DOD INSTRUCTION 4525.09
M
ILITARY POSTAL SERVICE
Originating Component: Office of the Under Secretary of Defense for Acquisition and Sustainment
Effective: July 10, 2018
Change 2 Effective: May 24, 2022
Releasability: Cleared for public release. This instruction is available on the Directives
Division Website at https://www.esd.whs.mil/DD/.
Cancels: DoD Instruction 4525.7, “Military Postal Service and Related Services,”
April 2, 1981
DoD Instruction 4525.08, “DoD Official Mail Management,” August 11,
2006
DoD 4525.6-M, “Department of Defense Postal Manual,” August 15,
2002
DoD 4525.8-M, “DoD Official Mail Manual,” December 26, 2001
Approved by: Ellen M. Lord, Under Secretary of Defense for Acquisition and
Sustainment
Change 2 Approved by: William A. LaPLante, Under Secretary of Defense for Acquisition and
Sustainment
Purpose: In accordance with the authority in DoD Directive (DoDD) 5135.02, this issuance establishes
policy, assigns responsibilities, and prescribes guidance governing the use of the Military Postal Service
(MPS) by the DoD Components pursuant to DoDD 5101.11E.
DoDI 4525.09, July 10, 2018
Change 2, May 24, 2022
TABLE OF CONTENTS 2
TABLE OF CONTENTS
SECTION 1: GENERAL ISSUANCE INFORMATION .............................................................................. 3
1.1. Applicability. .................................................................................................................... 3
1.2. Policy. ............................................................................................................................... 3
1.3. Information Collections. ................................................................................................... 3
1.4. Summary of Change 2. ..................................................................................................... 3
SECTION 2: RESPONSIBILITIES ......................................................................................................... 5
2.1. Under Secretary of Defense for Acquisition and Sustainment (USD(A&S))................... 5
2.2. DoD Component Heads. ................................................................................................... 5
2.3. Secretaries of the Military Departments. .......................................................................... 6
2.4. Chairman of the Joint Chiefs of Staff. .............................................................................. 7
2.5. CCDRs. ............................................................................................................................. 7
2.6. Executive Director, MPSA. .............................................................................................. 8
SECTION 3: MPS ............................................................................................................................. 9
3.1. General. ............................................................................................................................. 9
3.2. Personnel. .......................................................................................................................... 9
3.3. MPS Contracting. ............................................................................................................ 10
3.4. Facility Planning and Requirements. .............................................................................. 11
3.5. Security. .......................................................................................................................... 12
3.6. Patrons, Authorizations, and Limitations. ....................................................................... 12
3.7. Violations. ....................................................................................................................... 13
3.8. Firearms, Ammunition, and Explosives.......................................................................... 14
3.9. Procedures and Restrictions. ........................................................................................... 14
3.10. Addressing. ................................................................................................................... 16
3.11. Retail. ............................................................................................................................ 16
3.12. Free Mail. ...................................................................................................................... 16
3.13. Transportation. .............................................................................................................. 16
GLOSSARY ..................................................................................................................................... 18
G.1. Acronyms. ...................................................................................................................... 18
G.2. Definitions. ..................................................................................................................... 19
REFERENCES .................................................................................................................................. 23
DoDI 4525.09, July 10, 2018
Change 2, May 24, 2022
SECTION 1: GENERAL ISSUANCE INFORMATION 3
SECTION 1: GENERAL ISSUANCE INFORMATION
1.1. APPLICABILITY. This issuance applies to OSD, the Military Departments, the Office of
the Chairman of the Joint Chiefs of Staff and the Joint Staff, the Combatant Commands, the
Office of Inspector General of the Department of Defense, the Defense Agencies, the DoD Field
Activities, and all other organizational entities within the DoD (referred to collectively in this
issuance as the “DoD Components”).
1.2. POLICY. It is DoD policy that:
a. The MPS is an extension of the United States Postal Service (USPS) and operates military
post offices (MPOs), military mail terminals (MMTs), and official mail centers (OMCs) to
provide postal services to authorized users. The intra- and inter-theater delivery service (IDS) is
a service established between MPOs outside the United States and is not under USPS control.
b. DoD Components promote cost-effective measures for the movement of postal items to
include the use of consolidated mail facilities, as appropriate.
c. DoD Components comply with DoD, USPS, and General Services Administration (GSA)
policies and procedures regarding the processing, distribution, and transportation of DoD postal
items.
(1) USPS and DoD policies and procedures apply to personal mail, official mail, and
correspondence.
(2) GSA policies and procedures apply to official mail only.
(3) Postage for personal and official mail is calculated using domestic pricing.
International postal guidelines apply to mail and correspondence transported or distributed
through the MPS overseas.
d. DoD Components comply with all pertinent laws to support the unimpeded and timely
movement of military postal items.
1.3. INFORMATION COLLECTIONS. The Annual Mail Management Report, referred to in
Paragraph 2.2.c. of this issuance, has been assigned report control symbol DD-AT&L(AR) 1833
in accordance with the procedures in Volume 1 of DoD Manual 8910.01. The expiration date of
this information collection is listed in the DoD Information Collections System at
https://www.esd.whs.mil/Directives/collections_int/.
1.4. SUMMARY OF CHANGE 2. This change:
a. Adds procedures for using Synchronized Predeployment Operational Tracker Enterprise
Suite for generating contractor letters of authorization.
DoDI 4525.09, July 10, 2018
Change 2, May 24, 2022
SECTION 1: GENERAL ISSUANCE INFORMATION 4
b. Updates procedures for official mail and free mail pursuant to Section 3401(a)(1)(A) of
Title 39, United States Code (U.S.C.)
c. Updates references and definitions.
DoDI 4525.09, July 10, 2018
Change 2, May 24, 2022
SECTION 2: RESPONSIBILITIES 5
SECTION 2: RESPONSIBILITIES
2.1. UNDER SECRETARY OF DEFENSE FOR ACQUISITION AND SUSTAINMENT
(USD(A&S)). The USD(A&S) oversees the performance of the MPS through the Assistant
Secretary of Defense for Logistics and:
a. Establishes policy and prescribes guidance governing the use of the MPS by the DoD
Components.
b. Approves requests for the first opening and the last closing of an MPO in a country,
excluding contingency MPOs established on a temporary basis, to support military operations or
exercises.
c. Approves individual or organization appeals for limitations, suspensions, or revocations of
authorizations to use MPS.
d. Approves free mail extensions as authorized by the Secretary of Defense pursuant to
Section 3401(a)(1)(A) of Title 39, U.S.C.
2.2. DOD COMPONENT HEADS. The DoD Component heads:
a. Synchronize MPS resources across the DoD Components to maximize the efficiency and
effectiveness of the MPS. Coordinate with the Military Postal Service Agency (MPSA) on MPS
operations that cross Component areas of responsibility.
b. Manage the MPS in accordance with this issuance, DoDD 5101.11E and MPSA, USPS,
and GSA procedures.
c. Submit the Annual Mail Management Report for official mail costs through the
Automated Military Postal System (AMPS). The report includes official mail costs of any
mailable matter and any other mail related costs including those in non-postal contracts.
d. Comply with private express statutes (PES) requirements for transporting official mail and
correspondence in the United States.
e. Use the United States Transportation Command small package delivery services contract
only when the MPS is unable to provide necessary service level or is not cost-effective.
Individual contract awards with small package carriers are not authorized.
f. Establish measures to actively monitor MPS costs and performance to ensure
accountability and efficiency of operations in accordance with DoDD 5101.11E and MPSA,
USPS, and GSA procedures.
g. Identify all recurring or one-time large volume mailings sent from mailers to determine
cost-effective mailing strategies in accordance with the USPS Domestic Mail Manual.
DoDI 4525.09, July 10, 2018
Change 2, May 24, 2022
SECTION 2: RESPONSIBILITIES 6
h. Use the most cost-efficient transportation consistent with the class of mail and extra
services purchased to the maximum extent practicable to meet operational requirements.
i. Determine the requirements and resource postal security screening measures.
j. Implement an auditable annual inspection program and provide results of those inspections
to MPSA through the AMPS.
k. Implement an annual training program and document the training of postal personnel.
Provide qualified DoD postal personnel to perform inherently governmental functions (IGFs)
and to support contingency operations in accordance with MPSA procedures.
l. Establish and maintain mail facility continuity of operations plans that are practiced
quarterly, reviewed annually, and coordinated with local emergency responders.
m. Coordinate with MPSA before negotiating with USPS representatives to change existing
support in the United States.
n. Designate a single manager for postal operations.
o. Establish procedures to limit, suspend, or revoke authorization for individuals to use MPS.
Affected individuals or organizations will have an option to appeal to the USD(A&S) through
the MPSA.
2.3. SECRETARIES OF THE MILITARY DEPARTMENTS. In addition to the
responsibilities in Paragraph 2.2., the Secretaries of the Military Departments:
a. Determine and coordinate postal operations, transportation, and plans with Combatant
Commanders (CCDRs) and MPSA.
b. Fund postal costs and reimburse USPS for losses of funds resulting from the loss of
financial instruments, such as money orders, in the mail or resulting from the loss of equipment
on loan to DoD from USPS. The Army funds free mail for the DoD until the other Military
Services receive funding to pay their individual free mail costs.
c. Direct that contracts affecting postal operations comply with USPS, GSA, and DoD
policies and procedures.
d. Verify readiness of postal equipment to adequately support deployed forces.
e. Provide guidance on use of official mail.
f. Provide instructors for the Interservice Postal Training Activity commensurate with
Military Services use.
g. Provide postal service to DoD agencies. Collect reimbursements for postal services
provided to other DoD Components and non-DoD entities.
DoDI 4525.09, July 10, 2018
Change 2, May 24, 2022
SECTION 2: RESPONSIBILITIES 7
h. Comply with USPS Publication 38 requirements regarding the hiring of MPS personnel.
The Military Services will coordinate to mitigate personnel suitability concerns for individuals
that are applying for MPS positions that could affect hiring actions. The Military Services will
also notify USPS and government agencies, through MPSA, regarding postal offenses that may
impact a person’s hiring at USPS and government agencies.
i. Determine mail routing requirements for deployed units and provide MPSA and USPS
information to enable USPS routing system updates.
2.4. CHAIRMAN OF THE JOINT CHIEFS OF STAFF. In addition to the responsibilities in
Paragraph 2.2., the Chairman of the Joint Chiefs of Staff:
a. Validates the approval of free mail in designated areas within the Combatant Commands
and validates the retention of the authorization of free mail in those areas within the Combatant
Commands for which free mail has already been approved.
b. Includes MPS operations in operational plans and coordinates plans with MPSA.
2.5. CCDRS. In addition to the responsibilities in Paragraph 2.2., the CCDRs:
a. Liaise with host-nation government postal administrators and customs officials, in
coordination with the Secretaries of the Military Departments, as needed.
b. Obtain formal host nation approval to establish MPOs before establishing MPOs.
c. Establish contingency MPOs on a restricted and temporary basis to support military
operations or exercises.
d. Send requests for the first opening and the last closing of an MPO in a country to the
USD(A&S) through MPSA, for coordination. This excludes contingency MPOs established on a
temporary basis to support military operations or exercises.
e. Perform MMT functions and operations at designated locations to ensure responsive and
efficient processing, transportation, and distribution of postal items.
f. Manage free mail requests and terminations of free mail for sites that have not been
validated for free mail approval through MPSA to the OSD.
g. Coordinate postal support for allied forces and reimbursement processes for such support.
h. Establish policy to conduct postal recovery operations for undeliverable postal items in
theater.
i. In coordination with the Military Services, submit requests for free mail through the Joint
Staff and MPSA to the USD(A&S) for Secretary of Defense action.
DoDI 4525.09, July 10, 2018
Change 2, May 24, 2022
SECTION 2: RESPONSIBILITIES 8
2.6. EXECUTIVE DIRECTOR, MPSA. Under the authority, direction, and control of the
Secretary of the Army as the DoD Executive Agent for the MPS and official mail program in
accordance with DoDD 5101.11E, the Executive Director, MPSA:
a. In coordination with the DoD Components, implements USPS and GSA policies and
procedures.
b. Establishes measures to actively monitor MPS costs and performance and to maintain
accountability and efficiency of operations in accordance with DoDD 5101.11E and MPSA,
USPS, and GSA procedures.
c. In coordination with the DoD Components, develops and maintains a military postal
manual for the MPS.
d. Coordinates with DoD Components on the management of USPS contracted carriers to
include providing USPS with performance information necessary for justifying carrier changes.
e. Enables the establishment and termination of zone improvement plan (ZIP) codes for
contingency operations.
f. Maintains and publishes military ZIP codes, in coordination with the Military Services.
g. Develops and maintains the Annual Mail Management Report for submission to GSA and
the Office of Management and Budget.
h. Manages the AMPS.
i. Publishes the DoD Strategic Postal Voting Action Plan to ensure appropriate distribution
and return of election ballots.
j. Coordinates with Inter-service Postal Training Activity on training for postal personnel.
k. Manages the DoD free mail program in compliance with applicable laws and the guidance
in Section 3 of this issuance.
DoDI 4525.09, July 10, 2018
Change 2, May 24, 2022
SECTION 3: MPS 9
SECTION 3: MPS
3.1. GENERAL.
a. DoD installations will have no more than one official mail metering site, excluding
National Guard statewide operations wherein the State is considered as an “installation.” DoD
Component outgoing mail must transit the installation’s metering site, if available.
b. Postal personnel and patrons will not send or receive mail on behalf of unauthorized
persons or organizations.
c. The number of military retirees, family members, or DoD contractors will not be used as
criteria for opening or closing an MPO.
d. Personal mail is only processed at OMCs within 90 days of an individual’s change in duty
station.
e. Appropriated funds will be used for official mail postage. Except for free mail,
appropriated funds will not be used to pay for personal mail postage.
f. DoD Component-devised forms will not duplicate USPS, DoD, or GSA forms unless
coordinated with MPSA before use.
g. Animals are not permitted in military postal facilities, except military working dogs and
animals assisting persons with disabilities.
h. Compliance with customs laws and requirements is the responsibility of the individual or
organization sending mail.
i. When converting from a combat operation to a sustainment operation, MPS service
continuation must be approved by the host nation through a formal host nation agreement.
j. Post or base locator service is not a function of the MPS.
3.2. PERSONNEL. The DoD Component headquarters is the waiver authority for grade
requirements in this paragraph.
a. When planning for postal operations, at least one qualified postal clerk will be sourced for
every 500 supported personnel.
b. MPS facilities manned by one person due to the size of the facility or personnel serviced
must be in the grade of E-5 or GS-7 or above.
c. Personnel performing postal duties will be qualified and formally trained using a common
set of basic criteria as coordinated and approved by MPSA and the Military Services.
DoDI 4525.09, July 10, 2018
Change 2, May 24, 2022
SECTION 3: MPS 10
d. Postal personnel will:
(1) Be licensed to operate a vehicle if transporting mail.
(2) Meet USPS and DoD requirements for the handling of sensitive material.
(3) Be physically able to stand for prolonged periods and lift up to 70 pounds.
e. Postal personnel will have, at a minimum, a favorable background check completed
before appointment as part of the hiring process. Postal personnel opening registered official
mail, certified mail, first class mail, or small parcel shipments in the United States will have an
interim or fully adjudicated SECRET clearance. Postal personnel opening registered official
mail outside the United States, will have an interim or fully adjudicated SECRET clearance.
Once the item is identified as SECRET, postal personnel will handle the item in accordance with
Volume 3 of DoD Manual 5200.01. At no time are foreign nationals authorized to accept,
handle, deliver, or supervise operations for DoD registered official mail.
f. MPS facilities providing USPS retail services must have a custodian of postal effects and
postal finance officer appointed. Personnel assigned as custodian of postal effects must be in the
grade of E-5 or GS-7 or above, and personnel assigned as postal finance officer must be in the
grade of E-6 or GS-9 or above.
g. Only personnel in the grade of E-6 or GS-9 or above will be appointed as official mail
managers (OMMs). The OMM function is an IGF and cannot be contracted out. OMMs manage
official mail operations including:
(1) Compliance with the PES in the United States.
(2) Inspections, acquisition, use, and disposition of supplies.
(3) Budgeting and expenditure oversight of appropriated funds.
(4) Property management.
3.3. MPS CONTRACTING.
a. Combatant Command or Military Department postal personnel must review contracts
containing requirements for the provision of postal services in coordination with the contracting
officer before contract award. Contracting for the performance of services in support of mail
center operations is authorized in accordance with Subpart 7.5 of Title 48, Code of Federal
Regulations; Section 2461(a) of Title 10, U.S.C.; USPS Publication 542; and Office of
Management and Budget Circular No. A-76.
b. Mail transportation contracts will contain provisions for scanning barcodes, to the
maximum extent practicable, on all segments and uploading of the data into AMPS and USPS
systems.
DoDI 4525.09, July 10, 2018
Change 2, May 24, 2022
SECTION 3: MPS 11
c. IGFs must be performed by government personnel in accordance with DoD Instruction
3020.41 and DoD Instruction 1100.22, and include:
(1) Positions that establish policy and procedures for the MPS or the performance of
contract administration in support of the MPS.
(2) Positions obligating the expenditure of government funds by signing dispatch forms
or with meter remittances for official postage; acquiring or disposing of postal equipment;
establishing and supervising the expenditure of appropriated funds for the payment of postage
fees and mailing practices; and ensuring compliance with the PES.
(3) Positions that have responsibility for all facets of operations within the MPS that are
responsible for verifying and approving the payment of claims.
d. An on-site government employee must oversee operations at MPS facilities at which the
Component has contracted out for postal services.
e. Contracting out for official mail positions other than the OMM is authorized; however if
the position requires access to items that could contain classified materials, the contractor
employee must be a U.S. citizen and possess an interim or adjudicated SECRET clearance.
f. Contracted positions in the MPS which are responsible for finance, supplies, or equipment
must be bonded with liability for loss or damage and subject to immediate restitution to the
government.
g. Independent audit and inspection teams must inspect contracted operations at MPS
facilities to prevent conflicts of interest with the contractor inspecting its own operations.
3.4. FACILITY PLANNING AND REQUIREMENTS.
a. MPS facility planning must meet minimum requirements contained in military standard-
3007B and MPSA procedures. A DoD postal subject matter expert must review the DoD
Component’s plans before finalizing facility layouts and obligating funds. Plans must meet
postal requirements for efficient processing, security controls, and force protection directives.
b. The following MPS facility plans will be included with local installation plans and
training conducted with all personnel and exercised on a regular basis to ensure facility plans are
valid.
(1) Continuity of operations plan.
(2) Facility and equipment upgrade plan.
c. MPS postal activities must have the capability to process postal items within one workday
of receipt.
DoDI 4525.09, July 10, 2018
Change 2, May 24, 2022
SECTION 3: MPS 12
d. In accordance with MPSA and USPS procedures, minimum requirements for MPS
facilities include:
(1) Protect mail and postal effects.
(2) Meet the global trade compliance requirements and perform product tracking,
scanning, and reporting in AMPS.
(3) Provide directory or forwarding service for undeliverable mail. Dispose of
undeliverable correspondence.
(4) Receive and dispatch postal items at least 5 days a week for MPOs and OMCs and 7
days a week for MMTs, unless prevented by the operational environment.
(5) Have internet capability and open architecture to optimize available technologies that
increase service. Includes MPOs operating over 90 days and excludes MPOs on ships.
3.5. SECURITY.
a. Postal items, vehicles, and facilities will be secured in accordance with MPSA procedures,
USPS Domestic Mail Manual, Military Standard-3007B, USPS Postal Operations Manual,
Volume 3 of DoD Manual 5200.01, and Part 102-192, Chapter 102, Subchapter G of Federal
Management Regulation.
b. In the event postal items are opened (e.g., first-class mail, registered mail) and the interior
markings identify the inner package as containing classified material, the item will subsequently
be handled, stored, and transported in accordance with Volume 3 of DoD Manual 5200.01.
c. Registered official mail overseas will be secured and segregated from other mail. If stored
in an open storage area overseas, a monitored intrusion detection system or 24-hour on-site guard
must be used.
d. Postal personnel will protect postal items from loss, theft, tampering, damage, willful
delay, and compromise. Postal security and accountability must be provided at all times to
prevent theft, damage, and the introduction of contraband and prohibited materials.
e. Postal personnel will visually screen postal items for security issues and the appropriate
packaging documentation for the respective location.
3.6. PATRONS, AUTHORIZATIONS, AND LIMITATIONS.
a. Patrons entering an MPS facility to obtain services, whether in uniform or not, must show
a DoD ID card, Common Access Card, or a U.S. Government Agency ID Card. Contractors
with MPS privileges, including contractors authorized to accompany the force (CAAF), must
present a copy of their contract or Synchronized Predeployment Operational Tracker- Enterprise
Suite generated letter of authorization (LOA) to the servicing MPS facility.
DoDI 4525.09, July 10, 2018
Change 2, May 24, 2022
SECTION 3: MPS 13
b. The following are prohibited within the MPS:
(1) Operating a business or conducting activities associated with running a business (e.g.,
eBay store with MPO address; mail order businesses; shipping supplies, equipment, or
merchandise for a physical or home-based store).
(2) Sending or receiving items for sale, resale, distribution, or re-distribution.
(3) Sending household goods associated with temporary or permanent duty relocation via
IDS or official mail program. Shipments via the MPS must be coordinated with the
Component’s transportation office before MPS acceptance.
(4) Duplicating delivery service. When an MPO is located near a diplomatic post office,
patrons assigned to an embassy or consulate may only use their assigned diplomatic post office.
c. Patrons assume all liability for lost or damaged correspondence.
d. Military exchanges and commissaries may send postal items from an MPO for direct-to-
individual customer merchandise shipments. Military exchanges and commissaries may enter
into agreements with the Military Services to identify roles, responsibilities, and cost
reimbursement procedures to support postal operations.
e. Non-disciplinary actions resulting in a total loss of MPS privileges to authorized patrons
will be coordinated through the chain of command and MPSA to the USD(A&S).
(1) When practical, MPS patrons will be given 90-days advance notice for withdrawal of
service except for abuse of privileges, when withdrawn by the host-nation government, or
because of other conditions beyond the control of DoD.
(2) Limitations on service to authorized patrons may be made by the Combatant
Command, the Services, or the installation commander after review of the impact of continued
service on facilities and manpower. Coordination with the affected organizations and
individuals, through the chain of command and MPSA, will occur before implementing
limitations.
3.7. VIOLATIONS.
a. Misuse or violations of postal policy and procedures by Service members may be subject
to Chapter 47 of Title 10, U.S.C., also known and referred to in this issuance as the “Uniform
Code of Military Justice,” and appropriate civil prosecution procedures for civilian employees.
b. In addition to any action that might be taken in accordance with the Uniform Code of
Military Justice or Federal law, the following penalties may be proposed for misuse of the MPS
or for misconduct by non-postal personnel:
DoDI 4525.09, July 10, 2018
Change 2, May 24, 2022
SECTION 3: MPS 14
(1) Authorized patrons will not have their ability to send or receive personal letter mail
or correspondence revoked for any reason. However, conditional patrons will lose all privileges
when revoked.
(2) Postal personnel must notify the designated commander and the senior postal
representative of any offenses committed, who in turn will notify the Military Services
responsible for the MPO of the offense committed and actions taken.
c. Penalties for postal personnel will be imposed for misuse of, or misconduct associated
with, the MPS. DoD civilians and contractors may be prosecuted and removed from the foreign
country.
3.8. FIREARMS, AMMUNITION, AND EXPLOSIVES.
a. Government-owned weapons should be shipped through logistics channels. However,
when mailed, the installation transportation officer must certify in writing that the logistics
system is unable to transport the weapons. Mailing must be in accordance with the USPS
Domestic Mail Manual (USPS Postal Operations Manual, Title 31, U.S.C.) and Defense
Transportation Regulation 4500.9-R, and must not violate any host nation restrictions.
b. The shipment of government-owned firearms is prohibited through foreign postal systems.
c. Contractors may not ship company-owned weapons through the MPS.
d. Privately owned weapons are only mailable through the MPS in accordance with the
USPS Domestic Mail Manual, USPS Postal Operations Manual, USPS Publication 52, and host-
nation law (unless host-nation law does not apply due to an international agreement). The MPS
will not be used when shipment of firearms is authorized as part of household goods movement.
e. Ammunition, explosives, any replica or inert explosive devices, and military training
devices originally designed for combat use are prohibited in the MPS in accordance with the
USPS Domestic Mail Manual and International Mail Manual.
3.9. PROCEDURES AND RESTRICTIONS.
a. Country-specific mail restrictions are documented in the USPS Domestic Mail Manual,
USPS Postal Operations Manual, USPS International Mail Manual, USPS Publication 52,
AMPS, and host country agreements.
b. Non-mailable items removed from the mail will be handled in accordance with MPSA
procedures.
c. Mail containing personally identifiable information must be sent through USPS mail to
meet the Domestic Mail Manual requirements.
DoDI 4525.09, July 10, 2018
Change 2, May 24, 2022
SECTION 3: MPS 15
d. Mail with classified contents must meet the requirements in Volume 3 of DoD Manual
5200.01.
e. Only doctors or pharmacies may send prescription medications or other controlled
substances through the MPS in accordance with the USPS Domestic Mail Manual, USPS Postal
Operations Manual, USPS International Mail Manual, and Publication 52. Synthetic drugs that
stimulate the central nervous system are non-mailable.
f. Medical specimens and forensic and urinalysis samples may be sent through the MPS
using official postage in accordance with MPSA procedures, USPS Domestic Mail Manual,
USPS Postal Operations Manual, and USPS Publication 52.
g. Non-cremated human remains must be transported through mortuary affairs channels, not
through MPS. Cremated remains of DoD civilians, employees, dependents, and retirees in an
area outside the United States may be sent through the MPS, subject to host-nation laws, in a
sealed container using Priority Mail Express Military Service. All remains, cremated or non-
cremated, of Service members who were on active duty must be transported in accordance with
DoDD 1300.22. Personal effects of deceased service members may be sent through the MPS by
the member's military unit or mortuary affairs section.
h. Mailers will consider the maxiumum insurance value of $50,000 when sending high-value
items via registered mail.
i. An 0-6 or civilian equivalent must approve requests for mail covers and notify MPSA.
j. The MPS operates in international locations and may conduct search and seizure
procedures in accordance with applicable host nation and DoD requirements to mitigate issues
with illegal items that are prohibited by Federal law to be sent through the MPS.
(1) Searches (without opening of a postal item) are permitted in accordance with visual
exterior screening, x-raying, use of military working dogs, and chemical or biological sensors to
comply with host nation requirements.
(2) Inspections (opening the postal item and looking at interior contents) require a search
warrant issued by a Federal court or a search authorization issued by an individual authorized by
Supplement to Manual for Courts-Martial United States Military Rule of Evidence 315(d) where
probable cause has been established. Search warrants issued and authorized for inspecting postal
items within the MPS are outside the jurisdiction of the State courts.
(3) Seizures (confiscating postal items or contents) require written authorizations by
either of the authorities in Paragraph 3.9.j.(2) for each item being seized.
(4) Mail covers require the written authorization by the commander in the grade of O-6
or above, in the chain of command at the installation where the investigation is taking place.
Mail covers are issued as part of the investigative process and are in force for a limited duration.
DoDI 4525.09, July 10, 2018
Change 2, May 24, 2022
SECTION 3: MPS 16
3.10. ADDRESSING.
a. DoD addresses will be in accordance with USPS Publication 28.
b. A change of address request takes precedence over a customs form for redirecting mail.
Mail will not be redirected to another patron using customs forms.
3.11. RETAIL.
a. Retail operations, including selling stamps and money orders, will be in accordance with
MPSA procedures, USPS Domestic Mail Manual, USPS Postal Operations Manual, USPS F101
Handbook, and USPS Postal Bulletin.
b. DoD will not reimburse claims for mail insured by USPS since they collect insurance fees
at time of mailing. Insurance claims will be adjudicated and paid by USPS.
c. Personnel assigned the responsibility of managing finance or retail operations will
perform audits in accordance with USPS F101 Handbook and DoD procedures. Official mail
will be audited using DoD audit procedures.
3.12. FREE MAIL.
a. Free mail privileges are permitted for active duty Service members who are deployed for a
contingency operation as determined by the Secretary of Defense and deployed civilian
employees of the DoD supporting those military operations; or are hospitalized as a result of
disease or injury incurred as a result of service in the deployed contingency operation.
b. Requests to establish free mail areas must include:
(1) Recommended location for free mail designation and justification.
(2) Estimated number of personnel to be served, to include the number of members of
the Military Services and DoD civilians, as well as hospitalized Service members as defined by
Section 101 of Title 10, U.S.C.
(3) Estimated date when an MPO will be established.
(4) Estimated date of the availability of USPS stamps and envelopes in the free mail
area.
3.13. TRANSPORTATION.
a. USPS contracts with commercial carriers to transport DoD postal items. MPSA
coordinates with military carriers when commercial carriers are unavailable.
b. Correspondence will be dispatched separately as deferred air or surface transportation.
DoDI 4525.09, July 10, 2018
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SECTION 3: MPS 17
c. Drop shipments are not authorized at postal facilities.
d. Privately owned vehicles are not authorized to transport mail.
DoDI 4525.09, July 10, 2018
Change 2, May 24, 2022
GLOSSARY 18
GLOSSARY
G.1. ACRONYMS.
AMPS Automated Military Postal System
CAAF
contractors authorized to accompany the force
CCDR Combatant Commander
DoDD DoD directive
GSA General Services Administration
IDS
intra- and inter-theater delivery service
IGF inherently governmental function
LOA letter of authorization
MMT
military mail terminal
MPO
military post office
MPS
Military Postal Service
MPSA Military Postal Service Agency
OMC
official mail center
OMM official mail manager
PES private express statutes
U.S.C.
United States Code
USD(A&S)
Under Secretary of Defense for Acquisition and Sustainment
USPS United States Postal Service
ZIP
zone improvement plan
DoDI 4525.09, July 10, 2018
Change 2, May 24, 2022
GLOSSARY 19
G.2. DEFINITIONS. Unless otherwise noted, these terms and their definitions are for the
purpose of this issuance.
AMPS. A web-enabled management system that integrates and optimizes business processes
across the USPS and the DoD.
CAAF. Contractor personnel and all tiers of subcontractor employees who are authorized to
accompany the force in applicable operations outside of the United States and have been
afforded CAAF status through the issuance of a LOA. CAAF generally include all U.S. citizen
and third country national employees not normally residing within the operational area whose
area of performance is in the direct vicinity of U.S. forces and who routinely are co-located with
U.S. forces (especially in non-permissive environments). Personnel co-located with U.S. forces
will be afforded CAAF status through an LOA. In some cases, CCDR subordinate commanders
may designate mission-essential host nation or local national contractor employees (e.g.,
interpreters) as CAAF.
container. A receptacle used to hold postal items while in transit.
contingency operation. Defined in Section 101(a)(13) of Title 10, U.S.C.
correspondence. Items that may be personal or official including interoffice correspondence,
does not have postage or special services applied nor postage paid for by a patron. It would be
mail if U.S. postage were applied and has the same protections as postage paid mail. Interoffice
correspondence transportation must comply with PES requirements within the United States.
custodian of postal effects. Military Service members, DoD civilian employees, or contractors
accountable for administration of the postal effects entrusted to them by USPS. The USPS term
is Unit Reserve Stock Custodians.
dispatch. Postal items moved to the next location until final disposition.
drop shipments. Shipment of 20 or more items presented for acceptance by a mailer within 24
hours.
facility and equipment upgrade plan. The plan identifies and allocates resources for the
improvements as part of the Planning, Programming, Budgeting, and Execution system.
facility continuity of operations plan. This plan assumes the facility is inoperable for a period
of time due to a natural disaster or man-made event and designates alternate locations to ensure
continued postal support.
first-class mail. Mail weighing up to 13 ounces.
free mail. A Secretary of Defense-approved privilege for first-class mail sent from a
contingency operation that must enter USPS control in accordance with Section 3401 of Title 39,
U.S.C. It is postage free to the authorized patron, and DoD pays for postage and transportation
costs.
DoDI 4525.09, July 10, 2018
Change 2, May 24, 2022
GLOSSARY 20
IDS. As a subset of the MPS, IDS is a postage free delivery service for DoD patron’s
correspondence that is established between MPOs outside of the U.S. and USPS control.
IGFs. Defined in the Office of Federal Procurement Policy Letter 11-01.
international mail. Mail that originates in one country and arrives in another country. Mail to
and from MPOs is considered domestic mail, not international mail, unless the mailing or
delivery address contains the name of a foreign city and country.
LOA. A document issued by a contracting officer or designee that authorizes contractor
personnel to accompany the force to travel to, from, and within an operational area, and outlines
U.S. Government authorized support authorizations within the operational area, as agreed to
under the terms and conditions of the contract. For more information see Subpart 225.3 of Title
48, Code of Federal Regulation.
mail. Correspondence that has postage applied and paid for by a USPS mailer, authorized DoD
patron, or by the Military Services for free mail.
mail cover. The process by which a non-consensual record of information is made of data
appearing on the outside cover of sealed or unsealed class of mail matter, or by which a record is
made of the contents of any unsealed class of mail matter as allowed by law, to obtain
information to protect national security; locate a fugitive; obtain evidence of commission of a
crime; obtain evidence of a violation or attempted violation of a postal statute; or assist in the
identification of property or proceeds or assets forfeitable in accordance with law.
mail room. A designated, secure location where postal items are received, sorted, and
distributed. Mail rooms do not offer retail services.
MMT. A postal facility also known as mail control activity, fleet mail center, and aerial mail
terminal. MMTs sort incoming and outgoing postal and distribute and resolve issues on
commercial and military modes of transportation.
MPO. Postal facilities categorized as either Army of Air Force Post Offices or Fleet Post
Offices. MPOs provide USPS retail services to authorized DoD patrons and process postal
items.
MPS. The DoD postal organizations, personnel, and facilities used to process, transport, and
distribute postal items for authorized patrons. The MPS provides service to mail room locations,
operates MPOs and MMTs primarily overseas and OMCs worldwide.
MPSA. A jointly staffed agency providing strategic direction, technical and procedural
guidance, coordination, and assistance for the MPS to promote compliance with U.S. law and
USPS, GSA, and DoD issuances. MPSA is the single DoD point of contact with the USPS.
official correspondence. DoD business items without postage applied.
official mail. DoD business mail with postage and fees paid by appropriated funds.
DoDI 4525.09, July 10, 2018
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GLOSSARY 21
OMC. MPS facility where DoD business mail and correspondence, and occasionally personal
mail, is received, sorted, and distributed. OMCs process and apply postage to official
correspondence and process personal and official mail.
OMM. A formally trained and appointed OMM who serves as the official mail program
manager for either DoD, a DoD Component, an installation, or multiple installations with
oversight and responsibility for postal support to a postage application site(s). This individual
advises on all official mail matters.
official mail program. A program to manage the organizations, personnel, and facilities used to
process and distribute official postal items for DoD authorized patrons. Official mail is
transported through the USPS and MPS systems.
patrons. Individuals authorized to use MPSA postal services and mail program within and
outside the United States, consistent with international agreements; laws; and Federal, USPS,
GSA, and DoD regulations.
personal mail. Personal correspondence that has postage applied and paid for by the USPS
mailer, authorized DoD patron, or DoD-paid postage for free mail.
PES. Civil and criminal Federal laws that restrict carriage of letters over post roads (streets) to
USPS. Exceptions allow government agencies to carry their mail with their employees or pay
for the carriage by an outside entity by paying 6 times the normal USPS postage rate.
postal. Personal and official mail and correspondence.
postal facility. MPS location that handles personal and official mail and correspondence.
postal finance officer. Postal personnel, trained and designated in writing, responsible for
managing postal finance and retail services at MPOs. A postal finance officer is permitted to
oversee one or more postal activities.
postal items. Includes official mail, personal mail, and correspondence.
postal offense. Report on acts that violate laws, agreements, USPS and DoD regulations, or
jeopardize the security of mail and other USPS property.
postal personnel. Personnel assigned and trained to provide MPS support to authorized patrons.
postal support. Includes all functions performed by DoD personnel and organizations or on
behalf of DoD from acceptance through delivery of personal and official mail and
correspondence for DoD patrons. Postal support includes administrative, management, training,
and quality assurance functions.
Priority Mail Express Military Service. A USPS trademarked mail class offered by MPOs that
provides expedited delivery service for authorized items meeting size and weight restrictions.
DoDI 4525.09, July 10, 2018
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GLOSSARY 22
registered mail. USPS’ most secure service that provides a chain of receipts to monitor mail
movement from the point of acceptance to delivery.
Synchronized Predeployment Operational Tracker - Enterprise Suite. A common database
for Federal agencies to track contracts and contractors for contingency, humanitarian, and
peacekeeping missions pursuant to the requirements in Section 862 of Public Law 110-181.
DoDI 4525.09, July 10, 2018
Change 2, May 24, 2022
REFERENCES 23
REFERENCES
Code of Federal Regulations, Title 48
Defense Transportation Regulations 4500.9-R, current edition
1
DoD Directive 1300.22, “Mortuary Affairs Policy,” October 30, 2015, as amended
DoD Directive 5101.11E, “DoD Executive Agent for the Military Postal Service and Official
Mail Program,” March 18, 2021
DoD Directive 5135.02, “Under Secretary of Defense For Acquisition And Sustainment
(USD(A&S)),” July 15, 2020
DoD Instruction 1100.22, “Policy and Procedures for Determining Workforce Mix,”
April 12, 2010, as amended
DoD Instruction 3020.41, “Operational Contract Support (OCS),” December 20, 2011, as
amended
DoD Manual 5200.01, Volume 3, “DoD Information Security Program: Protection of Classified
Information,” February 24, 2012, as amended
DoD Manual 8910.01, Volume 1, “DoD Information Collections Manual: Procedures for DoD
Internal Information Collections,” June 30, 2014, as amended
Federal Management Regulation, Chapter 102, Subchapter G, Part 102-192, current edition
Military Standard MIL-STD-3007B, “Standard Practice for Unified Facilities Criteria and
Unified Facilities Guide Specifications,” April 1, 2002
Office of Federal Procurement Policy Letter 11-01 “Performance of Inherently Governmental
and Critical Functions,” September 12, 2011
Office of Management and Budget Circular No A-76, “Performance of Commercial Activities,”
May 29, 2003
Public Law 110-181, Section 862, “Contractors Performing Private Security Functions in Areas
of Combat Operations,” January 28, 2008
Supplement to Manual for Courts-Martial United States Military Rules of Evidence, current
edition
2
United States Code, Title 10
United States Code, Title 18
United States Code, Title 31
United States Code, Title 39
United States Postal Service Handbook F101, “Field Accounting Procedures,” current edition
United States Postal Service Manual, “Domestic Mail Manual,” October 1, 2012, as amended
United States Postal Service Manual, “International Mail Manual,” September 4, 2012, as
amended
United States Postal Service Manual, “Postal Operations Manual,” current edition
United States Postal Service “Postal Bulletin,” current edition
1
Located at https://www.ustranscom.mil/dtr/
2
Available at https://jsc.defense.gov.
DoDI 4525.09, July 10, 2018
Change 2, May 24, 2022
REFERENCES 24
United States Postal Service Publication 28, “Postal Addressing Standards,” July 2008
United States Postal Service Publication 38, “Postal Agreement between the United States Postal
Service and the Department of Defense,” February 1980
United States Postal Service Publication 52, “Hazardous, Restricted, and Perishable Mail,”
May 2012, as amended
United States Postal Service Publication 542, “Understanding the Private Express Statutes,”
June 1998
