POSTAL OFFICER DAILY CHECKLIST Week of: (Place Yes/No or N/A in the blocks below)

INCOMING/OUTGOING MAIL DISPATCH Mon Tue Wed Thurs Fri Sat Sun

Is incoming mail picked up from local post office daily?

Is mail collected from mail boxes daily IAW with SOP and postmarked upon receipt?
Is all mail (including directory) dispatched daily?
Is all divisional mail retained in the post office overnight postmarked with the
All Purpose Date Stamp Oldest date on mail:______

MAIL ORDERLIES
Are designated mail orderlies picking up mail daily and signing the Mail Call Sheet
with the current date. (Check the mail call sheets and compare with the divisional
mail log for each division to ensure unauthorized mail orderlies are not signing for the
mail). List divisions in blocks who did not pick up mail before Close of Business
(COB): Mail not picked up after COB will be annotated on Eight O Clock
Reports.

DIRECTORY MAIL SERVICE

Does personal accountable mail have second and final notice stamped on front of mail:
a. First notice is written up upon receipt of personal accountable mail on PS form
3849 Delivery Notice/Reminder/Receipt.
b. Second/Final notice is written up after five working days on hand. Contact
LCPO after second/final notice.
Is all directory mail properly processed within 24 hours? Date directory mail last
processed and dispatch._________________
a. Are barcodes crossed out on front of envelopes
b. Is a diagonal line drawn through the old address or label covering address
leaving name visible.
c. Is directory mail stamp on back with date received/forwarded and PPOs
initials? If Navy directory computer program is being used, does the directory
label have the clerks initials and date on it? (If ADM is used, clerk doesnt
have their initials entered into the directory program)
Is PS Form 3579 Notice of Undeliverable Periodicals processed correctly for
magazines and newspapers on the first copy received after an individual transfers: For
steps A thru F if no magazines/newspapers were processed put N/A in the blocks

AFLOAT NAVY POST OFFICE DAILY/WEEKLY CHECKLIST 1

POSTAL OFFICER DAILY CHECKLIST Week of: (Place Yes/No or N/A in the blocks below)
DIRECTORY MAIL SERVICE (CONT) Mon Tue Wed Thurs Fri Sat Sun

a. Was PS Form 3579 prepared correctly listing the forwarding address? Look in
your directory files for the individuals forwarding address on OPNAV Form
5110/5 (Notice of Change of Address) or Computerized Directory Program. Is
the individuals directory card annotated in Space for Postal Clerk the date PS
Form 3579 was forwarded.(Example: PS Form 3579 sent to Jet magazine on
6 OCT 08 and have clerks initials?
b. Did the PPO affix PS Form 3579 near the old address or address label.
c. Did the PPO cut out the PS Form 3579 and that portion of the publication,
wrapper, or envelope containing the old address. Check applicable boxes as
needed
d. Did the PPO place PS Form 3579 in EP1865D envelope? Annotate the
commands return address in upper left-hand corner of the envelope, compute
the postage due per notice enclosed. More than one PS Form 3579 may be
mailed to the same publisher in one envelope?
e. Did the PPO fill in magazine or newspaper forwarding address on the front of
EP1865D envelope, the address can be found within the first five pages or last
five pages in back of magazine/newspaper. The computerized directory
program has most of the addresses for magazines/newspapers, if not it has an
option to add the address.
f. Prepare PS Form 3579 again after the 60-day forwarding period has expired if
you continue to receive the magazine.
g. Inspect trash and burn bags to check if mail is being wrongfully discarded.
Inspect empty equipment for unprocessed directory mail.
h. Is the appearance of the post office neat and maintained in an orderly manner?
Is directory mail properly endorsed?
a. Did the PPO Stamp- Advise Your Correspondent or Publisher of Your Correct
Mailing Address, and, Change of Address Due to Official Orders on all
magazines.
b. Return to Sender- only use this stamp when no forwarding address is known,
Forwarding Time Expired, Attempted Not Known

AFLOAT NAVY POST OFFICE DAILY/WEEKLY CHECKLIST 2

POSTAL OFFICER DAILY CHECKLIST Week of: (Place Yes/No or N/A in the blocks below)
REGISTERED MAIL BALANCE SHEET Mon Tue Wed Thurs Fri Sat Sun

Is Registered Mail Balance Sheets DD Form 2261properly completed daily?

a. Are the period covered dates correct (example, From: 08 OCT 01 0800 To: 08
OCT 01 1500.

b. Are No Business conducted between dates recorded in the remarks section of

DD Form 2261? Use only when no registered mail is received, on hand or
dispatched
c. Is personal registered mail delivered on PS Form 3849 number annotated in
Section C Inventory By Number of Each Item Delivered on PS Form 3849
on DD Form 2261
d. Is registered mail retained in the post office overnight annotated in Part IV on
the reverse side of DD Form 2261 and a diagonal line drawn at the end of the
last number and annotate with No Further Entries or NFE?
Is registered mail delivered/dispatched daily?
a. APDS dates on mail retained:______________________
b. Next available dispatch date:______________________
Is registered mail retained on hand overnight properly secured? Locked in safe or
registry cage.
Are incoming/outgoing manifest used for receiving and dispatching registered mail
attached to DD Form 2261?
a. PS Form 3854/3854-A used to dispatch registered mail while inport to local
post office and Outside/Inside Bills for dispatching outgoing mail.
b. PS Form 3877- received from ADMIN or embarked units for outgoing
registered mail
c. OPNAV 5110/9-used as incoming/outgoing manifest while deployed or
extended underway periods.
d. PS Form 3849- used to deliver personal registered mail.
e. PS Form 3883/3883-A used to deliver Official registered mail to
ADMIN/embark units.
f. PS Form 3806 used for personal registered mail received over the finance
window.

AFLOAT NAVY POST OFFICE DAILY/WEEKLY CHECKLIST 3

 POSTAL OFFICER WEEKLY CHECKLIST (Place Yes/No or N/A in the blocks below)

MAIL DELIVERY/DIRECTORY SERVICE Fri

a. Has each division picked up mail at the last mail call and is mail given only to authorized mail orderlies?
100% verification of mail orderly requirements (Documentation).

b. Inspect 25% of Commands alpha roster against the directory cards currently on hand. Check 100% of
personnel that have transferred the previous week.

c. Are updated copies of Prospective Gains/Losses, Muster reports and Alpha rosters on hand or readily
available? Printouts can be accessed through R-admin.

d. Is incoming personal accountable mail delivered and documented on PS Form 3849 and Official accountable
mail delivered on PS Form 3883? Is all accountable mail entered into PTS via AMPS (Arrived and Delivered)?
SECURITY

a. Is the Post Office free of unauthorized PERSONAL gear?

b. Are safe combinations changed at least annually or when a change of custodian occurs?

c. Is key log used for transfer of keys between PPO and APPO?
GENERAL

a. Are adequate postal forms and supplies on hand to maintain operations inport IAW Postal Pack-Up Kit (P-
PUK) instruction? Forms can be requested from PFO as needed or downloaded via USPS Website. A (P-PUK)
will be provided by your serving PFO before deploying.

b. Have discrepancies noted on the last weekly inspection been corrected?

c.Was Mail Routing Instruction (MRI) submitted? Date of last MRI____________

AFLOAT NAVY POST OFFICE DAILY/WEEKLY CHECKLIST 4

 POSTAL OFFICER WEEKLY CHECKLIST (Place Yes/No or N/A in the blocks below)

INFREQUENT TASKS Fri

a. Check duplicate keys/safe combinations/AMPS password sealed in separate PS Form 3977 monthly.
Last Date verified:____________

b. Update COPE profile via AMPS quarterly and after change of COPE. Last Date dated:________________

c. Update Continuous Monitoring Program (CMP) profile. Last Date updated:________________

d. Update PS Form 1590 (Equipment and Supplies Receipt) as needed and or upon receipt and return of
Postage Meter. (Annual verification required) Last updated in AMPS:_____________

e. Are balloting materials placed on top of letter bundles or in front of trays when dispatched?
(Situational/as needed)

f. Are postal offenses updated every 30 days until closed? (when applicable)
FINANCE (When applicable)

a. Have weekly deposits been verified and submitted, with supporting documentations attached: Online
1412,Daily Meter Printout, PS Form 3533 if applicable. AIC 752 for cash remitted/AIC 680 for electronic fund
transfer (EFT). (Navy Cash submit to USPS via Chase Manhattan Bank and non -Navy Cash by check to Bank
of America, or J.P. Morgan Chase).
b. Are APO/FPO changes from the postal bulletin posted at the finance window?
`Remarks:
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________

Postal Officers Signature: Date of Inspection:

AFLOAT NAVY POST OFFICE DAILY/WEEKLY CHECKLIST 5

 POSTAL OFFICER WEEKLY CHECKLIST (Place Yes/No or N/A in the blocks below)
Supply Officers Signature:
CO/XO Signature:

AFLOAT NAVY POST OFFICE DAILY/WEEKLY CHECKLIST 6