the event that the e was incorrectly added, or was
omitted but should have been used. Do not consider
any piece of mail undeliverable until you have
considered every possible card in your directory file.
Now that you have learned how to set up and
maintain your directory files, you are ready to process
directory mail. Express Mail must be provided
directory service immediately, First-Class and Priority
mail within 24 hours of receipt, and other classes of
mail as soon as possible after receipt. Directory mail
received on weekends or holidays must be processed
no later than the next duty day.
First you should separate the mail by classes and
categories, such as First-Class letter mail, magazines
and newspapers, parcels, and so forth. Then you
should put the mail in alphabetical order, since your
directory files are maintained this way (for the
automated system, this is not necessary). Now that you
have everything in order, look up the name of the
person in your directory files. If there is a forwarding
address on file, the following general guidelines apply:
· Draw a single diagonal line through the incorrect
· Make required endorsements neatly and legibly,
use the least amount of space as possible on the
front of the mail.
· Place the initial forwarding address below and to
the right of the original address. If all available
space on the front of the mail is used, write
OVER on the front and place additional
endorsements on the back.
· Gummed labels may be placed over old
addresses to give additional writing space if
needed. However, the name of the addressee
should not be written or stamped over or covered
by gummed labels.
· When using the automated directory system, a
label printed with the forwarding address must
be placed over the incorrect address. However,
the name of the addressee must not be covered
· If letter mail being directorized bears a bar code,
directory clerks must totally obliterate this code.
If this code is not obliterated, letter mail being
forwarded will be returned because of the USPS
automated system, which reads bar codes, not
the forwarding addresses.
· If the mail is being forwarded to a military unit,
include the due-in date. However, this procedure
is not necessary if the date is already past.
· All Priority, First-Class, Standard Mail (A); and
Standard Mail (B) articles endorsed ADDRESS
SERVICE REQUESTED and FORWARDING
SERVICE REQUESTED must be endorsed with
a forwarding address if one is available and
forwarded to the addressee.
· Priority Mail and Standard Mail (A) and (B)
articles being forwarded must be endorsed
CHANGE OF ADDRESS DUE TO OFFICIAL
However, if the mail bears an
endorsement that restricts forwarding, then it
should be returned to the mailer.
THE DIRECTORY SERVICE STAMP
Each piece of mail given directory service,
including hold mail, should be stamped on the reverse
side of the article with the directory service stamp (see
figure 11-6). The directory service stamp should not
be larger than 1 l/2 by l 1/2 inches and should contain
the following information:
· The name of the command or activity.
· The date the article was received in the directory
· The date the mail was forwarded or returned to
· The directory clerks initials.
When using the computerized Navy Directory
Service Program, it is not necessary to apply the
directory service stamp on the reverse side of articles,
because the date the mail was forwarded and the
directory clerks initials print out on the label.
Name of Command
Figure 11-6.An example of a directory service stamp.