[Link to Handbook
2200.1](http://www.hud.gov/offices/adm/hudclips/handbooks/admh/2200.1/index.cfm)
2222.2 REV-2

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TABLE OF CONTENTS

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CHAPTER 1: GENERAL

1-1. Purpose\...\...\...\...\...\...\...\...\...\...\...\...\...\....
1-1

1-2. Policy\...\...\...\...\...\...\...\...\...\...\...\...\...\.....
1-1

1-3. Objectives\...\...\...\...\...\...\...\...\...\...\...\...\.... 1-1

CHAPTER 2: RESPONSIBILITIES

2-1. Facilities Operations Division\...\...\...\...\...\..... 2-1

2-2. Management Services Division\...\...\...\...\...\...\.... 2-3

2-3. Headquarters Primary Organization Heads\...\...\..... 2-3

2-4. Regional Administrators\...\...\...\...\...\...\...\...\... 2-5

CHAPTER 3: DEFINITIONS 3-1

CHAPTER 4: GUIDELINES FOR USE OF STANDARDIZED

GOVERNMENT MAILING PIECES

4-1. General Requirements\...\...\...\...\...\...\...\...\...\... 4-1

4-2. Postage and Fees Paid Indicia\...\...\...\...\...\...\... 4-1

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

Cards, Address Labels, Wrappers, and Other

Imprinted Indicia\...\...\...\...\...\...\...\...\...\...\... 4-2

4-4. Return Address\...\...\...\...\...\...\...\...\...\...\...\... 4-3

4-5. Letter Size Envelopes\...\...\...\...\...\...\...\...\..... 4-3

4-6. Address Labels\...\...\...\...\...\...\...\...\...\...\...\... 4-3

4-7. Post Cards\...\...\...\...\...\...\...\...\...\...\...\...\.... 4-4

4-8. Government Checks\...\...\...\...\...\...\...\...\...\...\... 4-4

4-9. Self-Mailers\...\...\...\...\...\...\...\...\...\...\...\..... 4-4

4-10. Reproduction of the Postage Indicia for

Self-Mailers by Headquarters and Field Offices\.... 4-5

4-11. Punch Cards\...\...\...\...\...\...\...\...\...\...\...\...\...
4-5

4-12. Authorized Printing on Letter Size Mail

Pieces\...\...\...\...\...\...\...\...\...\...\...\...\...\..... 4-5

4-13. Special Emblems and Code Marks\...\...\...\...\...\..... 4-5

4-14. Address Read Zone for Letter Size Mail

Pieces\...\...\...\...\...\...\...\...\...\...\...\...\...\..... 4-6

4-15. Clear Areas for Large Mail Pieces\...\...\...\...\..... 4-6

4-16. Window Envelopes\...\...\...\...\...\...\...\...\...\...\.... 4-6

4-17. Forms Used with Window Envelopes\...\...\...\...\...\... 4-6

4-18. Address Format\...\...\...\...\...\...\...\...\...\...\...\... 4-6

4-19. Special Services\...\...\...\...\...\...\...\...\...\...\.... 4-8

4-20. Addressograph and Computer Printed

Impressions\...\...\...\...\...\...\...\...\...\...\...\...\... 4-9

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2222.2 REV-2

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4-21. Rubber Stamp Addresses\...\...\...\...\...\...\...\...\... 4-9

4-22. Location of Address on Larger than Letter

Size Mail\...\...\...\...\...\...\...\...\...\...\...\...\.... 4-9

4-23. Self-Addressed Enclosed Envelopes\...\...\...\...\.... 4-9

4-24. Final Preparation for Mailing\...\...\...\...\...\..... 4-9

CHAPTER 5: INCOMING MAIL

5-1. Delivery from the U.S. Postal Service\...\...\...\... 5-1

5-2. Personal Mail\...\...\...\...\...\...\...\...\...\...\...\... 5-1

5-3. Delivery to Mail Stations\...\...\...\...\...\...\...\... 5-2

5-4. Postage Due\...\...\...\...\...\...\...\...\...\...\...\..... 5-2

CHAPTER 6: PREPARING OUTGOING MAIL

6-1. Preparation of Mail\...\...\...\...\...\...\...\...\...\... 6-1

6-2. Use of Zip Codes\...\...\...\...\...\...\...\...\...\...\... 6-2

6-3. Use of Zip + 4 Codes\...\...\...\...\...\...\...\...\..... 6-3

6-4. Postal Classes and Services\...\...\...\...\...\...\.... 6-6

6-5. Teletype as An Alternate\...\...\...\...\...\...\...\.... 6-12

CHAPTER 7: HEADQUARTERS MAIL OPERATIONS AND

PROCEDURES

7-1. Mail Facilities\...\...\...\...\...\...\...\...\...\...\.... 7-1

7-2. Incoming Mail\...\...\...\...\...\...\...\...\...\...\...\... 7-1

7-3. Outgoing Mail\...\...\...\...\...\...\...\...\...\...\...\... 7-3

CHAPTER 8: PRINTER/MAILER CONTRACTOR

REQUIREMENTS

8-1. Mailings Entering Into the U.S. Postal

Service Mailstream\...\...\...\...\...\...\...\...\...\.... 8-1

8-2. Basic Requirements\...\...\...\...\...\...\...\...\...\.... 8-1

8-3. Permits, Fees, and Documentation\...\...\...\...\..... 8-1

8-4. Application for Permits\...\...\...\...\...\...\...\..... 8-2

8-5. Preparation of Permit Imprints\...\...\...\...\...\.... 8-2

8-6. Contents of Permit Imprints\...\...\...\...\...\...\.... 8-2

8-7. Mailing with Permit Imprints\...\...\...\...\...\...\... 8-3

8-8. Presorted Mail\...\...\...\...\...\...\...\...\...\...\..... 8-4

CHAPTER 9: REIMBURSEMENT TO THE U.S. POSTAL

SERVICE FOR POSTAGE

9-1. Estimate of Anticipated Mail Costs\...\...\...\...\... 9-1

9-2. Mail Cost Adjustments\...\...\...\...\...\...\...\...\.... 9-1

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2222.2 REV-2

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9-3. Reporting Requirements\...\...\...\...\...\...\...\...\..... 9-1

9-4. Regular and Special Services\...\...\...\...\...\...\..... 9-1

9-5. Daily Workload Report of Official Mailings\...\...\... 9-1

9-6. Postage Accountability Reports\...\...\...\...\...\...\... 9-1

9-7. Submission of Reports\...\...\...\...\...\...\...\...\...\... 9-3

CHAPTER 10: SECURITY

10-1. General\...\...\...\...\...\...\...\...\...\...\...\...\...\.....
10-1

10-2. Controlled Mail\...\...\...\...\...\...\...\...\...\...\...\...
10-1

CHAPTER 11: TRAINING

11-1. Mail Section Personnel\...\...\...\...\...\...\...\...\..... 11-1

11-2. Program Office Personnel\...\...\...\...\...\...\...\...\... 11-1

Appendices

1\. Sample of Special Printing on Envelopes

2\. Sample of HUD-401 Eagle Postage Indicia

Envelope with Required Address Read Zone

Indicated by Broken Lines

3\. Sample of Business Reply Envelope

4\. Messenger Receipt, Form HUD-651

5\. Routing and Transmittal Slip, Optional Form

41

6\. HUD Mailing Label

7\. Request for Special Mailing, Form HUD-650

8\. For Registered, Insured, C.O.D., Certified,

and Express Mail, Form PS-3877

9\. Domestic Return Receipt, Form PS-3811

10\. Application and Voucher for Refund of Postage

and Fees, Form PS-3533

11\. Application to Mail Without Affixing Postage

Stamps, Form PS-3601

12\. Statement of Mailing with Permit Imprints,

Form PS-3602

13\. Statement of Mailing with Penalty Permit

Imprints, Form PS-3602-G

14\. Mailing Statement for Official Third-Class

Bulk Rate Mail, Form PS-3602

15\. HUD Mailing Label Endorsed THIRD CLASS Mail

16\. HUD Mailing Label Endorsed THIRD CLASS BULK RATE

17\. Daily Workload Tally of Official Mailings, Form HUD-97

18\. Postal Accountability Report, Form HUD-706

19\. Supplemental/Bulk Mailing Record, Form HUD-97.1

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2222.2 REV-2

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FORMS USED IN THIS HANDBOOK

Application and Voucher for PS-3533, required by the U.S. Postal

Refund of Postage and Fees Service when requesting refund for

undelivered Express Mail.

Application to Mail Without PS-3601, used to request licensing of

Affixing Postage Stamps contractors to handle HUD\'s official

mail.

Daily Workload Tally of HUD-97, used by HUD mailrooms during

Official Mailings mail sampling periods to support postal

accountability requirements.

Domestic Return Receipt PS-3811, required by the U.S. Postal

Service when return receipt is required

from addressee.

For Registered, Insured, PS-3877, utilized by the U.S. Postal

C.O.D., Certified and Service to gain acceptance of mail

Express Mail delivered.

Mailing Statement for Official PS-3602, used by HUD contractors to

Third-Class Bulk Rate Mail obtain verification of each mailing

from the U.S. Postal Service.

Messenger Receipt HUD-651, used to control incoming

Registered, Certified, and Special

Delivery mail.

Postal Accountability Report HUD-706, used by all organizational

RMS:HI.00051R elements to report semi-annual postage

costs.

Request for Special Mailing HUD-650, used to justify use of mail

classes other than First and

Fourth-Class mail.

Routing and Transmittal Slip OF-41, used to transmit correspondence

and/or material throughout the

Department.

Statement of Mailing with PS-3602-G, used by contractors

Penalty Permit Imprints performing mailings for the Government

Printing Office.

Statement of Mailing with PS-3602, used by HUD contractors to

Permit Imprints obtain verification of each mailing

from the U.S. Postal Service.

Supplemental/Bulk Mailing HUD-97.1, used to record daily mailing

Record statistics.

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2222.2 REV-2

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FOREWORD

This Handbook states the policy and objectives of a

Department-wide Mail Management Program. In addition, it

assigns responsibility for carrying out the Program. Also

included are guidelines, standards and reimbursement reporting

requirements.

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