2222.2 REV-2

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

CHAPTER 7. HEADQUARTERS MAIL OPERATIONS AND PROCEDURES

7-1. Mail Facilities.

a\. Mailroom Designations and Locations. The following listed mail

facilities have been established in the Headquarters Building:

Facility Servicing Floors

Central Mailroom - B-133 Basement and First

2nd Floor Satellite Mailroom - 2131 Second, Third and Fourth

6th Floor Satellite Mailroom - 6131 Fifth and Sixth

8th Floor Satellite Mailroom - 8131 Seventh and Eighth

9th Floor Satellite Mailroom - 9131 Ninth and Tenth

b\. Hours of Operation. Mail facilities are operational for

organizations to pick-up and deposit mail, as follows:

\(1\) Central Mailroom - B-133. Operational from 7:15 a.m.

to 5:30 p.m., Monday through Friday and from 7:00 a.m.

to 3:00 p.m. on Sundays.

\(2\) All Satellite Mailrooms. Operational from 10:00 a.m.

to 12:00 noon and 1:00 p.m. to 5:00 p.m., Monday through

Friday.

c\. Unofficial (personal) Mail. Mail chutes are located in the

North and South elevator lobbies on the First through Tenth

floors for the deposit of personal mail.

d\. Official Government Mail. All official Government mail must be

delivered to one of the mail facilities listed in 7-1a above.

Under no circumstances should official Government mail be

deposited in the mail chutes located in the North and South

elevator lobbies.

7-2. Incoming Mail.

a\. Receipt and Sorting. The U.S. Postal Service (USPS) delivers

mail to the Central Mailroom of the Headquarters Building at

7:30 a.m. (6:30 a.m. on Mondays and days after holidays), and

10:00 a.m., Monday through Friday and at 8:00 a.m. on Sundays.

Upon receipt of incoming mail, it is separated into letter mail,

flat mail (large envelopes), Express Mail, controlled mail and

packages.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

7-1 7/86

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

2222.2 REV-2

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

b\. Processing. Central Mailroom personnel will process incoming

mail as follows:

\(1\) Routine Mail.

\(a\) Routine letter, flat and consolidated mail received

from the Field Offices will be sorted by name and

organization.

\(b\) All completely sorted mail and correspondence will be

forwarded immediately thereafter to the appropriate

Satellite Mailrooms.

\(c\) Letter or flat mail which is addressed to Headquarters

(Blind Mail) will be placed aside and opened after

organizationally addressed mail is sorted.

\(2\) Express Mail.

\(a\) Express Mail will be processed by the Central Mailroom

immediately upon receipt, taking precedence over any

other class of mail.

\(b\) Express Mail will be sorted by floor and entered into

the control log of the appropriate Satellite Mailroom.

\(3\) Controlled Mail (Registered, Insured, and Certified).

\(a\) USPS will have controlled mail separate from letter

and flat mail. The receiving clerk will be required

to sign PS Form-3877, For Registered, Insured, C.O.D.,

Certified and Express Mail. (See Appendix 8) The

pieces of mail received must be checked against the PS

Form-3877 to insure that all listed mail is received.

Pieces of controlled mail subsequently found in letter

or flat mail will be added to HUD\'s copy of the PS

Form-3877 so that a record of receipt is established.

\(b\) Controlled mail will be sorted by floor and

organization and entered by number in the controlled

mail log and forwarded to the Satellite Mailrooms.

Separate controlled mail logs will be maintained for

each Satellite Mailroom.

\(c\) All Domestic Return Receipts, PS Form-3811 (see

Appendix 9) will be removed from incoming controlled

mail by the Central Mailroom receiving clerk who will

date and sign the receipts. The receipts will be

placed in a U.S. Postal Service locked bag and returned

to the U.S. Postal Service Delivery and Collection

Clerk at the end of the day.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

7/86 7-2

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

2222.2 REV-2

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\(d\) Controlled mail not readily identifiable or addressed

only to Headquarters (Blind Mail) will be opened by the

Central Mailroom which will use every means to identify

the intended recipient. If the intended recipient

cannot be identified, the mail will be referred to the

Chief, Mail Section, who will attempt to contact the

sender by telephone and/or letter.

\(e\) All efforts will be made to deliver controlled mail to

the addressee on the day it is received from the USPS.

However, in those instances where delivery cannot be

effected, the controlled mail will be returned by the

Satellite Mailrooms to the Central Mailroom where

facilities are maintained to insure that the mail is

adequately safeguarded until delivery on the next

working day.

\(4\) Packages.

\(a\) Small lightweight packages will be forwarded to the

Satellite Mailrooms.

\(b\) Large or heavy packages will be hand-delivered by

messenger to the addressee.

\(5\) DHL Airways, Inc. is a mandatory use contract source

legislated by section 201(a) of the Federal Property and

Administrative Services Act of 1949 (40 U.S.C. 481(a)), as

amended, for next day small package deliveries. The cost

for each pickup/delivery is \$3.00 for the first pound and

\$1.45 for each additional pound up to a maximum of 50

pounds.

7-3. Outgoing Mail.

a\. Outgoing Mail is picked up by the U.S. Postal Service at 7:30

a.m., 10:00 a.m., 1:00 p.m., 3:00 p.m. and 5:00 p.m., Monday

through Friday and at 8:30 a.m. on Sundays. Outgoing mail will

be prepared for pick up by USPS as early in the day as possible

to avoid overloading the later pickups.

b\. Processing by Headquarters Offices.

\(1\) Delivery to Satellite Mailroom. Outgoing mail shall be

delivered to the servicing Satellite Mailroom as soon as all

actions are complete. Do Not hold mail until late in the

day as this practice overloads the U.S. Postal Service

facilities and could cause delay in pick-up and delivery

schedules.

\(2\) Special Handling. If a particular piece of mail requires

special handling, (i.e., Registered, Certified, Priority,

etc.) HUD Form 650, Request for Special Handling, (see

Appendix 7) shall be affixed to the envelope prior to

delivering to the Satellite Mailroom.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

7-3 7/86

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

2222.2 REV-2

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\(3\) Intraoffice mail within Headquarters shall be transmitted by

Routing and Transmittal Slip, Optional Form 41, or placed in

unfranked envelopes with sufficient address to effect

delivery. If there is any intraoffice mail for a Program

Office that is on the route to the Satellite Mailroom, it

should be delivered rather than taken to and deposited in

the mailroom.

\(4\) Outgoing Official Mail shall be delivered to the Satellite

Mailroom for dispatch. Under no circumstances shall indicia

mail be deposited in the USPS mail box. If a piece of mail

must be dispatched during non-duty hours, it should be taken

to the Main Post Office, North Capitol and Massachusetts

Avenue, Northeast.

\(5\) Mail shipments from the Supply Distribution Section for

processing through the U.S. Postal Service mailstream shall

be delivered to the Central Mailroom for classification and

postage metering.

\(6\) Mail to HUD Regional Offices is dispatched by Express Mail.

If mail to an addressee other than the Regional Offices must

be sent by Express Mail, contact the Chief, Mail Section.

c\. Processing by Satellite Mailrooms

\(1\) Outgoing mail from Program Offices shall be sorted and

forwarded as follows:

\(a\) All Controlled mail and other routine outgoing mail to

the Central Mailroom for classification and postage

metering.

\(b\) Intraoffice mail to the Satellite Mailrooms.

\(2\) Operational Reviews. A review will be made of outgoing

mail to assure that correspondence codes are being used as

part of the return address. Mail requiring special handling

will also be checked to assure that HUD Form 650 is

attached. NOTE: Mail marked Express Mail for addressees

other than Regional Offices shall be returned to the

originating office for compliance with paragraph 7-3b.(5).

d\. Processing by Central Mailroom

The Headquarters Central Mailroom will sort and process outgoing

mail as follows:

\(1\) Classify and meter for postage each piece of outgoing mail.

Each mail class and denomination will be separately bundled,

boxed, or packaged, as required by the U.S. Postal Service.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

7/86 7-4

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

2222.2 REV-2

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Classes of mail which can be shipped more economically than

USPS will be metered and shipped via the alternate carrier

service.

\(2\) Place all mail for Regional Offices in Express Mail sacks.

\(3\) Consolidate mail for Field Offices and dispatch by pouch

mail.

\(4\) Bundle letter mail to outside addressees and place in letter

trays for pickup by USPS.

\(5\) Bundle, package, or box all flat mail and small packages and

place in regular mail sacks for pickup by USPS.

\(6\) Controlled mail will be processed in accordance with USPS

regulations. Controlled mail clerks will insure that all

controlled mail is listed on USPS Form-3877 and is signed

for by the receiving USPS Delivery and Collection Clerk.

\(7\) Supplemental/Bulk Mailings: Use Third-Class mail for items

weighing over 4 ounces and less than 16 ounces and Fourth

Class (Special Handling) for items weighing 16 ounces or

more to process bulk mailings of forms, issuances

(handbooks, notices, special issuances, etc.) publications

(books, pamphlets, newsletters, etc.) and similar materials

in lieu of the more expensive classes of mail such as

Express, Priority, and First-Class to reduce the

Departmental postage costs.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

7-5 7/86