize limitations of SAM parcels are dependentupon the office of origin of the parcel andwhether adequate surface transportation is avail-able along the route.

Parcel Airlift Mail (PAL)Includes parcelsother than airmail not exceeding 30 pounds andnot measuring in excess of 60 inches in lengthand girth combined, provided the sender of theparcel has paid a special fee of $1 in addition tothe regular postage, addressed to or from anArmed Forces post office shall be separatedfrom other mail of its class, flytagged "PAL",and dispatched in red mail sacks.

Surface MailSurface mail includes mailnot mentioned above.

Transportation Charges

The cost of transporting mail is borne by theUSPS and the military departments concerned.Within and between the United States and itsterritories and possessions, charges for air trans-port are paid by the USPS. Postage collectedfrom the mailer supports this cost. Any surfacemail transportation charges are paid by themilitary departments when the mail is beingtransported beyond the continental limits of the"United States. This is true also of airmail when itIs being transpor.sd to a'foreign destination.

The charges are over and above the postagecollected from the mailer and are supported by

POSTAL CLERK 3 & 2

funds of the military departments appropriatedfor logistic purposes.

Dispatching From NPO in United States

Within the United States territories and pos-sessions, you will normally dispatch your out-going mail in accordance with current instruc-tions to the nearest civil or military post office.You should arrange for trEmportation to andfrom the local post office through your postalofficer. When transportation is not available,such as when your ship is getting underway, youshould make every effort to get the outgoingmail off the ship rather than hold it until youarrive at the next port. Usually there will be aship close by that will dispatch your mail foryou. Prepare the mail just as you normallywould for dispatch and turn it over to the PostalClerk or mail orderly on the accepting ship.Obtain a receipt for any registers you may haveand also for ordinary mail. This will aid you inmaintaining your records and in making up yourquarterly statistical report. The NPC or mailorderly will then bill these out with registersfrom his own command. Do not turn over anyloose uncanceled mail to the ship accepting yourmail. Face, cancel, label, and tie out your mail asusual so that the accepting ship need not provideany service other than transportation to thelocal post office. Remember, you may berequested to extend the same courtesies at alater date. Navy Postal Clerks are NOT AU-THORIZED to deposit canceled outgoing mailin letter drop boxes provided for public conveni-ence.

Dispatching Mail Overseas

In some foreign ports there are United Statesmilitary postal facilities available for dispatch ofyour ship's mail. In ports where these facilitiesare not available, the use of foreign postalfacilities is authorized for the dispatch of closednonregistered mails. CNO establishes the criteriafor Navy use of these facilities and for commer-cial transportation through mail routing authori-ties. Where regular or frequent use of suchfacilities is indicated, routing is authorized with-out further reference to CNO in accordance withChapter 10 of the Navy Postal Instructions.

When a ship makes an unscheduled or emer-gency call at a foreign port and has been or willbe without mail service for an unreasonableperiod, the closed mails may be dispatchedfollowing the consignment procedures stated inU.S. Navy Postal Instructions Op Nav 2700.14(current).

When your ship is deployed for an extendedperiod, such as to the Sixth Fleet in theMediterranean, you will receive on your arrivalthere instructions from the Fleet Mail Center,Naples, Italy, giving all the information neededfor dispatching mail in any of the ports you willvisit. On your arrival in any of these ports, youand a commissioned officer (preferably thepostal officer) should visit the local airport orpostmaster and obtain additional informationfrom the post office or airline representative asto what airlines operate out of the airport, flightschedules, and any other data that will aid youin dispatching your mail. If a United States flagcarrier operates out of the airport, you must givepreference to that airline. In ports where thereare two United States airlines represented, youmust dispatch on an equitable basis between thetwo. However, do not go so far as to splitshipments to even the load or to close out atunusual hours.

Any additional information which you havegleaned should be sent to the Fleet Mail Center.They will include it in their instructions andother ships will be able to benefit also.

You may also receive mail and dispatch mailwhile operating at sea. Depending on the type ofship you are on, you receive and dispatch mailby helo, hi-line, and/or COD (Carrier onboarddelivery). If you are on a carrier, you will beinvolved in all three, but on a smaller ship youwill only be concerned with helo and hi-line.The main concern here is accounting for themail. Always obtain a receipt for the mail youdispatch and give one for the mail you receive.Use OPNAV Form 2700/9, Mail Manifest, forthis purpose.

Air Transportation

In accordance with the Department of De-I 'nse policy, commercial airlines certificated tocarry mail are used as much as possible. Militaryowned or controlled aircraft may not be used

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unless no scheduled air service is normallyavailable, or when extraordinary volumes ofairlift eligible mail require the utilization ofavailable military aircraft to provide reasonableservice or to meet a specific date of delivery. Itmay also be used to transport surface type mailif adequate surface transportation is not avail-able for effecting delivery and commercial spaceavailable airlift is not adequate. Air trans-portation is provided to, from, and betweenArmy, Navy, and Air Force post offices for thefollowing types of mail:

Airmailover the entire route of travel on afirst priority, space required basis.

Military Official Mailon a space required,basis.

Space Available Mail (SAM)on aavailable basis, on scheduled. United States 7U.

carriers.

Parcel Airlift Mail (PAL)on a space avail-able basis, on scheduled United States air car-riers.

Surface mailwhen it qualifies for airlift asoutlined above.

Ocean Transportation

The Military Sealift Command (MSC) pro-vides transportation for mail to be moved byocean transportation other than fleet units. Thefacilities of the MSC include vessels controlledby MSC and space obtained in commercialvessels, including vessels of foreign registry. Thetype of vessel used to move military maildepends on which will assure the earliest deliv-ery at destination.

Surface mail, when transported via sealiftthrough the facilities of MSC, is manifested atgross weight. The Navy Postal Instructions chap-ter 11 gives the procedures for figuring grossweight.

Consignment to Agent or Carrier

Consignment of mail in the U.S. is not aproblem because your outgoing is made up and

delivered to the nearest civil or military postoffice. But overseas in a foreign country it's adifferent story. All airlift eligible mail must bedocumented and delivered for transmission asfollows:

When a U.S. commercial air carrier isutilized from point of dispatch to the UnitedStates, deliver all airlift eligible mail, includingregistered mail, direct to the U.S. carrier's agent.This is only when the agent is a U.S. citizen. IfLhe agent is not a U.S. citizen you would holdyour registered mail.

When a foreign commercial air carrier isused from point of origination to an inter-mediate point for transfer to United States aircarriers for further transmission to the UnitedStates, deliver airlift eligible mail, excludingregistered mail, direct to the air carrier's agent.

Whenever local regulations forbid deliverydirect to the air carrier, deliver airlift eligiblemail, excluding registered mail, to the localforeign post office for further delivery to the aircarrier.

Whenever foreign commercial air carrier is tobe used, care should be taken to ensure thatletter mails and parcels are indicated separatelyon the manifest under columns captioned "LC"and "CP" respectively. This is done becausecharge for airlifting letters is approximately fourtimes that of parcels. Additionally, a shippingtag on each pouch and the manifest must beendorsed to indicate the U.S. carrier to whichconsigned and the point of dispatch. Secure allpouches by lead seals or LA locks prior todelivery to a foreign post office or foreign aircarrier.

Surface mails should be held pending arrivalat the first port where a military post office or aMSC representative is located, except whenoutgoing surface mail dispatch would not beavailable for abnormal periods.

Documentation for Mr Transport

After yuu have your airmail tied out, inpouches, weighed, and properly labeled, you areready to prepare PS Form 2942-A (AV-7),Delivery List of Air Mail Dispatches. Figure11-16 shows a properly completed AV-7. An

155

160

POSTAL CLERK 3 & 2

UNITED STATES P(LiAL. SERVICEOPERATIONS DEPARTMENT

AV-7 DELIVERY LISTsordorgo dg livrinson do doggliga orignoa

AV-7 No.32DISPATCHING OFFICE

Sumo egogelltor

USS SARATOGA (CVA-60)28 May 1973BARCELONA, SPAIN

RECEIVING OFFICEIlefou desnotake

FOR AIRPORT Of

CARRIER,FLIGHTANDROUTING

X414New York, New York NAVY

Avow, 0 holoromor

BCN TO NYK VIA PA 155---

OFFICE OFORIGINLogo

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DISPATCH NUMIER OROSS WEIGHT OF THE MAILS Ands Mal do sacksREMARKSObserve,.

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MILITARY AIR MAIL 0 MILITARY AIR MAIL MILITARY AIR MAIL 0 MILITARY AIR MAIL 0 0USS

SARATOGA AMF JFK 32-9X 360 llba

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USS SARATOGABARCELONA,

(CVA-60)

SPAINPREPARED AID DISPATCHED

444,744UZAPSODES-,,,,,f,, ,..,..z ..Ah,.`',ti ,a

USNTOTAL SASSACKS

9TOTAL WEIGHTSY CLASSES 360 1b8

SIGNATURE OF AIR CARR ER REPRESENTATIVE ACCEPTING THEMAILS ENTERED HEREON:

SIGNATURE OF POST OFFICE OFFICIAL RECEIVING THE MAIL:

fdignetun du gum donnareirelp9 Form 2942-AJ. MI

60.71Figure 11.16.Form 2942A OW1.

156

161


original and six copies are made of this formplus any additional copies required locally. Thisis to provide copies to the air carrier (originaland 4 copies), one legible signed copy for theUSPS (which will reimburse the carrier), and onesigned for your files. The PS copy for all NPOs issent to the Foreman-IAMRU, Airport MailFacility, Dulles International Airport, Washing-ton, D.C. 20041. Envelopes forwarding AV-7forms to this address should bear a notation inthe lower left corner of "FORMS AV-7".

Your first step in preparing the AV-7 is to fillin the name of your ship or unit, the date ofdispatch, and the geographic location of theon-loading station. Do not confuse this with thelocation of your ship. Your ship could be 10 or20 miles from the airport. The term onloadingstation means the airport where the mail willactually be loaded aboard the plane. All thisinformation and the dispatch number is typed inthe space provided in the upper left corner ofthe form. The dispatch number begins with thefirst dispatch of mail during the calendar year.The series of consecutive numbers will recom-mence each new calendar year. To the right ofthis data on the line marked "For airport of,"insert the name of the airport where the mailwill be offloaded. This may or may not be thefinal destination. It may be where anothercarrier or the USPS provides onward transporta-tion. On the same line cross out APO or Navy asappropriate. If the carrier, flight, and routing areknown, insert this information on the lineprovided. If you do not have this information,request the carrier's representative to fill in theline on all copies and provide you with theinformation, as the copy you send to AMFDulles must be complete.

On the first line of the manifest will appeareither Military AM or Military Ordinary Mail.These may be added to or crossed out (forexample you might add SAM, PAL, REG, orMOM). Separate forms must be used for eachtype of mail. The purpose of this is fordocumentation to carriers as to amounts theArmy, N'.vy, and Air Force reimburse the USPS.Any mail destined for an NPO plus that maildestined for the United States originating at anNPO is defined as Navy mail. For the samepurpose, all mail destined for an APO plus themail destined for the United States originating at

an APO is defined as APO MAIL. Separate AV-7forms are used for each of these types of mail.Separate forms must also be used for registeredmail.

In the first column under office of origin,enter the name of your ship or unit, and in thenext column the post office destination. In thecolumn labeled Dispatch Number under "letter,cards," fill in the dispatch number and series.The dispatch numbers and series number aremade up locally by you. Number your dis-patches consecutively, starting with No. 1 eachnew calendar year, and serialize each sack orpouch. For example, if your first dispatch of thenew year consists of 3 bags, they would benumbered as follows: 1-1, 1-2, and 1-3X. Theletter X is used to denote the last bag of thedispatch to simplify counting while loading orunloading the plane. This way you can tell howmany bags are manifested without actuallyseeing the manifest. The number of the calendarday of the year may be used in addition to thedispatch number if desired; however any refer-ence made to the dispatch must include thedate, so this is not mandatory. Round off to thenearest pound, the gross weight of all mail andenter this figure in the "letters, cards" section ofthe gross weight column. When air parcel post isbeing dispatched and an American carrier isbeing used you can include the gross weight ofthe air parcel post along with the letter's, andcard's weight. If a foreign carrier is being used,you must keep the two weights separate. Listtit; air parcel posts dispatch number and seriesunder the CP column and the gross weightrounded off to the nearest pound under theparcel post column. See figure 11-17.

Total all weights at the bottom of the columnin the space provided on Form AV-7. When inan overseas area and the local foreign postalofficials may handle or see your AV-7's, makesure you list the total weights in kilograms (KG)as well as pounds. See figure 11-18. After allyour cutgoing mail has been listed, type in thename of your ship or unit and the location atthe bottom of the form, in the lower left corner.Note that this time it should be the location ofyour ship, not the point of dispatch. Under thistype in your name and rate. If you know thename of the representative who will accept yourdispatch, type this information in the spaceprovided and have him sign all copies.

157

162


.111.11

UNITED DIM 1 CG rg)T AL DEIVIICOPERATIONS DEPARTMENT

AV-7 DELIVERY LISTSordstesu do ?Wilson he thruches sett

AV-7 No.33

RECEIVING OFFICES. deatinstalto

DISPATCHING OFFICERums eisollieur

USS SARATOGA (CVA-60)30 May 1973

BARCELONA, SPAIN

41110New rk NAVEFOR AIRPORT OF York, New Yo

Asteaete do dashatrussneCARIES".FLIGHT BCN TO ROM VIA MG 339AND

ROM TO NYK VIA PA 110ROUTING

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Armythaelnsesito

DISPATCH NUMBER ORM WEIGHT OF THE MAILS Pohl' 'tura Ise sacksREMARKS°hasty'

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LCLIMB.CARDS

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MILITARY AIR MA COO MILITARY AIR MAILID 0MILITARY AIR MAIL 0 0 MILITARY AIR MAIL 013

USS

SARATOGA AMF JFK 33-2 GA 1 h.USS

SARATOGA AMF JFK 32-5X 135 111

USS SARATOGIA (CVA-60)BARCELONA, SPAINPREPARED AID DISPATCHEDBY: PC2 R. T. RHODES USN

t TOTAL SACKS

- 5 -TOTAL WEIGHTSY CLAMS

48 lbs or21.77 gilos

135

61.24bsil

ors

SIGNATURE OF AIR CARRIES 'PRESENTATIVE ACCEPTING THEMAILS ENTERED HEREON:

SIGNATURE OF POST OFFICE OFFICIAL R10EIVINM THE MAILI

ISIguatura du burfau chatInstaltel

PS Form 2942 -AJan. 1571

6471Figure 11-17.Completsd AV7 using 2 airlines.

158

1.63

BEST COPY AVAILABLE

Chapter 11-OUTGOING MAIL

1'.. "AlbOUNCES KILOS POUNDS KILOS

1 0.028 4 1.8142 .057 5 2.2683 .085 6 2.7224 .113 7 3.1755 .142 8 3.6296 .170 9 4.0827 .198 10 4.5368 .227 20 9.0719 .255 30 13.60810 .283 40 18.14411 .312 50 22.68012 .340 60 27.21513 .368 70 31.75114 .397 80 36.28715 .425 90 40.823POUNDS 100 45.359

1 .454 110 49.8952 .907 120 54.4313 1.361 130 58.967

60.72Figure 11.18.-Conversion table for ounces and pounds

to kilograms.

Military Air Transport

Mail that is transported by military aircraft isdocumented in accordance with instructionsapplicable for the carrier, and in such mannerthat the shipment can be readily identified andtraced. Each pouch of registered mail must belisted to show the lock and rotary number orsack jacket number. A DD Form 1384 Trans-portation Control and Movement Document isused to manifest mail being sent by MilitaryAirlift Command (MAC). It should be preparedin accordance with the instructions outlined inMilstamp Operating Handbook, Nav Sup Publica-tion 422, current edition. The Postal Clerk 1 &C manual also contains information and illustra-tions of this.

SECURITY FOR DISPATCHEDUNITED STATES MAIL

U.S. mail must be WWII the highest elegreeofprotection at all times. Security of the mails andthe protection of postal effects is a responsi-bility of command. Mail consigned for trans-mission must always be delivered into the hands

of a responsible postal agency, military orcommercial carrier, or the authorized agentsthereof, who can make reasonable guarantees ofonward transmission to achieve ultimate deliveryas intended. Mail must never be abandoned tohaphazard or makeshift means of transmission.You as a Navy Postal Clerk must be fully awareof this and ensure that everything possible isbeing done to uphold this regulation. If youcannot be assured that the proper care will begiven, and security regulations met, the mailshould not be dispatched, or if it has alreadybeen dispatched, it should be withdrawn.

Classified Matter

By executive order it is permissible to trans-mit Secret and Confidential matter via U.S. mailoutside the continental limits of the UnitedStates and Canada, provided it does not passthrough foreign postal facilities other thanCanadian.

All mail of these classifications beirg trans-mitted to an APO or FPO address must beregistered, and if the mail is being transmitted toa geographic address in Canada it must bear areturn receipt, (PS Form 3811). Closed regis-tered mail pouches being transported throughCanadian postal facilities addressed to an APOur FPO address arc not required to iiear theretuin receipt. All official registered mail mustbe assumed to contain classified material nndtherefore accorded the best possible security.Outside the continental limits of tne UnitedStates or Canada it must never be allowed topaw out of United States citizen control.

The mailer is responsible for determining theneed fcr registration. You may advise him in thisrespect if necessary.

Custody of Registered Mail

Because registered mail must be presumed tocontain classified information all registered mailmust be given the same care. Official andpersonal registered mail are pouched together. Inorder to provide the security required forclassified information military commandersoverseas arrange with United States flag carriersto have only their United States citizen employ-ees handle registered mail. They have the respon-

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POSTAL CLERK 3 & 2

sibility of providing the proper custody andsecurity measures required for classified infor-mation. AU incoming and outgoing registeredmail is accepted by them and held until UnitedSt.-:.3 citizen military postal personnel can

delivery or until dispatch is made to theWhere a United States citizen employee

of the airline is not present, United Statescitizen military postal personnel must meet theincoming plane and take custody of the mail atthe plane, or if this is not possible, the mailshould be kept under surveillance until custodyis obtained. Some ports overseas have no mili-tary post office facilities nearby. When in theseports, and mail service is provided by commer-cial airlines, you will be given sufficient advancenotice of incoming flights to allow you to meetthe plane and accept delivery of mail for yourship and any other ship scheduled to arrive. You

should be at the airport at least 1 hour prior tothe scheduled arrival or departure time to allowfor unforeseen schedule changes. Stay with, ormaintain surveillance of, outgoing mail until it isactually loaded aboard the plane. If necessary,supervise the loading and then observe theaircraft until it is airborne. In some ports if youdo not attempt to take delivery of the incomingmail at the aircraft it will be processed throughcustoms, causing a loss of delivery time incon-venience to you, and a loss of a certain amountof security if there is registered mail aboard.

Have your AV-7 Forms for your outgoingmail completed and mail ready to load aboardthe aircraft. When there are no United Statescitizen employees at the terminal, dispatch themail directly to the plane. This way the mailremains in United States Government control asrequired by U.S. Navy Postal Regulations.

CHAPTER 12

INCOMING MAIL

You as a Navy Postal Clerk are dealing withthat intangible but very important factor inmilitary life, morale. Mail contributes as muchto the morale of the Armed Forces as any othersingle factor.

Mail from home is important to your ship-mates not only because it renews their contactwith family and friends; often it is of great legalor financial significance. You never know when aletter may carry a document or an item ofinformation that will profoundly affect theaffairs of the recipient. Therefore, every lettermust be handled as if it were of the utmostimportance.

Working in the post office will make youaware also that the mails are being used increa-singly in the logistic support of the operatingforces. Naval supply commands forward highpriority parts by airmail for ships and aircraft allover the world. And always there is the officialcorrespondence so vital to the accomplishmentof the mis.lion and the well-being of all the ship'scompany.

All of these considerations serve to focus ourattention on the handling of incoming mail asone of the most important functions the Navypost office performs.

This chapter covers the ar. Hal of the mail, therecords and logs that are necessary, proceduresfor handling the mail, and the disposition ofsurplus containers and locks.

ARRIVAL OF MAIL

At most Navy shore stations located in theStates, the branch civilian post office of thelocal city post office will handle the incomingmail. Your duties, if your assistance is needed,consist mainly of operating a Navy directoryservice section, and assisting the civilian postalpersonnel in the delivery of the incoming mail tounits and commands.

At foreign stations overseas, you will handleall the incoming mail. If there is a terminal postoffice (TNPO) in the area, you will be requiredto pick up the mail there at the time the TNPOprescribes. If there is no TNPO, you may receivethe mail from a commercial air carrier, commer-cial ship carriers, or a military carrier. Usuallymail is received from a military carrier only inareas not serviced by a commercial carrier. Insome very remote areas an activity may beserviced by the local railroad or some otheravailable means.

If you are aboard ship and are in a UnitedStates port of call, you will pick your mail up atthe local civil post office. If your ship is in aforeign port, mail is usually received through thenearest NPO/APO. If there is no U.S. militarypost office in the area, you will receive yourincoming mail as directed by area regulations.

If your ship is at sea you may receive mail byHi-Line, Helo, or COD (Carrier Onboard Deliv-ery). Hi-Line is the oldest and most commontype of transferring articles from one ship toanother and may be referred to as underwayreplenishment. Many ships carry their own Helosand many more have landing platforms forthem. The COD brings cargo, mail, and passen-gers to the aircraft carrier, some of which will befor the ships traveling with the carrier. Thecarrier in turn transfers cargo, mail and/orpassengers to the ships with her by Helo orHi-Line. At the same time the ships in companywith the carrier send her their outgoing mail,cargo, and/or passengers, to be put aboard theCOD and sent to the beach for further transfer.

Reports A Postal Clerk Needs

Prior to entering a port of call, a U.S. Navalvessel sends a LOGREQ. A LOGREQ states thelogistic requirements which are needed by theship upon its arrival, i.e,, requirements for the

161

1 66

POSTAL CLERK 3 & 2

loading or off-loading of cargo, stores, fuel, andmail. LOGREQ's may be sent by speedletter ormessage. When sent by speedletter, LOGREQ'smust arrive a the port of call three workingdays in advance of the ship and if by message,48 hours in advance of the ship. Inform thePostal Officer what your requirements for in-coming and outgoing mail will be, so he canmake sure it gets into the LOGREQ.

Wnen your ship departs a port, prior toleaving, your command sends a movement re-port stating time of departure, destination,route, speed, and any other information thatmay be required by the area commander. Thismovement report also serves as a mail routingchange, so that mail can be sent to your nextport of call.

You should make sure that you get a copy ofthese two reports; if you are not getting copiesof them, inform your postal officer so you canbe put on the routing of these two reportspermanently.

As your ship proceeds from one foreign portto another, you may be called upon to carrymail for other ships in the area. If your ship isdelivering such mail, make sure this informationis included in your LOGREQ. Include the kindof mail you have, how much, and the names ofthe receiving ships. Also check to ensure that theships concerned are info addressees on yourLOGREQ, so they will know your time ofarrival and the amount and class of mail youhave for them.

RECORDS AND LOGS

The maintenance of your postal records andlogs is a very important phase in the operationof any post office, large or small. These recordsare necessary to determine the adequacy of mailservice and to assist in cases of complaints. Theymust be readily available during postal inspec-tions.

A record of all incoming mail at your officeshould be kept. The standard Navy record logbook with columns for appropriate entries is theeasiest log to maintain and should be retainedfor six months after the last entry. The follow-ing is an example of the standard navy incomingmail log:

OFFICE OF CLASS NO. WT, SERIES RECEIVEDORIGIN FROM

NPO 09525 AM/FC 3 84 09.3x ATHENSAIRPORT

If you compile the above information daily,you will have a record of the weight and classesof mail handled which is required by yourQuarterly statistical report.

As you remove the strip labels from the slideson the incoming mail sacks, be sure to initial andpostmark the back side of the strip label. If thevolume f incoming mail warrants, individuallabels need not be postmarked, provided theyare filed in compartments, envelopes, or othercontainers bearing date of receipt. Keep thesestrip labels on file for 30 days. Also by checkingthese strip labels against your incoming mani-fests you can tell if you have received the rightamount and class of mail. Copies of incomingmail manifests must be retained on file by a postoffice for two years.

When striping the labels from registeredpouches, make sure they are carefully protecteduntil all contents of the pouch have beenverified against the manifold bill. If there are nodiscrepancies of the contents of the pouch,destroy the strip label before you open the nextregistered pouch. This will prevent you fromgetting strip labels mixed up if there happens tobe a discrepancy. Discrepancies found in regis-tered mail are handled as outlined in chapter 6of this manual.

The facing slips from your incoming lettersare another form of record. If you keep all ofyour incoming facing slips for a period of 30days, you can check the transit time from timeof dispatch until time of receipt at your office.

Always check pouches and sacks of incomingmail to see that they have not been tamperedwith while in transit. All mail bags receivedoverseas are secured by locks or lead seals.Check to be certain that each bag is properlysealed or locked, and that there are no holes orrips in the bags or pouches. Registered pouchesshould be checked as outlined in chapter 6 ofthis manual.

Any irregularities should be noted on allcopies of the incoming manifest. By comparingthe series of the bags or the registry locknumbers with the manifests, you can determine

162

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Chapter 12INCOMING MAIL

if there is a shortage in the shipment. Report allshortages immediately to the office from whichthe dispatch was made. Should there be anyindication of depredation, inform the postalofficer immediately, and make a report to theChief of Naval Operations (Postal AffairsBranch) and the dispatching agency immediatelyin accordance with OPNAVINST 2700.14 (cur-rent). If a commercial airline is involved, andthere is evidence that the airline is at fault,complete PS Form 2759.

Opeiiing Pouches and Sacks

Whenever possible have a witness presentwhen you open pouches and sacks. Registeredmail should be processed first, followed by othermail according to priority. Be careful to haveonly one registered pouch open at a time.Articles found loose in the mail should beidentified insofar as possible by checking thepackage wrappings. If positive identification is

not possible, treat such mail in accordance withthe handling procedures outlined in Chapter 13of this rate training manual. Wrappers foundwithout contents are discussed later in thischapter.

If you are unable to open a rotary or LA lock,with whatever keys are available, do not cut thestaple or lock shackle. In emergency cases wheremail pouches cannot be opened in the normalmanner, cut the side seam beginning about sixinches from the bottom of the pouch andextending upward as necessary to remove themail, but not closer than six inches from theneck. Do not cut the neck strap or staple. Thecontents of mail sacks are removed underemergency conditions by cutting the lacing cordof the sack. The opening of mail pouches orsacks, which cannot be opened in the normalmanner or as described above, is prohibited. Mailbags, including locks and cord fasteners, whichhave been made unserviceable by emergencyentry, should be packed and forwarded inaccordance with instructions outlined in Part581 of the Postal Service Manual.

Check each pouch and sack to determine thatall mail has been removed. Merely shaking a bagor pouch is not a sufficient examination. Holdthe pouch or sack and look inside to be sure thatall mail has been removed (see figure 12-1).

60.74Figure 121. Checking a mall bag to see that all mall

has been removed.

As you sort the mail, check to see that it is allintended for your post office. All airmail andfirst class mail which was intended for anotheractivity and received in your mail should bedispatched with a facing slip attached andpostmarked showing date received, date for-warded, and indicate that your post officereceived the missent mail.

All other ordinary mail is postmarked on theaddress side and forwarded according to its class

by the next available dispatch. However, first-day covers, other philatelic mail, and circularsand samples mailed at the third class bulk rateare forwarded without being postmarked.

Registered mail not intended for your postoffice is endorsed "missent". on the address sideand postmarked in the usual manner on thereverse side. This is done only with registeredmail.

163

.16S

11 POSTAL CLERK 3 & 2

Delayed and Irregular Airmail

Any air carrier who has irregularities inhandling mail or mail equipment must be re-ported. These irregularities must be reported bythe first Postal Clerk that discovers the mishan-dling. Complete details should be reported withPS Form 2759 (fig. 12-1), prepared in triplicate.

When reporting irregularities, copies will bedistributed if possible at the close of each day.Send original and first copy to the contractingofficer having jurisdiction over the reportingunit; send second copy to the contractor; andretain the third copy in your files. For anyadditional information, consult the Postal Serv-ice Manual Part 523.

Irregularities which should be reported in-clude: refused, removed in error, loaded in error,failed to load, not transferred, carried by,delayed delivery, and damage, including weatherdamage due to negligence on the part of thecarrier, or other irregularity requiring remedialaction. Do not prepare forms to cover delayscaused by weather conditions, unless it is negli-gence. As you can see on the form in figure12-2, it is necessary to furnish all the data that isrequired. If the accuracy or completeness of thefacts is uncertain, get additional informationfrom the local representative of the carrierinvolved. When PS Form 2759 is prepared toreport handlings "Loaded in Error", the air stoppostal unit must reproduce on the Form 2579the coding shown on the related pouch label.The coding is shown under the heading "Ex-planation of Mishandling and Cause, if known."Irregularities resulting from incorrect handlingare also reported. To ensure proper evaluation ofthe report, check box "1st Class by Air."

Damaged Parcel Post

If a damaged parcel is received from a carrierwithout endorsement to indicate that damagehas been noted previously, assume that thedamage occurred while in the custody of thecarrier. Submit PS 5257, Report of DamagedParcel Post (fig. 12.3), and make requiredentries. To avoid misunderstanding as to respon-sibility, do not accept a damaged parcel from acarrier without pointing out the damage to the

carrier's employee. If conditions or practicesexist which might lead to damage of mail, makea written report to the accountable postmaster.

Rifled parcels or attempted riflings of aparcel, except registered, must be reported onPS Form 673 (fig. 14-9). A report should bemade whether the parcel is partially or com-pletely devoid of contents, or the contentsappear intact. Be sure to distinguish whichparcels were damaged in handling; detailedinstructions are given on the form.

Complete Form 673 in quadruplicate andforward immediately to the Postal Inspector inCharge, U.S. Postal Service, New York, N.Y.,10001. Include the wrapper or carton of therifled parcel. If the parcel is totally devoid ofcontents, include the sack or pouch label whenit is known which particular bag the parcel carnefrom.

Parcels partially devoid of contents, or parcelswith contents apparently intact but showingattempted rifling, should be repaired, sealed, andendorsed using PS Label 21 (see fig. 6-11), andforwarded in the first available dispatch to theaddressee.

When the wrappings of domestic parcels arefound separated, except registered, and theseparation appears to be the result of handlingrather than depredation, complete PS Form3760 (see fig. 14-10). However, the form neednot be prepared if you can determine from theaddressee that loose articles on hand definitelybelong to a particular wrapper.

If the contents cannot be identified, send PSForm 3760 with the address portion of thewrapper or container to the sender. If the parceloriginated in a foreign country, complete Form3760 and send the form along with the wrapperor container to addressee. After the Form 3760is completed by the sender or the addressee, andreturned to you, make a search for the contentsof the parcel. Send the recovered articles withthe wrapper to the addressee unless the senderdirects other disposition. Make a note of theresults of the search on the form, and return itto the sender as a final report. If the articles arenot found or accounted for, treat the wrapper aswaste paper unless claim for indemnity orcomplaint has been filed, or an investigation ispending, in which case preserve the wrapperuntil final action is taken.

164

1.69

Chapter 12INCOMING MAIL BEST COPY AVAILABLE

POST OFFICE DEPARTMENTREPORT OF IRREGULAR HANDLING OF MAIL

AIRMAIL OTHER .

INSTRUCTIONS. PREPARE IMMEDIATELY AND DISTRIBUTE A THE CLOSE OF EACH TOUR, BUT IN NO

CASE LESS FREQUENTLY THAN ONCE EACH 24 HOUR PERIOD.

ROUTE TRIP

FAATRIP DATE TIME ARC

I

UNI i WANING REPORT

FMC--NAPLES; --

DATE OF REPORT

NT 2/26/FAN DA 1_2/1_2/TIME DE /.

111 CARRIED RY

!AILED TO LOAD

FAILED TO UNLOAD

s ileOgrenINpo.

IlgOlocIA:lw;

DREMOVED IN ERROR

filsteMAZ.T31:141gri OR IQUIPMEN

0 `01ILIVIIGgAlrOTIVIAPODN

REFUSAL/REMOVAL

OTHER

0 FORM 2734 NOT PREPARED

AV7 MISSING

MAIL MISSING

Mead IOW of /wpm Mean& In soon below)

!AILED TO TRANSFER

DELAYED DELIVERY

Rec'd In unit at

DESCW1 OFMaces by all

MAILIns code)

EXPLANATION OF IRREGULARITY_Olt

Pieces ,izett Origin

AmF.:th*

Kr,'Prnattrnal'

LEFT IN RAIN8 baga_241_1ba N.Y.Rome

4,

L

8 bagaWEIGHT OF MAIL

TOTAL PIECES

241 4;a AND WEIGHT

(Lbs./Kiles)COMPLETE ONLY FOR REFUSAL

'For International trips, this is WIIIIIM

estimate sccep9d by Carrier.

LOADED REFUSED REMOVED ON BOARDLEAVING

ESTIMATEGIVEN

CARRIER

AT (TIME) ILIGN F POSTA SUPERVISOR

M. en e USNBy direction

POD AD. I%, 2759

1111101011, TILVIIIPOITATION MINN III

Figure 122.PS Form 2759, report of irregular handling of airmail.

165

170

50.75

BEST COPY AVAILABLE

POSTAL CLERK 3 & 2

REPORT OF DAMAGED PARCEL POSTRECEIVED AT

U.S.S. EVERETT F. LARSON (DD830)DATE RECD. NOUN RECD.2 Feb lg.._ 1000

OUT- TAG (MINA kW If 001104POUCH 1:1 SACK SIDE OF IISCII)

RECD. FROM (URI It tvI R. MTIKINGi or ma Ks000ngo)860

KIND OF CAR CAR NO.RPO

INITIALS

WHERE LOADED

NAME OF EMPLOYEE NOTIFIED (M-11SR Or NWWilliAM I. nail

OSSESIRSION OP RAMOS

O

NAMESteve T. Smith

STREET

712 N. Wakefield StreetPOST OFFICE

Steve T. Smith SNSTRICT

1st DivisionPOST OFFICE

S S. EVERETT F. RSON (DD830)CONTENTS (la Aso; q1141041. width)

LA

Electric RazorMOW PACKED

Corrugated box and caseINSURED NO.

6 860 77NO.

Whotk. InrispEcIAL r-1 SPECIAL

DELIVERY 1.8 HANDLING

OTHER (

ENDORSED ri ENDORSEDWI FRAGILE LJPIIRISNASLII

cracked coverTO WRAPPER OR CONTAINER

Torn And crushedAPPARENT CAUSE OF DAMAGE Mai adEIN)

DAMAGED171 IMRE rl ArvinLIJ UNLOADING L.J UNLOADING

DISPOSITION OP PACKAGE

a A. ra eR.P.O. oN§Ipiiire"4

M.S. EVERETT F. LARSON (DD830)P.O.D. Psrw MP Sop. INS *OM! IN1 0 10011

80.78Figure 123.PS Form 5257, report of damaged

parcel post.

Incoming Registers

When opening a pouch containing registeredmail, you will have less chance of making anerror if you follow these procedures:

Open one pouch at a time to cut down thechances of error to prevent mixing registers fromtwo different pouches.

Check the serial and rotary number of thelock against the numbers listed on the manifoldbill.

Check the number of each registered articleagainst the manifold bill.

Note the condition of each article, (see Part161 of the Postal Service Manual).

Backstamp each registered article imme-diately, being careful not to obscure the post-mark of the mailing office.

Fill out PS Form 3849 or PS Form 3877 asappropriate and forward to the addressee.

Place registered articles in the registry safeor post office safe until delivery can be made.Always get a signed receipt for each registeredarticle you deliver.

When opening registered pouches and youfind a discrepancy, follow the procedures out-lined in chapter 6 of this rate training manual.

166

Certified and First.Class Mail

As you sort the first class mail, watch forcertified mail, postage due mail, misplaced regis-tered mail, and missent mail. Handling of mis-sent mail was discussed earlier in this chapter.The handling of registered mail found in theordinary mail is outlined in Postal ServiceManual Part 161. After you have completedyour sorting of the incoming mail and have laidyour certified mail to one side, you are ready toeffect delivery. Delivery of certified mail ishandled in the same manner as numered insured(see chapter 7). No record of receipt or deliveryis required for individual special delivery orordinary mail. Postage due mail is discussed laterin this chapter.

171


Incoming Parcels

Insured parcels are dispatched with ordinaryparcels; when you sort them, be sure youseparate them. You are not required to separatethe minimum fee insured parcels, which areunnumbered; they are delivered the same asordinary mail.

After you have separated all the incomingperces, check all numbered insured parcels forrestricted delivery and for a return receiptendorsement. After you have completed this, fillout a PS Firm 3849 for each numbered insuredparcel (fig. 7-7) and effect delivery as discussedin chapter 7.

Restricted Delivery

Only registered, certified, and numbered in-sured mail may be sent as restricted delivery.The sender at the time of mailing may &sect thearticle be delivered only to the addressee or tosomeone named by him in writing. This serviceis available only for articles addressed to personsspecified by name. An additional fee is requiredfor this service. The article should 1:q.1 endorsed"Deliver to Addressee Only" or "Deliver toAddressee on Order". Other mark: igs, such as"Personal ", are not to be considered as indi-cating restricted delivery service.

Restricted delivery mail addressed to a com-manding officer by official title may be deliv-ered to an authorized agent named by him inwriting.

Mail orderlies may not deliver restricted deliv-ery mail, except with the written request of theaddressee.

Collect On Delivery Mail

United States civil post offices are not author-ized to accept personal C.O.D. mail addressed toa Military post office, unless it is a branch postoffice of a local civil post office located aboard aMilitary 1. se in CONUS. If you inadvertentlyreceive COD articles you should deliver them.Instructions and forms required for delivery are

contained in Part 163, of the Postal ServiceManual.

Short-Paid Mail

When a piece of mail reaches your officewithout the postage having been fully prepaid atthe time of mailing, you must collect therequired amount of postage due. Notify theaddressee of postage-due mail on PS Form 3907,Notice to Call at Window. When the addresseearrives at your window, and agrees to accept thePostage-due article, you are required to receivethe amount due in cash, affix postage-duestamps to the article, and immediately cancelthem. If the addressee refuses to accept thearticle or to pay the deficient postage, and it hasa return address, return it to the sender forpayment of the deficient postage and anyforwarding postage that may also be required.When no it ...in address is available, forwardshort-paid mail to the Dead Letter Office fordisposition.

Most of the short-paid mail received at youroffice will already have been endorsed to showthe amount of postage to be collected. If youbelieve a letter or parcel requires additionalpostage, weigh it; if a deficiency exists, endorseit POSTAGE DUE, showing the amount to becollected.

If an article arrives without any postagehaving been prepaid, you should collect the fullamount. Credit the patron with one full rate ofpostage, when it is apparent that stamps havecome off a piece of mail. The cancellation markand traces of mucilage should enable you todetermine whether an article originally carriedpostage. If you are out of postage-due stamps,collect the money from the patron, affix anordinary stamp to the article, cancel the stamp,and deliver the article to the patron.

Customs Charges

Articles of foreign origin may be subject tocustoms charges. These charges are collectedonly when your ship or station is located in anarea where the United States has customsjurisdiction (the 50 states, District of Columbia,and Puerto Rico). If your ship is in foreignwaters, or if you are at a shore station located in

167

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POSTAL CLERK 3 & 2

a foreign country, make no collections eventhough a charge has been assessed. Endorse thecustoms form "Delivered outside customsjurisdiction of the U. S." and return the form tothe accountable postmaster.

Articles with customs charges assessed will beendorsed prior to arrival to show the amount tobe collected, and Custom Form, CF 3419,Importations Through the Mails, will be at-tached (fig. 12-4). Notify the addressee on PSForm 3907. Customs charges are collected whendelivery is made; obtain the addressee's signatureon the original Form 3419 as well as on therequired receipt for registered and insured mailif applicable. Amounts collected are not re-fundable by Navy Postal Clerks. When deliverycannot be effected for any reason, consult Part610, Pub 42, International Mail, for properprocedures.

Customs collections are to be remitted to theaccountable postmaster. On the day that col-lections are made, prepare PS Form 6019 MPOin duplicate (fig. 12-5). On the heading of theform, draw a line through the words "MONEYORDT'R BUSINESS" and substitute the words"CUSTOMS COLLECTIONS." Under section IIIDebits - line 4 Or 5, type or print the words"Customs Collections." Appropriate entriesshould be made under items 5, 7, 9, and 14 anda notation of the treasury checks accompanyingthe form should be made in section II. Retainthe duplicate copy of PS Form 6019 MPO. Allcopies should be signed by you and verified andsigned by the disbursing officer. The original PSForm 6019 MPO, the customs form CF 3419,the amount collected, and adding machine tapes(if any) are forwarded by registered mail to theaccountable postmaster.

If articles of foreign origin are receivedwithout a customs form and are suspected tocontain merchandise subject to customs, theyshould be endorsed "Supposed liable to customsinspection" and forwarded to the nearestcustoms post office. A list of customs postoffices appears in Chapter 6 of Pub 42, Inter-national Mail.

At 'domestic shore stations, matter liable tocustoms charges is held at the civilian postoffice. The postmaster notifies the addressee,who must call at the civilian post office and paycharges before the matter is delivered.

Delivery of Incoming Mail

Incoming mail may be broken down anddelivered by departments, by divisions, and bygeneral delivery. The size of your ship or stationwill determine the number of separations foryour incoming mail.

Arrange the letter case to permit rapid sortingof mail. When assigning compartments of theletter case, reserve those which are easily ac-cessible for official mail and for mail for thosedepartments or divisions that receive the largestvolume.

The most commonly used system of deliveryis that in which each department or division hasa designated mail orderly who is responsible forpicking up mail from the post office. Mailorderlies are frequently inexperienced in thehandling of mail, and they may call upon youfor advice about mail matters. Make themunderstand that after mail is in their custody,they are responsible until it is delivered proper-ly. The mail orderly must deliver all pieces ofmail to the addressee personally. Mail must notbe left on bunks or tables to be picked up by theaddressee. Mail which cannot be delivered inperson or given locked stowage pending deliveryto the addressee must be returned immediatelyto the post office or mail room. All un-deliverable mail must be given Arectory service.

Mail orderlies and their respOnsibilities arediscussed in chapter 4 of this text.

SURPLUS MAIL EQUIPMENT

The amount of mail received and dispatchedby your post office determines the frequency ofreturn dispatches of serviceable mail bags andlocks. Any serviceable bag or lock is surplusunless actually needed for the deposit of mail.Do not hold mail bags or locks for possibleemergencies.

Mail Bags

Mail bags in excess or normal operatingrequirements should be returned at frequentintervals to the point from which mail isreceived. Examine each bag carefully to makecertain that no mail is left therein. Do not mix

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173

BEST COPY AVAILABLE


Exhibit 1-1

POSTAI4MR2'kiwiW den wilh

Recgisic: : r.

a 1

12 2ontane 2a .71. montane

LI ON PROTESTED OR 1,aJ 0

UNDELIVERABLE of

I 0-.

DE.SCRIPTIONTITEM NO, OF MERCHANDISE I VALUE T RATA AMOUNT

4I

365.82 40 00 40% 1400

533.41 50.00 35% 1700I

I

0...

-I r-

II

)

PARCELS TOW I1... ISSUING PONT.

U .......4>sin INSTRICTiONS CO_

KEG.N00

12345NAME

John Doe 33 50

Bureau of C,,,t.ms

Any Port, USSTREET

111 Any StreetPOSTM TER

COLLECT i1 cs4 ON REVIIESt

vi I z

ROJO PACKAGES.

Anytown, Anyetate 00000BY

ABC

DATE

11/15/COUNTRY

FranceSENDER

J. Donnas.BYE ARTICL RECEIVED OATS

114..4 11/17/

Front of CF 3419 (original)

Exhibit B-2

INSTRUCTIONS TO POSIMASTSR

1. The postmaster shall, before delivering the parcel, collect the total amount assessed, sign and

deliver the receipt to the addressee, and secure his signature on the original copy of the entry.

2. When money is collected, the original of the mail entry together with the amount collected shall

be treated as set forth in Part 261, Postal Manual (see also 437, Postal Manual).

3. Shipments accompanied by customs forme 3342 end 3433, in addition to the salt entry (customs

form 3419), may be releasedto the addressee without the collection of the assessed duty if the

addressee executes and signs customs Form 3342. The original and receipt copies of the mail

entry (custom Torn 3419) together with the customs Tors 3342, shall be returned to the customs

office that issued the mall entry (see Part 261, Postal Manual).

4. If the addressee is dissatisfied with the amounts assessed, he says (1) elect to pay the duty;

take delivery of the shipment and write letter to the office that issued the entry, requestine

reconsideration of the amount assessed; or (2) refuse to accept the shipment and provide the

postmaster with a written statement of his objection. In the latter case, the postmaster will

forward the letter setting forth the addressee's objections, the original of customs Form 3419

(this copy), and such invoices or other evidence submitted by the addressee with POD Torts 2937 to

the customs office that issued the entry (pee Part.261, Postal Manual), end retain custody of

the shipmint until advice is received Iron the issuing customs office as to the disposition to

bomsde of the shipment.

3. Undeliverable parcels shall be disposed of as provided in Part 232, Postal Manual, end Part f,

Customs Regulations.

6. If further instructions are desired, they should be °battled from the 'assistant Postmaster

General, Division of International Service, Washington, D.C.'20260.

60.77

Figure 12.4.Customs Form 3419, Importations through the malls.

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POSTAL CLERK 3 & 2

U. S. POSTAI. SERVICE CUSTOMS COLLE 'IONSMILITARY POST OFFICE IMPOI REPORT OF MONEY ORDEIR-AYSINESr

/40/111C-NO.

03361

UNIT NO. SNIP OS HANOI NAM' OA /NO. (Navy Mee)

USS RANGER (CVA 61)MARINO ADOIMS

Commanding OfficerUSS RANGER (CVA 61)FPO San Francisco 96601

NO tuSiNISS WAS CONDUCTIO

Nom TO

TRANSAUTTIO TIMM 1101111, NO,

452X

POI SUSINIU OF Mate/

15 May 19

INSTRUCTIONS

NAVY OFFICES:SEE OPNAVINPT 2700.14

AIR FORCE OFFICES:SEE PART S. PCSMAN. ISSE

ARMY OFFICES'SE! AR 6340

SECTION IMONET 011D1511 ISSUED

SECTION IIPAID MOMMY OHMS AND CHICKS

INCLUDED IN SUMMARY

SUCTION IIICASH SUMMARY

BUTS AMOUNT

STOCK SIRIAL NOS, USID PAID mow ORDIRS I. WWII hieN .rs 18 TReThme fowlPROM $111A1 NO.

TNIU I 576,201 7 50 l' =,,r's atrroin 0NO. UM INO. POMO 3 3. TemCAN&NO. ISSUID 4

TOTAL

AMOUNT III 1 1.

I!.Customs

Collectior 7 50STOCK SIRIAL NOS. USID I11061 9 6 Debit

C6224eueeeTNIU 10

NO. MD n T.TOTAL D311?

7 50NO. 110111D I:NO. IMMO 13 CRIDITS AMOUNT

TOTAL

AMOUNT nu 14

I! S. P.Mmilts 11'Sorties IS)11

BLOCK SE IM NOS. USID II P. Cloth asmood (Tale)Saabs II) 7 50PROM II

MAU t9 10.

NO. MID TOTAL (To Ma I. be III)

7 50NO. 1101110 n.NO. MUIR CHICKS

mom PIS UIIAI NO.

10,578

SY* L

5780

AMOUNT it C24410166* C

TOTAL 7 50II. Woo* an

PIN to INamOmit 11111OSAND

TOTALTOTALTOTAL 0/OfT

50soft:t:

Carry amid Total AmoulM hem I, actin IIICarry Mud Mat PowM TMs:, 101101 In

Ma*. *11 ofNow OrrinOttioloa MUM

441;11.Z,S..TOTAL (To INN O. Sm. II/

7 50II the blame ea head Wes 13, Om 1 Iiseludee cal Walla, Ins, or son, pa mIsoomiot mei '111111-111111 'Y

- iUMW T6 U COMM:

L. A. BOYTAR PC3, USN R. E. ADAMS LTJG, SC

.ieb.

Na0MILITARY KUM am OLS01 01110NATI0 WW1 00.01

staDot. 1110 U.S. oovememENT TRINTOO nil 17.246 .146

WIN

Figure 12.5.PS Form 6019.PAPO,

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Chapter l2- INCOMING MAIL

defective mail sacks with those that are serv-iceable. Pack surplus bags in strict conformitywith the following instructions:

Type and size

No. 1 sackNo. 2 sackNo. 2 Brown ResintexNo. 3 sackNo. 3 Brown ResintexNo. 2 pouchLock container pouch.Air No. pouchAir No. 2 pouchAir parcel post pouchFCM No. 1 pouchSAM No. 1 pouchFCM Ne. 3 sackSAM PPAirlift parcel post sackMOM pouchMOM No. 1 pouch

When loose-packing surplus bags, fold ingroups of four and five before placing them inthe container sack. Label surplus empty equip-ment with official labels only, legibly post-marked on the reverse side. The face of the labelmust correctly indicate the type and number ofbags, and must be addressed in accordance withapplicable instructions. Official labels and theiruses are:

PS Label 78. Use for shipping full bundlesof serviceable bags of a single type and size (fig.12-6).

PS Label 79. Use for shipping short bundlesof serviceable bags of a single type and size (fig.12-7).

If your office should accumulate less than fullbundles of a single type and size, pack, label,and dispatch them as short bundles. Do notdispatch short bundles of number 1 sacks, holdthem until you accumulate a full bundle.

Mail bags damaged by mildew, dry rot,termites, flood, fire, acid, grease, animal excre-ment, wet paint, or tar are defective and shouldbe removed from service immediately.

Loose-packed

19 in No. 1 sack19 in No. 2 sack49 in 50th sack14 in No. 3 sack24 in 25th sack14 in No. 2 pouch20 in No. 1 sack49 in No. 1 air pouch24 in No. 2 air pouch59 in air parcel post pouch49 in FCM No. 1 pouch49 in SAM No. 1 pouch24 in FCM No. 3 sack59 in SAM PP59 in airlift parcel post sack59 in MOM pouch49 in MO& No. 1 pouch

SOO i INS 0 -SIMS

Tes 4/.04!...;. .....................40 No....Z....Sim fg b: No. 'Mo.

A k . P. ... S k s . FULL 50 N., 7=7 A. pcbd,

FROM U,I.S aiot Po, 1440441,40* Label FL M.I. MO

60.79Figure 12-8.PS Label 78.

154

111.411103 0.1)

To: ...f.4.14) ......

i"No. as' SHORT -=-N°=-Pcks.6 Air. P. Ski. ..=.141o...:XPelie.FROMg1,1. i,7040 11rtK 4/ieffoomp, mxi

Figure 12-7.PS Label 79.80.80

POSTAL CLERK 3 & 2

Other defects requiring removal are:

Pouches (surface and air) are removed whenthey have holes larger than a 10-cent coin; tearsexceeding one-half inch in length; seam rips; oneor more grommets missing; missing or excessive-ly worn neck strap; missing or damaged labelcase, hasp, or staple; or missing rivets or hard-ware.

Sacks (surface and air) are removed whenthey contain holes larger than a 50 cent coin,tears exceeding one and one-half inches inlength, one or more grommets missing, brokenor missing lacing cord, or missing or damagedlabel case or cord fastener.

Label defective mail bags with PS Label 77and dispatch in accordance with Part 581, PostalService Manual.

Mail bags, considered serviceable for domesticuse according to the above standards, are notalways accepted by foreign postal channels. Maildispatched through foreign channels should bedispatched in bags that contain no defects. Mailbags should not be routed through foreign postalchannels if they contain holes or tears largerthan a lead pencil.

LOCKS

Surplus rotary and LA locks should bedispatched with outgoing mail to the point fromwhich received.

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Rotary locks must have the hasps closed, andbe tied together when pouched with mil andwhen the quantity is small. Wrap rotary locksseparately if damage to mail is probable, orseparately under iron lock when the quantityexceeds 25, using PS Label 76 (fig. 12-8), andreturn to the point from which received.

Dispatch surplus LA locks in the followingmanner. If the quantity exceeds 50, pouchseparately using a No. pouch or a No. 3 sack,properly labeled with PS Label 76. Catcherpouches are not to be used for any surplus lockdispatches. Never include locks and keys in thesame package.

Tot Ne14)

/4 ROTARY LOCKS ar LA LOCKSmom

GPO 1111111 0.-1179111

edjj. J1)## 01444:1 004 I" 14. I"

RPM 12.8. PS Labe 76.60.83

CHAPTER 13

MAIL DIRECTORY SERVICE

Don't underestimate the importance of maildirectory service. Directory service is maintainedin order to assist you in delivering mail topersonnel on board and in forwarding or other-wise disposing of mail addressed to those nolonger on board. When mail is addressed to aperson who is not attached to an activity servedby your post office, it is just as important toprovide the proper disposition of this mail as itis to deliver the mail if the addressee is aboard.

Early disposition of mail is the basic purposeof mail directory service, whether the mail is tobe delivered on board, forwarded when anaddressee has been transferred, held pending thearrival of the addressee, or given treatmentappropriate to certain other categories, such asmail for casualties and unauthorized absentees.

Even if a Navy post office is not in operation,each Navy and Marine Corps command isrequired to maintain a mail directory file of allpersonnel receiving mail through the activity,including personnel ordered to report, andpersonnel transferred from the activity.

At commands that have a military post office,military Postal Clerks maintain the maildirectory as a part of the post office. Commandsthat do not have a military post office, andthose receiving mail service through a U.S. civilpost office, maintain the directory file as part ofthe mail orderly system.

DIRECTORY MAINTENANCE

Under the U.S. Postal Service Agreement, theDepartment of Defense agreed to furnish direc-tory service for all military mail. It is theresponsibility of your commanding officer toensure that this requirement is carried out. Bearin mind that even though the commandingofficer is responsible for the directory service,you, as a Navy Postal Clerk, are the representa-

tive of the commanding officer for such postalmatters, and you have the responsibility foroperating the directory.

Directory

The mail directory consists of OPNAV Form2700-5, "Notice of Change of Address" (fig.13-1) or 'similar record systems containing thenecessary information. Cards will be arrangedalphOltically, regardless of rank, rate, or status(i.e., hospital, leave, etc.). The cards should becorrected daily, or as changes occur, to show allchanges in status.

Navy Postal Instructions require that direc-tory cards be retained for 6 months on allpersonnel detached or transferred; then theyshould be destroyed.

Onboard Personnel

OPNAV 2700-5 cards for onboard personnelreceiving mail through the organization, mustshow the last name, first name, middle initial,rank or rating, file or service number, mailaddress, and previous mailing address. Divisionsor components of the command may also beentered on the cards. Those personnel receivingmail for accompanying dependents at theirmilitary address will list those dependents on thesponsor's directory card. Temporary changes instatus, such as hospital, temporary duty awayfrom the command, leave, unauthorizedabsence, together with the date of change areentered on the cards. When the individualreturns to your activity, draw a line through thenotation, initial it, and date it.

Personnel Ordered to Report

OPNAV 2700-5 cards prepared for personnelordered to report to your activity should

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POSTAL CLERK 3 & 2

hp

00

tl*

NAME (Last) (First) (Middle) RANK OR RA1'N0 FILE OR SERVICE NO,

NIVil CORRECT ADDRESS (estiniclied date of anivais INSTRUCTIONS

1. Before preparing,consult Personnel Of.lice for complete andcorrect address, as perSNDL.

2. Print or typeall information exceptsignature.

SIONAT URI DATE USLICATION KEY NUMBER

NOTEsPUBLISHERS AND BUSINESS ORGANIZATIONS NEED THE OLD ADDRESS FOR CORRECT PROCESSING,

OLD ADDRESSItIVNIMA NekiN'KT

Figure 131.OPNAV Form 2700.5, Notice of Change of Address.

indicate the date they are due to report, if it isknown. This information may normally beobtained from the personnel office for enlistedpersonnel. Check with the captain's office,administrative office, or other designated officefor officers due to report.

Personnel Reporting Aboard

When personnel report to an activity servedby your post office have them prepare thediiectory ca xis in duplicate, including thereonthe date of reporting. Check the cards before thepatron leaves the directory section to ensurethat they have been prepared correctly andlegibly. This is a good time to ask the patron ifhe is receiving any magazines, or newspapers,and if he has sent change of address cards to thepublishers. If he hasn't, give him the number ofchange of address cards required and assist himin filling them out correctly.

Divisions or other momponents of the com-mand may also be mitered on the cards. Placeone card in the directory file, and forward the

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179

0.111111111

60.84

remaining card, showing the new correct ad-dress, to the last permanent duty station.

Personnel Detached

Change of address cards for personnelpermanently. departed from the activity mustshow a complete forwarding address. Whenpersonnel are transferred, the personnel office ordesignated office of the transferring commandprepared OPNAV 2700-5, ensuring that theaddress of the activity to which the man is beingtransferred is that shown in the Standard NavyDistribution List, Part I, or the Catalog of NavalShore Activities. This card is given to thetransferee who prepares two additional cards.Both cards are delivered to the command direc-tory service during the check-out process.

The directory service then checks the cardsfor the following:

Individual's com;:ete name, rank/rate, andservice number.

Complete, legible, and correct new address. 1

Chapter 13 -- -MAIL DIRECTORY SERVICE

The geographical location of an overseasshore station is not used as part of the individ-ual's address.

Signature and date.

If there are no diF:repancies, one card is filedat the directory service and the other is mailedto the individual's new address.

When personnel are transferred for furtherassignment and the new permanent duty stationis not known at the time of transfer, thetransferee should furnish you with a non-military address to which you can forward hismail until he arrives at the new duty station. Ifthis is not possible, the change of address card isendorsed to indicate the activity to whichreporting for further assignment, if known, andthe person's status, for example, "Transferred to(enter the name of the activity) for furtherassignment. When the kdividua) reports to hisultimate duty station, he should send you achange of address card showing his newpermanent address. When you receive this in-formation, correct your directory cards andforward his mail as required.

You normally should not use receivingstations as forwarding or intermediate addressesfor personnel being further assigned or separatedfrom the service, because of the relatively shortstay at this activity and because the largenumber of persons being processed generallymakes it impracticable. You should advisetransferees that the delivery of mail while theyare en route is generally impracticable, and alsoadvise them against the use of an intermediateactivity as an interim address. Suggest to them,instead, that they use a non-military address ontheir change of address cards. A non-militaryaddress furnished by the person transferredshould be used when the activity to which hewill report for further assignment is not knownat the time of transfer.

If a person is transferred for discharge, heshould furnish a complete civilian forwardingaddress. If discharged personnel do not desire tohave their mail forwarded to a civilian address,they must so indicate this on their directorycard and sign it. In this case, their mail is marked"return to sender", and is thereafter handledaccordingly.

To reduce the amount of mail received after aperson has been transferred, advise the trans-feree to notify his correspondents of his transferand his new address as promptly as possible. Thesooner and the more thoroughly he spreads theword, the fewer letters and parcels you will haveto forward for him. Personnel being transferredshould, when necessary, advise publishers oftheir new address, or notify the publisher todiscontinue mailings of subscription matter untiladvised of a new permanent address. Use OP-NAV Form 2700-5, or a Change of AddressNotice to Publisher, PS Form 3578, for this.Ensure that the publication key number, whenavailable, is entered on the card. Your patronmay be able to obtain this number from the oldaddress label. Most publishers and firms specifi-cally request that both the old and the newaddress be furnished, and that an old addresslabel be enclosed to aid in identifying thesubscriber or the customer, and his account.This may be accomplished by taping the oldaddress label to the change of address card, butbe sure that the ne w address is not covered orotherwise made illegible.

Filing Instructions

File all directory cards-in alphabetical order,by last names, regardless of rank, rate, or status.Use a set of alphabetical separators to divide thecards. Last names starting with the same letteram filed under the same separator.

Sometimes names such as Brown and Browneor Stevens and Stevenson will match letter forletter up to the end of the shorter name. In suchcases the name with the fewer letters is to befiled first; thus Brown should precede Browne,and Stevens :should be filed before Stevenson. Ifthe last names are exactly alike, use the firstnames and possibly the second to determine theorder of file. If the two names happen to beexactly the same, file by service number, thelower number first.

If your directory is quite large, you may needto use additional separators within letters. Forexample, S might be broken down into SA, SE,SM and ST. Last names beginning with the letterS should then be filed under the closest pre-ceding second letter of the separator thus;

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POSTAL CLERK 3 & 2

Schiller would go under SA; Slade under SE;Souder under SM; and Swain under ST. You willlearn from experience and the size of yourdirectory whether your card file should besubdivided within letters.

SOUrCr 0: Information

Where do you get the information that is usedto prepare and maintain directory cards?

At most commands, the local procedures forthe reporting and transferring of personnelrequire that they check in and out with theoffice that maintains the mail directory serviceof the command. In this way, the men concern-ed prepare the necessary cards as required. Atcertain times, this may not be possible; forexample, men admitted to a hospital while onleave or liberty, due .to illness or an accident;men who are casualtiesAu Ninsulhotind absen-tees; or men held in custody by civil authorities.This would necessitate preparation of the cardsby directory personnel. The information may besupplied by providing copies of the personneldiary, advance copies of orders, brig report(published by the Legal Officer), area PAMIlistings, rosters of attached squadrons and/ordetachments served by your office, or any othermethod that will ensure the timely receipt ofpertinent information. You may also be inform-ed of an expected arrival through the receipt ofa change of address card that has been preparedat another command when a man has beentransferred to your command.

MAIL FOR ABSENTEESAND CASUALTIES

Administratively, and for purposes of thischapter only, the term "absentee" denotes aperson who is in an unauthorized absence status.The term "deserter" denotes a person in anunauthorized absence status wLit. has beendeclared a deserter. A casualty is broadly de-fined as a person who is missing, is a prisoner ofwar, or has been killed.

Mail for a person who is in an unauthorizedabsence status is held until his return, or until heis declared a deserter, provided the sender hasnot requested its return at the expiration of aspecified time. If no forwarding address has been

176

1St

received during this period, the mail should bereturned to the sender marked "unclaimed." Aclose liaison between the personnel office andthe activity's mail directory should be maintain-ed to ensure that the mail directory is notifiedwhen absentees return to naval jurisdiction.

Mail addressed to a deceased member is held15 days after date of death. At the end of the15-day period, it is returned to the sender, withan appropriate letter of transmittal, prepared bythe command, advising that the addressee isdeceased. Jointly addressed mail should beforwarded by the command to the survivingaddressee. Mail received subsequent to the15-day period should be returned immediatelyunder a letter of transmittal.

Mail for personnel who are missing or prison-ers of war should be forwarded under separatecover in an official envelope addressed as fol-lows:

Bureau of Naval PersonnelAttention Pers G.23Navy DepartmentWashington DC 20370

Each letter placed in this envelope must navethe address lined out and must show the dateand your initials. No other information iswritten on the letter itself. If you have morethan one such letter to forward at a time, tiethem together. Attach a facing slip properlyendorsed to identify the type of mailmissing orprisoner of war.

It is extremely important to remember thatyou must never lace deserted, deceased, mis-sing, or prisoner of war endorsements directlyon m matter; e endorsement must ways beplaced on the :acing slip.

Mail that has been accepted by the addresseeceases to be mail and becomes part of hispersonal effects. Therefore, letters and packagesreceived by a man who later becoines a casualtyor a deserter, are handled and disposed of as hispersonal effects, and not as mail.

Mail for Marines

Personal mail for Marine Corps personnel whohave been killed in action, missing in action,

Chapter 13MAIL DIRECTORY SERVICE

officially determined to be prisoners of War,declared deserters or who have died from naturalcauses, accidents, etc., which is received bycommand outside the continental limits of theUnited States is bundled separately and a slip ofpaper attached, marked to indicate the reasonfor non-delivery, the authority for this notation(unit diary number, etc.), and the initials of thepreparing clerk. If the activity is served by amilitary post office the mail is returned to thepost office for further verification and forward-ed under cover to the Commandant of theMarine Corps (Code ABK). Personal mail forMarine Corps personnel, if received by com-mands within the continental limits of theUnited States, should be returned to sendersmarked "Unclaimed" by the post office servingthe command. Verification by the commandermust be obtained before mail in this category isreturned.

Mail for Prisoners

Mail privileges extended to prisoners confinedfor disciplinary reasons are in conformity withthe instructions contained in the CorrectionsManual, NavPers 15825 (current).

The commanding officer is responsible forcontrolling the correspondence of prisoners inaccordance with po'icies set forth in the Correc-tions Manual. Normally, prisoners are allowed toreceive all incoming mail. Both incoming andoutgoing mail for prisoners is inspected by thebrig officer or his delegated representative.Incoming mail is delivered unopened to the brigmail inspector.

MAIL FOR DECOMMISSIONED SHIPSAND DISESTABLISHED STATIONS

The District Commandant, Area Commander,or Reserve Fleet Group Commander havingimmediate cognizance of decommissioning of aNavy unit, designates a Navy activity to performdirectory service for mail received for thedecommissioned unit. Directory service then isperformed for a ,eriod of 60 days. Mail receivedafter expiration of the 60-day period is returnedto the sender endorsed to show the activitydecommissioned.

The administrative type commander for shipsand mobile units and the District or AreaCommander for other decommissioned or dis-established activities designates a command toreceive, open, and screen for necessary action ordisposition all official mail received during the60-day directory service. Official mail receivedafter the end of the 60 day period should bereturned unopened to sender, endorsed to showthat the activity has been decommissioned,unless special considerations indicate that alonger screening period is desirable.

In no case may official mail addressed to aUnited States ship be forwarded unopened tothe new title of that ship when it has beenstricken from the Navy List and transferred to aforeign government or to Merchant Marineservice.

Personnel assigned as Navy Postal Clerks, mailorderlies, or to duties,involving the receipt anddelivery of unopened mails normally are notassigned to duties involving opening and screen-ing of official mail.

Commanding officers of ships and activitiesbeing decommissioned or placed in the reservefleet furnish the designated activity with acomplete directory of officers and enlistedpersonnel showing the new duty station, or, inthe case of personnel separated from the service,the forwarding address furnished by the individ-ual.

The command having immediate cognizanceof the decommissioning of a ship or mobile unitis responsible for informing the appropriate mailrouting authority or postmaster of the desiredrouting of mail to the unit that will providedirectory service for the decommissioned unit.

UNDELIVERABLE MAIL

Mail may be undeliverable, temporarily orpermanently, for any of several reasons. It maybe incorrectly addressed, the addressee may havebeen transferred, or the mail may be unclaimedor refused. Refused mail is that which is refusedat the time delivery is attempted, returnedunopened by addressee, and marked "refused."

Mail received at your post office for personnelhaving forwarding addresses recorded in thedirectory file presents no great problem. It is

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suitably endorsed and promptly forwarded, inaccordance with procedures described later inthis chapter.

Mail that is undeliverable because it bears anincomplete or an incorrect address, and mail forpersonnel not present at the activity is processedagainst the directory cards.

Sometimes you may find it difficult to findthe proper directory card for a piece of unde-liverable mail. This is often due to carelesslywritten addresses, which are easily misread. Thefollowing letters of the alphabet most frequentlycause trouble: a and o; h and k; i and e; n and r;n and u.

Suppose that you are unable to find thedirectory card for Douglas, Thomas. You mightalso check under Thomas, Douglas (in the eventthat the names might have been transposed); orcheck Douglas, Tom or Tommy (in the eventthat a nickname is used instead of the properfirst name). Also be alert for names ending withthe letter "e," such as Browne, Harte, orThorne, in the event that the "e" was incorrect-ly added, or was omitted but should have beenused. Do not consider a letter undeliverable untilyou have considered every possible card in yourdirectory file.

Directory Service Stamp

All mail that is given directory service isstamped on the reverse side of the cover withthe directory service stamp (fig. 13-2). Thisstamp is procured through the Navy supplysystem. The dimensions of the start p must notexceed 11/2 by 11/2 inches, with a narrow lineborder. Information on the stamp includes the

DIRECTORY SERVICEUSS DE SOTO CO:

LST 1171Date recd142.:".

Date fwd....CA"-.

Clerk

VIM

Figure 13.2.- Directory &mice Stamp.60.85

1S3

words "Directory Service," name of the com-mand, date received, and date forwarded. Theremust be space for the initials of the clerk.

Commands having a large volume of directorymail are authorized to cancel such mail on thereverse side of the cover by machine in lieu ofthe directory service stamp. A special die hubmust be ordered as a "Special Item" by submit-ting a request to the Chief of Naval Operations,Postal Affairs Branch, in accordance with para-graph 13103.3k, OpNav Inst 2700.14, U.S. NavyPostal Instructions. The request must includethe make, model and serial number of thecancelling machine in use and a statementindicating the actual number of pieces of maildirectorized each day for a period of 10 days,exclusive of Sundays, holidays and the mon' .1December.

178

Holding Mail

Undeliverable mail (except registeredsee ch.6) for which no forwarding address is available isheld for 15 days. During this period check itagainst the directory cards frequently. If stillundeliverable at the expiration of this 15-dayperiod, return it to the sender, unless it meetscertain conditions which permit holding it for alonger period. For example, when information isreceived that the addressee may be expected toreport, such mail may be held up to 60 days. Itmust not be held for longer than 60 days unlessyou have received specific information that theaddressee is due to report to the command, andno other forwarding address is available. Mailmay also be held for personnel on leave orabsent on temporary additional duty, until theyreturn. In some cases mail for TAD personnelmay be forwarded. The expected length of theTAD and distance from your command must heconsidered first. Also you need a correct addressto forward the mail to. Mark the directory card"hold for return" or "hold for arrival," tu

appropriate.When the sender has specified the number

days that the mail may be held if not deli lcit must be returned to the solider at theexpiration of the specified time. It there is noreturn address on mail that htts been held, treatit as dead mail.


Undeliverable mail that is not to be held isfnrwarded, returned to the sender, or treated asdead mail.

'Forwarding Mail

When you forward mail for a person having aforwarding address recorded in the directoryfile, draw a single line through each line of theincorrect address portion of the envelope, markan "X" on the envelope, on each side of thewindow. Do not line out the name, rank/rate,and SSAN of the addressee. The name of theaddressee and the postmark should not other-wise be obliterated by writing, marking, orstamping. If the name or other identification ofthe addressee is not complete, the omitted partsmay be furnished to aid later delivery. Endorse-ments should be written in neat and legiblewriting, using the minimum space required.Place the new address in the lower left corner ofthe envelope, if space permits. Spell out the newaddress completelydo not use any abbrevia-tions. Whenever possible, additional endorse-ments are placed above this endorsement. Afterall available space on the front of the mail hasbeen used for endorsements, "over" is writtenon the front of the envelope, and additionalendorsements are written on the reverse of thecover. This mail is stamped on the reverse sidewith the directory service stamp.

When a person's address is changed by officialorders, his mail of all classes (except third-classmail of no obvious value) is forwarded until itreaches him. This is true for both military andcivilian personnel in the United States serviceanywhere the United States mail service oper-ates. Second-, obvious value third-, and fourth-class mail and air parcel post so forwarded areendorsed by the forwaring office "Change ofaddress due to official orders." This privilege offree forwarding applies to mail for theaccompanying members of the families whosechange of address is caused by official orders. Italso applies to military personnel discharged orreleased from active duty. A discharge is officialorders and the individual's address will definitelybe changed.

Undeliverable mail that is not held or for-warded is returned to the sender or treated asdead mail.

The addressees for whom you will be forward-ing mail will be principally military personneland their dependents and occasionally personnelin the Civil Service or some other branch ofFederal service. But in case you ever haveoccasion to forward mail for civilians not attach-ed to the United States Service, check the PostalService Manual, Part 158.

Returning to Sender

Mail undeliverable at the end of the 15-dayhold period is returned to the sender. On mail soreturned, the address is crossed out by a singleline so as not to obliterate it, and the face of theenvelope, is stamped with the "return to sender"stamp. The reason for returning the mail mustbe indicated. The stamp must be similar to the"hand index, returned to writer, reason check-ed" stamp available from the U.S. Postal Service.This mail is also stamped on the reverse sidewith the directory service stamp.

Never return mail to the sender until you areabsolutely certain that your files do not containa forwarding address.

If a return address is furnished, return refusedmail to the sender.

If mail is returned to the sender, he shouldnot mail it again unless it is enclosed in a newenvelope or wrapper with a correct address andnew postage is affixed.

First-class mail, except postal and post cards,may be returned to the sender without addition-al charge. Post or postal cards should be re-turned only if they bear the sender's request forreturn with his address. On delivery to thesender, postage at the card rate is collected.Cards not bearing the sender's request for returnare destroyed or disposed of as waste paper.Cancel or mutilate ntIcancelled stamps on cardsbefore disposing of them as waste.

Any po. tage due, because of failure to fullyprepay postage at the time of mailing, iscollected from the sender when the undelivera-ble mail is returned.

Second-class mail often is received at postoffices in considerable quantity after the addres-see has been transferred. This can be avoidedsomewhat by a simple question to the tramfereeas he checks out. M discussed earlier, simply askhim if he is receiving any magazines or news-

BEST COPY AVAILABLE

POSTAL CLERK 3 & 2

papers. If he is, furnish him with sufficientOPNAV Forms 2700-5, assist him in filling themout properly and address them to the publishers.Also inform your patron that second-class mat-ter is not forwarded unless specifically requestedin writing by him on his change of address card.If this service is requested by your patron,inform him that this service can only be per-formed for a period not to exceed 60 days.

In the event you still receive second-classmatter for a patron after he has been transferredor discharged, you will handle the notificationto the publishers as follows: Prepare PS Form3579, Undeliverable second-class matter (fig.13-3), write the new address including the ZIPcode number on the form, moisten the gummedside, and affix it to the copy, or its envelope orwrapper, near but not over the old address. Thatportion of the pap, envelope, or wrapper thatbears both the old address and PS Form 3579 isthen cut or torn from the article, placed in anofficial envelope, and mailed directly to thepublisher, news agent, or other sender. Theaddress to the sender on the official envelopemust include the name of the publication. Any'lumber of notices may be returned in oneenvelope, but each Form 3579 should be for a

UNDELIVERABLE SECOND-CLASS MATTER

MevedLeft NO address 0 Wham

Ns such umbel p Refused

0 Ns such strut Ustleired

MOVED TO THE FOLLOWING NEW ADDIUDISI

9:MA). QS*lA)/.41 ye( trot ex.

?wn )

A d r IvEi NO CHANOI (Post Offin)

1. h a a 8 7 6'" "MN (Step Ind It r ads)

POD Form 35May 11166 C43-11.213311-14 aro 1 illa -217-140

Figure 13.3.PS Form 3579, UndeliverableSeoondClass Matter.

ease

different addressee. Each envelope addressed toa publisher is rated with postage due at thecurrent applicable rate for each notice containedin the envelope.

The next step is to make a note of the factthat you have sent the 3579. The best place forthis is the back of the individual's change ofaddress card as shown in figure 134. Include thedate, name of publication and your initials.

Copies bearing the old address which arereceived after the mailing of the notice aredisposed of as waste or given to the library.Then giving magazines to the library be sure toremove the address label first. When copies bearthe request of the sender for return, the portionof the page, envelope, or wrapper, is notdetached, and is returned to the sender markedto show a charge computed at the transient rateon each individually addressed copy or packagecSC ..InkuttivbAd copies, She current rate,whichever is higher.

THIRD AND FOURTH-CLASS MAIL whichis undeliverable having "obvious value" or bear-ing the words "Return Postage Guaranteed" willbe returned to the sender and postage will becharged at the single piece rate if it is third-classmail, and the zone rate to the mailing office if itis fourth-class mail. The piece will be marked"Undeliverable as addressed." The reason whythe piece is undeliverable as addressed or theaddressee's new address will nos Le endorsed onthe article.

If the article bears the words "Forwardingand Return Postage Guaranteed" it will beforwarded when the new address is known. Theforwarding postage will be collected from theaddressee. If the addressee refuses to pay theforwarding postage, the article will be returnedto the sender who must pay postage at thesingle-piece rate for its forwarding plus postagefor its return. If the article cannot be forwardedbecause the new address is not known, it will begiven the return postage guaranteed service, andin this case only the return postage must be paidby the sender.

Mail of obvious value includes, but is notlimited to, all registered, insured, and COD mail,merchandise, sheet music, pictures, photographs,catalogs, and books as defined in Parts 134 and135 of the Postal Service Manual. Circulars andmiscellaneous printed matter and items un-

180

BEST COPY AVAILABLE


DEPARTMENT OF THE NAVY

OFFICIAL USINISS

POSTA011 AND FORS PAIDDOPARTMONT OF TNII NAV',

rs c 7? sgN 1/01f./ XilF;<

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10.117.2Figure 13-4.Use the Reverse side of OpNav Form 2700-5 to record 3579's sent.

solicited by the addressee, including samples ofmerchandise, are not mail of obvious value.

Mail marked "return requested" or "returnpostage guaranteed" returned to the sender ismarked with the rubber stamps (PS items 1300(1) and (4) ) RETURN TO SENDER . . . andPOSTAGE DUE_ . It is also marked withthe new address of the addressee if known, or ifthere is no new address, the reason for non-de-livery. The new address shall include the ZIPcode number.

AIRMAIL, remember, is not a class of mail,but a service only. So airmail weighing 9 ouncesor less is returned by the same transportation asfirst-class mail at no additional charge. Airmailweighing more than 9 ounces is returned bysurface transportation at the appropriate rateaccording to class of mail; except that when themail bears instructions of the sender to returnby airmail, it is returned at the airmail rate, to becollected on delivery from the sender.

When REGISTERED, CERTIFIED, or IN-SURED MAIL is undeliverable at the expirationof the 15-day period, (10-day period for register-ed), it must be returned immediately to themailer. The postage charge, if any, for returningthe mail (but not registration, insurance, orcertified fees) is collected from the mailer.

181

18G

DEAD MAIL

DEAD MAIL is mail that cannot be deliveredor forwarded and cannot be returned to thesender. First-class matter having no return ad-dress and which, according to postal regulations,would otherwise be returned to the sender istreated as dead matter and is sent to a deadletter branch.

Undeliverable third-class matter of obviousvalue, and fourth-class matter that would bereturned to the sender except for lack of areturn address, are treated as dead parcels, andare sent to a dead parcel post branch.

If no return address is furnished, refused mailis treated as deed mail.

All dead mail is backstamped, and is endorsedto show the reason for non-delivery, except forundeliverable third-class mail having no obviousvalue, which may be treated as waste anddisposed of locally.

Makeup and Dispatch

Make up undeliverable, dead letters in aseparate package, using PS Label 22, Dead MailMatter. Wrap the envelope securely, or use apouch if quantity warrants. When a pouch. is

POSTAL CLERK 3 & 2

used, in addition to the pouch label, tie a tagaround the neck of the pouch, addressed in thesame manner, to prevent opening in transit.

Place other undeliverable articles and parcelsin a sack, and use PS Libel 22 as a sack label. Inaddition to the sack lapel, tie a tag around theneck of the pouch, addressed in the samemanner, to prevent opening in transit.

Dispatch dead mail to the nearest DEADLETTER BRANCH or DEAD PARCEL POSTBRANCH, as appropriate. Branches are locatedin New York, N.Y., in San Francisco, CA, and inother cities. The locations of these branches arelisted in *Part 159 of the Postal Service Manual,in the part covering Dead Mail.

Listing and Recording

No record is made of dead mail sent to a deadletter or dead parcel post branch, except asfollows:

Registered and Numbei,,d Insured Mail;Complete delivery receipt, show disposi-tion, and file with other delivery receipts.

Minimum Fee Insured Mail:Complete delivery receipt, show disposi-tion, and file alphabetically under the nameof the addressee.

COD Mail:If COD Mail is inadvertently received, showdisposition on PS Form 3814, Record ofCOD Parcels Held for Delivery, or otherapplicable delivery record, and destroy theCOD tag.

Loose Articles in the Mail

You will occasionally fmd stamps, money, orother articles loose in a mail bag. You should

make every effort to match such loose articles

with the mail from which they are lost. When anarticle of value cannot be matched with anaddressed envelope, or wrapper, examine thearticle to try to determine the owner. If you candetermine the owner, return the article to him inan official envelope or label, with explanation,and show postage due at the rate for keys andidentification devices (third-class matter, ascovered in Part 134 of the Postal ServiceManual). If the article contains $10 or more inmoney or negotiable securities, send it byregistered mail and include a minimum registryfee in the postage-due charge. If you cannotmatch the loose articles with the mail fromwhich lost, and cannot determine the owner,hold the articles for 60 days, and dispose ofthem as follows:

ARTICLES OF LITTLE VALUE.These arti-cles, including tobacco and stationery but notincluding food, drugs, and cosmetics, and arti-cles contained in parcels bearing the sender'sinstructions to abandon if undeliverableareturned over to chaplains or other officers desig-nated by appropriate commanders for disposi-tion. A receipt, in triplicate, is obtained forarticles turned over to the designated officer.Triplicate copies of the receipts are retained atthe Navy post office for record purposes. Theoriginal and duplicate copies of the receipts forarticles turned over during the month are for-warded at the end of each month to theappropriate U.S. Postal Service Regional Opera-tions Director.

182

187

ARTICLES OF OBVIOUS VALUE.Thesearticles are transmitted by U.S. Postal Serviceofficial registered mail to the accountable post-master. A letter describing the articles andcircumstances under which they were foundaccompanies the shipment. A copy of the letteris retained in the files of the Navy post office.

CHAPTER 14

INQUIRIES, COMPLAINTS, AND CLAIMS

In addition to your other regular postalduties, you will frequently be confronted withpostal problems of the public. A problem maytake the form of an INQUIRY, a COMPLAINT,or a CLAIM. This chapter provides some helpfulinformation concerning these problems, includ-ing postal instructions governing procedures tobe followed in handling them, and the prepara-tion of the applicable forms.

An INQUIRY is a request for information.Inquiries may be made in person or by letter andmay be on almost any phase of postal opera-tions. Most inquiries are simple questions con-cerning the speed of mail, the proper manner ofpreparing mail matter, or some phase of postaloperations.

An inquiry becomes a COMPLAINT whendamage, loss, or theft of mail is involved.Complaints may be made about any type ofmail.

A CLAIM for indemnity against the postalservice is submitted when insured or registeredmail is damaged, lost or stolen.

Inquiries, complaints, or claims may be eitherformal or informal. They are considered informalwhen presented verbally. If made in writingan inquiry, complaint, or claim is said to beformal. An informal inquiry, complaint, or claimbecomes formal when the post office or thepatron makes a written record.

In performing your duties in a Navy postoffice, you will be concerned only with militarymail, as defined in the Postal Agreement (appen-dix I of this training manual). This chapter,therefore, discusses only matters concerningmilitary mail. Normally, the processing of in-quiries, complaints, and claims is a function of asenior Postal Clerk at the larger activities.However, many times this duty is required of allpostal personnel regardless of rating, so it isimportant that you be completely familiar with

handling such prOblems, both at the office ofmailing and at the office of address.

The information in this chapter, along withsome practical experience, will enable you toefficiently process any inquiry, complaint, orclaim with which you may be confronted.

DOMESTIC MAIL

Information regarding mail matter is confi-dential and may not be disclosed to unauthor-ized persons. For that reason, the only personsentitled to information regarding claims aresenders, addressees, authorized agents of either,and postal inspectors, civil and military. Itshould be remembered that filing a claim orinquiry is the right of the sender or receiver andyou as the postal representative should treat thepatron with the utmost courtesy.

183

Forms to File

IN THE UNITED STATES. Inquiries forregistered mail and all insured mail originating inand addressee fry delivery within the continen-tal United SL. must be made on PS Form1510, Inquiry for the Loss or Rifling of MailMatter (fig 14-1).

OUTSIDE THE UNITED STATES. Inquiriesfor registered and insured mail addressed to orsent from a military post office located outsidethe United States, or to or from a U.S. Navyship, must be made on PS Form 565 forregistered mail, and PS Form 3812 for insuredmail. The usage of these forms is discussed laterin this chapter. Maintain a record of all inquirieson either DD Form 450, Record of PostalClaims, or PS Form 3841, Post Office Record ofClaims.


PS Form 1510 U.S. POSTAL SERVICEOriginalPart I Post Office atADDRESSEE: ZIP Code Date

Please state in the spaces below whether the article described on Pi II his beendelivered to you and then return both parts of this form in the end OFFICIALSELFADDRESSED ENVELOPE WHICH REQUIRES NO S AGE. Yourresponse will help to Improve the postal service.

POSTMMITER._

REPLY OF ADDRESSEE (Check one): ( ) REFUHO.My records show that the aril& was: ( ) NOT RECEIVED, ( ) RECEI)17)

If any contents miming, list them:

Value of missing articles, $

(Date of rely) (Signature of addreMee or agent)CPO eesN-334113-22

PS Form 1510OriginalPart II Date 18 June. 473INQUIRY FOR THE LOSS OR RIFLING OF MAIL MAPPER

Registered No... ( ) Special DeliveryGrilled No. ( ) Special Handling

I Class) Insured No. ( ) Airmail(Insert "Unnumbered" If mlelmuni

) Ordinary. COD No. Amount due senderEnvelope: ( ) Lang. ( ) Short ( ) Huaiatw reply (Puel*to be paid by aaorm...)

22 197 .0700 FridayComplaint Date mailed Maytime or Ming) (10.) (Date) (Yr.) (Hr.) (Day of week)

Mailed at USS FORFtESTAL (CVA-5 9)A FPO N.Y. 0950),mod offieo (Clad) (Slate) (ZIP Code)

vvissre Poet Off ice(Main AN. station. brae*. or IOWA* of collodion toe)

Contents (describe fully) and value Co rrespon dene e 1pho to esektAs,and money order repeip%

( ) Letter( ) Parcel

Sender:PCC JOHN L. KNOLL

(Marne)

USS FgRREna. (V/A-..59)(8t. or P.O. Box er Rural Routine.)

FPO New York, 09501

Addressee:MARLENE M. KtiOLL

(Name)

Veld owe)

.91(1Q GRANDHAVEN.AVE.1St. or P.O. be or Rural Mite No.)

ETON, MARYLAND 20870(City) (Stab) IZIP Code) 4,1ey) 4131.1W) IZIP Code)

PS Form 1510OriginalPart IIIPOSTMASTER, OFFICE OF ADDRESS: Date

Please show disposition of the ohsvedaseribed article.

(MU/sada at mailing aid) IZIP Coda)

REPLY:Date 19. Has addressor received aratle?

(Yee or No)

(If there is a record of delivery, show delivery dateIf delivered to Ira, state accepting employee', nameIf not Intact, what was miming?If COD, give MO Nos. Amts. , dateIf undelivered and on hand, state reasonIf received but not delivered and not on hand, elate disposition

ere 6411-16-2016-22

r,!,,Ftg 1510(Permeate, at address Ate) (ZIP Colo

Figure 141.PS Form 1510, Inquiry for the Loss or the Rifling of Mail Matter.

184

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Chapter 14--INQUIRIES, COMPLAINTS, AND CLAIMS

INTERNATIONAL MAIL. Inquiry forms forInternational Mail are discussed later in thischapter.

Procedures

The procedures to be followed in the process-ing of the forms, and the prescribed forms to beused, are described and illustrated in the follow-ing sections.

Familiarize yourself with the forms and pro-cedures so that you will be able to select andprocess the correct form when it becomesnecessary for you to do so.

WHERE TO FILE. Subject to the conditionsset forth later in this chapter, liquifies, com-plaints, and claims may be filed at any postoffice, civil or military. Claims for loss should beinitiated by the sender, at the office of mailing;however, they may be instituted at the office ofaddress provided the addressee is able to furnishenough information for a proper search of thedelivery records, or for the institution of theclaim for insurance.

WHEN TO FILE. Inquiries or claims forregistered and insured articles mailed and ad-dressed for delivery in the continental UnitedStates may be filed by the sender after he hasreceived information that the addressee did notreceive the article after a reasonable length oftime, or if the sender is unable to obtain anyinformation.

Inquiries or claims for insured mail addressedto or from a military post office, including mailto or from Navy ships, may be instituted by thesender after one month has elapsed from thedate of mailing. Claims for damaged insured mailmay be filed at the time the article is received.Claim! for indemnity must be filed within oneyear from the date of mailing. Inquiries concern-ing official registered or insured mail may beaccepted' without regard to the time limitsspecified, if there has been sufficient time forthe article to have been received.

Exceptions can be made to the above timelimitations in cases where information has beenreceived which indicates the loss, damage, ordestruction of military mail. In such cases,claims should be submitted immediately. Forexample, if i military aircraft is lost and it is

known that certain articles were aboard, claimscould be instituted immediately.

INQUIRIES FOR CERTIFIED ANDORDINARY MAIL

PS Form 1510 is used to report complaints ofloss or rifling for any class of mail, whetherordinary, registered, certified, or insured. Toreport complaints of loss or rifling of ordinaryand certified mail, including such mail sent asspecial delivery, prepare PS Form 1510 as shownin figure 14-1. Whenever practicable a typewritershould be used to fill out this form. Alwaysmake certain that the carbon between theoriginal and the duplicate is in good condition toensure legibility of the duplicate. Complete partII in duplicate, and detach and destroy part III.Mail the original of parts I and II to theaddressee, and include a self-addressed penaltyenvelope for the addressee's reply. However, ifthe mail is addressed for delivery throughmilitary post offices outside continental UnitedStates, DO NOT mail Forms 1510 to addressees.Handle as follows:

Army and Air Force Mailforward Form1510 to the postal officer at the address APO.

Navy Mailforward Form 1510 directly tothe commanding officer of the ship or activityto which the mail originally was addressed.

If ordinary mail is involved, the duplicate isdestroyed; however, if the mail involved iscertified, the duplicate is completed and filednumerically.

If loss or rifling is confirmed by addressee,transmit original and duplicate of part II directlyto the postal inspector in charge at the civilianpost office mentioned in sender's return address.Notify sender on reverse side of part I.

INQUIRIES AND CLAIMS FOR REGISTEREDAND INSURED MAIL

As stated earlier in the chapter, the formsused for registered and insured mail dependupon ylur location. Normally, you will be eitherat an overseas NPO or a shipboard post office, inwhich case you would always use PS Form 565 orPS Form 3812. This is why the discussion of

185

.1.90

POSTAL CLERK 3 & 2

Form 1510 below is brief and the other twoforms are covered at greater length.

When loss or damage of registered or insuredmail is established, the sender (or receiver asappropriate) should be encouraged to submit aclaim for indemnity.

PS Form 1S10

Send inquiries for registered and insured mailto the postmaster at the office of originaladdress for completion of part III, Statement ofPostmaster, Office of Address. If the inquiry isreturned showing the article was forwardedoverseas, handle as fo!lows:

Submit parts I and II of Form 1510, forunnumbered insured mail, or parts II and III, forregistered and numbered insured mail to thesender, advising him when further inquiry maybe made.

Complete duplicate of part II Ind place inyour closed files, so that any subsequent inquirymay be completed and sent overseas.

PS Form 565

PS Form 565, Application for Indemnity forRegistered Mail (fig 14-2), is used when thesender desires to submit a claim when loss ordamage of registered mail has been established.PS Form 565 is also used for inquiries forregistered mail to or from military post officesoutside the continental United States.

PS Form 565 is divided into five parts,i asfollows:

Declaration of SenderDeclaration of !"ostmasterMailing OfficeDeclaration of PostmasterOffice of Ad-

dressDeclaration of AddresseeRegistry Claim Identification

When claims originate at your office, have thesender furnish information to complete thedeclaration of the sender (items 2 through 10 onthe form), and you fill out the declaration ofpostmastermailing office (items 11 through23). The declaration of sender section describesin detail the contents of the lost or damaged

article, the value of the contents, and to whomindemnity should be paid. The sender certifiesthat the information is correct by placing hissignature at the bottom of the section (item 10).Before he signs, be sure to call his attention tothe otatement on the form about the penaltiesfor making false, fictitious, or fraudulent state-ments in connection with claims for indemnityon United States mail. Before the sender leavesthe post office, check the indemnity applicationto ensure that all questions have been fully andclearly answered. The completed application issent to the applicable postmaster at New Yorkor San Francisco for processing. The applicablepoatmaster forwards the Form 565 to theaccountable postmaster for final payment orother disposition.

Claims on registered mail must be filed withinone year from the date of mailing. Unless thedelay is unavoidable and is not due to the faultof the claimant, claims which are started laterthan one year from the date of mailing will notbe allowed. If the delay in submission of theclaim is unavoidable, and is not due to the faultof the claimant, include a signed statement tothis effect, explaining the causes or the reasonsfor the delay. As discussed later in this chapter,before you send out the forms be sure to recordthe claim in.your not office records.

When claims for lost or damaged articlesaddressed to your office are received, fill out thedeclaration of postmaster for the office ofaddress (items 24 through 28 on the form), andobtain the declaration of the addressee (items 29through 32). Check your post office records tofind out whether or not the article was receivedand, if received, whether or not it was delivered,forwarded, or returned to the sender. Usually incase of loss, there is no record of the article atyour office. Have the addressee come to theoffice and obtain from him the declaration thatthe article was not received or that it arrived indamaged condition, as the case may be. Directhis attention to the statement about penaltiesfor making false, fictitious, or fraudulent state-ments in connection with the claim, and thenobtain his signature signifying that the informa-tion on the application is correct. Upon comple-tion of the application, return it to the post-master at the port post office (New York,

186

191

BEST COPY AVAILABLE

Chapter 14INQUIRIES, COMPLAINTS, AND CLAIMS

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POSTAL CLERK 3 & 2

San Francisco, or Seattle) from which it was re-ceived.

If the addressee is no longer attached to yourship or station, fill out only the declaration bythe postmaster at the office of address. Send theapplication to the new post office of theaddressee, as shown in your directory records.Notify the originating office by memorandum ofsuch action when taken.

PS Form 3812

As you can see from the Form 3812 (fig.143) it is quite self-explanatory. When you fillin the blocks required for the post office and thecustomer completes the blocks labeled custom-er, you should encounter no problems. If youshould have any questions in completing theform, refer to part 164 of the Postal ServiceManual, which outlines all the necessary steps totake. It is a good idea to use the Postal ServiceManual the first few times you accept a claim toensure that the claim is complete and correct,and the customer will experience no delay inreceiving payment.

Information Required With Claims

Evidence that the mail was either registered,insured, or sent COD must be submitted with PSForm 565, or PS Form 3812. The only accepta-ble evidence includes either:

The original insurance receipt issued attime of mailing,

or

The wrapper of the article concerned, if ithas the name and address of both the mailer andthe addressee, and the appropriate insuranceendorsement.

PS Form 3812, Request for Payment ofDomestic Postal Insurance, is a four part, snap-out set of forms. The original copy is the initialForm 3812, copies 2 and 3 are Form 1510-A,Inquiry for the Loss or Rifling of Mail Matter;and copy 4 is Form 3841, Post Office Record ofClaim.

188

193

PS Form 3812 is used for the loss or damageof insured or COD mail. This form may be filedeither by the sender or the addressee, at anymilitary post office, civil post office,. classifiedbranch, or station. If the claim bt:;ing filed is lora piece of mail which has been lost, it may notbe accepted for processing until 30 days afterthe date of mailing. If it is being filed for adamaged article, it may be accepted immediate-ly. But in no case may you accept a claim whichis being filed after one yea; from the date ofmailing; unless the claimant can establish thatthe delay was not his fault. If you are in doubtas to whose fault it may have been for the latefiling, accept thee claim and outline the detailsfor postal data center evaluation.

The claimant must make a definite statementof PS Form 3812 showing the actual value oflost or irreparably damaged articles, or the costof repairing partially damaged articles. Allow-ance must be made for any depreciation due toage or wear, or for . 'airs needed at the time ofshipment. Statements of the value of lost orcompletely damaged articles should be support-ed by receipted bills or invoices, where practica-ble. In the case of articles which can be repaired,a receipted bill for repairs already made, or anestimate of the cost of repairs obtained from areliable repairman, must accompany the claim.

Holding Damaged Articles

When a claim is filed at your office either forthe full value of a completely damaged articlehaving a salvage value, or for the replacement ofa reparable article, take the article when youprocess the claim. Hold it for instructions fromthe certifying postmaster as to its disposition, inorder that any salvage value may be realized bythe postal service if the claim is paid. PS Form3812, item 22, must show who has possession ofthe article.

Submissions of Claims

If either the sender or the addressee is aboardship or at an overseas station, special instruc-tions for submission of claims will apply. If thearticle _wit" mailed to an overseas or shipboardpost office, send the claim to the postmaster atthe port post office named in the address on the

BEST COPY AVAILABLE

Chapter 14 INQUIRIES, COMPLAINTS, AND CLAIMS

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77, IF CL MR Is FOR DAMAGE: (1.01.4110/1 ulDammed Ankle/

(_,I SENDER r 1 ADDRESSEE is:i AOISSWPCAT2 OF

I IP 0 AT73 IF CLAIM IS 1011 LOSS OF NO. INSURED. OR

NO COO Remit f NC E. 11.(). DimposlitooIll delivered, show mune ul recipient)

No record of delivery

,___,

IS. HAS DORESSLE FIF.CEI yED ARTICLES LISTED ABOVE' I .' YES (II NO

IA. IF 00FIESSEC PAID CUD CHARGES, STATE TO *NOM AND *HERE

11.. IYS PACE tilE COMMERCIALLY INSUNEU'DDIFFIS OF INSURANCE COMPANY ANOAM T,OE O. S

IP FY ES, SHOT. POLICY NO., NAME ANDAMOUNT DEDUC TIRL C [' YEA 0 ND

I Ilene)

$

Mune> Order So.) (.1100401)

I declare under the penalties of perjury that this claim has been examined byno and to the best'of my knowledge and belief, is true, correct and complete.

74. POSTMRA OF OTHER POST OFFICE

---- ----.--....

II. SION TURF OF MAILER ILPHONIS NO.

(!,r ;',S;TI TL E

Cib alIll. SIG UNE OF 0,MM t T i I.. [PHONE NO.

' 4/PS Pam 3tf2Sov. 1111 REQUEST FOR PAYMENT OF DOMESTIC POSTAL INSURANCE

POSTAL INSURANCE CLAIM IDENTIFICATION FOR POC USE ONLY

PAYE r: This slip will he used when mailing the check in payment of this claim. Otherclaim identification will be at the customers option.

VENDOR NO.t.n

CL AIM NO.(S. IA)

'AWL Eft

PC3 Dewey t, 1U1

0 THEN IDENTIFICATION TYPE(InCATEGORY

oont sSEEtIfi5 "NI.

ZIP Mein 3)( 40,111)

MAIL CHECK TO (Print .r Op, Adsle dm/ nitrite t t in uniodner. area helmet00 NOT *RITE OUTSIDE OF DOTS

PC3 Dewey PaulAdmin DivisionU.S. NAVAL FACILITYFPO New York, 09556

DATE Mom 4)(231?)ZIP (Hem Al(211,111

r EE Mem 10/( 1 ion

TOTAL VALUE

f'135.1"MOSE. CODE(144 I)PAYMENT ---."AMOUNT(12.10)

PS Form 3812

Figure 14.3.PS Form 3812, Request for Payment of Postal Insurance.

lis94

60.92

POSTAL CLERK 3 & 2

mail. If the article was mailed from an overseasor shipboard post office, send the claim to thepostmaster at the port post office in the returnaddress on the mail (in either case, New York,San Francisco, or Seattle).

Action on Claims

Claims for articles mailed to or from overseasor shipboard Navy post offices are forwarded toand adjudicated by the postmaster at the portpost office named in either the sender's returnaddress or the mailing address on the mail. Theport postmaster will administrativell certify theclaim for payment, or disallow it.

If the port postmaster certifies the claim forpayment, it is forwarded to the accountablepostmaster, who in this case is Postmaster, NewYork, N.Y. The accountable postmaster for-wards the claim to his regional controller, whoprepares the check and forwards it to the payee.

Disallowed claims are sent to the postmasterat the post office where the claimant (designatedpayee) is located, stating the reason for disallow-ance. If the claimant protests disallowance andfurnishes additional evidence justifying certifica-tion for payment, the claim may be resubmitted.

Deficient Claims

If a claim is incomplete in a vital respect, itwill be returned for completion. Some examplesof vital deficiencies are:

No evidence of insurance presented.Amount of insurance claimed is not shown,

or amount claimed exceeds the maximum forthe fee paid.

Failure to obtain signature or statement ofaddressee when required.

Explanation not furnished with claim filedmore than one year from date of mailing.

Full amount claimed for repai rable damagedarticle, but valid reason not shown for onlyclaiming cost of repairs. Among acceptablereasons are:

1. Article mailed by firm (payee) whichcannot properly sell repaired merchandise.

2. Anticipated prolonged delay in havingrepair made.

3. Nonavailability cf repair facilities locally,and prospect of additional damage if shippedelsewhere for repair.

If a claim is returned for completion, itsprocessing will be considerably delayed, whichwill result in the parties to the claim beingwithout the use of the article, and without thepayment to replace the article. Don't let anoversight or negligence cause any of your claimsto be returned.

Payable Claims

Postal insurance within the amount coveredby the fee paid, is payable for:

The actual value of lost articles.The cost of repairing a damaged article or

the cost of replacing a totally damaged article.In either case, the cost must not exceed theactual value of the article.

Perishable matter which was properly pre-pared for mailing but was delivered in a spoiledor deteriorated condition due to the fault of thepostal service.

The cost of duplicating valuable papers.The fee paid to an attorney to obtain duplica-tion of such papers may be included. If avaluable paper cannot be duplicated, the originalcost may be paid.

Postage (not fee) paid for replacement ofdamaged articles or for sending damaged articlesfor repairs.

Nonpayable Claims

Instructions given in earlier sections of thischapter make it clear that payment is not madeat any time in excess of the value of the articleconcerned or in excess of the maximum amountcovered by the fee paid by the sender.

In addition, payment is not made under thefollowing conditions:

For the loss or rifling of, or damage to anymatter which was not rightfully in the mails, i.e.,a person could not claim indemnity for a bottleof whiskey broken in the mail.

190

195


When the sender knowingly and willfullyfailed to state at the time of mailing the fullvalue of registered mail.

For the loss or rifling of, or damage to anyarticle having no intrinsic value.

a For the loss or rifling of, or damage to anyarticle remailed after proper delivery, unless thearticle was re-registered or reinsured after deliv-ery, and evidence established that loss, rifling, ordamage occurred in the postal service.

For the loss resulting from delay to aregistered article; for example, if the marketvalue suddenly dropped on stock which wasdelayed in the mail.

For damage due to insufficient or improperpacking.

When evidence of insurance coverage hasnot been presented.

For abrasion, scarring, or scraping of suit-cases, handbags, and the like, unless the articleswere adequately wrapped or boxed. You shouldinform patrons of this whenever such articles arepresented for mailing.

For damage to fragile-type phonographrecorc:s. You chould infcrm thl pltron thatthese records can be insured only for loss, vicedamage and that indemnity will be paid only incase of complete loss.

For loss of rifling of, or damage to mattersent as insured mail and sent to prospectivepurchasers who have not ordered such matter orauthorized its sending.

Requests that are filed more than one yearfrom the date the article was mailed, unlessestablished that the delay was not the fault athe claimant.

Responsibilities of Navy andU.S. Postal Service

The U.S. Postal Service pays claims for lossesattributable to negligence or misconduct on thepart of Navy Postal Clerks. The U.S. PostalService then presents a claim for reimbursementto the Chief of Naval Operations for review andforwarding to the Judge Advocate General ofthe Navy. The Department of the Navy reim-burses the U.S. Postal Service for such losses.The financial responsibility of the U.S. PostalService ceases when registered or insured mail is

9

19

delivered to authorized Navy mail orderlies, theaddressee, or his authorized representative.

RECORDS AND FOLLOWUP

To prevent duplicate claims, and to helpprevent delivery of a. titles for which indemnityhas been paid, you rt,.st maintain a record ofeach claim and inquiry handled by your postoffice. This record of claims and inquiriesprocessed is maintained on DD Form 450,Record of Postal Claims (fig14-4), or PS Form3841, Record of Post Office Claims. Whenproperly completed, the record will show allinformation pertinent to the investigation andfinal disposition of the papers related to theclaim or inquiry. If it is desirable to add moreinformation than space on the form permits, useblank cards or make reference to your files, asnecessary. The completed forms are filed inalphabetical order according to the names of thesenders of the articles. Retain the completedclaims records for a period of two years.

If a reply to an inquiry or claim has not beenreceives within a rr.ronabli3 time, a followui,should be initiated.

PS Form 3819

PS Form 3819 Followup on Patron Claim (fig.14-5), may be sent to the appropriate postmas-ter when the following conditions have beenmet:

The sender, addressee, owner, or payeemust have made an inquiry as to the reason forfailure to be informed of final disposition of theclaim; and

A reasonable time, not less than 30 days,must have elapsed since the claim was sent toanother office.

The followup, giving full particulars of thearticle for which claim was made, is sent to thepostmaster to whom the claim was sent. If noreply is received after 15 days, report the matterto your accountable postmaster, who will deter-mine whether a duplicate claim should bestarted. DO NOT start a duplicate claim unlessinstructed to do so by the accountable postmas-te,r. If a duplicate claim is started, endorse PS

BEST COPY AVAILABLE

POSTAL CLERK 3 & 2

a:*,NAME AND al:muss OF SENDER

LT. John E. WALK!:'M DivisionUSS FORRESTAL (CVA-59)

COMPLAINT MADE BY

NAME AND ADDRESS OF ADDRESSEE

Mrs. Donna L. WalkerP. O. Box 145Nuevo, California 92367

TYPE OF COMPLAINT OA TE OF COMPLAINT

X M lommq(75.TiT1174;;W 8 May 19SOCK ADDRESSEE

DATE COMPLAINT RECI

OFFICIAL. SPECIAL DELIVERY SPECIAL HANDLING8 May 19REGISTERED NO. CERT FIFO NO. INSURED NO. (Jl unnumbered. ..e state and

dive lee)

LETTER CZ PACKAGE L FIRST CLASS CEI AIR MAIL

686077PO CLAIM NO.

10

PO AT MICH CLAIM FILED

USS FORRESTALma.

DATE ITEM MAILED

3 Apr 1.

FORM 450 PREVIOUS EDITIONS OF THIS RECORD OF POSTAL CLAIMSI REP SS FORM ARE OBSOLETE.

MrUSS FORRESTAL (CVA -59), FPO, NY 09501

MERE DEPOSITED (root Oils., APT). NPO, unit mail room or collection boxlocorIon

Shin's Post OfficeCOMPLAINT MADE ON FORM

POD FORM SOS

POD FORM 1510

POD FORM 1112

OTHER (Sete, fp)

!DOI *viol+ COMPLETED AND DISPOSITION OFIMAM POD Form 3812 completed

and forwarded to addressee

113 Sep 19

DESCRIPTION AND VA LEE OF DAMAGED. MISSING0111 LOS? I TEMIS I

aerial no.. poet Wire and date of luau.)'Airmail parcel, containing ladies Dulova wrist

watch

(Si money order, dire

REMARKS

(as applicable)

IkeeSo..

Figure 14-4.DD Form 450, Record of Postal Claims.

Form 3812, "DUPLICATE." Also endorse yourclaims record to show that the duplicate claimwas started, and the date.

If a PS Form 3819 is addressed to your officerequesting information concerning the status ofa pending claim, forward it promptly to youraccountable postmaster. Notify the postmasterwho started the followup to this effect. If theclaim is still on hand, immediately expedite itsprocessing and forwarding, and send q memoran-dum to the postmaster who started the follow-up, informing him of the present status of theclaim.

Articles Recovered After Payment

When a lost registered, insured, or COD articleis recovered, the payee who received the indem-

192

00.93

nity payment may accept the article and reim-burse the Postal Service for the full amount paidif the article is undamaged. If the article isdamaged, has depreciated in value, or if thecontents are not intact, the payee may makereimbursement in such amount as may bedetermined equitable by the U.S. Postal Service.Consult your accountable postmaster for assist-ance in handling such reimbursements, eithercomplete or partial.

INTERNATIONAL MAIL

Up to this point we have dealt with domesticmail. The rest of the chapter covers inquiries,complaints, and claims for international mail.

Navy Postal Clerks should surge patrons toreport losses, non-delivery, or mistreatment of

197 I

BEST COPY AVAILABLE.

Chapter 14 INQUIRIES, COMPLAINTS, AND CLAIMS

U. S. POSTAL SERVICE

FOLLOW-UP ON CUSTOMER CLAIM

F0M

POST OPPICE,STATI AND ZIP coos

U. S. Naval Fac.lityFPO New York, 09556

DATE

INSTRUCTION TO POSTMASTER INITIATING THIS FORM: Prepare in duplicate. Write your own city and State in the lower window mailerspace. Retain duplicate and II advice has not been received within IS days send it to your Postal Services Center. Itecotd his action onFaint MI. Otherwise, destroy duplicate upon return of completed original.

TO: ID

Postmaster

Woodbridge, Va 22191

=.-TYPE DATE PARCEL MAUI)

/ 1 Jun 19_

TO (Nisi NI Mikes/MissWoodbridge,

MATE CLAIM SENT

5 Aug 19

Pat HelmsVa.

TO VOU

INSURED R" a' P11141111410" OPP .. . 30 . ... ) Cop ormMAILED eV (Nam NW Admme)

FTC Sam ButlerU.

N.Y.

S. Naval09556Facility

FP O

._ . ....... ...POST MINCE OP MAILING. IF OTHER THAN AS SHOWN ABOVE

MAILED

22191

RECEIVING POSTMASTERAn inquiry has been made as to the status of the claim described above.

L.] Show present status by completing the balance of this form. If claim is still on handEnclose this completed form in a window envelope for return to initiating postmaster.

If claim has been certified for payment, advise disposition to be made of damaged article. ..___ .

........

please expedito

on hand at

_ PAYEE ___

processing.

this office.

.._

0 ON MAND(APAN smAy Alamos,.es 1041011~14) 17,)

CERTIFIED AND SENT TO POSTAL DATA CENTER

MINNEAPOLIS. MINN.. ON CERTIFICATION

ormandooM

NO. _ ..ir SENT TO POSTAL SERVICES CENTER AT

. _ ___ ___ _. FOR ADJUDICATION AMOUNT

RETURN TO INITIATING PM

II

Postmaster

U. S. Naval FacilityVPO New York, 09556

PINAL ACTION SY INITIATINGPOSTMASTER

Inform customer of claim status.II certified for payment. checkshould be received shortly. IIcostumer later claims nonreceipt ofpayment, request the Postal DataCenter to furnish further informs.Lion. Give the Postal Data Centerthe certification number and mil['cation Jett shown above.

Record action onForm 3141, then

destroy Form 3119.

PS Pam 3819Apt. WI

Figure 14.1 PS Form 3919, Followup on Patron Claim.

193

198

60.94

POSTAL CLERK 3 & 2

international mail, as these reports, like thoseabout domestic mail, may serve to improve thepostal service. They should be promptly accept-ed and reported in accordance with regulations.All categories of international mail claims areaccepted within one year, counting from the dayfollowing the date of mailing.

If an article has failed to reach the addresseewithin a reasonable time, you should, uponrequest, institute an inquiry. Inquiry may bemade even though the article was mailed inanother country, with the exception of registered mail.

Charges for Inquiries

The current charge for a routine inquiry is 30cents. Postage stamps to cover the fee should beaffixed to the inquiry form and canceled. Theinquiry or complaint is transmitted by airmail,where practicable.

No charge is made for an inquiry or complaintconcerning the nondelivery of a piece of inter-national mail if the sender has failed to receive areturn receipt for which the required fee waspaid, or if he can show that loss or otherirregularity has occurred apparently throughfault of the Postal Service.

Only one fee should be collected for inquiriesor requests for information concerning severalarticles mailed simultaneously by the samesender to the same addressee.

Telegraph or cable charges must be paid bythe, sender before transmission of inquiries, if hedesires such service.

PROCESSING

How you process claims or inquiries oninternational mail depends on where the articlewas mailedIN the UT.uted States or TO theUnited States. The form you use depends on thetype of mail and the country with which you aredealing,

Mail Exchanged With Canada

REGISTERED AND ORDINARY. Inquiriesas to disposition or complaints of loss are

reported on PS Form 1510 (fig. 14-1), If thearticle was mailed in the United States, thedispatch particulars should be entered on theback of PS Form 1510. The form itself is mailedto the postmaster at the office of address inCanada.

For inquiries on articles mailed TO the United£tates, the PS Form 1510 is sent to thepostmaster at the office of mailing in Canada. Ifthe registry receipt is not available, ask thecomplainant to have inquiry made at the officeof mailing.

Complaints of rifling, damage, delay, orwrong delivery are reported on PS Form 1510,suitably altered. The forms are sent to thePostmaster, Chicago, Illinois 60607, with theenvelope or wrapper, if available. This applies toarticles mailed IN and TO the United States.

Post offices return Canadian inquiries, appro-priately endorsed with their findings, to thepoint in Canada from which received. If loss ofmail to or from Canada is disclosed, report thematter on PS Form 1510 to the Postmaster,Chicago, Illinois 60607. In the case of mail fromCanada, the necessary information should beobtained from the Canadian inquiry form beforeit is returned.

INSURED PARCELS. Inquiries and com-plaints concerning articles mailed IN the UnitedStates are filed on PS Form 2855(fig. 144). Forinquiry as to disposition, the form is sent to thepostmaster at the office of address in Canada. Ifdelivery is disclosed, the endorsed form isreturned to the office of mailing so that thesender may be informed accordingly and thecase closed. If loss, rifling, or damage is dis-closed, Canadian officials send PS Form 2855 tothe Postmaster, Chicago, Illinois 60607. Shoulda form, disclosing logs, rifling, or damage, besent by mistake to the office of mailing, send itpromptly to the postmaster in Chicago.

For complaints of loss, rifling, damage, delay,or wrong delivery, PS Form 2855 should becompleted and sent to the Postmaster, Chicago,Illinois 60607. Correspondence received by thesender from the addressee, and wrapper ifavailable, should be enclosed with the form.

If application for indemnity is received onCanadian Form 43A, bearing information supplied by the addressee and the Canadian PostalService for damage or rifling, complete the Form

BEST COPY AVAILABLE

Chapter 14-INQUIRIES, COMPLAINTS, AND CLAIMS

. 1 -sI, so wtai ICLAIM FOR INDEMNITY-INTERNATIONAL INSURED MAIL

11.111 WM. II.11)41 14.11 NI II/A1 %II sooIlulA

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SECTION I-OICLARATION OF POSTMASTERI laid( 473- la postau 100 III 0.60 a ma .1,4

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revP. its A 2ISSPOSTAL INSURANCE CLAIM IOINTINCATION

PAYEE: this slip will I. used ielmse PlIthIll MI Mob Ile payee no U.S. enly) m paymms of ibis tiaim. Part A mebe eembleted Si I UM' PdraillhOn to Meanly payment. Pam B mum skew motif. avd address of payee.

A

PAPAW SIMI 19

181 W. W. Penney, 16NV.1 Division, (SS vommcww (CVS 10)FPO San Francisco, 96601

PAINIACM AOOMISID 30

Se1gfre1d Doth8 NauptstrasseMosubach, Germany

B

MAIL CHICK 90 IlAciudi 1939.3. SAM 4400. P2.1 41110.41 11 114 ZIP Cap Mull41 Onl 0 141 thown in 111m 19 *pm.11,11 of 1,14 I

AB1 W. W. Penney, USNV-1 Division, (ES YORKTO4N (CVS 10)

FPO San Francisco, 96601

OTHER IDENTIFICATION

w.rtasss

00.57Figure 144.-PS Form 2855, Claim for Indemnity-International Insured Mail.

POSTAL CLERK 3 & 2

43A, in lieu of Form 2855, and forward to thePostmaster, Chicago, Illinois 60607.

If a complaint of loss, rifling, damage, delay,or wrong delivery originates in the UnitedStates, (on an article mailed TO the U.S.),complete PS Form 1510 and send parts II andIII of the original to the postmaster at themailing office in Canada with the packing of theparcel if available. If the packing has beendestroyed or otherwise disposed of, the com-plaint is endorsed accordingly. If complaint is ofloss or rifling, send a copy of part II (PS Form1510), endorsed to show disposition of theoriginal, to the postal inspector in charge of thedivision located in the office of destination.

On receipt of a Canadian indemnity form, itmust be properly completed and returned to theCanadian District Director of Postal Servicefrom whom the form was received. If obtainablein cases of rifling or damage, the packing of theparcels is transmitted to the Canadian Adminis-tration with the indemnity form. If the packinghas been destroyed or otherwise disposed of, theform is endorsed accordingly.

Mail Exchanged With CountriesOther Than Canada

REGISTERED MAII.. Inquiries and com-plaints are reported on PS Form 542 for articlesmailed IN or TO the United States. If the articlewas mailed in the United States, insert particu-lars of dispatch from the office of mailing on theform aid send it to the postmaster at the,a !.j. ro riate ad'ustiexchan office. The ex-change of ces are in Part 722, Pub 42,International Mail and in OPNAVINST 2700.14,U.S. Navy Postal Instructions, Appendix C. Theenvelope or wrapper should be enclosed with theform if it is available (see fig. 14-7).

If the article was mailed TO the UnitedStates; the registry receipt, and the envelope orwrapper, if available, should be sent along withthe form to the appropriate adjusting exchangeoffice. If the registry receipt is not railable, askthe complainant to have inquiry made at theoffice of mailing.

INSURED PARCELS. Inquiries as to disposi-tion and dels.., on articles mailed IN or TO theUnited States, are also reported on PS Form542, The fonn and the wrapper, if available, are

sent to the postmaster at the appropriate adjust-ing exchange office. If the article was riutiled INthe United States, insert particulars of dispatchfrom the office of mailing on the form beforesending it to the exchange office.

Complaints of loss, rifling, damage, or wrongdelivery are filed on PS Form 2855 for articlesmailed IN or TO the United States. The formand wrapper, if available, are sent to thepostmaster at the appropriate adjusting ex-change office. If the article was mailed IN theUnited States, any correspondence received bythe sender from the addressee should also besent to the exchange office. For complaints onarticles mailed TO the United States, entermailing particulars on the form, complete decla-ration of postmaster (office of address portion),and obtain declaration of addressee. When send-ing the form to the exchange office, include allrelated papers and customs declaration.

ORDINARY MAIL. Inquiries or complaintson articles mailed IN or TO the United Statesare reported on PS Form 542 (parcel post) andon PS Form 541 (postal union mail). Send theforms to the postmaster at the appropriateadjusting exchange office shown in Part 722,Pub 42, International Mail and in OPNAVINST2700.14, U.S. Navy Postal Instructions, Appen-dix C. The envelope or wrapper, if available, .

should be sent along with the forms to theexchange office (see fig. 14-8).

Report of Rifled Parcel

Report rifled parcels on PS Form 673 (fig.14-9), completed in quadruplicate. Forward allcopies immediately to the Postal Inspector inCharge, U.S. Post Office, New York, N.Y.10001. Include the wrapper or carton of therifled parcel, if totally devoid of contents, andthe sack or pouch label. Report each attemptedrifling of ordinary parcels, whether partially orcompletely devoid of contents, or if contentsappear intact. Distinguish careftilly betweenrifled parcels and parcels damaged in handling.

Wrapper Found Without Contents

Inform the sender, using PS Form 3760 (fig.14-10), if the parcel is of domestic origin. If theparcel is from another country, send the form,

BEST COPY AVAILABLE

Chapter I4 INQUIRIES, COMPLAINTS, AND CLAIMS

POSTAL SERVICE OF THE UNITED STATES OF AMERICA C9

ADMINISTRATION DES POSTES DES iTATSUNIS D'AMERIQUERiCLAMATION

INQUIRY ABOUT A REGISTERED ARTICLE OR AN Envoi ecommoodi ou unINSURED PARCEL OR AN ORDINARY PARCEL colts do valour ddclario

ou un coils ordInafro

PLEASE NOTE: A single form is sufficient for several articles in tha same categoryregisteredarticle, insured parcel, ordinary parcelmailed at the same time at the sine office by the samesender and sent by the same route to the same addresses.

:tampof the officeof originTimbredubureaud'oigine

Office of originBureau d'oigine

Date of inquiry2 April 19Date de lu reclamation

Date of duplicateDate du duplicate,

Our reference4Ame vifrrenee

1. INFORMATION TO BE FURNISHED BY THE SERVICE OF ORIGINRenseignements a fournir par le service d'origine

Reason for inquiry: m-i Lona Rifling rl Damage DelaIN yMotif de to damnation: '-'-' Pere Spoliation i---1 AviNe Retard

Registered article: r-i Letter 0 Print Ng 0164Envoi recommandi: L'' Lettre lmprime Attire

0 Insured ParcelInsured for

. Valets? declarers deN.--i Ordinary parcel

Garbs atleC valets, declare:Ls "J Calls ordinuireWeightpods 2 lbs 4 oss

Air mail r., Special Delivery r---1 Return receiptLj Expres 1-1 Avis de reception

Value of contentsValour du contentsS 2

Date of mailingDate du depot 2/3/19

Office of mailingBureau de deptIl FPO New York 09501

No. of the articleNo de l'envoi

Name and full address of sender BT2 Gregory D CalomirisNon, et adresse complete de ( expiditesir B Divisions WS McNAIR (DD 679), FPO New York 093011. WA

,

Name and full address of addresseeNom et adresse complete du destinntaite Constantine Pappas

Hari1acA.15, _Atilenei, greace

Contents (accurate description)Contents (description exact.) 1 man's suit, wool (used)) 1 man's suit, *ayon (used)

Description of exterior (dors not concern Irttermail items)Description exterieure (ne concerne pas les envois de la poste aux lettres)

Brown paper wrapper sealed with gummed paper tape and bound with hemp twine

Facsimile of the address of the article: rz,--1 Attached r 1 Not attachedFaesinsile de la suseription de l'envoi: '''''-' Annexe L / Non annexe

INFORMATION TO BE FURNISHED BY THE OFFICE OF MAILING AND THE FORWARDING OFFICESRenseignements a 'monk par le bureau d'origine el les bureaux reexpediteurs

DISPATCH 94 TOUGH THEARTICLE WAS INCLUDED

LOCK AND ROTARY,JACKET, SEAL ORCONTROL NuMetR

DATE FROM DisPATCHEO TO

0 AIM p SURFACE

El AIN Cl SURFACE

0 AIM 0 SURFACE

Droit de reclamation INQUIRY FEE Derechos de reclamacion0 Return receipt requested at time of mailing, not received. Duplicate attached. No fee required.0 Return receipt (Form 2865), requested after mailing, attached. Fee paid.0 Letter dated , reporting nonreceipt by addressee, exhibited. No fee required.O Letter reporting nonrecelpt by addressee received, but cannot be exhibited. No fee required.

Conditions under which Menlo Is accented without fee not met. Required fee attached.PS rem sea, Dee. 1571

60.53Figure 147.PS Form 542, I nquiry about a Registered Article, Insured Parcel, or an Ordinary Parcel for

International Mail.


POSTAL. SERVICE OF THE UNITED STATES OF AMERICAADMINISTRATION DES POSTES DES ETATSUNIS D'AMERIQUE

INQUIRY ABOUT AN ORDINARY ARTICLE (OTHER THAN PARCEL POST)

co

RECLAMATIONEnvoi Ordinoire

PLEASE NOTE: A single form is sufficient for several articles mailed at the same time at thesome office by the some sender to the some addressee.

Office of origin Date ReferenceBureau d'oragineUBS LOIGBEACH (CC(N)9) FPO N.Y. 091;01 3 Jun 19

Reason: 1;1 f-1 Delay OtherMotif: PL:: I Retard A4oe

Stamp of Office of originTimbte du bureau &origin*

1. INFORMATION TO BE FURNISHED BY THE INQUIRER.(SENDER OR ADDRESSEE)Rensei nentents r1 fuurnir par le rielamant lea iditeur ou destinaaire)

Article under inquiry

Envoi riclami

Lauerki,1 1.etter r-1 Postcard ,---1 Newspapertettre 1- i Carte postal 1---J Journal

I Print f 1 Small packet r---1 OtherImprome '-' Petit paquol L---/ Autte

Specialindit atiimsMentions spcciates

r 1 Special delivery r i 1irmail1---1 Es-Is ' ' .4eivn

MailedDepit

Exact or approximate dateDate pael Ve ou opprosimative 25 April 19_

SenderEspi'diteto

Full maim and address 13M3, Harry N. Macgregor, USNNom et adrrs se comp/he.. .. __ ._ . .. .. ._ .. . . lot .D.iv. US$_ LCBGBFACH (CC(4.9). .FPO. N.Y.09501-1

AddresseeEestinatairr

Full name and addressNom it adresse.complette Jock L, Racgrego_r

123 Princes Street

Atinbursb,. lot land-

N.., 4114 address on the articleNom rt Jdressr portis sue l'rnvoi jsicittp macresiger.

123 Princes Street

- _Fdlinburgh,_6.cotlan&

Contents (exact descriptionand valor'

Content (description etarteat valets?)

- _ Personal CorrentoxicleM,..no_tritrineit galas --

- -,

Description of exteriorDescription esterirure

Thu .111frefts. Nam written on the article , attached pastedL'udresse kcal i,X-I ecrite stir !'envoi [TJ attache. CJ coll4e

Size of the itemDimensions de !'envoi 9 inches x 4 inchesSpecial markstorques spiciales

Ftlesimile attached not attachedFacsimili: L. J annexe' L-.-1 non metes/

The ankle, if found, shouldhe sent

I.'entvi rettouve dolt krt.rem is

to the sender , to the addresseei.X.-1 is l'espidlieur 1.1 au destinalalre

Dreit de rdelamation INQUIRY FEELatter dated , reporting nonrsecipt by addetuse, exhibited. No fee required.Letter reporting nonrseeipt by addressee received, but cannot be exhibited. No fee required.Conditions under which inquiry Is accepted without tee not met. Required fee attached.

P.S. Vim401. on Sdl

Derechos do rochussolon

tt 0110-1972-751-949/9

A

Figure 148. PS Form 541. Inquiry about a missing Ordinary Article, other than Parcel Post.

203 1"

BEST COPY AVAILABLE

Chapter 14INQUIRIES, COMPLAINTS }AND CLAIMS

00

U.S. POSTAL SERVICE

REPORT OF RIFLED PARCEL

1. DATE AND HOUR OF DISCOVERY

28 May 19_, 1031

2. CITY AND STATE WHERE FOUND 3. POSTAL UNIT AND SECTION

USS ANTARES (AKS 33)4. SENDER

Clarence Brown

3. ADDRESSEE

Ski Du Wayne Brown, USN411 East StreetFort Atkinson, Wis, 53538

S Division, USS ANTARES(AKS 33), FPO N.Y. 09501

6. MAILEDATFOrt AtkinsonWis. 53538

Mate23 May 19

7. INVOICE OR ORDER NO

S. SIZE OF PARCEL

___0_,:x ___§...x _....k_tL COD

NO 47910. SPECIAL DELIVERY

,,4 INSURED YES ri NOWHEN SACK, CAR, OR OTHER SOURCE IS KNOWN (Complete items 11.20):

11. LABEL, CAR PLACARD AND DIAGRAM

ti! ATTACHED NOT AVAILASLE

12. LOADED AT

PCC New York, 1000113. MOW RECEIVED

IN PCJCH EtIN SACK OUTSIDE

14. POUCH OR SACK WAS

LOCKED UNLOCKED

15. LOCATION IN POUCH OR SACK

4 TOP MIDDLE BOTTOM

16. POUCH OR SACK WAS LABELED (From) (Date)

FMC Naples 27 May 1917. RECEIVED FROM MOBILE UNIT, STAR ROUTE, ETC.

IS. LOCATION IN CAR

FRONT MIDDLE REAR

15. CAR WAS

SEALED UNSEALED

20. CAR NO.

WHEN SACK AND CAR ARE UNKNOWN (Complete items 21 and 22)121. EXACTLY WHERE FOUND Discovered when sack was emptied

for rsttins,22. SOURCE OF MAIL WITH WHICH FOUND

Parcel Post23. CONTENTS KNOWN TO SE MISSING

one Timex wristwatchT4. 1Sr1W RIFLED (I.e., torn, cut by knife, etc.,see par. 3 of instructions on mom)

Package cut

271..FitMARKS

TCFOTNWilY

PCC J.L. KNOLL, USN

(Title)

Postal Clerk(Tour)

27. COMPLETED BY

PCC J,L. KNOLL, USN

(Title)

Postal Clerk

(Tour)

2e. COPIES TO (COMM (For Inspection 'entice Use Only)

ATL SOS SKYN CHA CHI CIN DEN KT rnv KO I A MEM NWK Ni' PHIL

POH STL STP SF EA WASH

PS FormDec.1511 VIII

SEE INSTRUCTIONS ON REVERSE

Figure 149.F8 Form 873, Report of all Rifled MIMI.

199

204

60.58

BEST COPY. AVAILABLEPOSTAL CLERK 3 & 2

MOO

U. B. POSTAL SERVICE

WRAPPER FOUNDVITHOUT CONTENTS

FROMPOST OP PIC,. STATE. AND ZIP COOL

I New York, New York, 10001POSTMASTER: Cow kit items below oNdTiAss to naaf.

DATE POUND

March 19POUND AT

Again Mail Section

SY

T. D. Bally_j),ADDRIOID TO (None Yid saws)Seieried Doth8 Hauptstrasse, Nossbaoh, Germs*,

TYNE E INSURED

::i ORDINARY C

NO. 368 MAILING DATE

22 March 19_C.O.D. NO.

TOI

AB1, W. W. Pinney, USNV-1 DivisionUBE YORNTCWN (CVS 10)FPO San Francisco, 96601

DEAR CUSTOMER: .

The inclined address portion of wrapper of a parcel mailed by you is believed to have becomeseparated from the contents during course of its handling in the mails.

If the contents have not already been satisfactorily accounted for and you wish that a search bemade for the articles, please complete the bottom of this form and return it to this office together withthe wrapper. Do not detach this letter.

An accurate and detailed description of each item is essential, such as brand or make of article,model number, color, size, kinc of material and quantity. If you are able to furnish illustrations orpictures, they would b. most ho',.pful,

DATE

10 April 19

SIGNATURE OPe.POSJAIAS

......w. . ,

TO I COMPLITID ST MAILIN-QUANTITY

TYPE OP MAIL (Ordinary, Wooed, CAD., oic) AND DESCRIPTION (Broad or mho, color, en, UM of maierisi,model No, etc)r

1 electric shaper, Remington

IP POUNI1 ARTICLES SHOULD CE (CAteA oil)a-SLIVERED TO ADDRESSES C RETURNED TO MPLER

DATE

12 April 19__CONATURI OP MAILER

TO SI COMPLITID Sy POST OPPICIRESULTS OP SEARCH (CAeck one)

ARE RETURNEDCANTICLES DESCRARTICLE/ARTICLE/ DESCRIBED ABOVE WERE POUNO AND SENT OM TO ADDRESSEE DE SCRIBED ABOVEHEREWITH

C POUND(Is :tat atellatzt4sotmCi.0.tilentioyroLogeszeglitswa,:7 Lyzirets., 1 .m.,

DATE

24 &aril 19siNATuRs A. ..-11.---

..--... ,J4:--.. ft' o tee/

141400 3760Rsc

Fiore 1410.PS Form 3780, Wrapper found without contents.

200

206;

80.59


appropriately modified, to the InternationalExchange Office, U.S. Post Office, New York,N.Y. 10001.

INDEMNITY CLAIMS AND PAYMENTS

Claims must be initiated as outlined in theprevious section on complaints and losses.Claimants must submit the report from theaddressee on which the claim is based, andevidence of value or cost of repairs, such aspurchaser receipts or invoices.

Claims for indemnity involving internationalregistered mail, as well as insured mail for whichinquiry concerning disposal has been made, may

201

be instituted only on instructions from theaccountable postmaster or the Postal Inspectorin Charge, U.S. Post Office, New York, N.Y.10001.

The payment of indemnity is made by thecountry of origin of Cie article. Indemnitypayments made by the United States on variousclasses of mail, and principal exceptions, areoutlined in Part 722, Pub 42, International Mail.Indemnity claims relating to international in-sured or registered mail are adjudicated andapproved by the accountable postmaster.

Current indemnity payments made by foreigncountries on registered and insured articles aregiven in individual country items in Pub 42,International Mail.

CHAPTER 15

AUDITS, INSPECTIONS, REPORTS, AND RECORDS

Private business firms, in order to determinetheir volume of business and to check accuracyof records, conduct an inventory and audit atperiodic-intervals. By studying the records ofsuch inventories and audits, the owner candetermine whether his business is being operatedefficiently and economically, or if changes inoperating procedures are required. He can alsocheck the integrity of his employees.

For the same reasons, the PS requires periodicinspections and audits of Navy post offices. Inthis chapter we will discuss these various inspec-tions and audits and the reports and recordsrequired by each.

What is an audit or an inspection? An AUDITis an inspection of accounts. The figures onreports and records are checked for accuracy.Cash on hand is counted. If the audit is on themoney order account, the number of moneyorder forms on hand must be verified. If theaudit is on the stamp account, the number andthe denomination of stamps on hand are check-ed.

An INSPECTION involves an examination ofpost office equipment and supplies, and generalmail handling procedures. The condition ofequipment on hand, the security afforded postalfunds, and the protection given to the mails arethe factors which are considered. Frequently,the two are conducted jointly.

A report of each audit or inspection must bemade to your commanding officer or in somecases the Accountable Postmaster. Special formsfor these reports have been prepared by the U.S.Postal Service and CNO to standardize themethod of reporting and to make your jobeasier. A copy of each report submitted mustbecome a part of the post office files for recordpurposes. You should be able to locate informa-tion relating to these reports on a moment'snotice, so it is important that you maintain aneat, orderly file of all reports, official corre-

spondence, requisitions, instructions and no-tices, and any other information that will aidyou in preparing a report.

An audit or inspection is conducted on thevarious phases of your office as shown in figure15-1.

DAILY AUDIT AND VERIFICATIONOF MONEY ORDER BUSINESS

Procedures for submitting your report ofmoney order business were discussed in chapter9. Here we are concerned with your files ofthese reports. You should be able to tell at aglance the amount of money order businessconducted to date for the quarter. To do this,keep your office copy on a file board inday-to-day order, and at the end of the quarter,remove these copies and start a new file. If youkeep a running total of each day's business, themoney order portion of your quarterly statisti-cal report will be easier to fill out. This may bedone on a lined pad separated into 6 columns.Column 1 will have the date, and the remainingS columns will reflect a running total of numberof money orders issued, their cash value, theirfees, number of money orders cashed and theircash value. At the end of the quarter, transferthe totals to the appropriate block under Part IIof the quarterly statistical report.

INSPECTION AND AUDIT OFPOSTAL CLERK'S ACCOUNTS

Inspection and audits of Postal Clerk's ac-counts are made by a commissioned officerdesignated in writing by the commanding offi-cer, by other military postal officers, by civilianpostal inspectors, or by an ONI agent conduct-ing an authorized investigation. The officer

202207 .

BEST COPY AVAILABLE

Chapter 15AUDITS, INSPECTIONS, REPORTS, AND RECORDS

WHEN HELD

RECORD OF INSPECTIONS AN"

TYPE OF INSPFCTION OR REPORT

REPORTS

FORM USED INSPECTED BY

DAILY VERIFICATION OF MONEY ORDER ACCOUNT PS FORM6019 (MPO)

a

CUSTODIAL OFFICER

WEEKLY GENERAL APPEARANCE OF POST OFFICESPACES AND CONDITION OF EQUIPMENT

COMMANDING OFFICER'S tIATERIALINSPECTION

NONE

NONE

POSTAL OFFICER

INSPECTING PARTYDESIGNATED BY CO

MONTHLY INSPECTION AND AUDIT OF STAMP ANDMONEY ORDER ACCOUNTS

MONTHLY REPORT OF MAIL DISPATCHED

OPNAV FORM2700/3 PART I

DD FORM 878

INSPECTION OFFICERDESIGNATED BY CO

ACCOUNTABLE POSTALCLERK

QUARTERLY QUARTERLY STATISTICAL REPORT

REPORT OF INSURED, REGISTERED, AND. COD, ARTICLES PROCESSED

OPNAV 2700/3PART II

PS FORM 834

CUSTODIAL OFFICER& ACCOUNTABLEPOSTAL CLERK

ACCOUNTABLEPOSTAL CLERK

Figure 15.1. Record of inspections and reports of Navy Post Offices.

designated by your commanding officer toconduct the inspections must not be an officerwho has postal fund accountability, or theofficer designated to verify the daily moneyorder report.

In ore0r that a proper inspection be conduct-ed, he must be familiar with appropriate postalinstructions, and portions of U.S. Navy PostalInstructions.

By making these instructions available and byassisting in every way possible during an inspec-tion, you will be ensuring a more accurate andcomplete inspection,

Frequency and Occasions

Once each month your stamp and moneyorder accounts and records must be inspected.

60.95

You will riot know the exact date or time of anyinspection, for no advance notice is given. Thisinspection may occur on any day of the monthand usually during business hours, at the discre-tion of the inspecting officer. However, this isnot the only time an audit of the Postal Clerk'saccounts may take place.

An inspection must be held at any time thereis a change of accountable Postal Clerks toprotect the relieving accountable Postal Clerkfrom possible shortages in any account. Achange of custodial officers or commandingofficers also requires an inspection, and, if thecommanding officer deems it necessary, he mayorder a special inspection or audit at any time.

The commanding officer may request inspec-tion by a postal inspector when his ship is in aUnited States port if he feels that postal service

203

208

POSTAL CLERK 3 & 2

for his command would be improved by it. Thisrequest is submitted in letter form to the localDistrict Commandant, and should include thereason for the request and indicate whether thepost office is authorized to conduct moneyorder business.

When a special inspection is desired while inan overseas area, the letter of request is address-ed to the Area or Service Force Commander andthe inspection is conducted by a senior postalclerk who is assigned to the Area or ServiceForce Commander's staff and has been desig-nated as a Navy postal inspector.

The report of such an inspection is made inletter form to the commanding officer whorequested the inspection. Copies of the letteraccompanied by completed OPNAV Forms2700/3 (see fig. 15-2) are also funiislicl to thecommander who ordered the inspection, thePostal Inspector in Charge, New York, N.Y.10001 and CNO.

Coverage

Included in the inspection are the portions ofthe fixed stamp credit held by the accountablePostal Clerk, by each Navy Postal Clerk, and bythe CUSTODIAL OFFICER. Stamps and cashon hand and any stamp requisition in transitmust be accounted for. The money order ac-count, including forms held by the accountablePostal Clerk and those held by the custodialofficer, funds received from the sale of orders,overages or shortages, and cash from prior salesare all counted.

Accountable equipment such as the LA keyand rotary lock key, and print punch moneyorder machine are sight checked to ensure thatproper security is provided and that they are inworking condition. Scales are checked to ensurethat they are clean and in balance. Also, recordsof changes to combinations of post office safesare checked to ensure that they are changed atproper intervals.

The inspection must account for all businessconducted since the last business reported onOPNAV Form 2700/3.

209 .;

Form Used When Reporting

When reporting any of the above inspections,OPNAV Form 2700/3, Report of Inspection andAudit of Postal Clerk's Accounts/Quarterly Sta-tistical Part I will be used. See fig. 15-2. Part IIreports quarterly statistical information on post-al operations which is discussed later in thischapter.

Provided at the top of the forni are severalblocks to indicate what type of inspection isbeing conducted. When this form is being usedfor any inspection that is listed other than themonthly, it may also take the place of theregular monthly inspection. However, if it is aspecial inspection a cover letter must accompanythe inspection and audit Form 2700/3.

Preparing for the Inspection

When the inspection officer informs you he isready to audit your accounts, complete what-ever transaction you are making, then secure thepost office. Place a sign on the post officefinance window or lobby door stating the reasonfor the closing. Furnish the inspection officerwith an OPNAV Form 2700/3 containing thedate of inspection, and the name and address ofyour ship or station. Fill in the space providedwith your rate, full name, and social securitynumber. If you are being relieved as the account-able Postal Clerk, also include in this space, therate, full name, and social security number ofyour relief. In the block adjacent to your name,insert the date you were designated as account-able Postal Clerk. for the command. This datemust be verified by the inspecting officer bychecking the original NavPers Form 2864 filedin your service record. The designation date ofyour relief must be the same as the date of theinspection. Additionally, on the occasion ofrelief of the Postal Clerk, a PS Form 3367 mustbe prepared for the entire amount of theactivity's stamp fixed credit. This form shouldbe attached to the rough copy (unsigned at thispoint) for viewing by the inspecting officer. Theremainder of the rough copy will be filled in byyour inspection officer. Furnish him with a copyof the last report so that he may obtainapplicable information from it for the roughcopy to be used in the present inspection. He


will insert the amount of authorized fixed stampcredit in the space provided, and then count thestamps and cash actually held by you.

Inspection and Auditof Stamp Stock

To aid in computing these totals, PS Form3294, Stamp Stock Inventory may be used. Thetotal number of stamps of each denominationand the total cash value of each are inserted inthe appropriate blocks. Spaces for all denomina-tions of stamps in sheets, books, card, coil, andmiscellaneous form are provided. The back ofthe form has spaces for stamped envelopes, andother stamps, and at the bottom, spaces areprovided for each denomination of coin andcurrency you have in your cash drawer.

Auditing the stamp stock, particularly theloose stamp stock, usually requires more timethan auditing the complete sheets of stamps. Allstamp stock and cash which make up your fixedcredit must be counted. If requisitions forstamps are in transit, they also must be takeninto account.

Both you and the auditing officer shouldcount each item. A good way is for you to startcounting the cash and envelopes while theauditing officer starts counting the stamps andthe stamp books. When you finish, start on thestamps. The officer will then count the cash andthe envelopes. Each of you will have a Form3294 to mark the number of items of cash.When both of you have all of this informationlisted, the officer will ask you to read yourfigures and he will compare them with his. Ifthere is a discrepancy, both of you must checkto see which figure is correct.

After all the quantities have been counted andchecked, you are ready to determine the valuesto be entered on the right of the tally sheet. Thisinvolves multiplying the basic value of each itemby the quantity. When counting the cash, anyTreasury checks you have cashed and any paidmoney orders you are holding in your cashdrawer for later transfer to the money orderaccount are included in the total cash figure.

Used properly, Form 3294 will give an accu-rate account of all stamps and cash held by you,and each of your assistants. Each Navy PostalClerk and Postal Finance Clerk should use a

separate copy of the form in computing thetotals of his individual fixed credit. The amountof fixed stamp credit held by each Navy PostalClerk is audited and the amount of stamps andcash in each account is totaled for entry as onefigure on OPNAV Form 2700'3.

You will be required to show receipts for theamount of fixed credit not actually in yourpossession. These will be receipts from thecustodial officer and from each of your assist-ants. If you have submitted a stamp requisitionthat is still in transit, you must produce the filecopy of the Form 17 showing the amount of theorder, and date of dispatch as shown in yourregistry dispatch records. Your file dopy willalso show the Treasury check number andsymbol number, and these must be confirmedby the disbursing officer. Space is provided onboth Form 3294 and Form 2700/3 for anyoverage or shortage.

Provision is made in Chapter 6, U. S. NavyPostal Instruction, OPNAV 2700.14, for toler-ance of small overages or shortages resultingfrom minor computation errors in the sale ofstamps. These TOLERANCE LIMITS are estab-lished to avoid the necessity of reporting minordiscrepancies but do not condone carelessness inhandling stamp stock.

Tolerance limits 'prescribed in U. S. NavyPostal Instructions may be allowed during auditsof fixed credits extended to the accountablePostal Clerk, Navy Postal Clerks, or PostalFinancial Clerks and may be carried over to thenext inspection. This tolerance applies only toPostal Clerks conducting financial transactionswith patrons. When the tolerance is exceededthe stock should be .recounted. If the differencestill exists, make an adjustment for the entireamount of the overage or shortage to bring thecredit into balance. The entire amount of anyoverage exceeding the tolerance is turned over tothe disbursing officer in exchange for a Treasurycheck made payable to the accountable postmas-ter. This check is forwarded via registered mail,together with the Report of Inspection andAudit of Postal Clerk's Accounts, OPNAV Form270C/3. No tolerance is authorized to custodialofficers or Postal Clerks performing bulk sale ofstamp stock to window clerks or patrons.

Although no adjustment for an overage orshortage within the tolerance factor is required,

205

210


REPORT OF INSPECTION AND AUDIT OP POSTAL CLERK'S ACCOUNTS/QUARTERLY STATISTICALOKAY FORM 2700/3 (Rev. 2.7i) PART I

REPORT SYMBOL CPPAV 2700-I

'1.01. th RIPowr DATE 01 INSPECTION

26 March 1973GICUARIERO,Hm'E M 0 SPECIAL ei (CH44GEDOFcusIcnY

13 MONTHLY

UTrYriTATION lineiuding eadremr)

USS MOUNT MCKINLEY (AGC 7), FPO SAN FRANCISCO 96601

REPORTING PERIOD COVERED

12/23/72 - 3/26/73DM ASSIGNED TO DUTY

22 December 1972

ruLL NAmt RATE MU Mena NumBCR OF -ACCOuNtABLE POSTAL CLERK

PC3 Robert H. Horan, 567 89 6292, USNAL OFFICER NAmE

111LLlgna--RANK/RAft FILE/SERVICE NO. DATE DESIGNATED

1973_______.STAMP ACCOUNT

AUTHORIZED FIXED STAMP CREDIT $ 8,000.00

STAMP STOCK ON HAND DY ACTUAL COUNT (ACCOUNTABLE CLERK/CLERKS) $ 2.894.74

CASH ON HAND DY ACTUAL COUNT (ACCOUNTABLE CLERK/CLERKS)$ 105.26

STAMP STOCK GN HAND BY ACTUAL COUNT (CUSTODIAN) $ 2,450.00

CASH ON HAND OY ACTUAL COUNT (CUSTODIAN)$ 550.00

TOTAL STAMP REQUISITIONS IN TRANSIT (USPS FORM(ineludIng re)ursttion numbers)

17)

$ 2,000.00

TOTAL ACCOUNTED FOR AT TIME OF AUDIT $ 8,000.00

EXCESS FUNDS ON SHORTAGES SHALL BE INDICATED AND ACCOUNTED FOR YAW CHAPTER O. OPNAVINST 2700.145

IF OVERAGE OR SHORTAGE IS IN EXCESS OF TOLERANCE LIMITATION WAS IT HANDLED IAW CHAPTER E ofOPNAVINST 2700.14 SERIES'

OVERAGE

El YES

0 SHORTAGE

El NO

CUSTODY 01 blunt, IN lacESS OF $100 OP 1,11 FINSO SUMP 011011

COLOAANDING OFFICER LTR SER_ZI2_ OF _12122172 AuTHORIZEO POSTAL CLERK TO RETAIN CUSTODY DPI $3.000.00

MONEY ORDER ACCOUNTcr VONT wrote musints. (P00 rooim 4011.40! ifm. fO MILITANT woNlv ORDER

DATE 25 March 1973

I IJOIN MAST 01DEa mu Is

8,301,286,733P /MN

NUMBER 8.301.286.756 To 8,301,2869758 INCLUSIVE

IN/IEV ONOSN F0 NCLb IV POSTAL CLCNN

No. 8,301,286,759 TO NO. 8,301,286,799

MONEY 0110016 NILO ST OISIMATO OFFICIA

No4,301,286,800 To NO. 8.301486099

P40.8.301$ 287,000 t0 NO. 8,301,287,999Nm8,465,701,000 Topc.8,301,701,999

...

". a" "")

.

La 110111 ANC SINNED IN POST OFOICC Met tttttt rip)

328209

NOTARY LOCO ITITYISI ANE CNAINSO IN POST OFFICE opt (Glee memllet(o))

53084SCAM All CLEAN &NO IN ,ALAN[' commotion 10 POST OFFICE RAFE CRAW° CM NW 4414)

12/22/72ri YES No

SIIINNPUNCH MOktv Opal YAWNS numoimisi

52886

moos WWI YAWNS 110411111n

PART II

QUARTERLY POSTAL REVENUES

TOTAL POSIAL METER SALES

$

TOTAL STAMP SALES

$6,242.00

TOTAL POSTAGE REyEnUE

$ 6,242.00..

QUARTERLY MONEY ORDER STATISTICS

R. ISSUED CASH VALUE I

$14.320.2,

U N. ALS NO. CASHED [LASH Wilui-

L$288.40 221 V$1,372.85....969

MISCELLANEOUS DATA

MAIL TRANSIT TIMESFROM SERVING. FPO

AM

3 days

MOM

6 days

SAM/PAL

7 days

SURFACE

2 weeks

'TO (j ttaicate area)

WESTPAC areaAVERAGE NUMBER OF PE

MILITARY

333

SONNEL SERVED:

CIVILIAN

2

MILITARYDEPENDENTS

I 0

CrAIMSsPROCESSED

4

FOR LOSS

1

FOR DAMAGE

3

PART I

206

211

BEST COPY "AVAILABLE

Chapter 15-- AUDITS, INSPECTIONS, REPORTS, AND RECORDS

OFNAV PORN 2700/3 (Nev. 2 -11) (SAGA)

ommmwo.RECORD OF INSPECTIONS HELD DURING QUARTER

INSPECTING OFFICER NAME. RANK TITLE DATE TYPE INSPECTION

G. T. STARKEY, USN LCDR Auditiog_Officer 2/22)72 Change of Custody/Monthly/Quarterly

J. C. FRISBY, SC USN LT Ships Store Officer 1/5/ a_ MonthlyJ. C. FRISBY. SC. USN. LT Ships Store_Offi-er 2/20A73 Monthly

POSTAL PERSONNELINFO: COMMAND ALLOWANCE EDPam==========

ON [WARD RuiTER (trove p.r.onn.I have nog S..e r4,10yrd fur IA. ?metre pr,tud. show inel dutri"

NAME (Attach rusts of ',mummy( of WIC' is mot mdequore) SERVICE NUMBER RATE DATE OF DESIGNATION

Robert H. HORAN 567 ag_6292 oc3 .22 Ilacamher 14.22

limLl.11121010Arvid C. HASS

249 5A A117476 AS 1647

pcsmAn_oetAber 1979yrsx 21 Nnuamhar 1979

NEMAIMS:

Received several letter ties from PCC San Francisco, improperly tied or broken.

fy Mir All fends slump steels.

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1001 Or I ACCOUNTABLE

UTHERLAND, SC,USN PC R. H. HORAN USNFORMER ACCOUNTABLY POSTAL CURE

F CO OMANDING OTrictm/AuTmoRIZEO REPRESENTATIVE

OLL, Captain, USN

SIGNATURE

DISTRI TIONI

011101NALt ACCOUNTABLE POSTMASTER

COPY, T01 CNO/CMC CODE OECNNAUPERS (CODE F32131FILE

PART II60.98

Figure 1624-0PNAV Form 2700/3, Report of inspection and Audit of Postal Clerk's Accounts /Quarterly Statistical.

207

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POSTAL CLERK 3 & 2

a record of the audit must be maintained on PSForm 3367-C, Inventory-Fixed Credit. This rec-ord is subject to continuous review of postalofficers and inspectors to detect individualsabusing this tolerance system. The full amountof the fixed credit extended must be producedin stamp stock or funds when a clerk istemporarily or permanently relieved of his fixedcredit. In the event the responsible clerk refuseto voluntarily replace the shortage, funds mustbe recovered by withholding a sufficient portionof the men's pay. This is prescribed in section 2of chapter 6 in OPNAVINSTR 2700.14 andNavy Comptroller Manual. When the shortage isreplaced by the clerk concerned, a notationmust be made on the report form and the postalofficer must be informed so that he may makethe entry on his record of shortages, andoverages, on PS Form 3368.

NEVER BORROW MONEY FROM YOURFIXED CREDIT OR OTHER POSTAL FUNDS.This is EMBEZZLEMENT, even though yourepay the money. Under postal laws and regula-tions, embezzlement of $100 or ; more is afelony and carries a fine of up to $10,000,imprisonment for up to 10 years, or both.Embezzlement of less than $100 is a misdemean-or and carries a fine of up to $1000, imprison-ment for up to 1 year, or both. This does notmean that there is a penalty when postalpersonnel are short in their accounts because ofa mistake in computation. That can happen toanyone who frequently handles money., If thereis evidence that the missing funds were convert.ed to personal use, however, the law providessevere pens' ties.

Some commands may authorize the account-able Postal Clerk to hold fixed credit in excessof $700 in the post office if necessary toimprove service to the command. If you holdsuch authorization, the inspecting officer mustbe shown the letter so that he may fill in theinformation identifying the letter on the lineprovided, and the total amount of fixed credityou are authorized to hold. When the stampaccounts of each clerk have been inspected andthe figures entered by the inspecting officer onthe rough copy of the report, the inspection andaudit of the fixed credit have been completed.

To complete the section Money Order Ac-count, you must first show the last. PS Form

6019 (MPO) on which you reported business,including the date and serial number of the lastmoney order you issued. This may have beentwo or three days prior to the inspection.NEVER USE A NO BUSINESS REPORT FORTHIS ENTRY. If you have issued money orderssince the last business report the inspectingofficer will insert the number of the next moneyorder you issued in the appropriate space. Thisshould be the next number in sequence follow-ing the last number you issued for which abusiness report was submitted. The followingspace is for the number of the last money orderyou issued before the inspecting officer arrived.If there is a break in the sequence of thesenumbers, a notation is made on the form of thenumbers out of sequence.

The money orders, by inclusive serial numbersheld by the money order clerk at the time of theinspection, are listed next. All money orderslisted on the report must be listed by completeserial number. Adjacent to this, enter fie com-plete serial numbers of the money orders heldby the designated officer. This will be verifiedby the inspecting officer while auditing thecustodial officer's accounts. If money ordershave been issued out of sequence since the lastdaily money order report of business, theinspecting officer will make an appropriatenotation on the inspection report, listing theserial numbers of those orders. This notationwill be shown on all future reports until youreturn to normal sequence.

Any ship or station that is authorized to sellmoney orders may provide this service on a dailybasis or as needed. If money order service hasbeen suspended and CNO notified, this must beverified and the information entered in theappropriate block.

Inspection of Equipment

The next step is to enter the numbers of theLA key and rotary lock key. After this, have theinspecting officer check the balance and cleanli-ness of your scales. If they are clean and inbalance enter same in the space provided. Thenext block on the report form will indicate thelast date the combination to the post office safewas changed. The date shown must be on, orsubsequent to, your effective date of designation

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Chapter 15 AUDITS, INSPECTIONS, REPORTS, AND RECORDS

as accountable Postal Clerk for your command.Following this initial change, combinations of allpost office safes must be changed at least once ayear. In the next two blocks enter the serialnumbers of your print-punch money ordermachine and if you have a postage metermachine enter its serial number.

This completes the portion as far as theinspection is concerned. Next comes the audit ofthe fixed stamp credit.

Audit of Fixed Credit

The inspecting officer must audit that portionof the fixed credit held by the custodial officer.The same procedures used in auditing youraccounts are followed when the amount of fixedcredit held by the custodial officer is inspected.Furnish the inspecting officer with Form 3294for use in counting the stamps. When the stampsand cash have been counted, the totals of eachare inserted in the appropriate block of therough inspection form. The cash value of stampsheld by you, your assistants, and the custodialofficer are then totaled and this figure is enteredin the space provided in the column at the rightof the form. The same procedure is followedwhen counting the cash. The check and symbolnumber, and amount of checks for stamprequisitions in transit, are verified and insertedin the space provided. The figures in the righthand column are then totaled and the sum ofthese figures should be the total authorizedfixed stamp credit.

Blank money order forms are sight checkedby serial number. If the custodial officer holdstwo series of numbers, each series must be listedseparately, by inclusive serial numbers, and ifthere is a break in a series, a notation must bemade on the report form listing the serialnumbers issued out of sequence. The moneyorder report for the day on which the moneyorders were issued out of sequence must bechecked to verify that proper notation was madeon that report. The custodial officer makes acertification on the inspection form only whenhe actually has custody of funds or stamps, andthen only in the amount which is actually in hiscustody. The total of requisitions in transitshould not be included in this certification asbeing in his custody. This completes the actual

inspection and audit of the accounts. It is notnecessary to forward the Forms 3294 with thereport. These may be destroyed when the reporthas been signed.

209

Completion of Report

The inspecting officer's responsibility doesnot end here. He must ensure that the report isprepared in smooth form for signature by allconcerned. It will be your responsibility toprepare the smooth copies of the report. Youwill need an original and one copy. Transfer allfigures and information exactly as shown on therough draft. When typing the smooth copies ofan inspection report, ensure that you make notyping errors that go uncorrected. As you seefrom figure 15-2, the report is mostly numbers,and one wrong digit can make it incorrect,causing you to receive a discrepancy notice fromyour accountable postmaster and from CNO.Therefore, to ensure a correct report and avoidtrouble, double check the smooth with therough.

If you are being relieved as accountable PostalClerk, type in the name of your relief inaddition to your own at the bottom of the form,as both of your signatures must appear in thisspace. Type the name, rank, and USN or USNR,as appropriate, of the postal officer, inspectingofficer, custodial officer, and commanding offi-cer. Return the rough copy and all smoothcopies to the inspecting officer for his signatureafter you have signed. When he and the postalofficer and the custodial officer have signed thereport, it is submitted to the commandingofficer for signature. All copies of Form 2700/3are signed by the inspecting officer, custodialofficer when applicable, accountable PostalClerk and relieving accountable Postal Clerk,when appropriate, and the postal officer. Thecommanding officer need sign only the original.If you are the relieving accountable Postal Clerk,attach a completed PS Form 3367 to theoriginal copy of the report for the ENTIREamount of the activity's fixed stamp credit.

Common Discrepancies

When conducting an inspection and audit ofyour stamp and money order accounts, care

POSTAL CLERK 3 & 2

must be taken to insure an accurate accounting.Speed is not important, for this makes thepossibility of errors more likely. The mostcommon of these discrepancies is allowing thecash in the stamp fund to accumulate to morethan one-fourth of the total value of authorizedfixed credit. Other errors may be the result offailure to fill in the required information orentering the wrong information when filling inthe blocks on Form 2700/3. Another commonerror is failure to change the combination to thepost office safe at required intervals.

We have just touched on a few common errorswhich may happen in, the process of an Inspec-tion and Audit. If you keep up to date with theNavy Postal Instructions in the proper handlingof your fixed stamp credit, these errors will beeasily eliminated.

Disposition of Report

When the commanding officer is satisfied thatthe report of the Inspection and Audit iscomplete, he will sign the original. The originalcopy is then filed in the Administration Depart-ment files. The carbon copy will be returned toyou to be filed in the post office files. Yourmonthly Inspection and Audit of Postal Clerk'sAccounts is then complete.

QUARTERLY STATISTICAL REPORT OFNAVY POSTAL OPERATIONS

To evaluate the operations of a Navy postoffice and determine the postal needs for futureoperations of the Navy Postal Service in general,reports of postal operations during the quartermust be submitted by each individual Navy postoffice. It will be your responsibility as a NavyPostal Clerk to assist in the preparation of thisreport. In order that the report may be evalu-ated properly, the information you give on thereport form must be accurate. During the lastmonth of each quarter at the time of yourmonthly Insrdcdon and Audit of Postal Clerk'sAccounts, you will compile all the informationconcerning postal personnel, mail handling,stamp and money order accounts, and inspec-tions to be included in the report. The report isidentified as OPNAV Report 2700-1, and is

submitted on OPNAV Forin 2700/3, Part II. Ifyou keep your files up to date and in order, youwill have no trouble completing and submittingthis report.

Preparation of Form

The OPNAV Form 2700/3 is a two-part form.Part I as you have learned early in this chapter isfor the Inspection and Audit of the PostalClerk's Account. Part II reports the quarterlystatistical information on the postal operationsof your post office. This combined report issubmitted once each quarter in the months ofMarch, June, September, and December. Whenthe auditing officer holds his surprise inspectionand audit during these months, you not onlycomplete Part I of the form for the Inspectionand Audit, but you also include the informationrequired to complete Part II. See fig. 15-2. Thisreport does not necessarily report the firstthrough the last day inclusively of the completequarter being reported, but covers all businesstransacted and statistics developed since the dateof the last quarterly statistical report. After therough copy on Part I of OPNAV 2700/3 iscompleted, Part Ibis completed as follows:

a. Section one, Quarterly Postal Revenues.1. Total postal meter sales.2. Total stamp sales.3. Grand total of Postal meter and stamp

sales.b. Section two, Quarterly Money Order Statis-

tics.1. Total number of money orders issued.2. Total cash value of money orders sold.3. Total amount of fees.4. Number of money orders cashed.5. Cash value of money orders cashed.

c. Section three, Miscellaneous Data.1. List the average transit time from your

serving Fleet Post Office, for the various cate-gories of mail listed. If you are aboard ship givethe general area of operation during the report-ing period. If at an overseas activity give thegeographical location of your post office.

2. Give the average number of personnelserved by your post office. Personnel servedshall be listed in three categories: military,civilian, and military dependents.

Chapter 15 AUDITS, INSPECTIONS, REPORTS, AND RECORDS

3. List the total number of claims process-ed, indicating the number of claims for loss andthose for damage.

d. Section four, Record of Inspections heldduring the Quarter.

1. List all inspections and audits whichwere held during the current quarter. Indicatename, rank and title of inspection officer, dateof inspection and whether the inspection was amonthly or special inspection.

e. Section five, Postal Personnel Informa-tion.

1. List all personnel employed in the Navypost office of your command during the currentquarter, indicating full name, social securitynumber, rate and effective date of designation asa Navy postal clerk or finance clerk.

2. Where personnel have not been employ-ed for the entire quarter, show inclusive datesthey were employed.

f. Section six, Miscellaneous Remarks.1. Indicate under remarks section any spe-

cial circumstances or information pertinent tothe postal operations during the reportingperiod.

1. If your post office is based overseas,also list in this section the volume of mailreceived for further transfer to mobile units inyour area.

2. If your post office is aboard ship or is amobile unit, indicate the volume of mail receiv-ed for further transfer to other ships in companyor outlying units.

The rest of the form is completed in the samemanner as outlined for Inspection and Audit ofPostal Clerk's Accounts. Now that the roughcopy is filled out you are ready to put thecomplete combined report in the smooth.

Disposition of the Report

When you type this report in the smooth,prepare an original and four copies. The originalwill go to your Accountable Postmaster, withcopies to CNO Postal Affairs Branch, Chief ofNaval Personnel, your Administration Depart-ment file, and the last copy to your Post Officefile. As we mentioned earlier, care should be

taken in preparing and typing the report toensure it is accurate. Typing errors are the mostcommon, so proofread your report with some-one to make sure it is typed right. When you arecertain the report is complete and accurate,submit it for the necessary signatures. Thiscombined report has the same signature require-ments as the Inspection and Audit of PostalClerk's Accounts discussed earlier.

MONTHLY REPORT OF MAILDISPATCHED (AG-18)

A report of mail tendered directly to airlines,Army or Air Force post offices or Air Forceaerial mail terminals, foreign postmasters, StateDepartment representatives or attaches for trans-portation in accordance with chapter 11 of theOPNAVINST 2700.14 (current) must be submit-ted monthly to CNO Postal Affairs Branch. Thisreport is submitted by fleet post offices, over-seas shore-based post offices, mobile units, andother Navy Activities tendering U.S. mail toairlines as discussed above. Individual commandsor units should not report mail delivered to civilpost offices or Navy post offices for dispatch toultimate destination.

The report should be prepared in triplicate onDD Form 878. See fig. 15-3. Send the originaland one copy to CNO Postal Affairs Branch andkeep the remaining copy for your post officefiles.

This report can easily be prepared by follow-ing the block; and columns of DD Form 878.See fig. 15-3. Any additional information youmay desire can be found in OPNAVINST2700.14(current), U.S. Navy Postal Instructions.

QUARTERLY REPORT OF DOMESTICREGISTERED AND INSURED BUSINESS

A quarterly report showing the total numberof all registered and insured pieces which youroffice accepted for dispatch during the quarter,must be submitted to your accountable postmas-ter. The form you use to make this report is PSForm 834, fig. 15-4. Every post office whichaccepts this type of mail is required to submit areport as soon as practicable after the close of

211216


MILITARY MAIL DISPATCHED REPORT CONTROL. sYWRol.(AG -18)

I. TO: 0.1.4 x,P c.f..) 3. PROM: (mew. am Cada) A S. ORIGIN N. MONTH REPORTED

COMMANDING OFFICER LOCICHIEF OF NAVAL OPERATIONS USS CANOPUS (AS -34) NavyPOSTAL AFFAIRS BRANCH FPO NEW YORK, 09501 LSS CANOPUS (AS-34 APRIL...1972

T.DISHAILHED a' CARRIER AND II. POUNDS DISPATCHED

TO ROUTING. _ 0. AuRmAlt. 6. MOM c SAM 11.111F C I . TOTAL

PIK .. JFK PM FLT 1051 1,014 1,014

PIK .. JFK PM FLT 161 1,220 1,220

PIK .. JFK PM FLT 161 2,793 2,793

GLA LON Be .. 5051THEN THENION -JFK PM . 167 618 618

DUNOON.SCOTLANDTO U31004 BRITISH HAIL 1,042 1,042

DUNOON,SCOTLANDTO CAMPBELTONINSCOTLAND BRITISH RAIL 284 284

DUNOON . SCOT LAND LS NS VICTORIATO CHARLESTON,SC. (TAK - 281) 2,199 2,199

"IK TO LONDON MILITARY AIRCRAFT 147 147

10TOTAL 4. 1,632 1,220 2,793 3,672 9,317

1 T TP CO NAME, GRADE, AND TITLE it SIGNATURE

P.E. ROBB, LT 'POSTAL OFFICER ).q!D D , POEM 878 &&&&& cis DO 'Doom 1116 Vile 3 RI.ICH OSSOLiHOrH 1.. 1 11,01 s.,a 0101.W:4.6,00

Miens 163.-0D Form 878, Symbol AG-18, Monthly report of mail dispatched.

business on the last day of each postal quarter.Postal quarters normally do not fall on the samedates as the Navy quarter. Postal quarters aredecided by theLS. Postal Service, and the datesare usually published in the first Postal Bulletinfollowing the last day of the previous calendaryear. Your accountable postmaster will send youpredated PS Forms 834 sometime in the lastquarter of the postal year. When you receive thepredated forms, record the dates for the end ofeach quarter on your record of reports. This willassist you in meeting the reporting deadline. It isa good idea to obtain a supply of blank PSForms 8346 through your postal supply system,

60.115

just in case you do not get your predated formsfrom your accountable postmaster.

To compute the total amount of registeredand numbered insured pieces, subtract the firstnumber (either registered or insured) from thelast number accepted for the current quarter andadd 1 to the answer. This will give the correctnumber you received for the quarter. Enter thisnumber in the correct space on the reportingform. Each Navy post office usually establishesits own method of determining the number of"minimum fee" unnumbered insured articlesaccepted during the quarter. Even though norecord of this quarterly report is required, it is a

212

217

BEST COPY AVAILABLE

Chapter I5AUDITS, INSPECTIONS, REPORTS, AND RECORDS

POST OFFICE DEPARTMENT

ORICAL MONNIU

PINAITY P05 PIIVATI b$1 TO AVOIDPAYMINT OP POITACII, 1300. .

POSTMASTER

General Put Office

New York, N.Y. 10001

STATION, /RANCH OR UNIT POSTAL WARM(Fno) (Orman)

USS EVERETT F. LARSON DD830 2 5 Apr 28 June 19compiles this :span immediately after the close of the quarter and mall 110 your postmaster.

Include Domenk and International Registered artkles. be sure to include ankles accepted by Armmailers and those accepted by carriers.

1. TOTAL NUMMI 011101$111110 NMI (DNANIN end ImINAGIAss1)(Whale bah paid and fret regismn. and ovelneritl coat's.)

S. TOTAL NL, AMR Of C.O.D. ARTICLES(Wide ts itittits. )A V n) T

TOTAL NWASIR OF -NUMSIRED" INSURED A ICLIS 35TOTAL NUAGER Of "MINIMUM FEE" INSURED S 28TOTAL NUMMI OF REGISTERED LE ,,,,AIIIIIrailk -

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July 19--POO FORM s'Peb. it65 wom

REPORT TO THE POZTMASTER OFREGISTERED, C.O.D. SUSINESS (Qmarterly) seo : INS OP-741-917

80.100Figure 154PS Form 834, Notice to the Postmaster of Domestic, Registered and

Insured business.

good idea to make a copy of the report just incase the original should happen to get lost.

MILITARY INSPECTIONS

An Accountable or Navy Postal Clerk mustnever forget that his post office is part of theship and, as such, is expected to be shipshape. Apost office, like any other office, cannot operatesmoothly and efficiently unless time is devotedregularly to maintaining order, neatness, andcleanliness. To ensure that you do this, thepostal officer should inspect your office eachweek. Included in the inspection are the cleanli-ness and security of the office, undeliverable

213

mail on hand, and the number of empty mailbags on hand. This is a command function andno report is made to the PS or CNO.

INSPECTIONS BYCIVILIAN POSTAL INSPECTORS

When your ship is in a United States port,civilian postal inspectors are authorized to comeon board and make an inspection of your officeas outlined in the Postal Agreement Between theU.S. Postal Service and the Department ofDefense, and as defined in Navy Postal Instn4c-lions, Whenl the inspector comes aboard, he willpresent to your commanding officer his creden-tials Ind identification, which will consist of a

POSTAL CLERK 3 & 2

U.S. Postal Service Commission or a completedPS Form 1375 for station examiner. He may ormay not observe your postal operations duringyour hours of business just prior to the actualinspection.

The form used for reporting a surprise month-ly inspection, OPNAV 2700/3, is used by acivilian postal inspector, but the inspection maybe reported as a special, and as a regularmonthly inspc.;tion.

If the inspection is being conducted at therequest of your commar:Jing officer, it mustalso be reported in letter form as discussedearlier in this chapter. Reports of these inspec-tions are made in the same manner as thosediscussed earlier.

SPECIAL INSPECTIONS

Special postal inspections may be requestedby your command to determine areas whcrepostal service may be improved. The inspection,which covers all phases of postal operations, isheld by a team of experienced peronnel whooperate froi FMCs Or TNPOs. The teamsdetermine the areas where postal service needsto be improved or corrected, and advise thecommand of deficiencies in postal operations,with recommendations for correct'ive measures.Generally, an audit of the Postal Clerk's ac-counts is held in conjunction with the inspec-tion.

ADMINISTRATIVE INSPECTIONS

Unit commanders may direct that administra-tive inspections be held at any time, butgenerally, they are scheduled periodically. Suchinspections cover all phases of shipboard admin-istration. Included are inspections of material,personnel, records, reports, files, and the postoffice.

The inspection is conducted by the unitcommander and his representatives. A formalreport is made to the type commander, withcopies to the ship.

SPECIAL REPORTS OF POSTALVIOLATIONS, LOSSES, AND OFFENSES

In addition to regular reports of inspectionsand audits, a report and investigation must bemade when there is any evidence of loss, theft,or embezzlement of accountable postal suppliesor equipment. This may involve stamp funds,money order funds, blank money ()niers, stampsor stamped paper, postmarking devices, scales,lead seal clamps or other accountable equip-ment. When the accountable Postal Clerk dis-covers the loss he must make an immediatereport to his commanding officer through thepostal officer. The procedures outlined in chap-ter 9 as to unaccountable loss of money ordersare followed in reporting these losses.

If you have reason to suspect that someoneaboard your ship is using the mails to transportobscene or prohibited matter, you should reportyour suspicion to your postal officer. Anysuspected frauculent use of mails, loss, theft,rifling, wrong delivery, delay, or damage of mailwhile under naval jurisdiction may lv.) cause forrequeaang investigation.

When an investigation reveals that a clerk isresponsible for loss of postal funds in hiscustody, the clerk should be given the opportu-nity to make voluntary restitution. If he doesnot replace the loss voluntarily the amount ofthe shortage may be withheld from his pay.

Restoration of FixedStamp Credit

When it is necessary to replace a shortage inthe fixed credit before postal operations for thecommand can be resumed, a letter requestingtransfer of the amount of the shortage to theaccountable postmaster is submitted to CNO. Astamp requisition must be submitted along withthe letter of request, listing the amount anddenomination of stamps needed to replace theamount of the shortage.

Transferring the amount of the shortage tothe accountable postmaster does not relieve thecommand of responsibility for the amount. Themonthly inspection report and any other recordsof accountability must show the amount of theshortage until it has been restored.

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Disaster to Mail Carrier

When a ship or aircraft carrying mail goesdown or crashes, the amount of mail aboardmust be determined. The officer responsible forobtaining this information is the commander ofthe area in which the flight or sailing originated.

For example, if a flight which originated inTokyo crashes while en route to the UnitedStates, the Commander U.S. Naval Forces Japan,as area commander, immediately notifies all maildispatching agencies served by the carrier. Hewill request a return message stating the infor-mation shown on the mail manifests of dispatch-ing NPOs or TNPO, and other pertinent informa-tion in order to determine the exact amount ofmail aboard the downed plane. This includesdetails of any registered or insured mail that isaboard the plane. Any mail that is salvagedduring the rescue operation is reported toCOMNAVFOR Japan by the commander of therescue mission. When the area commander hasgathered all information together, he will determine what mail is presumed lost and inform allNPOs who dispatched mail aboard the downedplane. This includes the lock or sack jacketnumber of registered mail pouches and theseries number and number of bags in each seriesof ordinary mail. CNO should be an informationaddressee on all message traffic concerning thisdisaster.

An NPO who dispatched :nail aboard theplane must now inform the senders of their loss,or if the mail was accepted for dispatch from ashipboard NPO, the ship must be informed.Information concerning other mail presumed tobe lost in the crash must also be published.When this report is received by your ship, thesenders of registered or insured mail must benotified individually and a general notice of theloss must be published. The latter will probablybe done in the Plan of the Day. The postalofficer may request your assistance with theindividual not AS. Senders of unnumbered mailwill come to the post office to initiate claims ifthey have mailed out checks, money orders, orother items of monetary value. A report must besent to COMNAVFOR Japan listing all lost mail,including the numbers of registered and insuredpieces and whether the senders of these piecesand other mail have been notified.

215

When the area commander has all this infor-mation, he will either send a combined report ofall losses or copies of each report to CNO, whoin turn informs the USPS. The list of registeredmail in this report must include the office oforigin in addition to the number.

The senders of registered or insured mailpresumed lost may now submit claims for lossfollowing the procedures outlined in chapter 14.

When a disaster occurs to a carrier of mailoutbound from the United States, the areacommander concerned will be CommanderHawaii Sea Frontier, for the west coast ports,including dispatches to Alaska, and CommanderEastern Sea Frontier for all dispatches originat-ing at east coast or gulf coast ports.

Mail Missing orLost in Transit

In an overseas area aboard ship, you willreceive advance notice by message from yourterminal Navy post office when mail is sched-uled to arrive, what type of mail it is, and how itis to arrive. With this information you shouldhave no trouble in locating your mail in anyport. However, if you follow the instructions inyour mail arrival message and you are unable tolocate your mail, you must determine whetheryou have all pertinent information or if you aremissing later information.

When all your local inquiries have failed toturn up the mail, tracer action must be initiated.In most cases a tracer message to your TNPOwill clear up the matter, but if it does not, thedispatch must be traced from the originatingpoint to the point where the mail becamemissing or was lost in transit. If the mail is notfound after reasonable tracer action has beentaken or after 30 days, whichever is sooner, itmust be reported as lost mail.

This report is submitted directly to the TNPOwho originated the dispatch, and a copy isfurnished to CNO. If there was any registeredmail in the dispatch, the possibility of compro-mise of classified matter becomes involved, andprocedures outlined in the Department of NavySupplement to the DOD Information SecurityProgram Regulation, OPNAVINST 5510.1D,must be followed, The procedures followed bythe area commander when mail is lost due to

11) .1,

Sj. osot

POSTAL CLERK 3 & 2

disaster to a mail carrier are carried out also.Inquiries resulting from the loss concerningregistered mail should include the office oforigin.

RETENTION AND DISPOSAL OFRECORDS AND REPORTS

In order that records and reports may beretained or disposed of systematically, files areterminated periodically and a new file seriesbegun. This makes the job of removing therecords for destruction or transferring the filesfor retention much easier.

Files for a Navy post office are terminated(cut off) at the end of each fiscal year. Toterminate the files means simply to close theentire files and start a new and separate filesystem just like the one you terminated.

To ensure that the old records and reportsyou have terminated are disposed of within areasonable time of the scheduled date, visiblylabel the records disposal instructions for eachfile retained, showing the disposal authority anddate of destruction.

Time length for retention and method ofdestruction for post office records and reportsare listed in the Postal Service Manual and U. S.Navy Postal Instructions.

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CHAPTER 16

OFFICE PRACTICES AND PROCEDURES

In your dealings with post office patrons youmust constantly remember that the post office isa service office. Prompt and courteous servicecannot be stressed too much. Courtesy likeenthusiasm is caught, not taught. To be effectiveit must be genuine. Courtesy is contagious; ifyou are courteous you will find it spreading toyour assistants and reflected in the responses ofthose to whom you render service.

Most office workers have three principal areasin which they must emphasize courtesy: talkingon the telephone, answering correspondence,and direct contact with those who come to theoffice. While you will have some experience withall of these, by far the most numerous are yourcontacts of the latter typeat the post officewindow during one of the following:

Stamp and money order sales.Mail receipt and delivery.Handling complaints, inquiries, and claims.Answering routine questions.

The following excerpt from a Postal Bulletinprovides an excellent guide for window opera-tions at any Navy post office, afloat or ashore:

"YOUOUR CUSTOMERwhencoming to your post office, have theright to expect, and can depend upon

A neat, clean counter on which totransact your businessA well-groomed, neat postal clerkto serve youA friendly greeting that expresses

our desire to assist youInterested window clerks to help

you with your postal needsPrompt, alert and efficient serviceCompetent and correct information

on all questions and inquiries

An attitude that reflects helpful-ness, patience, and congeniality

The courtesy and tact you wouldexpect to receive from a friend

Polite referral to another individual,when necessary, to give you the appro-priate service

A feeling, upon leaving, that wewere glad to serve you and help you atall times."

Although it could be said that you haveperformed your duty when you have delivered aletter, much of the effect of your efficient workis spoiled if you deliver it with a scowl, asarcastic remark, or in an uncourteous manner.You may sell stamps longer than the postedhours, but if you do so with a belligerentattitude which indicates that the patrons are toblame for your situation and which generallyregisters your displeasure, your efforts will dolittle to lift shipboard morale.

Navy personnel are entitled to, and expect,the same courteous treatment from their PostalClerks as they would expect to receive from acivilian postal employeethe same courteoustreatment that a Postal Clerk expects when hesolicits the services of Disbursing Clerks orPersonnelmen. Courtesy, tact, and diplomacyare not only normal obligations of one shipmateto another, their use is also a mandatoryrequirement of the Postal Service Manual.

You will find it easier to maintain an officeatmosphere that is consistently pleasant andcourteous if you have confidence in your abilityto perform your duties correctlythat is, if youare thoroughly familiar with routine proceduresand know where to find information quickly ontypes of transactions less frequently performed.The confidence comes only with study andpractice.

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POSTAL CLERK 3 & 2

The previous chapters of this text havedescribed the various postal procedures withwhich you are required to be familiar and havegiven you information on postal organizationand sources of additional and more detailedinformation on postal operations. There are, inaddition, various procedures common to Navyoffices in general which a Postal Clerk mustknow in order to perform his duties correctlycorrespondence, filing, maintenance and use ofofficial directives, security of classified matter,and the care and maintenance of office ma-chines. These subjects, as they apply to the Navypost office, are covered in this chapter.

CORRESPONDENCE

You may be required to handle some officialcorrespondence. Official correspondence in theNavy includes all recorded communications sentor received by a person in the Navy in theexecution of the duties of his office.

Besides letters, correspondence includes suchthings as messages transmitted by telegraph or

radio. It also includes endorsements attached toletters or memos. There are two principal typesof letters used in the Navy; the naval form, andthe business form. Within the Navy, officialcorrespondence usually is prepared in navalform. This format also is used when writing tocertain other agencies of the United StatesGovernment, especially those within the Depart-ment of Defense. Some civilian forms that dealextensively with the Navy have also adopted thenaval form.

Many official letters addressed to personsoutside the Navy are written in business form,including many dealing with m; tturs relating toindividuals and those written to c vilian firms orto official Government agencies that have notadopted the naval form.

Much of the correspondence between NPOs iswritten as a Memorandum. See figure 16-1. Thisis a U.S. Postal Service Memorandum form, andmay be obtained through the PS supply system.Other forms you should be familiar with are theNavy's MEMO form, SPEEDLETTER form, andthe MESSAGE blank (discussed later in thischapter). A knowledge of The Navy Directives

UNITED STATES POSTAL SERVICEWashington, DC 20260

OUN NIP:

SMUT:

TO:

OATS:

"PP

Figure 18.1.-11. S. Postal bales Memorandum Form.

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110.11111110111

Chapter 16OFFICE PRACTICES AND PROCEDURES

System is necessary also for preparing and filingcorrespondence.

The Navy Directives System

In addition to PS directives, there are numer-ous Navy directives issued by the bureaus,systems commands mid offices of the NavyDepartment that affect your work.

Fleet and force commanders and districtcommandants also issue directives to subordi-nate commands, and in addition there are thelocal directives of your cwn ship or station. Allof these are numbered according to the samesystem, to which the instruction Navy-MarineCorps Standard Subject Classification System,SECNAVINST 5210.11 (current series) is thekey. (Be sure you have the latest changes to thisinstruction.)

Purpose of the System. Use of this singleNavy-wide numbering system for directives en-ables each naval activity receiving directives to:

1. Group directives by subjects and combinerelated subjects.

2. Distinguish between directives of a contin-uing nature and those of a brief duration.

3. Obtain complete sets of Instructions uponactivation or commissioning.

4. Determine by use of periodic checklists,the current status and completeness of its set ofdirectives.

5. Determine, by use of subject indexes, whatdirectives are in effect on a subject.

6. File directives and describe them as refer-ences by one easy method.

7. Use the same numbering system for cor-respondence files as for directives.

Types of Directives. The Navy DirectivesSystem provides for two types of directives:

1. INSTRUCTIONS, which contain informa-tion of a continuing nature or require continuingaction, or action which must be taken butcannot be completed in less than 6 months. AnInstruction has continuing reference value and iseffective until the originator cancels it.

2. NOTICES, directives of a one-time nature,or those which contain information or action

219

applicable for a brief time only (usually 6months or less, but in no ^ase more than 1 year).A Notice has the same force and effect as anInstruction but does not have permanent refer-ence value. It therefore contains a paragraphwhich indicates when it shall be cancelled. Whenthe exact length of time a Notice is to remain ineffect cannot be determined at the time ofissuance, the specific date for record purposes isset far enough in the future to allow allnecessary use of the Notice.

Subject Classification Systems

The Navy-Marine Corps Standard SubjectClassification System contains a list of Numeri-cal Subject Classification Codes, composed of 13major subject groups. Each of these majorsubject groups is designated by a 4 or S digitnumeric code. The major groups are:

1000-1999

2000-2999

3000-3999

4000.4999

5000-5999

6000-6999

7000-7999

8000.8999

9000-9999

10000-10999

11000-11999

OM. AMMO

=IMO MN*

ammo 4

OEM

1111=1

12000-12999

13000-13999

_224

Om.

Military Personnel

Communications

Operations and Readiness

Logistics

General Administrationand Management

Medicine and Dentistry

Financial Management

Ordnance Material

Ship Design and Ships'Material

General Materiel

Facilities and ActivitiesAshore

Civilian Personnel

Aeronautical andAstronautical Material

POSTAL CLERK 3 & 2

These major subject groups are subdividedinto primary, secondary, and sometime tertiary(third) breakdowns. Primary subjects are desig-nated by the last three digits (the hundredgroup) of the code number. For example:

In the post office, most correspondence fallswithin the 2700 series. The major headingswithin the series are:

2700-2799

2700

2710

2720

2730

2740

MAIL AND POSTAL AFFAIRS

General

Policies, Regulations, and Liaison

Transportation

Losses, Claims, and Complaints

Postal Operations

NAVAL FORM OF CORRESPONDENCE

The primary objective of Naval correspond-ence is to enhance the degree of effectivenessand quality of written communications. Veryimportant secondary objectives are efficiencyand economy through the achievement of adegree of standardization. This facilitates prep-aration; reading and comprehension; filing,research, and retrieval; and job orientation andperformance, due to the minimization of train-ing for new and rotating personnel. Just as thereputation and influence of any organization areaffected by the appearance and demeanor of itspersonnel representatives and the quality of itsproducts, the current and continued effective-ness of any componcnt or the entire Departmentis enhanced or diminished as it is representedand judged by the documents by means ofwhich most business is transacted.

Standard Naval Letter

The standard naval letter is from one origina-tor to one addressee. The style of the standardnaval letter sets the pattern for all types ofcorrespondence, hivluding the business letter.

iP.43PArifir

Joint Letters

When officials of two or more activities needto issue a letter concerning a particular subjector administrative problem common to the activi-ties, a joint letter is prepared. It may be directedto one addressee, or two or more addresseesidentified separately or as a group.

Multiple-Address Letter

A multiple-address letter is used to addresstwo or more activities, which are individuallyidentified or addressed as a group. It shall not beused for material belonging in +he directivessystem.

Navy Directives

The Instructions and Notices of the NavyDirectives System are forms of the naval letter.Since a directive is distributed to a number ofaddressees, it is normally produced on a dupli-cating machine.

Endorsement

An endorsement is used by an official toforward, with appropriate recommendation,comment, or information, correspondencewhich is transmitted via him before it reaches itsdestination, or to redirect a mis-addressed letter.Th. contents of a prior endorsement also maybe the subject of comment. An endorsement ismost effectively used for transmission of cor-respondence through the chain of command. Itbecomes part of the basic letter to which it isappended, and is not subsequently treated apartfrom the letter. An endorsement is not routinelyused to reply to a letter. A "via" addressee mayendorse a letter back to the originator forfurther information, or, if appropriate, in finalreply to the basic letter.

Speedletter

A speedletter is a form of naval correspond-ence used for urgent communication which doesnot require electrical transmission. The speed-letter format is not used for directives. Its primary


purpose is to call attention to the communica-tion, so that it will be given priority handling bythe recipient.

Memorandum

The memorandum is a form of naval corre-spondence used for informal communicationswithin and between headquarters components ofthe Navy Department, between fleet and forcecommanders and units of command under theirjurisdiction, and within a field activity. Thereare four memorandum formats which can beused. The choice is largely at the discretion ofthe originator.

"From-To" Memorandum. A "from-to" mem-orandum is used for informal communicationsBetween subordinates.

"Memorandum for" Memorandum. The"memorandum for" is a more formal and oftenmore official format, used for communicatingwith high level officials.

2-Way Letter/Memo. The 2-Way Letter/Memo, OPNAV 5216/146, used either as aroutine naval letter or as a "from-to" memoran-dum, incorporates the efficiencies of a preprint-ed format, pre-inserted carbon, and a two-waycommunication cycle. It is used only for acommunication to which a reply is required.

Features of Naval Letters

No salutation or complimentary close appearson a naval letter. The letter is prepared in blockstyle; V- at is, without indenting, except for thefirst lines of subparagraphs or for extensivequotations (fig. 16-2). Correspondence is datedwith the date on which it is signed, and for thisreason, the typist should omit the date on aletter that will be signed in another office, orwhich may not be signed the day it is typed.

Content. The body of a naval letter containsthe substance or essential facts of the communi-cation in simple, concise, impersonal, and tactfullanguage. There should be no repetition. Eachparagraph should express ONE completeLhought in logical sequence. If necessary to add

to the clarity of a letter, put tables, diagrams,and sketches in enclosures.

If a letter is in reply to another letter, answerALL questions, expressed or implied.

When drditing a letter to superiors of theperson who will sign it, be careful about respectand courtesy due them. For example, a juniorofficer always INVITES ATTENTION TO aspecial matter; he DOES NOT DIRECT ATTEN-TION TO.

It is a good idea always to make a rough draftof a letter (double-spaced for convenience incorrecting) for the signing officer to check andreview, as desired. Then type the letter single-spaced with his suggestions included.

Specific instructions for preparing and han-dling correspondence follow:

1. Official correspondence should be typedprinted.

Correspondence must be kept at a mini-mum in numbers, copies, and content.

3. Official correspondence will be forwardedthrough the chain of command or control,unless otherwise stated by Navy Regulations orcompetent authority.

BUSINESS FORM LETTER

The business-form letter is used for corre-spondence addresses) to persons or agenciesoutside the Department of Defense who havenot adopted or are not familiar with the navalform of correspondence. Although most busi-ness form letters are similar in form and style,you should follow the format shown in figure16-3.

One of the major differences between thenaval form and the business form letter is thatthe business form uses the salutation and thecomplimentary close.

If the name of an official is not known, he orshe may, be addressed by title only, with "Mydear Sir:" or "My dear Madam:" as the saluta-tion. If there is doubt as to whether theaddressee is a man or a woman, the title "Mr." isused with the name. If the marital status of thewoman addressed is unknown, the title "Ms." isused with the name. All titles in the address and

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4 LINES..

7 LINES.'"

CLOSE UP IF ANY

NIADINO ENTRY...OMITTE

I INCH

DEPARTMENT OF THE NAVYName of ActivityAddress of Activity

*SPECIAL POSTAL SERVICE

*"Refer tu" lineOriginator's code*File number

Date

Prom: Title of head of activity nreparing letter, name of activity,location or mailing address if necessary

To: Title of head of activity receiving letter, name of activity,location or mailing address if necessary

+/i4: (1) Title of head of activity whose endorsement is required,name of activity, location if necessary (not numbered ifonly one)

(2) Title of second "Via" addressee, et cetera., if any

SubJ: Brief topical statement of tie subject of the letter

*Ref: (a) Citation of a letter or other written document, officialshort title of originator, location of activity if notindicated in title, the abbreviation "ltr", the identi-fication symbols, of (date)

*Encl: (1) Material enclosed with letter, identified in the samemanner as references (number of copies if more than one)

(2) (SC) Material forwarded under separate cover, identifiedto the same manner as references (number of copies if morethan one)

1. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. XxxxxxxxxxxxxxxxxxxxxxxxxxxXXXXXXXXXXXXXXXXO XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXIXO

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. XxxxxxxxxxxxxxxxXxxxxxxxxxxxxxxxxxxxxxxxxxXXXXIIMMXXXXXXXXXXXXXX.

n. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. XxxxxxxximxxxxXXXXXXXXXXXXXXXXXXXX. XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXR.

(1) XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX: NAXXXXXXXXXXXXX. XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX.

(2) Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.

b. Xxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxrxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxexxxxx.

FIOASTENISKS INDICATE ITEMS THAT MAY NOT BE REQUIRED I

I INCH...OF LETTERHEAD

TYPED OR STAMPED)

CLOSE UP IF ANYITEM OMITTED

...APPROX. I INCH

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1 INCH.= XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

4 LIN'S.

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*Copy to:Title of information addresseeTitle of second information addrexsoe

NAME OF SICNTNV OFFICIAL*Ry direction

4 INCH'S

*ASTIRISKS INOICATI Imo THAT MAY NOT II amines

Page Number

Figure 182.Fonnot of a Novel Lotter.

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INCH, APPROX.

W.APPIOMMATILY

INCH

95.17

I 1

I J

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0


salutation, except Dr., Mr., and Mrs., are spelled

in full.The preferred form of the complimentary

close in the Department of the Navy is "Sincere-ly yours," but in a few instances the more formaland impersonal close "Very truly yours," maybe more appropriate.

MESSAGES

A naval message is used only when informa-tion is of an urgent nature and must betransmitted rapidly. A message will not be usedwhen the necessary information or directive canreach its destination in time for proper actionwhen transmitted by speedletter or letter, utiliz-ing airmail, as appropriate. Messages are pre-pared on the form prescribed by the localcommunication activity.

Preparation and General Style

Naval messages are prepared in accordancewith communication instructions and relatedpublications issued by the Chief of Naval Opera-tions. Subject, paragraph, downgrading and de-classification markings to be used in classifiedmessages are also prescribed by the Chief ofNaval Operations. Details on the drafting andhandling of messages are furnished by localcommunication activities. The following generalinstructions apply to the preparation of all navalmessages (fig. 16-4).

Abbreviations in the Heading. Use abbreviatedtitles, in capital letters, of the commands, oractivities in the "from," "to", and "info" lines.For brevity and security, the number of address-es shall be kept to a minimum. Limit theaddresses to those who need to know. With theexception of task organization designations, allnumerals in abbreviated titles shall be spelledout. It is not necessary to list the types and hullnumbers of ships after the name. Short titles orabbreviations will not be used if the message is

addressed to a Member of Congress, a commer-cial concern, or another nonmilitary addressee.

Message Text. The text is that part of amessage which contains the thought or idea thedrafter desites to communicate, for it is the

reason for the existence of all other parts of themessage. The text of a message must be clear,accurate, and concise. Brevity must not be

achieved with the loss of accuracy; rather,brevity will be achieved through the properchoice of words and good writing techniques.Uncommon phrases and modes of expressionmust not be carried to the point where themeaning becomes ambiguous or obscure. Thedrafter shall word a message so that it expressesprecisely the thought he desires to convey.

Abbreviations. Abbreviations within the textsof messages will be limited to those meaningsthat are self-evident, unequivocal, or which arerecognizable by virtue of long-established usage.Exceptions may be made in the case of currentlyauthorized abbreviations in messages on routineadministrative or technical matters which will behandled only by persons familiar with theabbreviations used. In doubtful cases, the rulethat clarity always takes precedence over brevitywill be followed.

Precedence

The precedence assigned to a message isdetermined by the subject matter of the textand the time factor involved. The assignment isthe responsibility of the originator. There arefour precedence categories used to specify therelative order in which messages are to behandled. These categories indicate:

1. To the originator: The required speed ofdelivery of the message to the addressee.

2. To communication personnel: The relativeorder of message processing, transmission, anddelivery.

3. To the addressee: The relative order inwhich to note and/or take necessary action onthe message.

Multiple address messages having both actionand information addressees may either be assign-ed a single precedence, in which case it indicatesthe precedence for the addressees, or all actionaddressees and a lower precedence for all in-formation addresses. Definitions of precedenceare as follow:

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UST COPY AVAILABLEPOSTAL CLERK 3 & 2

65

32

10

JOINT MISSAGIFONMSCCURiTY CLASSIFICATION

UNCLASSIFIEDRAGE

10, 1

OPOl6 TIME

PRICIDINCISINF9ACT

RR

LSO CLASS CIC FOR MESSAGE CENTER/ COMMUNICATIONS CENTER ONLY

GOOK MESSAGE' HANDLING INSTRUCTIONS

MOW CNO

TO: CINCLANTFLI

UNCLAS/ /NO 52L6/ /

MESSAGE FORMAT

A. SECNAVINST 5216.10

1. (TEXT)

2. (TEXT)

3. (TEXT)

JDISTIII:

ACTION. 11

a on I]1 03 CWO

TYPED NAME. TITLE. orrice SYMBOL P.'ONES DATE

H.B. JONES, LT, 43C, 55999 L FEB

TH7R?AtireconorrlevreftryWIW

Itl

SPECIAL INSTRUCTIONS

`OD I' "O 173 (OcR,

SECURITY CLAIIIYICATION

UNCLASSIFIEDTIME GROUP

RIM ACV. o0 FORM In 1 JUL SI. WHICH WILL BE USED.S/N 0101.001S401 :Y v. s. as0: NITS .S/01111

1. Use of OCO ( Optical Character Recognition ) type font, as in this exhioit, is required onlywhen local communications instruction so specify.

2. Asterisks indicate items that may not be required or applicable.

31.47Figure 164Format for a Naval Memage.

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1. FLASH (Z)Reserved for initial enemycontact reports or special emergenc:, operationalcombat traffic. FLASH messages will be handcarried, processed, transmitted and delivered inorder received ahead of all other messages.Brevity is mandatory. (Time standard: not fixed.Handling as fast as humanly possible with anobjective of less than 10 minutes.)

2. IMMEDIATE (0)-- Reserved for messagesrelating to situations which gravely affect thesecurity of national/allied forces or populaceand which require immediate delivery to theaddressee(s). (Time Standard: 30 minutes-1hour.)

3. PRIORITY (P)Reserved for messageswhich require expeditious action by the address-ee(s) and/or furnish essential information for theconduct of operations in progress when ROU-TINE' precedence will not suffice. (Time Stand-ard: 1 to 6 hours.)

4. ROUTINE (R)Reserved for all types ofmessages which are not of sufficient urgency tojustify a higher precedence, but must be deliver-ed to the addressee(s) without delay. (TimeStandard: 3 hoursstart of business the follow-ing day.)

The "From" and "To" designations indicatethe originator and the addressee(s) of the mess-age. An "Info" designation may be added forthe addressee(s) not indicated in the To: linewhich is/are for information purposes only andnot requiring any indicated action in the text.

In the interest of standardization, each Navyoriginated message, except tactical messages and

those based on an established format, is draftedwith the classification, special category mark-ings, special handling security markings, etc.,appearing in the following sequence. Where allelements listed do not appear in a message, theorder of appearance is adjusted accordingly, asfollows:

1. Classification assigned or the abbreviation"UNCLAS" as indicated. This is in addition totyping or stamping the classification at the topand bottom of the message form referred to in

paragraph 3. The subject identification codeshould follow the classification.

2. Exercise identification (EXERCISE MAINBRACE).

3. Passing instructions and othci indicationof message distribution (FOR, ).

4. Subject is concise and untitled. It may be

omitted if its use will require an otherwiseunclassified message to be classified, noticeablyincrease the length of an otherwise brief iiiessageor increase commercial charges when messagesare addressed to activities served by commercialcommunication facilities.

5. Reference, identified by letter(s).

In the TEXT of the message paragraphs arenumbered. Subparagraphs ere indented and let-tered or numbered as appropriate. In one-para-graph messages, subparagraphs are lettered. Ifthe message is classified, it is marked with theproper downgrading/declassification markings.

SECURITY OF CLASSIFIED MATTER

As a Postal Clerk, your main concern withclassified matter will be that dispatched byregistered mail. Two categories, Secret andConfidential, may be dispatched by registeredmail. Confidentialmay be dispatched by ordi-nary first-class mail if it does not leave domesticpostal channels, within United States bound.a ri es.

You will not actually handle classified matter,except as mail, unless authorized to do so byyour commanding officerand even then, onlywhen there is reason for you to do so. However,some knowledge of the categories of classifiedmatter and of the rules of security are necessaryfor you to perform your job properly. Knowwhat to door not to dowith it.

Chapter 15 of Navy Regulations contains thebasic matter on classification, which is coveredmore fully in other publications and directives.

Language of Security

CLASSIFIED INFORMATION is defined inthe Department of the Navy Supplement to the

DOD Information Security Program Regulation,

227Za2

POSTAL CLERK 3 & 2

OPNAV INSTRUCTION 5510.1 (current) as:"official information which has been determinedto require, in the interest of National defense,protection against unauthorized disclosure andwhich has been so designated."

CLASSIFIED MATERIAL is "any matter,document, product, or substance on or in whichclassified information is recorded or embodied."You can see that this latter definition allows forinchldhlg such things as phonograph records,tape recordings, and other materials in additionto correspondence publications, and other writ-ten and printed matter.

To CLASSIFY information means to deter-mine that it needs special security measures, toplace it in the classification category in which itwill receive protection appropriate to its con-tent, to mark it accordingly, and to notifyinterested commands of the classification.

A CLEARANCE is a formal declaration thatan individual is eligible to have access to certainclassified information. This action is normallytaken by the commanding ,officer and is made amatter of record by a letter, a copy of which isplaced in the person's service record. The highestlevel of classified matter to be handled is namedsuch as "for Confidential" or "through Secret."

Eligibility for clearance is established by aninvestigation of the person's , background, in-cluding his actions, his family, and his otherassodates, for a number of years (in some casesfor his entire life). Because this investigationtakes some time, commanding officers frequent-ly give temporary clearance, pending receipt ofthe investigation report. Temporary clearance isgiven, of course, only when the person is neededat once for work with classified matter an&when it appears likely that the results of theinvestigation will be favorable.

ACCESS to classified matter is the ility andopportunity to obtain knowledge or possessionof it. An individual does not have access toclassified material merely by being in a placewhere it is kept. Classified files are. required tobe kept locked except when those who havebeen authorized to handle their contents arepresent. Persons for whom access is au.thorized. are 41.t.ler obligation not to allow anyunauthorized personno matter how innocent-lyto handle or see any classified document ormaterial. No one should seek access to classified

A

matter unless he is authorized to C.o so and hiswork requires it.

The above definitions are either quoted orsummarized from Chapter I, Section 3 of OP-NAVINST 5510.1. They are only a few of theterms defined in that publication, but they arethe most necessary to your understanding of thesubject at this point. Others will be discussedlater. If in the course of your work youencounter other terms you do not understand,you should look them up in OPNAVINST5510.1 for clarification.

Categories of Classified Information

The three categories of classified Information,in descending order of importance, are TopSecret, Secret, and Confidential.

TOP SECRET. Top Secret describes defenseinformation or material which requires thehighest degree of protection because it is of theutmost importance to the defense and peace ofthis° Nation. It is of such a nature that itsunauthorized disclosure could result in EXCEP-TIONALLY GRAVE DAMAGE to the Nation,such as:

1. Leading to a definite break in diplomaticrelations affecting the defense of the UnitedStates, an armed attack against the United Statesor its allies, a war.

2. The compromise of military or defenseplans, or intelligence operations, or scientific ortechnological developments vital to the nationaldefense.

SECRET. Secret is the classification of de-fense information or material the unaelorizeddisclosure of which could result in SERIOUSDAMAGE to the Nation, such as:

1. Jeopardizing the international relations ofthe United States.

2. Endangering the effectiveness of a programor policy of vital importance to the nationaldefense.

3. Compromising important military or de-fense plans, or scientific or technological devel-opments important to national defense.

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4. Revealing important intelligence opera-tions.

CONFIDENTIAL. The classification "Con -fidentia. refers to that national security infor-mation or material which requires protection.The test for assigning "Confidential" clawifica-tion shall be whether its unauthorized disclosurecould reasonably be expected to cause damageto the national security.

If you wish to understand more thoroughlythe various categories of classified matter, youwill find several examples of each type inOPNAV INSTRUCTION 5510.1, but the mostimportant thing for you to learn at this time is

that each category represents a degree of damageto the Nation that could be done by letting thismaterial get into the hands of unauthorizedpersons. The category also determines how thematerial shall be handled and the measures usedfor its protection, as we shall see later in thischapter.

Restricted Data

The term Restricted Data is not a category ofclassification but is assigned because of thegeneral subject of the documents. It applies toall data concerning (1) the design, manufacture,or utilization of atomic weapons; (2) the pro-duction of special nuclear material; or (3) theuse of special nuclear material in the productionof energyunless such data or material havebeen declassified or removed from the categoryby the Atomic Energy Commission. Informationmarked Restricted Data is classified (Top Secret,Secret, or Confidential) according to the protec-tion it should receive. It is declassified when theAtomic Energy Commission decides it may bepublished without undue risk to the defense andsecurity of the Nation.

FORMERLY RESTRICTED DATA. Theterm Formerly Restricted Data applies to classi-fied information which (a) has been removedfrom the Restricted Data category by theAtomic Energy Commission, and (b) cannot be

,aced to foreign nationals except under spe-uial international agreements.

Transmission of Classified Matter

Top Secret matter is transmitted by personalcontact of the individuals concerned, by theArmed Forces Courier Service, or by electricmeans in encrypted form. It is not allowed to betransmitted by mail. This category, then, shouldnever come into your regular routing proce-dures.

Secret and Confidential matter may be trans-mitted by any of the means approved for TopSecret or by registered mail. Confidential matterexcept cryptographic and cryptologic materihl,RPS-distributed material, and material ofCENTO,NATO,and SEATO may be transmittedby Certified mail providing it will remain within414 between the forty fight contiguous statesand the District of Columbia, or wholly withinAlaska, Hawaii, The Commonwealth of PuertoRico, or a United States possession. When sentto other overseas installations or afloat units,U.S. registered mail will be used. You will beconcerned chiefly with its transmittal by regis-

tered mail.As stated earlier in this chapter, Confidential

material may be sent by ordinary first-class mailproviding it does not leave domestic postalchannels within the boundaries of the UnitedStates. It may also be transmitted electrically inunencrypted form over U.S. Government ownedor leased land lines.

Restricted Data and Formerly Restricted Dataare transmitted according to the classificationassigned.

229

Preparation for Transmittal

Except for transmission locally within a shipor office, Top Secret, Secret, and Confidentialmatter must be enclosed in opaque doublewaled containers or envelopes. The inner con-tainer must be plainly stamped to show theclassification of the material, and must be sealedso that any evidence of tampering can be readilydetected. If the material is going to an activityoutside the Department of Defense, the innercontainer must carry the complete address. Theouter envelope bears only the customary ad-dresses of the addressee and addressor. It shouldNOT show a classification marking or any otherkind of data or mark which might invite special

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POSTAL CLERK 3 & 2

attention. Refer to the Security Supplement,OPNA VINST 5510.1, for further instructions.

Classified written matter is folded or packedso that the text will not be in direct contact withthe inner cover.

Classified matter must be opened only by theaddressee or by a person specifically authorizedby him. No person is entitled to knowledge orpossession of classified matter solely by virtue ofrank, office, or position.

Destruction of Classified Material

Classified matter is destroyed by burning orby pulping provided destruction is complete andreconstitution is impossible. Equipment thatbears a security classification is destroyed byany means that will prevent recognition andreconstruction. Equipment may also be jettison-ed in water of sufficient depth to precluderecovery.

Destruction bills of particular activities mustinclude lists which show the locations of classi-fied material, personnel responsible for its de-struction, and the recommended place andmethod of destruction. Classified material isdestroyed during emergencies, when there isdanger that it may be compromised. Communi-cations material receives first priority. Of allcommunications materials, cryptographic mate-rial is destroyed first. Generally, the order ofdestruction follows classification: the highestclassified material is destroyed first.

PROCUREMENT OF EQUIPMENTAND SUPPLIES

When a Navy post office is established, theU.S. Postal Service automatically provides postalequipment and supplies necessary for handlingand dispatching mails, and for postal finarc3 andmoney order service. This includes accountableequipment, accountable supplies, expendablesupplies, and technical post office publications.The Navy provides office equipment, such assafes, stamp cabinets and drawers, office furni-ture and machines, letter sorting cases, and sackand pouch racks.

Postal equipment and supplies ate in thecustody of the accountable Postal Clerk. A Navy

230

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Postal Clerk is usually designated to act as PostalSupply Clerk. If you are so designated, it will beyour responsibility to monitor the stock levelsof postal supplies to prevent overstocking, andto requisition items necessary to maintain postaloperations. Supplies and equipment are listed inPS Publication 24, Supply Catalog, and OPNAV-INST 2700.14 (current). All post office standardand general-use forms are listed in PS Publica-tion 22, Forms Catalog. However, only thosesupply items listed in OPNAVINST 2700.14(current) are furnished Navy post offices with-out approval of CNO.

Requisitioning Procedures

Requisitions for PS equipment and suppliesare submitted in accordance with applicableinstructions. Each requisition is to be reviewedby a designated officer, usually the postalofficer, and signed by the commanding officeror by an officer authorized to sign by direction.Requisitions are numbered consecutively begin-ning with number 1 each year (1 JAN). Recordcopies of requisitions are always to be retainedby the originating office. Generally, the supplycenter returns one copy of the requisitionmarked with appropriate symbols from thefollowing list to indicate the action taken:

Filled as requisitionedinscontinued

X Not furnished by this office? Questioned, further information neededB Out of stock. Will furnish later; do not

ReorderF Order by letter from accountable postmas-

terG Substituting showing number of item

being substitutedN Note comments in body of requisition or

on attached slipY Order on Form 73

Emergency requisitions may be submittedwhen required, but are limited to items forwhich there is an urgent need. Emergencyrequisitions, and requisitions that order items inexcess of norm' requirements must be accom-panied by written justification.


Some items are requested by letter to theappropri...e authority. When requesting items byletter, he sure to include all particulars and suchjustification as may be necessary. Always pre-

pare at least one carbon copy for your files andsufficient copies to satisfy local command re-quire men ts.

Your post office supplies are expected to lasta given length of time. If you are wasteful, orfail to stow supplies properly, your stock levels

may become depleted to the extent that postaloperations are hampered.

Regular Items

Except for special items and military forms,discussed below, requisitions for equipment andsupplies are submitted on PS Form 1580,Requisition for Supplies (fig. 16-5), issued insets of three, of which all must be submitted. All

items ordered should be listed on the form inthe order shown in the list of post officeequipment and supplies, OPNAVINST 2700.14(current). Information as to the amount used inthe last six months, the amount on hand, andthe amount requested is to be given for eachitem ordered.

All requisitions must bear the complete mail-ing address, and be postmarked showing the date

of requisition. Activities submit requisitions intriplicate to the supply center which maintainsstocks for their accountable postmaster, in thefrequency and cycle for first-class post offices asgiven in Part 641, Postal Service Manual. Forexample, activities under New York, N.Y., sub-mit Forms 1580 quarterly, from the first to thefifth day in the months of February, May,

August, and November, to the U.S. PostalService Eastern Area Supply Center, Somerville,N. J. 08877.

Special Items

Special items are requisitioned either by formor by letter. Forms, when required, are submit-ted in duplicate.

PS Form 4635, Requisition for CancelingMachine Parts (fig. 16-6), is used for orderingmetal type dies and parts for canceling ma-chines. This form is submitted to the U.S. Postal

Service Eastern Area Supply Center, Somerville,N.J. 08877, or U.S. Postal Service Western AreaSupply Center, Topeka, K.S. 66601, as appro-priate. Requisitions for metal year type diesmust reach the above address prior to 15October of each year.

Requests for canceling machines are submit-ted to the Chief of Naval Operations in letterform. As canceling machines are supplied on thebasis of the number of letters canceled daily, astatement should be included indicating thenumber of pieces of mail canceled daily for a10-day period, exclusive of Sundays, holidays,and the month of December. PS Form 73,Equipment Requisition (fig. 16-7), should ac-company the letter request (fig. 16-8).

Requisitions for hand presses for attachinglead seals are submitted on PS Form 73 toDirector of Procurement Division, Bureau ofFacilities, U.S. Postal Service, Washington, D.C.

20260.Requisitions for facing slips and strip labels,

both printed and plain, are submitted to theaccountable postmasterPS Form 1580 forplain and PS Form 1578 for printed. Theminimum order for printed facing slips is 1,000;for labels it is 300. Navy branches of the NewYork Post Office should address requests toSuperintendent of Supplies, Local Supplies Sec-tion, Morgan Station, New York, N.Y. 10001.

Parcel post zone keys and technical publica-tions are requested by letter from the account-able postmaster. Postal bulletins are requestedby letter from the accountable postmaster.

Requests for unusual and special equipmentnot covered above, may be submitted, throughchannels or direct, to the Chief of NavalOperations (Postal Affairs Section). The lettershould contain justification for the request andsufficient information for ordering the item, ifapproved.

Military Forms

Department of Defense and Navy forms avail-able for use in the Navy postal service are listedin OPNAVINST 2700.14 (current). These formsmay be ordered by you through your SupplyDepartment.

231

236

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REQUISITION FOR CANCELING MACHINE AND PICK -UP TAMS PARTS(Poe Oovvramenvowna Mullion Only)

INSTRUCTIONS: Order parts for only one model on this requisition. All pens must be ordered by number

with description of each part as given in Canceling Machine Instruction Book. Not more than a six months

supply of pans should be ordered at one time, except in an emergency. Dispose locally by the most practical

and economical means possible the worn and broken pans removed from machine, except trips, Hardie, and

diehubs, which should be returned promptly by official mail to Procurement Parts Unit, Mail Equipment Mops,

Post Office Departmen , 2135 Fifth Street NE., Washington, D. C. 20260

NNWPitney-Bowes mit 11411624 I

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233

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234

239

60.104.

BEST COPY AVAILABLE


U. S. S. LONG BEACH (C0009)FLEET POST OFFICE

NEW YORK, NEW YORKetat9/11/rac10460sirs 3U36 November 19.

From: Commending Officer, USS LONG BEACH (CO(N)9)

To: Chief of Naval Operations (Panel Affair. Section)

SubJ: Cancelling Machine; request for

Ref: (a) OPNAVINST P2700.14, Chapter 13, pars 13103(3)(b)

Knelt (1) POD'Form 73, Equipment Requisition

L. It £ reviset41 that this ship be supplied with a smell hand

operated cancelling machine for use in the Ship's Post Offline.

2. The actual number of pieces of mail cancelled each day for

a ten-day period is listed below:

Monday, 30 October 19.. 971

Tuesday, 31 October 19._ 288

Wednesday, 1 November 19.. 287

Thureday, 2 November 19.. 336

Friday, 3 November 19_ 680

Saturday, 4 November 492

6Monday, November 19.. 1101

Tuesday, 7 November 19.. 391

Wednesday, 8 November 19.. 394Thurldsy, 9 November 19.. 566

3. Enclosure (1) is forwarded as required by reference (1)

/5/ I.P. WilkinsonK. P. WILKINSON

1

Mauro 1.43.Lahr request for oonooling moollne.

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240

MOO

BEST COPY AVAILABLE

POSTAL CLERK 3 & 2

OFFICE EQUIPMENT

The size of your post office will determinethe types of office equipment available for youruse. Learn all appropriate uses of the equipmentyou have on hand, as well as the techniques ofoperation, and the routine maintenance neces-sary to keep such equipment operating properly.

Adding Machines

Although there are many types, most addingmachines furnish a printed record of each itemadded. This record is useful to check possibleerrors in copying rumbers. Adding machinesshould be used to tally money order accountswhen impaling the daily money order report,and customs collections, both of which require aprinted record of numbers added. They may alsoNI used to tally stamp accounts or for any otherpurpose which requires an arithmetic computa-tion of figures. Most adding machines alsosubtract and multiply.

Adding machines should operate smoothlyand easily. Any peculiarities of operation shouldbe noted for the accuracy of the machine maybe affected. Follow the manufacturer's instruc-tions regarding op -ration and maintenance. Donot attempt to oil or repair the machine.Servicing and repairs should be done by aqualified repairman.

Canceling Machines

Canceling machines not only postmark andcancel, but also count the pieces of outgoingmail. These machines are available in a variety ofhand and electrically-operated models. They areeasy to operate and take up little space. Seefigure 16-9 for an electrically operated cancelingmachine. Specific instructions for operation aregiven in the operators manual.

All types require that mail be faced, andsorted by size. Bulky letters and those with hardenclosures, such as metal or coins, should not befed into the machine, but hand-canceled. Posi-tion the mail on the machine as directed by theoperator's manual, and feed it slowly at firstaccuracy is more important than speed. Withpractice, speed will increase.

4,411:timj

V

60.117Figure 16-9.Model "M" electrically operated

canceling machine.

Keep the machines clean and free fromexcessive oil during operation, and clean themthoroughly each day. Caution: Use light oils incanceling machines: NEVER use detergent oils.Always follow the manufacturer's instructionsregarding operation and maintenance.

Scales

The most important piece of post officeequipment is the scale. If scales are not accurate,postal rates are not accurately computed. Allscales should be checked regularly to ensureaccuracy.

Scales are available in a variety of types andsizes. Beam type scales are available in 16-ounce,4-pound, and 100pound sizes. Several types of70-pound automatic computing scales are alsoavailable.

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241


The accuracy of beam type scales may bechecked by setting the movable weight at zero.If the scale is in balance, the indicator will cometo rest exactly even with the line on the right ofthe scale, as in figure 16-10. If the indicatorcomes to rest below the line, the scale is

weighing light; that is, the scale would indicatethat a letter weighing an ounce weighs less thanan ounce. On the other hand, if the indicatorcomes to rest above the lines, the scale isweighing heavy and would show letters weighingexactly I ounce to be more than an ounce.

It is easy to adjust the scale by means of thescrew at the end of the weight indicator. Mostscales have the words "To balance, turn screw"on the frame of the scale. Using a small screwdriver, you can adjust the screw until the scale isbrought into balance. When the scale is weighinglight (indicator below line), turn the screw tothe right (clockwise). When the scale is weighingheavy tindicator above ane), turn the screw tothe left. Only a slight turn of the screw willusually balance the scale. You should experi-ment until it is exactly in balance.

Your 4-pound scale can be brought intobalance in the same manner as the 16-ouncescale. Both of these scales are graduated in unitsof % ounce, and a slight error in balance willlead to frequent errors in weighing.

All types of 70-pound automatic computingscales are checked by weights. Defective Triner70-pound scales, fan type only, should becarefully packed and forwarded to the account-

I I;77:7411111116i:

Figure 16.10.Beamtype scale In balance.60.106

able postmaster. All unserviceable Chatillonscales should be repaired locally, by a civilianfirm, when the cost of repairs does not exceed$20. When Chatillon scales can't be fixed for$20, they should be disposed of.

Typewriters

Your typewriter may be heavy and ruggedlooking, but it is really a delicate Instrument.Treat it like one and give it daily care. Amachine in first class condition is easier andquicker to operate and turns out better-lookingwork.

Observe the following routine procedures:

1, Be sure the typewriter is properly placedon the desk, or secured to the well type of desk,so that it will not fall. Aboard ship, it shouldalways be secured.

2. In lifting a typewriter, grip it by its case,NEVER by its carriage.

3. Keep your typewriter covered when not inuse. Always cover it or close it into the desk atthe end of the day.

4. Keep it clean, wiping the outside with asoft dry cloth and dusting the 'inside with along-handled brush.

5. Clean the type daily with .a stiff brush, andit seldom will be necessary to use chemicals.

6. Take care in erasing to move the carriageto one side so that erasure crumbs will not fallinto the mechanism.

At regular intervals you should give thetypewriter a more thorough cleaning. Frequencyof these cleanings will depend on the amount ofuse the typewriter receives and the amount ofdust in the air in your office. In general, it isrecommended that the following procedures be,carried out weekly:

1. Clean the carriage rails and marginal stopbar, using a cloth slightly moistened with oil.Move the carriage back and forth in the process.

2. Clean the cylinder or roller. Remove ifpossible and wipe with a cloth moistened with avery small amount of denatured alcohol orcleaning fluid. Do not wipe off; allow fluid toevaporate.

237 BEST COPY AVAILABLE

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POSTAL CLERK 3 & 2

3. Clean type, using a short-bristled typebrush. Tap lightly with the points of the bristlesto loosen the dirt: then brush up lightly.

4. Brush type bar segments and dust theinterior of the machine. Use a long-handledbrush, brushing toward the front of the ma-chine. By elevating a few type bars at a time,you can reach into the mechanism. DO NOTFORCE THE BARS. Use a soft cloth alternatelywith the brush.

5. Wipe the sides and back of the machine.

Always clean the type before and aftercutting a mimeograph stencil. If the typewriterribbon lever is set for stencils (usually a whitedot on the machine), both the type and theribbon will be cleaner than otherwise.

If operating instructions for your typewriterare available, they will help you identify partsand give you additional information.

If further oiling or repair work is needed, themachine should be turned over to a qualifiedrepairman.

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243

APPENDIX I

POSTAL AGREEMENT BETWEENU.S. POSTAL SERVICE

AND DEPARTMENT OF DEFENSE

In recognition of the need for providingcoordinated and efficient postal service for theArmed Forces in time of war or nationalemergency, during maneuvers, and in time ofpeace, the Department of Defense and the U.S.Postal Service consider it necessary and advisableto enter Into the following Agreement settingforth the responsibilities of each department.

DEFINITIONS

For the purpose of this agreement, militaryand postal terms are defined as follows:

Accountable Mail.A short term for register-ed, numbered insured, and certified mail.

Armed Forces.The Army, Navy, Air Force,Marine Corps, and Coast Guard.

Civil Post Office.A U.S. post office, branch,station, or money order unit operated by em-ployees of the U.S. Postal Service or undercontract with that Service.

Military Departments.The Departments ofthe Arm. Navy, and Air Force.

Military Mail. Domestic and internationalmail bearing a military address or return addressand which, at some stage in its transmission,comes into the custody of a military depart-ment.

Military Post Office.A branch of a desig-

nated U.S. civil post office established byauthority of the U.S. Postal Service and activa-ted and operated by one of the military depart-ments to serve members of the Armed Forces.

The term includes Army and Air Post Offices(APO's), Navy and Marine Corps Post Offices(NPO's), and such Coast Guard Post Offices asmay be established, and units thereof.

Military Postal Clerk.A person of the ArmedForces, officially designated by the U.S. PostalService, who is authorized by public law toperform postal finance functions and otherpostal duties. The term includes Army, Navy,Air Force, Marine Corps, and Coast Guard postalclerks.

Postal Concentration Center.A post officeor agency of the U.S. Postal Service at which allmall for Armed Forces on maneuvers, afloat, oroverseas, is concentrated for sorting and deliveryor dispatch.

Postal Effects.All items of stock and fundsaffecting the postal revenue, and funds held intrust for the U.S. Postal Service. These includepostal stamps, stamped paper, and funds derivedfrom their sale; blank money order forms, fundsreceived from their issuance, paid money orders;and fees for special services. The term alsoincludes accountable equipment furnished bythe U.S. Postal Service such as mail keys, scales,and cancelling machines.

Unit Mail Clerk (Army and Air Force) or MailOrderly (Navy, Marine Corps, and CoastGuard). --A person of the Armed Forces, ap-pointed by proper authority, to receive anddeliver incoming and outgoing mail at a civil ormilitary post office for the unit for which he isdesignated.

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POSTAL CLERK 3 & 2

GENERAL POLICY STATEMENTS

1. Military, postal service constitutes a pri-mary and vital means for the tr9.r.smission ofofficial communications and material of themilitary departments, and personal mail to andfrom members of the Armed Forces. According-ly, the necessary facilities, organizations, andprocedures will be provided, and precedencegiven, to assure expeditious transmission andsecure handling of military mail.

2. Military postal operations complementthose of the U.S. Postal Service for the purposeof providing military postal service at locationswhere the U.S. civil postal service does not haveauthority to operate or where military consider-ations require.

3. Military departments will conduct postaloperations in conformity with regulations andpolicies of the U.S. Postal Service and directivesof the Department of Defense.

4. Single offices will be designated at the seatof government in the Department of Defenseand in the U.S. Postal Service to collaborate indeveloping basic military postal policy, to coor-dinate its execution, and to examine postalmatters of interdepartmental concern. Specificpoints of liaison between the military depart-ments and the U.S. Postal Service will beestablished at postal operating levels as neces-sary.

S. Policies and procedures pertaining to mili-tary postal services will be uniform, consistentwith the respective mission, organization, andoperations of each military department.

6. Except to the extent otherwise providedfor in this Agreement, nothing in this Agreementis intended to establish fiscal responsibilitybetween the two departments. The settlement ofsuch other financial responsibilities resultingfrom this Agreement, will be the subject ofseparate action.

AGREEMENT

Section I

The Department of Defense agrees that themilitary departments will

240

1. Maintain and operate military postal serv-ices in support of military operations andmilitary personnel, (a) in areas where the U.S.civil postal service does not operate and, (b) inother places where the military situation re-quires;

2. Maintain and operate appropriate postalheadquarters agencies and operating organiza-tions as necessary adequately perform andadminister postal functions, including intransitmail handling operations under military jurisdic-tion;

3. Designate single offices at the seat ofgovernment which will be the liaison with thedesignated liaison office of the U.S. PostalService in all matters concerning military mail,postal operations, and postal inspections andinvestigations requiring consideration at thedepartmental level;

4. Be responsible that arrangements aremade with foreign governments, as required, topermit the establishment of military post officesand the conduct of military postal operations insuch foreign countries;

S. Furnish the U.S. Postal Service at the seatof government, and its field representatives,information required to enable the U.S. PostalService to provide efficient and satisfactorypostal service to military personnel and units;

6. Establish and operate, in conjunctionwith postal concentration centers, military post-al control facilities to provide information forthe distribution and dispatch of mail for overseaand maneuver forces, ships, and other mobileunits;

7. In time of war or national emergency,assist or supplement U.S. Postal Service opera-tion of postal concentration centers to thedegree, as mutually determined, required bysecurity and prevailing conditions;

8. Establish and operate mail regulatingterminals at military szrial ports, as required, toreceive: (a) outgoing military mails from theU.S. Postal Service for dispatch via military airtransport; and (b) incoming military mails viamilitary air transport for entry into civil postalchannels;

9. Arrange for the transportation of militarymail from overseas military mail terminals todesignated military or commercial terminals inthe continental United States, and between

APPENDIX I

military postal activities within overseas areas. Inthose instances where the services of anotherpostal administration am to be util!zed, arrange-ments will be made by the U.S. Postal Service;

10. Appoint unit mail clerks and mail order.lies to perform mail-handling functions betweencivil or military post offices and the units forwhich designated and issue uniform identifica-tion cards to such persons;

11. Accept from civil post offices servingmilitary installations and deliver incoming mailaddressed to military personnel and units, ex-cept mail due for U.S. Postal Service carrierdelivery. Accountable mail, the delivery ofwhich is restricted by the sender, will not bereleased by civil or military post offices to unitmail clerks or mail orderlies for delivery, exceptwhen it is impracticable for the addressee toaccept delivery in person. In those instances,such mail may be delivered to unit mail clerks ormail orderlies upon written authorization of theaddressee;

12. Furnish directory service for insufficient-ly and incorrectly addressed military mail andendorse each piece to show a forwarding addressor reason for nondelivery;

13. Not accept "Collect on Delivery" (COD)mail for mailing at military post offices;

14. Not be responsible for providing specialdelivery service;

15. Assume financial responsibility, undermilitary claims procedures, for loss, damage,theft, wrong delivery, or rifling of accountablemail after receipt from or prior to delivery to acivil or military post office by unit mail clerks ormail orderlies;

16. Provide that bond is given for all militarypostal clerks and other persons officially desig-nated to have custody of postal effects unlessthe Secretary concerned has waived the giving ofbond in accordance with law. The militarydepartments will reimburse the U.S. PostalService, upon submission of claims, in amountsequal to the funds and the value of otheraccountable postal effects embezzled by, or lostthrough the negligence, errors or defalcations,and for funds expended by the U.S. PostalService in payment of claims arising fromnegligence, errors, losses, or defalcations, of suchunbonded persons;

17. Conduct postal finance services at mili-tary post offices to include the sale of stampsand stamped paper, the issuance and cashing ofdomestic money orders when feasible, and pro-vide certified, insured and registered mail serv-ices. When foreign currency is accepted in postaltransactions at military post offices, remittancewill be made to the U.S. Postal Service in dollarinstruments at the official rate of exchange;

18. Make up and dispatch outgoing militarymail in accordance with U.S. Postal Servicerequirements;

19. Assist the U.S. Postal Service in thetransportation of military mail between civilpost offices on military installations and theU.S. Postal Service facilities or transportationterminal at which the mail is received ordispatched, when U.S. Postal Service transporta-tion facilities are inadequate to meet unusualconditions.

20. Furnish adequate quarters, utilities, in-cluding local telephone service, and Janitorialservice for civil post offices located at militaryinstallations by arrangement between the post-master and commander concerned. Adequacy ofsuch facilities will be determined jointly by theU.S. Postal Service and military representativesconcerned. The U.S. Postal Service reserves theright to discontinue civil post offices on militaryinstallations where existing conditions endangerthe health, safety, or welfare of its employees;

21. By arrangement between the postmasterand commander concerned, make available toU.S. Postal Service employees, employed at civilpost offices located at military installations, on areimbursement basis sleeping accommodationsand meals comparable to those made available tocivilian employees of the military departmentsat the installation concerned;

22. Assist and cooperate with postal inspec-tors and other representatives designated by thePostmaster General to survey, inspect and auditmilitary postal operations, and recognize a U.S.Postal Service Commission or PS Form 1375 forStation Examiner as authority for the perform-ance of such duties;

23. Issue necessary travel orders ld provideGovernment transportation where cessary, forpostal inspectors who, at the request of amilitary department, are assigned to perform

241

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POSTAL CLERK 3 & 2

inspections, investigations, or audits of overseasmilitary postal operations. Quarters and messingfacilities will be made available on a reimburse-ment basis;

24. Make periodic audits and inspections ofmilitary post offices to verify that accountablepostal effects are rm hand and properly protect-ed, that all revenue due the U.S. Postal Service isbeing collected and properly accounted for, thatthe service rendered is adequate and in accord-ance with U.S. Postal Service and mlitaryregulations;

25. Provide military postal inspectors to con-duct surveys, inspections, investigations andaudits of military postal facilities and operationsas required to assure proper management ofpostal finance accounts, efficient mail handlingprocedures, and adequacy of service;

26. Furnish, on request of U.S. Postal Servicerepresentatives, armed escorts for mail contain-ing military payrolls between the local railroadstation or other terminal and the civil post officeserving the military installation. It is understoodthe military departments assume no financialresponsibility for losses incurred during suchmovements;

27. Not assign personnel of questionable in-tegrity to duties in military pot offices, unitmailrooms, mail regulating terminals, or otherpostal facilitim Specifically, personnel convict-ed of crimes involving theft or moral turpitude,or who are disciplined for any action reflectingunfavorable upon their integrity, will not beassigned postal duties.

Section II

The U.S. Postal Service agrees to-

1. Provide postal services for the ArmedForces in areas where the U.S. civil postal serviceoperates, to include the establishment of civilpost offices on military installations and theusual postal finance, mail handling, carrier de-livery and collection, and special delivery serv-ices, consistent with U.S. postal laws and regula-tions, normal standards of the U.S. PostalService, and changing militpry requirements;

2. Provide the equipment and furniture nec-essary for the operation of civil post officeslocated on military installations;

3. Establish and operate postal concentrationcenters as necessary for the concentration, sort-ing and delivery or dispatch of military mail inaccordance with requirements of the militarydepartments;

4. Separate mail for the Armed Forces priorto delivery or dispatch to military authorities, asfollows:

a. For oversea and maneuver forces, ships,and other mobile units, in accordance withinformation furnished by designated militaryauthorities;

b. For the forces at installations in theUnited States, its territories and possessions,served by civil post offices, to basic militaryunits, or numbered boxes in groups of approxi-mately 200, so far as practicable and mutualliagreeable to the postmaster and military authori-ties concerned;

5. Deliver accountable mail addressed to mili-tary personnel, at military installations served bycivil post offices, to the addressees or unit mailclerks or mail orderlies upon being properlyreceipted for. Accountable mail, delivery ofwhich is restricted by the sender, will bedelivered to unit mail clerks or mail orderliesonly upon the written authorization of theaddressee when it is impracticable for him toaccept delivery in person at the civil post office;

6. Decline acceptance for mailing of "Collecton Delivery" (COD) mail addressed to navalvessels or military post offices, and not forwardsuch mail to those vessels or post offices;

7. In coordination with military terminalpostal officers or other designated militarypostal represuraatives, arrange for the overseemovement of military mails to the designatedoverseas military mail terminals, and arrange fortransportation of inbound and outbound mili-tary mails between its postal concentrationcenters or post offices and military or commerciai carriers, or mail regulating terminals atmilitary aerial ports. This does not preclude theU.S. Postal Service from making direct arrange-ments for the transportation of military mail todesignated oversee points or between the con-tinsntd United States and its territories andpossessions when requested by by the militarydepartments;

8. Transport mail between civil post officeson military installations and the U.S. Postal

242

247

APPENDIX I

Service facility or transportation terminal atwhich the mail is received or dispatched;

9. Furnish the military departments withinformation to permit proper separation andmuting of military mail by military postalactivities prior to its entry into civil postalservice channels, in order to facilitate andexpedite movement of mail;

10. Authorize the establishment of militarypost offices as brAnehes of designated civil postoffices upon request of the military depart-ments;

11. Furnish for use in military post offices,postal equipment and supplies necessary for thehandling and dispatch of mails and for postalfinance and money order service. Safes, stampcabinets and drawers, office furniture and ma-chines, distribution cases, and sack and pouchracks, will not be furnished.

12. Extend fixed stamp credits to militarycustodians of postal effects and postal financeofficers from designated U.S. civil post offices.Upon presentation to the U.S. Postal Service ofconclusive evidence, developed by a competentboard of investigations, of the loss in transit of ashipment of stamps or stamped paper as a resultof a casualty the U.S. Postal Service will allowcredit in the amount of the invoice value of theshipment;

13. Assist the military departments by in-forming postmasters and the public as to properaddressing, applicable restrictions, and othermatters concerning military mail;

243

14. Assign postal inspectors or other repre-sentatives of the Postmaster General as practica-ble, to conduct surveys, inspections, investiga-tions, and audits of military postal operations toassure the maintenance ofefficie. it and adequatepostal service;

15. Designate, at the seat of government, anoffice to insintain continuing liaison in connec-tion with military postal services and to repre-sent the U.S. Postal Service in dealing with thedesignated Hawn offices in the Department ofDefense and the military departments in mattersof postal policy or operations as applicable.

This Agreement becomes effective 2 February1959 after approval and signature by the Secre-tary of Defense for the Department of Defenseand by the Postmaster General for the PostOffice Department at which time it supersedesthe existing Agreement between the Post OfficeDepartment and the Department of Defense,dated 21 August 1950.

For the Department of Defense:Neil H. McElroy

For the Post Office Department:Arthur E. SununerfieldPostmaster General.

Dated 2 February 1959.

This Arcemen* was reaffirmed by the Posting*ter General on 13 July 1971.

APPENDIX II

GLOSSARY OF POSTAL TERMS

Accountable Navy Postal Clerk.A NavyPostal Clerk detailed to duty by command letterarid charged with the financial responsibility of aNavy Post Office.

Accountable mail.A short term for regis-tered, numbered insured, and certified mail.

Accountable postmaster.The postmaster ofa U.S. post office of which the military postoffice is a branch.

Airport Mail Facility (AMF).A U.S. PostalService activity at airports in the United Statesfor the processing and relay of airmail to andfrom scheduled air carriers.

Army and Air Force Postal Service.Thosepostal services operated and maintained by theDepartment of the Army and the Department ofthe Air Force to provide unified postal servicesfor the two departments in areas where the U.S.civil postal service does not operate, and in otherplaces where military situations require.

Army or Air Post Office (APO). A militarypost office, numerically designated as a branchof a U.S. post office, activated, manned, andoperated by the Department of the Army or theDepartment of the Air Force to provide postalservice to authorized organizations and person-nel.

Audit.Official action to examine and verifythe accountability of persons charged with thecustody of postal effects and other official fundsand accounts maintained in connection with theoperations of a military post office.

3undle, package, or tie.Several letters ofsimilar size faced the same way and tied togetherwith twine.

Custodian of Postal Effects.A commissionedor warrant officer designated custodian of postaleffects by written orders of the appropriatecommander or commanding officer and en-trusted with postal effects. When only certaineffects are placed in custody of a designatedcustodian, the terms "Custodian of Reserve

244

Stamp Funds" or "Custodian of Money OrderEffects" an) used.

Depredation.An act of unlawfully tamperingwith mail matter with intent to steal, or carryaway such matter unlawfully with intent tosteal.

Designated officer.A commissioned or war-rant officer designated by an appropriate com-manding officer as a postal officer or as acustodian for certain postal effects.

Direct city.A bundle (package or tie) orpouch containing only mail for one specific city.

Direct package (bundle or tie).A tieout ofletters, normally 10 or more, all for the samefirm, unit, squidron, ship, or headquarters, etc.

Direct state.A bundle (package or tie) orpouch containing only mail for one specificstate.

Examination.The process of scrutinizingpersonal property, parcel mail and other DOD.charge, to include the physical opening ofbaggage, parcels, cartons, and containers, anddisassembly of articles, as required, ascertainingthe contents thereof and/or the physical searchof DOD personnel fur contraband.

Exchange office.A civilian or military postoffice authorized to exchange mail with aforeign country.

Firm package.A package of mail of 10 ormore pieces addressed to the same unit, com-mand, or commercial firm.

Fixed credit.The value of postage stampstock which a postmaster issues in specificamount to a military postal clerk. Funds re-ceived from the sale of postage stamp stocksbecome part of the fixed credit.

Fleet Post Office.A Navy activity estab-lished within the continental United States bythe Chief of Naval Operations for the purpose ofproviding a standard mail address for forcesafloat, mobile shore-based units, and activitiesoverseas; and for the purpose of maintaining

APPENDIX II

liaison with and furnishing mail routing anddispatching instructions to appropriate civil andmilitary postal authorities.

Indemnity.An amount paid by the U.S.Postal Service upon presentation of claim andproof of loss of damage to registered or insuredmail as an adjustment or payment for loss ofdamage.

Indigenous employee.A foreign national em-ployed by the United States in an overseasactivity. In a Navy overseas post office anindigenous employee is a foreign national whohas been authorized and designated by thecommanding officer to perform mail directoryservice, bulk mail handling, and sorting ofordinary mail under direct U.S. supervision.

Inspection.A personal observation, examina-tion, study, or inquiry to ascertain and evaluatethe efficiency of management; effectiveness andeconomy of operations; readiness of units toperform their assigned missions; adequacy offacilities; and compliance with laws, regulations,and directives.

LA key.A master key for opening LA oriron locks used on mail sacks.

LA lock.A specially manufactured lock foruse of the postal service in closing ordinary mailsacks.

Mail Orderly (Navy).A person appointed byProper authority, to receive and deliver in-coming and outgoing mail at a civil or militarypost office for the unit for which he is desig-nated. The term "Unit Mail Clerk" is used in theArmy and Air Force.

Mail pouch.A bag designed for transporta-tion of letter mails.

Mailroom.A room which erves as a placefor mail orderlies to handle mail. Mailrooms arenot post offices.

Mail sacks.A bag designed for transportationof parcels, newspapers, and classes of mail otherthan letters.

Manifold registry bills.A printed form onwhich several registered jackets, sack jackets, orseparate registered articles are recorded fortransmittal and rersipt purposes.

Military mail.Domestic and internationalmail bearing a military address or return addressand which, at some stage in its transmission,comes into custody of a military department.

245

MOM (Military official mail).A transportadon category for transporting official indiciaenvelopes and postcards (all sizes) bearing noservice endorsement, plus envelopes and parcelsendorsed "First Class", "MOM", "Special Han-dling", or "Special Delivery" outside the U.S.postal domestic system.

Military post office.A branch of a desig-nated U.S. civil post office established byauthority of the U.S. Postal Service, and acti-vated and operated by one of the militarydepartments to serve members of the ArmedForces. The term includes Army and Air postoffices (APO's) Navy and Marine Corps postoffices (NPO's) and such Coast Guard postoffices as may be established, and units thereof.

Military postal clerk.A person of the ArmedForces, officially designated by public law toperform postal duties. The term includes Army,Navy, Air Force, Marine Corps and Coast Guardpostal clerks.

Military working.Mail addressed to activitiesor units of the U.S. Armed Forces and whichrequires reworking for onward routing andtransmission.

Mixed city package.A package of mail of 15or more pieces of mail, addressed to a multi-coded city.

Mixed states package.Mail for more thanone State mixed together in one package orpouch, insufficient in number to be made upinto a separate State package or pouch.

Navy Post Office (NPO). A military postoffice, designated as a branch of a U.S. postoffice, activated, manned, and operated by theDepartment of the Navy to provide postalservice to authorized personnel.

Navy Post Office Unit.Consecutively num-bered subordinate facilities of an NPO which areused to provide *vices at locations within thearea served by the NPO.

Navy Postal llervice.Those postal servicesoperated and maintained by the Department ofthe Navy to provide postal services (acceptance,transmission, handling, and delivery of mail, thesale of postage stamps and stamped paper; andthe issuance and payment of money orders) forthe Navy in areas where the U.S. civil postalservice does not operato, and in other placeswhere military situations require.

POSTAL CLERK 3 & 2

Navy Postal Clerk.Lilisted members of theNavy, not necessarily o the general servicerating of "Postal Clerk," who have been official-ly designated by the U.S. Postal Service and areauthorized by public law to perform postalfinance functions and other postal duties.

Official mail.Mail originated by U.S. Gov-ernment departments, agencies, and personslisted in Part 137 of the U.S. Postal ServiceManual. Normally official mail is mailed underthe franking privilege, penalty indicia, or Postageand Fees Paid indicia; however, it may havepostage prepaid under some circumstances.

PAL parcels.Parcels, other than airmail, notexceeding 30 pounds and not measuring inexcess of 60 inches in length and girth com-bined, provided the sender of the parcel has paida special fee in addition to the regular postage,addressed to or from. an Armed Forces postoffice, which are provided air transportationover the entire route of travel.

Parent military (Navy) post office. A mili-tary (or Navy) pust office operating units as apart thereof.

Postal Clerk.A "Postal Clerk," as differenti-ated from "Navy Postal Clerk is a petty officerOr identified striker in the general service ratingof Postal Clerk (P.C.)."

Postal Finance Clerk.A United States citizenwho has been authorized, designated andbonded by the commanding officer to performpostal finance functions and other putal duties.

Post Office.A U.S. civil post office, includ-ing branches, stations, or money order unitsthereof. Post offices are organized, equipped,manned, controlled, and operated by the U.S.Postal Service.

PS.An abbreviation used in identifyingforms originated by the U.S. Postal Service.

Postal Affairs Branch.A section of theShore Organization, continuity plans and PostalBranch of the Office of the Chief of NavalOperations with responsibility, under the Direc-tor, Administration Division, Office of NavalAdministration, for supervision of the adminis-tration and operation of the Navy Postal Service.The Postal Affairs Branch maintains liaison withthe U.S. Postal Service, the Office of theSecretary of Defense, and the Army-Air ForcePostal Service Headquarters in matters concern-ing military postal operations.

Postal Concentration Center.A post officeor agency of the U.S. Postal Service at whichmail for Armed Forces on maneuvers, afloat, oroverseas, is concentrated for sorting and deliveryor dispatch.

Postal effects. All items of stock and fundsaffecting the postal revenue, and funds held intrust for the U.S. Postal Service. These includepostage stamps, stamped paper, and funds de-rived from their sale; blank money order forms,funds received from their issuance, paid moneyorders, and fees from special services. The termalso includes accountable equipment furnishedby the Postal Service, such as mail keys, scales,and canceling machines.

Postal Offlcer.A commissioned or warrantofficer assigned to postal duties and responsibleto the commanding officer for the supervision ofthe postal functions of the command. U.S.citizen civil service personnel may be designatedpostal officers for naval activities that operateonly mail orderly service and mail directoryservice.

Public (moneys. Any money (including for-eign moneys) belonging to the U.S. Government,or any of its departments or agencies.

Registry jacket.A specially printed PostalService envelope in which several registeredarticles for the same mail distribution point areplaced, after billing for transmittal.

Rotary key.A specially designed master keyfor opening rotary locks.

Rotary lorle,A brass metered lock, seriallynumbered, used on pouches containing regis-tered mail.

Sack jacket (SJ).A pouch or sack containingregistered mail fastened with a lead seal device,which bears an addressed shipping tag with anumber preceded by "SJ," for billing purposes.

SAM parcels.Third and fourth class personalparcels not exceeding 15 pounds in weight and60 inches in length and girth combined, ad-dresied to any Armed Forces post office, andpersonal parcels not exceeding 70 pounds inweight and 100 inches length and girth com-bined which are mailed at any such ArmedForces post office which are transported by airbetween the point of embarkation and themilitary post office on a space available basis onscheduled United States air carriers.

246

251

.1'

APPENDIX II

Sectional Center Package.A package of mailcontaining 10 or more pieces for one post officein the same SCF area, which is identified by thefirst three numbers of the ZIP code.

States working.Mail destined for delivery inthe United States and which requires reworkingfor onward transmission.

Terminal Navy Post Office.A Navy postoffice designated as a center for the concen-tration, consolidation and dispatch of mails.

USPS.Abbreviation for U.S. Postal Service.ZIP CODE.A 5-digit code used by the Postal

Service for the distribution and routing of mail.

In less populated areas, the first three digitsidentify the sectional centers (SCFs) which arethe mail ft al points of air, highway and railtransportati The last two digits identify thepost office or delivery station. In cities that havelocal postal zones, the first three digits of theZIP Code identify the area, state, and city andthe last two digits generally designate the formerlocal zone number. Use of this ZIP Code on allmail matter assists in expediting the handling ofthis mail within the United States.

5-digit package.A package of mail contain-ing 15 or more pieces for the same ZIP Codearea.

2$352

INDEX

A

Absentees, mail for, 176Acceptance, 46-49

nonmailable matter, 47preparation, 46

Accepting mail for registry, 59-61computation of postage and fees, 60mail eligible, 59preparation by sender, 59registration numbers, 61registration without prepayment, 61

Accountable postal equipment, 38Administrative inspection, 214Advancement, 3-9

how to prepare for advancement, 6-8how to qualify for advancement, 3

Advancement preparation, 6-8Advancement system, 3-6

final multiple, 6PNA points, 6

Affixing stamp, 91Air transportation, 154Airmail, 63Airmail stamps, 86Appointment of main orderlies, 37Arrangement of stock, 89Arrival of mail, 161

reports a postal clerk needs, 161Audit of postal clerk's accounts, 202-210Audits, inspection, reports, and records, 202-216Authority for operation, 82Authorizations of postal clerk, 19

emergency, 19peacetime, 19special, 19

Business form letter, 221-225

C

Canceling stamp, 62Care of registry equipment,. 67

Casualties, mail for, 17eCategories of classified information, 228Certificates of mailing, 82, 129Certified mail, 76Chain of command, Navy, 14-17Changes and corrections of publications, 28

enter changes promptly and correctly, 29entering changes and corrections, 28page number checklist, 28types of changes, 28

Changes to Navy directives, 24Chief postal inspector, 13Civil postal service, 11-14

chief postal inspector, 13fleet post offices (FPO), 13Navy post offices, 12Navy post office units, 13postal inspection service, 19terminal Navy post offices (TNPO), 18U. S. postal organization, 12

Claims, registered and insured mail, 185-191Classes of mail, 49-57

airmail, 58diplomatic or consular mail, 66first-class mail, 49fourth-class mail, 51-53franked mail, 54mixed classes, 66official mail, 54penalty mail, 55postage and fees paid mail, 55second-class mail, 50third-class mail, 61

COD mail, 83Correspondence, 218-220

subject classification system, 219The Navy directives system, 219

Correspondence manuals, 28Custodial officer, 32Custody and security of Navy post offices, 41 -48

custody, 41reports of casualty or disaster, 42security, 42

Customs declarations, 145

248

KLI"'Lvif**3

. INDEX

Customs requirements, 145-149bona fide gifts, 146customs declarations, 145delivery of purchases, 147personal effects of military personnel, 146United States merchandise, 146

D

Daily audit and verification of moneybusiness, 202

Damaged parcel post, 164-166Damaged registered articles, 73Damaged or unservicable stock, 91

damaged stock for exchange, 91redeemed stock for exchange, 91

Dead mail, 181listing and recording, 182loose articles in the mail, 182makeup and dispatch, 181

Declaration of value, 60Decommissioned ships, mail for, 177Delayed airmail, 164Delivery registered mail, 69-72Department of Defense publication, 20Department of State, 129Deposit for facilities, 131133Diplomatic or consular mail, 55Directives issuance system, 24Directory maintenance, 173-176

directory, 173filing instructions, 176onboard personnel, 173personnel detached, 174personnel ordered to report, 173personnel reporting aboard, 174sources of information, 176

Directory service international, 111Directory service stamp, 178Disestablished stations, mail for, 177

Disestablishment and suspension procedures,43-45

disestablishment, 43-45suspension, 43

Domestic mail, 183-185forms to file, 183-185procedures in processing of forms, 185

Domestic mail acceptance, classificationrates, 46-57

Drop boxes, 131-193

order

and

E

Enlisted rating structure, 1Entitlement to use of postal facilities, 17-19

emergency authorization, 19entitlement of foreign military units, 18entitlement to full use, 17entitlement to limited use, 18peacetime authorizations, 19preventing misuse of postal facilities, 19scope and background, 17special authorization, 19

Equipment and supplies, 38-41

accountable equipment, 38expendable supplies, 41mail dispatch equipment, 38-41Navy equipment, 41postal effects, 38

Equipment office, 236Equipment procurement, 230-236Establishment of Navy post offices, 30-32

authority for operwition, 32requirements aboard"thip, 30requirements ashore in the continental U. S.,

31requirements ashore overseas, 31

Expendable postal supplies, 41

F

Facilities for deposit, 131-138collection of mail, 133construction of drop boxes, 191locking device for drop boxes, 133making drop boxes, 131-133

Facing slips, 135Films, 10Finance clerk, postal, 33First-class mail, 49Fixed credit, 92-95

change in custody, 94custody of stock, 93establishing original stamp stock, 93receipt of stock, 93

Fixed credit, audit of, 209Fixed credit increasing or decreasing, 99Fleet post, offices, 13Fleet post office address, 151Foreign military units entitlement, 18

249

254

POSTAL CLERK 3 & 2

Formscustoms form 3419, importations through themails, 169

DD form 286, appointment of mail orderly,37

DD form 450, record of postal claims, 192DD form 878, symbol AG-18, monthly re-port of mail dispatched, 212form 2942A (AV-7), 156

NavPers form 1221/5, nomination or revo-cation of a Navy postal clerk, 34

OPNAV form 2700/3, report of inspectionand audit of postal clerks account/quarterlystatistical, 206-207

PS form 17, stamp requisition, 97PS form 73, equipment requisition, 234PS form 541, inquiry about a missing or-dinary article, other than parcel post, 198

PS form 542, inquiry about a registeredarticle, insured parcel, or an ordinary par-cel for international mail, 123, 197

PS form 565, application for indemnity forregistered mail, 187

PS form 673, report of a rifled parcel, 199PS form 1510, inquiry for the loss or the

rifling of mail matter, 184PS form 1580, requisition for supplies, 232PS form 2759, report of irregular handlingof airmail, 165

PS form 2855, claim for indemnity-inter-national insured mail, 195

PS form 2865, return receipt for inter-national insured or registered mail, 122

PS form 2922, parcel post sticker, 117PS form 2966 customs declaration, 116,148PS form 2972, dispatch note, 118PS form 2976, customs label, 106,146PS form 2976A, customs declaration, 147PS form 3295, daily record of stamps, stampedpaper and nonpostal stamps on hand, 98

PS form 3367, fixed credit receipt, 94PS form 3583, application and voucher forrefund of postage and fees, 130

PS form 3579, undeliverable second-classmatter, 180

PS form 3760, wrapper found without contents,200

PS form 3812, request for payment of postalinsurance, 189

PS form 3813, receipt for unnumbered in-sured parcel, 78

PS form 3813P, prenumbered receipt forinsured parcel, 78

PS form 3819, follow up on patron claim, 198PS form 3826, registry irregularity report,

70

Forms - ContinuedPS form 3849, mail arrival notice-front andback, 71

PS form 3852, manifold registry dispatch bill,63

PS form 3877, firm mailing book, 71PS form 4636, requisition for canceling ma-chine parts, 233

PS form 5257, report of damaged parcel post,166

PS form 6019-MPO, 170

Forms of issue, 84books, 86coils, 85sheets, 86single stamps, 84

Forwarding mail, 179Forwarding registers, 72Fourth-class mail, 61Franked mail, 54

0

General policy statements, 240Glossary, 244-247

H

Holiday mail, 178

Incoming mail, 161-172

Incoming registered mail, 68-73care of registry equipment, 69delivery, 69-72delivery of bad order registers, 73forwarding registers, 72irregularities and discrepancies, 69missent registers, 72open or damaged articles, 73processing upon receipt, 68

Increasing or decreasing fixed credit, 99deorcase, 99increase, 99

Indemnity claims, 58Indemnity claims and payments, 201Information sources, 9Inquiries, complaints, and claims, 183-201Inquiries for certified and ordinary mail, 185

INDEX

Inquiries and claims for registered and in-sured mail, 185-191

action on claims, 190deficient claims, 190holding damaged articles, 188information required with claims, 188nonpayable claims, 190payable claims, 190responsibilities of Navy and U.S. postal ser-vice, 191

submissions of claims, 188-190Inspection and audit of postal clerk's accounts,202-210

audit of fixed credit, 209common discrepancies, 209completion of report, 209coverage, 204disposition of report, 210form used when reporting, 204frequency and occasions of inspection, 203inspection and audit of stamp stock, 205-208inspection of equipment, 208preparing for the inspection, 204

Inspections, 213administrative, 214civilian, 213military, 213special, 214

Inspections by civilian postal inspectors, 213Inspection service, postal, 13Insured mail, 77International mail, 102-130, 192-194

charges for inquiries, 194International mail publication 42, 27International parcel post, 111-129

addressing and mailing, 113aerogrammer, 120air service, 120certificates of mailing, 129delivery parcel post, 117dimensions and weight limits, 112documentation, 114duplicate return receipts, 124enclosures and attachments'. 113forms found loose in the mail, 116forwarding parcel post, 117incoming insured parcels, 126insurance, 125mailing receipts, 25, 128mail sent via Department of State, 129marking, 125marking and disposal. 119nonpostal forms, 115packing, 111packing, preparing, and mailing, 111preparation by the mailer, 120

International parcel post Continuedprocessing, 128processing registered mail, 124prohibitions and restrictions, 114rates, 114recall and change of address, 127registration, 120restricted delivery, 124return receipts, 121, 126retu, receipts issued in other countries,

124sealing, 112services and fees, 127

,ehortpaid parcels, 114special delivery, 127special handling, 126undeliverable parcel post, 119valuable registered articles, 124

International postal service, 102categories of international mail, 102postal union of the Americas and Spain, 102

aiversal postal union, 102

K

Kinds of stamps, 85airmail stamps, 85commemorative stamp, 86ordinary postage stamp, 85postage due stamps, 86precanoeled postage, 86special delivery stamps, 86.._

L

Listing registers, 64Locks surplus, 1/2Logs, 162-168

M

Mail directory service, 173-182Mail for absentees and casualties, 176

mail for Marines, 176mail for prisoners, 177

Mail for decommissioned ships and disestablishedstations, 177

Mailing addresses, 149-153example of addresses, 162fleet post office address, 151form of an address, 149Navy numbers, 151sourestsof irdbrmation,149

Mail orderly service, 16Mail service, types, 11Manifold bill, 63

251

POSTAL CLERK 3 & 2

Manuals, 23-24comptroller, 24correspondence, 23security, 23

Marines, mail for, 176Matter for the blind, 107Messages, 225-227

precedence, 225 -227preparation and general style, 225

Methods of dispatching, 64-68hand-to-hand method, 64labeling, 66numbered seal pouches, 65registered jacket envelopes, 66rotary-lock pouches, 64sack jackets, 65

Military air transport, 159Military inspections, 213Mission and functions of postal service, 11

nature of Navy postal service, 11types of mail service, 11

Mixed classes, 56Monthly report of mail dispatched (AG-18), 211

N

Naval form of correspondence, 220endorsement, 220features of Naval letters, 221joint letters, 220memorandum, 221multiple-address letter, 220Navy directives, 220speedletter, 220standard Naval letter, 220

NAVTRA 10052, 8Navy chain of command, 14-17

all commands, 15commands operating Navy post offices, 16mail orderlies, 17Mail orderly service, 16responsibilities of Naval commands, 15responsibilities of Navy postal personnel, 165

Navy department publications, 20-24BuPers manual, 22changes, 22changes to Navy directives, 24Navy comptroller's manual, 24Navy correspondence manual, 23Navy directives issuance system, 24Navy postal information bulletin, 22Navy postal instructions, 22Navy regulations, 21records disposal instructions, 24requisitioning guide, 22security manual, 23standard Navy distribution list, 23

Navy din "tives system, 219Navy numbers, 151Navy post offices, 12Navy post office units, 13Nonmailable matter, 47Nomination and designations of accountable postal

clerks and Navy postal clerks, 33-38appointment of mail orderlies, 37revocation of designation, 35-37

0Ocean transportation, 155Office equipment, 236

adding machines, 236canceling machines, 236scales, 236typewriters, 237

Office practices and procedures, 217Official correspondence, 102Official mail, 54Opening pouches, 163Organization and administration of the Navypostal service, 11-19

Outgoing mail, 131-160Outgoing mail labeling, 137-139

PAL parcels, 141Parcel post international, 111Penalty mail, 55PNA points, 6Postage, 104Postage and fees paid mail, 55Postage payment, 57

shortpaid or unpaid mail, 57Postage purchase, 90Postage refunds, 129

processing, 129Postage stamps and stamped paper, 84-100Postal agreement, 239-243Posta' clerk publications, 9Postal clerk rating, 1-3Postal facilities misuse, 19Postal information bulletin, 22Postal inspection service, 13Postal inspector, 13Postal instruction, 22Postal mail dispatch equipment, SS-41Postal money orders, 101Postal organization, 12

fleet, 13Navy, 12terminal, 13

202

257

INDEX

Postal personnel titles, 32-33accountable, 32custodial, 32finance, 33mail, 33military, 32Navy, 32orderly, 33postal clerk, 33postal officer, 32

Postal service, mission and functions, 11Postal service publications, 24-28

bulletin, 27direct°. of post offices, 27international mail publication, 42manual postal service, 24national ZIP Code directory, 27parcel post (international), 28universal postal unions, 27

Postal union mail, 103-111charges, 109directory service, 111documentation, 105foreign markings instead of stamps, 110foreign reply-paid cards, 104forwarding, 110forwarding postal union mail, 109improperly prepared postal union mail, 109letters and letter packages, 106mailings without postage, 104matter for the blind, 107postage, 104post cards, 106preparing and addressing, 103printed matter, 107prohibitions and restrictions, 106rates and conditions for specific cases, 105returned postal union mail, 109shortpaid and unpaid postal union mail, 108small packets, 107treatment of incoming postal union mail, 109treatment of outgoing postal union mail, 108undeliverable articles, 111

Preparation of mail for dispatch, 133-139facing slips, 135labeling outgoing mail, 137-139tying out mail, 135-137

Preparation, registration mail, 59Preparing for advancement, 6-8

NAVTRA 10052, 8rate training manuals, 8record of practical factors, 7the quals manual, 7

Preparing for dispatch, registered mail, 63listing the registers, 64the manifold bill, 63

Preventing misuse of postal facilities, 19Printed matter, 107Prisoners, mail for, 177Processing, 140-145

care in pouching and sacking, 142-146outside parcels, 145PAL parcels, 141sacking second-, third-, and fourth-classmail, 141

space available mail (SAM), 141

Processing claims or inquiries, 194-201mail exchanged with Canada, 194-196mail exchanged with countries other than

Canada, 196report of rifled parcel, 196wrapper found without contents, 196-201

Processing of registered mail, 61-63canceling stamps, 62endorsing, 61issuing a receipt, 62postmarking, 62

Protection and security, 74Protection of stock and funds, 88Procurement of equipment and supplies, 230-236

military forms, 231regular items, 231requisitioning procedures, 230special items, 231

Publications changes and corrections, 28checklist, 28how to enter, 28promptly ..And correctly, 29types, 28

Publications, postal clerk, 9Publications Navy department, 20-24

BuPers manual, 22changes, 22,distribution list, 23information bulletin, 22postal instruction, 22regulations, 21requisitioning guide, 22

Publications - your silent assistants, 20 -29Purchase of postage, 90Purpose of registered mail, 68

indemnity, 58receipt system, 58restricted delivery, 69return receipt, 58safety, 58

POSTAL CLERK 8 & 2

0

Qualifying for advancement, 3. Qua ls manual, 7Quarterly report of domestic registered andinsured business, 211

Quarterly statistical report of Navy postal oper-ation, 210

disposition of the report, 211preparation of form, 210

Rate training manuals, 8Rating, postal clerk, 1-8Rating structure, enlisted, 1Receipt of stook, 96-99Records, 162-168Records and followup

articles recovered after payment, 192Records and logs, 162-168

certified and first-class mail, 166collect on delivery mail, 167customs charges, 167damaged parcel poet, 164-166delayed and irregular airmail, 164incoming parcels, 167incoming registers, 166opening pouches and sacks, 163restricted delivery, 167shortpaid mail, 167

Records disposal instructions, 24Refunds, 92

refund applications, 92Registered articles, withdrawal or resale, 78-74Registered jacket, 66Registration numbers, 61Regulations, Navy, 21Relation to the civil postal service, 11-14Replenishment, 95

activity fixed credit, 95individual fixed credit, 95replenishment guidelines, 95

Report of domestic registered and insured busi-ness, 211

Reports of casualty or disaster in a post office,42

Requirements, 30-92aboard ship, 80ashore in continental U. S. , 31ashore overseas, 31

Responsibilities of Navy postal personnel, 16Restricted delivery, 59, 81, 167Restricted delivery international parcel post,124Retention and disposal of records and reports,

216

Returning mail to senders, 179-181Return receipt, 58, 81Revocation of designation, 35-87Rotary -look pouches, 64

S

Sack jackets, 65Second-class mail, 50Security and custody of Navy post offices, 41-43Security for dispatched United States mail, 159

classified matter, 159custody of registered mail, 159

Security of classified matter, 227-230categorios of classified information, 228destruction of classified material, 230language of security, 227preparation for transmittal, 229restricted data, 229transmission of classified matter, 229

Security manual, 23Selling stamps, 90

collecting money, 90select suitable denominations, 90separating and delivery stamps, 90

Shortpaid or unpaid mail, 57Small packets international, 107Sources of information, 9Space available mail, 141Special delivery, 79,127

marking, 127processing, 127

Special delivery stamp, 86Special handling, 80,126

marking, 126official, 80personal, 81processing, 126

Special inspections, 214Special mail services, other, 76-83Special mail services - registered mail, 58-83Special reports of postal violations, losses, andoffenses, 214

disaster to mail carrier, 215mail missing or lost in transit, 215restoration of fixed stamp credit, 214

Stamped paper, 86-88aerogrammes, 87postal cards, 86reply coupons, 88special cancellations, 88stamped envelopes, 87

Stamp requisitions, 96procedures, 96statistical report of Navy postal operations,

210

1254 259

INDEX

Supplies and equipment, 38-41accountable equipment, 38expendable supplies, 41Navy equipment, 41postal effects, 38postal mail dispatch equipment, 38-41

Supplies procurement, 230-236

Surplus mail equipment, 168-172mail bags, 168-172

Suspension and disestablishment procedures, 48-45

disestablishment, 43-45suspension, 43

T

Terminal post offices, 13The enlisted rating structure, 1The Navy postal clerk, 1-10The Navy post office and its personnel, 80-45The postal clerk rating, 1-3Third-class mail, 51Titles of postal personnel, 32-33

accountable Navy postal clerk, 32custodial officer, 32mail clerk, 33mail orderly, 33military postal clerk, 32Navy postal clerk, 32postal clerk, 33postal finance clerk, 33postal officer, 82

Training films, 10Transportation of military mall, 158-159

air transportation, 164consignment to agent or carrier, 155dispatching from NPO in United States, 154documentation for air transport, 165-159

255

Transportation of military mail Continuedmilitary air transport, 159ocean transportation, 155transportation charges, 153

Tying out mail, 135-137

U

Unauthorized transactions, 92Undeliverable mail, 177-181

directory service stamp, 178forwarding mail, 179holding mail, 178returning to sender, 179-181

United States postal service publications, 24-28directory of post offices, 27index and tables of contents, 25international mail, publication 42, 27national ZIP Code directory, 27numbering system, 25parcel post (international), 28postal bulletin, 27postal service manual, 24transmittal letters, 25-27universal postal unions, 27

V

Validity of stamps, 84

Withdrawal or recall of registered artiutes,73-74

after dispatch, 74before dispatch, 73

Wrapper found without contents, 196-203

ZIP Code directory national, 27