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HOLDING PERIOD FOR ORDINARY MAIL
Undeliverable mail for which there is an indication
that the individual is due to arrive is held for 15 days
past the anticipated arrival date. If unclaimed at that
time, determine the individual’s status by contacting
the gaining unit or the military or civilian personnel
office, and make disposition accordingly. If there is no
status change, return the mail to sender endorsed
“ATTEMPTED—NOT KNOWN.”
If there is no indication of a due-in date, but you
have reason to believe the individual is due to arrive
because the mail is being forwarded, the sender has the
same last name, or for some similar reason, hold it for
30 days.
If the mail is still unclaimed at that time, attempt
to determine the individual’s status through
appropriate channels and dispose of the mail
accordingly. If mail is still undeliverable, return
it to sender endorsed “ATTEMPTED—NOT
KNOWN.”
All hold mail should be screened against the
directory files at least weekly.
HOLDING PERIOD FOR ACCOUNTABLE
MAIL
The retention of accountable mail will be handled
as follows:
Undeliverable Express Mail is held no longer
than 5 workdays (less than 5 if indicated by the
mailer).
Undeliverable registered, insured, certified, and
return receipt for merchandise mail is held a
maximum of 15 days (less than 15 if indicated by
the mailer).
If a return receipt is attached to registered,
numbered insured, or certified mail that is to be
returned, the reason for nondelivery should be
indicated on the return receipt. Leave the return
receipt on the article and return the article to the
mailer. Registered mail is returned through the
registered mail system.
When forwarding or returning accountable mail,
indicate disposition of the article on PS Form 3849.
UNDELIVERABLE-AS-ADDRESSED MAIL
Usually nondelivery of mail is because of one of
the following reasons:
Incomplete, illegible, or incorrect address
Addressee not at address, moved, or deceased
Hold mail unclaimed
Mail refused by the addressee at the time of
delivery
Mail refused by the addressee after delivery
Q11-1.
What is the primary purpose of mail directory
service?
Q11-2.
What Navy commands must provide directory
service?
Q11-3.
What OPNAV form is used as a directory
card?
Q11-4.
In what order are directory cards filed?
Q11-5.
How long should you maintain a directory
card before purging?
Q11-6.
The directory service stamp should not
exceed what size limits?
Q11-7.
Normally, for what period of time is ordinary
mail held past the due-in date of a military
member?
Q11-8.
At least how often should hold mail be
screened against the directory files?
Q11-9.
If no specific hold period is requested by the
mailer on a registered mail article, for what
maximum period of time should it be held if
not deliverable?
Now turn to appendix 1 to check your answers.
PROCESSING
UNDELIVERABLE-AS-ADDRESSED
MAIL
Learning Objective:
Recall the proper
processing procedures for the various classes
of mail requiring directory service.
Because directory service is provided differently
for each class or type of mail, you will need to identify
each piece of directory mail to provide for proper
disposition. In this section the procedures to follow
when
processing
each
class
or
type
of
undeliverable-as-addressed mail will be discussed.
11-7
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