Preparing and Managing Correspondence - Fort Sill MWR

Section II
Envelope Size
5–3. Size
Do not use a letter-sized envelope that measures less than 3 1 ⁄2 by 5 inches or one that measures more than 6 1 ⁄8 inches
high by 11 1 ⁄2 inches long and 1 ⁄4 inch thick.
5–4. Selection of envelopes
a. Use the smallest available envelope that will fit the item. A close fit will provide the least chance for damage and
is more cost effective. Do not use large envelopes for correspondence of six pages or less unless contents warrant
otherwise, for example, certificates, officer evaluation reports (OERs), and other items that may not be folded.
b. Unclassified correspondence requires no envelope when sent within the same building or headquarters. The
address on the face of the correspondence is sufficient.
c. Table 5–1 provides specific guidelines for selecting the right envelope.
d. Select envelopes for classified material according to AR 380–5.
5–5. Envelopes to avoid
a. Avoid using envelopes larger than 9 by 12 inches unless absolutely required.
b. Do not use nonstandard envelopes that incur excess postage.
5–6. Messenger envelopes
a. Use U.S. Government Messenger Envelopes (OF 65–B or OF 65–C) for—
(1) Unclassified and FOUO correspondence between elements of an agency or headquarters located in different
buildings in the same general area.
(2) Unclassified and FOUO correspondence through official Army channels.
b. Write the complete address legibly. Hand print or type in the space on the envelope. Cross off the last address
and reuse the envelope until it is filled out or worn out.
Table 5–1
Selecting the right envelope
Item Size Type of mail Envelop size
8 1 ⁄2 x 11 Cannot exceed 1 ⁄4-inch thickness when folded. 4 1 ⁄8 x 9 1 ⁄2
8 1 ⁄2 x 11 Items that cannot be folded 8 1 ⁄2 x 11 1 ⁄2
Odd size
Odd size
Any size
Cannot be folded, for example, booklets,
pamphlets, or Certificates
Bulk—A number of items to the same address.
Unclassified (and FOUO) mail within an
agency or HQ in a different building or address
through official Army channels.
A size where there is no more than 1 ⁄2 inch on
any of the four sides.
A size to fit largest item.
OF 65–B/OF 65–C (U.S. Government Messenger
Envelope)
Section III
Addressing Mail
5–7. Delivery address
a. Correspondence. The address should have a uniform left margin and be legible. An effort should be made to limit
the number of lines to five. Uppercase/lowercase letters are acceptable on all lines of the address block. With the
exception of the hyphen in the ZIP+4 Code, punctuation can be omitted in the delivery address block. Street addresses
will be used for all locations having an assigned street address.
b. Address format. Use the format in figure 5–1 for addressing envelopes.
AR 25–50 • 3 June 2002
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