PREPARE WITH CARE HOW TO PREPARE GOVERNMENT MAIL

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00005R000100020010-1
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 16
• Document Creation Date: December 9, 2016
• Document Release Date: April 24, 2001
• Sequence Number: 10
• Content Type: REPORT

U.S. GOVERNMENT AGENCY
WASHINGTON. D.C. 20452
OFFICIAL BUSINESS
PENALTY FOR PRIVATE USE. $300
POSTAGE AND FEES PAID
U.S. GOVERNMENT AGENCY
PRE PARE
%TIFI'II CAli13
2001/05/08 : CIAP74-00 0
POST OFFICE DEPARTMENT
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FOREWORD
You, more than most people, are probably aware of the stag-
gering growth in the volume of mail handled by your agency. To
help get your agency's letters delivered without delay and at the
lowest possible cost, the Post Office Department has turned to
mechanization. However, machines generally are not as versatile
as human minds and hands, and they can help only if we make up
for their limitations by what we feed them.
Fortunately, the automated machines used today in dispatch-
ing mail require only a little extra care in mail preparation and
they will reward the users by rushing their mail along while sav-
ing the Government money.
If you address mail, insert letters or other items into enve-
lopes, or prepare any type of "self-mailer" for delivery by the
Post Office, the rules in this booklet should be followed. If you
design, print, or purchase envelopes, window envelope inserts,
or other mail pieces, you should refer to the "Guidelines for
Preparing U.S. Government Mail" and "Federal Supply Schedule
FSC Group 75, Part V, Envelopes, Printed and Plain." Both items
are obtainable from your agency headquarters.
This booklet, complete with visuals and easy-to-follow rules,
explains the most widely applicable requirements of the guide-
lines. To simplify the rules as much as possible, the wording of
the guidelines has been converted to more familiar terms. For
example, typewriter key strokes are sometimes used in this book-
let in place of the more precise linear measurements given in
the guidelines.
The President of the United States has asked all of us to co-
operate in this effort. Faster and more efficient service will be
appreciated by those we serve-the American people. So, let's
prepare our mail with care.
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CONTENTS
1. SELECTING THE RIGHT ENVELOPE
Size..... .. . . . . . . . ................. 2
......
..........
Square envelopes 3
Color ... .............. 3
............
Securing devices 3
Open windows ......... 3
11. ADDRESSING LETTER-SIZE MAIL
.........................
Ink colors 4
Type styles ...............................
4
Rubber stamps
4
Address positioning
5
Address style, content and arrangement ..........
6
Proper location for:
....................
attention lines .......
7
accounting numbers
7
return address ...........................
8
special services or other designations ..........
8
Spacing between address items ................
8
Hand-addressed mail ...
8
Addressing by computerized systems ...........
9
III. PREPARING THE ENVELOPE FOR MAILING
Thickness .........
9
Closing and sealing .........................
9
IV.
INDICIA AND OTHER ENTRIES
Indicia location
10
Printed message, slogan, emblem ..............
11
V.
PREPARING SELF-MAILERS
Requirements for self-mailers that are not
presorted, faced and tied ...................
11
Folding and fastening of presorted, faced
and tied self-mailers ....................
11
Thickness of cards ...............
12
APPENDIX A. Size and Spacing of Address Characters
APPENDIX B. Address Format for Military Mail
APPENDIX C. International Mailing Requirements
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WASHINGTON. DC. 20452
OFFICIAL BUSINESS
PENALTY FOR PRIVATE USE. $000
1. SELECTING THE RIGHT ENVELOPE
1. Use a letter-size envelope whenever possible.
? Minimum mailable envelope is 3 x 5 inches.
? Maximum letter-size envelope is 53/4 x 111/2 inches.
? Larger envelopes are more costly to purchase and process.
Hence, fold items to fit letter-size envelopes whenever prac-
ticable.
2. Use an envelope that is only slightly larger than the material being
mailed.
? For an 8 x 101/2 inch (standard Government letter size) item
that can be folded, use a 3 %8 x 8 %g inch envelope.
? For enclosing a self-addressed envelope, use a 41/8 x 91/2
inch envelope. The self-addressed envelope should be 33/8 x
8%8 inches and should not be folded.
? For a thin 8 x 101/2 inch item that cannot be folded without
being damaged, use an 81/2 x 111/2 inch envelope.
? For a booklet or other thick item that cannot be folded, use an
envelope which is not more than 1 inch longer or wider than
the item when inserted.
? For consolidated mailings (several mail items sent to the
same address in the same envelope), let the largest item
determine the size of the envelope.
3. Avoid using an envelope larger than 9 x 12 inches whenever
possible.
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5. Select an envelope color that will provide a clear contrast with
the address.
? When the address is to be entered directly on a letter-size
envelope, use an envelope that is white, light blue, or light
green.
? When the address is to be entered directly on a larger-than-
letter-size envelope, use an envelope of any color that will
permit a clear contrast, other than a brilliant color offensive
to the eye.
? When the address is to be entered on a label or on any item
that will appear in the window of an envelope, use an envelope
of any color other than a brilliant color offensive to the eye.
However, when a letter-size envelope is used, the paper on
which the address is placed must be white, light blue, or light
green. When a larger-than-letter-size envelope or a self-mailer
is used, the address may be typed on paper of any color that
permits a clear contrast, other than a brillliant color offensive
to the eye.
6. Do not use a letter-size mail piece with clasps, staples, strings and
buttons, or similar securing devices, nor an "open window" envelope
(a window without a transparent covering).
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1. Use only a black or blue-black ribbon or ink in addressing mail.
2. Use standard type styles. Avoid italics or artistic type styles,, such
as script. Addressing machines having nonstandard type styles must
conform with the requirements for size and spacing of address char-
acters shown in Appendix A.
USE STANDARD TYPE STYLES AVOID ARTISTIC TYPE STYLES
3. Use a rubber stamp only if the stamped impression conforms to
all provisions pertaining to address format, type, spacing, color, and
alignment requirements. Be careful that no smudges appear, such as
the marks made by the edges of the stamp.
FEDERAL SUPPLY SERVICE
GSA CENTER
AUBURN, WASH. 98002
:S/
AMA f Bi 5,.~ s. . ~qr. rS `?i'
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4. Position the address within the address "read zone." This zone is
an area 21/2 x 8 inches located 1 inch from the left edge and 1/2 inch
from the bottom edge of the envelope. If the envelope is less than 9
inches long, the address read zone extends to the right edge of the
envelope.
~. 5P.
r MINIMUM MAILABLE SIZE
5. Position the address below, not beside, any printed marks intended
to guide the typist in placing the address.
Mr. James Reed
1000 Main Street
Detroit, MI 48217
?Mr. James Reed
1000 Main Street
Detroit, MI 48217
6. Position the address at least 5 inch from any markings to the left
of the address.
U.S. GOVERNMENT AGENCY
WASHINGTON. D.C. 20452
OFFICIAL BUSINESS
PENALTY FOR PRIVATE USE. 0300
Postmaster;
If deceased or
unknown, return
to sender.
ti
V1
Mr. James Reed
-+1000 Main Street
Detroit, MI 48217
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7. Position the address parallel to the long edge of the envelope. It
may not be more than 1/4 inch off parallel for each 3 inches of address
type.
U.S. GOVERNMENT AGENCY
WASHINGTON. D.C 20452
OFFICIAL BUSINESS
PENALLY FOR PRIVATE USE. $300
POSTAGE AND FEES PAID
U.S. GOVERNMENT AGENCY
L _3 INCHES---H
Mr, James Reed NOT MORE THAN
Street
1000 Main
V4 INCH FOR EACH
Detroit,.; MY.: 48217 ..............
~F 3INCHES OF............
ADDRESS TYPE
8. Provide for at least a 1/4-inch clearance between the address and
the left, right, and bottom edges of the window when window enve-
lopes are used. This distance is necessary regardless of any shifting
of the insert containing the address. Address guidance lines or cap-
tions, such as "TO-FROM-SUBJECT," must not appear within the
window unless they are above the address or more than 5/8 inch to
the left of the address.
To S MORE THAN
Mr. John Brown
Box 2, Potomac Stn.
Alexandria, VA 22301
V4 'I
4
9. Follow a uniform left margin-"block style."
Mr. John Smith
600 Vale Street
Worcester, MA 01604
10. Enter city, State, and ZIP
Code on the bottom line of the
address and in that sequence.
600 Vale Street
Worcester, MA 01604
r- Jahn S t t~ ,t
e00 Vale:.tree`; ,
Worcester, MA 01604
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11. Enter the next to the bottom line of the address in the manner
indicated below:
Mr.., a ..Red
1000 Main Street;'
Dtroit,~. I,48,2
9111,
600 Vernon St., Apt. 2
camp Sprint s, lam; 20;022
If applicable, either a street ad-
dress or a box number is used-
never both.
Mr Jo Brow ...
Box 2, Potomac Stn
a,
A10 On
If both a box number and a post
office station name or number are
used, the box number must appear
first.
Mss Jane: smith
R R. 2, Box 12
1 e s ntville,. . 0570
If the letter is for rural delivery,
the route number must precede
the box number.
If an apartment, room, suite, or
other unit number is used it should
appear after the street address and
on the same line. If it is impracti-
cable to enter such an item on the
same line, it may appear in the line
above the address but never to the
left or below.
Mr. William Jones
Valley, TX 75204
If the letter is going to a small
town or village without a street ad-
dress, rural route, or box number,
a two-line address is permissible.
12. Enter accounting numbers, subscription codes, etc., above
the address, if practicable. Otherwise, they may be entered
in a single line to the right of any address line, skipping at least 7 type-
writer spaces (6/10 inch). Attention lines may be entered on any line
of the address above the street or box number.
U.S. GOVERNMENT AGENCY
WASHINGTON. D.C. 20452
OFFICIAL BUSINESS
PENALTY FON PRIVATE USE. f]o0
The John Smith Company
Att. Mr. George BrownN
240 National
Duluth,
AT LEAST 7 TYPEWRITER SPACES
PCISTAGE AND FEES PAID
U.S. GOVERNMENT AGENCY
~i69F9752
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mess ; also "Penalty for Private Use, $300" must be included if
the agency uses the "Postage and Fees Paid" system. No other
information should be in that area.
U.S. GOVERNMENT AGENCY
WASHINGTON. D.C. 20452
OFFICIAL BUSINESS
PENALTY FOR PRIVATE USE. 3300
14. Enter designations for special services or class of mail below the
indicia and above the address.
15. Use a special address format for military mail as described in
detail in Appendix B.
16. Do not allow more than six typewriter spaces between items in
any line of the address, including the space between the State and
ZIP Code.
17. Use hand-addressed mail only when the use of a typewriter is
impracticable.
18. Do not put a U.S. Government Messenger Envelope, or any other
mail without a full postal address, into a post office mail box.
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dresses are produced in ZIP Code sequence. The mail should then be
tied in bundles by ZIP Code.
20. Refer to Appendix C, International Mailing Requirements, for in-
formation on Federal Government postage and fees paid mail which
is to be sent to other countries.
III. PREPARING THE ENVELOPE FOR MAILING
1. Limit or compress a letter-size envelope so that it does not exceed
1/4 inch in thickness, when practicable. This means about four sheets
of bond paper or eight tissue-weight sheets, or equivalent combina-
tions.
2. Write "NON-MACHINABLE" above the address on any letter-size
envelope that is thicker than 1/4 inch after it has been stuffed and
sealed.
U.S. GOVERNMENT AGENCY
WASHINGTON. O.C. 20452
OFFICIAL BUSINESS
PENALTY FOR PRIVATE USE. 1300
Mr. John Brown
Box 2, Potomac Stn.
Alexandria, VA 22301
3. Press all envelopes flat before sealing to remove as much air as
possible.
4. Seal each mail piece securely.
9
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IV. INDICIA AND OTHER ENTRIES
1. An area 11/2 x 25/8 inches is reserved in the upper right hand cor-
ner of the mail piece for the indicia or postage stamp. No other mark-
ings may appear in the indicia area except borders extending no
farther than 1/4 inch from the envelope edges.
Agencies Authorized to Use the "Postage and Fees Paid" System.
The indicia for letter-size mail shall consist of: The eagle symbol
(actual size and location on the mail piece shown below); "Postage
and Fees Paid," and agency name.
POSTAGE AND FEES PAID
U.S. GOVERNMENT AGENCY
PENALTY FOR PRIVATE USE TO AVOID
PAYMENT OF POSTAGE. S300
Agencies Not Using the "Postage and Fees Paid" System. The indicia
for letter-size mail shall consist of: The eagle, and "Penalty for Pri-
vate Use to Avoid Payment of Postage, $300."
(See illustration above).
Exceptions. The eagle may be reduced in size to not less than 5/8 inch
x 15/8 inches and the indicia area to not less than 11/4 x 2 inches.
Use of the eagle symbol is optional on larger than letter-size mail. The
eagle may be omitted on self-mailers completely printed by computer
with no provisions for printing artwork, provided the items are faced,
sorted and tied in bundles by ZIP Code.
Special Tagging. Phosphorescent tagging will be added to Govern-
ment letter-size mail within 1 year, with the exception of items faced,
sorted and tied in bundles by ZIP Code.
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2. A message, emblem, slogan, or special) esign may be printed
above the address if it does not extend into the indicia area, or on the
left one-fourth of the mail piece if it is more than 5/8 inch to the left
of the address. (See illustration below). These items, however, must
be approved in accordance with 41 CFR 101-11.603-9 Envelopes;
borders, markings, etc.
U.S, GOVERNMENT AGENCY
WASHINGTON. D.L. 20452
OFFICIAL BUSINESS
PENALTY FOR PRIVATE USE. $300
POSTAGE AND FEES PAID
U. S. GOVERNMENT AGENCY
Postmaster:
If deceased or
unknown, return T
to sender.
Z Mr. John Smith
--l__-600 Vale Street
Is--V4 OF ENVELOPEH
It Worcester, MA 01604
0
V. PREPARING SELF-MAILERS
A "self-mailer" is a mail piece that has no outer cover,
wrapping, or envelope for the material being mailed. A
self-mailer can be a folded or unfolded post card, a single
sheet, or a number of sheets.
1. A self-mailer that is not presorted, faced and tied in bundles by ZIP
Code, must meet all requirements for envelopes or single cards, in-
cluding size, weight, shape, construction, addressing, color, and com-
plete sealing.
2. Self-mailers not meeting envelope or single card requirements may
be mailed preferably as third-class mail, or as first-class mail if neces-
sary for more rapid handling. In either case, they must be presorted,
faced and tied by ZIP Code. In addition:
? They must be folded to letter size, if possible, and fastened
by at least one fastener on the long, open edge. However,
preferably they should be fastened on all three open edges. A
gummed fastener is preferred, but staples may be used if
the staples lie flat and do not stick up to scratch or catch.
Staples inserted by binding equipment usually meet this
requirement; those applied by hand-operated staplers fre-
quently do not. Some special-type hand staplers are available
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that are specifically designed to provide completely flat
staples.
U.S. GOVERNMENT GEEN
yJ~SNINGTON? Dt'
GFFIGAG 50SINESS
11N11' 10 Fei MUSE"
Mr James Reed
1000 1t, M, 48817
Detroit,
u ~1ravnr+r.er+l~.a N
? Items that cannot be folded to letter size without damage,
such as multi-page booklets and magazines, need not be
sealed on more than one edge (the "spine" or binding edge).
BOOKLET
BROCHURE
? When double reply cards are used, fasten the cards with at
least one gummed fastener or flat staple as described pre-
viously. The reply portion when detached must also conform
with the requirements for letter-size mail.
3. Punched cards or other letter-size cards that are used as self-
mailers, and exceed 41/4 inches in height and/or 6 inches in length,
must be between.009 and.013 of an inch thick.
? The most common punched card is approximately .007 of
an inch thick and should not be used as a self-mailer. How-
ever, .009-inch-thick cards are available and may be used
as self-mailers.
? Punched cards .007 of an inch thick that are used in obtain-
ing information from the public must be returned enclosed
in an envelope.
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Size and Spacing of Address Characters
Typographic Tolerances
(All Figures Inclusive)
CHARACTER PITCH: 7-14 characters per inch.
CHARACTER HEIGHT: .08-.20 inch.
SPACE BETWEEN WORDS: 1 character space to.6 inch.
LINE SPACING: 3 to 6 lines per inch.
APPENDIX B
Address Format for Military Mail, as of 9-15-69
(Reprinted from Chapter 1 of Postal Manual)
123.8 MILITARY MAIL
.81 OVERSEAS MILITARY MAIL
.811 Army and Air Force. Show grade, full name, including first name
and middle name or initial, service number (same as social security account
number), organization, APO number and the post office through which the
mail is to be routed. Examples:
Pvt. Willard J. Doe, 300-52-6111 A1C Howard J. Doe, 248-60-5033
Company F 50 Fld'IMaint Sq.
167th Infantry Regt. CMR Box 861
APO New York 09801 APO New York 09109
A/1c Harold F. Doe, 249-06-5432
2d Bomb Squadron
APO New York 09125
.812 Navy and Marine Corps. Show full name, including first name
and middle name or initial, rank or rating, service number, shore based
organizational unit with Navy'number, or' mobile unit designation, or name of
ship, and the fleet post office through which the mail is to be routed.
Examples:
John M. Doe QMSN 686 54 70 USN James T. Doe, AQF-2, 329 76 93 USN
USS Lyman K. Swenson (DD 729) U.S. Naval Air Facility
FPO San Francisco 96601 FPO New York 09521
Maj. John M. Doe, 023492 USMCR Lt. Leroy A. Doe, 063941, USMC
Staff, Fleet Marine Force Pacific U.S. Marine Corps Air Facility
FPO San Francisco 96602 FPO San Francisco 96672
.813 Dependents Residing With Military Personnel. Mail addressed
to dependents residing in overseas areas will be addressed in care of the
sponsor. Example:
Miss Mary J. Doe
c/o Sgt. Howard A. Doe, 345-67-8900
Company A, 1st Bn. 16th Inf.
APO New York 09036
.814 Abbreviated addresses. Those mailers addressing mail by data
processing equipment may shorten the address further by abbreviating the
name of the gateway post office, as for example:
APO NY 09403
APO SF 9650"3
APO SEA 98749
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.821 Army and Air Force. Show grade, full name, including first name
and middle name or initial, service number (same as social security account
number), organization, military installation and the ZIP Code. Examples:
Put. Willard J. Doe, 300-52-6111 A/lc Harold F. Doe, 249-06-5432
Co B, 1st Bn, 12th Infantry I Strat Aerosp Div
Fort Lewis, Washington 98433 Vandenberg AFB, California 93437
.822 Navy and Marine Corps. Show full name, including first name
and middle name or initial, rank or rating, service number, organization,
miliary installation and the ZIP Code. Examples:
Bill E. Smith, SK3, 33120 54 USN M/Sgt Peter V. Perez, 1342165 USMC
U.S. Naval Supply Depot Headquarters Battalion
Great Lakes, Illinois 60088 Headquarters U.S. Marine Corps
Henderson Hall
Arlington, Virginia 22214
.823 Dependents Residing with Military Personnel.
a. Mail addressed to dependents for delivery through the sponsor's mili-
tary unit should be addressed in care of the sponsor. Example:
Master Robert Brown
c/o Sgt. Michael Brown, 081-32-6959
Company A, 6th Bn., 10th Inf.
Fort Gordon, Georgia 30905
b. Mail addressed to dependents for delivery at the sponsor's military quar-
ters need not be addressed in care of the sponsor. Example:
Master Robert Brown
2519 C Street
Wright-Patterson AFB, Ohio 45433
.83 GEOGRAPHICAL ADDRESS
Mail showing a foreign city and country in addition to the military address
is subject to the rates of postage and conditions for international mail.
(See chapter 2.)
APPENDIX C
International Mailing Requirements, as of 8-20-68
(Reprinted from Chapter 2 of Postal Manual,)
221.2 POSTAGE
.24 MAILINGS WITHOUT POSTAGE
.242 Federal Government Official Mail. Official mail of the Federal Gov-
ernment is accepted for other countries without postage affixed under the
following conditions:
a. Postage and Fees Paid Mail. All official mail of authorized depart-
ments and agencies prepared in accordance with the provisions of 137.231
a, b, and c will be given the postal service indicated on its cover. There is
no limitation as to the countries to which this mail may be addressed pro-
vided the service desired is available. The mail is subject to the weight
and size limits prescribed in parts 222 and 231, and, when required, must
be accompanied by the postal forms mentioned in those parts.
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