14 FAH-4 H-100
GENERAL information
14 FAH-4 H-110
Introduction
(CT:DPM-38; 03-22-2023)
(Office of Origin: A/LM)
14 FAH-4 H-111 SCOPE AND purpose
(CT:DPM-38; 03-22-2023)
(Renewed without changes)
a. The Director, Office of the Diplomatic Pouch and Mail Division (A/LM/PMP/DPM)f, establishes procedures to efficiently and effectively manage mail and pouch facilities of the Department of State Diplomatic Pouch and Mail (DPM) system in domestic offices and U.S. missions abroad.
b. This handbook describes how to prepare, dispatch, and receive items through the Department's pouch and mail channels. Chapters are organized as follows:
(1) 14 FAH-4 H-200, Diplomatic Pouch Descriptions and Procedures; and
(2) 14 FAH-4 H-300, Procedures for Mail and Correspondence.
14 FAH-4 H-112 Integrated Logistics Management System (ILMS) requirements
(CT:DPM-38; 03-22-2023)
a. The Department utilizes the Integrated Logistics Management System (ILMS-DPM) module to operate Diplomatic Pouch & Mail around the world. DPM mailroom personnel must use ILMS-DPM to process incoming (prograde) and outgoing (retrograde) pouch and mail. Users must submit requests to access ILMS DPM through an ILMS iForm (User Access Request Form), which can be found at the ILMS Knowledge Center. If you have any problems accessing the online iForm and the ILMS Training Guide or have additional questions on how to process incoming and outgoing pouch and mail, please visit the ILMS Self-Service Portal and open an ILMS Support Desk ticket to DPM for assistance. Please note that if this is your first time using the ILMS Self-Service Portal, you will be required to create a ServiceNow account. To do so, navigate to the Self-Service Portal through ILMS (OpenNet l Go Browser). Once there, select the "DPM/DPO/MMS" AnswerPerson Policy Request option located in the bottom-right corner.
b. The DPM Office (A/LM/PMP/DPM) website provides useful information, references, updates, and contact information. For additional questions, DPM can be contacted by submitting an inquiry through the ILMS Self-Service Portal.
NOTE: Prograde mail is defined as mail originating in the United States and destined for locations abroad. Retrograde mail is defined as mail originating abroad and destined for the United States.
14 FAH-4 H-113 post categories
(CT:DPM-38; 03-22-2023)
There are five categories of posts for pouch and mail purposes. A list of posts by category can be found on the Diplomatic Pouch & Mail SharePoint site.
14 FAH-4 H-113.1 Category A Posts - MPS
(CT:DPM-38; 03-22-2023)
a. Category A posts have full access to the Military Postal Service (MPS). Generally, all incoming and outgoing personal mail is processed through a Military Post Office (MPO) at category A posts (see paragraph b). The MPO uses the APO/FPO as the city, and AA, AE, or AP as the State.
b. Personal mail: Authorized personnel assigned to Category A posts must use the MPS for sending and receiving personal mail. For further guidance, you may submit an inquiry through the ILMS Self-Service Portal.
c. Official mail: All posts are required to send and receive official items through the diplomatic pouch.
d. Inbound mail: The mailrooms in Category A posts may accept incoming MPS mail that may be forwarded to neighboring non-MPS posts. Posts willing to act as mail forwarders must request and receive approval from DPM. Mail received via the MPS for forwarding to another post, by diplomatic pouch, must meet all diplomatic pouch criteria, such as length, width, girth, and weight limits, and comply with all other pouch prohibitions and restrictions.
e. Outbound mail: Posts are required to pay for retrograde mail.
14 FAH-4 H-113.2 Category B Posts - Pouch
(CT:DPM-38; 03-22-2023)
a. Category B (pouch only) posts have full access to the diplomatic pouch system for official and personal items. These posts do not have access to MPS or DPO facilities, or to the United States Postal Service (USPS). Items destined for category B posts (20189 or 20521 ZIP Codes) are thoroughly screened and processed at the SA-32 facility located in Sterling, VA. See 14 FAM 742.2-2 for specific policies sending personal items through diplomatic pouch.
b. Inbound mail: Authorized personnel at Category B posts may use the pouch to receive all mailable matter (i.e., letters, postcards, periodicals, and parcels containing merchandise,) provided shipments meet all diplomatic pouch criteria, such as length, width, girth, weight limits, and comply with all other pouch prohibitions and restrictions. Individual items must fit in a pouch bag. Authorized personnel must ensure that all mailers know the size and weight limitations. See 14 FAM 720 regarding pouch policy.
c. Outbound mail: Authorized personnel at Category B (pouch) posts may send personal letter mail, flats, and parcels no larger in size than 7 x 4 x 1 inches and weighing no more than two pounds per sender per shipment to authorized personnel at other Category B posts. Personal correspondence from Category B (pouch) posts to Category A (MPS) and C (DPO) posts may be sent by unclassified pouch if direct pouch service is available. If direct pouch service is not available, mailers should send items in a Washington-bound pouch, addressed to the recipient’s MPS or DPO address with appropriate U.S. postage and required customs form(s) affixed. Posts are required to pay for retrograde mail.
14 FAH-4 H-113.3 Category C Posts - DPO
(CT:DPM-38; 03-22-2023)
a. Category C posts have full access to the Diplomatic Post Office (DPO).
b. Personal mail: Authorized personnel assigned to Category C posts must use the DPO for sending and receiving personal mail. For further guidance, please submit an inquiry through the ILMS Self-Service Portal.
c. Official mail: All posts are required to send and receive official items through the diplomatic pouch.
d. Inbound mail: The mailrooms in Category C posts may accept incoming DPO mail that they agree to forward to neighboring non-DPO posts. Posts willing to act as mail forwarders must request and receive approval from DPM. Mail received via the DPO for forwarding to another post by pouch must meet all diplomatic pouch criteria, such as length, width, girth, and weight limits, and comply with all other pouch prohibitions and restrictions.
e. Outbound mail: Posts are required to pay for retrograde shipments.
14 FAH-4 H-113.4 Category D Posts - International Mail
(CT:DPM-38; 03-22-2023)
Category D posts should send and receive all personal mail by international mail and all official mail by pouch.
14 FAH-4 H-113.5 Category E Posts - USPS
(CT:DPM-38; 03-22-2023)
Category E posts should send and receive mail via USPS ZIP Codes, either directly or through border city support.
14 FAH-4 H-114 THROUGH H-119 UNASSIGNED