MCO 5110.4A THE MARINE CORPS OFFICIAL MAIL PROGRAM

MCO 5110.4A

MRP-3

JAN 21 2009

MARINE CORPS ORDER 5110.4A

From: Commandant of the Marine Corps

To: Distribution List

Subj: THE MARINE CORPS OFFICIAL MAIL PROGRAM

Ref: (a) DOD 4525.8-M, “DOD Official Mail Manual,” December 26, 2001

(b) MCO 5600.31G w/Ch 1-3

(c) USPS DMM Domestic Mail Manual

(d) DOD 4525.6-M, “DOD Postal Manual,” August 15, 2002

(e) MCO 5110.6C

(f) MCO P1700.27B

(g) 39 U.S.C. 3202

(h) 18 U.S.C. 1719.

(i) SECNAVINST 7042.7F

(j) Federal Register, 11 September 1979 (Vol. 44, No. 177)

(k) OPNAVINST P091B-107

(l) DOD 5200.1-R, “Information Security Program,” January 14, 1997

Encl: (1) Official Mail Program Policy

Report Required: Postage Expenditure Report (Report Control Symbol DD-5110-

02), encl (1), chap 5, par 2.d.(1)

1. Situation

. To provide information and direction concerning the

requirements for using U.S. Marine Corps official mail, official mail address

listing of Marine Corps commands, and military mail addressing standards

which are to be used in the preparation of official correspondence for entry

into the United States Postal Service (USPS) System.

2. Cancellation

. MCO P5110.4 and MCBul 5110.

3. Mission

. This Order contains instructions for the handling of official

U.S. Marine Corps mail, and additional guidance for unit mailroom operations.

4. Execution

a. Commander’s Intent and Concept of Operations

(1) Commander’s Intent

(a) To prescribe policy and procedures, according to the

reference, for the processing and delivery of U.S. Marine Corps official mail.

DISTRIBUTION STATEMENT A: Approved for public release; distribution is

unlimited.

MCO 5110.4A

JAN 21 2009

(b) The timely and accurate delivery of mail is paramount in

maintaining good order throughout any unit. This Order provides the

Commander with the information needed in order to operate and properly

maintain an official mail management program.

(2) Concept of Operations

. The policies outlined in this Order are

applicable to all Marine Corps activities that utilize U.S. Marine Corps

official mail.

b. Subordinate Element Missions

(1) All Marine Corps activities to include all organizations not

affiliated with the Marine Corps and other entities serviced by a Marine

Corps Post Office must comply with this Order.

(2) The currency, accuracy, and modification of this Order are the

responsibility of the CMC (MRP-3). Commanders of Marine Corps activities are

responsible for the timely entry of changes and physical maintenance of their

copies of this Order. Any deviation from instructions contained in this

Order must be authorized by the CMC (MR).

c. Coordinating Instructions

. Submit all recommendations concerning

this Order to CMC (MRP-3) via the appropriate chain of command.

5. Administration and Logistics

a. Distribution Statement “A” directives issued by CMC are published

electronically and can be accessed online via the Marine Corps homepage at

http://www.usmc.mil.

b. Access to an online medium will suffice for directives that can be

obtained from the internet, CD-ROM, or other sources.

6. Command and Signal

a. Command

. This Order is applicable to the Marine Corps Total Force.

b. Signal

. This Order is effective the date signed.

R. S. COLEMAN

Deputy Commandant for

Manpower and Reserve Affairs

DISTRIBUTION: PCN 10207290300

Copy to: JM plus 7000116 (15)

7000095 (2)

8145001

2

MCO 5110.4A

JAN 21 2009

LOCATOR SHEET

Subj: THE MARINE CORPS OFFICIAL MAIL PROGRAM

Location: ______________________________________________________________

(Indicate the location(s) of the copy(ies) of this Manual.

i Enclosure (1)

MCO 5110.4A

JAN 21 2009

RECORD OF CHANGES

Log completed change action as directed.

Change Date of Date Signature of Person

Number Change Entered Entering Change

ii Enclosure (1)

MCO 5110.4A

JAN 21 2009

TABLE OF CONTENTS

IDENTIFICATION

TITLE PAGE

Chapter 1 GENERAL INFORMATION........................1-1

1. Definition of Official Mail................1-1

2. Use of Official Mail.......................1-1

3. Accounting for Postage Expenditures........1-3

4. Reimbursement for Official Mail............1-5

5. Military Mail Addressing Standards.........1-5

Figure 1-1 Format of Sample Address...................1-6

Chapter 2 MAIL CLASSES AND SERVICES..................2-1

1. General....................................2-1

2. First Class Mail...........................2-1

3. Priority Mail..............................2-1

4. Periodical Mail............................2-1

5. Standard Mail..............................2-2

6. Parcel Post Mail...........................2-2

7. Express Mail...............................2-3

8. Presort Mail Services......................2-4

9. Business Reply Mail (BRM) and

Merchandise Return Service (MRS) ..........2-4

10. International Mail.........................2-5

11. State Department Pouch.....................2-5

12. Military Ordinary Mail (MOM)...............2-5

13. Parcel Air Lift (PAL) and

Space Available Mail (SAM).................2-5

Figure 2-1 Format of Business Reply Mail (BRM)........2-6

Chapter 3 SPECIAL POSTAL SERVICES....................3-1

1. General....................................3-1

2. Registered Mail............................3-1

3. Certified Mail.............................3-2

4. Exclusions.................................3-2

5. Insured Mail...............................3-2

6. Return Receipt.............................3-2

7. Restricted Delivery........................3-3

8. Certificate of Mailing.....................3-3

9. Special Handling and Special Delivery......3-3

10. Delivery Confirmation......................3-3

11. Signature Confirmation.....................3-3

Chapter 4 POSTAL COST MANAGEMENT.....................4-1

1. General....................................4-1

2. Cost Management Measures...................4-3

3. Mail Size Standards........................4-5

iii Enclosure (1)

MCO 5110.4A

JAN 21 2009

TABLE OF CONTENTS

IDENTIFICATION

TITLE PAGE

Chapter 5 OFFICIAL MAIL..............................5-1

1. General....................................5-1

2. Postage Meter Program......................5-1

3. Spoiled Postage Meter Tapes/Stamps.........5-3

4. Maintenance Log............................5-4

5. Postage Meter Supplies.....................5-4

6. Security of Meters.........................5-4

7. Key Volunteer Network Mailing Envelopes....5-4

8. Permit Imprint Mailing.....................5-5

9. Marine Corps Activities Metering Mail......5-6

Figure 5-1 Semi-Annual USMC Postal Expenditure

Report.....................................5-8

Figure 5-2 Formats for Permit Imprints................5-9

Chapter 6 COMMAND RESPONSIBILITIES...................6-1

1. General....................................6-1

2. Receipt and Deliver of Official Mail.......6-1

3. Mailroom Operations........................6-1

4. Mail Handling Instructions.................6-2

5. Search and Seizure.........................6-3

6. Security Verification Plans................6-3

Figure 6-1 Format of PS Form 3883.....................6-5

Figure 6-2a Mail Center Security Checklist.............6-6

Figure 6-2b Mail Center Security Checklist.............6-7

iv Enclosure (1)

MCO 5110.4A

JAN 21 2009

Chapter 1

General Information

1. Definition of Official Mail

. Official mail is any letter, publication,

or parcel relating exclusively to the business of the U.S. Government, which

is mailed using official postage. Only those items that can be mailed under

postal laws may be sent as official mail. By Law, reference (g), only

officials of the U.S. Government are authorized to send items through the

postal system as official mail. The penalty for misuse of official mail is

$300, reference (h).

2. Use of Official Mail

a. Authorized use of Official Mail

. All U.S. Marine Corps activities

are authorized to use official mail. These activities include, but are not

limited to, the following:

(1) Headquarters, U.S. Marine Corps and subordinate commands.

(2) Marine Corps Reserve activities.

(3) Marine Corps Community Service (MCCS) activities for business

related directly to the execution of their mission. However, material

related directly to buying or selling non-appropriated fund merchandise and

services may not be sent as official mail. Commanding officers may use

official mail to advertise available MCCS programs and services when the

information is part of a consolidated MCCS information package. MCCS

information packages are defined as information pertaining to any of the

following six programs of MCCS activities and associated non-appropriated

fund instrumentalities:

(a) Program Group I: Military Morale, Welfare, and Recreation

(MWR) Programs, include child development and recreational lodging programs.

(b) Program Group II: Armed Services Exchange Programs.

(c) Program Group III: Civilian MWR Programs. MWR programs

designed for DOD civilians.

(d) Program Group IV: Lodging Program Supplemental Mission Funds.

Non-appropriated fund instrumentalities operated as an adjunct to the lodging

programs for temporary duty (TDY) and PCS official travelers.

(e) Program Group V: Supplemental Mission Funds. Non-appropriated

fund instrumentalities operated as an adjunct to DOD mission activities that

generate non-appropriated funds.

(f) Program Group VI: Special Purpose Central Funds. DOD

Component and Military Service headquarters central funds designated as the

sole provider of a consolidated, general administrative service or function

(such as non-appropriated fund employee life and health insurance and non-

appropriated fund risk management).

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JAN 21 2009

(4) The Key Volunteer Network is an official Marine Corps activity

dedicated to the mission of improving family readiness.

(5) Non-appropriated fund instrumentalities may use official mail

only for official administrative (managerial) mailings related exclusively to

the business of the U.S. Government.

(6) Official mail may be used for the mandatory distribution of

authorized Marine Corps newspapers and civilian enterprise newspapers (e.g.,

local base newspapers). Official mail may be used to mail individual copies

of authorized Marine Corps newspapers to higher headquarters in the chain of

command, in bulk to subordinate units for distribution to members of the

units, or to promote the overall command Public Affairs Program. Mailings of

authorized Marine Corps newspapers or commercial enterprise newspapers will

be at the bulk rate if they qualify, or as bulk or media mail, depending on

the weight. The U.S. Postal Service (USPS) should be used only to transmit

these publications to locations away from the Marine Corps activity. Local

(onsite) distribution will not be made using the postal system.

(7) Printer-mailer contractors or vendors mailing Marine Corps

recruiting publicity and advertising materials may use permit imprints for

mass mailings only when the USPS mailing requirements are met. Contractors

may be allowed to use official mail postage meters licensed to and under

Marine Corps control at the discretion of the Commandant of the Marine Corps

(Code MRP-3), when circumstances warrant. When USPS mailing requirements for

permit imprint mail cannot be met, or when the use of postage meters is not

practical, contractors shall prepay postage costs and be reimbursed by

including the cost of the mailing as a separate item on their invoice.

b. Unauthorized Use of Official Mail

. U.S. Marine Corps official mail

will not be used for the following:

(1) For private use.

(2) Correspondence that is not exclusively U.S. Marine Corps

business.

(3) Correspondence from non-appropriated fund instrumentalities on

the buying or selling of non-appropriated fund merchandise or services;

routing correspondence with commercial sources of products; routine bills to

members of open messes and other membership associations; and advertisements

for individual non-appropriated fund or MCCS revenue generating activities.

(4) Greeting cards, Christmas cards, unofficial retirement

announcements, job resumes, and invitations to social functions (except

functions authorized and funded from official representation funds in

accordance with SECNAVINST 7042.7F of (15 Jan 1981, reference (i).

(5) By retired members of the U.S. Marine Corps, unless acting in an

official capacity.

(6) Non-mailable items (obtain list of non-mailable items from local

civilian or military post office).

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MCO 5110.6C

JAN 21 2009

(7) Matter mailed at a civilian post office in a foreign country.

Postage must be in stamps of that country.

(8) Parcels tendered for movement by a Government Bill of Lading

(GBL) in connection with commercial freight carriers or in the military

transportation channels.

(9) By concessionaires and their employees.

(10) For the mailing of official material (e.g., daily, weekly or

housing bulletins) that contains unofficial information.

(11) For the mailing of dependent school year books, and other

unofficial items such as announcement cards, thank you cards, class rings,

etc.

(12) For mail not bearing a complete and proper return address.

(13) For mailing of authorized Marine Corps newspapers to individual

subscribers.

(14) For mailing of military cruise books or other related items

whose printing is paid for by the individual or non-appropriated funds.

(15) Mailings by or for private associations, or mailing matter

donated by individuals for donation to other individuals or charitable

organizations.

c. Return Address

. All official mail, except Business Reply Mail, must

contain a complete return address of the mailing activity in the upper left

corner of the envelope/label. The title of the individual (e.g., Commanding

Officer, Postal Officer) is to be used instead of the name.

d. Misuse of Official Mail

. The improper use of any official mail shall

be reported to the Commander for an appropriate investigation. Commanders

will determine any appropriate reimbursement of postage and fees, and if

legal or administrative action shall be taken. Commanders will notify

installation postal officers of all investigations and a report is to be

forwarded to the Commandant of the Marine Corps (MRP-3) via the Automated

Military Postal System. Reports are to be updated every thirty days until

completed.

3. Accounting for Postage Expenditures

a. The Marine Corps Official Mail Program is based on a positive

accountability system for postage costs. Positive accountability reduces

dependence on the U.S. Postal Service's Revenue, Pieces and Weights (RPW)

sampling system. Positive accountability also provides cost data, down to the

activity level, that is used to evaluate postal costs.

b. The Marine Corps goal is 100 percent positive accountability for all

official mail. USPS charges for Marine Corps official mail are determined by

any of the following methods:

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MCO 5110.4A

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(1) Official Postage Meters

. Postage meters imprint the postage on

each piece of letter mail or print a gummed tape to be placed on parcels.

The meters keep a running total of postage expended and postage available for

use. Paragraph 5001 refers.

(2) Express Mail Account Number

. This is an individual control number

upon which postage for official express mail shipments may be charged.

Paragraph 2006 refers.

(3) Permit Imprints

. The use of permit imprint on the mailing piece

eliminates the need to meter each piece of mail. Permit imprint mail is used

for large volume mail outs (generally greater than 200 per mailing), of

uniform size and weight. Permit imprints can be used for almost any class of

mail. Paragraph 5007 refers.

(4) Bulk Rate Permit

. The regular bulk rates may be applied to

mailings of qualifying pieces separately addressed to different addresses in

quantities of not less than 200 pieces or 50 pounds. Paragraph 2004.2b

refers.

(5) Business Reply Mail

. Business Reply Mail is to be used for all

occasions when mail is to be returned for reply purposes. The post office

charges first-class postage only when the letter/card is returned to the

sender. Paragraph 2008 refers.

(6) Special Postage Agreements

. The USPS will enter into special

agreements, such as computerized postage, for high volume mailers with unique

automated equipment. The local USPS Customer Service Representative should

be contacted for assistance.

(7) Postage Stamps and PC Postage

. All Marine Corps activities not

equipped to meter mail may utilize postage stamps or PC Postage whenever

applicable. Activities without a backup metering system may maintain no more

than a 10 day emergency supply of postage stamps, PC Postage or a set Trust

Account with USPS. Also, deployable units may maintain a 60-day stock when

deployed. Small volume mailers’ inventories shall not exceed 90-days.

(8) DOD Official Intra-theater Delivery Service Mail

. Items mailed

from one MPO to another MPO in the same theater shall have “DOD IDS”

typewritten, rubber stamped, or mechanically printed in the area where the

postage and fees for special services normally would be placed on the U.S.

Mail. It can be used on all classes of mail. It will be treated and

processed with the MPS as if postage and fees has been paid on it. Claims

may be made and will be processed in accordance with normal procedures up to

the point of making payments. Payments shall not be made for lost or damaged

items or refund of postage.

(9) Postage and Fees Paid Indicia

. These envelopes are no longer

authorized.

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MCO 5110.4A

JAN 21 2009

4. Reimbursement for Official Mail

. Headquarters, U.S. Marine Corps

currently pays the USPS for all official mail costs. USPS post offices

forward records of postage meter settings, permit mailings, BRM mailings,

and other documents to the USPS Headquarters for consolidation and billing

to the Marine Corps. No payments for official mail costs, including

postage meter licenses or permits, are made by individual activities.

5. Military Mail Address Standards

. To view Official Mail Addresses for

Marine Corps Commands go to the Official Mail Address Listing link on the

following website, https://www.manpower.usmc.mil

. Under the “Reference”

column, click on “Official Mail Address Listing for Marine Corps Commands.”

Additionally, all mail shall be prepared and packaged according to USPS

regulations to include the following guidance:

a. To ensure the most efficient delivery of mail, a correctly formatted,

current mailing address must be used. The following mail addressing

standards are required on all official mail:

(1) Use complete official mailing address (including the nine digit

ZIP code) on both the return address and the delivery address (refer to

figure 1-1).

(2) Print or type address. Return/delivery addresses will be

typewritten or machine printed in black ink using upper case letters.

Address characters must not touch and will be equally spaced. The preferred

print size for address characters is 10 to 12 points. Handwritten and rubber

stamped addressing are not authorized except for activities engaged in field

exercises or hostilities that prevent following these standards. Also, the

attention line may contain handwritten characters to identify a specific

section, code, or person.

(3) Punctuation may be included in official addresses; however, the

preferred format is without punctuation, except for hyphen separating the

digit add-on from the five digit ZIP code.

(4) Use the correct address format. Official mailing addresses (both

delivery and return) are limited to five lines and formatted with uniform

left margin. The attention line is an optional line which may be used when

the name of the activity does not adequately identify addresses or if the

correspondence is directed to a specific person or section. Whenever

possible, a person’s title/billet will be used vice a person’s name. This

prevents official mail intended for the command from being forwarded to the

person after he/she transfers to a new command.

b. Figure 1-1 shows a sample address format.

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MCO 5110.4A

JAN 21 2009

Figure 1-1.--Format of Sample Address

1-6

HEADQUARTERS US MARINE CORPS

MANPOWER AND RESERVE AFFAIRS (MRP-3)

3280 RUSSELL RD

QUANTICO VA 22134-5103

OFFICIAL BUSINESS

COMMANDING OFFICER

HEADQUARTERS AND SERVICE BN

3800 BELLEAU WOOD AVE

SAN DIEGO CA 92140-5199

MCO 5110.4A

JAN 21 2009

Chapter 2

Mail Classes and Services

1. General

. Domestic mail consists of five classes. The determination to

which class each piece of official mail belongs is made according to the type

of item being sent, the weight of the item, and the need to use special mail

services. To preclude the necessity for judgmental decisions by USPS

employees and to assure the desired service is provided, all official mail

users should endorse oversized letters (flats) and small parcels as "FIRST-

CLASS", "PRIORITY", "STANDARD MAIL", "PARCEL POST", or "EXPRESS MAIL", as

appropriate.

2. First Class Mail

a. General

. All first-class mail receives expeditious handling and

transportation. The USPS has established uniform guidelines for distribution

and delivery of mail. First-class mail is regularly sent by air.

b. Specific

. All official mail weighing less than 13 ounces is treated

as first-class mail, unless endorsed differently. Items such as post cards,

matter wholly or partially handwritten or typewritten, matter closed against

postal inspection, matter having the character of personal correspondence,

bills, and statements of account must be sent as first-class mail. Matter

produced by computer is not required to be sent as first-class mail, unless

it has the character of actual and personal correspondence.

c. Physical Limitations

. Each piece of mail may not weigh more than 70

pounds, nor have a combined length and girth exceeding 108 inches. See

paragraph 4002 for size standards.

3. Priority Mail

. Priority mail is all first-class mail weighing more than

13 ounces, and other mail which requires expeditious handling and

transportation, with a maximum weight of 70 pounds. The word "PRIORITY" must

be placed prominently on each piece of mail.

4. Periodical Mail

a. General

. Periodical mail is those newspapers and periodical

publications which meet the following requirements:

(1) Issued at a regular, stated frequency of no less than four issues

per year.

(2) Issued and mailed at a known office of publication where business

is transmitted and circulation records are maintained.

b. Qualification

. Official publications are authorized to be mailed

under periodical mail only if an authorized permit application has been

granted (section 440 of the DMM), reference (c). Authorization will be based

in meeting the general requirements above and the specific requirements for

controlled publications. Controlled circulation publications are:

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MCO 5110.4A

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(1) Publications that are circulated either free or to subscribers.

(2) Publications in which each issue contains at least 24 pages, and

not more than 75 percent advertising

(3) Mailers of controlled circulation publications must maintain a

legitimate list of persons who request the publication, and have 50 percent

or more of the copies distributed to persons making such a request.

5. Standard Mail

a. General

. Standard mail consists of matter which is not mailed or

required to be mailed as first-class mail, not eligible for periodical mail,

and weighs less than 16 ounces. All standard mail should be endorsed

"Standard Mail."

b. Categories

. Two standard rate categories are available:

(1) Single Piece Rate

. The single piece rate is applied to each

piece according to its weight. No presort or special preparation is

required.

(2) Regular Standard Rate

. The regular standard mail rate may be

applied to mailings of bulk mail separately addressed to different addresses

in quantities of not less than 200 pieces or 50 pounds. However, standard

mail is not available for mail sent from overseas locations. The address side

of each piece, its envelope or wrapper must be plainly marked "Presorted

Standard or PRSRT STD", preferably in the position where postage would

normally be placed. Standard mail must be presented for mailing at a post

office, and must be accompanied by a completed PS Form 3602. Figure 5-2

provides the format for the bulk rate imprint.

6. Parcel Post Mail

a. General

. Parcel Post mail consists of mailable matter not mailed or

required to be mailed at first-class, weighing 16 ounces or more and not

entered as periodical mail. Maximum weight is 70 pounds and may not exceed

130 inches length and girth.

b. Categories

. Four standard rate categories are available for official

mail:

(1) Single Piece Zone Rate (Parcel Post)

. All items meeting the

standard definition may be mailed at this rate. No endorsement is required;

however, a "PARCEL POST" endorsement is recommended.

(2) Bulk Zone Rates (Parcel Post)

. Mailings of 300 or more pieces of

standard mail of identical weight sent to a single zone may be mailed at this

rate.

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(3) Media Mail

. To qualify for media mail, an item must contain at

least 24 pages, at least 22 of which are printed, and consist wholly of

reading matter with some incidental blank spaces for notations. It may not

contain advertising except incidental announcements of books. Items such as

films and sound recordings may also be sent at this rate. Pieces must be

endorsed “MEDIA MAIL”.

(4) Bound Printed Matter

. Bound printed matter is standard matter

that weighs 1 pound or more, but less than 10 pounds. Only the following

specifically described material may be mailed at the bound printed matter

rates.

(a) Matter that consists of advertising, promotional, directory

or editorial material, or any combination of these.

(b) Matter that is securely bound by permanent fastenings such as

staples, spiral binding, glue, stitching, etc. Loose-leaf binders and

similar fastenings are not considered permanent.

(c) Matter consisting of sheets of which at least 90 percent are

imprinted with letters, characters, figures, images, or any process other

than handwriting or typewriting.

(d) Matter that does not have the nature of personal

correspondence.

(e) Matter that is not eligible for mailing as media mail.

(f) Matter that is not stationery, such as pads of blank printed

forms. The words “BOUND PRINTED MATTER” must be printed (or rubber stamped)

conspicuously on the address side of the item.

7. Express Mail

a. USPS Express Mail service is a high speed (generally overnight)

delivery that is available to most major locations within the United States.

Funding is controlled by each individual installation Official Mail Manager

and will be utilized in accordance with DOD 4525.8-M, section C1.10

(reference a).

b. Because of the high cost of postage required for the utilization of

Express Mail, consideration should be taken to ensure that next day delivery

service is an essential requirement to mission accomplishment, and not a

convenience. The following questions should be answered prior to using

Express Mail:

(1) What mission failure will result if document is not received the

following day?

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(2) What compelling circumstances prevent the items from being ready

in time for normal mail transit? (Typing delays are not acceptable.)

(3) Will the recipient be present to accept document? (Important on

Fridays since once USPS attempts delivery their requirement is met and the

package, if unable to be delivered then, is returned for normal mail

processing during the next week.)

(4) Have other, less expensive, alternatives been examined?

8. Presort Mail Services

. Presort mail is available for first, and standard

mailings. Generally, a discount is applied to the postal rate charged when

certain presort requirements are met. Presort requirements, based upon ZIP

Code sequences, are defined in the DMM, reference (c), or are available from

all civilian and military post offices. Chapter 4 paragraph 2c refers.

9. Business Reply Mail(BRM) and Merchandise Return Service (MRS)

a. The Federal Register of 11 September 1979 (Vol. 44, No. 177),

reference (j), published a final ruling which requires all Federal Government

departments and agencies to use business reply mail, metered reply mail, or

stamped self-addressed envelopes, cards and mailing labels for official

business reply purposes. This rule became effective 1 September 1980.

Furnishing metered reply mail or stamped self-addressed return mail for reply

purposes is not practical for the Marine Corps in most cases, since postage

is charged whether or not the item is returned. Therefore, BRM and MRS

formats will be used. Figure 2-1 refers.

b. "Postage and Fees Paid" indicia envelopes and cards are not

authorized to be used as reply mail. Whenever a return response is desired, a

business reply envelope or card will be used. The address of the activity to

whom the information is being returned should be printed, typewritten, or

hand stamped directly on the envelope/card, or a printed gummed label may be

affixed in the address area.

c. The following guidance on business reply formats is provided:

(1) The "Business Reply Mail" format is for use on letter-size

envelopes, self-mailers, and cards that exceed the maximum postcard size.

(2) The "Business Reply Card" format is for use on all cards that are

post card size.

(3) The "Business Reply Label" format will not be used as labels to

return any matter without written authorization from the Commandant of the

Marine Corps (Code MRP-3).

d. The installations "PERMIT NO.XXX" is to be printed on all official

U.S. Marine Corps business reply mail. Likewise, "POSTAGE WILL BE PAID BY

U.S. MARINE CORPS" must be placed directly under the permit information.

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MCO 5110.4A

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e. Blank (without address) business reply envelopes and business reply

cards are available through normal supply channels. The envelope has been

assigned NAVMC 11136 (9-38), SN:0000-00-006-9020; the card has been assigned

NAVMC 11122 (1-83), SN:0000-00-006-8780. These forms are to be used only for

replies being returned to the command. Only an official Marine Corps address

is to be placed in the address portion of the envelope/card.

f. Commands requiring large numbers of BRM envelopes/cards may desire to

procure them through local printing outlets, using local funds. The

command's address will be printed on each envelope, using the measurements

shown in Figure 2-1.

g. MRS is charged at the appropriate priority or standard mail rate to

include an accounting fee for each piece. The MRS label must have a permit

number on the label assigned by USPS. MRS shall be prepared per DMM

regulations, reference (c).

10. International Mail

. All official mail addressed to foreign civil

addresses (non-APO/FPO addresses), is considered to be international mail.

International mail may only be sent to those countries with whom the USPS has

established service agreements. The civilian or military post office can

provide information on applicable service restrictions.

11. State Department Pouch

. A diplomatic pouch system is available through

the State Department for the sending of official mail to certain

international (non-APO/FPO) addresses. The Standard Naval Distribution List,

Part 1 (OPNAVINST P091B-107), reference (k), provides special mailing and

handling instructions for using this service.

12. Military Ordinary Mail (MOM)

a. MOM is a special military airlift service only for ordinary mail

official mail being sent to, from, or between APO/FPO addresses. It is not

available on mail sent between Continental U.S. (CONUS), Alaska, or Hawaii

addresses. MOM service means that mail is provided surface transportation

(by USPS) within the U.S. to the gateway (i.e., Seattle, San Francisco, New

York, or Miami), but is flown from that point to the appropriate overseas

mail center. The advantage of MOM service is that it provides “airmail”

service from the gateway, but is charged at second-, third- or standard

postage rates.

b. MOM service will be utilized for parcels, directives, and periodicals

that have a required due date and are addressed to APO/FPO addresses. This

service is not authorized for directives and periodicals whose contents are

only informative in nature, or for any parcels not having a required due date.

c. The endorsement “MOM”, in bold-print letters, will be placed below

the postage and above the addressee’s name.

13. Parcel Air Lift and Space Available Mail (SAM)

. These services are not

authorized for official mailings.

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Business Reply MAIL (Envelope)

3 7/8” x 8 7/8” Open Side Gummed Envelope

for enclosure within a 4 1/8” x 9 ½” standard

correspondence envelope.

Business Reply CARD

Must be no smaller than 3 ½” x 5” nor larger

than 4 ¼” x 6”,and must be rectangular in

shape and at least 0.007” thick.

Note: Illustration not actual size

Figure 2-1.–-Format of Business Reply Mail

2-6

Permit holder’s area

NO POSTAGE

NECESSARY

IF MAILED

IN THE

UNITED STATES

BUSINESS REPLY MAIL

FIRST-CLASS MAIL PERMIT NO. 000 WASHINGTON DC

POSTAGE WILL BE PAID BY ADDRESSEE

ATTN ACCOUNTS PAYABLE

ALEXANDER ENTERPRISES

PO BOX 6805

WASHINGTON DC 20260-9900

1/4”+ 1/16”

Barcode read area

Barcode clear zone

4 1/4” max, 3 1/2” min

4 3/4”

7/16” max

5/8”

min

2 1/4” max

5/8” min

1” min

1/2” min

Horizontal bars end above

delivery address baseline

1/2” min

From ZIP Code to bars

1/16” to 3/16”

Equal to bar height

FIM bars touch zone edge + 1/8”

FIM

clear

zone

1 ¾” max

2” + 1/8”

5/8”

3”

1 3/4”

1 1/4”

FIM bars reach top edge + 1/8”

MCO 5110.4A

JAN 21 2009

Chapter 3

Special Postal Services

1. General

. The use of special postal services is limited to instances

required by law, Department of Defense (DOD) instructions, Marine Corps

directives, this Manual, or when authorized in writing by the Commandant of

the Marine Corps (Code MRP-3). Extra fees are charged for these special

postal services. Special postal services authorized for Marine Corps use

consist of registered, certified, and insured mail; return receipts;

restricted delivery; certificates of mailing, delivery confirmation and

signature confirmation.

2. Registered Mail

a. Registered mail provides added protection for mail, and is the safest

means available. It also provides evidence of mailing and delivery. All mail

to be registered must be sent as first-class or priority mail. Registry

procedures are described in section 500 of the DMM, reference (c). Official

mail is registered solely to ensure "safe delivery." Since the U.S.

Government is self-insured, indemnity is not provided. Therefore, the only

registration fee to be charged under the Marine Corps Official Mail Program

is the least expensive postal registration fee available without postal

insurance.

b. Registered mail is costly, and is the slowest form of first-class

mail because a chain of receipts is established at each transportation point

within the postal system. Registered official mail addressed overseas can

only be transported on U.S. commercial or military flights. This greatly

reduces the number of flights available since most first-class mail is

transported overseas using foreign carriers.

c. Registration is authorized for official, mission essential mail

requiring the highest degree of security. Examples of this type of mail

include:

(1) Criminal Investigation reports.

(2) Any currency and vouchers, or other high-value items.

(3) Mailable shipments of government-owned firearms.

(4) Calibration equipment, sensitive equipment, controlled equipment,

pilferable, or irreplaceable material having a replacement cost of $5,000.00

or more.

(5) Narcotics for use by authorized government agencies.

(6) Material required to be sent as registered mail by law, DOD

instruction, Federal directives, or USMC directive; Federal directive.

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3. Certified Mail

a. Certified mail is restricted for use within the domestic postal

system and provides evidence of mailing and a record of delivery. It may be

used only for first-class or priority mail having no intrinsic value. It

does not provide a chain of receipts while in transit since it is dispatched,

handled, and treated in transit as first-class mail.

b. Examples of authorized uses of certified mail are:

(1) Notification to obligated reservists of failure to complete

required training.

(2) Proof of delivery or an attempt to deliver legal documents.

(3) Letters of transmittal and orders to extended active duty to

Reserve personnel.

(4) Material required to be sent as certified mail by law, DOD

instruction, Federal directives, or USMC directive.

4. Exclusions

. Commands desiring to use registered or certified mail for

requirements not contained in paragraphs 2 and 3, above, will request

approval from the installation commander/postal officer or district postal

officer.

5. Insured Mail

a. Only those materials required by law, Federal directives, DOD

Instructions, or Marine Corps directives should be sent by insured mail and

should meet guidelines in subparagraph b, below.

b. Numbered-insured service provides a method to obtain evidence of

mailing and a record of delivery for third and standard official mail. No

record of mailing is maintained at the office of mailing, and insured mail is

treated in transit as ordinary mail. Insured mail is to be used when an

established requirement for evidence of mailing and a record of delivery

exists for Marine Corps supply items not having a required delivery date

(RDD). Since the U.S. Government is self-insured, insurance fees to be

charged under the official mail program are the least expensive fees

required. This will insure the mail for "safe delivery" only.

6. Return Receipt

a. A return receipt (PS Form 3811) provides the mailer with evidence of

delivery. Return receipts may be obtained for numbered-insured, registered,

and certified mail, but require additional postage fees. A return receipt is

authorized for use when proof of delivery of official mail sent to non-

government addresses is required.

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b. When proof of delivery of official mail sent to another government

agency is required, an OPNAV Form 5511/10 (Record of Receipt) or NAVMC 941

(Transmittal of Official Documents) is to be used. These forms are placed

inside the item being mailed and provide instructions to the addressee on

completing and returning the form to the sender.

c. Staff judge advocates and provost marshals have been given the

authority to determine when the use of a return receipt is required for legal

documents, in accordance with current directives.

7. Restricted Delivery

. Restricted delivery permits the mailer to direct

delivery to the addressee or to an agent only. It may be obtained only for

insured, registered, or certified mail.

8. Certificate of Mailing

. A Certificate of Mailing (PS Form 3817), may be

requested when proof of mailing is required, but proof of delivery is not

necessary. It is to be used instead of numbered-insured, registered, or

certified mail when only proof of mailing is required.

9. Special Handling and Special Delivery

. These services are not authorized

for Marine Corps use unless written authorization has been granted by the

Commandant of the Marine Corps (Code MRP-3).

10. Delivery Confirmation

. A Delivery Confirmation (PS Form 152) is a low

cost service which provides you the date, ZIP, and time the article was

delivered. This service is available for First Class Parcels, Priority, and

Standard Package Services. Delivery information is available online at

USPS.com, or by phone at 1-800-ASK-USPS.

11. Signature Confirmation

. A Signature Confirmation (PS Form 153) is a low

cost service similar to Delivery Confirmation with the added service of a

signature to ensure it reaches the proper individual. This service is

available for First Class Parcels, and Priority Services. Delivery

information is available online at USPS.com, or by phone at 1-800-ASK-USPS.

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Chapter 4

Postal Cost Management

1. General

. It is Department of Defense policy that mailing costs be kept

to the minimum necessary to conduct essential government business. In recent

years, postage costs for the Marine Corps have risen dramatically.

a. Policy

. In an effort to reduce postage costs, and to conform with

current DoD policy, Marine Corps activities shall ensure that their official

mail practices conform with the following guidelines:

(1) Use standard, letter-size envelopes whenever possible. Large

envelopes shall be used only when material may be damaged by folding.

(2) Use presorted or bulk mail discounts, when eligible and

economically feasible.

(3) Ensure that personnel who originate or prepare material for

mailing are adequately trained.

(4) Periodically monitor mail practices to ensure that mail is sent

by the most economical means.

(5) Periodically review recurring mailings for essentially.

(6) Review mailings to ensure they are not subject to surcharge or

are non-mailable. The USPS levies surcharges on lightweight (less than 1

ounce), nonstandard size letter mail. In addition, the USPS prohibits the

mailing of envelopes that do not meet the minimum size, thickness, and

length-to-height standards. Paragraph 3 below refers.

(7) Reduce the frequency and volume of mailings.

(8) Update mailing lists at least annually, or as changes become

known. Verifying and updating addresses minimize delivery delays, and avoids

undeliverable mail that wastes postage and printing costs.

(9) Consider microform alternatives for mailing publications.

(10) Require adequate printing lead time to permit economical mail

service.

(11) Reduce publication weight, as practicable, by printing on both

sides of the paper, selecting the lightest weight paper, and using all

available printing space.

(12) Ensure that contracts for printing and distribution contain DoD

component specifications for using the most economical mailing services

consistent with the priority of the case.

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MCO 5110.4A

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(13) Consider alternatives to automatic data processing hard copy

mailings, such as:

(a) Telephone

(b) Fax

(c) Electronic Mail

(d) Guard mail

(e) Courier

(f) Traffic Management Office

(g) Commercial Carriers (i.e. FEDEX, UPS, DHL)

(h) Naval Message

(14) Promote computer formats that make maximum use of available

print space to reduce the weight of mailings.

(15) Implement and maintain positive official mail accountability

systems (i.e., postage meters, permit mailings, and computerized postage) as

the basis for reimbursing the USPS for official mail costs, whenever

feasible, rather than relying on sampling techniques.

b. Procedures

(1) Letter Mail

. All unclassified official correspondence weighing

13 ounces or less will be sent as first-class mail. Unclassified official

correspondence weighing more than 13 ounces, consolidated mailings, direct

pouches, or Joint Uniform Military Pay System (JUMPS) pouches will be sent as

priority mail.

(2) Classified Mail

. Classified material shall be prepared and

transmitted as prescribed in DOD 5200.1-R, reference (l).

(3) Substance Abuse Mailings

. Urinalysis samples shall be prepared

and transmitted as prescribed in Marine Corps directives in the 5300 series.

(4) Publications and Blank Forms

. All bulk distribution of

publications (i.e., directives, instructions, regulations, and manuals) will

be sent at the media mail rate if they qualify, or as third or standard mail.

Blank forms shall be sent as third or standard mail. Exceptions to this are

as follows:

(a) Communication systems publications or material that is

classified, accountable, or critical to safety may be sent as first-class or

priority mail.

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MCO 5110.4A

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(b) Bulk distribution of immediate-action publications and

directives, publications in microfiche form, or publications and blank forms

supplied in response to emergency requisitions may be sent as first-class or

priority mail. In such cases, other publications and blank forms may not be

included as fillers.

(c) Publications sent to activities having an Hawaii address will

be sent as first-class mail.

(5) Periodicals

. When eligible, periodicals not qualifying for media

mail rate mailed directly to individuals or organizations will be sent at the

controlled circulation or bulk rate. When ineligible for these rates,

periodicals shall be sent as third or standard mail.

(6) Logistic Parcels

. When the USPS can satisfactorily meet DoD

requirements for mailings within the United States at the lowest overall

cost, the following will apply:

(a) Priority or first-class mail will be used for Not Mission

Capable Supply (NMCS) requirements and expeditious handling of critically

needed items and "999" procedures.

(b) Priority or first-class mail will also be used for Uniform

Material Movement and Issue Priority System (UMMIPS) priority designators 01-

08 shipments that are consigned to a location more than 300 miles from the

shipper.

(c) All UMMIPS priority designator 01-08 shipments consigned to a

location 300 miles or less will be sent as standard mail or parcel post. All

UMMIPS priority designators 09-15 shipments will be sent standard mail or

parcel post or held for consolidation as freight, whichever is less costly.

2. Cost Management Measures

a. Consolidated Correspondence

(1) Commanding officers shall establish and maintain an official mail

center for the purpose of monitoring the Official Mail Program and to ensure

that official mailings are consolidated to reduce costs. Routine

correspondence or documents intended for entry into the USPS system and

destined for Marine Corps activities, will be delivered to the official mail

center for consolidation prior to mailing.

(2) The official mail center will determine which correspondence and

documents are to enter the USPS system, and which are to be sent by guard

mail. In no case should documents destined for organizations or units aboard

the originating base, or served by the originator's command courier service,

be entered into the USPS system.

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MCO 5110.4A

JAN 21 2009

(3) Routine correspondence or documents destined for a single

location will be consolidated by the command mail center, addressed to the

commanding general/commanding officer of that activity, and forwarded under a

single cover regardless of weight. The endorsement "CONTAINS CONSOLIDATED

CORRESPONDENCE", in bold letters, will be placed in the lower left quadrant

of the address side of the container.

(4) Official mail centers receiving mail endorsed "CONTAINS

CONSOLIDATED CORRESPONDENCE" are authorized to open this mail and make

appropriate distribution.

(5) Guard mail or command courier service will be utilized to the

maximum extent possible for the delivery of items destined for activities

located within the originator's geographical location.

(6) The smallest possible envelope suitable for a single mailing will

be utilized in all cases. The USPS restrictions with regard to nonstandard

envelopes are outlined in paragraph 3b, below, and must be strictly followed

to avoid unnecessary surcharges.

b. Direct Pouch Service

(1) Direct pouch service provides a means in which activities sending

large volumes of mail to a single address may place non-metered mail into

pouches, and simply weigh and meter the pouch itself. This reduces postal

costs since:

(a) First-class postal rates are cheaper (per pound) as the

weight increases.

(b) Time is saved by the activity since each envelope/parcel does

not require metering.

(2) Direct pouch service may be used only for first-class mail that

does not require special services. Direct pouch service is suitable for

mailings of at least one-third of a pouch. Periodicals, standard mail, or

parcel post will not be included as "filler material" in the direct pouch

since the pouches are dispatched as priority/first-class mail.

(3) Postal regulations require those activities desiring direct

pouching service to purchase their own pouches. USPS pouches cannot be used

for this purpose. The DOD, through the Military Postal Service Agency

(MPSA), is in the process of procuring direct pouches. Once acquired, these

pouches will be distributed to activities qualifying for this service, along

with guidelines for their proper use.

c. Presort Program

. Significant savings may be realized through the use

of the USPS presort program. Activities that are engaged in monthly mailings

of over one hundred thousand pieces of first-class mail are directed to

contact their USPS customer service representative for specific information

concerning this program.

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MCO 5110.4A

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3. Mail Size Standards

. The USPS has established minimum and maximum size

standards which are designed to control costs by increasing the volume of

mail which can be mechanically processed.

a. Non-mailable

. Small, flimsy pieces of mail, which cause disruptions

in automated processing, are no longer accepted by the USPS. All mail that

is one-fourth of an inch or less in thickness must be:

(1) No less than 3.5 inches high and 5 inches long.

(2) Rectangular in shape.

b. Nonstandard

. Nonstandard mail weighing 1 ounce or less (first- and

standard only) will be assessed a surcharge by the USPS. Mail is considered

nonstandard if the following applies:

(1) Its length exceeds 15 inches, or

(2) Its height exceeds 12 inches, or

(3) Its thickness exceeds 1/4 inch, or

(4) Its aspect ratio (length divided by height) does not fall between

1 to 1.3 and 1 to 2.5 inclusive.

c. Maximum Weight Limits

. No mailable parcel may weigh more than 70

pounds. The civilian/military post office can provide information on other

weight limitations that apply for articles sent to certain APO/FPO addresses.

d. Maximum Size Limits

. The combined length and girth of a regular

piece may not exceed 108 inches, except for parcel post parcels which may not

exceed 130 inches; that will include a non-machinable surcharge. To compute

the size of a parcel:

(1) Measure the longest side.

(2) Measure distance around the parcel at its thickest part (girth).

(3) Add both measurements.

The civilian/military post office can provide information on other size

limitations that apply for articles sent to certain APO/FPO addresses.

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MCO 5110.4A

JAN 21 2009

Chapter 5

Positive Accountability Program

1. General

. The Marine Corps Official Mail Program is based upon the

maximum possible use of positive accountability for postal expenditures.

Positive accountability is being achieved by converting official mail from

the current "Postage and Fees Paid" indicia (RPW sampling system) to a system

using postage meters, permit mailings, contract mailings and, in the future,

official mail stamps (if approved). As the positive accountability program

is advanced throughout the Marine Corps, usage of standard letter envelopes,

oversized envelopes, cards, and labels bearing the official "Postage and Fees

Paid, Department of the Navy, DOD-317" indicia will subside. The local USPS

customer service representative can provide information on preparing mail for

a particular class or service (e.g., first-class permit, first-class presort,

pre-sort standard mail) by providing mailers with a variety of USPS prepared

pamphlets on particular classes or categories of mail.

2. Postage Metering Program

a. General

. The first phase of the positive accountability program, the

installation of postage meters in major Marine Corps commands, was effected

on 1 January 1983. However, during 1992, DOD directed that payment of

official mail costs be decentralized to the lowest level possible. For the

Marine Corps, this meant that Headquarters, Marine Corps was no longer the

single point of payment for official mail costs. Instead, each Marine Corps

installation assumed responsibility for tracking and paying its own official

mail costs. This has made it imperative for installations to evaluate their

official mail requirements and seek ways to control their postage

expenditures. Use of indicia envelopes, labels, and cards are no longer

authorized at these locations.

b. Postage Meter License

. Each Marine Corps activity converting to

postage metering must have a license for each postage meter in use. The

Commandant of the Marine Corps (Code MRP-3) will apply for these licenses by

submitting PS Form 3601-A (Application for a Postage Meter License) for each

postage meter. The USPS Government Revenue and Examination Branch will

approve each license, and will send a copy of the license to the post office

authorized to set the meter. A copy of each license will also be provided

the installation postal officer for filing. A postage meter license does not

have to be renewed and remains in effect until canceled.

c. Postage Meter Settings

(1). The postage meter will be set by Marine Corps personnel at the

serving official mail reporting site. The amount of postage set into each

meter should be sufficient to allow for daily operation for a period of at

least 3 months.

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MCO 5110.4A

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(2). All Marine Corps activities shall use only prepaid postage.

Postage shall be paid for on receipt. Do not ask postmasters or MPO’s to

advance postage pending receipt of funds. Pay for all purchases by using

either a credit card or an electronic funds transfer (EFT). Reference A

displays payment methods accepted by USPS for commercial (prepaid) postage.

A Centralized Account Processing System or commercial meter, remotely set

(CMRS) trust account shall be used for all transactions possible. The

General Service Administration (GSA) Smart Pay credit cards shall be used for

all transactions for which USPS accepts them when CAPS or CMRS is

unavailable.

(3). Trust accounts at local post offices may be used only when one

of the preceding methods cannot be used. When this method is used the OMM

must reconcile the balance with USPS on a monthly basis.

(4). Deposits into trust accounts shall normally be via an overnight

Automated Clearing House transaction. Fedwire transactions are much more

expensive and shall be used only in an emergency.

(5). EFT transactions are limited to using ACH credit transactions to

trust accounts in USPS owned bank accounts. A separate Form 1034 is required

for each USPS facility and required for each transaction. The Marine Corps

representative must verify these entries are accurate after each transaction.

(6). The USPS requires that all postage meters be examined by a USPS

representative at least every 6 months. This may be done when postage is set

into the meter, or will require a semiannual inspection if additional postage

is not set into the meter during the 6-month period.

(7). Daily Record of Meter Register Readings is initiated for each

postage meter by the Supervisor that checks the meter into service. The

date, ascending and descending register readings along with their total, and

meter serial number are entered into a logbook or a meter machine print out

may be used for recording accountability. At the end of each business day,

the meter operator will verify the ascending columns (A) and descending

registers in columns (B), respectively, along with their total in column

(C). If the daily total does not agree with the entry recorded at the last

setting by the post office, the meter should be taken to the post office for

examination. Each time additional postage is purchased the amount of funds

purchased shall be recorded in a logbook or an updated computer printout

shall be presented to verify. The supervisor will verify that the total of

the register readings agrees with the last entry, prior to setting additional

postage. Your official mail control site will report these amounts when

required for use in random surveys to report official mail costs. When

completed, this logbook or computer printout should be retained on file for

at least 2 years from date of final entry.

d. Postage Expenditure Report

. Installations will submit expenditure

reports via the Marine Automated Postal System (MAPS) under the Official Mail

Expenditure module as follows:

(1) Reports are submitted semi-annually based on the fiscal year (01

October to 30 March, and 01 April to 30 September). Report Control Symbol

DD-5110-02 is assigned to this reporting requirement.

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MCO 5110.4A

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(2) The deadline to submit reports is no later than 30 days after the

reporting period ends.

(3) A consolidated Marine Corps report is sent to the Military Postal

Service Agency (MPSA) after each semi-annual period.

(4) Reporting through the MAPS program is done by first obtaining a

manpower portal account, then requesting a MAPS account for postage

expenditure access from the local Marine Corps postal chief or from HQMC

Postal Affairs (MRP-3).

(5) Upon gaining access to the official mail expenditure portion of

MAPS follow the link to “Semi-annual USMC Expenditure Report”, Figure 5-1

refers.

(6) To report your official mail sites semi-annual expenditure click

on Major Command (MACOM) drop down screen and identify your MACOM.

(7) Select your unit.

(8) Select the reporting period for your unit.

(9) Select the fiscal year for your report.

(10) Click submit.

3. Spoiled Postage Meter Tapes/Stamps

a. Section 604.9 of the DMM, reference (c), provides procedures to

receive credit for spoiled meter tapes/stamps. Anytime incorrect postage is

applied to a letter/parcel, or if the tape is spoiled prior to being placed

on a parcel, credit for that unused postage should be received. The

following procedures will be followed:

(1) Obtain a PS Form 3533 (Application for Voucher for Refund of

Postage and Fees), from the local USPS representative and complete the

appropriate information.

(2) Attach to that voucher all unused meter stamps and tapes,

ensuring that:

(a) Stamps are complete and legible.

(b) Stamps/tapes are on a portion of the envelopes or wrapper

bearing the name and address of the addressee (attach the entire envelope, if

possible).

(c) Tapes which have not been stuck to wrappers or envelopes are

submitted separately (i.e., not affixed).

(3). The USPS representative will complete the PS Form 3533, and

return a copy to the USMC agent. Cash or checks will not be accepted from the

USPS representative for the refund. Credit will be applied by the USPS to

the ensuring USMC postal bill.

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MCO 5110.4A

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b. Ensure that any adjustments due to spoiled meter tapes/stamps are

reflected in the Postage Expenditure Report. Paragraph 3 above refers.

4. Maintenance Log

a. A section of each metering equipment contract provides for

expeditious (4-8 hours) response time by the vendor to maintenance

requirements. In order that this provision be enforced, an accurate account

of such requirements must be maintained. A maintenance log will be

maintained for each metering system. Entries should include, but are not

limited to:

(1) Time of request for maintenance.

(2) Apparent nature of problem.

(3) Time service technician responded.

(4) Actual diagnosed problem.

(5) Time machine placed back in operation.

b. Repeated failures to meet maintenance requirements will be reported

to the Commandant of the Marine Corps (Code MRP-3).

5. Postage Meter Supplies

. Any additional postal supplies required to

support the metering program are to be ordered directly from the vendor.

These invoices will be processed by the local activity using locally

available funds.

6. Security of Meters

. Each activity must ensure that the postage metering

equipment is used only for processing official mail and only by authorized

personnel. Penalty for personal use of the official mail meter imprint is

$300. Postage meters are equipped with locking devices, and every precaution

should be taken to keep the meters locked during periods of nonuse throughout

the workday. The mechanical meters should be stored overnight in an approved

security container/safe. Electronic meters may be left in a "locked"

position on the machine if daily removal will cause unnecessary wear and

tear.

7. Key Volunteer Network Mailing

. Key Volunteer Network mailings are

directly related to family and unit readiness as authorized by commanding

officers. Commanders are responsible for screening Key Volunteer Network

Newsletters to ensure their contents support family readiness and comply with

applicable regulations. Newsletters are sent on either a quarterly or

monthly basis via the most cost effective means in meeting required delivery

dates.

a. Examples of what can you include in the newsletter:

(1). Message from Commanding Officer.

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MCO 5110.4A

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(2). Frequently asked question (FAQ).

(3). How-to-information.

(4). Readiness Information or checklists.

(5). Helpful tips.

(6). Resources and important phone numbers.

b. Preparation requirements for Key Volunteer newsletters are rather

simple. However, enveloping and sorting are part of the mailing requirements

and identified in Paragraph 5007, refers. Instructions are extensively

listed in the DMM. Individual classes on preparing Key Volunteer Network

newsletters may be requested from your local post office.

8. Permit Imprint Mailing

a. Permit imprint mailing provides an accountable means to pay postage

on large volume mailings of identical size, weight, and class items. Permit

imprint mailings do not require metering. Each activity generating

recurring, large-volume mailings can use permit imprint mailings. Permit

numbers have been issued to the Marine Corps for official permit imprint

mail, and they are authorized for use by all Marine Corps activities for

permit mail, excluding business reply mail and express mail. However,

approval for use of these permits must first be obtained from the Commandant

of the Marine Corps (Code MRP-3) following the procedures outlined in

subparagraph j, below.

b. The permit imprint may be made by a printing press, hand stamp,

lithography, mimeograph, multigraph, addressograph, or similar device. It

may not be typewritten or hand drawn. Figure 5-2 provides examples of permit

imprints, and section 507 of the DMM, reference (c), applies.

c. All fees and postage costs for permit imprint mailings are paid by

the Commandant of the Marine Corps (Code MRP-3).

d. A PS Form 3602 (Statement of Mailing With Permit Imprint) is

completed by each activity and is presented to the serving USPS post office

with each permit imprint mailing. This mail cannot be deposited in drop

boxes. The form should be prepared in duplicate, with the duplicate copy

filed by the activity. Data on permit mailings must be entered in the proper

block of the Postage Expenditure Report. Paragraph 2d above refers.

e. First-class permit imprint may be used for first-class mailings of

200 pieces or more of identical size and weight. Permit number "G-63" will

be used.

f. Presorted first-class permit may be used on mailings of 500 or more

identical pieces (weight limit is 13 ounces or less), presorted by ZIP Code

according to USPS requirements. Permit number "G-63" will be used.

g. Bulk rate permit may be used on mailings of 200 pieces or 50 pounds

of identical bulk mail. Permit number "G-63" will be used.

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MCO 5110.4A

JAN 21 2009

h. Standard permit may be used on mailings of 250 pieces of identical

matter, weighing 1 pound or more. It may also be used for qualified mailings

at the special standard rate for books and films. Permit number "G-63" will

be used.

i. Standard zone bulk rate permit may be used on mailings of 300 or more

pieces of standard mail, of identical weight, sorted by zone. Permit number

"G-63" will be used.

j. Requests for permit imprint mail authorization will be forwarded to

the Commandant of the Marine Corps (Code MRP-3) for processing. The request

will be made by letter, memorandum, or on a PS Form 3601 (Application to Mail

Without Affixing Postage Stamps). A separate application is required for

each class of permit mailing that will be made. The request should include:

(1) Material being mailed under permit.

(2) Amount of mail being sent under each mailing (number or weight).

(3) Number of mailings anticipated during a calendar year.

9. Marine Corps Activities Metering Mail

a. Marine Corps Logistics Base, Albany, GA

b. 6

th

Marine Corps District, Atlanta, GA

c. Marine Corps Logistics Base, Barstow, CA

d. Marine Corps Air Station, Beaufort, SC

e. Marine Corps Mountain Warfare Training Command, Bridgeport, CA

f. Marine Corps Base, Camp Lejeune, NC

g. Marine Corps Base, Camp Pendleton, CA

h. Marine Corps Air Station, Cherry Point, NC

i. 1

st

Marine Corps District, Garden City, NY

j. Marine Corps Air Station, Iwakuni, JA

k. Marine Corps Base Hawaii, Kaneohe Bay, HI

l. Marine Corps Air Station, Miramar, CA

m. 8

th

Marine Corps District, New Orleans, LA

n. MARFORRES, New Orleans, LA

o. Marine Corps Air Station, New River, NC

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MCO 5110.4A

JAN 21 2009

p. Marine Corps Base, Camp Butler, Okinawa, JA

q. Marine Corps Reserve Support Center, Overland Park, KS

r. Marine Corps Recruit Depot, Parris Island, SC

s. 4

th

Marine Corps District, Philadelphia, PA

t. Marine Corps Combat Development Command, Quantico, VA

u. Headquarters, U.S. Marine Corps, Marketing, Quantico, VA

v. Headquarters, U.S. Marine Corps, Recruiting Command, Quantico, VA

w. Marine Corps Recruit Depot, San Diego, CA

x. 12

th

Marine Corps District, San Diego, CA

y. 9th Marine Corps District, Shawnee Mission, KS

z. Marine Corps Air Ground Combat Center, Twenty-nine Palms, CA

aa. Marine Corps Institute, Washington, DC

bb. Marine Corps Air Station, Yuma, AZ

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MCO 5110.4A

JAN 21 2009

Figure 5-1.--Semi-annual USMC Postal Expenditure Report

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MCO 5110.4A

JAN 21 2009

Figure 5-2.–-Formats for Permit Imprints

Permit imprints must be prepared in one of the forms shown (include the solid

line rectangle). The addition of other matter is not permitted.

5-9

FIRST-CLASS OFFICIAL MAIL

FIRST-CLASS MAIL

POSTAGE & FEES PAID

USMC

PERMIT NO. G-XXX

PRESORTED

FIRST-CLASS MAIL

POSTAGE & FEES PAID

USMC

PERMIT NO. G-XXX

FIRST-CLASS MAIL

AUTO

POSTAGE & FEES PAID

USMC

PERMIT NO. G-XXX

STANDARD OFFICIAL MAIL

PRSRT STD

POSTAGE & FEES PAID

USMC

PERMIT NO. G-XXX

PRESORTED STANDARD

AUTOCR

POSTAGE & FEES PAID

USMC

PERMIT NO. G-XXX

PRSRT STD

AUTO

POSTAGE & FEES PAID

USMC

PERMIT NO. G-XXX

PACKAGE SERVICES OFFICIAL MAIL

POSTAGE & FEES PAID

USMC

PERMIT NO. G-XXX

MEDIA MAIL

POSTAGE & FEES PAID

USMC

PERMIT NO. G-XXX

PRSRT

BOUND PRINTED MATTER

POSTAGE & FEES PAID

USMC

PERMIT NO. G-XXX

MCO 5110.4A

JAN 21 2009

Chapter 6

Command Responsibilities

1. General

. Commanding officers are to ensure that the guidelines contained

in this Manual, as well as other postal directives, are implemented by

subordinate personnel. In order to provide for an effective official mail

program, the overall military mail system for each command must maintain and

comply with all current postal directives.

2. Receipt and Delivery of Official Mail

a. All official mail will be processed in accordance with DOD 4525.6-M,

chapter 3, par C3.2.8, reference (d). It will be delivered only to personnel

authorized in writing to receipt for official mail, or authorized on a DD

Form 285. It will be opened only by personnel authorized in writing to do

so. All mail addressed to the "Commanding Officer" or the "Commanding

Officer of_____" is considered official mail.

b. When delivering accountable official mail (i.e., registered,

certified, or insured) to other personnel, the mail clerk will re-list all

such mail for the command on a PS Form 3883 (Firm Delivery Receipt) (see

figure 6-1). Positive identification and a signature on the form will be

required before delivery is made. The unit postal officer must verify all

accountable official mail deliveries on a daily basis by initialing the PS

Form 3883. No accountable official mail will be left overnight in the unit

mailroom, but will be returned to the serving post office if not delivered.

3. Mailroom Operations

a. All mail orderlies/clerks, will be designated on a DD Form 285

(Appointment of Military Postal Clerk, Unit Mail Clerk, or Mail Orderly).

Two DD Forms 285 will be completed for each individual designated. One DD

Form 285 will be maintained by the individual, while the other is kept on

file at the serving post office or unit mailroom where mail is picked up.

The issuing authority will maintain a Unit Mail Clerk/Mail Orderly

Appointment Log (DD Form 2260), upon which all mail orderlies will be listed

in order of appointment. A numerical form of accountability for each issued

DD Form 285 will be used in the log. Upon the termination of services of a

mail orderly, the date of revocation will be entered on the log, and the DD

Form 285 will be destroyed by the issuing authority. The unit postal officer

is responsible for the issuance, revocation and accountability of all DD Form

285, and for overseeing the proper maintenance of the DD Form 2260. The Unit

Mail Clerk/Mail Orderly Appointment Log will be maintained for 2 years after

the date of last revocation entry thereon. Chapter 15, paragraph C15.7.2, of

reference (e).

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MCO 5110.4A

JAN 21 2009

b. The unit mailroom is responsible for maintaining the unit directory

file in accordance with chapter 15 of reference (e), and chapter 6 of

reference (f). NAVMC 10572 (Mail Directory File Card) will be maintained for

1 year after date of detachment for all permanently assigned personnel, and

for 3 months for all personnel assigned in either a TDY/TAD or student status

for 6 months or less. Information to complete the NAVMC 10572 form is to be

provided by the individual during checking in/checking out procedures.

Forwarding address and mail disposition information, along with a signature,

is to be obtained from the individual whenever possible. The unit diary,

morning report or other source document is to be used to gain file card

information only as a last resort. The unit diary number or morning report

date will be entered on the NAVMC 10572 when this situation occurs. Copies

of unit diaries, morning reports or other source documentation will be

retained in the mailroom for six months.

4. Mail Handling Instructions

a. All Marine Corps commands operating unit mailrooms are responsible

for promulgating mail handling instructions. In addition to the information

required by references (e) and (f) the command mail handling instructions

will include:

(1). The correct and complete mailing address to be used by personnel

attached to the command.

(2). The location and hours of operation of the post office servicing

the activity.

(3). The location and hours of operation of the mailroom.

(4). The location and hours of collection from receptacles provided

for posting outgoing mail.

(5). The time and method of distributing incoming mail.

(6). Instructions relative to custom regulations, where applicable.

(7). Instructions for the use of OPNAV Form 5110/5 (Notice of Change

of Address cards).

(8). Information concerning non-mailable items.

(9). Information regarding the command's official mail cost

management program, to include consolidated mail procedures.

(10). Information about security of mail and postal effects.

(11). Procedures for handling mail for personnel temporarily absent

from the command.

(12). Delivery of mail during exercises.

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MCO 5110.4A

JAN 21 2009

(13). Instructions on suspicious package procedures, i.e.

Bombs/anthrax.

(14). Instructions on using the Postal Automated Locator System, and

proper maintenance of the Directory File Cards.

(15). Any additional postal information deemed appropriate by the

promulgating authority.

b. The mail handling instructions will be posted in an area accessible

to all patrons served.

c. The mail handling instructions will also include procedures for

personnel departing on leave to provide mail disposition instructions to the

mailroom. Instructions to hold or forward (with address) personal mail, leave

dates, and the individual's signature will be retained by the mailroom during

leave periods. This information may be disposed of upon the individual's

return from leave.

5. Search and Seizure

. USPS inspections, search procedures, and postal laws

apply to official matter only while it is mail. Official matter is not

considered mail until it is released to USPS control and ceases to be mail

after control passes from USPS. Until official matter becomes mail, it may

be searched and/or seized by Official Mail Managers (OMM) and Assistant

Official Mail Managers (AOMM) as necessary (i.e., to determine whether an

item is mailable or contains personal correspondence).

6. Security Verification Plans

. All official mail center managers shall

include instructions on what to do if a threat is received in the official

mail centers’ written operating procedures.

a. Each installation is required to review plans, annually, and

coordinate with local emergency responders.

b. Each mail center shall have a 5-year plan that includes a vision

statement regarding what the official mail center will look like and what

functions it will perform each year for the following 5 years. This plan can

be incorporated into the unit’s battalion/squadron mail handling order. The

plan shall include a cost-effective investment strategy that supports the

activity’s mission, reduces manual processing, replaces worn out equipment,

helps maintain the mail centers customer satisfaction, improves operational

efficiencies, and reaps postage discounts. It shall be updated annually.

c. Supervisors shall conduct annual training to assess the effectiveness

of their units security plan. Supervisors are encouraged to use the Mail

Center Security Checklist as a guide to identify strengths and weaknesses.

Figure 6-2, refers.

d. Supervisors should know their employees. Do not hire anyone to

handle your postage without first determining his or her background. Secure

the mail center against access by unauthorized persons.

e. Secure the mail center against access by unauthorized persons.

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MCO 5110.4A

JAN 21 2009

f. Keep accountable items separate from other items. Document each

transfer of accountable items by requiring the receiving party to sign for

custody.

g. On parcels, place postage so it overlaps the upper right corner of

the address label or tag. This is a deterrent to theft by “overlabeling”, a

technique to divert the parcel to a name and address controlled by the thief.

h. Vary times and routes of travel between post office and mail center

if currency or valuable mail is regularly sent or received. Check

periodically to determine if mail handlers are making unauthorized stops or

are leaving mail unattended.

i. Employees suspected of stealing shall be removed from duties

pertaining to mail until the matter has been investigated.

j. Restrict dock parking to authorized vehicles.

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MCO 5110.4A

JAN 21 2009

United States Postal Service®

Firm Delivery Receipt for

Accountable and Bulk Delivery Mail

IIIIIIIIIIIIIIIIIIIIIIIIIIIIII

5199 9990 0007 3924 2721

Certified Delivery

Express

Mail®

Recorded Delivery Return Signature

Mail for/Bill Number

Confirmation™ Service Receipt for Confirmation™

UNIT/001

COD Service Insured Registered

Merchandise

Service

Article Number

*

Office of Origin

Article Number

* Office of Origin

Code

(International)

Code

(International)

1.

7705123456789123 Quantico, Va

11.

2.

12.

3.

13.

4.

14.

5.

15.

6.

16.

7.

17.

8.

18.

9.

19.

ORDERLY PRINT NAME:

10.

20.

ORDERLY SIGNATURE:

* CODE: DC = Received In Damaged Condition. R = Return Receipt Requested. RS = Returned to Sender

Date of Delivery

071015

Number of pieces described above Recipient signs

Form 3849

ERM sites: send Form

3849 to CFS

MRM sites: send Form3849

with form 3883

Postmark – Delivery Office

(Clerk/Carrier)

Sgt Mail

Clerk

1

Form 3849 Barcode Number

___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___

PS Form 3883, February 2002 1 – Delivery

♦ Follow proper scanning procedures for all articles.

Figure 6-1.–-Format of PS Form 3883

6-5

24

Oct

2007

MCO 5110.4A

JAN 21 2009

MAIL CENTER SECURITY CHECKLIST

1. Do you currently have security procedures /AT Plan to

follow in your mailroom?

Yes NO

2. Do you follow an official evacuation plan in the event of a

CBRNE incident or Bomb Threat?

Yes No

3. Have you been basically trained on how to handle a

suspicious package?

Yes No

4. What are your actions for:

a. Unopened/sealed suspicious packages?

b. Opened/leaking suspicious packages?

c. Do handlers wear protective gloves with long sleeve

shirts while handling mail?

5. Do you have a screening location?

a. What are your procedures?

b. What equipment do you have?

6. How do you report a suspicious package?

7. How do you evacuate the facility? Is it posted in the mail

facility?

Figure 6-2a.–-Mail Center Security Checklist

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MCO 5110.4A

JAN 21 2009

MAIL CENTER SECURITY CHECKLIST

8. Do you receive UPS/FEDEX/DHL packages at your facility?

Yes NO

9. What are your procedures to handle unclaimed packages?

10. Is the postal facility secured from unauthorized

personnel?

Yes No

11. Are combinations to security containers changed annually

or when mail personnel transfer or retire?

12. are security plans reviewed annually?

13. Are security plans coordinated and conducted with

emergency response teams?

14. Observations:

_____________________________________________________________

Location Inspected:__________________________________________

Inspector:_________________________________

Date:_____________________

Figure 6-2b.–-Mail Center Security Checklist

6-7