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GOVERNMENT MAIL IS NOT FREE


Office of Records Services
Office of Records Management

CLASSES OF MAIL
(Use the least costly class of mail to get the job done.)

EXPEDITED (formerly Express Mail) - Available for the shipment of urgent mailings weighing up to 70 pounds. Provides overnight services, guaranteed delivery. Most costly of mailing service.

First Class - For letters, post cards, and other typewritten or handwritten correspondence weighting 11 ounces or less. 1-3 day delivery service.

PRIORITY - First-Class mail weighing over 12 ounces and up to 70 pounds. Items must be marked PRIORITY. 1-2 day delivery service.

STANDARD MAIL (Formerly Third-Class)Printed matter including circulars, pamphlets, form letters, etc. mail weighing less than 16 ounces. 3-7 day delivery service.

PACKAGE SERVICES (formerly Fourth-Class) -Parcel post and book rate mail weighing 16 ounces or more. 7-10 day delivery service.

SPECIAL SERVICES
(Special services are expensive and should be used only when needed.).

CERTIFIED - Provides sender with a mailing receipt on postage paid at the First-Class rate. A delivery record is kept at the post of address.

CERTIFICATION OF MAILING - Provides proof of mailing.

INSURED - Federal mailers may not use insured mail for protection against loss. It may be used if a returned receipt is required for Standard or Package Services mail.

REGISTERED MAIL - Provides special security for valuables and important First-Class and PRIORITY mail. It is slow and expensive.

SPECIAL HANDLING - Available for Standard Mail and Package Service Mail. Use this mailing when it is necessary to receive preferential handling in dispatch and delivery.

BUSINESS REPLY MAIL

Mail issued to obtain a response to a mailing that is beneficial to the government. Postage is paid by the Agency. Mailing required a permit number. A handling fee is charged by the U.S. Postal Service.

CONTRACTOR MAILINGS

Official mailings made on behalf of an Agency by a private concern under contract to deposit mail at a post office or delivery directly to the addressee.

Bulk Mail - For the shipment of large volume packages/boxes to and from field officers at a reduced contract rate.
Presort Mail - Provides for a contractor to pickup, presort barcode, commingle and automate First-Class mail at a discounted rate.

POSTAGE TERMS

Penalty Mail - Official mail authorized by law to be sent through the USPS. "Penalty for Private Use, $300."

Postage Allocations - Monies distributed to offices for official mailing activities on meters, official stamps and envelopes.

Postage Meters - Used to obtain true and accurate accountability of mail costs.

PROPER ADDRESSING OF MAIL

Official mail needs a complete address for prompt and accurate delivery.

Return Address - Include the sender's name, organization code, street address, and sender's city, state and ZIP code.
Destination Address - Include the recipient's name Street address, city, state and ZIP code.

WAYS TO ACCOMPLISH COST SAVINGS

• Use letter-size envelopes, not flats, for seven sheets of paper that can be folded.
• Use standard Mail for mailing printed items and photos weighing 4-16 ounces as opposed to first-class.
• Consolidate mail in one envelope to the same addressee.
• Establish realistic processing and delivery times to avoid higher rates.
• Use Federal Express, a GSA contractor for express small package or urgent letter delivery. Before selecting expedited courier service, always compare rates with freight shipping services.
• For a return receipt do not use Register mail - too slow and expensive. Use Certified and request a return receipt.
• Use delayed return receipt if signature of recipient may be needed in the future.
• Use a certificate of mailing when you need proof, including date, that an item was mailed. Cost less than a return receipt.
• Purge mailing list at least annually to eliminate outdated and duplicate mailings.
• Use standard size envelopes and avoid a surcharge for the use of non-standard size envelopes.

GUIDE TO MAIL MANAGEMENT MISSION STATEMENT

The purpose of the INS Mail Management Program is to develop, evaluate, and administer policies, procedures, and guidance of mail management practices at HQ and field offices.

The program established procedures for the accurate dissemination and timely handling of official mail at the least cost.

MAIL SECURITY CHECKLIST

• Label authorized U S mail receptacles
• Ensure postage meters, stamps and envelopes are protected from theft and unauthorized use.
• Verify and secure accountable mail
• Lock up high value items overnight
• Notify the USPS Inspector Service of suspected mail fraud.

FOR ADDITIONAL INFORMATION:

CONTACT:
Records Policy & Analysis Branch
4th floor, ULLICO BLDG.
Washington, DC 20536
(202) 514-3282

M-277 (Rev 04/04/02)Y

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