RD Instruction 2030-A

Table of Contents

Page 1

PART 2030 - COMMUNICATIONS

Subpart A - Correspondence and Mail Management Programs

Rural Development Field Offices

## [Table of Contents]{.underline}

[Sec]{.underline}. [Page]{.underline}

2030.1 Scope. 1

2030.2 Purpose. 1

2030.3 Objectives. 1

\(a\) Correspondence management. 1

\(b\) Mail management. 2

2030.4 Program responsibilities. 2

2030.5 Authority. 2

2030.6 Correspondence. 3

2030.7 Letters. 3

\(a\) Informal letters. 3

\(b\) Formal letters. 3

\(c\) Multiple letters. 3

\(d\) Form letters. 3

\(e\) Guide letters. 3

2030.8 Signature authority and signature formats. 4

\(a\) State Offices. 4

\(b\) Area Offices. 4

\(c\) Local Offices. 4

\(d\) Signature formats. 5

2030.9 Congressional correspondence. 5

\(a\) State Office. 5

\(b\) Area and Local Offices. 6

2030.10 Telecommunication services. 6

\(a\) Facsimile transmission. 6

\(b\) Electronic Mail (EM). 7

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RD Instruction 2030-A

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[Sec]{.underline}. [Page]{.underline}

2030.11 Informal correspondence methods. 8

\(a\) Letters of transmittal. 8

\(b\) Endorsement method. 8

\(c\) Post cards and form letters (preprinted). 9

2030.12 General letter writing guides. 9

2030.13 Copy distribution. 9

\(a\) Courtesy copies. 9

\(b\) Copy distribution. 9

\(c\) Legend. 10

\(d\) Copies required for multiple letters. 10

2030.14 Correspondence control and follow-up. 10

2030.15 \[Reserved\] 10

2030.16 Automated data processing. 10

2030.17 Personal correspondence. 11

2030.18 Official Mail. 11

2030.19 Economy practices. 11

2030.20 Classes of mail. 12

\(a\) Domestic Mail. 12

\(b\) First Class Mail. 12

\(c\) Priority Mail. 12

\(d\) Standard Mail (Parcel Post). 13

2030.21 Special and other services offered by United States 14

Postal Service (USPS).

\(a\) Certified Mail. 14

\(b\) Certificates of Mailing. 14

\(c\) Form PS 3811, \"Return Receipt.\" 14

\(d\) Registered Mail. 15

\(e\) Insured Mail. 15

\(f\) Special Handling. 15

\(g\) Federal Express. 15

RD Instruction 2030-A

Table of Contents

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(Revision 1)

[Sec]{.underline}. [Page]{.underline}

2030.22 Mailing instructions, envelopes, and

Official Penalty Mail Stamps. 16

\(a\) Use of pouch (batching) mailing system. 16

\(b\) Mail code on remittance envelopes. 17

\(c\) Envelopes. 17

\(d\) Preparation. 19

2030.23 Postage-due Mail. 19

2030.24 \[Reserved\] 20

2030.25 Withholding of Standard Mail during December. 20

2030.26 Zone Improvement Program (ZIP) Code. 20

2030.27 Official Mail Reporting System (OMRS). 20

2030.28 \[Reserved\] 20

2030.29 Metered Mail. 20

\(a\) Opening, closing, and relocation of field offices. 21

\(b\) Postal meter licensing. 21

\(c\) Meter replacement. 21

\(d\) Resetting \"Postage-By-Phone\" meters. 21

\(e\) Meter setting log. 21

\(f\) Spoiled meter postage. 21

\(g\) Premetered envelope. 22

\(h\) Meter malfunctions. 22

2030.30 - 2030.50 \[Reserved\] 22

Exhibit A- Informal Letter Format

Exhibit B- Formal Letter Format

Exhibit C- General Letter Writing Guides

Exhibit D- Two-Letter State Abbreviations

Exhibit E- Prestamped Commercial Envelopes

Exhibit F- The Proper Way to Address an Envelope

Exhibit G- Electronic Return Receipt

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RD Instruction 2030-A

PART 2030 - COMMUNICATIONS

Subpart A - Correspondence and Mail Management Programs - Rural
Development State, Area, and Local Offices.

§ 2030.1 [Scope]{.underline}.

The provisions of this Instruction apply to Rural Development's State,
Area and Local Offices (herein after referred to as field offices).

§ 2030.2 [Purpose]{.underline}. This Instruction:

\(a\) establishes Rural Development correspondence and mail management
programs;

\(b\) prescribes the responsibility for the administration and
implementation of these programs;

\(c\) prescribes the objectives and procedures for guidance in the
preparation of correspondence and use of official mail; and

\(d\) supplements the provisions of the U.S. Government Correspondence
Manual (USGCM) to meet internal requirements. If requirements are
different from the USGCM, Rural Development requirements will take
precedence.

§ 2030.3 [Objectives]{.underline}.

\(a\) [Correspondence management]{.underline}. The correspondence
management program is designed to:

\(1\) limit correspondence to essential requirements;

\(2\) standardize correspondence practices, point out economies in its
practices, and increase productivity by developing standards that speed
correspondence preparation; and

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

DISTRIBUTION: W except Administrative Services

Washington, D.C.; SAL Communications

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RD Instruction 2030-A

§ 2030.3(a) (Con.)

\(3\) improve correspondence from the standpoint of usability and
readability.

\(b\) [Mail management]{.underline}. The mail management program is
designed to provide rapid handling and accurate delivery of mail
throughout Rural Development at a minimum cost.

§ 2030.4 [Program responsibilities]{.underline}.

\(a\) The Chief, General Services Branch (GSB), Support Services
Division (SSD) will:

\(1\) recommend and implement policies and responsibilities for
agencywide mail management; and

\(2\) provide assistance and guidance to field offices in accomplishing
the objectives of the program.

\(b\) The State Directors, in their respective areas of responsibility,
will:

\(1\) implement the policies and procedures as prescribed in this
Instruction; and

\(2\) develop supplemental instructions as necessary to meet their needs
in training and in establishing standards and control of a
correspondence and mail management program. [However]{.underline}, the
prescribed formats or any basic provision of this Instruction or USGCM
cannot be changed without prior approval from the National Office (NO).

\(c\) The State Office Mail Managers (SOMM) will be responsible for:

\(1\) the training of field office personnel in the application of this
Instruction; and

\(2\) advising the State Director and the Administrative Programs
Director, of any problems relating to correspondence and mail management
in the field offices.

§ 2030.5 [Authority]{.underline}. This Instruction implements:

\(a\) The Federal Records Act of 1950 (44 U.S.C. 3102).

\(b\) Federal Property Management Regulation 41 C.F.R.§§ 102.191 to

102.194.

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RD Instruction 2030-A

§ 2030.5 (Con.)

\(c\) United States Postal Service (USPS) Domestic Mail Manual.

\(d\) Department Regulation (DR) 3060-1 USDA Correspondence Management
Regulation can be found at
<http://www.ocio.usda.gov/directives/doc/DR3060-001.pdf> for reference.

§ 2030.6 [Correspondence]{.underline}.

Correspondence, as used herein, refers to the conduct of \"Official
Business\" by means of formal and informal letters, telecommunication
services, facsimile transmission, and other methods of informal written
communications as prescribed by the USGCM. Exhibits are attached for the
convenience of the users, illustrating text requirements, standard
formats, and typing guides.

§ 2030.7 [Letters]{.underline}.

\(a\) [Informal letters]{.underline}. The informal letter (\"To\": and
\"Subject\": format) will be used for most correspondence in the
transaction of daily routine business within Rural Development and to
other Federal, State, and local government agencies. The informal format
will not be used for correspondence outlined in paragraph (b) of this
section. (See Exhibit A of this Instruction and USGCM Part 1, Chapter
1.)

\(b\) [Formal letters]{.underline}. The formal letter format contains an
inside mailing address, salutation, and complimentary close, and will be
used when the addressee would expect to receive a more personalized
letter. This format will be used when writing to the general public,
mayors, governors, foreign officials, independent agencies, heads of
departments, and Members of Congress. (See Exhibit B of this Instruction
and USGCM Part 1, Chapter 1.)

\(c\) [Multiple letters]{.underline}. The term \"multiple letters\" is
used when the same letter is sent to more than one addressee and an
original letter is required for each recipient. (See § 2030.13(d) of
this Instruction for preparation of file copies.)

\(d\) [Form letters.]{.underline} Form letters are pre-written and the
text is required by a particular RD Instruction and may not be altered.

\(e\) [Guide letters]{.underline}. Guide letters are examples to be used
as a guide, which may be altered to fit the circumstances.

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§ 2030.8 [Signature authority and signature formats]{.underline}.

Redelegations of signature authority will be made in writing in
accordance with RD Instruction 2006-F. No official is authorized to sign
correspondence which exceeds the authority of the signer or which would
be in conflict with Rural Development policy and procedures. In this
respect, all correspondence sent to more than one State Director or
State Office within Rural Development, and any correspondence which
establishes policy, changes policy, or implements or changes a Directive
or Instruction, must be signed by the Administrator or the official
designated to serve in that position (except as otherwise noted in
paragraphs (a) through (d) of this section). A signed copy of ALL
written delegations of authority will be made a part of the official
record.

\(a\) [State Offices]{.underline}. The State Director will make
delegations of signature authority. In delegating signature authority to
an \"Acting\" State Director, the State Director will authorize
individuals to sign under the name and title of the State Director,
using the \"for\" format. The State Director may also authorize
individuals to sign routine-type issuances under their own name and
title. (EXAMPLE: Administrative Programs Director.) However, all
correspondence of a policy nature sent to more than one addressee within
a State\'s authorized jurisdiction must be signed by the State Director.

\(b\) [Area Offices]{.underline}. The Rural Development Manager is the
regular signing official in the Area Office. Due to the staffing in Area
Offices, redelegations of signature authority will be made in writing by
either the Rural Development Manager or the State Director. The person
authorized to sign in the absence of the Rural Development Manager will
sign under the name and title of the Rural Development Manager using the
\"for\" format. However, the State Director or the Rural Development
Manager, at his/her discretion, may authorize the Rural Development
Specialist or the Rural Development Loan Specialist to sign under
his/her own name and title, correspondence concerning those subjects
within his/her delegated authority. This correspondence should not
impact either on policy or instructional-type issuances.

\(c\) [Local Offices]{.underline}. The Rural Development Manager and
(when authorized in writing) the Rural Development Specialist are the
regular signing officials in the Local Office.

\(1\) Rural Development Managers may authorize Rural Development
Assistants and Rural Development Technicians to sign routine-type
correspondence under the name and title of the Rural Development
Manager, using the \"for\" format.

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RD Instruction 2030-A

§ 2030.8(c) (Con.)

\(2\) Rural Development Managers cannot authorize employees to sign
correspondence, which requires the personal attention of the Rural
Development Manager, as prescribed in Rural Development Instructions.

> \(3\) Rural Development Managers are responsible for signed
> correspondence, and should use discretion when delegating signature
> authority to Rural Development field employees.

\(d\) [Signature formats]{.underline}. The following signature formats
are only authorized in Rural Development:

\(1\) [Formal and informal letters]{.underline}. The name (in all
capital letters) and title of the regular signing official will be typed
on all correspondence. When an \"acting\" official signs, he/she will
write the word \"for\" before the typed name of the regular signing
official. Signature and title are typed flush to the left margin. (See
Exhibit A & B of this Instruction and USGCM Part 1, Chapter 1.)

\(2\) [Legal documents, agreements, and contractual
commitments]{.underline}. When an \"acting\" official signs legal
documents, agreements, or contractual commitments, the name of the
acting official will be typed on the document, with the word \"Acting\"
in front of the title of the regular signing official. Signature and
title are typed flush to the left margin.

§ 2030.9 [Congressional correspondence]{.underline}.

\(a\) [State Office]{.underline}. Only the State Director or the Acting
State Director is authorized to sign congressional correspondence.

\(1\) [Reply prepared in State Offices]{.underline}. When the nature of
the reply to a congressional inquiry permits disclosure of information
or documentation under the provisions of RD Instructions 2015-E and
2018-F, the State Director will:

\(i\) reply within 7 calendar days from the date the congressional
inquiry was received in the State Office; and

\(ii\) send a courtesy copy on letterhead to the Congressional Office
(unless otherwise stated on the incoming correspondence).

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RD Instruction 2030-A

§ 2030.9(a) (Con.)

\(2\) [Reply prepared in the NO]{.underline}. The reply will be prepared
in the NO when the congressional inquiry involves disclosure of
information or documentation prohibited under RD Instructions 2015-E and
2018-F. In such instances, the State Office will promptly acknowledge
the incoming congressional letter explaining that their letter is being
forwarded to the NO for reply.

\(3\) [NO request for information]{.underline}. On occasion, the NO must
obtain specific information by telephone from a State Office to reply to
a congressional letter. Every effort should be made to provide a
response by use of telephone, electronic mail, or facsimile transmission
within 24 hours. Should the congressional letter require a detailed
field report, the field office should complete the report as soon as
possible. The State Office will notify the NO as to the date the
completed report may be expected.

> \(b\) [Area and Local Offices]{.underline}. Upon receipt of a
> congressional letter in an Area and Local Office, the Rural
> Development Manager/Community Development Manager will:

\(1\) promptly acknowledge the congressional letter, advising that the
letter is being sent to the State Director for reply; and

\(2\) send the State Director the original incoming letter, a copy of
the acknowledgement, and complete information to enable the State
Director to prepare a complete reply to the congressional letter.

§ 2030.10 [Telecommunication services]{.underline}.

\(a\) [Facsimile transmission]{.underline}. This service should be used
when the transmitted information requires immediate receipt in a distant
city. Facsimile equipment is available for use between the National,

St. Louis, and field offices via the Federal Telecommunications System
(FTS2000) or commercial phone networks. This equipment will transmit an
exact copy of the written word or other image on a page at the other end
of the telephone line. Notify the NO, ATTN: Information Technology
Division, of any changes in location of the equipment and/or telephone
number used to transmit facsimiles. All correspondence sent by facsimile
transmission requires the same clearance procedures and signature
authority as other outgoing (hard copy) mail.

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RD Instruction 2030-A

§ 2030.10(a) (Con.)

\(1\) Facsimile machines may be used between field offices for faster
review of loan documents, more timely response to requests for personnel
actions, resolution of public complaints, etc. They may also be used for
more timely review of loan applications with banks and attorney's
offices.

\(2\) When faxing information that contains the name of a borrower or
other sensitive information, the recipient of the facsimile should be
notified when the fax is being sent and asked to stand by for receipt.
This will minimize the risk of nonessential disclosure of sensitive
information.

\(3\) Form RD 2030-8, \"Facsimile Transmission,\" and/or General
Services Administration (GSA) Optional Form (OF) 99, \"FAX
Transmittal,\" may be used for facsimile transmissions.

\(4\) Facsimile machine usage is restricted to \"Official Government
Business.\" The use of facsimile equipment for personal use is strictly
prohibited.

\(b\) [Electronic Mail (EM)]{.underline}. This is a service that
provides communications between offices by use of terminals, processing
equipment, and the multifunction work stations (MFWS). This media
provides an office the capability of sending and receiving messages,
letters, and other correspondence to other offices electronically. It
can be used to send Administrative Notices, and is generally used to
send Unnumbered Letters to all offices of Rural Development. It can be
useful in responding to congressional and presidential inquiries as
necessary documentation may be provided quickly from field offices.

\(1\) EM, either transmitted within Rural Development or outside Rural
Development, requires the same clearance procedures and signature
authority as any other outgoing hard copy correspondence. No Rural
Development official is authorized to sign and send, by EM, any
correspondence which either exceeds the authority of the signer or which
would be in conflict with any existing Rural Development policy or
procedure. EM is considered Government property. Its use is restricted
exclusively to \"Official Government Business.\" Therefore, the use of
EM for personal use either within Rural Development or outside Rural
Development is strictly prohibited.

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RD Instruction 2030-A

§ 2030.10(b) (Con.)

\(2\) Field offices may not sign any EM that establishes policy, or
implements or changes a Directive or Instruction; all such
correspondence may only be transmitted by the NO. Field offices may be
instructed to retransmit the aforementioned message or correspondence.

\(3\) State Directors are authorized to set procedures for the informal
use of EM within their respective state.

§ 2030.11 [Informal correspondence methods]{.underline}.

The following informal correspondence methods are simple to prepare and
require a minimum of processing by the clerical staff. The use of these
methods will speed the flow of mail and substantially reduce costs in
correspondence practices.

\(a\) [Letters of transmittal]{.underline}. Prepare a letter of
transmittal only if official file copies are needed for record purposes
and the material being sent is not self-explanatory. When the material
is self-explanatory, a routing slip or OF-41, \"Routing and Transmittal
Slip,\" may be used. Appropriate notations such as to whom sent and the
date may be on the file copies of the materials, which were transmitted.

## (b) [Endorsement method]{.underline}. When a simple acknowledgement or an informal comment is sufficient for reply, it may be typed or handwritten on the incoming letter, signed by the person making the acknowledgement or comments, and returned to the sender. If a file copy is needed, make a machine copy of the original letter and comments. This method cannot be used:

\(1\) outside of the Government other than to fill a request for
pamphlets or other printed stock items;

\(2\) to issue delegations of authority;

\(3\) to announce policy; or

\(4\) to change an account/contract or when the reply of the endorsing
office would change its basic record. (See USGCM,

Part 1, Chapter 2.)

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RD Instruction 2030-A

§ 2030.11 (Con.)

\(c\) [Post cards and form letters (preprinted)]{.underline}. The use of
a form letter or post card will be prescribed by Rural Development
Instructions and identified by form number. The use of either of these
methods lessens paper work requirements and filing.

§ 2030.12 [General letter writing guides]{.underline}.

Specific letter writing requirements are contained in Exhibit D of this
Instruction and should be used whenever applicable. Appropriate
abbreviations may be used as outlined in Exhibits E and F of this
Instruction.

§ 2030.13 [Copy distribution]{.underline}.

The \"Official Agency File Copy\" shall be designated as such in the
legend area at the end of the correspondence. If more than one copy is
made, the first copy should be designated as the \"Official Agency File
Copy\" so that it can be easily located for initialing purposes. A
reader file copy may also be used for reference purposes.

> \(a\) [Courtesy copies]{.underline}. A courtesy copy should be
> prepared only for those addressees who have indicated a need for one.
> EXCEPTION: In preparing congressional correspondence, a courtesy copy
> (prepared on white letterhead) is always made. Do not show carbon copy
> information on courtesy copies unless it is typed on the original
> letter (see paragraph (b) of this section).

\(b\) [Copy distribution]{.underline}. Indicate \"carbon copy\" by
typing \"cc:\" two lines below the signer\'s title or \"Enclosure(s).\"
Distribution of file and information copies is typed only on copies
retained in the originating office. EXCEPTION: A special \"cc:\"
notation may be typed on the original letter (and all copies) when it is
the intention of the writer that the addressee should know the other
recipients of the correspondence.

> EXAMPLE:

cc:

Honorable James B. Doe

Assistant to the Vice President

United States Senate

Washington, DC 20510

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RD Instruction 2030-A

§ 2030.13 (Con.)

> \(c\) [Legend]{.underline}. The legend is typed under \"cc:\"
> information and appears on file and information copies retained in the
> originating office. It identifies the office, the writer\'s initials,
> and surname, the typist\'s initials, and the date the letter was
> typed. (EXAMPLE: B&I:ABRoe:al:4/30/92). When the writer is the typist,
> the typist\'s initials will be omitted. The telephone number or
> extension of the writer may be included in the legend if it would be
> helpful to reviewers and signers of letters. (EXAMPLE:
> RH:ASDoe:eg:720-9700:4/30/92).
>
> \(d\) [Copies required for multiple letters]{.underline}. Prepare only
> one set of file and information copies for multiple letters. At the
> end of the letter, under the \"legend\" or starting at the center of
> the page directly opposite the signer\'s name and title, type
> \"Identical letter to:\" begin the list of recipients, typing the
> names and addresses continuously on the same line.

EXAMPLE: Mrs. John P. Doe, 2244 Quincy Road, Tulsa, OK 74121

If more space is required, type the list on a separate sheet and attach
the list to each file and information copy.

§ 2030.14 [Correspondence control and follow-up]{.underline}.

The establishment of a follow-up and control system is a local decision
and is best determined by the volume of correspondence processed.
Offices may consider the use of any of the following optional methods or
develop a system more adaptable to their office.

\(a\) Keep a log of incoming and outgoing mail, including dates for
follow-up.

\(b\) On the reader\'s file copy of outgoing correspondence, indicate
the date of follow-up and hold it in a pending file.

§ 2030.15 \[Reserved\]

§ 2030.16 [Automated data processing.]{.underline}

Data processing is a valuable concept in correspondence management. Its
potential should be developed to the fullest extent possible. State
Offices are encouraged to develop standards for mechanizing
correspondence for their own use and, wherever practicable, in
conjunction with their Area and Local Offices. (EXAMPLES: Multiple
letters, form letters, guide letters and paragraphs, State Instructions,
and any repetitive documentation which can be stored for retrieval and
revision.)

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RD Instruction 2030-A

§ 2030.17 [Personal correspondence]{.underline}.

This Instruction does not restrict in any way the right of an employee
to correspond with any person or public official with respect to matters
of concern to the employee as a private citizen.

§ 2030.18 [Official Mail]{.underline}.

As prescribed in this Instruction, all mail used to conduct the business
of Rural Development is \"Official Mail.\" As such, Rural Development
mail is considered Government property and is subject to all rules
governing the use of Government property and the requirements of the
Domestic Mail Manual.

\(a\) Mail, as described herein, includes letters, post cards,
documents, publications, directives, forms, packages, and any other
written communication received for distribution or dispatch.

\(b\) Mailings, which do not relate exclusively to Government business,
cannot be sent as \"Official Mail.\" Therefore, the use of \"Official
Mail\" items for personal use is prohibited. The filing of job
applications is considered a personal matter; therefore, the use of
postage paid envelopes, Official Mail Stamps, or metered mail envelopes
for this purpose is strictly prohibited.

§ 2030.19 [Economy practices.]{.underline}

\(a\) Use pouch (batched) mail when mailing between Rural Development
offices.

\(b\) Use the most practical and economical class of mail without
jeopardizing the efficiency or the security of essential mail.

\(c\) Use special services only for security measures, when prescribed
in Rural Development Instructions, or required by law.

\(d\) Fold material that permits folding to fit the smallest envelope to
accommodate the enclosure instead of placing it flat in a large
envelope. First Class Mail postage rates are based on the size of the
envelope as well as weight.

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§ 2030.20 [Classes of mail]{.underline}.

To insure desired service and to eliminate the need for judgmental
decisions by U.S. Postal Service (USPS) employees, endorse (mark) all
mail larger than the normal number 10 envelope (business envelope) as to
the type of service desired.

\(a\) [Domestic Mail]{.underline}. The term \"Domestic Mail\" is defined
as mail transmitted within, among, and between the 50 States, the
District of Columbia, the U.S. Territories and possessions, or to any of
the Armed Services post office addresses.

\(b\) [First Class Mail]{.underline}. \"Official Mail\" weighing 13
ounces or less. It is the fastest service (next to Express Mail) for
Domestic Mail. If the First Class Mail is not letter size, make sure it
is marked First Class Mail before it leaves your office rather than
Priority Mail in order not to be charged the minimum priority rate.

\(c\) [Priority Mail]{.underline}. It is First Class Mail weighing more
than 13 ounces. The maximum weight for Priority Mail is 70 pounds and
the maximum size is 108 inches in length and girth combined. Packages
must be so marked to receive priority handling and the return address
must be shown on the address side of each piece to receive priority
handling. In order not to be charged the minimum priority rate, only
those packages over 13 ounces should be marked priority. We encourage
the use of priority mail envelopes and stickers that are provided by the
USPS.

\(1\) On envelopes, type (in all capital letters), stamp, or hand print
the word \"PRIORITY\" on the address side of the envelope. On packages,
either use a rubber stamp or hand print \"PRIORITY\" opposite the
address label so the endorsement is easily seen, or ask your post office
for a supply of Priority Mail stickers.

\(2\) When speed of delivery is essential, packages may be sent at the
priority rate rather than the Fourth-Class Parcel Post rate. Unless it
is endorsed \"PRIORITY\" it will receive Standard Mail (B) handling.

\(3\) Priority Mail postage rates, in most cases, are more than three
times the rates for Parcel Post. The sender should determine that the
speed of delivery is more important than the cost of the special
service. EMPLOYEES ARE REMINDED TO MAIL EARLY to insure that expensive
special services are used only when absolutely necessary.

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RD Instruction 2030-A

§ 2030.20 (Con.)

## 

\(d\) [Standard Mail (Parcel Post)]{.underline}. This service is
available for packages weighing 1 pound or more that does not require
priority treatment. The maximum weight for Parcel Post is 70 pounds and
the maximum size is 108 inches in combined length and girth. On the
package, either rubber stamp or hand print \"Standard Mail\" in large
letters. Standard Mail is divided into the following categories:

\(1\) Machineable. Packages weighing 35 pounds or less are machineable
if they can be processed by Bulk Mail Centers (BMC) parcel sorters. See
FOOTNOTE\* in paragraph (d)(2) of this section for exceptions.

\(2\) Non-machineable.

\(a\) Irregular size packages. See FOOTNOTE\* for size-weight criteria.

\(b\) All Standard Mail packages weighing 35 to 70 pounds.

FOOTNOTE\*: Packages weighing 35 pounds or less are normally
machineable. However, if packages weighing 35 pounds or less meet any of
the following irregular size criteria, they are classified
non-machineable:

Weight: Less than 8 ounces. Pieces

weighing between 6 to 8 ounces

are machineable if all sides are

rectangular in shape and they meet

the other minimum dimensions.

Width: Less than 3 inches or more

than 17 inches.

Height/Depth: Less than 1/4 inch or more

than 17 inches.

Length: Less than 6 inches or more

than 34 inches.

Rolls or Tubes: Up to 26 inches long.

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§ 2030.21 [Special and other services offered by USPS]{.underline}.

\(a\) [Certified Mail]{.underline}.

\(1\) Only First Class and Priority Mail can be certified. Certified
Mail does not travel any faster than First Class Mail.

\(2\) Certified Mail provides a receipt and a record of delivery to the
sender. The carrier delivering the item obtains a signature from the
addressee on a postal receipt, which is kept at the post office for 2
years.

\(3\) Certified Mail should be used only when prescribed in Rural
Development Instructions or required by law. EXAMPLE: Non-negotiable
bonds and interest coupons will be sent by Certified Mail as prescribed
in RD Instruction 2018-E.

\(4\) The endorsement for \"Certified Mail\" is placed above the address
and to the right of the return address. If PS Form 3811, \"Return
Receipt,\" is requested, the endorsement on the envelope should read
\"CERTIFIED - RETURN RECEIPT REQUESTED.\" (See USPS Domestic Mail Manual
Section 503.3.3.5)

\(5\) Certified Mail should not be sent to a post office box address,
rather it should be sent to a street address.

\(b\) [Certificates of Mailing]{.underline}. A \"Certificate of
Mailing\" provides evidence that the item was mailed. The fee paid for a
Certificate of Mailing does not insure the article against loss or
damage. Certificates of Mailing are prepared by the mailer, except those
who live on rural routes, (See USPS Domestic Mail Manual Section
503.5.0, Certificate of Mailing). Individual and Firm Mailing Book
Certificates must show the name and address of both the sender and
addressee and may show the amount of postage paid. Identifying invoice
or order numbers may also be placed on the certificate. This is an
excellent cost reduction service for anyone who simply requires proof
that the USPS has accepted the item for mailing.

\(c\) [Form PS 3811, \"Return Receipt]{.underline}.\" A return receipt
provides proof of delivery. The receipt will show who signed for the
mail and date it was delivered. It may be obtained for mail, which is
sent \"Registered\" or \"Certified\" by affixing the required amount of
postage in addition to the registered or certified postage. It should be
requested only when it is essential for the records of the sending
office.

## 14

##  

RD Instruction 2030-A

## § 2030.21(c) (Con.)

The USPS offers the use of Electronic Return Receipt at participating
USPS offices. The traditional green card hardcopy receipt is not affixed
to the mail piece. Instead, the sender receives a proof of delivery
letter via e-mail with an electronic attachment that includes the date,
time of delivery, and an image of the recipient\'s signature. The mailer
can print the attachment or forward it to others. The cost for use of
each piece of mail sent with Electronic Return Receipt is less expensive
than the traditional return receipt. The use of Electronic Return
Receipt is not available on mail addressed to APO/FPO locations and it
may not be available at all USPS locations. State Offices should contact
their local USPS office to determine if they are set up to provide this
service. The service is available for National Office. (See Exhibit G of
this instruction and USPS Domestic Mail Manual Section 6.2.1) (Revised
05-07-08, PN 419.)

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## 14A

## (Added 05-07-08, PN 419)

(03-21-07) PN 407

RD Instruction 2030-A

§ 2030.21 (Con.)

\(d\) [Registered Mail]{.underline}. It is the general policy of the
Federal Government to self-insure all risks of monetary loss. Therefore,
the use of registered mail for \"Official Mail\" is prohibited.

> \(e\) [Insured Mail]{.underline}. It is the general policy of the
> Federal Government to self-insure all risks of monetary loss.
> Therefore, the use of postal insurance for \"Official Mail\" is
> prohibited.

\(f\) [Special Handling]{.underline}.

\(1\) Mail sent by \"Special Handling\" is given preferential handling
to the extent practicable in dispatch, transportation, and expedited
delivery at destination.

\(2\) The endorsement \"Special Handling\" is placed above the address
and to the right of the return address. (See USPS Domestic Mail Manual
Section 503.12.2.5)

\(g\) [Federal Express]{.underline}.

\(1\) Federal Express is a service guaranteeing next day delivery. This
service is used primarily for loan dockets, critically urgent mail and
the shipment of damaged equipment to vendors. Each State Office should
monitor Federal Express usage by Area and Local Offices to stay within
their allocation.

\(2\) Federal Express airbills are prepared for each package. Preprinted
information will appear on every airbill. Block 1 contains preprinted
information: shipper\'s account number, address, and the internal
billing reference information. Block 3 contains preprinted information
on the third party billing. Only a few items will need to be filled out
by the shipper. Under Block 1, fill in sender\'s name and commercial
phone number. Fill in all information for Block 2 and under Block 4
\"Services,\" check the appropriate box under the heading Government
Priority Overnight. Area and Local Offices should also have their
\"Internal Billing Reference Information\" with their office code
preprinted, and under Block 3, \"Payment\" Block 3 should be checked and
the State Office Federal Express account number should be preprinted.

## 15

## 

(03-21-07) PN 407

RD Instruction 2030-A

§ 2030.21(g) (Con.)

\(3\) Federal Express will carry up to 150 pounds per package. The fee
is based on weight only.

\(4\) Federal Express personnel will deliver express mail packages
directly to the room number of the addressee. Packages will not be
accepted in the Department's Mailroom. Therefore, the [room
number]{.underline} of the addressee [must]{.underline} appear in the
address section of the airbill.

\(5\) Overnight service will not be used on Fridays or the day before a
holiday unless a record is maintained of why the package needed to be
sent via overnight services and the record shows the name and telephone
number of the person who will accept the package at the delivery address
on a Saturday, Sunday, or holiday.

§ 2030.22 [Mailing instructions, envelopes, and Official Penalty Mail
Stamps]{.underline}.

\(a\) [Use of pouch (batching) mailing system]{.underline}. This system
provides that mailings to, from, and between Rural Development offices
will be accumulated and placed in a pouch envelope large enough to
adequately accommodate the enclosures. To speed the flow of essential
mail, it should be mailed on a daily basis. All pouch mail being sent to
the NO must be placed in individual envelopes and addressed with
addressee name and STOP code (see example). The use of a routing slip
stapled to the correspondence without the use of a separate envelope is
not acceptable.

Example:

JOHN DOE

STOP XXXX

WASHINGTON DC 20250-XXXX

\(1\) [\"FOR OFFICIAL USE ONLY\" identification on
envelope]{.underline}. Material designated \"FOR OFFICIAL USE ONLY\"
will be placed in a separate, sealed, unmetered envelope identified as
such on the envelope, and forwarded in the mail pouch to the designated
Rural Development office. If the envelope is to be opened only by the
one to whom it is addressed, \"FOR OFFICIAL USE ONLY\--TO BE OPENED BY
ADDRESSEE ONLY\" may be shown on the envelope.

\(2\) [Audit and investigation reports]{.underline}. The following audit
and investigation reports and related correspondence will be placed in
separate, sealed envelopes marked \"FOR OFFICIAL USE ONLY\" and sent by
pouch mail to the attention of the appropriate division or staff as
shown below:

## 16

##  

RD Instruction 2030-A

§ 2030.22(a) (Con.)

\(i\) Audit Report: ATTN: Director, Financial Management Division (FMD),
STOP 0707;

\(ii\) Fiscal, disciplinary, or personnel matters: ATTN: Assistant
Administrator for Human Resources, STOP 0730;

\(iii\) Discrimination complaints made by Rural Development personnel,
and discrimination complaints made by OTHER than Rural Development
personnel: ATTN: Director, Civil Rights Staff, STOP 0703; and

\(iv\) Investigation reports and related correspondence concerning OTHER
than personnel or discrimination complaints: ATTN: Director, Financial
Management Division (FMD), STOP 0707.

\(3\) [Correspondence pertaining to Freedom of Information (FOIA)
and]{.underline} [Privacy Acts (PA)]{.underline}. When sending
correspondence concerning the Freedom of Information and Privacy Acts by
pouch mail to the NO, place it in a plain envelope and print or type
\"FOIA OFFICER, RURAL DEVELOPMENT, SSD, STOP 0742, WASHINGTON DC
20250-0742,\" on the front of the envelope or \"FOIA OFFICER, RURAL
DEVELOPMENT, RURAL UTILITIES SERVICE (RUS), STOP 1522, WASHINGTON DC
20250-1522."

> \(4\) [Correspondence pertaining to Federal Tort Claims Act
> (FTCA)]{.underline}. When sending correspondence concerning the
> Federal Tort Claims Act by pouch mail to the NO, place it in a plain
> envelope and print or type \"FTCA OFFICER, RURAL DEVELOPMENT, SSD,
> STOP 0742, WASHINGTON DC 20250-0742,\" on the front of the envelope.
>
> \(b\) [Mail code on remittance envelopes]{.underline}. Show the field
> office mail code below the return address in the upper left-hand
> corner of remittance envelopes.

\(c\) [Envelopes]{.underline}.

\(1\) [Ordering envelopes and labels]{.underline}. Envelopes may be
ordered directly from local, designated GSA contractors with the field
office return address. Labels may also be obtained from GSA Customer
Supply Centers. When ordering envelopes, refer to the GSA Federal Supply
Schedule for printed envelopes. Three envelope styles are recommended:
envelope numbers 201, 202, and 203. Printing format \"A\" must be
designated in order to allow six lines of type in the upper left corner
of the envelope. The exact copy you desire to be printed as your return
address must be included with the Form AD-838, \"Purchase Order."

17

(03-21-07) PN 407

RD Instruction 2030-A

§ 2030.22 (c) (Con.)

> \(2\) [Address correction requested]{.underline}. State Offices at the
> discretion of the State Directors, may include \"ADDRESS CORRECTION
> REQUESTED\" on their printed envelopes. The statement should appear
> 1/4 inch below the return address. Envelopes printed with \"ADDRESS
> CORRECTION REQUESTED\" will not be charged a fee by USPS unless they
> are actually used for an address correction. When an envelope is
> forwarded to a new address, the USPS will issue a form to the sender
> indicating the new address of record.

\(3\) [TYVEC envelopes]{.underline}. This type envelope is resealable
and tearproof and should be reused as many times as possible. Turning
TYVEC envelopes inside out and reusing them is an acceptable practice.
This also includes the reuse of Federal Express and Express Mail TYVEC
envelopes by turning them inside out. Tape should be used to seal the
flap after the adhesive fails.

\(4\) [Window envelopes]{.underline}. These envelopes should be used
when applicable. Be sure only the addressee\'s name and complete mailing
address, including the Zone Improvement Program (ZIP) code, are clearly
visible through the \"window\" portion of the envelope. No part of the
text of the letter or confidential information should be seen; i.e.,
social security number, borrower case number, etc.

\(5\) [Non-standard surcharge]{.underline}. On first-class envelopes, a
surcharge will be added to the regular postage if any of the following
size limitations are exceeded and the weight is 1 ounce or less:

Length exceeds 11 1/2 inches, or

Height exceeds 6 1/8 inches, or

Thickness exceeds 1/4 inch, or

The length divided by height, is less than

1.3 or more than 2.5 inches.

EXAMPLE: Placing one or two pieces of paper flat in a 9 x 12 envelope.

To avoid the surcharge and additional postage required for mailing
larger envelopes, fold all material that permits folding and use the
smallest size envelope to accommodate the enclosures.

## 18

##  

RD Instruction 2030-A

§ 2030.22(c) (Con.)

\(6\) [Plain white envelope]{.underline}. These envelopes should be used
when a response is requested and the response benefits those other than
the Agency. The originating office should either type or stamp their
address on the address side of the envelope prior to placing it in a
larger envelope to be mailed to the recipient. Person(s) responding
shall be responsible for providing First Class Postage, not Rural
Development. (See § 2030.29(i) for an alternate envelope).

\(d\) [Preparation]{.underline}. The address on the envelope should be
typed in all capital letters, with no marks of punctuation, using the
State two letter abbreviation, and the ZIP Code. Use the ZIP+4 Code if
it is known. The attention line should be the first line of the address
followed by the company name on the second line. The line directly above
the City, State and ZIP Code line will be the address where the mail is
delivered whether it is a post office box or a street address. Use
standard abbreviations when possible. (See Exhibit K of this Instruction
for further description.) The following is an example of how the USPS
would like envelopes addressed:

ATTN: ADEL BAKER

XYZ COMPANY

144 BISHOP RD

BRANDY MD 20223-1115

§ 2030.23 [Postage-due Mail]{.underline}. (Also known as \"Shortpaid
Mail\".)

Government agencies must pay all postage due on mail accepted without
sufficient postage. Field offices will use discretion in determining
whether Postage-due Mail should be returned to the sender or accepted.
Postage-due Mail may be handled in one of two ways:

\(a\) If the mail is not deemed essential to Rural Development
operations, it should be refused and returned to the sender.

\(b\) In accordance with Section P011.3.1 of the USPS Domestic Mail
Manual, Postage-due Mail may no longer be paid with penalty meter strips
or penalty mail stamps, a postage due account must be established.

19

(03-21-07) PN 407

RD Instruction 2030-A

§ 2030.24 \[Reserved\]

§ 2030.25 [Withholding of Standard Mail during December]{.underline}.

The USPS requests the withholding of Standard Mail printed material such
as newsletters, etc., from December 1 through December 26 of each year.

§ 2030.26 [Zone Improvement Program (ZIP) Code]{.underline}.

The ZIP Code is the last part of the total address and the use of the
ZIP Code is a requirement. Therefore, all offices who obtain, furnish,
record in any manner, or otherwise use an address, must include the ZIP
Code. Offices, which do not have a National ZIP Code Directory, may
access this information at <http://www.usps.gov/ncsc> or consult their
local postmaster for any needed ZIP Code information. Use the ZIP+4 Code
whenever it is available to speed delivery.

§ 2030.27 [Official Mail Reporting System (OMRS)]{.underline}.

The Pitney Bowes OMRS report details all transactions made on each Rural
Development OMRS meter. The report is sent to each SOMM (except Puerto
Rico) on a quarterly basis. Each SOMM will be responsible for
maintaining the accuracy of the report in conjunction with their
respective field offices. Discrepancies will be reported to the NO Mail
Manager (NOMM). Each field office will continue to maintain a daily
record or log of their transactions (i.e., daily meter readings) on the
OMRS meters and inform the SOMM of any irregularities to ensure
up-to-date information on any discrepancies that may occur.

§ 2030.28 \[Reserved\]

§ 2030.29 [Metered Mail]{.underline}.

All field offices nationwide are authorized to use official postal
meters unless the volume of outgoing mail is not sufficient to warrant
leasing a basic stand alone meter (such as a suboffice) whereupon that
office will be authorized to use Prestamped Commercial Envelopes. The
postage meter key will be locked in a fireproof cabinet for safekeeping.

## 20

##  

RD Instruction 2030-A

§ 2030.29 (Con.)

\(a\) [Opening, closing, and relocation of field offices]{.underline}.
Prior to the opening, closing, or relocation of any field office, the
NO, SSD, must be notified 30 days prior to the opening, closing, or
relocation. The State Office (SO) will contact the Agency\'s postal
meter vendor and make all arrangements to have meters moved or
deactivated. The SO will contact the vendor to have new meters
installed. When an office using a postage meter moves to another town,
the meter license must be adjusted.

\(b\) [Postal meter licensing]{.underline}. A separate postal meter
license must be obtained by the field office at their respective local
U.S. Post Office prior to the installation of a meter. A postal license
may be obtained by submitting PS Form 3601-A, \"Application for a
Postage Meter License,\" to the local post office. PS Form 3601-A may be
obtained from the USPS. No fees are charged for obtaining the license.
Once the license is approved, a copy of the approved license must be
sent to the NOMM, SSD.

\(c\) [Meter replacement]{.underline}. If a meter needs to be replaced
and the remaining postage is transferred from the original meter to the
replacement meter, the NOMM, SSD, should be notified. Postage will be
transferred to a replacement meter only. It will not be transferred to a
meter operating under a different license number.

\(d\) [Resetting \"Postage-By-Phone\" meters]{.underline}. Offices
having a \"Postage-By-Phone\" meter will set the meter over the phone
lines, through the vendor's Data Center.

\(e\) [Meter setting log]{.underline}. State Directors will be
responsible for determining the need for meter setting logs in their
field locations.

\(f\) [Spoiled meter postage]{.underline}. Do not destroy spoiled or
unused meter postage. Obtain a PS Form 3533, \"Application and Voucher
for Refund of Postage and Fees,\" from the USPS and complete it at the
setting post office each time the meter is set. The USPS will credit the
meter bill for the unused postage. The unused or spoiled postage should
be attached to the entire unused envelope or enough of an unused package
to insure that the package was not mailed using the meter imprint. No
refund will be made in cash or applied to a meter.

## 21

## 

(03-21-07) PN 407

RD Instruction 2030-A

§ 2030.29 (Con.)

> \(g\) [Premetered envelope]{.underline}. This envelope should only be
> used when certain that a response is forthcoming. Postage may be
> affixed by placing an undated meter strip on envelope #32 (special
> envelopes which specify \"No Postage Stamp Necessary - Postage has
> been Prepaid by the Rural Development, USDA\") with the required
> amount of First Class postage. The First Class postage affixed to this
> envelope is expended whether the envelope is used or not. Therefore,
> it is important that a response be fairly definitive from the
> recipient prior to using this envelope. The originating office should
> either type or stamp their address within the brackets on the address
> side of the envelope prior to placing that envelope inside of a normal
> business envelope and mailing it to the recipient to return to the
> Agency.

\(1\) Premetered envelopes cannot be provided to:

\(i\) bidders, contractors, or their affiliates;

\(ii\) private persons, non-governmental concerns, and organizations for
mailing applications for Rural Development services or employment,
financial remittances from borrowers, or other information, which they
are required to provide by, law;

\(iii\) respondents required by law to reply to the Agency; or

\(iv\) respondents that will benefit from the return of the requested
information (i.e., loan applications, etc.)

\(2\) If it is in the best interest of Rural Development and you wish to
provide an envelope as prescribed in paragraph (i) of this section, use
plain white envelope #824 (see § 2030.22(c)(6) of this Instruction).

\(h\) [Meter malfunctions]{.underline}. If a meter malfunctions or other
problems do not permit metering, use one of the following:

\(1\) Commercial Mail Stamps.

\(2\) Commercial Prestamped Envelopes.

§§ 2030.30 - 2030.50 \[Reserved\]

Attachments: Exhibits A, B, C, D, E, F.

## o0o

## 

## 

## 22

##  

> RD Instruction 2030-A

Exhibit A

\[ON LETTERHEAD\] Informal Letter Format

2 lines down from letterhead

December 1, 1993 (Added after signature)

3 lines down

TO: Rural Development REPLY TO ATTN OF:

2 tabs Support Services Division

> STOP 0742
>
> Washington, DC 20250-0742

2 lines

FROM: (Option \*\*)

2 lines

SUBJECT:

3 lines to body of the letter

> This letter shall be prepared on letterhead. It illustrates the
> informal letter format used throughout the United States Government.
> This format will be used to prepare most day-to-day letters in the
> transaction of routine business within the Department and with other
> Federal agencies.
>
> Begin the body of the memorandum three lines below the last line of
> the subject. Single space lines in the paragraph and double space
> between paragraphs. Short letters of 10 lines or less, double space
> between lines and triple space between paragraphs.
>
> The name of the signer will be typed on the fifth line below the last
> line of an informal letter, flush with the margin. If more than one
> line is needed for the signer\'s title, begin succeeding line indented
> two spaces. The entire signature element should not run over four
> lines. \*\*When using [FROM:]{.underline} There is no signature block
> at the bottom of the letter.

5 lines

> JOHN P. RUTHERFORD
>
> State Director

2 lines

> cc: Area Director, Carter (May be typed on original
>
> Local Supervisor, Grayson if so determined by writer)

(USGCM Part 1 Chapter 1 figures 5&6)

## 2 lines

## Attachments

## oOo

(03-21-07) PN 407

RD Instruction 2030-A

Exhibit B

\[FORMAL LETTER FORMAT ON LETTERHEAD\]

3 lines

> December 1, 2003

14 lines down to show through window

> Mr. John G. Edwards
>
> National Rural Electric
>
> Cooperative Association
>
> 5906 Weaver Place
>
> Harrisburg Pa 15714

3 lines

> Dear Mr. Edwards:

2 lines

> This exhibit illustrates the format for preparing formal letters
> throughout the United States Government. The formal letter should be
> used when protocol dictates, or when the addressee would expect or
> should receive a more formal or personalized letter.
>
> The date may be typed or stamped approximately three lines below the
> letterhead.
>
> Left and right margins are at least 1 inch and not more than 1 and ¼
> inches. Each part of the letter is double-spaced from the previous
> text. The signing official's name and title are typed at least five
> lines below the complimentary close.
>
> Start typing the signer\'s name flush with the left margin on the
> fifth line below the complimentary closing. Please refer to Exhibit A
> of this Instruction for instructions in completing the signer\'s
> title.

2 lines

> Sincerely,

5 lines

> JOHN P. ROE
>
> State Director

2 lines

> Enclosure \[DR-3060-1 14(q)(1)\]

## oOo

(03-21-07) PN 407

RD Instruction 2030-A

Exhibit C

Page 1

## GENERAL LETTER WRITING GUIDES

The following paragraphs reflect letter writing requirements in Rural
Development:

\(1\) [Letters replying to Rural Development borrowers]{.underline}. In
response to borrowers/applicants and others seeking our assistance, it
is the policy of Rural Development that our letters should reflect a
personal interest, be friendly in tone, and understanding of their
needs.

\(2\) [Letterhead.]{.underline} Official letterhead paper should be used
for the first page of internal and external correspondence. If the
letter is more than one page long, print the succeeding pages on plain
bond paper.

\(3\) [Telephone number of office]{.underline}. When preparing
correspondence to the general public, include the commercial telephone
number of the office. The telephone number should be typed under the
return address at the top of the letter or included in the text of the
letter. This will serve as a convenience to the borrower/applicant in
calling the office. (See Exhibit B of this Instruction.)

\(4\) [Two-letter State abbreviations]{.underline}. Two-letter State
abbreviations may be used only on the envelope or in the address portion
of the letter when using window envelopes. They should not be used in
the body of the letter or in formal writing. (See Exhibit E of this
Instruction and U.S. Government Correspondence Manual, Part 2, Chapter
5.)

\(5\) [\"FOR OFFICIAL USE ONLY\" correspondence]{.underline}.

\(a\) The term \"FOR OFFICIAL USE ONLY\" will be used in identifying
nondefense classified material which requires limited access handling or
restricted processing. No other term will be used.

\(b\) \"FOR OFFICIAL USE ONLY\" will be typed two lines above the "TO"
on an informal letter, or two lines above the inside address on a formal
letter, flush with the left margin. (See §2030.22(a)(l) of this
Instruction for preparing the envelope.)

\(6\) [\"Special Services\" Mail]{.underline}.

\(a\) Special service mailing instructions (Certified, etc.) will be
typed two lines above the \"SUBJECT\" on informal letters, and two lines
above the addressee\'s name on formal letters, flush with the left
margin. When more than one instruction is used, type them continuously
on the same line separating them with a dash. EXAMPLE: \"Certified -
Return Receipt Requested.\"

(03-21-07) PN 407

RD Instruction 2030-A

Exhibit C

Page 2

\(b\) If the space above the \"Subject\" or the addressee\'s name has
been used for identifying \"FOR OFFICIAL USE ONLY\" correspondence, type
the special service instruction two lines under the signer\'s title, or
under \"Enclosures.\"

\(7\) [Subject]{.underline}. Begin typing the \"subject\" of an informal
letter three spaces after the colon. If the letter concerns a borrower,
type the borrower\'s name and case number as the \"subject,\" showing
the last name first.

\(8\) [Addressing letters]{.underline}. When using window envelopes for
formal letters, the addressee\'s name and complete address, including
ZIP Code, will be typed on the 14th line from the top of the paper. The
address portion should not exceed five vertical typing lines to fit
within the window of the envelope. On informal letters, start typing the
name of the addressee opposite the \"TO:\" caption. (See Exhibit A of
this Instruction.)

\(9\) [Date]{.underline}. Date stamp or type the name of the month in
full (do not abbreviate) and the day and year in numerals. If the date
the letter will be signed is known, start typing the date:

\(a\) On informal letters the date shall be two lines down from the
letterhead. (See Exhibit A of this Instruction.)

\(b\) On formal letters the date will be placed three lines under the
letterhead. (See Exhibit B of this Instruction.)

\(c\) If the date is omitted at the time of typing, it may be stamped
after the letter has been signed.

\(10\) [Sender\'s reference (optional)]{.underline}. On outgoing
informal letters, the sender\'s reference may be used on an optional
basis. The office symbol and/or name of the individual to whom the reply
should be sent may be shown by typing \"REPLY TO ATTN OF:\" opposite the
\"TO:\" caption, approximately 4 inches from the right edge of the
paper. (See Exhibit A of this Instruction.)

EXAMPLE: REPLY TO ATTN OF: WWD (OR)

REPLY TO ATTN OF: WWD: B.E. Glenn

\(11\) [Salutation and complimentary close]{.underline}. When writing a
formal letter, the following will apply:

\(a\) [Salutation]{.underline}. The salutation (followed by a \":\")
will be typed two lines below the inside address. (See Exhibit B of this
Instruction.)

\(b\) [Complimentary close]{.underline}. The complimentary closing
\"Sincerely\" is generally used for formal letters and will be typed two
lines below the last line of the letter, flush with the left margin.
(See Exhibit B of this Instruction.)

RD Instruction 2030-A

Exhibit C

Page 3

\(12\) [Response to incoming correspondence]{.underline}. The first
paragraph of letters responding to incoming correspondence should show
the nature of the incoming letter. In replying to congressional letters,
include the constituent\'s full name, city, and state.

\(13\) [Use of \"RURAL DEVELOPMENT\" Acronym]{.underline}. When Rural
Development is mentioned in correspondence, the complete title will be
spelled out. The acronym \"RD\" may only be used when referring to
specific RD Instructions or Forms.

\(14\) [National Office.]{.underline} For the convenience of field
offices, a listing of names of NO division and staff offices showing
abbreviations is contained in Exhibit F of this Instruction.

\(15\) [Double or single spacing]{.underline}. Double spacing may be
used when the text of the letter consists of one paragraph and is 10
lines or less. Double spacing should be used when preparing drafts with
triple spacing between paragraphs. Otherwise, letters will be single
spaced with double spacing between paragraphs.

\(16\) [Contact reference in text of letter]{.underline}.

\(a\) In preparing letters to the public, other Government agencies, and
Rural Development offices, include the name, address, and/or telephone
number the recipient may contact for more information when appropriate.

\(b\) In written replies to oral or telephone requests, identify the
requester in the text of the letter, or address the letter to the
attention of the individual who made the request.

\(17\) [Letters addressed to the NO]{.underline}. Letters addressed to
the NO will be addressed to the pertinent division, including the Stop
number. In addition, when the sender knows it, the correspondence may be
sent to the attention of the individual concerned.

EXAMPLES: Address for letters DIRECTOR, BUDGET DIVISION

> sent by pouch mail(prepare Stop 0722
>
> a separate envelope

for each STOP code.)

> Address for mail not sent DIRECTOR, BUDGET DIVISION
>
> by pouch mail and a label Rural Development
>
> or separate envelope is Stop 0722
>
> prepared or a window 1400 Independence Ave SW
>
> envelope is used. WASHINGTON DC 20250-0722

(03-21-07) PN 407

RD Instruction 2030-A

Exhibit C

Page 4

\(18\) [Enclosure(s)/separate cover]{.underline}.

\(a\) When material accompanies a letter, identify it in the text or in
the bottom notation as an enclosure(s).

\(b\) When an enclosure, is identified in the text, type the word
\"Enclosure\" flush with the left margin, two lines below the last line
of the signer\'s title. For more than one enclosure, use the plural form
and indicate the number of enclosures as \"3 Enclosures.\"

\(c\) When an enclosure(s) is not identified in the text, type the
notation as indicated in the example below. Under the notation, flush
with the left margin, list each enclosure on a separate line. Describe
each enclosure by title or in as few words as are needed to identify it.
If more than one line is needed to identify an enclosure, begin
succeeding lines indented two spaces.

EXAMPLE: 3 Enclosures:

Form Letters Handbook

Plain Letters Pamphlet

Organizational Chart, U.S. Department

of Agriculture

\(d\) When material referred to in the text is to be sent under separate
cover, type \"Separate Cover:\" flush with left margin, two lines below
the signer\'s title or the enclosure notation, if used. List the
material whether or not identified in the text. Send a copy of the
letter with the material sent under separate cover.

EXAMPLE: Separate Cover:

Form Letters Handbook

U.S. Government Correspondence Manual - 10 copies

\(e\) If typing the notations flush as prescribed in paragraphs (c) and
(d) of this section with the left margin below the signer\'s title would
require starting a new page, type them directly opposite the signer\'s
name and title, starting at the center of the page on the same line with
the signer\'s typed name.

\(19\) [Avoid long letters]{.underline}. When a letter includes detailed
information such as statistical data, listings, reports, etc., include
this information to the extent possible as an enclosure.

RD Instruction 2030-A

Exhibit C

Page 5

> \(20\) [Succeeding pages]{.underline}. The text of the letter must be
> arranged to allow for a minimum of two lines to be carried over to the
> next page. When more than one page is required, print the succeeding
> pages of the letter on white bond paper. Starting with the second
> page, type the name only of the addressee exactly as it is shown on
> the first page, six lines from the top edge of the page, flush with
> the left margin. Type the page number on the same line, flush with the
> right margin. Continue the text two lines below the name of the
> addressee, allowing side margins of at least 1 inch and bottom margins
> of 1 inch.

## oOo

(03-21-07) PN 407

RD Instruction 2030-A

Exhibit D

## TWO-LETTER STATE ABBREVIATIONS

Federal Government agencies may use two-letter abbreviations of the
States of the United States, the District of Columbia, Guam, the
Commonwealth of Puerto Rico, and the Virgin Islands, but only in the
address portion of a letter and on the envelope itself.

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

Alabama \...\...\...\...\... AL Montana \...\...\..... MT

Alaska \...\...\...\...\.... AK Nebraska \...\...\.... NE

Arizona \...\...\...\...\... AZ Nevada \...\...\...\... NV

Arkansas \...\...\...\..... AR New Hampshire \..... NH

California \...\...\...\... CA New Jersey \...\..... NJ

Colorado \...\...\...\..... CO New Mexico \...\..... NM

Connecticut \...\...\..... CT New York \...\...\.... NY

Delaware \...\...\...\..... DE North Carolina \.... NC

District of Columbia .. DC North Dakota \...\... ND

Florida \...\...\...\...\... FL Ohio \...\...\...\..... OH

Georgia \...\...\...\...\... GA Oklahoma\...\...\..... OK

Guam\...\...\...\...\...\.... GU Oregon\...\...\...\.... OR

Hawaii \...\...\...\...\.... HI Pennsylvania \...\... PA

Idaho \...\...\...\...\..... ID Puerto Rico \...\.... PR

Illinois \...\...\...\..... IL Rhode Island \...\... RI

Indiana \...\...\...\...\... IN South Carolina \.... SC

Iowa \...\...\...\...\...\... IA South Dakota \...\... SD

Kansas \...\...\...\...\.... KS Tennessee \...\...\... TN

Kentucky \...\...\...\..... KY Texas \...\...\...\.... TX

Louisiana \...\...\...\.... LA Utah \...\...\...\..... UT

Maine \...\...\...\...\..... ME Vermont \...\...\..... VT

Maryland \...\...\...\..... MD Virginia \...\...\.... VA

Massachusetts \...\...\... MA Virgin Islands \.... VI

Michigan \...\...\...\..... MI Washington \...\..... WA

Minnesota \...\...\...\.... MN West Virginia \..... WV

Mississippi \...\...\..... MS Wisconsin \...\...\... WI

Missouri \...\...\...\..... MO Wyoming \...\...\..... WY

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

## oOo

(03-21-07) PN 407

RD Instruction 2030-A

Exhibit E

## PRESTAMPED COMMERCIAL ENVELOPES

[Prestamped Commercial Envelopes]{.underline} are available through the
U.S. Postal Service (USPS) and may be used only in conjunction with the
Official Business of Rural Development.

[Prestamped Commercial Envelopes]{.underline}.

\(a\) Prestamped commercial envelopes can be ordered by State Offices in
addition to the commercial Mail Stamps to be used at times when
equipment is out of order.

\(b\) Each State Office will be responsible for ordering the prestamped
envelopes. There are two options: via the internet at
[www.usps.com]{.underline} or purchasing at the local post office. The
prestamped commercial envelopes must be ordered with the return address
of the field office, which will use the envelope.

\(c\) The prestamped commercial envelopes are accountable items and must
be treated the same as cash. An audit system must be in place to account
for the envelopes.

## oOo

(03-21-07) PN 407

RD Instruction 2030-A

Exhibit F

## THE PROPER WAY TO ADDRESS AN ENVELOPE

This box depicts the suggested address area as outlined in the Domestic
Mail Manual.

This envelope will be delivered to the address that appears on the line
directly above the City, State, and ZIP Code line of the address. In
this case, the envelope will be delivered to the post office box.

Also, please note the way the address is constructed. The address
appears in all capital letters, with no punctuation, the State
abbreviation is used, and the ZIP+4 Code is also shown. The attention
line appears one line below the company name. This is the format that
the United States Postal Service recommends all mailers use to take
advantage of their automated systems. Please follow this format in all
correspondence.

NOTE: Nothing should appear below the City, State, and ZIP Code

line. This enables the Post Office to bar code the mail

for a more efficient delivery.

## o0o

(03-21-07) PN 407

> RD Instruction 2030-A

Exhibit G

(Added 05-07-08, PN 419)

**ELECTRONIC RETURN RECEIPT**

**Directions for sending out Electronic Certified Return Receipt**

1.  Fill out the PS Form 3800 "Certified Mail Receipt," which can be
    found at [http://www.usps.com](http://www.usps.com/).

```{=html}
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```
1.  Total up the postage and fees (postage plus .85 for the electronic
    fee), then type ".85-electronic," under return receipt fee.

2.  Write down the Certified Mail Receipt number for your records.

3.  Mail the item as usual.

4.  On the next business day, log into
    [http://www.usps.com](http://www.usps.com/). Click on "Track &
    Confirm," then type in the Certified Mail Receipt number and click
    on "Go."

5.  If the item mailed was accepted by the recipient, a link will appear
    which will allow access to view and print the signed receipt.

> oOo

(05-07-08) PN 419