In this chapter we will look at the Official Mail
Management program and its implementation. We will
talk briefly about official mail acceptance sites and the
need for official mail training. You will learn about
cost-saving measures such as the consolidation of
mail and the functions of Navy consolidated mail
facilities (CMFs). Activities not served by CMFs will
discover other means to reduce postage cost and you
will also be given information on how to establish and
maintain security of postage stamps.
Official mail matter is any letter, flat, publication,
or parcel relating exclusively to the business of the
The Official Mail Management Program (OMMP)
is not new. Before the decentralization of official mail,
the Navy did not use postage applied on outgoing
official mail. Positive control of the Official Mail Cost
Control Program (OMCCP) is accomplished by
monitoring and surveying outgoing and incoming
official mail. Now each command maintains positive
control by ensuring each command has an Official
Mail Cost Control Program, with an appointed official
mail manager (OMM). Commands will implement an
official mail management program by appointing the
necessary personnel, providing regular training, and
ensuring the security of postal equipment and postage
The overall goal of the OMCCP is to control
Department of Defense (DOD) official mail costs.
This is accomplished through the cost-effective use of
the United States Postal Service (USPS), available
d i s c o u n t s , D O D o f f i c i a l i n t r a t h e a t e r m a i l,
consolidated mail facilities, guard mail, and the use of
alternative carriers such as Federal Express, United
Parcel Service, and so forth.
By following the Navy Official Mail Management
I n s t r u c t i o n s , O P N A V I N S T 5 2 1 8 . 7 , w h i c h is
supported by the DOD Official Mail Manual, D O D
4525.8-M, Navy postage costs can be reduced by
proactive OMCCP techniques.
Q1. Positive control of the OMCCP is gained by
performing what two tasks?
IMPLEMENTATION OF THE
OFFICIAL MAIL MANAGEMENT
Every Navy command sets up an official mail
management program (OMMP) to review local
mailing practices. This program is used to ensure all
official mailings are prepared as directed by the
Navy Official Mail Management Instructions,
O P N A V I N S T 5 2 1 8 . 7 . T h i s i n s t r u c t i on
supplements policies and procedures outlined in
the DOD Official Mail Manual and is used as a
guide to process and dispatch Navy mail.
DOD Official Mail Manual, DOD 4525.8-M,
provides information and guidelines for
implementing the DOD OMCCP. This manual
also explains control and safeguard procedures
for postage meters and postage stamps.
Command Standard Operating Procedures
(SOP) for official mail.
Other publications that are required at locations
where postage is applied to official mail are:
USPS Domestic Mal Manual (DMM). The
DMM is the primary USPS manual used in
operating post offices. It contains regulations of
direct interest to mailers on postage rates, mail
classification, and mail preparation guidelines. It
is used at each postage meter location. The
activitys OMM and host commanders activity
OMM also maintains a DMM.
USPS International Mail Manual (IMM). The
IMM contains regulations, classifications, and
guidelines for mailing between the United States
and foreign countries.
A Guide to Business Mail Preparation, U S PS
Publication 25. This publication aids personnel
in preparing letter-size mail to be compatible
with USPS automated processing equipment. It
also allows mailers to benefit from improved
mail service and reduced mail processing costs.