· Maintaining an up-to-date mail directory file of
all personnel served, due to report, and of
personnel who have transferred during the last
12 months (3 months for personnel who were on
temporary duty [TAD], or trainees stationed less
than 6 months at a training command)
· Performing prompt directory service on all
undeliverable-as-addressed mail and returning it
to the serving post office as soon as possible, but
no later than the following workday after receipt
· Maintaining accountable mail records when
provisions are implemented to deliver
accountable mail from the unit mailroom
· Correcting all discrepancies noted on mailroom
inspections as soon as possible
· Reporting known or suspected postal offenses to
the unit postal officer or commanding officer
Q9-1. Explain the meaning of the term, mail orderly.
Define the term unit mailroom.
Now turn to appendix 1 to check your answers.
UNIT MAILROOM OPERATIONS AND
MAIL ORDERLY SERVICE
Recall the structural
requirements for unit mailrooms; security
requirements for keys, combinations, mail, and
mailroom spaces; and the procedures to
transport, process, and deliver mail.
Commanding officers must furnish the command
mail clerk with mailroom space and equipment as
needed for the proper processing and security of the
mail. Only essential furniture, mail, and mail records
should be kept in mailroom spaces. Mailrooms should
be kept in an orderly condition at all times. A notice or
sign should be posted showing the hours of operation
and times of mail call designated by the commanding
This notice or sign should be posted in a
prominent place outside the mailroom. An example of
the unit mailing address should also be posted in a
prominent place outside the mailroom.
Mailrooms must be built in a manner that provides
adequate security for the mail and must meet the
· Doors must be provided with suitable locks.
Door hinges must be mounted inside so the
hinges cannot be removed from outside the
· Windows easily accessible from the outside
must be barred or covered with heavy wire mesh.
· Walls and ceilings must be built of materials that
prevent forcible entry.
· Mail receptacles (individual mailboxes), when
used, should be installed so that only authorized
personnel have access to them.
Control of Keys and Combinations
The keys or combinations to the mailroom, locked
containers, safes, or other locked mail receptacles must
be in the possession of the senior or other responsible
unit mail clerk. Keys must be safeguarded at all times
to prevent them from being obtained by unauthorized
personnel. Duplicate keys and copies of combinations
must be sealed in separate duplicate key envelopes (PS
Form 3977). The sealed envelopes must be endorsed to
indicate their contents and secured in a safe controlled
by the commanding officer or a designated
representative. These duplicate keys or combinations
must be strictly accounted for. The individual holding
the duplicate key or combination and the individual
holding the original key or combination must sign
across the flap of the sealed envelope.
accountability for combinations or keys change, new
envelopes must be prepared.
Access to the Mailroom
The only personnel authorized to enter a UMR are
those personnel conducting official business. Proper
identification and authorization must be verified
before allowing entry.
This requirement does not
apply to a properly supervised and authorized working
party handling closed mails.
SECURITY OF MAIL
Mail clerks and mail orderlies may be held liable
for any loss caused by their failure to handle mail