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Summary - 14261_65
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Yeoman Basic
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Handling Incoming Mail
PROCESSING CHAPTER 4 CORRESPONDENCE/MESSAGES In   chapter 3 ,    w e    d e s c r i b e d    h ow correspondence  and  messages  are  prepared.  In this  chapter,  we  will  deal  with  the  just  as important  step  of  making  sure  the  word  is passed—the m e t h o d s    o f packaging, addressing,   and   controlling   the   sending   and receiving   of   correspondence   and   messages. OFFICIAL   MAIL Official   mail   consists   of   communications, publications,   and   other   material   transmitted through  the  postal  system  or  other  official distribution  systems  that  relate  exclusively  to the  business  of  the  Department  of  the  Navy. Official   mail,   when   it   is   sent   through   the postal  system,  is  transmitted  in  an  envelope that  is  metered. If  the  contents  are  not exclusively   Navy   business,   you   cannot   use official  mail  postage. Do   not   enclose unofficial  material  or  personal  material  with official   mail. ENVELOPES Envelopes are available through the supply system.  They  will  bear  in  the  upper  left-hand corner   the   words   Department   of   the   Navy above   the   return   address   and   the   printed words  Official   Business   below   the   return address.  These  endorsements  must  be  printed by  a  mechanical  means.  Envelopes  come  in various   sizes.   Letter-size   that   accommodates 8  1/2-inch  by  11-inch  paper  folded  in  thirds  is used  unless  the  document  is  too  bulky.  If  the document  cannot  be  folded  or  should  not  be folded  (such  as  a  certificate)  then  sizes allowing  flat  mailing  are  available. PREPARATION   OF   ENVELOPES The  Standard   Navy   Distribution   List (SNDL)  should  be  used  for  making  sure  you are  using  the  proper  address.  This  cannot  be overemphasized. If   the   address   is   wrong, your   correspondence   will   not   be   delivered. Increased  use  of  optical  character  readers  by the   post   offfice   makes   it   important   that envelopes   be   addressed   correctly.   When   you type   envelopes,   make   sure   you   single-space. Do  not  use  italic  or  artistic  fonts.  Type  the address   block   style,   in   all   caps,   beginning about  one-third  the  length  of  the  envelope from  the  left  side  and  halfway  down  from  the top.  The  return  address  is  typed  in  the  space indicated  at  the  upper  left  corner. The   city,   state,   and   full   nine-digit   ZIP Code  appear  in  sequence  on  the  bottom  line. Not  less  than  two  nor  more  than  six  spaces should  be  left  between  the  last  letter  of  the state  and  first  digit  of  the  ZIP  Code.  The street  address  or  box  number  is  placed  on  the line  above  the  city,  state,  and  ZIP  Code  line. Box   numbers   and   street   addresses   should never  be  combined  on  the  same  line.  An Attention  line,  if  used,  should  be  placed  above the  street  or  box  number  so  as  not  to  interfere with  optical  scanning  which  generally  begins scanning  the  bottom  line  first. TYPES  OF  MAIL  SERVICE The  postal  classification  and  type  of  mail service  determine  the  means  of  transmission, speed   of   delivery,   security,   control,   and   cost of   mailing. Postcards  and  conventional letter-size   sealed   envelopes   automatically receive   First-Class   service   without   special markings. Larger   unsealed   envelopes   and parcels   containing   printed   matter   must   be marked   with requirement. FIRST-CLASS the  special mail   service MAIL First-Class  Mail  is  given  priority  handling over   lower   classes   of   mail   throughout   the 4-1

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