5 FAH-1 H-430
ENVELOPES AND MAILING
(CT:CH-31; 10-07-2013)
(Office of Origin: A/LM/PMP/DPM)
5 FAH-1 H-431 GENERAL
(CT:CH-31; 10-07-2013)
a. Follow instructions in this section for preparing
envelopes and using mail services in the Department and at post. See 14 FAH-4 H-300, Pouch
and Mail Handbook, for detailed guidelines regarding dispatching mail and pouch
and mail channels. Contact your organizations central message center/mail
room for additional information.
b. Official unclassified mail originating in the
Department and posts must be metered (postage affixed according to weight by
postage meters) for processing through the U.S. Postal Service (USPS) or the
Military Postal System (MPS).
c. Envelopes bearing the metered postage must be
mailed through the Department's Central Mail Branch (DPM/U).
d. Official metered envelopes mailed at post are routed
through the Department for accountability.
e. Envelopes containing classified mail must be
properly marked. Complete the proper forms to register classified items (see 5 FAH-1 Exhibit
H-431, Form DS-112, Classified
Material Receipt) and pouch mail (Form OF-120, Diplomatic Pouch Mail
Registrationthis form is not available on the A/GIS/DIR Web site and must be
obtained from the General Services
Administration (GSA) Federal Supply). See 14 FAH-4, Pouch and Mail Handbook,
for complete instructions for sending classified and pouch mail items.
f. Envelopes containing Sensitive But Unclassified
(SBU) information must be prepared as other Unclassified envelopes. SBU
packages must be registered on Form OF-120 with the unclassified marking. See
14 FAH-4 for complete guidelines.
g. Message centers (mail rooms) are located throughout
the Department. Consult the message center that services your organization for
further guidance.
5 FAH-1 H-432 TYPES OF ENVELOPES
5 FAH-1 H-432.1 Letter-Size
Envelope
(CT:CH-18; 07-05-2007)
Letter-size envelopes must meet the U.S. Postal Service
minimum size requirements of 5 inches long and 3 1/2 inches high with a
thickness of .007 inches and not larger then 11 1/2 inches long and 6 1/8
inches high with a thickness of 1/4 inch (USPS Domestic Mail Manual). A
letter-size envelope (4 inches) is the approximate size of a folded letter. Use
the letter-size envelope for official correspondence whenever possible (fold
material, if necessary). See 5 FAH-1
Exhibit H-432.1.
5 FAH-1 H-432.2 Window Envelope
(TL:CH-4; 07-31-2002)
Use a window envelope (available only in letter size) for
unclassified, routine or administrative mailings. Use also for large
informational mailings. The addressee's name and address appears in the window
from a letter or label.
5 FAH-1 H-432.3 Light Brown
Envelope (Kraft)
(CT:CH-18; 07-05-2007)
Use Kraft envelopes (commonly referred to as Flat Mail)
for unfolded or oversized material, such as multiple enclosures, pamphlets,
etc. Kraft (brown paper) envelopes are available in several sizes; however,
length must be a maximum of 15 inches, height a maximum of 12 inches, and
thickness a maximum of 3/4 inches. Maximum weight is 13 ounces. Flat mail
must be flexible and may require manual sorting (which may delay delivery) and
cost more to purchase and process than a letter-size envelope. See 5 FAH-1
Exhibit H-432.3.
5 FAH-1 H-432.4 U.S. Government
Messenger Envelope (Interoffice, Chain-type)
(TL:CH-4; 07-31-2002)
Use a messenger envelope to transmit unclassified,
interoffice mail within the Department or post. Reuse a messenger envelope by
crossing out the last address in a block in the left or right column before
turning it over to use the reverse side in the same order. Do not use a
messenger envelope to send mail through the regular postal service. See 5 FAH-1
Exhibit H-432.3.
5 FAH-1 H-433 ENVELOPES AT POST
(TL:CH-4; 07-31-2002)
a. At post, mail to be dispatched through local or
international mail requires host country postage. Clearly indicate to mail
room personnel the type of service desired and the nature of the contents.
b. Use a plain white bond envelope for mail to be sent
through the host country or international postal facilities. Place the
complete post return address which includes name (initial and surname) and
office symbol of sender, in the upper left corner of envelope.
5 FAH-1 H-434 SELF-ADDRESSED ENCLOSED
ENVELOPE
(TL:CH-4; 07-31-2002)
a. Use an envelope with postage affixed by a postage
meter (or an address label or reply card) preprinted with the Department's
address to enclose with a letter to an addressee who is asked to provide
information on behalf of the Government, but is not obligated to furnish the
information.
b. When replying to a request from the private sector,
do not use an enclosed postage stamp or self-addressed stamped envelope
supplied by the addressee; reply in an official Department envelope. Return
the stamp or envelope to the addressee with the reply.
c. For other information requests from the private
sector where an unsigned form letter is used to accompany printed material, an
address label sent by the individual or organization may be used on the
Department's official envelope.
5 FAH-1 H-435 ADDRESSING ENVELOPES
5 FAH-1 H-435.1 Return Address
(CT:CH-31; 10-07-2013)
a. For envelopes in the Department, show the office
symbol, initials and surname of sender, and room number in the upper left
corner directly below the printed return address.
b. At post, place the complete geographic location and
post identification directly below the words "Official Business."
c. Examples of proper
addressing format can be found in 14 FAH-4
H-311.3.
5 FAH-1 H-435.1-1 From Post to
Non-Government Addresses
(CT:CH-18; 07-05-2007)
Show the complete geographic return address of the post as
follows:
Example:
Political SectionRoom 555
U.S. Embassy
London, England JN2 34P
5 FAH-1 H-435.1-2 From Post to
Department, Another Federal Agency, or Another Post
(CT:CH-31; 10-07-2013)
When using the postage paid envelopes, show the office
symbol and refer to the examples in 14 FAH 4
H-311.
5 FAH-1 H-435.2 Addressee
(CT:CH-18; 07-05-2007)
a. Always use the complete address on envelopes. Use
block style, single spacing (if three or more lines) and open punctuation. Double-space
a two-line address. Indent carryover lines two spaces. Enter the town or city
and State on the same line followed by the zip code or foreign country code
number. For international mail, place the country name on the last line. If
needed, place an "Attention" line in the lower left area of the
envelope.
b. For international mail, enter the country in capital
letters:
Example:
Mr. John Doe
345 Morris Road
London JN2 34P
ENGLAND
c. Jerusalem is a special situation. Do not designate
a country for Jerusalem. Direct specific questions regarding the correct name
of a foreign city or country to the Department country desk or the Office of
the Geographer (INR/GE).
d. For a local post address, consult the Department of
State publication, Key Officers of Foreign Service Posts, which list posts
alphabetically by country. See also the Department's Telephone Directory.
e. Mail addressed to a military post abroad requires
AA, AE, or AP numbers with the zip code. The Military Postal Service (MPS) has
aligned APO/FPO numbers based on the geographic location. See 14 FAH-4, Pouch
and Mail Handbook, for specific numbers.
5 FAH-1 H-435.3 Zip Codes
(CT:CH-31; 10-07-2013)
a. Always include the zip code in the address on mail
sent through USPS channels. Use the 9-digit
zip code when available. The Department uses a 9-digit
zip code (20520-xxxx) for automated mail sorting, which must appear in the
address block of all mail addressed to the Department in Washington, DC or at
posts. Addresses will be completed in all capital letters with no
punctuations.
b. The first 5 digits
of the zip code for the Department must be 20520. The last 4 digits identify the room number.
c. Use the zip code 20521 for mail addressed to post
plus the last 4 digits to identify the
post (see 14 FAH-4, Pouch and Mail Handbook).
Example:
JOHN DOE
DEPARTMENT OF STATE
POLITICAL SECTION
2010 ABIDJAN PL
WASHINGTON DC 20521-2010
5 FAH-1 H-436 TYPES OF MAIL SERVICE
(CT:CH-18; 07-05-2007)
The Department provides several types of mail services. Use
the USPS for official correspondence to all U.S. addresses. Send official mail
through the messenger system for forwarding to the Department's mail room,
where it will be entered into the USPS channels. Follow the procedures in 14
FAH-4, Pouch and Mail Handbook, for further guidance.
5 FAH-1 H-436.1 Special Mail
Services
(CT:CH-18; 07-05-2007)
For any of the following special services (not routine
correspondence), hand carry the mail to the Central Mail Room (B-528) for
processing. See 5 FAH-1
Exhibit H-436.1 for sample forms to attach to the item when requesting
special services:
(1) Return ReceiptUse for proof of delivery;
(2) Registered MailUse for SBU, Confidential, or
Secret mail;
(3) Certified MailUse for mail requiring a record of
mailing, delivery, or return receipt;
(4) Priority MailUse for mail and packages weighing
more than 13 ounces to receive faster delivery compared to package service
(note a higher rate); and
(5) Express MailUse when mail must be delivered the
next day within the United States. Maximum weight is 70 pounds. Include
Department's control number (request from bureau or executive office) on each
piece of express mail. Hand carry mail to the Post Office before 3:15 p.m.,
Monday through Friday, for same day mailing. The types of express mail are:
(a) Post Office to post office service indicates that
item can be claimed at the destination facility by 10:00 a.m. the next business
day; and
(b) Post Office to addressee service means that item
will be delivered to the addressee within the delivery area of the destination
facility by 3:00 p.m. the next business day.
5 FAH-1 H-436.2 Diplomatic Pouch
Mail
(TL:CH-4; 07-31-2002)
a. The pouch mail system is reserved for international
transmission of official U.S. communications between the Department and posts,
between posts, and between other Federal agencies and their representatives
serving under the jurisdiction of a U.S. diplomatic or consular post. See 14
FAH-4, Pouch and Mail Handbook, for complete pouch and mail procedures.
b. Consult the pouch control officer in the Department
or post for questions regarding pouch mail procedures or an up-to-date pouch
schedule.
5 FAH-1 H-436.3 Messenger Service
5 FAH-1 H-436.3-1 Department
Messenger Service
(CT:CH-31; 10-07-2013)
a. Mail circulating between offices and bureaus may be
hand carried (without an envelope) by office personnel or bureau messengers,
unless classified or controlled and going out of the building. Form OF-41,
Routing and Transmittal Slip, may be placed on top of mail carried by bureau
messengers between offices in the same building.
b. Mail addressed to employees outside of the bureau or
in another building is delivered by Office of Logistics Management, Diplomatic
Pouch Division (A/LM/PMP/DPM) messengers. Limited messenger service is
available for delivery to other Federal agencies in the Washington, DC area. Always
use an envelope for A/LM/PMP/DPM messenger mail (classified or unclassified). To
ensure prompt delivery, include on the envelope the addressee's name, office
symbol, room number, and building. For another agency, include agency symbol
(e.g., OMB) before office symbol (see 14 FAH-4).
c. Request special courier service (automobile) to
transport classified material and urgent messages to other Federal agencies
within the area. Use official envelopes for classified or administratively
controlled (SBU) material. Attach Form DS-112, Classified Material Receipt (see 5 FAH-1 Exhibit
H-431), and messenger envelopes (see 5 FAH-1
Exhibit H-432.3) for unclassified mail. Hand carry mail for courier
service to the pouch mail room and flag it for courier service.
d. For other agency pickup service, bring items
directly to the message center for fast delivery to other Federal agencies that
have daily mail pickups. See 14 FAH-4 for additional domestic internal message
service procedures.
5 FAH-1 H-436.3-2 Post Messenger
Service
(CT:CH-18; 07-05-2007)
For post messenger and mail handling services available,
consult the administrative officer and/or information program center personnel
at each post (see 14 FAH-4 for general and specific overall pouch and mail
procedures).
5 FAH-1 H-436.4 Other Mail Channels
from Posts
(CT:CH-18; 07-05-2007)
a. Posts provide international mail service, host
country postal service, and U.S. Military Postal Service where available (see
14 FAH-4, Pouch and Mail Handbook). Use international and local postal
facilities for unclassified mail only if approved by the principal officer. Send
all classified or administratively controlled (SBU) mail through the
information program center for processing through the USPS.
b. Use one of the following special services available
through channels from posts:
(1) AirmailUse airmail to expedite mail when the
distance involved requires air transport to speed delivery. Use airmail
envelopes or mark the envelope or package "AIRMAIL" to ensure airmail
service;
(2) Special DeliveryIf available locally, use this
service if it is certain that special handling will expedite service; and
(3) Registered MailUse to register mail according to
local requirements, after the service is approved by the principal officer.
5 FAH-1 H-437 THROUGH H-439 UNASSIGNED
5 FAH-1 Exhibit H-431
Form DS-112, Classified Mail Receipt
(TL:CH-8; 03-31-2004)
5 FAH-1 Exhibit H-432.1
Letter-Size Envelopes
(CT:CH-18; 07-05-2007)
5 FAH-1 Exhibit H-432.3
Large Envelopes
(TL:CH-4; 07-31-2002)
5 FAH-1 Exhibit H-436.1
Special Mail Forms
(TL:CH-4; 07-31-2002)
