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Processing Incoming Registered Mail
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Postal Clerk - Military guide to working in a post office
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Receipt for Damaged Registered Mail
and  forwarding,  if  necessary,  as  does  outgoing registered mail.  The individual responsibility that has been  stressed  for  outgoing  registered  mail  in  this chapter  is  also  true  in  the  processing  of  incoming registered mail. RECEIPT OF REGISTERED MAIL Immediately upon receipt, the numbered seal of each pouch and the registered number of each outside piece (OSP) should be verified with those listed on the appropriate  documentation  that  accompanies  the registry dispatch (PS Form 3854, PS Form 3830-A, DD Form 1384, or OPNAV Form 5110/9).  In the event a registered dispatch is received without documentation from  a  U.S.  commercial  air  carrier,  the  receiving activity  should  immediately  prepare  a  substitute  PS Form  3854  with  the  endorsement  DUPLICATE- ORIGINAL NOT RECEIVED.  At Navy post offices PS Form 3854 must be completed in duplicate.   The original PS Form 3854 serves as the record of receipt. The duplicate copy should be returned to the office of the dispatching activity to complete its records. Military postal activities receiving “tracer action” on registered mail from a dispatching activity should immediately  determine  if  the  registered  article  was received.    If  received,  the  receiving  activity  should immediately contact the dispatching activity by phone, E-mail, or naval message, sign the duplicate form, and return it to the dispatching activity.  If it is determined that registered mail was not received at the intended destination,  then  follow  the  procedures  that  will  be discussed  in  the  “Irregularities  in  Receipt”  section later in this chapter. Hand to Hand When receipting for registered mail on PS Form 3854 from an individual, all copies of PS Form 3854 should be signed by the registry clerk to acknowledge receipt.   The  receiving  military  postal  activity  must keep the original copy for its records.   The duplicate copy should be returned as a receipt to the individual. At-Sea Transfer During  at-sea  transfer  of  registered  mail,  the receiving ship must furnish an immediate receipt to the transferring unit.  If the circumstances of the transfer are of such urgent nature as to prevent the immediate return of the normal receipt, the receiving ship must acknowledge receipt by message and will forward the paper  receipt  as  soon  as  possible.    According  to Replenishment  at  Sea  Instructions  (NWP  4-01), registered  mail  must  be  transferred  in  weighted, nonwatertight  bags  whenever  feasible  to  ensure prompt sinking in case of loss. IRREGULARITIES IN RECEIPT When  registered  mail  is  receipted  for  and  it  is noted  that  all  articles  listed  on  the  manifest  or inside/outside  bills  are  not  received,  then  specific 7-14 PCf0716 Figure 7-16.—An example of an EP-11, outside mail registry bill envelope.

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