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CHAPTER 3. DEFINITIONS

The following Definitions are provided for the purpose of this Handbook:

1\. Action Office. The \"desk\" or organizational element responsible

for handling a communication.

2\. Blind mail. Mail for which the action office cannot be determined

prior to being opened.

3\. Business Reply Mail (BRM). Enables the Department to receive mail

back from individuals by paying postage on only the mail that is

returned from original mailings.

4\. Central mail facility. The principal work station responsible for

receiving, routing, delivering and dispatching mail.

5\. Controlled mail. Registered, insured and certified mail which is

controlled by signature and receipt.

6\. Decentralized mail control. Controlling selected mail as close to

the action office as possible instead of at a central point.

7\. Enroute sorting. Forward sorting for delivery by trip messenger of

mail picked up on route prior to returning to mail room.

8\. Express Mail. A service providing next day delivery by the

U.S. Postal Service.

9\. Facing Identification Marking (FIM). The FIM is a vertical bar code

pattern printed in the top right portion of the address side of the

mailing piece which functions as an orientation mark for automatic

facing and cancelling equipment.

10\. First Class Mail. First Class is used for mail needing the

highest priority surface handling. This includes correspondence,

other material requiring higher than Third- or Fourth-Class

treatment.

11\. Flat mail. Mail in envelopes larger than 6-1/8 by 11-1/2 inches.

12\. Fourth-Class Mail. The \"Parcel Post\" service provided by the

U.S. Postal Service for handling educational or \"library\" materials,

and merchandise, printed matter, and all other matter not included

in the First- or Third-Class mail weighing 16 ounces or more.

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13\. Fourth-Class (Special Handling). Service available for Fourth-Class

mail at an additional charge of \$1.10 for packages weighing 10 pounds

or less and \$1.60 for those packages weighing more than 10 pounds.

This class provides preferential handling to the extent practicable

in dispatch and transportation, but does not provide

special-delivery. Packages are delivered as parcel post on regularly

scheduled trips.

14\. Incoming mail. Mail received in a HUD office from another HUD
office

or a source outside of HUD.

15\. Indicia mail. Mail in envelopes bearing \"postage and fees paid\"

legend which allows this mail to be entered into the U.S. Postal

Service mailstream without further postage.

16\. Internal mail. Communications originated by and intended for

address within the Department.

17\. Letter mail. Mail in envelopes 6-1/8 by 11-1/2 inches or smaller.

18\. Mail. Written or electrically transmitted communications,

periodicals, packages, and similar materials sent or received

by HUD usually through a postal system.

19\. Mail dispatching. Preparing outgoing communications

from the Department or office to the Post Office or other Agency or

office. The process often includes: checking enclosures,

signatures and date; folding; stuffing envelopes, weighing, sealing;

counting; and placing in trays or sacks.

20\. Mail distribution. Delivery of mail to designated mail stops.

21\. Mail management. Applying efficient and economical practices

to mail processing operations, including receiving, sorting, opening,

reading, routing, distribution, delivery, control, pick-up, and

dispatching of mail.

22\. Mail operations. Managing, directing and planning the central mail

facility and mail stations to provide clerks, messengers, and other

personnel handling mail in the mailrooms, in order to make available

the various mail services described in paragraph 2-2 and 2-4 above.

23\. Mailroom. See central mail facility.

24\. Mail section. Consists of central mail facility and satellite mail

rooms and is responsible for Headquarters mail operations.

25\. Mail sorting. Preliminary process of routing mail by \"initial\"

or \"direct\" separation without opening it for direct delivery or

control of mail.

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26\. Mail station. Authorized mail pick-up and delivery point.

27\. Messenger route. A fixed, prescribed route for the delivery and

pick-up of both outgoing and internal mail, which is usually

called a \"run\".

28\. Messenger services. An activity which provides for special pick-up

and delivery of mail within HUD, and between agencies and other

addressees.

29\. Messenger stop. A designated location for a messenger to drop off

and pick up mail on an established route. Also a place where other

employees may deposit and pick up mail.

30\. Metered mail. Any class of mail for which postage is paid by

printing meter stamps with a postage meter. Meter stamps must be

printed directly on the envelope, postcard or label which bears the

return address of the meter license holder in an amount sufficient

to prepay the appropriate postage in full.

31\. Outgoing mail. Communications and items prepared in a program

office for delivery outside the office or the Department.

32\. Postage and Fees Paid. A legend printed in place of stamps on

envelopes, cards, and labels along with the Department name.

Governed by working agreements between the U.S. Postal Service

and Federal Agencies, under which the Department makes a periodic

count of mail sent, and pays the U.S. Postal Service on the basis

of this sample.

33\. Pouch mail. Mail placed by HUD in \"tagged\" U.S. Postal Service
mail

sacks for delivery by the U.S. Postal Service directly to

addressee-unopened.

34\. Priority mail. First-Class mail that exceeds 12 ounces and is

endorsed as priority or First-Class mail.

35\. Registered mail. A system of mail handling by the U.S. Postal

Service that provides added protection for valuable and important

mail and evidence of mailing and delivery. Mail is handled under

a registry number and receipt system. A special fee is required

for this service.

36\. Returned mail. Mail which has been dispatched by HUD and returned

to HUD by the U.S. Postal Service as undeliverable.

37\. Routing. The process of determining and indicating office

destination for communications, especially those insufficiently

addressed.

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38\. Routing slip. A referral form (such as Optional Form 41, Routing

and Transmittal Slip) which provides the \"address\" used to transmit

material within the Department. A copy is not retained unless

substantive information is written thereon.

39\. Self-mailers. Devices to avoid placing documents in envelopes for

mailing. Shipping tags, post cards, and folded sheets of paper can

be mailed without envelopes, if space is provided on the outside of

each for the information needed to handle the material, such as

return address, penalty or postage indicia, name and address

of addressee, postal endorsement, and other pertinent matters.

40\. Self-service mail operations. Authorized mail station pick-up and

delivery of mail to a central mail facility.

41\. Sorting rack. Usually a bin device for sorting mail into

compartments called \"boxes\" or \"pigeonholes.\"

42\. Special Delivery mail. Service that provides delivery of mail as

soon as practicable after it arrives at the addressee\'s Post Office.

It virtually assures delivery on the day received at that Post

Office, but generally does not speed up the transportation time to

that point from the origin. The Special Delivery fee is in addition

to the regular postage.

43\. Satellite mailrooms. Substations of the Central Mailroom located on

various floors of the Headquarters building, furnishing one or more

floors with mail service.

44\. Third-Class mail. Usually circulars, printed matter, pamphlets, and

merchandise weighing less than 16 ounces.

45\. Time stamping. Placing an impression on an incoming or outgoing

paper to record the date and hour of its receipt or dispatch.

46\. ZIP Code. Numeral codes developed by the U.S. Postal Service to

simplify and speed up their mail sorting and delivery to postal

delivery areas.

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