DESIGNATION OF MAIL CLERKS AND
Commanding officers or their designated
representatives must designate command mail clerks.
Mail orderlies may be designated by responsible
officials for those offices and activities requiring mail
orderly service. Designations must be accomplished
using DD Form 285 before personnel assume
mail-handling duties. The number of designated mail
clerks or mail orderlies and alternates should be held to
a minimum, consistent with the requirement to handle
mail efficiently and effectively. A command should
designate a minimum of one primary and one alternate
Before entering into mail-handling duties, all
selected personnel must be instructed in the proper
performance of these duties.
Upon designation, command mail clerks and
command mail orderlies must complete mail service
training. This required training should emphasize the
importance of safeguarding mail, handling of
accountable mail, timely delivery, and the serious
consequences of negligence of duty. Training is
accomplished through proficiency training programs
and locally-developed training courses or instructions.
SECURITY OF MAIL
The loss of mail, delivery of mail, overnight
storage, transporting mail, and privileged nature of
mail, all of which relate to the security of U.S. mail, is
discussed in this section.
Loss of Mail
If you are designated as a mail clerk or mail orderly,
you may be held liable for any loss caused by your
failure to handle mail properly. Mail-handling areas
and all receptacles for accountable mail must be locked
when you are not physically present.
Delivery of Mail
You should deliver mail only to authorized
addressees, agents named in writing by addressees, or
the serving postal activity. Mail may not be delayed,
intercepted, opened, rifled, or left unattended when not
in an authorized secure area. You may not remove
stamps from mail entrusted to you.
UMRs that store official registered mail overnight
must have an approved security container that meets the
requirements for storing Secret material.
A closed-body vehicle equipped with lockable
doors must be used to transport mail to and from mail
When a closed-body vehicle is
unavailable and another kind is used, you as a mail clerk
or mail orderly, must ride in the compartment that holds
the mail (if practical). If conditions prohibit you from
riding in the compartment with the mail, maintain visual
contact with the mail at all times.
transported in other than closed-body vehicles must
always be protected from the elements (inclement
Privately owned vehicles may not be used to
If an emergency situation occurs
requiring a privately owned vehicle to be used on a
temporary basis, its use must be requested by the unit
commander and approved by the serving postal activity.
Privileged Nature of Mail and Postal Records
The privacy of the mail may not be violated. You,
as mail clerk or mail orderly, may not break or permit
the breaking of the seal of any mail matter.
Additionally, information regarding mail or postal
records can be released only under certain
circumstances. You should contact the serving post
office for assistance if any of the following situations
. You are requested to provide a mail cover.
. An examination, search, or seizure of mail or
postal records is attempted or requested. (Notification
of examination of records in compliance with
inspection requirements outlined in paragraph 307 of
DOD 4525.6-M is not required.)
. Authorities request a controlled delivery of mail.
. Damage, destruction, or forced entry occurs to
the mailroom or postal service center.
l Mail in the UMR or postal service center is
suspected of contacting dangerous material.
. You are requested to release postal records that
include names and addresses of personnel served.