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reporting action must be followed depending on the
source of receipt.
For irregularities found in registered mail received
from sources such as at-sea highline transfer and
command military aircraft, you must take the
following actions:
If all registered mail listed on the dispatch bill is
not received, the dispatching activity should be
contacted immediately via phone, E-mail, or
naval message to determine if the article was
actually dispatched.
If the article was not sent, write NOT
RECEIVED opposite the entry on the outside
manifold dispatch bill (PS Form 3854) and on
OPNAV Form 5110/9 or other documentation
accompanying the dispatch. Mark the PS Form
3854 coupon to show the shortage and return the
coupon to the dispatching activity.
If the article was sent, but not received, then a
postal offense investigation must be initiated. In
addition, the dispatch bill should be noted NOT
RECEIVED opposite the entry of the article not
received and the bill coupon completed and
returned to the dispatching activity. Retain the
pouch, label, and seal until the discrepancy is
explained satisfactorily or other instructions are
received.
When articles are received, but not listed on the
bill, enter the article number on the bill with a
note of explanation, and return the coupon from
PS Form 3854 with the details of the discrepancy
to the dispatching activity.
Notify the
dispatching activity by phone, E-mail, or naval
message.
When the outside bill is improperly prepared,
make corrections on the bill, and return the
coupon explaining the discrepancy to the
dispatching activity.
When registered mail is erroneously received,
immediately contact the intended destination by
phone, E-mail, or naval message and inform the
originating postal activity of the articles
involved and the plans for dispatch. The articles
are then stamped with the APDS by placing the
impression on the reverse side of the slide label
for pouches and on the back portion of OSPs to
indicate they were missent. You should forward
missent articles to the proper destination by the
next available dispatch.
RECEIPTING FOR DAMAGED
REGISTERED MAIL
Unlike reporting irregularities for registered mail,
all damaged registered articles should be receipted and
reported for in the same manner, regardless of the
source of receipt. However, the reporting procedures
are different to the extent as to whether the damaged
article is personal or official and if depredation or
compromise is suspected. Up to this point you are
receipting for the damaged article and initiating
required reporting procedures.
Depredation Not Suspected
When matter is found loose in a pouch, and there is
only one damaged article in the pouch, then the loose
matter may be assumed to relate to the damaged article.
Place the loose matter in the container that is opened or
damaged and rewrap the article. The bill, wrapper, and
coupon should be endorsed RECEIVED IN
DAMAGED CONDITION, specifying the registered
number of the damaged article. The coupon portion of
PS Form 3854 should be returned to the dispatching
activity.
The following procedures should be followed
when loose matter is found in a pouch without an
envelope or container that can be related to the loose
matter:
Note all particulars on the bill and coupon.
Postmark and sign a statement explaining the
circumstances and have the statement witnessed.
Return the coupon to the dispatching activity.
If unable to determine the person to whom the
matter is intended or the owner, then report the
facts to the servicing JMPA, who notifies the
accountable postmaster’s inspector-in-charge.
Hold the item until instructions are received.
Depredation Suspected
If a damaged article is received and depredation is
suspected, the postal officer must ensure the following:
A postal offense investigation is initiated
following the instructions provided in the DOD
Postal Manual, Volume I, and OPNAVINST
5112.6.
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