Command Mail Manager - 874-3091
BUPERS/NPC has set policies on outgoing mail, both routine and Federal Express (FEDEX). These policies are dictated by the DoD Postal Manual and OPNAV, and in order for us to receive our bar-coded discount on our outgoing mail we must follow these guidelines. BUPERS/NPC Codes must use the appropriate +4 ZIP when sending out mail. PERS Code will be placed after the command title in the return line. Your return address should appear as follows:
DEPARTMENT OF THE NAVY
NAVY PERSONNEL COMMAND PERS XXX
5720 INTEGRITY DRIVE
MILLINGTON TN 38055-XXXX
OFFICIAL BUSINESS ONLY
If you are a dual hatted code, you can type either Bureau of Naval Personnel or Navy Personnel Command for the command title. There is no other acceptable format. It must be typed or printed (for those of you that use labels), all CAPS (same as "to" address), with no punctuation except for the dash in between the ZIP and +4. YOU CANNOT HAND WRITE ANY PORTION OF THE ADDRESSES ON THE ENVELOPE (RETURN OR TO). You can use a stamp for your Code/+4 Zip in the return address block.
DoD contracts through FEDEX or our overnight/two day priority service. That is the only service that NPC uses. NPC mailrooms has FEDEX envelopes. When sending a FEDEX package you must complete the FEDEX Cover Sheet, NAVPERSCOM 5218/1, this form is to be used for identifying the sender and must be placed on the outer envelop or package. This is the only form authorized when sending a FEDEX package and can be obtained via Form flow. FEDEX picks up daily (Mon-Fri) from the Consolidate Mail Facility (CMF). If you have a package that needs to be sent FEDEX, it needs to be at CMF NLT 1200. The mail clerks make two runs per day to each mailroom, approximately 0900 and 1300. You can place your FEDEX package in the outgoing mail bin with the completed form attached and CMF will pick it up. CMF will return the form 5218/1 to you the next working day with the tracking number.
FEDEX does not accept packages addressed to P.O., FPO or APO addresses. FEDEX will not accept packages wrapped in paper or padded envelopes, you must use FEDEX packaging.
Outgoing process will remain the same for FEDEX. UPS amd DHL will pick up outgoing packages when they deliver incoming packages.
MAIL GUIDELINES (NSA CMF)
Guard Mail - All guard mail envelopes must have the PERS Code (and persons name if you know who the document is being sent to) and the building number in the "stop code" block. This will ensure prompt delivery of your guard mail.
Official Mail - Per the OPNAVINST 5218.7C, outgoing letters are to be prepared in the following format:
To be compatible with the United States Postal Service (USPS) automation requirements, all official mail addresses will be typed in UPPER CASE letters and contain NO PUNCTUATION except for the hyphen in the ZIP+4 code.
Official Mail addresses (both delivery and return) will be limited to five lines, formatted with a uniform left margin and be limited to a maximum of 47 characters per line (including spaces), for example:
XXXXXXXX - Title of Command
XXXXXXXX - Code, persons name, etc (optional line)
XXXXXXXX - Delivery Address
XXXXXXXX - City (no comma) State ZIP+4
Per OPNAVINST 5218 there are no specific font requirements, however, NPC will use either 10 or 12 pitch.
When wrapping packages for regular mail you can use the wide clear wrapping tape or the fiber tape. For registered and certified mail, you are required to use the brown paper tape with all open edges of the envelope covered.
Receipt and Delivery of Personal Mail - Personal mail is defined as any mail addressed to an individual that is of a personal nature. As a guideline, mail having an official return address, or has an attention line or the addressee's name with a job title is considered to be official and will be delivered. First-Class Mail of a personal nature, magazines and periodicals purchased by one's personal funds are not considered official business. Not only is the receipt of personal mail a burden on our mail centers, it is a violation of DoD regulations. DoD policy regarding receipt of personal mail is specifically addressed in Volume II of the DoD Postal Manual, DoD 4525.6-M. This regulation states: "DoD personnel and resources may not be used to duplicate services that the U.S. Postal Service (USPS) is obligated by law to provide." The only exceptions to this policy are:
All mail bearing an official Federal Government return address will be delivered.
Military and civilian employees relocating to the area on official orders. They and their dependents may receive mail until they establish a permanent address. This will be for a maximum period of 120 days. It is the employees responsibility to ensure the address change is submitted once permanent residence is established.
Mail received from individuals outside of DoD who, as a common practice, address official business matters to an individual by name and the address may not always include a job title or attention line.
Employees should notify all correspondents to send all personal mail, including publications, to their home address. Mail deemed personal in nature will be returned to sender