Note: Envelopes, labels, etc. with the words "Penalty for Private use $300" preprinted under the return address must have those obliterated prior to mailing.
The size of the envelope should properly accommodate the contents. For use in the USPS, there are basically two categories of envelopes: Letter Size and "Flats." The USPS rates letters and non-letters or "flats" differently, and the customer should use the appropriate envelope to assure the best rate is received. STAPLES are not to be used to seal envelopes.
Boxes are acceptable subject to the following:
Wood, metal, or plastic boxes are generally acceptable for all types of loads, assuming adequate construction. The size of the box must be adequate to contain the items and provide enough space for cushioning material. Good, rigid, used boxes with all flaps intact are acceptable
Closure, Dealing and Reinforcement
Cellophane and masking tape may not be used for closure or reinforcement of packages but may be used to augment adhesive closures on envelopes. For Registered mail containers must be sealed with paper tape. Tape must visibly damage the envelope or wrapper if removed and must absorb the ink in a postmark impression.
Express mail provides shipment of letters, documents, and other mailed items. Express mail collected during the day will be processed the same day. DOD 4525.8-M states that express mail shall be used only when it is the most cost-effective way to accomplish a mission within time, security, and accountability constraints; and shall not be used:
This is the most expensive service.
Each activity is responsible for ensuring mail is properly prepared for dispatch off base including the following requirements:
Envelopes must be of a standard size to avoid surcharges from the USPS. They must be only slightly larger than the material you¿re mailing. Place correspondence of four pages or less in letter size envelopes. Avoid using envelopes larger than 12" x 16". Have flaps not exceeding 3-7/8", so automatic mailing or metering machines can seal them. Letter size envelopes should not exceed 1/4" in thickness, after stuffing and sealing them. Letter size window envelopes used for dispatching off-base mail will not be used unless used with an address label. Do not use envelopes with clasps, staples, strings, buttons or similar securing devices. No item may be packaged so that its contents could harm workers, equipment or other mail.
The following criteria and restrictions apply to envelopes:
Limit special postal services to when law, DOD, or your service directives require them, or when mission essential. Follow these guidelines: If the mail needs additional security, only use registered mail, since it alone gets special handling and is traceable. DO NOT use special mail services just to get a record of mailing or delivery or to trace communication sent between two activities unless DOD or your service directives authorize it.
CERTIFIED MAIL provides receipt of mailing to the sender and record of delivery at the post office where it is mailed. A return receipt to provide you with proof of delivery is an additional fee. Certified is available for first class mail and Priority only. No insurance coverage is provided. It is dispatched, handled and treated in transit as ordinary mail. If lost, it cannot be traced. Use it only within the US domestic and military postal system when law, DOD or directives require it. A numbered label and completed receipt must be affixed.
INSURED MAIL provides indemnity for articles that are lost or damaged in the mail. Only use it to return private property. It is a service available only on Standard mail, or mail containing Standard mail sent at the first class or Priority rate.Numbered insured mail may be used:
The monetary limit for mail dispatched, as Insured is $5000.00.
REGISTERED MAIL. Registered mail is the most secure service option offered by the Postal Service. It incorporates a system of receipts to monitor mail movement from the point of acceptance to delivery. Return receipts and restricted delivery services are available for additional fees. Mail is registered for security not indemnity. Added security may delay delivery.
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