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DOE G 573.1-1
10-3-05
MAIL SERVICES
USER’S GUIDE
[This Guide describes suggested nonmandatory approaches for
meeting requirements. Guides are not requirements documents and
are not construed as requirements in any audit or appraisal for
compliance with the parent Policy, Order, Notice, or Manual.]
1. PURPOSE. This Guide provides information on using Department
of Energy (DOE) mail services in accordance with U.S. Postal
Service, General Services Administration (GSA), and DOE
regulations.
2. CANCELLATION. DOE M 573.1-1, Mail Services User’s Manual,
dated 7-12-00. Cancellation of an Order does not by itself
modify or otherwise affect any contractual obligation to
comply with the directive. Contractor Requirements Documents
(CRDs) containing directive requirements that have been
applied to a contract remain in effect until the contract is
modified to eliminate or replace requirements from canceled
directives.
3. APPLICABILITY. This Guide can be used by all Departmental
elements, including the National Nuclear Security
Administration and their contractors.
4. REFERENCES.
a. DOE O 470.4, Safeguards and Security Program, dated 8-
26-05.
b. DOE M 470.4-4, Information Security, dated 8-26-05—
(1) Section A, Classified Matter Protection and
Control and
(2) Section A, Chapter II, paragraph 7, Receiving and
Transmitting Classified Matter.
c. Title 41 Code of Federal Regulations (CFR), Part 102-
192, Mail Management.
d. United States Postal Service, Domestic Mail Manual, and
International Mail Manual.
5. SUMMARY.
a. Chapter I lists regulations, responsibilities, and
sources for additional guidance.
b. Chapter II addresses internal and interoffice mail
conventions.
c. Chapter III addresses external mailings and U.S. Postal
Service restrictions.
d. Chapter IV lists alternatives to the U.S. Postal
Service.
6. CONTACT. Questions concerning this Guide should be addressed
to the Office of Administrative Management and Support, 202-
586-4375.
ACRONYMS
DOE Department of Energy
DOE M DOE Manual
DOE O DOE Order
FORS Forrestal
GTN Germantown, Maryland
HQ Headquarters
GSA General Services Administration
DMM Domestic Mail Manual
CFR Code of Federal Regulations
CHAPTER I. INTRODUCTION
1. MAIL MANAGEMENT GUIDANCE AND GUIDELINES.
a. Reporting.
(1) Per GSA an annual reporting of total postage,
shipping, and other mail service expenditures per
(41 CFR Part 102-192 Federal Mail Management,
Subpart C, Reporting Requirements) should be
submitted for all Departmental mail activities
whenever appropriated funds are used. This
includes all Federal mail activities performed by
DOE contractors (M&O, performance-based, or
support services).
(2) The reporting format and data requested by GSA may
vary from year to year. The reporting format is
available through the Office of Administration
Website, online at
www.administration.doe.gov/admin/Home_MailOperatio
ns.htm.
(3) The report includes all classes of U.S. Postal
Service mail, courier services, mail, and
expedited mail (Federal Express, DHL, Airborne
Express, United Parcel Service, etc.).
b. Security.
(1) The security plan should be reviewed annually and
updated whenever circumstances warrant (41 CFR
Part 102-192 Federal Mail Management, Subpart D,
Security Provisions).
(2) DOE sites and facilities plans should ensure that
security measures, procedures, processes, and
policies are implemented for the safe handling of
DOE mail and to guard against the various threats
that may be encountered in the mail stream.
2. RESPONSIBILITY GUIDELINES.
a. Director, Office of Administration sends a notification
letter annually to sites managers and mail managers
requesting GSA reporting data to be submitted to
Headquarters for review, calculation, and processing.
b. Nationwide Mail Manager guidance and guidelines—
(1) Should ensure that field organizations operate in
accordance with Federal mail regulations (41 CFR
102-192.120, Federal Mail Management Subpart F,
Agency Mail Manager Responsibilities).
(2) Communicates with mail managers at field sites to
provide guidance and update standards information
(41 CFR 102-192.125, Federal Mail Management).
(3) Maintains a list of DOE field and contractor
organizations mail managers.
c. DOE Field Organization Mail Managers guidelines—
(1) Maintain lists of site/facility/contractor mail
service offices and mail managers under their
purview.
(2) Submit organizational information to the
nationwide mail manager at Headquarters (41 CFR
102-192, Federal Mail Management, Subpart C,
Reporting Requirements, and Subpart D, Security
Provisions).
(3) Submit the mail management and postage
expenditures report data to the nationwide mail
manager at Headquarters. The information is
calculated, processed and submitted to GSA.
(4) Develop written security plans that are forwarded to the
nationwide mail manager at Headquarters for review and to share
with other DOE sites (41 CFR Part 102- 192 Federal Mail
Management).
CHAPTER II. INTERNAL OR INTEROFFICE MAIL
1. GENERAL PROCESSING.
a. Internal or interoffice mail consists of loose and/or
enveloped memorandums, reprints, publications, and
correspondence sent from one address to another within
a DOE site or building. The general address format used
at Headquarters (as shown below) is acceptable
throughout DOE. Sites and facilities that have their
own format should adhere to those standards.
Person S. Name
Routing Symbol (ME-43)
Building Code (e.g., FORS, GTN, 270 Corp, 950 L’Enfant,
955 L’Enfant Cloverleaf); and
Room Number or Mail Stop
b. The routing symbol (also referred to as routing code or
mail stop code) is used to identify locations
internally. Each organization or program office has
been assigned a routing symbol, which is listed in the
DOE National Telephone Directory (DOE mailing addresses
and main information numbers for Headquarters program
offices are available online at
http://phonebook.doe.gov/hqmail.html).
c. Each site should establish delivery codes for
organizations or program offices.
2. ADDRESSING.
a. Internal/Interoffice Envelopes (Holey Joe) are used
repeatedly for internal correspondence and should be
addressed clearly according to site standards.
b. Plain Envelopes and Internal Parcels should be
addressed with proper internal codes to ensure
delivery.
c. Change of Address. Employee whose internal addresses
change should notify administrative and mail management
personnel immediately to prevent interruption in onsite
mail delivery.
3. MAILABLE/NONMAILABLE ITEMS.
a. Classified Correspondence. For information on
transporting classified materials, see DOE O 470.4,
Safeguards and Security Program, and DOE M 470.4-4,
Information Security.
b. Mailable Items. Memos, letters, printed material, etc.,
should be inserted into appropriate mail containers to
facilitate proper handling.
c. Nonmailable Items.
(1) Metal pieces, glass parts, and chemicals cannot be
mailed in envelopes. Site mail managers should be
asked for assistance when mailing any of these
items.
(2) Binder clips can damage mail center and U.S.
Postal Service equipment and should not be
attached to correspondence unless it is being
transported in a proper mail container to that
would protect metal materials.
4. ENVELOPES. a. Envelope size should accommodate content.
Excessively large envelopes should not be used for small inserts
that may slide about or cause ripping and loss of contents. A
snug fit helps ensure effective mail handling.
b. Envelopes that are overstuffed or are not sturdy enough
to accommodate heavy contents can burst at the seams
upon impact with other mail, resulting in loss content
or delay in delivery.
5. FIELD POUCH MAIL.
a. Mail is consolidated into a pouch mail container and
sent daily among DOE field sites throughout the nation.
Pouch mail saves on postage.
b. Pouch mail should have the complete address of the
intended recipients for each site.
CHAPTER III. U.S. POSTAL SERVICE MAIL
1. ADDRESSING FOR SUCCESS.
a. Specific Format. Outgoing mail should have a delivery
address and a return address in one of the following
recommended formats.
(1) Domestic U.S. mail.
Recipient’s Name ANTHONY Q PUBLIC
Company/Agency Name CUSTOMER FIRST INC
Recipient’s Address 1234 YOUR STREET SW
City, State & ZIP +4 Code WASHINGTON DC 205850001
(2) International (foreign mail).
Recipient’s Name OSCAR FRESH
Company/Agency Name FRENCH PARFUMES
Recipient’s Address 13 RUE DUZES
Recipient’s Province/Postal Code 5002 PARIS
Recipient’s Country* FRANCE
*Country name should be spelled out in English (capital
letters, no abbreviations).
(3) to get the best possible service—
(a) type or machine print the address clearly in
all capital letters using no punctuation (as
shown above);
(b) maintain a uniform left margin;
(c) use common abbreviations for states, streets,
secondary units (floor, suite, apartment
number, mail stop, etc.) directional
abbreviations (i.e., SE, SW, NE, NW, South,
East, North, West); and
(d) use Zip+4 Codes.
NOTE: The U.S. Postal Service lists official
abbreviations online at
www.usps.com/ncsc/lookups/abbrev.html, and provides a
site where for looking up Zip+4 Codes at
http://zip4.usps.com/zip4/welcome.htm.
(4) When a customer has a double address, the line
immediately above the city, state, and Zip+4 Code
should be where the mail is to be delivered. In
the example below, the letter would be delivered
to the post office box address.
MINNIE PLACES
123 W MAIN STREET SUITE 400
PO BOX 125
WASHINGTON DC 20000-0125
b. Address Placement.
(1) Envelopes. Placement of the address on the front
of an envelope should conform to U.S. Postal
Service specifications. Figure III-1 is taken from
Domestic Mail Manual 58.
Figure III-1. Address Placement.
(2) Labels. Labels for use on parcels, packages, or
envelopes should follow the format recommended in
paragraph 1a, above.
2. ENCLOSURES.
a. Official Outgoing Mail. Mail of any kind for transport
by the U.S. Postal Service should be enclosed in
appropriate envelopes or mail containers.
b. Nonmailables. The U.S. Postal Service has set the
following restrictions on mail size and content.
(1) Paper clips, metal pieces, glass chips, and sand
should not be mailed in envelopes because they can
jam or damage equipment and cause serious injury
to mail center and postal service employees.
(2) Foreign countries also impose restrictions on what
can be mailed in an envelope (available online at
http://pe.usps.gov/text/imm/welcome.htm).
(3) Envelopes and cards smaller than 3.5 inches high,
5 inches long, and/or 0.007 inches thick
(thickness of a post card) are not mailable.
c. Window Envelope Enclosures. Enclosures designed for
return (meeting registrations, etc.) using a windowed
return envelope that would show the address must not be
stapled to the return envelope. If the addressed
enclosure does not properly fit the window, use a
return envelope without a window.
3. ENVELOPES. The U.S. Postal Service typically uses letter-
sizes and flat envelopes. Details about envelope dimensions
are available from the U.S. Postal Service online at
http://postcalc.usps.gov.
a. Sizes and Types. The size of the envelope should
properly accommodate the contents.
b. Letter-size.
(1) Letter-size mail should be rectangular to
accommodate U.S. Postal Service automated
processing.
(2) Acceptable dimensions for letter-size mail should be—
(a) width, no more than 61/8 inches and no less
than 31/2 inches;
(b) length, no more than 111/2 inches and no less
than 5 inches.
c. Flats. Flats are larger than the maximum letter size
envelope but not larger than 15 inches long by 12
inches wide.
d. Automated Mail. Maximum thickness for automated mail is
0.25 inch.
e. Strength. Envelopes should be strong enough to protect
and retain contents. Using oversized or overstuffed
envelopes can result in damage or loss of contents.
4. CLASSES OF MAIL. Postage cost varies according to the
classification, weight, and delivery point.
a. First-Class.
(1) Includes correspondence, business reply mail,
statements of accounts, invoices, etc.
(2) Can weigh up to 13 ounces or less.
(3) Is closed against postal inspection.
(4) Receives expeditious handling and transport.
(5) Delivered in 1 to 4 days.
b. Priority Mail.
(1) Includes first-class mail weighing 13 ounces to 70
pounds.
(2) The mailer can opt to send mail weighing 13 ounces
or less via priority mail.
(3) Delivered in 1 to 3 days.
c. Periodical Class.
(1) Includes printed matter published at a stated
frequency with the intent to continue publication
indefinitely.
(2) Shows continuity from issue to issue by using
serialized articles or a consistent style, format,
theme, or subject matter.
(3) Has a primary purpose of transmitting information.
(4) Can be sent only by authorized publishers and
registered news agents.
d. Standard Mail.
(1) Includes circulars, booklets, newsletters,
photographs, catalogs, product samples, and
printed matter that weigh less than 16 ounces.
(2) Heavier pieces can be mailed as Standard Class or
priority mail.
(3) Reduced rates are available for mailing 200 or
more pieces.
(4) Delivered in 2 to 10 days.
(5) This least expensive service available is not used
for parcels weighing less than 1 pound or more
than 70 pounds.
(6) Parcels/packages must measure 108 inches or less
in combination length and girth.
e. Accountable Mail. This mail requires special handling
(e.g., certified, registered, insured, returned
receipts, and U.S. Postal Service Express).
f. International Mail. This class is used for mailing
items to foreign countries. DOE mail centers should be
contacted for information on preparation, customs
forms, and restrictions on international delivery.
g. Business Reply Mail.
(1) This service enables senders to receive first-
class mail by paying postage only on the mail that
is returned.
(2) Payment of the appropriate first-class postage
plus a handling charge per piece is guaranteed.
h. Courtesy Reply Mail.
(1) This service accommodates preaddressed postcards
or envelopes provided by the mailer to customers
to expedite responses and ensure accurate
delivery.
(2) It differs from business reply mail in that no
fees are required and the respondent is
responsible for applying the correct postage
before mailing back the card or envelope.
(3) Courtesy reply mail may be returned faster because
it is prepared with the correct address and bar
code to take advantage of automated U.S. Postal
Service processing.
i. Express Overnight Service. This service is extremely
reliable and fast. Because it is expensive, it should
be used only in the most extreme circumstances and not
for intra-city delivery.
5. SPECIAL SERVICES.
a. Certified Mail.
(1) This service provides a mailing receipt and a
record of delivery. A return receipt (PS Form
3811), which provides proof of delivery, can be
obtained for an additional fee.
(2) Certified mail service is available only for first-
class and priority mail.
(3) No insurance coverage is provided. A numbered
label and completed receipt (PS Form 3811) must be
affixed. Labels may be obtained from central mail
centers.
b. Registered Mail is the most secure mail service the
U.S. Postal Service offers. It incorporates a system of
receipts to monitor registered articles from the point
of acceptance to delivery.
(1) This service provides added protection for
valuable mail. Postage insurance may be purchased
to cover articles valued up to $25,000.
(2) Return receipts (PS Form 3811) and restricted
delivery services are available for additional
fees. Added security may delay delivery by 24 to
48 hours. Return receipts (PS Form 3811) are no
longer required for classified mail.
c. Delivery and Signature Conformation Services provide
the sender the ability to verify delivery of the mail
piece by the date, time, and/or signature of recipient.
d. Records and Maintenance. The U.S. Postal Service
maintains accountable mail records for 2 years. Refer
to the DOE Records Retention Schedule for maintaining
all required postal and mail records.
6. LARGE MAILINGS.
a. Consult the central mail centers when planning a large
or specialized mailing. Mail center managers are
available to answer questions and to help ensure that
the mailing program is cost effective, efficient, and
timely.
b. Advance notice is required to effectively handle and
process large or specialized mailings.
7. PERSONAL MAIL AND SMALL PACKAGES, INCOMING AND OUTGOING.
a. The Federal Property Management Regulation (41 CFR,
Part 102-192, Federal Mail Management) prohibits the
processing of personal mail and packages of any kind.
Personal mail may include but is not limited to,
catalogs, brochures, merchandise, cards, invoices and
bills, financial statements, earnings and leave
statements, letters from non-work-related
organizations, retirement announcements, and
complaints/grievances not related to DOE business.
b. The mail manager at each site is responsible for
enforcing the personal mail regulation.
c. All suspicious and questionable mail should be reported
immediately to the appropriate security personnel at
each site for inspection.
d. All mail addressed to a DOE facility becomes the
property of DOE once received and can be opened if
required.
8. CLASSIFIED MAIL . Classified secret matter sent through
the U.S. Postal Service should be transmitted as registered
mail and confidential matter should be transmitted as
certified mail. When mailing classified matter, it is the
responsibility of the sender to obtain the correct
classified mailing address of the recipient. All classified
mail must be properly wrapped and labeled in accordance with
DOE M 470.4-4, Information Security. The following addresses
are Headquarters classified mailing addresses and examples
of how mail should be addressed.
NAME
ROUTING SYMBOL
US DEPARTMENT OF ENERGY
PO BOX X
WASHINGTON DC 20026-3865
NAME
ROUTING SYMBOL
US DEPARTMENT OF ENERGY
PO BOX A
GERMANTOWN MD 20874-0963
Always consult the security regulations in DOE O 470.4,
Safeguards and Security Program, and DOE M 470.4-4,
Information Security.
CHAPTER IV. ALTERNATIVE DELIVERY SERVICES
1. COMMERCIAL COURIER SERVICES (EXPRESS OVERNIGHT PACKAGE
SERVICE). The primary domestic and international commercial
couriers used by DOE: are Federal Express, United Parcel
Service, Airborne Express, DHL Global, TNT USA, Worldwide
Express, and Federal Freight. Please be advised that each
site may use any commercial courier service to meet their
mail and shipping requirements and they are not limited to
the primary domestic and international commercial couriers.
2. DOE LOCAL COURIER SERVICES.
a. DOE sites should provide local courier services to meet
their customer’s special requirements.
b. Each site should ensure that local couriers have the
proper credentials to handle the transmission of
classified matter if there is a requirement to do so.
c. Classified mail should be prepared in accordance with
the security regulations in DOE O 470.4, Safeguards and
Security Program; DOE M 470.4-4, Information Security.
3. ADDRESSING FOR COURIER AND EXPRESS OVERNIGHT PACKAGE
SERVICE.
a. Most courier services require telephone numbers on the
routing slip for both the sender and the recipient.
Proper forms must be completed before delivery.
b. Post office box numbers or rural routes are
unacceptable addresses for courier, messenger, or
specialized delivery services.
4. ENVELOPES, PACKAGING, AND COURIER SELECTION.
a. Envelope contents should be secure and tamper proof.
b. Odd-sized items that require unique packaging should be
wrapped and mailed consistent with envelope preparation
guidelines.
c. Courier selection depends on the following factors.
(1) Delivery destination and actual delivery time
needed (65 percent of express overnight mail does
not need to be at the destination by a specific
time).
(2) Local, regional, in-state, domestic, or
international destination.
(3) Most commercial couriers offer the following
delivery times:
(a) next morning (7-10 a.m.)
(b) by noon,
(c) afternoon (by 3 or 5 p.m.), and
(d) second business day.
d. Each level service has a different price schedule, and
not all commercial couriers go to all places within the
same time frame.
e. International courier service may require special
documentation or customs declarations.
5. DELIVERY, PICKUP, AND CUTOFF TIMES.
a. Requests for Saturday deliveries are discouraged
because additional charges are incurred. If Saturday
service is necessary, ensure that someone will be
available to receive the material.
b. Reduce costs by using the U.S. Postal Service priority
mail service on Friday for Monday delivery instead of a
more expensive overnight express service
c. Check with your local Post Office and service providers
for scheduled delivery, pickup, and cutoff times for
required mail and express services.