22.4: USPS Mail Terminology

Definitions

• Official Mail. Official matter mailed as penalty mail or on which the postage of fees have been prepaid.
• Official Matter. Official matter is any item belonging to or exclusively pertaining to the business of the US Government.
• Certified. Provides a receipt to sender and a record of delivery at destination. For use with First-Class and Priority Mail.
• Insured. Numbered insured service provides a method to obtain evidence of mailing and a record of delivery.
• Certificate of Mailing. (AF units must not use this service) Provides evidence of mailing.
• Special Handling. (AF units must not use this service) Provides preferential handling to the extent practical in dispatch and transportation, but does not provide special delivery. Applicable to third-and fourth-class mail. Special Services

Types

• Pouch Mail: Used to consolidate mail going to the same location. Contact your local official mail manager or base information transfer center for local pouch listing.
• Holey Joe (Standard Form 65-C): Used to send mail within an organization or base. Address to the organizational designation and office symbol. If more than one person falls under the office symbol, consider using an ATTN line.
• Parcels: Labels should be placed on the top of the box or package. Any container used should be only slightly larger than the mail being sent. Seal boxes and package with paper tape. To help you select the most cost-effective class of mail, review the definition listed on the next page.

Rules

• The United States Postal Service (USPS) shall be used only when it is the least costly transportation method which will meet the required delivery date (RDD), security and accountability requirements. When mailed, official matter shall move at the lowest postage and fees cost to meet the RDD, Security, and accountability requirements.
• Official matter becomes official mail when it is postmarked by a distribution center or is placed under USPS control, whichever occurs first. Official matter ceases to be official mail when control passes from USPS or its representatives to someone else.
• Personal mail (Rules for Employees). Have personal mail sent to your home, not the office. Use personal postage to mail job applications, retirement announcements, greeting cards, personal items, etc.

Classes

• Express Mail. Fastest and most costly. Use only to prevent mission failure or financial loss.
• First-Class. Any mailable item weighting 11 ozs. or less. Certain items must be mailed First-Class such as letters, handwritten or typewritten and post/postal cards.
• Priority. Any mailable First-Class matter weighing over 11 ozs. but less than 70 lbs. Must be marked PRIORITY.
• Second-Class. For magazines and other periodicals issued at regular, stated frequency of no less than four times per year.
• \(\quad\) Third-Class. For printed matter and parcels under \(1 \mathrm{lb}\). Four ounces or less-same rate as first-class. Special bulk rates for larger mailings (at least 200 pieces or \(50 \mathrm{lbs}\).)
• Fourth-Class. "Parcel Post" For packages 1 to 70 lbs.

In addition to these classes of mail are two special services-Military Ordinary Mail (MOM) and registered mail. \(\mathrm{MOM}\) and registered mail are services added to the standard classes of mail.

• MOM goes by surface transportation within CONUS and by air transportation overseas. Add MOM to the second-, third-, or fourth-class endorsement on matter having a RDD not allowing sufficient time for surface transportation. Additional postage is not required.
• Registered. This service provides added protection for a fee. Use only if required by law or a directive. Typically slow and expensive compared to other standard handling. For use only with First-Class and Priority Mail.

Tips

• Make sure mailing address is correct.
• Use of office symbol reduces mail handling time.
• Place city, state and \(\mathrm{ZIP}+4\) in the last line of the address.
• Return address is a must. Use your office symbol and \(\mathrm{ZIP}+4\).
• Tips for Cost Savings
  • Mailing 7 sheets or less of bond paper: use letter size envelope and limit thickness to \(1 / 4\) " or less when sealed.
  • Mailing manuals, pamphlets, etc., weighting over 4 ozs: use third-class, special fourth-class, bulk rate or bound printed matter rate.
  • Mailing several items to one address: cheaper to mail everything in one envelope. Check with your mailroom for activities serviced by consolidated mailings.
  • Check with your mailroom for activities/agencies within the local area that are serviced by activities/agencies couriers-no postage required.