U.S. GOVERNMENT MAIL PREPARATION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000300050033-4
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 25
• Document Creation Date: December 12, 2016
• Document Release Date: February 19, 2002
• Sequence Number: 33
• Publication Date: December 12, 1969
• Content Type: BULL

GENERAL SERVICES ADMINISTRATION
WASHINGTON, D. C. 20405
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December 12, 1969
GSA BULLETIN FPMR B- 22
ARCHIVES AND RECORDS
TO: Heads of Federal Agencies
SUBJECT: U.S. Government Mail Preparation
1. Purpose. This bulletin transmits the Post Office Department's "Guide-
lines for Preparing U.S. Government Mail."
2. Expiration date. This bulletin contains information of a continuing
nature and will remain in effect until canceled.
3. Background. A Presidential memorandum of July 24, 1968, established
a program for'the improvement of mail practices within the Federal Govern-
ment; directed the Post Office Department to provide mail-improvement
guidelines and technical advice to the General Services Administration
and through GSA to other departments and agencies; and designated the
Administrator of General Services to act as the central mail-improvement
coordinator. The Administrator, in turn, assigned his responsibilities
in this area to the Archivist of the United States.
4. Guidelines. The attached guidelines are based upon Post Office De-
partment studies of human and technical factors and upon high speed mech-
anization requirements. Government-wide application of the guidelines
will result in faster and more reliable mail service.
5. Training and reporting procedures. Training aids, including a motion
picture, workshop materials, and the booklet "Prepare with Care," have
been developed jointly by the Post Office Department and GSA. Details
about those aids and about reporting progress in implementing the guide-
lines will be transmitted directly to agencies' mail-improvement
coordinators.
6. Contact. Agencies having special mail problems or requiring infor-
mation or exceptions to the guidelines should direct requests through
their mail-improvement coordinators to:
Office of Records Management (NRP)
National Archives F, Records Service
General Services Administration
Washington, D.C. 20408 STOP 220
Telephone: [phone]
IDS Code 13 x36426
JAMES B. RHOADS
Archivist of the United States
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Attachment
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GUIDELINES FOR PREPARING
U.S. GOVERNMENT MAIL
POST OFFICE DEPARTMENT
Washington, D.C. 20260
November 1969
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TABLE OF CONTENTS
ITEM PAGE
I. Mail Piece Selection 3
1. Size 3
2. Shape 3
3. Relationship of Envelope Size to 4
Content Size
4. Self-Mailers 4
II. Physical Properties and Construction of 6
Mail Pieces
1. Envelope Material and Construction 6
2. Self-Mailers 6
3. Surface Finish 7
4. Color 7
Addressing Mail Pieces 9
1. Format 9
2. Location of Addresses on Letter-Size Mail 10
3. Location of Addresses on Larger Than 11
Letter-Size Mail
4. Address Windows for Letter-Size Mail 11
5. Address Clearance Area, Letter-Size Mail 11
IV. Indicia and Other Entries 13
1. Indicia 13
2. Return Address, Official Business, and 15
Penalty Provision
3. AIRMAIL or Other Endorsements 16
4. Address Location Instructions 16
5. Miscellaneous Special Entries 16
V. Final Preparations for Mailing 17
1. Envelopes 17
2. Self-Mailers and Punched Cards 17
3. International Mailing Requirements 17
APPENDIX A - Window Material Specification
APPENDIX B - Size and Spacing of Address Characters
APPENDIX C - Address Format for Military Mail
APPENDIX D - International Mailing Requirements
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GUIDELINES FOR PREPARING U.S. GOVERNMENT MAIL
INTRODUCTION
The following guidelines reflect characteristics of mail
that are necessary to assure efficiency in mail process-
ing, including both manual and mechanized operations.
The General Services Administration has been designated
by White House Memorandum to act as central coordinator
of a Government-wide Mail Improvement Program. These
guidelines constitute the technical requirements necessary
to reform mail preparation practices within Government.
They are for application to official mail, and to other
mail prepared by government agencies including that on which
postage is paid by the using public, and to mail pieces sold
by government agencies for non-government use by the public.
One of the basic problems in the efficient use of mail
processing equipment arises from the wide diversity of mail
pieces which enter the mail stream, making continuous smooth-
running operation of this equipment impossible. Expensive
manual labor is needed to monitor the machines, to extricate
jammed mail, and to manually reprocess it. Consequently,
the Post Office is unable to obtain desired machine perform-
ance until mail with undesirable characteristics is eliriiinated.
The troublesome features are now well understood as a result
of engineering studies, tests, and observations made of postal
methods and equipment over a period of several years, and are
the basis for the mail preparation guidelines contained in
this document. Changes and clarification have been incorpo-
rated which were found necessary as a result of agency expe-
riences and comments, and as a result of additional testing
since first publication of the "guidelines" in September 1968.
The primary objectives of the guidelines are to minimize
overall government costs, and to improve mail service. A
common sense approach in implementing the program is expected.
Therefore, existing stocks of forms, cards, envelopes, or
other supplies made obsolete by these guidelines should be
used until exhausted or made obsolete by other regulations.
However, stocks should not be replenished by items which
violate these guidelines. Items such as computer-generated
printouts requiring expensive reprogramming to relocate
addresses or otherwise comply with the guidelines may be
corrected by attrition at the time of reprogramming or re-
design for other purposes.
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 Any specoFb?lrepi4e~Te7g4a~Rff0R&
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teristics should be submitted to the General Services Admini-
stration for resolution. Exemptions from the guidelines may
be authorized when compliance would impose significant tech-
nical problems on the agency. However, it is expected that
agencies granted exemptions will take action to bring their
mail pieces within compliance with the guidelines to the
extent practicable.
Application of these guidelines will result in faster, safer,
more reliable, and more economical mail service to the govern-
ment and to the public we serve.
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I. a&&20Y99
1. SIZE
a. Mail shall, when physically possible, be prepared
so as to be within the range of sizes which can be
machine processed, and also most efficiently hand
processed. This range of sizes, referred to as
"letter-size mail," is as follows:
characteristic
minimum mailable
si
maximum
si
letter
ze
height
3 inches
5 3/4
inches
length
5 inches
11 1/2
inches
F thickness*
(must be uniform)
.007 inch
.25
inch
*Cards exceeding 4 1/4 inches in height and/or 6 inches in
length must be at least .009 inch thick and should not be
thicker than .013 inch.
b. In instances where mail pieces must be larger than
letter-size, avoid the use of items over 9 inches
by 12 inches whenever possible. Items larger than
that are especially difficult to handle even by
manual methods.
2. SHAPE
a. Envelopes, cards, and self mailers shall be rectan-
gular, regardless of size or class of mail.
b. Letter-size mail shall have a maximum ratio of.
height to length of 1 to 1.4, and a minimum ratio
of 1 to 2.5.
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3. RELATIONSHIP OF ENVELOPE SIZE TO CONTENT SIZE
a. The closer the envelope size is to the content size,
the less chance there is for damage to the envelope
or contents through bending, or from the insert
punching out of the envelope.
b. Use a 3 7/8 inch by 8 7/8 inch (commercial number 9)
envelope for 8 inch by 10 1/2 inch items (standard
Government letter size) which can be folded. This size
will handle about four sheets of bond, or eight tissue
weight sheets, or equivalent combinations. The limiting
factor is that after stuffing and sealing, the lightly
compressed thickness of the mail piece should not exceed
.25 inch. (See V.l.c)
c. If a self-addressed envelope is to be included for
return of an 8 inch by 10 1/2 inch item, use a 4 1/8
inch by 9 1/2 inch envelope (commercial number 10),
and enclose an unfolded 3 7/8 inch by 8 7/8 inch
(number 9) envelope. An envelope which has been
folded prior to use is certain to cause processing
problems.
d. For thin 8 inch by 10 1/2 inch items that cannot be
folded without damage, such as photographs or special
documents intended for framing, use an 8 1/2 inch
by 11 1/2 inch envelope.
e. For thick items that cannot be folded, such as book-
lets or reports, use an envelope size such that after
insertion of the item there is not more than one-half
inch extension of the envelope past the edge of the
insert on any of the four edges.
f. 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.
4. SELF-MAILERS
a. An alternative to the use of an envelope is the selec-
tion of the self-mailer technique.
b. For the purposes of these guidelines, "self-mailer"
includes any mail piece (except parcels) which does
not have an outer cover, wrapping or envelope in
addition to the paper or material on which is placed
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eor&e~%apIt290?~/g3/. C~q- Pi74 pP3R9Q$005e0~33-4 being
transmitted. A self-mailer can be a post card,
a single sheet folded or unfolded, or a number of
sheets, not necessarily of the same material.
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II PHYSICAL PROPERTIES AND CONSTRUCTI
OF MAIL PIECES
1. ENVELOPE MATERIAL AND CONSTRUCTION
a. Envelopes will be of 20 lb. paper or heavier
(17 inches by 22 inches, 500 sheet basis), and
constructed in accordance with the current revised
issue of Federal Specification UU-E-00522. Plastic
envelopes must not be used for letter-size mail.
b. All envelopes must be closed on all four edges and all
flaps must be gum sealed. Letter-size envelopes with
clasps, string and buttons, and staples are not permitted.
c. All envelope windows will be covered with trans-
parent material glued at the edge of the cut-out or
an integral part of the envelope face. The window
material must conform to the Federal Specification
UU-E-00522. (See Appendix A for window material
requirements.)
a. Self-mailers not presorted, faced, and tied in bundles
by ZIP Code, must meet all requirements for envelopes
or single cards, including size, shape, construction,
addressing, color, and complete sealing.
b. Self-mailers that are to be presorted, faced, and tied
in bundles by ZIP Code may be constructed according to
the following:
(1) The self-mailer must be folded to letter size
if possible, and fastened by at least one
fastener on the long open edge. (Fasteners
on all three open edges are preferred from a
postal processing standpoint.) A gummed
fastener is preferred, but staples may be used
if the staples lie flat and do not stick up to
catch other mail. Staples inserted by binding
equipment usually meet this requirement; those
applied by hand-operated staplers frequently
do not.
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(2) Items that cannot be folded to letter size with-
out damage, such as booklets and magazines, need
not be sealed on more than one edge (the "spine"
or binding edge).
(3) When double reply cards are used, fasten the
cards with at least one gummed fastener or flat
staple as descr-ibed above. The reply portion
when detached must conform with the requirements
for single cards.
3. SURFACE FINISH
a. The finish (smoothness) of letter size mail must
be within the range of 5 seconds to 150 seconds when
measured by the Bekk method as described in Part 2,
Testing Standards, of the "Government Paper Specifica-
tion Standards" published by the Joint Committee on
Printing, Congress of the United States. Both sides
of the mail piece must have the same finish, within
the tolerances normally allowed for front and back
sides of the paper stock from which the piece is
manufactured. No artificial slippery finish such as
silicone plastic or tri and tetra fluoroethylene will
be permitted.
a. When the address is to be entered directly on a
letter size envelope or card, the item must be in
solid colors of white, light blue, or light green.*
Kraft or other colored envelopes are satisfactory for
letter size mail if the address appears through a
window, and is on a correct insert, or if a label of
the correct color is used for applying the address.
b. When the address is to be entered directly on a
self-mailer constructed according to paragraph II 2.b.,
or on a larger than letter-size envelope, the item
may be of any color that will permit a clear contrast,
other than a brilliant color offensive to the eye.
c. 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 or card is used, the paper on which the
address is entered must be white, light blue, or
light green.* When a larger than letter-size mail
piece is used, the address may be entered on paper of
any color that permits a clear contrast, other than a
brilliant color.
*Colors must be equal to or lighter in hue than U.S. Government
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green shown in "Government Paper Specification Standards"
published by the Joint Committee on Printing, for paper
styles JCP B10, D10, F10, etc.
d. When it is necessary to identify the contents of
envelopes prior to their being opened, it is
possible to use a printed number or other code
instead of using colored envelopes. A common method
of coding time periods or type of action needed is
to preprint one or more small black bars vertical to
and overlapping the edge of the envelope. This allows
rapid internal sorting of stacked mail by the agency.
e. Opaquing designs printed on the inner surface of
envelopes should be as uniform as possible, and should
avoid the appearance of lines of type parallel to the
long edge of the envelope.
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a. Addresses are to be of block style with all of the
lines having a uniform left margin. Do not allow
more than .6 inch (six typewriter spaces) of space
between items in any line of the address.
b. Addresses will preferably be printed or typewritten.
Computer, addressing machine, printed, or typewritten
addresses will be of black or blue-black ink, and of
any common type font. Italic and artistic fonts are
not to be used. Rubber stamped addresses are per-
missible if the stamped impression conforms to all
provisions pertaining to address format, type, color,
and alignment requirements. See Appendix B for
typographic tolerances.
c. Enter city, state, and ZIP Mr. John Smith
Code on the bottom line of 600 Vale Street
the address and in that se- Worcester, MA 01604
quence.
d. Enter the next to the bottom line of the address in
the manner indicated below.
Mr. James Reed
1000 Main Street
Detroit, MI 48217
Mr. John Brown
Box 2, Potomac Stn.
Alexandria, VA 22301
If applicable, use either
a street address or a box
number, never both.
M
If both a box number and a
post office station name or
number are used, the box
number must appear first.
Mrs. Jane Smith
R.R.2, Box 12
Pleasantville, NY 10570
Mrs. Sue Brown
600 Vernon St.,Apt. 2
Camp Springs, MD 20022
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
street address, but never to
the left or below.
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Valley, TX 75204 small town or village without
a street address, rural route,
or box number, a two-line
address is permissible.
e. 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 more than .6 inch (at least
seven typewriter spaces). Attention lines may be
added on any line above the street or box number.
f. Military mail will be addressed as shown in Chapter 1,
part 123.8, of the Postal Manual. (See Appendix C.)
g. Program computerized systems used to prepare addresses
in such a manner that addresses are produced in ZIP
Code sequence. The mail should then be tied in
bundles by ZIP Code.
a. Position the address within the address "read zone."
This is a rectangular area 2 1/2 inches by 8 inches,
parallel to the long edge of the mail piece, located
one inch from the left edge and 1/2 inch above the
bottom edge of the item. If the mail.piece is less
than 9 inches long, the read zone extends to the right
edge of the envelope. It must be recognized that on
many mail nieces the address read zone will overlap
the return address, indicia, or other authorized
printing. In such cases, the address will be placed
within the read zone in such a manner as to meet the
address clearance requirements described below.
Maximum Letter-Size
11 1/2"
r-
L
2 1/2"
I
5 3/4"
1
511 Minimum
Mailable Size
I
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to the long edge of the mail piece. This is
approximately 1/4 inch for each three inches of
address print.
c. Position the address below, not beside, any printed
marks intended to guide the typist in placing the
address.
a. Enter the address parallel to the long edge and
approximately in the center of the mail piece
when practicable. On printed matter, such as maga-
zines, leave on the right end of the address side a
clear rectangular space of not less than 3 inches
by 4 1/4 inches, or equivalent space, for entry of
the address and indicia.
4. ADDRESS WINDOWS FOR LETTER-SIZE MAIL
a. Address windows and inserts must be designed so as
to insure that the address is completely within the
above read zone, although the window itself may
extend outside of the read zone. Envelopes, windows,
inserts, and addresses must be matched and of such
dimensions that there is at least 1/4 inch clearance
between the left, right, and bottom edges of the
window and the address, when the insert moves to its
full limits inside the envelope. No other printing
may show through the window except that which is
above the address or more than 5/8 inch to the left
of the address or otherwise out of the address
clearance area as defined below.
b. Auxiliary windows are not desirable from a mail pro-
cessing standpoint, but are permitted if essential
to an agency's operations. On letter-size mail, the
auxiliary window shall be outside of the address
clearance area and the indicia area.
. ADDRESS CLEARANCE AREA, LETTER-SIZE MAIL
a. No printing, lines, colored patterns, or other markings
may appear in the clearance area around the address
as shown below.* The area includes the space between
the left edge of the address and 5/8 inch to the
left of the address, down to the bottom edge of the
piece; the area between the bottom edge of the address
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area to the right of the address, over to the right
edge of the mail piece.
Return
Address
5/8"i
0//,4178 Johm D
.Address
Clearance
Area
*Authorized exceptions:
(1) Business reply markings extending no further
than one inch from right edge of envelope.
(2) Printed borders extending no further than one
quarter inch from envelope edges.
(3) A single line of print is permissible to the
right of the address, for subscription code
numbers, etc., if it is more than .6 inch to
the right of the address line opposite it.
(Avoid the use of numeric codes with 5 or 6
digits which may be confused with the ZIP Code
during manual sorting.)
b. The address must be entered with respect to other
authorized printing already on the envelope so that
the above clearance is maintained.
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IV. INDICIA AND OTHER ENTRIES
The address side of letter size mail shall contain no printing
other than that specifically provided for throughout these
"Guidelines For Preparing U. S. Government Mail."
a. An area 1 1/2 inches by 2 5/8 inches is reserved in
the upper right hand corner of the mail piece for the
indicia or stamp. No other markings may appear in the
indicia area except borders extending no further than
one quarter inch from the envelope edges.
b. The indicia for letter size official mail of depart-
ments or agencies authorized to use the "Postage and
Fees Paid" system (Postal Manual 137.231 b) consists
of: An eagle symbol (shown actual size below) located
3/8 inch from the top edge of the mail piece; the
words "Postage and Fees Paid", and name of department
or agency.
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c. The indicia for letter size official mail of depart-
ments or agencies which do not use the "Postage and
Fees Paid" system shall consist of: The eagle symbol
(shown actual size below) located 3/8 inch from the
top edge of
the
mail piece; and
the
statement
"Penalty
for Private
Use
to Avoid Payment
of
Postage,
$300."
d. The eagle may be reduced in size to not less than
5/8 inch by 1 5/8 inches and the indicia area to
not less than 1 l/1 inches by 2 inches.
e. Use of the eagle symbol as part of the indicia is
optional on larger than letter-size mail.
f. The eagle symbol may be omitted on self-mailers
completely printed by computer with no provisions
for printing designs other than letters and numerals,
provided the items are faced, sorted, and tied in
bundles by ZIP Code.
g. Phosphorescent tagging will be added to government
letter-size mail within one year, with the exception
of items faced, sorted, and tied in bundles by ZIP
Code.
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2. RETURN ADDRESS, OFFICIAL BUSINESS, AND PENALTY PROVISION
a. Departments or agencies authorized to use the "Postage
and Fees Paid" system shall enter the return address,
the words "Official Business", and the statement "Penalty
for private use, $300" in the upper left corner of the
mail piece.
U.S. GOVERNMENT AGENCY
WASHINGTON, D.C. 20452
OFFICIAL BUSINESS
PENALTY FOR PRIVATE USE,$300
POSTAGE AND FEES PAID
US. GOVERNMENT AGENCY
b. Departments or agencies which do not use the "Postage
and Fees Paid" system shall enter the return address
and the words "Official Business" in the upper left
corner of the mail piece.
U.S. GOVERNMENT AGENCY
WASHINGTON, D.C. 20452
PENALTY FOR PRIVATE USE TO AVOID
PAYMENT OF POSTAGE, $300
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3. AIRMAIL OR OTHER ENDORSEMENTS
a. Enter the word "AIRMAIL" approximately 1/4 inch
below the indicia if the mail piece is to be sent
by air. Other endorsements for special services or
class of mail should be placed in the same area.
4. ADDRESS LOCATION INSTRUCTIONS
a. Address location instructions may consist of printed
directions above the address area or more than 5/8
inch to the left of the address, or may simply be a
small dot or other guide mark printed above the
location for the first letter of the top line of the
address. A straight line may be printed above the
location for the top line of the address to assist
in aligning the address, and to designate the maxi-
mum length allowed for the address to assure proper
placement in windows.
5. MISCELLANEOUS SPECIAL ENTRIES
a. A message (such as instructions to Postmaster), emblem,
slogan, or special design 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. These
items, however, must be approved in accordance with
the Code of Federal Regulations, Title 41, Chapter 101 -
Federal Property Management Regulations, Section 101 -
11.603.9.
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V. FINAL PREPARATIONS FOR MAILING
a. Press all envelopes flat before sealing to remove
as much air as possible.
b. Make sure each envelope is sealed securely. A
major cause of machine jams is unsealed flaps on
otherwise ideal mail pieces.
c. Enter "Non-Machinable" above the address on any letter-
type envelope mail that is thicker than 1/4 inch.
a. Self-mailers not meeting envelope or single card
requirements must be faced, presorted, and tied in
bundles by ZIP Code.
b. Punched cards or other cards that exceed 4 1/4 inches
in height and/or 6 inches in length must be enclosed
in an.envelope unless they are at least .009 inch
thick.
(1) The most common punched card is .007 inch thick
and should not be used as a self-mailer. Cards
of .009 inch thickness are available and may be
used as self-mailers.
(2) Standard .007 inch thick punched cards that are
used in obtaining information from the public
must be returned enclosed in an envelope.
3. INTERNATIONAL MAILING REQUIREMENTS
a. See Appendix D for reprint of appropriate information
from Chapter 2 of the Postal Manual.
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APPENDIX
APPENDIX A WINDOW MATERIAL SPECIFICATION
APPENDIX B SIZE AND SPACING OF ADDRESS CHARACTERS
APPENDIX C ADDRESS FORMAT FOR MILITARY MAIL
APPENDIX D INTERNATIONAL MAILING REQUIREMENTS
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The area reflectance, Rw, of the window material shall not
be less than 70% when measured at 400 nm with respect to
MaO as described below. The opacity of the window material
shall not exceed 25% when measured as described below.
(nm = nanometers)
a. Opacity is defined as Rb/Rw where Rb equals the area
reflectance of the material with a standard black*
backing and Rw equals the area reflectance of the window
material with an MgO white backing.
b. Area reflectance measurements shall be made with a re-
flectance spectrophotometer, Bausch and Lomb Spectronic
505 or equivalent. The reference shall be a magnesium
oxide (MgO) standard (see TAPPI Standard T 633 m-50).
Measurement shall be of diffuse reflectance, i.e., the
specular traps must be installed in the instrument.
c. Measure the reflectance of M 0 vs MgO to obtain a ref-
erence curve. Set the reference curve to 100% and
ascertain that it does not vary more than f 2% between
370 and 430 nm.
d. Measure the reflectance of the window material (1 sheet)
backed with MgO at wave length 400 nm. The reflectance
(% with respect to the reference curve) at 400 nm de-
scribes area reflectance Rw.
e. Measure the reflectance of the window material (1 sheet)
backed with a standard black backing* at wave length 400 nm.
The reflectance (% with respect to the reference curve) at
400 nm describes Rb.
f. Rb equals opacity.
Rw
*A cavity lined with black velvet or other material which will
cause the reflectance of the cavity to be less than 1% with
respect to the reference curve (MgO vs MgO = 100% ? 2%).
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 Approved For Release 2002/03/20 : CIA-RDP74-0039OR000300050033-4
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: From 1 character space to .6 inch*
LINE SPACING: From 3 to 6 lines per inch
*The Optical Character Reader would continue scanning a line
indefinitely unless programmed to stop. Therefore, in order
to avoid picking up extraneous data, the reader is given an
"end-of-line" instruction which tells it to stop searching
for additional characters when it encounters a blank space
longer than .6 inch on the line being read. Addresses
printed from "fixed field" computer records will often have
gaps exceeding .6 inch unless the computer is programmed to
maintain single spacing between words on printout.
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 Approved For Release 2002/03/20 : CIA-RDP74-0039OR000300050033-4
(Reprinted from Chapter 1 of the Postal Manual)
.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 Maint Sq.
167th Infantry Regt. CMR.Box 861
APO New York 09801 APO New York 09109
A/lc 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 organiza-
tional 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 83 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 depend-
ents 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 proc-
essing equipment may shorten the address further by abbreviating the name
of the gateway post office, as for example:
APO NY 09403
APO SF 96503
APO SEA 98749
.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:
Pvt. Willard J. Doe, 300-52-6111
Co B. 1st Bn, 12th Infantry
Fort Lewis, Washington 98433
A/le Harold F. Doe, 249-06-5432
1 Strat Aerosp Div
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, military
installation and the ZIP Code. Examples:
Bill E. Smith, SK3, 331 20 54 USN
U.S. Naval Supply Depot
Great Lakes, Illinois 60088
M/SGT Peter V. Perez, 1342165 USMC
Headquarters Battalion
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 military
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
quarters 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.)
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 Approy , fR&Rt,Iga O( M/I?q~,,CWE59Q 000300050033-4
(Reprinted from Chapter 2, Postal Manual)
.24 MAILINGS WITHOUT POSTAGE
.242 Federal Government Paid Mail. All Official mail
of the Federal Government is accepted for other countries
without postage affixed under the following conditions:
a. Postage and Fees Paid Mail. All official mail of
authorized departments and agencies prepared in accord-
ance 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 provided the service desired is avail-
able. The mail is subject to the weight and size limits
and other conditions prescribed in part 222, and when
required must be accompanied by the postal forms mentioned
in that part.
U. S. GOVERNMENT PRINTING OFFICE : 1969 0 - 372-041
888.86 2
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