Mail-handling areas and all receptacles for
accountable mail (registered, Express Mail, numbered
insured, and certified) must be locked when the
responsible individual(s) are not physically present.
While mail is in the custody of mail clerks or mail
orderlies, it must not be subject to delay, interception,
seizure, rifling, or confiscation by any person. Mail
clerks and mail orderlies must deliver mail only to the
addressee or an agent designated in writing by the
addressee. Unit mailrooms that store official
registered mail overnight must have a GSA approved
security container that is properly secured to prevent
easy removal or the mailroom must meet the
requirements for storing classified material.
A closed body vehicle equipped with lockable
doors must be used to transport mail to and from mail
service areas. If such a vehicle is unavailable and
another kind is used, mail clerks and mail orderlies
should ride in the compartment that holds the mail. If
conditions prohibit personnel from riding in the
compartment with the mail, visual contact should be
maintained with the mail at all times. Privately owned
vehicles will not be used to transport mail. If an
abnormal situation occurs where a privately owned
vehicle must be used, approval must first be obtained
from the Commanding Officer. All mail except outside
pieces (OSPs) should be transported in USPS mailbags.
DELIVERY OF ORDINARY MAIL
Personal mail should be delivered to the addressee
through the use of individual mail receptacles or by
using the mail orderly system. When the mail orderly
system is used, check the members DD Form 285 and
verify it against the members ID card.
The mail orderly system is the most common
method used by overseas shore activities and ships.
Mail orderlies pick up mail for their department or
division and redistribute the mail to the addressee.
Under no circumstances should they place mail on
bunks or tables, in open boxes, or similar places, or
otherwise leave mail unprotected while awaiting
delivery. Undelivered mail must be stowed in securely
locked containers or spaces for future delivery to the
addressee(s) or returned to the MPO or UMR for
safekeeping. Mail orderlies must print and sign their
name on a suitable log or sheet when they pick up mail
for their activity. The log should also show the name of
the activity and the date and time the mail was picked
up (see figure 9-1).
These general guidelines should be followed when
accepting, processing, and delivering mail:
· Before receipting for mail at the serving postal
activity, mail clerks and mail orderlies must
ensure that damaged articles are properly
endorsed and the articles are repaired or
rewrapped, if necessary. If damaged articles are
received in closed bags; unit mail clerks must
repair the articles and endorse them,
DAMAGED IN HANDLING IN THE POSTAL
SERVICE. The date of receipt and identity of
the unit that made the repairs should also be
endorsed on the articles.
· Mail suspected of containing harmful matter
must be immediately reported to a supervisor.
· Mail addressed to unit members by title
(commanding officer, administrative officer, and
so forth) is considered official mail, and must be
delivered through official mail channels.
· Mail addressed in care of another person or
addressed to more than one addressee may be
delivered to any addressee listed in the address.
· At shore activities a competent member of the
family who has a valid ID card may be given mail
addressed to the family, except mail items
reflecting restricted delivery. However, the
sponsor may state in writing that no member,
other than the sponsor, should have access to the
· Registered mail received as ordinary mail must
be returned to the registry section of the serving
PS Form 3877 is prepared in
duplicate and modified for the return of
registered mail with the endorsement, FOUND
IN ORDINARY MAIL AT (location), placed on
the front of the bill (see figure 9-2).
· Other accountable mail, such as insured and
certified received as ordinary mail must also be
returned to the serving post office for proper
· C.O.D. service is not available in the military
postal service. C.O.D. mail will be returned to
the serving post office for processing.
· Postage-due mail will be delivered as regular
mail without the collection of postage.
· Mail opened by mistake must be resealed,
endorsed OPENED BY MISTAKE, and signed
by the person who opened the mail. The mail