U.S. DEPARTMENT OF AGRICULTURE

WASHINGTON, D.C. 20250

DEPARTMENTAL REGULATION		Number: 3050-001
SUBJECT: Mail Management	DATE: May 11, 2012
	OPI: Office of Operations

1. PURPOSE

This regulation prescribes policies, responsibilities and procedures for mail management within the U.S. Department of Agriculture (USDA).

2. SPECIAL INSTRUCTIONS/CANCELLATIONS

This regulation revises DR 3050-1, and cancels DR 3050-1 dated May 28, 1996.

3. POLICY

It is the policy of this Department to comply with the Federal Management Regulations (FMR) Parts 102-192, Mail Management. Also, it is the policy of USDA to use the most economical classes and types of mail services available, that are consistent with operational needs. Mail processing operations will be prompt, efficient and as economical as possible. USDA mail centers must adhere to the GSA objective of timely and cost-effective dispatch and delivery of mail to the action office after its receipt from the Postal Service. USDA will cooperate fully with the United States Postal Service (USPS) in order to meet USDA's written communications requirements and to assure accurate reimbursement for services performed by the USPS.

4. ABBREVIATIONS

CASU - Cooperative Administrative Support Unit

CFR - Code of Federal Regulations

CMU - Central Mail Unit

DMM - Domestic Mail Manual, U.S. Postal Service

FMR - Federal Management Regulations

GSA - General Services Administration

IMM - International Mail Manual, U.S. Postal Service

MRMD - Mail and Reproduction Management Division

OMAS - Official Mail Accounting System

OO - Office of Operations

UPS - United Parcel Services

USC - United States Code

USDA - United States Department of Agriculture

USPS - United States Postal Service

5. DEFINITIONS

a. Agency Mail Manager – has oversight of the mail communications program of an agency at the national level within the Department. The Agency Mail Manager serves as a liaison to the Departmental Mail Manager and is a resource to agency personnel for mail management issues.

b. Class of Mail - the five categories of domestic mail as defined by the United States Postal Service (USPS) in the Domestic Mail Manual (DMM). The categories are:

(1) Express Mail

(2) First Class and Priority Mail

(3) Standard Mail (e.g. bulk marketing mail)

(4) Periodicals

(5) Package Services

c. Commercial Payment Process – a postage accounting system that is an alternative to the Official Mail Accounting System (OMAS). In a commercial payment system, postage expenses are paid at the time that the transaction occurs.

d. Co-mingling - the merging of outgoing mail from one facility or agency with outgoing mail from at least one other source.

e. Departmental Mail Manager – Has oversight of the policy, planning, and coordination of USDA’s National Mail Management Program (NMMP). Ensures the Department’s compliance to mail safety and security, financial, reporting, and performance measurement policies.

f. Expedited Mail - a generic term that means mail designated for delivery more quickly than the USPS’s normal delivery times (which may vary by class of mail). Examples of expedited mail include USPS Express Mail, overnight, and two-day delivery by other service providers.

g. Facility Mail Manager - the person responsible for mail in a specific USDA mail facility. There may be many Facility Mail Managers within USDA and its agencies.

h. Incoming Mail - refers to any mail that comes into USDA delivered by any service provider, such as USPS, UPS, FedEx, DHL, etc.

i. Internal Mail - mail generated within USDA that is delivered to a USDA facility, so long as it is delivered by agency personnel or a dedicated agency contractor (i.e., not a service provider).

j. Mail - all materials that might pass through the USDA mail processing center including:

(1) All internal, incoming, and outgoing materials such as envelopes, bulk mail, expedited mail, individual packages up to 70 pounds, publications, and postal cards.

(2) Similar materials carried by agency personnel, contractors, the United States Postal Service (USPS) and all other carriers of such items; and

(3) Electronic mail only if it is printed out and mailed as described in paragraphs (1) and (2) of this section; however, this part encourages agencies to maximize the use of electronic mail in lieu of printed media, so long as it is cost-effective.

k. Mail Costs - allocations and expenses for postage and all other mail costs (e.g. payments to service providers, mail center personnel costs, mail center overhead, etc.).

l. Mail Management Program - Federal Management Regulations (FMR) Parts 102-192 issued by the General Services Administration (GSA) requires federal government departments to develop and utilize efficient management procedures for their departmental mail programs. The objective of the Mail Management Program at USDA is to ensure rapid handling and accurate delivery of mail throughout all of USDA at a minimum cost consistent with USDA’s mission requirements. Within USDA, a Department level Mail Manager is appointed to oversee the Mail Management Program. In support of the Departmental Mail Manager, each USDA operating division (Agency) appoints a Mail Manager to direct the Mail Management Program at the Agency level.

m. Mail Piece Design – the layout and printing of items to be mailed such that they can be processed efficiently and effectively by automated mail-processing equipment.

n. Mail and Reproduction Management Division (MRMD) – Has full oversight of USDA’s national print production and mail management programs. The Departmental Mail Manager is appointed by the director of MRMD.

o. Mail System - all of the components of the operation including methods for capturing data on mail users, their volumes, and costs.

p. Official Mail - all mail used to conduct the business of USDA is considered official mail. As such, USDA mail is considered Government property and is subject to rules governing the use of government property.

(1) Examples of mail matter that would not generally be considered as official mail include: Christmas cards, chain letters, job resumes, complaints (except those submitted to the Inspector General under Section 7 of the Inspector General Act of 1978), grievances, and similar personal matters.

(2) An agency head may request a ruling from the Director of Operations, as to whether a particular mail matter is official business. Any such request should include the reason why the agency head believes the matter to be official USDA business.

q. Official Mail Accounting System (OMAS) - is the Postal Services government-unique postage accounting system. Its purpose is to track postage used by most of USDA’s agencies. GSA has recommended that all government agencies convert to Commercial Payment Processes.

r. Outgoing Mail - generated within USDA that is going outside our facility and is delivered by a service provider.

s. Personal Mail - mail received or sent at a Federal agency by an agency employee or contract worker that does not involve the official business of the agency.

t. Postage - money or fees due that are paid to any service provider for mail services or delivery.

u. Private Express Statutes - refers to laws that establish the U.S. Postal Service’s limited monopoly on first-class mail delivery. The statutes allow for overnight delivery of letter mail by alternative delivery services and also for the delivery of books, magazines, and newspapers.

v. Presort – an outgoing mail preparation used to receive a discounted mailing postage rate by sorting mail according to USPS standards.

w. Program Level - subsidiary part of USDA that generates a significant quantity of outgoing mail.

x. Service Provider - an agency or company that delivers mail. Some examples of service providers are: USPS, UPS, FedEx, DHL, Courier Services, and the State Department, Diplomatic, Pouch and Mail Division.

y. Special Services - mail services that require extra payment over basic postage; e.g., certified mail, registered mail, business reply mail, certificates of mailing, return receipts, and delivery confirmation.

z. Unauthorized Use of Agency Postage - the use of penalty or commercial mail stamps, meter impressions or other postage indicia for personal or otherwise unofficial use.

aa. Unsolicited Commercial Mail - mail that may or may not be program related. Examples include: Advertisements, requests for contributions, soliciting sales or subscriptions, training materials, and flyers. If this mail is adequately addressed for delivery, it may be forwarded to the appropriate program office. Inadequately addressed unsolicited commercial mail may be returned to the USPS as undeliverable.

bb. Work Sharing - cost-effective ways of processing outgoing mail that qualify for reduced postage rates; examples include presorting bar coding, consolidating, and commingling.

6. RESPONSIBILTIES

a. Mail and Reproduction Management Division (MRMD), Office of Operations (OO) will:

(1) Provide direction, leadership and policy for Departmental Mail Services.

(2) Circulate Departmental policies, standards, techniques and procedures, and represent the Department in the area of mail management.

(3) Develop, implement, and provide to GSA USDA’s annual mail management report. This plan must include:

(a) Total amounts paid to all service providers.

(b) Verify that facility security plans have been reviewed at the agency level.

(c) Identify performance measures in use at the agency level.

(d) A description of the USDA’s plans to improve the economy of mail operations.

(4) Ensure that mail costs are identified at the program level within the department. Program level costs can be identified by tracking mailing expenses by program areas, costs estimates, financial reports, reconciled Postal Service OMAS reports, and reconciled vendor data.

(5) Establish written policies and procedures to provide timely and cost-effective dispatch and delivery of mail.

(6) Ensure agency-wide awareness and compliance with standards and operational procedures established by all service providers used by the agency.

(7) Monitor the agency’s mailings and other mail management activities, especially expedited mail, mass mailings, mailing lists, and couriers, and seek opportunities to implement cost-effective improvements and/or to enhance performance of the agency’s mission.

(8) Develop and direct agency programs and plans for proper and cost-effective use of transportation, equipment, and supplies used for mail.

(9) Ensure that expedited mail and couriers are used only as authorized by the Private Express Statutes (39 U.S.C. 601-606) and when necessary and cost-effective.

(10) Observe written policies and procedures to minimize personal mail or packages received or sent via incoming, outgoing, and/or internal agency mail.

(a) Mail Center personnel are not required to deliver personal mail or packages received through their facility, unless authorized to do so in writing by their supervisor or the head of the office under special temporary circumstances.

(b) Employees in transit as a result of a change in duty station, or on temporary detail, or temporarily assigned to a remote field location, may request the use of an office address until their situations are stabilized.

(c) Employees should be discouraged from using their office address for delivery of savings bonds, salary checks, and per diem checks.

(11) Provide a liaison with the USPS and GSA, adherence to their rules, regulations and ensuring correct, speedy and economical movement of USDA mail within the postal system.

(12) Provide adequate liaison with the USPS on reimbursement for postal services.

(13) Provide training assistance in mail management and mail services operations.

(14) Ensure that USDA’s national mail management program complies with all applicable mail policies and procedures, including this Departmental Regulation and the Federal Management Regulations (FMR) Parts 102-192, Mail Management.

b. Department Agency Administrators and Staff Office Directors will:

(1) Establish a mail management program and ensure that their employees are aware of and comply with the provisions of the program.

(2) Appoint a qualified individual familiar with mail management as Agency / Facility Mail Manager to manage, control and coordinate matters regarding mail management and services within their local and field offices. The name, complete mailing address, and telephone number of the appointed person (or any replacement) will be sent to the Departmental Mail Manager.

(3) Work closely with program personnel to minimize postage and associated printing expenses through improved mail piece design, mail list management, electronic transmission of data in lieu of mail, and other appropriate measures.

(4) Coordinate all of the office’s large mailings and print jobs to ensure that the most efficient and effective procedures are used.

(5) Work closely with the Departmental Mail Manager, Agency Mail Manager, mail technical experts, and mail Facility Managers that handle significant quantities of mail or print functions for their program.

(6) Seek opportunities to centralize or consolidate mail services when USDA agencies are collocated in Federal Buildings or in nearby locations, in order to insure efficiency and economy to the government. These services may be currently available through a Cooperative Administrative Support Unit (CASU).

(7) Evaluate the use of Post Office Box rentals to ensure that economical and efficient systems are utilized for the receipt of incoming mail.

(8) Review and reconcile reports of postal accountability (OMAS or commercial vendors) to ensure accurate billing.

(9) Implement performance measures for mail operations at the agency level and in all local and field office facilities and programs.

(10) Observe written policies and procedures to reduce personal mail or packages received or sent via incoming, outgoing, and/or internal agency mail.

(11) Ensure their agency’s national mail management program complies with all applicable mail policies and procedures, including this Departmental Regulation and the Federal Management Regulations (FMR) Parts 102-192, Mail Management.

c. Departmental Mail Manager is responsible for:

(1) Establishing and maintaining a system that tracks financial and other performance data. Also, providing MRMD at the end of each fiscal year, as required, with pertinent information and reports concerning mailing practices, volumes of official and commercial mail costs.

(2) Working with MRMD and agency budget personnel to implement commercial payment processes (where feasible) while working under temporary deviations.

(3) Working with agency accounting personnel to ensure that financial systems show allocations and expenses for postage and all other mail costs separately from all other administrative expenses.

(4) Ensuring that bills from all service providers are reconciled and paid on a timely basis.

(5) Coordinating with MRMD on matters regarding USPS services and reimbursements.

(6) Ensuring that their organization utilizes postal products and services that are efficient and economical.

(7) Keeping members of their organization informed of changes in regulations and mailing requirements as provided by MRMD.

(8) Continually reviewing and evaluating the use of mail products and services, within their organization, to ensure that economies are derived that benefit the organization.

(9) Ensuring that users at the program levels receive the training needed to reduce, track, and budget for their mailing expenses.

(10) Working with agency executives to ensure that, to the maximum practical extent, the person who makes the decision to mail any significant number of pieces of mail is the same person who controls the funds for postage.

(11) Developing and directing Departmental programs and plans for proper and cost-effective use of transportation, equipment, and supplies used for mail.

(12) Providing guidance to agency correspondence managers on correspondence management decisions such as development and design of mailing materials including Business Reply Mail, Letterhead, and Mail Piece Design.

(13) Representing the Department in its relations with mail service providers (usually as a Contracting Officer’s Technical Representative), other agency mail managers, and the GSA Office of Governmentwide Policy.

(14) Keeping USDA personnel informed of the objectives, policies, standards, and procedures for prompt, accurate and economical mail operations.

(15) Ensuring that outgoing mail is economically and expeditiously dispatched.

(16) Providing liaison with the USPS and GSA, adherence to their rules, regulations and ensuring correct, speedy, and economical movement of USDA mail within the postal system. Also, provide adequate liaison with the USPS on reimbursement of postal services.

(17) Seeking opportunities to implement cost-effective improvements and to enhance performance of the agency’s mission.

(18) Establishing written policies and procedures to minimize incoming and outgoing personal mail.

(19) Providing continuous monitoring of USDA’s national Mail Management Program to achieve improvements.

(20) Ensuring the Department’s National Mail Management Program complies with all applicable mail policies, and procedures, including this Departmental Regulation and Federal Management Regulations (FMR) Parts 102-192, Mail Management.

d. Agency and/or Facility Mail Manager is responsible for:

(1) Representing and performing for their agency at the national level while demonstrating a level of commitment to their role and responsibilities as a USDA Agency and/or Facility Mail Manager.

(2) Ensuring their agency’s national mail management program complies with all applicable mail policies and procedures, including this Departmental Regulation and the Federal Management Regulations (FMR) Parts 102-192, Mail Management.

(3) Providing consistent representation for their agency at internal agency mail managers’ meetings, discussions, and other various communications. Participating in a mail manager orientation.

(4) Maintaining relationships with other agency/facility mail managers, external mail service providers, and mail technical experts.

(5) Developing and monitoring the postage budget and expenditures for their agency at the national level and providing postage budget allocations and/or amendments to the Departmental Mail Manager. Also, providing in timely manner, monthly, quarterly, and/or annual reports to the Departmental Mail Manager. Typical reports include total postage, shipping, and related fees for their entire agency (headquarters and field offices) that is paid to each and every mailing and shipping service providers.

(6) Implementing a written mail security policy that applies throughout the agency regardless of the facility’s mail volume.

(7) Observing written policies and procedures to reduce personal mail or packages received or sent via incoming, outgoing, and/or internal agency mail.

(9) Coordinating with program personnel to minimize postage and associated printing expenses through improved mail piece design, electronic transmission of data in lieu of mail, and other appropriate measures.

(10) Ensuring that all addresses on agency letters and packages meet address specifications. Also, ensuring that all mailing lists have been validated.

(11) Actively seeking opportunities to remain current on new technologies and practices that could reduce mailing costs or make use of mail services more effectively.

(12) Coordinating all of the agency or program's large mailings and associated print jobs to ensure that the most efficient and effective procedures are used.

(13) Collaborating with agency finance officials to establish procedures for the timely processing of funds owed to service providers.

(14) Addressing, including machine readability, formatting, use of correct street addresses, and minimizing use of hand-written addresses.

(15) Ensuring that a USPS mail piece design analyst is consulted when creating a new mail piece.

(16) Reviewing large mailings by mail managers before they are sent to printing or a print contractor.

(17) Acceptance and processing of incoming and outgoing personal mail.

(18) Limiting unsolicited mail and mail addressed to unknown persons and former employees.

(19) Reporting all activities to include all postage costs associated with mailing, printing, and materials, to the agency mail manager, and

(20) Administering policies for incoming and outgoing personal mail. In general, personal mail should be discouraged or prohibited. However, an agency may establish a policy to accept and process personal mail for personnel living on a Federal facility, personnel stationed outside the United States, or personnel in other situations who would otherwise suffer hardship.

e. All USDA Mail Facilities will:

(1) Receive technical direction on USDA mail management policies, procedures, and issues from their National Agency or Facility Mail Managers

(2) Have a written mail security policy that applies throughout the agency regardless of the facility’s mail volume.

(3) Review outgoing mail to ensure that it is properly prepared and conforms to standards specified in the IMM and Eligibility Module in the DMM, and other appropriate sections. Ensure that outgoing mail meets all standards established by their service provider(s) for weight, size, hazardous materials content, etc.

(4) Work closely with all facility personnel, especially program level users who develop large mailings, to minimize postage and associated printing expenses through improved mail piece design, mail list management, electronic transmission of data in lieu of mail, and other appropriate measures; keeping current on new technologies that could be applied to reduce mailing costs.

(5) Work with local managers to ensure that, to the maximum practical extent, the person who makes the decision to mail any significant number of pieces of mail is the same person who controls the funds for postage.

(6) Ensure that expedited mail and couriers are used only when authorized by the Private Express Statutes (39 U.S.C. 601-606) and when necessary and cost-effective.

(7) Provide centralized control of all mail processing activities at the facility, including all regularly scheduled, small package, and expedited service providers, couriers, equipment, and personnel.

(8) Review unauthorized use, loss, or theft of postage, including any unauthorized use of penalty or commercial mail stamps, meter impressions or other postage indicia, and immediately report such incidents to the USDA Inspector General.

(9) Provide training opportunities for all levels of agency personnel at the mail facility on incoming, outgoing, internal mail and security.

(10) Obtain and refer to current postal publications appropriate to their mailing operations.

(11) Deliver all mail that is adequately addressed to the appropriate mail stop in a timely and cost-effective way. All mail that is inadequately addressed will be returned to the USPS as undeliverable.

(12) Ensuring their national mail management program complies with all applicable mail policies and procedures, including this Departmental Regulation and the Federal Management Regulations (FMR) Parts 102-192, Mail Management.

7. REFERENCES

Basic laws and regulations applicable to official mail are:

a. Title 39, USC, Chapter 32, which provides for the use of Penalty mail by executive agencies.

b. Title 18, USC, Section 1719, Franking Privilege," which provides penalties for the misuse of Government mail.

c. FMR 102-192 establishes and defines the mail management function in Government agencies.

d. Domestic Mail Manual (DMM), USPS, which provides regulations for domestic mail matter entering the USPS system.

e. International Mail Manual (IMM), USPS, which provides guidance for preparation and postage costs for international mail.

8. MAIL OPTIONS AND USER RESPONSIBILITIES

a. To ensure timely receipt and economy, select the class of mail and special service on the basis of the priority of the material being mailed. The agency Mail Manager will consult MRMD, when there are questions as to the appropriate class or service to be used. FOR EACH MAILING, IT IS THE RESPONSIBILITY OF THE ORIGINATOR TO IDENTIFY THE CLASS AND SPECIAL SERVICE DESIRED.

b. All official outbound postal mail must be typed, using USPS standardized address format (see Appendix A & B). Outbound mail, generated by headquarter offices, that is not typed will not be accepted for processing by the Central Mail Unit (CMU). The USPS offers incentives for quality addresses. Typed mail is readable by optical character readers. Therefore, typed mail will receive expeditious handling and the potential for discounted postage rates.

c. Official mail must be separated according to the class of mail and special service requested before it is presented to the post office.

9. INTERNAL MAIL SERVICE

a. Authorized Use of Internal Mail Services - Internal mail services are limited to official mail. Personal mail, intended for internal or external delivery, will not be picked up or delivered* by Government or contractor employees since it would impede the productivity of MRMD and the Government’s efficiency and economy (*see DR 3050-001,Section 6a-(10) & FMR, Parts 102-192, Mail Management, Subpart F, (i) for stipulations).

b. Establishing Route Stops - Route stops will be established and maintained by MRMD in collaboration with the offices. Action offices will immediately notify MRMD, Mail Services Branch, Automation Relocation Team (ART) regarding changes in personnel receiving mail at respective mail drops.

c. Scheduling Runs - Internal mail service runs should be scheduled to coincide with USPS delivery and pick up and with as much frequency needed to prevent a buildup of mail at any one location.

d. Published Schedules - Internal service schedules are to be published and circulated to mail originators. Schedules will include times of USPS deliveries, interoffice pickup and delivery, and a cutoff time to receive mail to be processed for the last daily USPS mailing.

e. Enroute Sorting – Forward Sorting during an internal mail run will expedite delivery to offices on the same run if the volume of mail is not too great. Large volumes of mail to be forward sorted should be returned to the mail unit to eliminate delays to the balance of the route and disruption of the published schedule.

f. Interoffice Mail - Mail between agencies/staff offices within the Department must clearly identify the intended recipient by name, agency, and mail stop to ensure delivery without delay.

10. INCOMING MAIL

a. Official Mail - Mail directed to officials or employees of the Department at their office address will be delivered to that office when such mail is claimed both by the official or employee and by the office. This also applies to mail addressed in this manner to former officials or employees of the Department. Such mail will be delivered to the appropriate program office for action.

b. Routing - In order to speed the processing of incoming mail, the guidelines below should be followed.

(1) Route adequately addressed mail directly to the action office without opening the envelope unless instructions have been issued to open specific categories.

(2) Write routing directions on envelopes that have been opened rather than on a routing form and attach the envelope to the correspondence.

(3) Use office organizational and/or mail stop codes rather than the complete office title. Room numbers are to be used where they are required to make delivery.

(4) Limit date/time stamping to classes of mail for which date/time stamping protects the interest of the Government, its employees and/or the public.

(5) Maintain an up-to-date routing guide to assist in accurate routing, and keep it current on organizational, functional, and personnel changes.

c. Sorting - Incoming mail will be sorted to provide for minimum essential handling between the time it is received and the time it reaches the action office. A maximum of three sorts to achieve final delivery should be adequate.

d. Special Handling - Special instructions should be provided to each mail station processing mail requiring special handling. The following items of mail require special handling: Registered mail, certified mail with return receipt, delivery confirmation, and mail brought to the Department by local independent couriers.

e. Postage Due Mail - The USPS will offer to deliver mail with insufficient postage.

(1) Official Mail - Payment of postage due for official mail will be paid through an OMAS postage due account. Government agencies can no longer use penalty meter strips or penalty mail stamps to pay postage due.

(2) Public Mail - The Washington, DC, mail center refuses postage due mail received in the center. Each agency is to establish a policy to accept or refuse postage due mail received from the public at their mail centers.

11. OUTGOING MAIL

a. Outgoing mail standards include the selection of the most cost-effective mail service by the originator, to facilitate transmission of official mail, use of appropriate envelope specifications, and direct accountability methods.

b. Electronic Mail Service - Electronic Mail will be used for official business when it can be demonstrated that its use is cost-effective and will increase efficiency.

c. Authorized Use of Official Mail - Official mail may only be used for mailing articles, documents and packages that are required to conduct Government business.

d. Unauthorized Use of Official Mail - Mail such as personal letters, chain letters, Christmas cards, job resumes and applications, Freedom of Information and Privacy Act requests and appeals, complaints, grievances, and all similar materials which do not relate exclusively to the business of the Government may not be sent as penalty or postage and fees paid mail. Federal employees and individuals outside the Government are prohibited by law and regulations from using penalty mail for private use. Anyone found using penalty mail for unofficial purposes may be fined up to $300. Federal employees are also subject to disciplinary action.

e. Quasi-Official Mail - Any agency or office head may authorize the use of official mail services (not official postage) for community or government employee-related activities to be conducted under their auspices. The examples that follow are some activities that may be included:

- Government employee retirement functions.

- Agency/office sponsored sporting or recreation events.

- Agency/office sponsored special events.

- Red Cross blood bank appeals.

- State or local government sponsored activities.

f. Return Address

(1) A complete return address must be indicated on outgoing official mail. The upper left corner of official mail shall contain the Departmental return address and identify the agency or staff office (stop code) of origin identified as the ZIP+4.

(2) The statement "Official Business," shall appear immediately below the return address of all official mail.

12. ENVELOPE STANDARDS/SPECIFICATIONS

Envelope standardization is essential to meet the requirements established by the USPS, GSA and the Government Printing Office. All envelopes will be prepared for mailing in a manner that will accommodate the high-speed technology currently in use by the USPS.

a. Standards

(1) Except for USPS required items and appropriate slogans that can be included on ad plates for metered mail, no other printed, stamped, or affixed markings or design shall be placed on official envelopes or on the front of official postcards without the approval of the Departmental Senior Information Resource Management official. Requests for markings or design additions will be submitted to the Departmental Mail Manager, OO-MRMD, and will include a determination, in each instance, that use of a given marking or design will either:

(a) reduce costs;

(b) expedite mail delivery or handling;

(c) aid in the delivery of services to the public; or

(d) promote a program or activity having major national impact.

(2) Except for self-mailers, no printing is permitted on the inside of envelopes.

(3) Envelopes dispatched will use the most economical service consistent with delivery needs and must meet USPS requirements.

(4) The smallest standard size envelope available, that will accommodate the material to be sent, will be used. The USPS levies extra charges on larger size envelopes.

(5) Addresses will include, at a minimum, the five digit Zip Code and, when available, Zip+4 Code.

(6) Addresses will be typed, clear, correct, and properly placed on all envelopes.

(7) Addresses will be completely visible through window envelopes.

(8) Letter size window envelopes will be used to the maximum extent possible, except for mailing material that:

(a) contains national security information;

(b) is highly confidential to the Department or the addressee;

(c) contains material that is to be registered; or

(d) is sent to high level officials in Government or the private sector.

b. Specifications.

(1) Letter Envelope - Letter size envelopes are rectangle in shape with minimum dimensions of 5 inches in length, 3.5 inches in height and .007 inches in thickness and maximum dimensions of 6 1/8 inches in height, 11 ½ inches in length and ¼ inch in thickness. The standard letter size envelopes used Departmentwide is white, approximately 9.25 by 4.25 inches with black printing. Letter envelopes are used for one to five pages of correspondence that can be folded to .25 inch maximum thickness.

(2) Flat Envelopes - Flat envelopes are rectangular in shape and exceed one or more of the maximum dimensions for letter size envelopes but do not exceed 15 inches in length, 12 inches in height, or .75 inches in thickness. The minimum size for flat envelopes is 6 1/8 inches in height, 11 ½ inches in length and ¼ inch thickness. Flat envelopes will be used for communications that cannot be folded or, if folded, will exceed the .25 inch maximum width permitted for letter size envelopes. All new envelopes should be reviewed by the Departmental Mail Manager for format and USPS requirements prior to printing. The standard flat envelopes used Departmentwide are:

(a) White or Brown 12 by 9.5 inches (White preferred)

(b) White or Brown 15 by 10 inches (White preferred)

(3) Batch Mailing - When several pieces of mail (at least six pieces) are sent to the same address, the mail should be consolidated into a single flat envelope for mailing.

(4) Mail Pouches - When there is a recurring high volume of mail between two offices and the volume is too great for batch mailing, mail pouches should be considered as a cost-effective alternate to individual mailings.

(5) Labels - Imprinted labels are to be used on imprinted flat envelopes and parcels too large to be mailed in flat envelopes.

(6) Postcards - In order to qualify for the postcard rate, cards must be a minimum of 3-1/2 inches by 5 inches and be a maximum of 4-1/4 inches by 6 inches and will be imprinted with the same markings and indicia required for envelopes. Postcards that exceed the above measurements will be charged the full First-Class rate by the USPS.

APPENDIX A

Addressing Formats

Domestic

MR AND MRS JOHN A SAMPLE

5505 W SUNSET BLVD APT 230

HOLLYWOOD CA 90028-8521

MR THOMAS SMITH, DIRECTOR

AGRICULTURAL MARKETING SERVICE

US DEPT OF AGRICULTURE

12 E BUSINESS LN STE 209

KRYTON TN 38188-0002

International

MS INGRID DIETRIC-FISCHER

HARTMANNSTRASSE 7

5300 BOON 1

GERMANY

MS HELEN SAUNDERS

1010 CLEAR STREET

OTTAWA OB1

CANADA

MS C P APPLE
APARTADO 3068
46807 PUERTO VALLARTA JALISCO
MEXICO

APPENDIX B

STANDARD ADDRESS ABBREVIATIONS TWO-LETTER STATE AND POSSESSION ABBREVIATIONS
Alabama	AL	Alaska		AK
Arizona	AZ	Arkansas		AR
American Somoa	AS	California		CA
Colorado	CO	Connecticut		CT
Delaware	DE	District of Columbia		DC
Federal Sate of Micronesia	FM	Florida		FL
Georgia	GA	Guam		GU
Hawaii	HI	Idaho		ID
Illinois	IL	Indiana		IN
Iowa	IA	Kansas		KS
Kentucky	KY	Louisiana		LA
Maine	ME	Marshall Islands		MH
Maryland	MD	Massachusetts		MA
Michigan	MI	Minnesota		MN
Mississippi	MS	Missouri		MO
Montana	MT	Nebraska		NE
Nevada	NV	New Hampshire		NH
New Jersey	NJ	New Mexico		NM
New York	NY	North Carolina		NC
North Dakota	ND	Northern Mariana Island		MP
Ohio	OH	Oklahoma		OK
Oregon	OR	Palau		PW
Pennsylvania	PA	Puerto Rico		PR
Rhode Island	RI	South Carolina		SC
South Dakota	SD	Tennessee		TN
Texas	TX	Utah		UT
Vermont	VT	Virgin Islands		VI
Virginia	VA	Washington		WA
West Virginia	WV	Wisconsin		WI
Wyoming	WY
GEOGRAPHICAL DIRECTIONAL ABBREVIATIONS
North	N	East		E
South	S	West		W
Northeast	NE	Southeast		SE
Northwest	NW	Southwest		SW
SECONDARY ADDRESS UNIT INDICATORS
Apartment	APT		Basement	BSMT
Building	BLDG		Department	DEPT
Floor	FL		Front	FRNT
Hanger	HNGR		Key	KEY
Lobby	LBBY		Lot	LOT
Lower	LOWR		Office	OFC
Penthouse	PH		Pier	PIER
Rear	REAR		Room	RM
Side	SIDE		Slip	SLIP
Space	SPC		Stop	STOP
Suite	STE		Trailer	TRLR
Unit	UNIT		Upper	UPPR
STREET ABBREVIATIONS
Alley	ALY		Annex		ANX
Arcade	ARC		Avenue		AVE
Bayou	BYU		Beach		BCH
Bend	BND		Bluff		BLF
Bluffs	BLFS		Bottom		BTM
Boulevard	BLVD		Branch		BR
Bridge	BRG		Brook		BRK
Brooks	BRKS		Burg		BG
Bypass	BYP		Camp		CP
Canyon	CYN		Cape		CPE
Causeway	CSWY		Center		CTR
Centers	CTRS		Circle		CIR
Circles	CIRS		Cliff		CLF
Cliffs	CLFS		Club		CLB
Common	CMN		Commons		CMNS
Corner	COR		Corners		CORS
Course	CRSE		Court		CT
Courts	CTS		Cove		CV
Coves	CVS		Creek		CRK
Crescent	CRES		Crest		CRST
Crossing	XING		Crossroad		XRD
Crossroads	XRDS		Curve		CURV
Dale	DL		Dam		DM
Divide	DV		Drive		DR
Drives	DRS		Estate		EST
Estates	ESTS		Expressway		EXP
Extension	EXT		Extensions		EXTS
Fall	FALL		Falls		FLS
Ferry	FRY		Field		FLD
Fields	FLDS		Flat		FLT
Flats	FLTS		Ford		FRD
Fords	FRDS		Forest		FRST
Forge	FRG		Forges		FRGS
Fork	FRK		Forks		FRKS
Fort	FT		Freeway		FWY
Garden	GDN		Garden		GDNS
Gateway	GTWY		Glen		GLN
Glens	GLNS		Green		GRN
Greens	GRNS		Grove		GRV
Groves	GRVS		Harbor		HBR
Harbors	HBRS		Haven		HVN
Heights	HTS		Highway		HWY
Hill	HL		Hills		HLS
Hollow	HOLW		Inlet		INLT
Island	IS		Islands		ISS
Isle	ISLE		Junction		JCT
Junctions	JCTS		Key		KY
Knoll	KNL		Knolls		KNLS
Lake	LK		Lakes		LKS
Land	LAND		Landing		LNDG
Lane	LN		Light		LGT
Lights	LGTS		Loaf		LF
Lock	LCK		Locks		LCKS
Lodge	LDG		Loop		LOOP
Mall	MALL		Manor		MNR
Manors	MNRS		Meadow		MDW
Meadows	MDWS		Mews		MEWS
Mill	ML		Mills		MLS
Mission	MSN		Motorway		MTWY
Mount	MT		Mountain		MTN
Mountains	MTNS		Neck		NCK
Orchard	ORCH		Oval		OVAL
Overpass	OPAS		Park		PARK
Parks	PARK		Parkway		PKWY
Parkways	PKWY		Pass		PASS
Passage	PSGE		Path		PATH
Pike	PIKE		Pine		PNE
Pines	PNES		Place		PL
Plain	PLN		Plains		PLNS
Plaza	PLZ		Point		PT
Points	PTS		Port		PRT
Ports	PRTS		Prairie		PR
Radial	RADL		Ramp		RAMP
Ranch	RNCH		Rapid		RPD
Rapids	RPDS		Rest		RST
Ridge	RDG		Ridges		RDGS
River	RIV		Road		RD
Roads	RDS		Route		RTE
Row	ROW		Rue		RUE
Run	RUN		Shoal		SHL
Shoals	SHLS		Shore		SHR
Shores	SHRS		Skyway		SKWY
Spring	SPG		Springs		SPGS
Spur	SPUR		Spurs		SPUR
Square	SQ		Squares		SQS
Station	STA		Stravenue		STRA
Stream	STRM		Street		ST
Streets	STS		Summit		SMT
Terrace	TER		Throughway		TRWY
Trace	TRCE		Track		Trak
Trafficway	TRFY		Trail		TRL
Trailer	TRLR		Tunnel		TUNL
Turnpike	TPKE		Underpass		UPAS
Union	UN		Unions		UNS
Valley	VLY		Valleys		VLYS
Viaduct	VIA		View		VW
Views	VWS		Village		VLG
Villages	VLGS		Ville		VL
Vista	VIS		Walk		WALK
Walks	WALK		Wall		WALL
Way	WAY		Ways		WAYS
Well	WL		Wells		WLS