MAIL PROCESSING PROCEDURES
This chapter describes the processing of outgoing
official mail through the collection, postmarking,
sorting, pouching, sacking, and traying. You will
recognize the importance of monitoring official mail
operations in detecting abuse and determining cost
saving methods that should be implemented. You will
learn the proper addressing format for official mail. At
the end of this chapter, you should understand how to
prepare the prepaid postage report. You will be given
guidance on conducting inspections and the
significance of maintaining proper security of
registered mail and postal effects.
PROCESSING OFFICIAL MAIL
At the end of each day you should collect,
consolidate, classify, and dispatch outgoing official
mail to the local post office or military post office
(MPO) for further processing.
Official mail must not be deposited in U.S. Postal
Service (USPS) collection boxes. If official mail is
found in mail collection boxes, postal personnel will
return official mail to the local Official Mail
Consolidation Office (OMCO) for further disposition.
The OMCO returns the official mail to the office
personnel who put the mail in the USPS mail
collection box. The OMCO should then decide if those
office personnel dealing with official mail require
further training in official mail procedures. As the host
command official mail manager (OMM), you should
explain to office personnel the importance of
collecting official mail from unit mail orderlies,
clerks, or other official mail distribution centers.
Q1. Official mail may be deposited in USPS
collection boxes. (T/F)
Postmark official mail along with ordinary
outgoing mail. Do not postmark mail deposited after
the last scheduled collection until the following day.
Postmark missent official mail on the back to show the
date received before dispatching it to its final
Q2. You should not postmark mail deposited after the
last scheduled collection until the following day.
Official mail is sorted, bundled, and dispatched
with ordinary outgoing mail. Handle official mail the
same as ordinary outgoing mail, provided the official
mail has no registered mail or special services added.
Registered mail is always handled with more security
than ordinary mail.
Incorrect sorting or bagging of mail will result in
mail delays. Strict adherence to proper procedures is
of the utmost importance and will help prevent
unnecessary mail delays. Place certified mail and
balloting materials on top of working letter bundles.
Never place this mail in firm or unit direct letter
Military and civilian employees are responsible
for depositing personal mail at a USPS branch office
or an authorized USPS mail receptacle. Outgoing
personal mail found in an official mail receptacle will
be returned to the originator for proper disposition.
Official mail should never be sorted, bundled,
and dispatched with ordinary outgoing mail.
Personal mail found in an official mail
receptacle should be dispatched with the official
POUCHING, SACKING, OR TRAYING
OUTGOING OFFICIAL MAIL
A pouch is a mailbag that is identified by a leather
strap and locking device on the neck of the pouch. The
leather strap and locking device are used to secure the
pouch. The pouch is commonly used for First-Class
Mail and registered mail. Use the special blue and
orange pouch for Express Mail service.