Postal Affairs and Official Mail Program - Organization

Has the command published a Unit Mail Handling Order?

Has the Commanding Officer appointed in writing a Unit Mail Officer and Assistant Unit Mail Officer?

At a minimum, are two Unit Mail Clerks/Orderlies appointed for each unit/section?

Has the current Commanding Officer designated in writing personnel authorized to receive and open official mail to include accountable mail?

Are the designation documents properly terminated and maintained for personnel that are no longer performing mail handling duties?

Are Command Inspector General postal inspections completed by Marine Corps Postal Inspectors with MOS 0160/0161?

Are random and unannounced weekly inspections conducted by the Unit Mail Officer or Assistant Unit Mail Officer utilizing the current Inspectors General (IG) checklist?

Does the commander have procedures that ensure all single service personnel that reside in government quarters receive proper mail delivery service?

Has the Unit Mail Officer, Assistant Unit Mail Officer, and Mail Clerks received mail handling training within the required period?

Has the Unit Mail Officer, Assistant Unit Mail Officer, and Unit Mail Clerks signed PS Form 8139 – Your Role in Protecting the Security of the United States Mail?

Are Mail Orderlies receiving unit level training; informed and acknowledge their mail handling responsibilities via statement of understanding?

Has the Commanding Officer provided a space that meets structure/security requirements and the equipment needed to properly handle mail?

Does the Unit Mail Officer maintain restricted access to the UMR keys using a key control log to annotate date/time when key is received and returned with a signature?

Does the UMR maintain a separate key control log to transfer the key to another designated Unit Mail Clerk?

Are duplicate keys/combinations maintained and secured?

Is DD Form 1115, Mail Room No Admittance Except to Authorized Personnel, displayed on or near the entrance to the UMR?

Is access to the UMR limited to authorized personnel conducting official business?

Is the UMR free of items not related to the delivery or processing of U.S. mail?

Does the UMR maintain a copy of the most current edition of the required publications/directives?

Do mail clerks and orderlies have in their possession their DD Form 285 when performing mail handling duties?

Is mail properly transported to/from the serving MPO?

Is mail date stamped on reverse side to indicate day of receipt?

Does the command require personnel to check in/out of the UMR?

Are Unit Mail Officers providing the serving MPO timely mobile unit mail routing information?

Do the Unit Mail Clerks understand the proper procedures for the privacy of mail and postal records?

Do mail clerks understand the proper procedures for receipt and delivery of Balloting material?

Do mail clerks understand the proper procedures for receipt and delivery of Refused mail?

Do mail clerks understand the proper procedures for receipt and delivery of Open by mistake?

Do mail clerks understand the proper procedures for receipt and delivery of Mail received open, damaged, or missing contents?

Do the mail clerks and orderlies understand the delivery instructions of PS Form 3849, “Delivery Notice/Reminder/Receipt,” for personal accountable mail?

Is mail addressed to the mail clerks processed by his/her section mail orderly?

Do the mail clerks understand the detection/notification instructions for potential mail bombs and suspicious mail?

Do unit Mail Clerks pick up mail daily from the serving MPO?

Do Mail Orderlies pick up mail from the UMR at designated times daily?

Does the UMR complete a mail delivery receipt log with all required information?

Are mail orderly receipt logs properly maintained?

Is mail delivered to an authorized section Mail Orderly?

Are delivery records showing a chain of receipts for official accountable mail delivered to an authorized agent?

Is official accountable mail that cannot be delivered or properly secured that day returned to the serving MPO?

Are delivery records for accountable mail properly completed, maintained, and verified by the Unit Mail Officer daily?

Is general delivery service provided to mail addressed for members due to arrive?

Are delivery receptacles issued to authorized patrons?

Are delivery receptacles assigned with required forms and information?

Are delivery receptacles correctly closed?

Are receptacle key lock cylinder/combination maintenance procedures followed?

Are receptacle maintenance and records procedures completed?

Are DD Form 2262s properly completed?

Are DD Form 2262s properly filed and maintained?

Is correctly addressed mail placed in the assigned receptacles?

Are the mail delivery receptacles checked bi-weekly for excessive mail accumulation, old mail, or non-use?

Are customers notified of large mail items or excess mail accumulation using a PS Form 3907?

Are DD Form 2258 - Temporary Mail Disposition Instructions used to indicate the status of addressee and proper mail disposition?

Has the Commanding Officer provided sustained and networked computer access in the UMR to process directory mail?

Are notice of COA, OPNAV 5110/5 maintained when using a directory service program in lieu of a database or directory file card system?

Are NAVMCs 10572 “Directory File Cards” correctly completed, filed, and maintained when the UMR is not using the Directory Service Program?

Are mail clerks properly processing directory mail?