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Always use the proper USPS claim (tracer)
form(s):
For lost or rifled insured and registered mail, use
PS Form 1000.
For lost or rifled ordinary and certified mail, use
PS Form 1510.
For Express Mail, use PS Form 1000.
When tracing official mail sent to Canada and
other foreign countries a different set of rules apply and
different forms must be used. When tracing official
mail to foreign countries other than Canada use:
PS Form 542 for lost ordinary, insured, and
registered mail.
PS Form 2855 for damaged or rifled insured and
registered mail.
When tracing official mail sent to Canada use:
PS Form 542 for lost ordinary and registered
mail.
PS Form 2855 for lost, damaged, or rifled insured
mail; and damaged or rifled registered mail.
PREPARATION AND PROCESSING
Learning Objective: Recall the procedures
for preparing and processing official mail for
dispatch.
The preparation and processing of mail is the first
step in the official mail delivery cycle and involves the
following:
Preparation, by the office(s) sending the mail
Consolidation, by the office(s) sending the mail
or the CMF or other mail acceptance site that
prepares the mail for dispatch
Collection, by the post office, CMF, or other mail
acceptance site that will prepare the mail for
dispatch
Postmarking, by the post office, CMF, or other
mail acceptance site that prepares the mail for
dispatch
Classifying, such as First-Class, Priority, or
Standard Mail (B), as decided by the office
sending the mail, or the CMF, or other mail
acceptance site that prepares the mail for
dispatch
Sorting, by the post office, CMF, or other mail
acceptance site that prepares the mail for
dispatch
Pouching, by the post office, CMF, or other mail
acceptance site that prepares the mail for
dispatch
Traying, by the post office, CMF, or other mail
acceptance site that prepares the mail for
dispatch
PREPARATION
The USPS reserves the right to refuse improperly
prepared mail. Official mail acceptance sites must also
return all outgoing official mail to the sender when an
address is not formatted correctly. To avoid having the
USPS return an article to the sender, personnel who
accept articles for mailing must be familiar with USPS
requirements. All mail must be prepared according to
instructions provided by the USPS in the Guide To
Business Mail Preparation, USPS Publication 25, the
DMM, or the IMM, as appropriate.
The ultimate goal of USPS and the MPS is to speed
the delivery of mail.
To meet USPS automation
requirements, addresses on official mail must be typed
or printed in uppercase letters and should not contain
any punctuation except for the hyphen in the ZIP + 4
Code. Delivery and return addresses must be limited to
five lines and be formatted with a uniform left margin
with each line limited to a maximum of 40 characters
per line, including spaces; and eight separate words per
line.
Inadequate packaging is the most common cause
for loss and damage in the mails. Ensure the contents
of items being mailed are wrapped and packaged to
withstand the mail-handling process, transportation
environment, and in a manner that will not cause harm
to mail handling personnel, equipment, or other mail.
Train all mail handling personnel who prepare articles
for mailing to:
Use inexpensive, lightweight, sturdy cartons or
shipping containers capable of protecting the
item being mailed.
Pack items in a stronger outer container when
possible.
Place the address label on top of the package and
make sure the label is easy to read and
understand.
13-15
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