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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
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