2222.2 REV-2

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CHAPTER 4. GUIDELINES FOR USE OF STANDARDIZED

GOVERNMENT MAILING PIECES

4-1. General Requirements. To provide for faster processing of mail and

for more efficient operations, many of the larger Post Offices are

installing mechanical sorting machines that use Optical Character

Readers (OCR) to read and sort letter size mail by ZIP Codes. Mail

can be processed through the high speed sorting machines only when

addresses are properly placed in the address area on white, light

blue and light green mail pieces and read by the OCRs. Mail pieces

that are not properly addressed can cause delays in the mechanical

sorting process because the OCRs may have difficulty in locating the

ZIP Code.

4-2. Postage and Fees Paid Indicia.

a\. Postage Indicia. The \"Postage and Fees Paid HUD 401\" indicia

and U.S. Postal Service special permits, as required, permit

the dispatch of Departmental official mail of all classes and

the use of special mail services. Under this system no postage

is affixed to individual pieces of Departmental official mail.

The Department must, however, reimburse the U.S. Postal Service

for all mail dispatched.

b\. Dispatch of Official Mail. All official mail shall be dispatched

in Government envelopes or wrappers, imprinted with the words

\"Postage and Fees Paid - HUD-401\" and \"Official Business,

Penalty For Private Use, \$300.\"

c\. Private Use of Postage and Fees Paid Indicia. Departmental

employees shall not use the \"Postage and Fees Paid HUD-401\"

indicia for their private use. The penalty for the unlawful

use of the \"Postage and Fees Paid\" indicia is provided in

18 United States Code 1719: (NOTE: The mailing of a job

applications within HUD or to other Federal agencies is a

personal expense).

\"Whoever makes use of any official envelope,

label or endorsement authorized by law, to

avoid the payment of postage or registry fee

on their private letter, packet, package, or

other matter in the mail, shall be fined not

more than \$300.\"

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4-1 7/86

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2222.2 REV-2

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4-3. Use of Postage and Fees Paid Envelopes, Post Cards, Address Labels,

Wrappers, and Other Imprinted Indicia.

a\. Official Standard Size Mailing Indicia. The \"Postage and Fees

Paid HUD-401\" indicia shall be used only for official mailings

made by Departmental employees which pertain exclusively to

official business of the United States Government. This

indicia shall be printed in the upper right corner of the

address side of the mailing piece. The HUD-401 identification

code is used by the U.S. Postal Service to monitor HUD mailings.

The HUD-401 code shall be included on all mailing pieces, EXCEPT

those mailed by Printer-Mailer/Mailer Contractors under contract

to the Department, and they will be licensed through the use of

an authorized permit imprint approved by the Mail Management

Officer, ASB. An area of not less than 1-3/4 by 3 inches is

reserved in the upper right corner of the mailing piece for the

standard size indicium shown below. No other markings may appear

in this area except borders extending no farther than 1/4 inch

from the envelope\'s edge.

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b\. Official Minimum Size Mailing Indicia. The postal emblem may

be reduced in size to not less than 5/8 by 5/8 inch and the

indicium area to not less than 1 by 2 inches as shown below.

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7/86 4-2

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2222.2 REV-2

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4-4. Return Address. The return address (corner card) shall be placed

in the upper left corner of the mailing piece. The return address

shall include and in the following order: \"U.S. DEPARTMENT OF

HOUSING AND URBAN DEVELOPMENT,\" component organization, originator\'s

stamped, typed or printed correspondence code, City, State, ZIP Code,

\"OFFICIAL BUSINESS, PENALTY FOR PRIVATE USE, \$300.\" Example:

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4-5. Letter Size Envelopes.

a\. White. Letter size white envelopes up to and including 6-1/8

by 11-1/2 inches shall include the postage indicia and corner

card printed in black ink. An exception to this requirement

will be made only when an unusual mailing justifies a heavy

weight envelope that cannot be procured in white.

b\. Kraft. Letter size heavy weight kraft envelopes may be procured

only when the need is justified in writing and when address

labels are used with those envelopes. Address labels are

required on kraft letter size envelopes because the U.S. Postal

Service Optical Character Readers cannot read the ZIP Code on

envelopes this dark in color. Letter size kraft envelopes in

stock shall be used until the stock is exhausted. HUD may

continue to use kraft envelopes that are over 6-1/8 by 11-1/2

inches but do not exceed 12 by 15 inches.

4-6. Address Labels. Authorized 3-1/2 by 5 inch printed address labels

shall be white with the postage indicia and corner card printed in

black ink for use on packages and large kraft envelopes as indicated

above. Do not use a franked mailing label on preprinted mailing

pieces with corner card and the HUD-401 indicia.

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4-3 7/86

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2222.2 REV-2

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4-7. Post Cards.

a\. Color. Post cards are privately printed mailing cards used

to transmit brief messages. The paper or card stock for post

cards may be of any light color which provides a legible

background for addresses and post marks. When printing the eagle

symbol postage indicia and corner card, black ink on a white

background is preferred, but other color combinations may be

used. Brilliant colors must not be used. (See 4-6 above)

A double post card consists of two attached post cards, one of

which may be detached by the receiver and returned by mail as

a reply. Postage on each card is paid at the First-Class card

rate. However, postage is not paid on the reply card until it

is detached and mailed as a reply. When a double post card is

required, the reply card must be constructed using the Business

Reply Mail technique as shown in Appendix 3 for envelopes when

it has been decided that paying the return postage will be most

advantageous to the Department.

b\. Thickness. Post cards shall not be smaller than 5 by 3-1/2

inches, nor larger than 6 by 4-1/4 inches. Post cards shall

have a minimum thickness of .007 of an inch and a maximum

thickness not exceeding .0095 of an inch. Cut-out post cards

printed in HUD publications shall be of the same construction,

weight, and color as prescribed for post cards and shall be

constructed using the Business Reply Mail technique if the

Department decides that it will be most advantageous to pay

the return postage cost, otherwise, an area in the upper right

corner of the mailing piece should show \"Affix Postage Stamp

Here.\"

4-8. Government Checks. Optical character readers cannot read the ZIP

Code printed on Government checks. For the present, Government

checks are exempt from the requirements for mechanized processing of

letter size mail provided the checks are presorted by ZIP Code, faced

and tied. When an address insert covers the check in the envelope

window, the address insert must be white, and the address format must

comply with the requirements for letter size mail.

4-9. Self-Mailers. Self-mailers may include any item transmitted through

the postal system (except parcels) which does not have an envelope,

cover or wrapper. A self-mailer can be a folded post card, a single

sheet, or a number of sheets fastened together. A reasonable degree

of color contrast must be maintained between the postage indicia and

address, and background of the mailing piece. Black ink on a white

background is preferred but other color combinations may be used.

Brilliant colors are not permitted. Letter size self-mailers must

have an address area the same at is required for letter size

envelopes.

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7/86 4-4

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2222.2 REV-2

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4-10. Reproduction of the Postage Indicia for Self-Mailers by
Headquarters

and Field Offices. The postage indicia and return address shall be

reproduced on self-mailers during the reproduction of the material

to be mailed. Offices that do not have equipment to reproduce the

eagle symbol on self-mailers may use the \"POSTAGE AND FEES PAID,

DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT HUD-401\" postage

indicia. The use of self-mailers for such items as acquired

property lists, circulars, contract solicitations, etc., will

result in some time and material savings.

4-11. Punch Cards. Most punch cards are .007 inch thick, and they should

not be used as self-mailers because they do not meet the minimum

thickness requirement of .009 inch for cards exceeding 4-1/4 inches

in height and/or 6 inches in length. This card must be mailed in

an envelope. The standard .007 inch thick punched cards that are

used in obtaining information from the public must be mailed in

an envelope. Punch cards of .009 inch thickness are available

and may be used as self-mailers.

4-12. Authorized Printing on Letter Size Mail Pieces. The general rule

is that the address side of letter size mail, including self-mailers,

will contain no printing other than the mailing indicia, corner card,

FIM marking and address of the recipient. The following exceptions

are made to this general rule:

a\. A message (such as instructions to Postmaster) may be printed

on the left one-fourth of the mail piece provided that it

appears to the left of the address and no lower than 5/8 inches

from the bottom of the mailing piece. (See Appendix 1).

b\. A printed border is allowed provided it does not interfere with

the FIM marking (the top of which must be within 1/8 inch of

envelope edge, and may extend to the edge) on the mailing piece.

c\. A single line of print is permissible to the right of the

address if it is more than .6 inch to the right of the address

line opposite it.

4-13. Special Emblems and Code Marks. All special emblems, and all

magnetic, optical scanner, or other coding marks for either side

of the mailing piece must be approved by the Mail Management Officer,

ASB, who will obtain technical guidance and testing service from the

U.S. Postal Service. Modern sophisticated OCR equipment utilized by

the U.S. Postal Service dictates that only items that are absolutely

essential to expedite mail be placed on mailing pieces.

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4-5 7/86

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2222.2 REV-2

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4-14. Address Read Zone for Letter Size Mail Pieces. The address read

zone is a rectangular area 2-1/2 by 8 inches, parallel to the long

edge of the mailing piece, beginning 1 inch from the left edge of

the mailing piece and extending 8 inches to the right (or to the

right edge of the mailing piece, if it is less than 9 inches long)

and beginning 1/2 inch above the bottom of the mailing piece, and

extending up for 2-1/2 inches. The high-speed optical character

readers require an address read zone for all letter size mail up to

and including 6-1/8 by 11-1/2 inches so that the ZIP Code can be

located and read. The address must be placed in the address read

zone, which is indicated by the broken lines shown on the envelopes

in Appendix 2. On small mail pieces the address read zone will

overlap areas reserved for the postage indicia and corner card.

This is permitted.

4-15. Clear Areas for Large Mail Pieces. An address read zone is not

required for mail pieces over 6-1/8 by 11-1/2 inches because these

items are hand sorted. The Department policy is to restrict printing

on the large envelopes to the mailing indicia, corner card, and

address of the recipient as prescribed for letter size mail. The

address shall be placed parallel to the long edge and approximately

in the center of the envelope. On printed self-mailers, such as

magazines, a clear rectangular space of not less than 3 by 4-1/4

inches shall be reserved for the mailing indicia, corner card and

address.

4-16. Window Envelopes. When window envelopes are used, the window
itself

may extend into the area to the left of the address read zone, but

the address appearing in the window must be entirely within the read

zone. Window envelope inserts and addresses must be matched and of

such dimensions that a 1/4 inch clear space appears between the left,

right, and bottom window edges and the address on the insert, when

the insert moves to its full limits inside the envelope. No other

printing may show through the window unless it appears above the

address or 5/8 inch to the left of the address.

4-17. Forms Used with Window Envelopes. The address area on forms used

with window envelopes must be placed in the address read zone to

match window of the envelope being utilized. When stocks of forms

are replenished, the forms shall be redesigned to place the address

space in the read zone of the envelope intended for use, if other

than original window envelope will be used.

4-18. Address Format. (See Chapter 9, HUD Handbook 2221.1 Departmental

Correspondence Handbook.)

a\. Placement. Position the address for the appropriate mailing

piece as specified in above referenced handbook.

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7/86 4-6

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2222.2 REV-2

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b\. Block Style and Spacing. Use block style format for all

addresses with all lines having a uniform left margin. Do not

allow more than six typewriter spaces between items in any line

of the address. Computer, addressing machine, printed or

typewritten addresses will be black or blue-black and of any

common type font. Italic and artistic fonts are not to be used.

Character pitch shall be from 7 to 14 characters per inch with

a height of .08 to .20 inch. Line spacing shall be from 3 to 6

lines per inch.

c\. Street Address, City, State, and ZIP Code. The street address,

Post Office box number, or rural route and box number shall be

shown on the next to the bottom line of the address. The bottom

line is for the City, State and ZIP Code. Use two spaces between

the State and the ZIP Code. Addresses shown in Department

issuances and publications shall follow the format described in

this Handbook.

d\. Examples of Prescribed Address Formats.

Lincoln National Bank If applicable, use either a

417 Walnut Street, street address or a box number.

PO Box 823 If the incoming correspondence

Springfield, IL 62702 uses both a street address and

a box number, both may be used

on the reply. Be sure to put

them in the same order as shown

on the incoming correspondence.

The U.S. Postal Service will

deliver the reply to the address

shown on the line immediately

above the bottom line. (In

the example on the right,

delivery would be made to the

PO box.) The ZIP Code must be

the correct one for the delivery

address.

Mr. George M. Howard If a box number and a Post Office

Box 2, Potomac Station station name or number are used,

Cincinnati, OH 45205 the box number must appear first.

Miss Mary K. Titus If a letter is for delivery, the

R.R. 2, Box 12 route number must precede the

Greenwood, WV 26360 box number.

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4-7 7/86

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2222.2 REV-2

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Mr. Robert C. Jones If an apartment, room, suite or

600 Vernon Street, Apt. 2 other unit number is used, it

Indianapolis, IN 86002 should appear after the street

address and on the same line.

If it is impracticable 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.

Mr. Eugene H. Mitchell If a letter is going to a small

Cleo Springs, OK 73729 town or village without a street

address, rural route or a box

number, a two line address is

permissible.

Home Builders Association When an attention line is used,

Attention: Mr. V. E. Black it should be placed immediately

2300 Franklin Street below the addressee\'s name.

Chicago, IL 22330

77K9752 Subscription codes, accounting

The King Trucking Company numbers, mailing list codes,

Attention: Mr. Leonardo King etc., shall be placed on the

240 National Drive first line to the extreme left

Tupelo, MS 98271 of the mailing label. Codes

of 5 or 6 digits should not be

used because they may be confused

with the ZIP Code when mail is

hand sorted.

George Washington University When feasible, use the

Law School Library organization name rather than

718 20th Street, NW the name of an individual for

Washington, DC 20006 mailing lists and pre-printed

envelopes. This eliminates

the need to change address

plates and printing new

envelopes and labels because

of a name change.

4-19. Special Services. Special services, such as priority mail, special

delivery, registered, certified, etc., must be stamped or otherwise

indicated on the address side of the envelope or parcel. (See

Appendix 2). More costly special service will not be used when a

cheaper service will provide the same protection. For example, the

fee for certified mail is one-fourth as much as for registered mail

and provides the protection of a receipt for important mail of a

nonnegotiable character.

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7/86 4-8

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2222.2 REV-2

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4-20. Addressograph and Computer Printed Impressions. Addressograph and

computer printed impressions must be placed on the letter size

envelopes within five degrees of parallel to the long edge of the

mail piece. This is approximately 1/4 inch for each 3 inches of

print. Use black or blue-black ink for these impressions or labels.

Computer ribbons that make purple impressions are not acceptable

because these impressions cannot be read by the optical character

readers.

4-21. Rubber Stamped Addresses. Rubber stamp impressions are permissible

provided they conform to all other provisions pertaining to address

format, alignment and spacing requirements. Use only black ink for

rubber stamp addresses.

4-22. Location of Address on Larger than Letter Size Mail. For mail
pieces

larger than 6-1/8 by 11-1/2 inches, enter the address parallel to the

long edge and approximately in the center of the mail piece when

practicable.

4-23. Self-Addressed Enclosed Envelopes. When a self-addressed envelope
is

to be enclosed in outgoing mail, to either a Federal establishment or

the private sector and when the Department will pay the return

postage cost, use a Number 10 (4-1/8\" x 9-1/2\") or a Number 9

(3-7/8\" x 8-7/8\") Business Reply Envelope. After August 1980 the

\"POSTAGE AND FEES PAID HUD-401\" indicium is authorized for outgoing

mail only by Departmental employees. Furthermore, furnishing

Business Reply envelopes to bidders, contractors or to enable

agencies, institutions or others to forward reports and information

which they are required to submit by legislation is prohibited. (See

Appendix 3).

4-24. Final Preparation for Mailing.

a\. Removal of Air. Press all envelopes flat before sealing to

remove as much air as possible.

b\. Sealing. Make sure each envelope is sealed securely. A major

cause of sorter machine jams is unsealed flaps on otherwise

ideal mail pieces.

c\. Thick Letter Size Envelopes. Enter \"Non-Machineable\" above the

address on any letter size envelope that is more than 1/4 inch

thick.

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4-9 7/86