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control form. The office code and file symbol
are placed on the letter itself.
When mail is being routed to several
offices, a stamp may be used with check
boxes for several addressees (fig. 4-3).
PRINCIPLES OF MAIL CONTROL
Mail control is defined in the Navy as any
procedure used to make a record of the
receipt, location, or dispatch of mail. The
definition includes logging or preparing other
records to indicate receipt, providing signature
for classified and registered mail if required,
following up to ensure action, and providing
information on location of the item.
The mail control form, already mentioned
as a device for routing mail, is a combination
of a mail log and a route sheet. It may also
serve
as
a
follow-up
r e c o r d a nd
cross-reference sheet. The routing is marked
on the control form. Space is provided for the
initials of addressees and for their comments
or notes regarding action. The date of the
letter and date of its receipt are included. In
the cases of mail requiring action by a
specific date, a follow-up date is added.
Maintaining a tickler system for action
correspondence is important. Whenever you
use a control form, retain one of the copies,
so you know when the response is required to
leave the command.
HANDLING OUTGOING MAIL
With outgoing mail, as with incoming, the
same basic functions are performed afloat and
ashore, but exactly how they are performed is
governed by the needs of the activity.
Generally, the shipboard procedures are
simpler since a relatively small amount of
mail is processed out and most of it is signed
by the captain.
Department heads and their assistants
frequently draft letters dealing with their
departments, although many letters are
prepared completely in the captain’s office.
REVIEWING OUTGOING MAIL
The person in charge of the captain’s
office usually is responsible for reviewing all
outbound correspondence before it is given to
the captain for signature. Sometimes a letter
may require review and approval by a number
of persons before it is ready for signature. In
this case a routing slip may be used.
Generally, persons whose approval is required
indicate this approval by initialing the official
file copy.
RECORDS OF OUTGOING MAIL
All outgoing mail classified Secret must
be registered. Confidential material must be
registered if it is to be sent outside the
continental United States or to an FPO or
APO address; otherwise, it may be sent via
First-Class Mail or certified mail. Specific
Figure 4-3.-Stamp for routing routine mail.
4-6
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