14 FAH-4 H-300
procedures for mail and Correspondence
14 FAH-4 H-310
outgoing official mail
(CT:DPM-35; 11-03-2021)
(Office of Origin: A/LM)
14 FAH-4 H-311 introducing an item into official mail
14 FAH-4 H-311.1 Procedures at Mail Drops
(CT:DPM-35; 11-03-2021)
a. Department facilities have one or more mail drops where outgoing items are staged to be mailed or messengered, and where incoming mail and correspondence awaits pick-up. Offices are responsible to deliver and pick-up mail from the mail drop areas. In Washington, DC items and mail are picked up and distributed between the Harry S. Truman (HST) Mail Center and State Annexes by the Department’s Internal Mail and Messenger System (IMMS).
b. Items to be mailed must have a proper return and delivery address, and be in the form of letters, flats, and packages not to exceed 70 lbs. per box (see 14 FAH-4 H-311.3 and H-311.4). Like or grouped boxes that exceed six cubic feet are deemed to be a bulk shipment (six cubic feet is approximately the size of five copy-paper boxes). Bulk shipments require the intended recipient or sender to pay transportation costs and any other fees associated with the shipment (see 14 FAM 723.3).
c. Mail tracking requires a completed Form DS-0007, which must be attached to the parcel. Forms are available through the DPM website.
d. Washington-based bureaus and offices are required to make arrangements for delivery of outgoing packages exceeding the bulk shipment weight and size to the mail operations center at HST. Coordination of postage reimbursement is required before pick-up may occur. Commercial or freight transportation is permissible.
e. Items intended for dispatch into the U.S. Postal Service (USPS) mail stream must not exceed 108 inches length and girth. Parcels are limited to 70 pounds in weight. Overseas shipment is prohibited. These items can be addressed only to domestic addresses.
f. To send parcels by commercial transportation, bureaus and offices must deliver properly addressed and funded parcels to the designated drop box at the HST loading dock. Offices outside HST may have their outgoing items picked up at the designated drop-off points, in their respective annexes, or by making arrangements for pick-up.
14 FAH-4 H-311.2 Addressing Standards
(CT:DPM-9; 01-20-2012)
a. Guidance for addressing a mail parcel is in U.S. Postal Service (USPS) Publication 28. Postal Addressing Standards are:
(1) Use simple sans serif type with uniform stroke thickness;
(2) Type or machine-print in dark ink on a light background with a uniform left margin;
(3) Left-justify every line in the address block;
(4) Use two-letter State abbreviations;
(5) Use one space between city and State and two spaces between State and ZIP+4 code; and
(6) Use appropriate ZIP+4 code (if unknown, use 5-digit ZIP code).
JOHN DOE
JOHNSON MANUFACTURING
500 E MAIN ST STE 222
KANSAS CITY MO 64100-1234
b. See also USPS Quick Service Guide 602, Basic Standards for All Mailing Services, for a short three-page guide.
14 FAH-4 H-311.3 Return Address for Department of State Offices
(CT:DPM-26; 05-09-2017)
a. Return address for Department of State offices must include the name of the sender, the office symbol of the originating office, the room number and building designator. Mail without proper return and delivery addresses may cause delays in reaching the intended recipient.
b. All Department official mail, whether addressed to Department facilities or non-Department addresses, must comply with addressing standards in 14 FAM 730 and 14 FAH-4 H-300. Official mail must be marked "Official Business - Penalty for Private Use, $300" directly below the return address in accordance with the U.S. Postal Service Domestic Mail Manual (DMM 703 7.8.3). These markings are preferably in the form of a stamp, a computer-generated printout, or pre-printed envelope.
14 FAH-4 H-311.4 Delivery Address for Department of State Offices
(CT:DPM-26; 05-09-2017)
a. For all official Department addresses, the office symbol must be on the second line of the address.
b. For Main State (HST), include the room number if known. Use ZIP code 20520-aaaa, where "aaaa" denotes the room number. Example:
DEPARTMENT OF STATE
JOHN DOE, WHA/AND
HST ROOM 4915
WASHINGTON DC 20520-4915
c. For posts abroad, include the employee's section if known. Use the post's unique “street” address and ZIP code 20521-xxxx, (where xxxx denotes the post-specific ZIP+4 code assigned by DPM.) A listing of post-specific “street” addresses and ZIP+4 codes is available on the DPM Web site. Example:
DEPARTMENT OF STATE
JOHN DOE, POLITICAL SECTION
2010 ABIDJAN PL
WASHINGTON DC 20521-2010
NOTE: See 14 FAH-4 H-320 for procedures on transmitting classified mail and correspondence.
d. For State Annexes (SA), include the room number if known. Use ZIP code 20522-yyzz, (where yy denotes the annex number and zz denotes the floor.) Example:
DEPARTMENT OF STATE
JOHN DOE, A/LM/PMP/DPM
SA-1 ROOM L120
WASHINGTON DC 20522-0101
14 FAH-4 H-312 POSTAGE METERS
(CT:DPM-26; 05-09-2017)
a. See 14 FAM 736 regarding funding for domestic and overseas official mail.
b. Using postage meters:
(1) The use of officially procured postage metering equipment and funds for use on personal mail is prohibited by law;
(2) Washington metropolitan area and all domestic offices except Consular Affairs (CA) and Global Publishing Solutions (A/GIS/GPS): Postage meters and mailing systems in the Department are centrally funded, inventoried, and monitored by the Department's OMM;
(3) Domestic offices: Official mail originating in Department domestic offices is metered, where it is determined to be cost effective. Otherwise, official mail is stamped;
(4) Category A, C, D, and E posts (see 14 FAH-4 H-113) should send their outgoing mail, for domestic delivery, to SA-32 via unclassified pouch. In order for official items to be mailed they must have a proper return and delivery address (see 14 FAH-4 H-311.3 and H-311.4); DPM will apply appropriate postage and introduce the shipments into the USPS mail stream;
(5) At posts abroad, the lease/rental/purchase of metering equipment and official local postage are post responsibilities. Such equipment is to be used to meter official mail only. Use of meters for local postage is regulated by the host-country postal system.
14 FAH-4 H-313 CHOOSING a mailing method
(CT:DPM-26; 05-09-2017)
a. The class and size of mail is important. It determines the cost and how fast the mail will be delivered. Savings can be realized by using the proper class of mail and by assuring mail pieces are prepared in a manner that qualifies it for the lowest postage cost. Contact the Department official mail manager (OMM) in A/LM/PMP/DPM with questions on the appropriate class of mailing or special services.
b. For large or repetitive mailing requirements, it is important to notify OMM at the beginning of the decision making process. (See 14 FAH-4 H-313.2.)
c. Use of USPS extra services (e.g., Certificate of Mailing, Certified, Registered, Signature Confirmation, etc.) is prohibited unless required by law or directive. Mailing/shipping processes will be performed at the most economical rate while meeting the required delivery date/time, security, and accountability.
14 FAH-4 H-313.1 USPS Classes of Mail
(CT:DPM-16; 12-04-2014)
a. The United States Postal Service has four classes of mail:
(1) First Class Mail/Priority Mail;
(2) Periodicals;
(3) Standard Mail; and
(4) Package Services, consisting of the following subclasses:
· Parcel post
· Bound printed matter flats
· Media mail parcels
· Library mail parcels
b. Different types of items can be mailed in different classes:
(1) Discount letters and cards may be mailed as First Class Mail (DMM 230) or Standard Mail (DMM 240);
(2) Discount flats may be mailed as First Class Mail (DMM 330), Standard Mail (DMM 340), Bound Printed Matter (DMM 360), Media Mail (DMM 370), or Library Mail (DMM 380);
(3) Discount parcels may be mailed as First Class Mail (DMM 430), Standard Mail (DMM 440), Parcel Post (DMM 450), Bound Printed Matter (DMM 460), Media Mail (DMM 470), or Library Mail (DMM 480); and
(4) Mailing of periodicals is addressed in Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM) 707.
14 FAH-4 H-313.1-1 First Class/Priority Mail
(CT:DPM-16; 12-04-2014)
a. First class (16 oz. or less) and Priority mail (over 16 oz.) receives expeditious handling. Service objectives for delivery are 1-3 days, although delivery in that time frame is not guaranteed.
b. The Department meters first class and priority mail and dispatches it to the nearest USPS postal facility at the end of each business day.
14 FAH-4 H-313.1-2 Periodicals
(CT:DPM-26; 05-09-2017)
Periodicals must meet USPS prescribed criteria. Periodicals are published at a stated frequency with the intent to continue publication indefinitely. Only newspapers and periodicals meeting USPS mail-ability standards are authorized to be mailed at the periodical rate.
14 FAH-4 H-313.1-3 Standard Mail
(CT:DPM-2; 05-06-2009)
a. Standard mail may receive deferred handling. Service objectives for delivery are 2-9 days, although delivery in that time frame is not guaranteed.
b. The Department sends bulk dispatches of irregularly published documents at standard mail rates.
14 FAH-4 H-313.1-4 Package Services
(CT:DPM-26; 05-09-2017)
a. Package Services mail receives deferred handling and there is no service objective or guarantee of delivery time.
b. The Department dispatches official items packed as parcels, at package service rates. After metered postage is applied, parcels are dispatched directly to USPS.
14 FAH-4 H-313.2 Bulk Mail Dispatches
(CT:DPM-16; 12-04-2014)
a. The Department makes official bulk mail dispatches as needed. Periodicals such as newsletters and bulletins are dispatched at the periodical rate. All other bulk dispatches are made at the standard mail rate. Contact the Department official mail manager in A/LM/PMP/DPM before submitting publications for bulk mailing.
b. Program-level users who develop large mailings must design mail pieces so they are eligible for the lowest postage costs. Contact the Department official mail manager in A/LM/PMP/DPM to discuss the benefits of discounted mailing options, mail piece design and publication design before having a new publication printed.
c. Bulk mail shipments with a combined volume of more than 6 cubic feet may require funding by the sending bureau or office; see 14 FAM 736.1.
14 FAH-4 H-314 certified mail (Green form PS-3800)
(CT:DPM-35; 11-03-2021)
a. USPS Certified Mail is the Department's method of mailing items that require certification of receipt and a return receipt. As a special service, at an additional cost, certified mail request must be requested. It provides proof of mailing, at the time of mailing, and the date and time of delivery or attempted delivery. For additional instructions or questions, contact the Department's official mail manager (OMM) at DPM-Answerperson@state.gov.
b. Certified Mail must be sent as First Class Mail or Priority Mail. Additional services that may be purchased are restricted delivery service or return receipt (Form PS-3811). To request Certified Mail services, indicate the desire for the service by attaching a note to the item requesting Certified Mail and any additional services required. The mail operations center will attach a green Form PS-3800, Certified Mail, to the item which has a unique number for tracking purposes.
c. Unclassified Department official items with registry Form DS-0007, Diplomatic Pouch Mail Registration, whether originating from domestic or overseas offices, are automatically introduced into the USPS mail stream as Certified Mail or sent via commercial transportation (whichever is less expensive).
14 FAH-4 H-315 REGISTERED MAIL
(CT:DPM-26; 05-09-2017)
a. Registered Mail is the most secure service offered by the USPS. It incorporates a system of receipts to monitor the movement of the mail from the point of acceptance to delivery. Registered Mail provides the sender with a mailing receipt, and upon request, electronic verification that a mail parcel was delivered or that a delivery attempt was made. Registered Mail retains signature accountability until the mail parcel has been delivered to the recipient.
b. USPS Registered Mail is considerably more expensive than Certified Mail and is not used unless the originator specifically requests it. USPS Registered Mail should be used when mailing items with an extremely high-dollar value and irreplaceable items. Insurance coverage is not available for U.S. Government official mail. For additional instructions or questions, contact DPM-Answerperson@state.gov
c. When mailing classified material up to SECRET domestically, USPS Registered Mail or Priority Mail Express must be used. The waiver of signature block must not be executed for USPS Priority Mail Express. (See 14 FAH-4 H-320 and 12 FAM 536.9-3.)
d. Registered Mail is sent as First Class or Priority Mail. Additional services that may be purchased are restricted delivery service or return receipt (Form PS-3811). To request Registered Mail services, indicate the desire for the service by attaching a note to the mail parcel requesting Registered Mail (indicate on the note that you would like to be advised of the tracking number) and any additional services required. The mail operations center will attach a red USPS Label 200 to the item which has a unique tracking number. Padded, plastic or Tyvek envelopes cannot be used for Registered Mail.
14 FAH-4 H-316 USPS TRACKING (lABEL 400)
(CT:DPM-16; 12-04-2014)
a. USPS Tracking is the Department's primary and most cost-effective method of mailing items that require confirmation of delivery to the intended address. It provides the mailer with information about the date and time an article was delivered and, if delivery was attempted but not successful, the date and time of the delivery attempt. It is available only at the time of mailing. No copy of the receipt is retained by the Post Office, and the customer is given the only paper copy of the receipt to retain for their records. USPS Tracking service does not include insurance.
b. Some authorities governing the mailing of documents with legal significance may require the use of Certified Mail or Registered Mail rather than Delivery Confirmation.
14 FAH-4 H-317 RECOGNIZING REPORTABLE MAIL DELAYS
(CT:DPM-16; 12-04-2014)
a. U.S. mail delays, as opposed to pouch delays, occur when mail takes an unusually long transit time from the postmark or date of the correspondence to the addressee. Pinpointing the cause of these delays is difficult since there are many complex mail handling systems involved.
b. Mail control officers should not report complaints of mail delays on the basis of anecdotal information. Gather specific information before filing a complaint. Always include:
(1) Mail/parcel address;
(2) Return address (as it appears on the package);
(3) Registry number (if applicable);
(4) Any bar code information;
(5) Mode (via USPS, UPS, FedEx, etc.);
(6) Pouch dispatch information such as air waybill, pouch number, invoice number; and
(7) Miscellaneous information such as postmarks and where package was mailed from.
c. A single complaint does not mean that service is deteriorating. When the number of delay complaints rises, a postmark transit time survey should be completed. The survey must cover a 2-week period using the postmarks of first class mail only. If only a single agency's mail is delayed, the problem could reside with the agency's mail room.
d. Employees are encouraged to email pouch or mail inquiries to the DPM-Answerperson@state.gov, who will route your e-mail to the appropriate individual or office to answer your question.
14 FAH-4 H-318 AND H-319 UNASSIGNED