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Introduction

This guide is provided to assist the Members and staff of the U.S. House of Representatives with a handy reference to mail services. The guide provides basic information which will enable the user to promptly make decisions on how best to enter the mail system and ensure timely pickup and delivery. The House Postal Operation is dedicated to providing the user with the most timely and cost effective shipping and mailing services available. The postal operation is here to assist you with your office mailing requirements prior to entry into the U.S. Postal Service.

The personnel of the House Postal Operation strive to provide the best, most rapid and efficient mail service possible. Adherence to the information provided in this Mail Services Guide will speed delivery of your mail and help us to serve you better.

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Hours of Operation

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Key Personnel j2

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Pickup & Delivery Schedule & Notes about Mail Delivery

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NOTES about Mail Delivery j4

1. Inside mail picked up on the 2:30 PM mail run (Monday - Friday) will be delivered on the following day's 7:30 AM mail run. Inside mail picked up on the 10:30 AM mail run (Saturday) will be delivered on the Monday 7:30 AM mail run.

2. Open Letters and Dear Colleague Letters received NLT 7:15 AM, 9:45 AM and 1:45 PM will be distributed during the 7:30 AM, 10:30 AM, and 2:30 PM mail runs respectively. Letters received from the House Leadership offices and those letters marked as pertaining to Floor Action That Day or Member's Attention That Day, when received up until the time of delivery, will be distributed on that delivery.

3. Dear Colleague Letters marked Floor Action That Day or Member's Attention That Day received after 2:00 PM will be delivered on the 5:00 PM and 7:00 PM mail runs. All other Dear Colleague and Open Letters not meeting the criteria above will be delivered on the next scheduled delivery.

4. GPO furnished publications including Congressional Records, Legislative Calendars, and Federal registers will receive priority attention in order to preclude any delays. The scheduled delivery of mail may be delayed up to fifteen minutes to accommodate GPO furnished publications.

5. Dear Colleague Letters may be dropped off at Room B225, Longworth during the hours of 8:00 AM - 10:00 PM (Monday - Friday). Dear Colleague Letters dropped off between the hours of 10:00 PM - 8:00 AM may be placed in a container located across from B-225 Longworth. Dear Colleague Letters ready for delivery on Saturday, may be brought directly to the House Mail Operations facility, Ford Building, Room B40. The postal operation will also provide pick up of Dear Colleague Letters on Saturday between the hours of 9:00 AM - 12:00 noon. Call extensions 3-1804 or 3-1805 for assistance.

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Priority Mail

• Cost of a standard letter is $3.00.
• All first class mail exceeding 11 oz and not over 70 lbs.
• No minimum weight limitations.
• A flat rate $3.00 charge for pieces weighing 2 lbs or less.
• Average delivery time is 2 to 3 days.

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First Class Mail

• House outgoing first class mail is scanned in order to qualify for the Automatic Basic rate at $0.261 (under 1 oz.) or is forwarded at the $0.32 rate depending on address readability. [address readability]
• A complete CAPITALIZED, TYPE WRITTEN, BLOCK printed (no letters overlapping) address, excluding punctuation, is necessary to qualify for the non-presorted discounted rated as optical scanning is required.
• Delivery of first class mail averages 3 to 5 days after the item enters the U.S. Postal Service.

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Standard Mail (A) Regular Letter Size

• Minimum quantity of 200 or more identical pieces required to qualify
• Maximum weight per piece is 16 oz.
• No advertising of services or products permitted

Non-automated presort basic rate is $0.256.

Automated rate for basic presort is $0.183;

3-digit presort rate is $0.157

and the 5-digit presort rate is $0.137 (SCF entry discount applies).

• Delivery averages 3 weeks after entry into the U.S. Postal Service.

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Standard Mail (B) Parcel Post / Bound Printed Matter

• Minimum weight 1 lb. and may not exceed 70 lbs.
• Rate determined by weight, zone, and point of mailing.
• Delivery averages 7 to 10 days after entry into the U.S. Postal Service.

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Postage Due & Address Correction

• A Trust Account is maintained with the U.S. Postal Service to ensure prompt receipt of postage due mail and address correction information. All mail pieces are recorded and then forwarded to the Member's office. Any cost associated with the mail is billed to the Member's individual account.
• Postage due mail will be clearly marked by the U.S. Postal Service to indicate the total deficiency of postage and fees.
• Address Correction service fee per notice issued for manual address corrections service is $0.50. The per notice issued for automated address correction is $0.20.

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Inside Mail

• Mail whose origin and destination is within the U.S. House of Representatives and Capitol complex.
• Inside mail envelopes (blue) GPO:1995 20-833 (mac) are preferred for the sending of inside mail. These envelopes allow for rapid recognition, increased sortation speed, and prevent accidental metering.
• Complete address (name, building and room number) must be used in order for the house Postal Operation to meet delivery time parameters.
• Print inside address clearly and legibly.

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Expedited Congressional Mail Pouches

• Expedited Congressional Mail Pouches reaching the House Postal Operations by 2:00 PM will generally be delivered by the U.S. Postal Service system to district offices the next day. Bags received after 2:00 PM may bet second day delivery.
• DDOP's will be picked up during regular mail runs and must be secured with a rope-tie and plastic security lock. An Air Contract Transaction (ACT) tag and a blue “Do not Open” tag must also be attached.
• Each piece of mail in the “Open and Distribute” service orange bags will be charged to the Member's mailing allowance at the first class postage rate (cannot qualify for postal discounts).

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Outgoing Mail

• All outgoing first class mail received by the House Postal Operation is processed and delivered to the U.S. Post Office the same day.

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Non-Mail Items

• Paper clips, staples, metal pieces, glass chips, sand, and hazardous materials.
• Any item, including the above, which may jam, damage the mail metering equipment, or cause serious injury to an operator.
• Envelopes smaller than 3 1/2” x 5”, and the approximate thickness of a post card, are classified as undersized and will be returned to sender.

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PopQuiz: .............Based on the section "Notes about Mail Delivery"

1. Mail picked up on the last mail run is delivered at what time? See Answer to 1.

2. How late can the mail room receive Open Letters, Dear Colleague Letters, or Floor Action Notices and
still get same day delivery? See Answer to 2.

3. Dear Colleague Letters may be dropped off at Room ________, ________HOB during the
hours of __________? See Answer to 3.

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Answer to 1:

Mail picked up on the last mail run is delivered in the next days' mail delivery at 7 AM.

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Answer to 2:

For same day delivery of Open Letters and Dear Colleague Letters,
the mail room must have the mail by 1:45 PM.

Mail marked Floor Action That Day or Member's Attention That Day,
when received up until the time of delivery, will be distributed on that delivery.

Dear Colleague Letters marked Floor Action That Day or Member's Attention That Day
received after 2:00 PM will be delivered on the 5:00 PM and 7:00 PM mail runs.

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Answer to 3.

Dear Colleague Letters may be dropped off at Room B-225 Longworth HOB
during the hours of 8:00 AM - 10:00 PM (Monday - Friday).

Dear Colleague Letters dropped off between the hours of 10:00 PM - 8:00 AM
may be placed in the mail drop container located across from B-225 Longworth.

Dear Colleague Letters may be brought directly to the House Mail Operations facility,
Ford Building, Room B40.

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