Mail Management Standards and Procedures

12/30/87 1770.11C

TABLE OF CONTENTS

CHAPTER!. GENERAL 1-1 1-1 1-2 ~=~~ti~~·:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: 1-1 i-3 Cancellation.................... ;............................................................................................................................ . 1-1 1-4 Explanation of Changes .............................................................................................................................. . 1-1 1-5 Definition .................................................................................................................................................... . 1-1 1-6 Forms and Reports ...................................................................................................................................... .

1-1 1-7 Responsibilities ........................................................................................................ ~ .................................. .

1-1 1-8 Government Standards................................................................................................................................ .

1-1 CHAPTER 2. MAILING PRACTICES 2-1 Postage and Fees Paid Mail ......... ...... .. . .. .... .. ... .. ..... ...... .... .... ... .. ..... ......... ... .............. ... .. .. ... .. .. ..... ... .. ... .. .. ... 2-1 2-2 Dating Mail.................................................................................................................................................. 2-1 2-3 Addressing Envelopes.................................................................................................................................. 2-1 2-4 Zip Codes..................................................................................................................................................... 2-1 2-5 Prompt Office Release................................................................................................................................. 2-1 2-6 Use of Envelopes......................................................................................................................................... 2-1 2-7 Large Envelopes and Packets...................................................................................................................... 2-1 2-8 Window Envelopes...................................................................................................................................... 2-1 2-9 Messenger Envelopes .. ..... .. ... .. ... ..................... ... .. .. ............ ............ ............ ... .. ... .. ............................... ... .. .. . 2-1 2-10 Self-Mailers................................................................................................................................................. 2-1 2-11 Post Cards .. ............ ... .... ... .. ..... .. ... ............ ......... ... .............. ... ......... .......... ....... ................... ..... ..................... 2-2 2-12 Minimum Size Mail..................................................................................................................................... 2-2 2-13 Nonstandard Size Mail................................................................................................................................ 2-2 Figure 2-1. Letter-Size Mail Dimensional Standards Template............................................................ 2-3 2-14 Contractor Mailings..................................................................................................................................... 2-4 Figure 2-2. Contractor Permit Imprint.................................................................................................... 2-4 2-15 Business Reply Mail.................................................................................................................................... 2-5 Figure 2-3. Business Reply Mail Card.................................................................................................... 2-5 2-16 New Type Mailing Pieces ................................ ;.......................................................................................... 2-6 2-17 Interoffice Mail............................................................................................................................................ 2-6 2-18 Washington, Region, and Center Mail........................................................................................................ 2-6 2-19 International Mail .... ..... .. ... ................. ..... .. .. ... .. ... ................ .......... .............. ... ....... .............. ... ..... ................ 2-6 2-20 Express Mail................................................................................................................................................ 2-6 2-21 Transmittal Memos...................................................................................................................................... 2-6 2-22 Route Slips and Mail Control Forms.......................................................................................................... 2-6 2-23 Consolidated Mailings................................................................................................................................. 2-6 2-24 Third Class Mail.......................................................................................................................................... 2-6 2-25 Registered and Certified ~1ail...................... ................... ............................................................................ 2~7 2-26 Special Mailing Needs and Problems......................................................................................................... 2-7 CHAPTER 3. SPECIAL CONTROLS 3-1 Mail Controls............................................................................................................................................... 3-1 3-2 Serializing Mail........................................................................................................................................... 3-1 3-3 Time Stamping............................................................................................................................................. 3-1 iii 1770.11C 12/30/87 3-4 Routing......................................................................................................................................................... 3-1 i ' I 3-5 Pre-Classification and Reference Searches................................................................................................. 3-1 3-6 Follow-Up .................................................................................................................................................... 3-1 3-7 Security Controls ................ .................................... .............. ............................................................... ........ 3-1 CHAPTER 4. MAILROOM OPERATIONS 4-1 Mail Handling Standards ....................................... ;..................................................................................... 4-1 4-2 Scheduled Mail Service ............................................................................................................................... 4-1 4-3 Early Mailings ............................................................................................................................................. 4-1 4-4 Staggered Shifts ........................................................................................................................................... 4-1 4-5 Personal Mail ............................................................................................................................................... 4-1 4-6 Special Handling .......................................................................................................................................... 4-1 4-7 Messenger Routes ........................................................................................................................................ 4-1 4-8 Sorting Forward ........................................................................................................................................... 4-1 4-9 Direct Routing .............................................................................................................................................. 4-1 4-10 Routing Guides ............................................................................................................................................ 4-1 4-11 Telephone Directories .................................................................................................................................. 4-1 4-12 Direct Delivery ............................................................................................................................................ 4-1 4-13 Direct Pouch Mail ........................................................................................................................................ 4-1 4-14 Washington, Region, and Center Direct Pouches .......................................... ;........................................... 4-2 4-15 Bundling or Traying Mail ........................................................................................................................... 4-2 4-16 Directory Service .. .... ... .. . ...... ..... ... .. .. .. . .. ... .. ..... .. ..... ... .. .. ... .............. ... .... ... .. ... .. .. ... . .... .. .. ... ..... .. .. ... .. ..... .. ... ... 4-2 4-17 Mailing Lists ................................................................................................................................................ 4-2 4-18 Mailroom Layout, ........................................................................................................................................ 4-2 4-19 ''Bad Address'' Mail ................................................................................................................................... 4-2 CHAPTER 5. GOVERNMENT MAIL IMPROVEMENT PROGRAM 5-l General ......................................................................................................................................................... 5-1 5-2 Background .................................................................................................................................................. 5-1 5-3 Mail Improvement Coordinators ................................................................................................................. 5-1 5-4 Training Aids .. .. .................................. ..... .. ........................... .. ..... ................... ... .. .. .......... .......................... .. 5-1 5-5 Monitoring Mail ........................................................................................................................................... 5-1 5-6 Postal Customer Councils ............................................................................................................................ 5-1 5-7 Additional Information ................................................................................................................................ 5-1 CHAPTER 6. POSTAGE REIMBURSEMENT PROCEDURES 6-1 Postage Costs .. .. ... .. ..... .. ............ ... .. ....... ... .. ... .. .. ............ ... .. .. . .. .. .. ... ... .. .. ... .. .. .. . .. . .. .. ....... ... .. .... ...... .. ... .. . .. .. .. .. 6--1 6-2 Reduced Postage Costs ................................................................................................................................ 6--1 6-3 Annual Mail Volume and Postage Cost Survey ......................................................................................... 6--1 6-4 Supplemental Mail ....................................................................................................................................... 6--1 6-5 Postage Rates .... ...... .. .. ..... .. ... .. .. .. ... ............ ................. ... .. .. ........................ ... .. ..... .. .. . .. ... .. .. ............ ... .. ... .. .. .. 6--1 Figure 6-1. USPS Postage Rates Table................................................................................................... 6--3 iv

12/30/87 1770.11C

CHAPTER 1. GENERAL

1-1 PURPOSE (5) FAA Form 1770-17, Supplemental Mail Count, submitted by regions and centers to the Office of Man This order prescribes responsibilities, standards, and pro agement Systems showing region and center totals.

cedures for mail to provide rapid and accurate mail han b. Reports.

dling at minimun cost.

(1) Mail Volume and Cost Report (RIS: MS 1-2 DISTRIBUTION 1770-2). Paragraph 6-3 covers the submission of this This order is distributed to division level in Washington, report.

regions, and centers with limited distribution to all field (2) Supplemental Mail Count (RIS: MS 1770-3).

offices and facilities.

Paragraph 6-4 covers the submission of this report.

1-3 CANCELLATION 1-7 RESPONSIBILITIES Order 1770.11B, Mail Management Standards and Proce a. The Office of Management Systems is responsible dures, is canceled.

for the FAA mail management program. The Director will budget for reimbursement to the U.S. Postal Service 1-4 EXPLANATION OF CHANGES for official mailings, collect data and notify USPS of the This revision updates and implements U.S. Postal Service annual amount determined for reimbursement, and desig regulations on contractor mailing, minimum and maximun nate the FAA Liason Representitive to USPS.

size standards, and Business Reply Mail. It also imple b. Regions and centers (within their areas of oper ments previously issued instructions on Express Mail and ations) are responsible for: third-class bulk mail. The contract carrier, presently Dill., (1) Establishing an appropriate program for manag shall be used in lieu of USPS Express Mail and the Ex ing mail.

press Mail permit (070) has been withdrawn. All large volume mailings shall go third-class bulk mail unless jus (2) Establishing and implementing standards and tified. procedures for the receipt, delivery, collection, and dis patch of mail.

1-5 DEFINITION (3) Implementing the mail management standards Mail consists of letters, memorandums, post cards, docu set forth in GSA Bulletin FPMR B-22, U.S. Government ments, packages, publications, telecommunications, and Mail Preparation, and in the GSA Records Management other communications received for distribution or dis Handbook, Managing the Mail.

patch.

(4) Publishing standards, guides, and instructions for servicing groups and for users of mail and messenger 1-6 FORMS AND REPORTS services Three forms and two reports are used for the mail sur (5) Delivering mail to the action office within veys. Paragraphs 6-3 and 6-4 outlines the use of the shortest practical time after receipt. (The objective should forms and the submission of the report.

be delivery within 2 to 4 hours.)

a. Forms.

(6) Making maximun and proper use of the U.S.

(1) FAA Form 1770-1, Mail Volume and Cost Postal Service and its facilities.

Report, submitted by regions and centers to the Office of (7) Providing central control with established Management Systems showing region and center totals.

schedules for the messenger services.

(2) FAA Form 1770-11, Mail Volume Survey, used by field facilities as a feeder report. 1-8 GOVERNMENT STANDARDS (3) FAA Form 1770-12, Mail Volume Report The Office of Management Systems (AMS-410) will pro Recap Sheet, used by regional headquarters as a work vide any of the following standards that are not distribut sheet ed via the automatic distribution systems.

(4) FAA Form 1770-16, Supplemental Mail Count, a. U.S. Postal Manual (Instructions to Mailers) gives used by field facilities as a feeder report.

detailed regulations appropriate for use by headquarters, Chap 1 1-1 Par 1-1 1770.11C 12/30/87 regional or center mailrooms and general regulations ap d. GSA and Post Office Department Booklet, Prepare plicable to all mail operations. with Care, is a guide to improve mail preparation in Gov ernment agencies.

b. GSA Federal Property Management Regulations (101-11.304) gives broad program management guidance.

e. GSA Bulletin FPMR B-22 of December 12, 1969 c. GSA Handbook, Managing the Mail, National transmits U.S. Government mail.

Stock Number 7610-00-781-8021, gives detailed stand ards for improved mail operations.

/ 1-2 Chap 1 Par 1--8

12/30/87 1770.11 c

CHAPTER 2. MAILING PRACTICES

2-1 POSTAGE AND FEES PAID MAIL 2-5 PROMPT OFFICE RELEASE By use of the clause Postage and Fees Paid, Federal Do not batch mail for release only once or twice a day.

Originators should release outgoing mail in phase with Aviation Administration, official FAA mail is dispatched scheduled messenger pick-up. Keep mail moving to through the U.S. Postal Service without prepayment of match messenger and post office pick-ups, and reduce postage. Envelopes bearing this clause may not be used peak loads in the mailroom and post office.

for personal mail. Mail matters such as retirement an nouncements, Christmas cards, job resumes (SF-171), and 2-6 USE OF ENVELOPES all similar materials which do not relate exclusively to the Avoid using unnecessarily large envelopes. They travel business of the Government may not be sent as penalty or slowly in the mail because they are awkward to sort and postage and fees paid mail. Business Reply envelopes, handle. Letters of one or a few sheets should be folded cards, and labels may be enclosed to private individuals and mailed in letter-size envelopes. Use large flat enve and firms from whom official information is desired, lopes only for multiple enclosures, thick pamphlets, except where the information to be furnished is primarily books, _and other bulky material. Avoid using oversized in the interest of the respondents. Postage paid items may envelopes for heavy pieces of printed matter since the not be furnished to bidders or contractors, or to private contents and envelopes frequently become damaged by persons or firms, to submit reports or other information shifting during handling.

which they are required by law to submit.

2-7 LARGE ENVELOPES AND PACKETS 2-2 DATING MAIL Keep in mind that large Kraft envelopes, large padded en Date mail by stamp after signature. Do not date mail velopes, and packets traveling outside FAA direct pouch when it is prepared unless it will be signed on the date es are often treated as junk mail by postal employees, and shown.

may take from one to two weeks for delivery.

2-3 ADDRESSING ENVELOPES a. The minimum adequate address on non-messenger Use window envelopes when practical to save separate envelopes includes the name of the action group plus its addressing of envelopes with resultant delay, expense, routing symbol, the agency name, and the location and and errors.

zip code. For example: 2-9 MESSENGER ENVELOPES Paperwork Management Branch, AMS-410 S.F. 65-A, 65-B, messenger envelopes, should be used on Office of Management Systems internal routes for bulky material and material that re Federal Aviation Administration · quires protection. They should also be used for pouch 800 Independence Avenue, S.W.

Washington, DC 20591 mail within the agency. Generally, only the routing symbol of the addressee is needed on the envelope.

b. Include additional data such as titles, names, and attention lines only when essential for prompt, correct 2-10 SELF-MAILERS handling. Follow the simple rules give in the GSA/Postal Self-mailers includes any mail piece (except parcels) Service booklet, Prepare with Care.

which does not have an outer cover, wrapping or enve 2-4 ZIP CODES lope in addition to the paper or material on which is placed the majority of the printing, drawing, writing, etc., Zip Codes shall be used in all addresses. Where practical, being transmitted. A self-mailer can be a post card, a outgoing mail from mailing lists will be sorted by zip single sheet folded or unfolded, or a number of sheets, code sequence. (For special handling of third class, bulk not necessarily of the sa111e material.

rate mail see the U.S. Postal Manual.) Zip code informa a. Self-mailers will be allowed as first-class mail if tion is contained in the National Zip Code Directory. It they meet all requirements for envelopes or single cards contains zip codes for every mailing address in the coun including size, weight, construction, color, and complete try.

sealing.

2-1 Chap 2 Par 2-1 12130/87 1n0.11c (2) The reply portion of the double card must be b. Self-mailers not meeting envelope or single card / used for reply purposes only.

requirement shall be folded to letter size if possible, fas tened by at least one gummed fastener on the long open (3) Plain stickers, seals, or a single wire stitch may edge, and mailed in conformance with rules for third be used to fasten the edges, provided they .are so fixed class bulk mailing. Items which cannot be folded to letter that the inner folds of the cards can be readily examined.

size without damage, such as multiple page forms, book (4) Enclosures are prohibited.

lets, magazines, or small items not requiring envelopes, 2·12 MINIMUM SIZE MAIL will be mailable flat and unsealed if they are third-class mail and are mailed in conformance with all rules speci The U.S. Postal Service requires that all mail meet mini fied in the Postal Manual.

mum size standards. All mail that does not meet these standards will be returned to sender. All IJ)ail, except 2·11 POST CARDS keys and identification devices, that is 1/4 inch or less in Single and double post cards must conform to the follow thickness must be: ing specifications: a. At least 3 1/2 inches in height and a. Single post cards.

b. At least 5 inches in length and (1) A light color that does not prevent legible ad c. At least .007 inches thick and dresses and postmarks from being placed thereon.

d. Rectangular in shape.

(2) Not larger than 4 1/4 by 6 inches, nor smaller than 3 1/2 by 5 inches and rectangular in shape.

2-13 NONSTANDARD SIZE MAIL (3) A uniform thickness of not less than 0.007 A ten-cent surcharge is imposed for nonstandard mail.

inches and not more than 0.0095 inches thick.

This surcharge is on first-class mail weighing one ounce b. Double Post Cards: These post cards consist of or less and single piece third-class mail weighing two two attached cards which is subject to the first-class post ounces or less. Mail is considered nonstandard if it ex age rate for post cards, one of which may be detached by ceeds 6 1/8 iflches in height, 11 1/2 inches in length, or the receiver and returned. Each part of the double post 1/4 inch in thickness. Also subject to surcharge are odd card must meet the specifications of the single post card shapped pieces within the dimensions listed in this para and also the following: graph. A mailing piece is considered nonstandard if the (1) Double cards must be folded before mailing. upper right hand corner does not fall within the shaded The first half must be detached before the reply half is area in the dimensional standards template in Figure 2-1, mailed. Letter-Size Mail Dimensional Standard Template.

Chap 2 2-2 Par 2-10 1770.11C 12/30/87 FIGURE 2·1. LEITER-SIZE MAIL DIMENSIONAL STANDARDS TEMPLATE :t'lU"»'\.

LETTER-SIZE MAIL DIMENSIONAL STANDARDS TEMPLATE

~~~

········

STANDARD SIZES( Only for First-Class Mail wlilhinl one ounce or less and Sin&fe·Pilct · Third-Class Mall wlilhiJI two ouncn or less): THE TIP OF THE UPPER RIGHT CORNER OF THE MAIL· IIG I'£CE MUST TOUCH THIS SIWIOI AR£A TO If MAILED AT REGUUR POSTAGE.

A SURCHAIIG£ WIU IE AIIIIED TO NOI-ST AJIOARO MAl.

'4 inch Maximum thickness "' ..c: u MINIMUM STANDARDS ~ .E co These Jines indicate the minimum height ....

'

and length requirements for mailpieces in U) FROCEOURE FOR USE OF TEMPLATE: (See examples on reverse side)

t

order for them to be acceptable for maiting.

l. Align the mailing piece with the lower lett corner of this template In addition, mailpieces must be rectangular {just inside the lines).

and at least .007 inches thick.

"' 2. The upper and right sides of the piece must touch or extend past ..c: u BOTH the top and right-hand minimum lines. Otherwise. the piece .E Items .25 inches thick, or less, not meeting cannot be accepted for mailing.

~ p, any one of these requirements are nonmailable 3 If the piece meets the minimum size. but the upper right corner falls (items such as keys and identification devices outside the shaded area of the template. or is larger than the are not subject to the minimum standards except template. the piece may be mailed. CHARGE REGULAR POSTAGE for the thickness requirement). PLUS SURCHARGE.

4 If the piece meets all other criteria. check the thickness. If the piece TO USE TEMPI.A TE, PLACE LOWER LEFT exceeds '!. inch in thickness. CHARGE THE REGULAR POSTAGE PLUS CORNER OF MAIUNG PIECE HERE SURCHARGE.

Notloo ~ 1OoteiHir 1111

___J

1'4 5 inches ,..,. 11 ,) inches-----------------------------..ill'j 2-3 Chap 2 Par 2-13 12/30/87 70.11C may be obtained the post office where the contractor will 14 CONTRACTOR MAILINGS deliver the mail. A contractor may not use the "eagle " a private contractor makes a mailing for the FAA, a indicia. A special permit imprint as shown in Figure 2-2 ~nnit must be obtained for the contractor before such is required.

ailings will be accepted by the Postal Service. A permit (Figure 2·2. COntractor Permit Imprint) U~Deportment of Tronsportot!OI\ FIRST -CLASS MAIL Federal Aviation POSTAGE AND FEES PAID Administration FAA 800 Independence Ave . S W PERMIT NO. G« Wash,ngton. 0 C. 20591.

Offrc1al Bus~ness Penalty for Pr~vate Use $300 WA Form 1360-35 (1-83) Chap?

12/30/87 1770.11C 2-15 BUSINESS REPLY MAIL be obtained at the post offices that will receive the mail.

The address may be printed, typewritten, or handstamped It is mandatory to use Business Reply Mail when supply on the mailpiece or a printed gummed label may be af ing cards, envelopes, or labels to a person or organization fixed in the address area. It must not be handwritten. Do outside the Government and asking them to respond.

not use Business Reply mail to originate correspondence.

There is a 7-cent surcharge on Business Reply Mail.

Figure 2-3, Business Reply Mail, shows the format for Business Reply Mail should be used only when it is the the design of Business Reply Mail.

to agency's benefit that we get a response. A permit can (Figure 2-3. Business Reply Mall Card) US. Department of Transportation NO POSTAGE

I II II I

Federal Aviation NECESSARY Administration IF MAILED IN THE 800 Independence Ave. SW UNITED STATES Washtngton. DC 20591

BUSINESS REPLY CARD

FIRST CLASS PERMIT NO. 12438 WASHINGTON. D.C.

Ofllctal Bus1ness Penalty lor Pnvate Use ~300 POSTAGE WILL BE PAID BY FEDERAL AVIATION ADMINISTRATION U.S. DEPARTMENT OF TRANSPORTATION FEDERAL AVIATION ADMINISTRATION Aviation Education Programs Division, AVP-300 800 Independence Avenue, SW Washington, D.C. 20591 ..1 2-5 Chap 2 Par 2-15 1770.11C 12/30/87 2-16 NEW TYPE MAILING PIECES for express small package transportation. DHL Airways, Inc., has been awarded the contract through FY-88. The When any mailer plans to prepare large quantities of use of the contract is mandatory. Any office that must use mailing pieces which are not of standard form or design, USPS Express Mail in lieu of the express small package a sample should be submitted to your mail improvement contractor will have to be prepaid by the sending office.

coordinator.

The Express Mail permit (070) has been withdrawn and 2-17 INTEROFFICE MAIL may not be used by any office. Each region and center shall establish procedures to pay for Express Mail. Wash All routed material should be clearly marked for ready . ington headquarters shall use the imprest fund to pay for handling. When appropriate, interoffice items can be Express Mail.

routed simply by placing the routing symbol in the upper right comer. Route interoffice mail in messenger enve 2-21 TRANSMITTAL MEMOS lopes when loose papers may go astray, or be separated Do not use transmittal memos when the reason for mail or damaged.

ing an item is obvious.

2-18 WASIDNGTON, REGION, AND CENTER 2-22 ROUTE SLIPS AND MAIL CONTROL MAIL FORMS Routine Washington mail to regional headquarters and to Most mail need not be transmitted by a route slip. Use centers should be forwarded in messenger envelopes ad route slips and mail control only in exceptional cases dressed by routing symbols for transmittal in regional or where the item must be supplemented by additional forms center pouches. All field offices and facilities should put and the extra work and delay are justified.

all mail going to their regional headquarters or to Wash ington headquarters into one envelope. The routing 2·23 CONSOLIDATED MAILINGS symbol should be on each individual piece. The outer en When volume warrants, non-priority items should be con velop should be addressed to the attention of the mail solidated in one envelope. Mixed batches should contain roam.

separate envelopes with the routing symbol shown for 2-19 INTERNATIONAL MAIL separate addresses when this lessens rehandling. Mechani The Government uses the following facilities for transmit cally pre-addressed envelopes should be used when prac ting official mail to and from points outside the United tical. These have proven very useful for field office and States. facility mail dispatched by regional headquarters' mail rooms.

a. U.S. Postal Service and Foreign Postal Systems may be used for all types of mail except classified mate 2-24 THIRD CLASS MAIL rial. International mail is subject to international postal Third class mail may be used at substantial savings when regulations. Specific information on this mail may be ob routine mail is invilved.

tained through any United States Post Office and the U.S.

a. Single piece rate. A low cost service for single Postal Manual.

pieces of printed matter weighing over 1 ounce and less b. U.S. Military Post Office facilities, commonly than 16 ounces. The only requirement to use third-class known as APO or FPO, may be used for unclassified single piece rate is that the mailing pieces be marked on mail whenever available.

the address side with the words: ''third-class.'' The single c. Department of State facilities may be used on a piece rate is most economical when the weight is two limited basis. The medium is a courtesy extended to Gov ounces or more.

ernment agencies by the Department of State to provide b. Bulk rate. Third-class bulk rate may be used at communications between points where military facilities substantial savings when large volume, routine mail is in are not available and where the international postal volved. To qualify for the bulk third-class rate, the fol system is unreliable. The Department of State may sus lowing conditions must be met: pend or deny pouch access to any person or office who abuses or misuses the privilege. Its use for classified cor (1) A permit from USPS is required.

respondence is mandatory.

(2) Presorted, in accordance with the Domestic Mail Manual, paragraphs 620 and 660.

2-20 EXPRESS MAIL (3) Presented for mailing at a post office.

The U.S. Postal Service Express Mail shall not be used to ( 4) Quantity of not less than 50 pounds or not less ship letter mail and small packages requiring overnight than 200 pieces.

delivery. The General Services Administration (GSA) issued Federal Procurement Management Regulation (5) Maximum weight of each piece cannot be more than 16 ounces.

(FPMR) A-23 on the mandatory use of contract carriers 2-6 Chap 2 Par 2-16 12/30/87 1770.11C (6) All pieces in the mailing must be identical as not use non-absorbent tape, such as cellophane tape, to to the size and weight. seal registered mail. Window envelopes are not permitted for registered mail.

(7) Identified by the words BULK RATE or the abbreviation BLK. RT., either printed or rubber stamped.

b. Registered mail should be used only where re All printed matter (bulk) mailings will go third class bulk quired by regulation, or where the matter being mailed or fourth class mail. If bulk mailings must go first class, warrants a record covering transit as well as delivery. The it shall be justified, by the program office, on the printing registry service should not be used for the purpose of col request.

lecting indemnity in the event of loss or damage, but for the greater security of mail that needs this protection. In 2-25 REGISTERED AND CERTIFIED MAIL other instances where the mailing and delivery records a. For registered and certified mail, show the routing are essential, certified mail should be used.

symbol on the upper left comer of the envelope. When c. Table 2-1 contains a comparison of characteristics return receipts are requested, include the routing symbol of registered and certified mail.

as part of the return address typed on the receipt card. Do TABLE 2-1. REGISTERED and CERTIFIED MAIL Registered Mail Certified Mail Must be securely sealed. Additional sealing devices may be used Must be sealed. No restriction on additional sealing devices.

but not over intersections of sealing flaps on envelopes.

Mailing receipt furnished sender by post office. For multiple Mailing receipt prepared by sender. Sender may present mail and transactions, sender prepares receipt using post office forms. receipt for authentication (postmarking) of the mailing receipt.

Sender always furnished authenticated mailing receipt. If postmarked receipt not needed, mail may be deposited in ordinary mail drops.

Complete mailing record kept at the post office. No record kept at the post office.

Sender's return receipt service.(Optional) Same.

Restricted delivery service to addressee only. (Optional) Same.

Recorded in transit and separate from other mail. Receives addi Not recorded in transit. Handling with ordinary first-class mail tional security if warranted. without separation.

Controlled at post office of address by individual charge-out to Charged to carriers in bulk. Carriers identify mail by endorsement delivering employees. and then follow delivery rule governing registered mail.

Delivery receipt obtained from addressee or his representitive; Same.

receipt retained at post office for two years.

Postal indemnity provided, subject to limitations of Government Service limited to matter having no intrinsic value. No indemnity Losses in Shipment Act (5 U.S.C. 134, 134a-h) if value declared provided.

and fee for value paid. Postal indemnity not paid for articles mailed under Postage and Fees Paid reimbursement arrange ment.

2-26 SPECIAL MAILING NEEDS AND PROBLEMS If you have special mailing requirements or problems, see your local mailroom supervisor, or your regional or center mail improvement coordinator.

Chap 2 2-7 Par 2-24

12/30/87 1 no.11 c

CHAPTER 3. SPECIAL CONTROLS

3-1 MAIL CONTROLS 3-7 SECURITY CONTROLS The following general security requirements are estab Keep controls on routine mail to a minimum. The need lished for mailroom facilities operated by FAA.

for all controls should be fully justified. Limit controls to security mail or mail important to the agency because of a. Mail room personnel must be screened in accord its source or content Controls that extend to over 10 per ance with Order 1600.1C, Personnel Security Program.

cent of the total mail received by a mailroom or activity b. Mail rooms shall be provided with GSA approved should be suspected as unprofitable. In place of general security containers for use in overnight, or emergency controls, appropriate officials should publish time limits storage of registered and certified mail, and for storage of for answering general types of mail. When controls are classified information when the mailroom functions as a used, they should be selective, applied only to special Security Control Point (SCP).

handling and priority items, and should be operated by c. Form SF-702, Security Container Check List, shall only one control point.

be utilized on all containers used for storage of registered/ certified mail and/or as required by Order 1600.2B, Na 3-2 SERIALIZING MAIL tional Security Information.

Limit serial numbers on mail to classified material that d. Combinations to security containers shall be must be controlled and numbered.

changed on an annual basis, or upon compromise of the 3-3 TIME STAMPING combination or departure of personnel who had knowl edge of it.

Keep time stamping selective and only for documents re quiring stamping for a useful purpose, e.g., bids, claims, e. Combinations need not be classified except when contracts, and invoices, where the time of receipt or dis the mailroom functions as a SCP, but must be strictly patch may have legal or monetary significance. Time controlled and safeguarded.

stamping in mailrooms will be used only when required f. Security inspections of mailrooms shall be conduct by instruciions furnished by the directOr or official in ed on any annual basis by the appropriate Civil Aviation charge of the activity.

Security Division in the regions and the Aeronautical Center and the Civil Aviation Security Staff at the FAA 3-4 ROUTING Technical Center.

Route directly to the action office. When necessary, rout g. Doors to these facilities shall be equiped with the ing may be shown on the face of mail. Routing slips and FAA locking system prescribed in Order 1600.6B, Protec special routing stamps will be used only when essential.

tion of Agency Property. Strict key control shall be main tained by the mailroom supervisor.

3-5 PRE-CLASSIFICATION AND REFERENCE SEARCHES h. All external doors to the mailroom shall be secured at the close of business to prevent unauthorized entry into Generally, do not classify incoming material with file the facility.

symbols or delay it to pull related papers. Do not inter i. The Civil Aviation Security Divisions in the re rupt or delay the flow of the work to the action office.

gions and at the Aeronautical Center and the Civil Avia 3-6 FOLLOW-UP tion Security Staff at the FAA Technical Center shall be Generally, limit follow-up to one point located in the consulted if it is felt the need for additional security safe action office. guards may be warranted.

3-1 Chap 3 Par 3

12130/87 1 no.11 c

CHAPTER 4. MAILROOM OPERATIONS

4-1 MAIL HANDLING STANDARDS mail. It is the responsibility of immediate supervisors to counsel employees, who are receiving personal mail at Detailed standards for mail processed through the U.S.

their offices or facility, to have their mail sent to their postal system are contained in the Postal Service Manual, home address.

available in Washington, regional, and center mailrooms.

4-6 SPECIAL HANDLING 4-2 SCHEDULED MAIL SERVICE Special handling service may be provided for special All organizations operating central mailrooms dealing items covered by local orders, telegraphic priority mes with the U.S. Postal Service will publish information to sages which require delivery prior to the next scheduled show: messenger run, and for the rare occasions that documents a. Post Office Schedule. All post office pick-up and or material are needed for a decision vital to agency delivery times during the week.

policy.

b. Messenger Schedule. Pick-up and delivery times for all messenger routes, showing also the last internal 4·7 MESSENGER ROUTES pick-up that will go out in the final post office pick-up.

Routes should be designed to minimize overlapping and c. Mailroom Schedule. Schedule for clean-up of out assure that messengers travel a minimum distance in serv going mail in the mailroom at least twice a day. Some icing necessary stops.

routine items may be scheduled for once-a-day cleanout.

4-8 SORTING FORWARD d. After-Hours Mailing. Procedures for handling late outgoing mail for mailing outside the mailroom in postal Mail picked up by messengers addressed to offices along facilities (any special handling in such cases).

the same route should be sorted and delivered en route when practicable.

e. Delivery Time Charts. Charts showing elapsed work days for delivery during the week and over week 4-9 DIRECT ROUTING ends to major address points. Show delivery times for Routitae mail will be delivered unopened and routed di first-ciass maii, airmaii, parcei post, third-ciass, and spe rectly to the action office when practicable.

cial handling.

4-10 ROUTING GUIDES 4-3 EARLY MAILINGS Routing guides should be used when mailrooms route di Where practical, local mailings should be released to the rectly to more than ten elements. Review and update post office early enough to guarantee processing by the guides regularly.

post office on the same day. Local mail managers should work out a cooperative arrangement with the post office, 4-11 TELEPHONE DIRECTORIES and should know local post office processing and dis Telephone directories list each organization group that patch schedules to avoid unnecessary delays of 12 to 24 has a routing symbol. This will permit direct routing of hours within the post office.

routine mail to the action office by routing symbol.

4·4 STAGGERED SHIFTS 4-12 DIRECT DELIVERY In some areas volume of mail and post office schedules When practicable, direct routing and delivery from a cen warrant early or late hours in the mailroom. In such cases tral mailroom will be used. Secondary mailrooms will be staggered shifts should be provided to keep mail moving used only when central mailroom operations cannot effec before or after regular, local working hours. Where heavy tively service an area.

Friday and Monday mail justifies it, a Saturday skeleton force should be used to prevent heavy backlogs of work.

4-13 DIRECT POUCH MAIL 4-5 PERSONAL MAIL The direct pouch mail system is the surest, most secure Personal mail shall not be handled in agency facilities. In and most economical way to get superior Postal Service most areas, personal mail should be mailed personally in mail deliveries. It insures the best and fastest delivery of post office facilities. Technical publications and other ma mail. When practical, batch routine mail to one location terial related to FAA work are not considered personal in mail pouches and dispatch at least daily in time to Chap 4 4-1 Par 4-1 1770.11C 12/30/87 clear the city post office that day. The U.S. Postal 4-16 DIRECTORY SERVICE Manual gives pouching standards. Messenger envelopes Directory service shall not be given to inadequately ad or plain envelopes or packages addressed by routing dressed third-class "junk" mail, circulars, miscellaneous symbol may be used for pouch mail. Do not use full, printed matter, and mass-mailed items unsolicited by the standard mailing addresses on items for pouch mail be agency.

cause these items may be diverted into slower mixed 4-17 MAILING LISTS public mailings.

Necessary revisions to mailing lists shall be made at least 4-14 WASHINGTON, REGION, AND CENTER ·once each year in order to eliminate waste of funds for DIRECT POUCHES improperly addressed or unwanted items. Include all name and address records used for mailing list purpose A direct pouch system is used for mail from Washington even though not maintained primarily as a mailing list.

headquarters to regional headquarters and centers, and To reduce cost of list maintenance, use titles on mailing from regional headquarters and centers to Washington lists in place of personal names where practical. Key headquarters. Pouched mail is picked up daily by the post mailing list purge information should include: date of last office from agency mailrooms usually after close of busi purge; number of addresses on the purge list; the number ness. Pouches dispatched from the Washington headquar of inquiries sent out; the number who asked for a change ters mailroom are delivered to the regions and centers of address; quantity of material mailed; the number who either overnight or within one workday of travel time; failed to respond, and the number retained on the list who i.e., the Monday night pouch travels on Tuesday and ar did not respond.

rives on Wednesday before the workday begins. In some cases it arrives overnight Pouches mailed on Friday night 4-18 MAILROOM LAYOUT arrive on Monday morning before the workday begins.

Make mailrooms easily accessible to users and post office Regional and center pouches to Washington are also re deliveries. Layout equipment to limit congestion, back ceived overnight or after one workday travel time. SF 65, tracking, and distances traveled within the mailroom.

messenger envelope, should be used in the pouch mail.

Where possible, provide a separate entrance and exit.

Where possible, space should permit more than one 4-15 BUNDLING OR TRAYING MAIL person to work at a table, sorting racks, or other equip Where practical, outgoing mail should be arranged in zip ment Layout should facilitate direct racking of incoming code sequence. The sequence should be preserved for the mail without extra handling steps.

post office by using trays or tying in bundles by state.

4-19 "BAD ADDRESS" MAIL Where volume is adequate, city or sectional center bun Mailrooms will attach change-of-address forms to mail dles should be tied. This bundled mail should be identi received with bad addresses, or stamp it as "bad ad fied by facing labels provided by the post office. The dress" mail. Addressees will use change-of-address forms Postal Service Manual gives mailroom standards for pre to notify senders of correct addresses, including routing paring large-volume mailings for expedited post office symbols, or to cancel unwanted mail. When address service.

plates or labels are involved, attach a sample of the change-of-address card sent to the sender.

Chap 4 4-2 Par 4-13

12130/87 1770.11 c

CHAPTER 5. GOVERNMENT MAIL IMPROVEMENT PROGRAM

5-l GENERAL {2) Workshop list of 125 slides with a sound tape and instructor's script.

The Government Mail Improvement Program requires {3) Booklet, Prepare with Care, that covers the that regional and center directors and the Office of Man material presented in the workshop.

agement Systems implement the mail standards given in GSA Bulletin FPMR B-22 and provide necessary training d. Prepare with Care booklets have been distributed to for mail preparers.

users of Order 1360.16, FAA Correspondence Manual.

For most small mailing activities, such as field office and 5-2 BACKGROUND facilities, use of the booklet alone will give adequate The National Archives and Records Administration guidance for correcting prepared mail. Workshop training (NARA) and the U.S. Postal Service have jointly devel will not be needed in these activities.

oped mail improvement standards and training aids as part of a program to improve Government mail. The pro 5-S MONITORING MAIL gram is designed mostly to make letter-sized mail com a. Regional, center, and any other mailrooms should patible with the high-speed, mail processing equipment of monitor outgoing mail to insure that it meets the stand USPS. This action is essential to cope with rising mail ards given in the booklet, Prepare with Care. Major em volume and costs.

phasis is on correcting prepared LETTER-SIZE mail that 5-3 MAIL IMPROVEMENT COORDINATORS can be machine processed by USPS. Letter-size mail ranges from a minimum size of 3 1/2 x 5 inches to a a. Each regional and center director is required to maximum of 5 3/4 x 11 l/2 inches.

name a mail improvement coordinator for the region or center. The Director of Management Systems will name a b. Monitoring is most effectively done when outgo coordinator of the Washington headquarters.

ing mail is first picked up. Nonstandard letter-size mail b. Coordinators are responsible for implementing should be turned back to the preparer at the pick-up point Government mail preparation guidelines. providing with notice that it does not meet Government Bulletin needed training, and preparing required reports.

FPMR B-22, Guidelines for Preparing U.S. Government c. The name, routing symbol, and telephone number Mail. Complete conversion to standard mail may be a of each regional and center mail improvement coordinator long-run effort, especially with computer addressed mail, must be furnished to the Office of Management Systems, or when forms or stationery supplies must be converted.

attention AMS-410.

S-6 POSTAL CUSTOMER COUNCILS 5-4 TRAINING AIDS Mail managers and mail improvement coordinators should a. Training aids will be provided by NARA and work with their postmaster, customer relations representi USPS for use by Government mail improvement coordi tive, and local postal customer council. The councils pro nators.

vide a constructive dialogue between customers of USPS b. Each coordinator is responsible for use of the and postal management to improve service, make it re training aids to instruct mail preparers in the new Gov sponsive to customer needs, and to provide a local forum ernment standards. The Federal Aviation Administration on postal affairs.

workshops are not required if monitoring shows that mail S-7 ADDITIONAL INFORMATION is being prepared according to standards.

c. The training aids include: For additional imformation, contact the FAA Mail Im provement Coordinator, AMS-410, telephone FTS 8-267 (1) Fifteen-minute movie showing mechanized 9896.

USPS mail operations.

5-1 Chap 5 Par 5·1 12/30/87 1770.11C TABLE 6-1. USPS POSTAGE RATES TABLE Type and Size Class of Service Unit Rate ENVEWPES: SMALL- Up to 6.125" x 11.5" and 1 oz. or less First-class .22 NON STANDARD -Larger than 6.25" x 11.5," 1 oz. or less First-class .32 Weighing over 1 oz. and not over 2 oz. First-class .39 LARGE- Up to 11" x 13" and 2 oz. and not over 5 oz. First-class .73 ODD SIZE- Over 11" x 13" (5- 12 oz.) First-class 1.58 Over 12 oz. and not exceeding 2 lbs First-class 2.40 POST CARD- Not less than 3.5" x 5" nor larger than 4.25" x 6" First-class .14 PACKAGES: SMALL - 2 to 5 lbs. Priority 4.13 SMALL - 5 to 20 lbs Priority 7.07 MEDIUM - 20 to 35 lbs Priority 20.73 LARGE - 35 to 50 lbs Priority 30.98 EXTRA LARGE -50 to 70 lbs. Priority 43.27 PACKAGES: SMALL - Up to 2 lbs Fourth-class 1.89 SMALL - 2 to 5 lbs Fourth-class 2.54 MEDIUM - 5 to 20 lbs Fourth-class 5.15 LARGE - 20 to 35 lbs Fourth-class 7.30 LARGE- 35 to 50 lbs Fourth-class 9.56 EXTRA LARGE -50 TO 70 lbs Fourth-class 10.80 Nonrnachinable surcharge for parcels weighing 35 lbs. or less* Fourth-class .90 *Parcels weighing 35 lbs. or less are normally machinable but are subject to a $.90 nonrnachinable surcharge if they meet any of the following conditions: Length - Over 34" - Books, printed matter and forms weighing over 25 lbs.

Width- Over 17"- Unpackaged articles Height - Over 17'' - High density parcels weighing over 15 lbs.

Rolls or Tubes - Other conditions as described in 753 Domestic Mail Manual Parcels weighing 35 lbs. or less which meet any one of these non-machinabie criteria must be recorded in the proper weight category and also the nonrnachinable surcharge ($.90) category.

RATES AVAILABLE UNDER SPECIAL CIRCUMSTANCES SPECIAL SERVICES* Unit Rate BULK THIRD-CLASS RATES (Permit required) Ordinary printed 12.5 Min. piece or .38 lb.

Bound printed matter qualifying for book & catalog rate FOURTH-CLASS .69 each piece up to 1 lb.

Books containing no advertising . 25 each additional lb through 7 pounds .15 each additional pounds over 7 pounds SPECIAL SERVICES Registered mail (Limit $100 Postal Indemnity) $3.55 .75 Certified mail Special delivery 3.15 Return receipts .70 Insured mail (Limit $50 Postal Indemnity) (3rd or 4th class only) 1.10 Mailing List Corrections .15 *Special Service Rates are in addition to the regular postage rates.

6-3 Chap 6 Par 6-5 12/30/87 1770.11C ing amounts due for official agency mailings. In planning lopes is also an economy to USPS since it facilitates ma your mailings, select the most economical envelope size chine handling and hand sorting of high volume mail.

and type of postal service. The use of standard-size enve Chap 6 6-2 Par 6·5