TAB J (POSTAL OPERATIONS) TO APPENDIX 1 (PERSONNEL ADMINISTRATION) TO ANNEX S (PERSONNEL) TO XVIII AIRBORNE CORPS FIELD SOP

1.

References. a. b. d. c. DOD 4525.6.M, Postal Manual Vol I & II. AR 340-3, Official Mail Cost Control Program. AR 600-8-3, Unit Postal Operations. FM 12-6, Personnel Doctrine.

2. Purpose. This appendix outlines and establishes procedures for providing postal support for all assigned and attached units. 3. Responsibilities.

a. The Corps AG has overall responsibility for postal operations in support of the Corps. b. Unit commanders/S1s must ensure that clerks are properly trained and possess a DD issued from the servicing postal unit. They ensure that other mail handlers are properly also possess a DD Form 285. 4. General Guidance. unit mail Form 285 must also trained and

a. Concept of Postal Support. Initially, the 129th Adjutant General Company (Postal) will provide postal operations and services to XVIII Airborne Corps units to the extent possible. US Army Reserve postal companies may be activated for additional postal support if required. b. Limitations.

(1) Initially, mail processed into and out of the AO will be limited to First Class Mail to include only letters, voice tapes, and film or film mailers not exceeding 12 ounces. (2) Parcels may be authorized in a stable theater, when commercial air traffic is available. The size of incoming parcels may be restricted to 72 inches length and girth combined, and not exceeding 70 pounds.

S-1-J-1

TAB J (POSTAL OPERATIONS) TO APPENDIX 1 (PERSONNEL ADMINISTRATION) TO ANNEX S (PERSONNEL) TO XVIII AIRBORNE CORPS FIELD SOP

c.

Incoming Mail.

(1) Incoming mail is brought into a central pick-up point. Non-divisional units will pick-up and deliver their unit's mail. Postal units will coordinate dispatch of mail to DSA/BSAs with the appropriate G4/S4. Movement of mail to DSA/BSAs is a responsibility of G4/S4s. (2) It is important that Division G3/G1s provide postal units with current task organizations and location changes. To ensure timely delivery and avoid misdirected mail, location changes should be submitted ten days in advance of the move. This information may be forwarded with a security classification up to "SECRET". d. Planning Factors.

(1) The current planning factor for personnel and official mail, including parcels, is 1.34 pounds per soldier per day. This considers the gross pallet weight. It does not include additional mail associated with Any Service Member (ASM) mail or "Operation Dear Abby" mail. The volume of mail is expected to be higher during Christmas holiday season. The volume can be greater due to austere conditions in the AO and the nation's gratitude for the military's contributions. (2) There is an approximate average of 30 letters per net pound of mail. (3) There is an approximate average of eight (8) parcels per 100 pounds of mail (or 12.5 pounds per parcel). 5. Specific Guidance.

a. To ensure accurate directory service, individuals, prior to deployment, should submit a DA Form 3955, Change of Address Card, and/or a DD Form 2258, Temporary Disposition of Mail, to the servicing home station post office/mailroom. Prior to redeployment, individuals should submit a DA Form 3955 to their unit mailroom for directory purposes. b. Every company size unit has a permanent, distinctive nine-digit zip code. It is the

S-1-J-2

TAB J (POSTAL OPERATIONS) TO APPENDIX 1 (PERSONNEL ADMINISTRATION) TO ANNEX S (PERSONNEL) TO XVIII AIRBORNE CORPS FIELD SOP

Contingency APO (CAPO) number. It allows the United States Postal Service (USPS) to efficiently sort the mail, and thus, speeds delivery and reduce the handling by soldiers in forward areas. Contact 18th Personnel Group for unit CAPO number, or to report changes due to unit redesignation, activations or inactivations. c. Units should distribute contingency addresses, preferably on reprinted labels, to soldiers for use by family members and friends. Recommend a minimum of 30 labels per soldier. Advise soldiers that the address is only to be used during actual contingency operations. The Corps AG will inform MSCs when CAPOs are effective. Mail received before the CAPO is activated will be returned to sender. d. Addresses for personnel mail should conform to the prescribed format below. FORMAT Rank/Name Jones Unit assigned ENGBn(Abn) Unit number (4 digit add-on) APO AE 0938X-(4 digit add-on) 0610 SAMPLE Sergeant David A Co, 307th Unit #0610 APO AE 09382-

The Postal Numeric Encoding Technique (POSTNET) bar code is optional. It further improves processing and accuracy since it is easily scanned. e. A Form 2966-B is normally required for parcels going to the AO. Articles are liable for customs duty/purchase tax unless they are bona fide gifts intended for use by military personnel. When the contents of a parcel meet this exception, the sender must endorse the customs form with "CERTIFIED TO BE A BONA FIDE GIFT, PERSONAL EFFECTS FOR PERSONAL USE OF MILITARY PERSONNEL." f. Official mail is a responsibility of the Signal Corps. Official mail is delivered from the servicing postal unit to the addressee through the official mail

S-1-J-3

TAB J (POSTAL OPERATIONS) TO APPENDIX 1 (PERSONNEL ADMINISTRATION) TO ANNEX S (PERSONNEL) TO XVIII AIRBORNE CORPS FIELD SOP

distribution channels. Units should deploy with sufficient official mail stamps (normally provided by the Installation DOIM). The proper mail address is shown below: Commander (HQs, Unit) Unit number (4 digit add-on) APO AE 0938X-(4 digit add-on) g. Upon redeployment units must close their CAPO (nine-digit zip code) to ensure that future mail is forwarded to home station. At least one week prior to departing the AO, units should advise their supporting postal unit of the last mail pick-up date and the unit's forwarding address. h. Soldiers should inform family and friends of the address change to home station, ten days in advance of redeployment, if possible. Upon CAPO closing, mail is forwarded to home station for a period of 60 days. Installation DOIMs provide forwarded/ redirect mail to unit mail clerks. After 60 days, all mail for inactive APOs is returned to sender. i. Mail received at home station for deployed soldiers can be forwarded in direct lightweight orange (airmail) pouches. Attach two tags to speed delivery. A PS Form 14, and a plain white flight tag with the endorsement, "DO NOT OPEN IN TRANSIT" and the unit address are essential. Contact the Installation Postal Officer for airmail pouches and to coordinate the dispatch of mail. Each piece of mail bearing a CONUS address should be re-addressed with the deployed unit CAPO. This will ensure that mail is forwarded to the addressee in the event the pouch is opened and emptied in error. j. The "free mail" privilege may be authorized by the President or the Secretary of Defense. Free mail must originate from personnel in the approved free mail area and mailed to addressees entitled to USPS services. It generally applies to only personal correspondence first class mail in the form of letters, post cards, cassette or video tapes, and one roll of film not exceeding 12 ounces. Senders simply write "FREE MAIL" in the upper, right-hand corner in place of the stamp. This privilege is extended to civilians, DoD employees, and DoD contractor employees

S-1-J-4

TAB J (POSTAL OPERATIONS) TO APPENDIX 1 (PERSONNEL ADMINISTRATION) TO ANNEX S (PERSONNEL) TO XVIII AIRBORNE CORPS FIELD SOP

who are essential to and directly supporting the operation. Free mail does not apply to official mail, parcels, or mail coming from CONUS into the AO. Free mail will be announced by the CINC. k. Commanders should encourage soldiers to deploy with stamped envelopes or post cards with them. During the initial stages of the deployment, a post office may not be available and free mail is not anticipated. Ten (10) stamped envelopes/post cards and stationary per soldier is recommended. l. Stamps for official mail may be requested/procured from the Installation Director of Information Management (DOIM). m. Unit mail clerks ensure that all letters and parcels are properly, expeditiously and legally delivered to soldiers. Mail clerks assume a great deal of responsibility. They should be honest above reproach and possess strong character and good judgment. Unit mail clerks: (1) Receive mail and sort it by location to the lowest remaining unit levels. (2) Deliver mail to addressees, accounting for registered, certified and insured mail. (3) Collect 100% of retrograde mail from soldiers and forward to the military post office. (4) Ensure mail is safeguarded and handled, without exception, IAW DoD postal regulations. (5) Coordinate with the S1 to maintain an accurate accountability roster by location of unit. soldiers to ensure efficient mail redirect for those who become casualties or change location. (6) Properly endorse all redirect mail to the servicing postal unit for forwarding. (7) Immediately report any postal problems to the commander and/or unit S1.

S-1-J-5

TAB J (POSTAL OPERATIONS) TO APPENDIX 1 (PERSONNEL ADMINISTRATION) TO ANNEX S (PERSONNEL) TO XVIII AIRBORNE CORPS FIELD SOP

(8) Inform the military post office when redeploying and last mail pick-up. Closing the Contingency APO (CAPO) is necessary to ensure future mail is directed the unit's home station. n. Postal finance services will be available at the postal services platoon. Personnel checks will not normally be accepted since the Finance Office is typically available in the area and capable to collect on checks returned for insufficient funds.

S-1-J-6