at offices not having city carrier service, the number of post-office boxes in use at their offices, after satisfying themselves that such information is not to be used in any improper or unlawful purpose. (See sec. 585; also sec. 988 as to rural carriers.) 4. Postmasters and others in the postal service shall not furnish lists of names of patrons receiving mail at their offices, and, except as provided in paragraph 8 of this section and in accordance with the provisions of section 1218, shall not give information as to the post-office addresses of former patrons. 5. Postmasters shall not compile but shall correct, free of charge, as frequently as requested, mailing lists used officially by Members of Congress and Federal departments and bureaus. 6. Postmasters shall correct, not more frequently than twice a year, at the request and expense of the owners, including return postage, mailing lists submitted by State departments, municipalities, religious, fraternal, and recognized charitable organizations, and mailing lists used by the concerns submitting them for correction for the solicitation of business in connection with sales work. 7. Except as provided in paragraph 5, a minimum charge of 25 cents, payable in advance by cash or money order, shall be made at all offices for the correction of any mailing list bearing less than 25 names, and for any list of 25 names or more a charge of 1 cent for each name submitted shall be made, plus the postage for the return of such list. At first and second class offices the amount received for mailing-list corrections shall be accounted for in the quarterly reports to the Comptroller under the heading "Miscellaneous Receipts." At third and fourth class offices, postmasters shall make no accounting of moneys so received, the proceeds received being payable to the postmaster or employee who performs the work. 8. Corrected lists shall be returned promptly to the owners. Corrections shall consist of crossing off the names of persons to whom mail can not be delivered or forwarded; the correction of incorrect street names; the correction of incorrect local street, rural, or post offie box numbers; the correction of initials where apparently there has been a bona fide intention to write a name known to the owner of the list; and the indication of the head of the family, if known, when two or more names are shown for the same address. The new addresses of persons who have removed to the delivery of other post offices shall be furnished when reliable permanent forwarding orders are on file. New names shall not be added to a list. 9. A postmaster or other postal employee summoned as a witness shall obey the summons and go into court, but shall refuse to testify in regard to mail matter, money orders, or postal savings accounts, at the same time exhibiting this regulation. He shall then testify if so directed by the court. 10. Copies of papers in the files of the department or records in post offices, or copies thereof, shall not be furnished on the application of individuals, except in the discretion of the department in cases where a suit has been commenced and is pending involving the substance of the paper, document, or record itself, and then only upon the proper subpoena duces tecum issued by a court of record. In no case shall copies be furnished of the official bonds of officers connected with the service, except in case of suits related to said bonds or the execution thereof, or criminal prosecutions thereunder. (See sec. 1371 as to registered matter.) (8) Postal Laws and Regulations § 702 (1940 ed.) 702. Postmasters and others in the postal service shall not give to unauthorized persons information concerning mail matter. They shall furnish such information to post-office inspectors and may furnish it also to the sender, the addressee, or the authorized representative of either, when satisfactory identification had been established and the request is limited to information proper for the applicant to receive. Postmasters may give to officers of the law, upon proper identification, to aid in the apprehension of fugitives from justice, information regarding the addresses, return cards, or postmarks on mail matter, but shall not withhold such mail from the addressees or delay its delivery. If the information so given to such officers relates to a violation of the postal laws, the postmaster shall report his action immediately to the inspector in charge of the division in which his office is located. See sec. 489, prohibiting the diclosure of names of box-holders: sec. 1404, of information concerning money orders; sec. 1624, of information relative to Postal Savings accounts; and sec. 2061, of information regarding mail passing through hands of railway postal clerks. See sec. 703, which prohibits access to mail matter in post offices by any persons except employees of the Postal Service; also sec. 2303, which requires information concerning postal law violations to be reported to the inspector in charge. 2. Postmasters shall acknowledge the receipt of letters of inquiry or request addressed to them in their official capacity, using the penalty envelope when postage is not furnished, and if the information requested is such that it would be improper or impracticable to give, the reason for declining to do so shall be stated. See sec. 1218, relative to furnishing receipts showing to whom, when, and where registered matter is delivered; sec. 442, as to prohibiting giving indorsements or testimoniais 3. Postmasters shall furnish, upon request, information as to the number of rural routes at their offices and the number of boxes served by each carrier; and, at offices not having city carrier service, the number of post-office boxes in use at their offices, after satisfying themselves that such information is not to be used for any improper or unlawful purpose. (See sec. 585; also sec. 988 as to rural carriers.) 4. Postmasters and others in the postal service shall not furnish lists of names of patrons receiving mail at their offices, and, except as provided in paragaph 8 of this section and in accordance with the provisions of section 1218, shall not give information as to the post-office addresses of former patrons. 5. Postmasters shall not compile but shall correct, free of charge, as frequently as requested, mailing lists used officially by Members of Congress and Federal departments and bureaus. 6. Mailing lists submitted by State departments, municipalities, religious, fraternal, and recognized charitable organizations, and mailing lists used by the concerns submitting them for correction for the solicitation of business by mail in connection with sales work, shall be corrected as frequently as requested at the expense of the owners, including return postage. 7. Except as provided in paragraph 5, a minimum charge of 25 cents, payable in advance by cash or money order, shall be made at all (first and second-class offices and third-class offices having city or village delivery services) for the correction of any mailing list bearing less than 25 names, and for any list of 25 names or more a charge of 1 cent for each name submitted (likewise payable in advance) shall be made, plus the postage for the return of such list. (At third- and fourth-class offices not having city or village delivery service, postmasters shall correct free-of-charge mailing lists containing less than 25 names, and for those lists containing 25 names or more, a charge of 1 cent a name may be made.) Furthermore, all lists submitted, whether for correction of address or elimination of duplicates, are to be considered mailing lists. At first- and second-class offices the amount received for mailing-list corrections shall be accounted for in the quarterly reports to the Comptroller under the heading "Miscellaneous receipts." At third- and fourth-class offices, postmasters shall make no accounting of moneys so received, the proceeds received being payable to the employee performing the work. 8. Corrections shall consist of crossing off the names of persons to whom mail cannot be delivered or forwarded, the correction of incorrect street names, the correction of incorrect local street, rural, or post-office box numbers; the correction of initials where apparently there has been a bona fide intention to write a name known to the owner of the list, and the indication of the head of the family, if known, when two or more names are shown for the same address. These lists are to be submitted by mail only and are not to be accepted by postmasters in any other manner except in cases of local firms having large mailing lists for correction. When a list of names is submitted in card form, and two or more names are shown for the same address, the card showing the name of the head of the family shall be endorsed "Head." If more than one family resides at the same address, the head of each family shall be shown by endorsing the cards involved. "Head 1," and "Head 2," and the cards containing the names of members of each family shall be endorsed "1" and "2," respectively. The same general procedure shall be followed when mailing lists are submitted in sheet form. The new addresses of persons who have removed to the delivery of other post offices shall be furnished when reliable permanent forwarding orders are on file. New names shall not be added to a list. 9. A postmaster or other postal employee summoned as a witness shall obey the summons and go into court, but shall refuse to testify in regard to mail matter, money orders, or postal savings accounts, at the same time exhibiting this regulation. He shall then testify if so directed by the court. 10. Copies of papers in the files of the department or records in post offices, or copies thereof, shall not be furnished on the application of individuals, except in the discretion of the department in cases where a suit has been commenced and is pending involving the substance of the paper, document, or record itself, and then only upon the proper subpoena duces tecum issued by a court of record. In no case shall copies be furnished of the official bonds of officers connected with the service, except in case of suits relating to said bonds, or the execution thereof, or criminal prosecutions thereunder. See sec. 1371 as to registered matter. 11. Where, in a pending suit, a commission has been issued for the taking of his deposition, a postmaster may on behalf of either the sender or of the addressee of mail delivered through his office, but not on behalf of third parties, give testimony in answer to interrogatories relating to the delivery and receipting for such mail. (9) Manual of Instructions for Post Office Inspectors § 13.2 (July 1, 1941, ed.) 2. In the investigation of a case requiring that tracing of the addresses of mail and the observing of postmarks be made at a certain post office, the inspector may correspond with the postmaster, giving the necessary instructions and stating definitely the length of time this special service is to be continued. When the need has passed, the postmaster should be advised promptly, since this special service entails considerable clerical work. (10) Postal Laws and Regulation § 41.4 (1948 ed.) § 41.4 Giving information about mail matter-(a) Restrictions on. Postmasters and others in the postal service shall not give to unauthorized persons information concerning mail matter. They shall furnish such information to post office inspectors and may furnish it also to the sender, the addressee, or the authorized representative of either, when satisfactory identification had been established and the request is limited to information proper for the applicant to receive. Postmasters may give to officers of the law, upon proper identification, to aid in the apprehension of fugitives from jusitce, information regarding the addresses, return cards, or postmarks on mail matter, but shall not withhold such mail from the addressees or delay its delivery. If the information so given to such officers relates to a violation of the postal laws, the postmaster shall report his action immediately to the inspector in charge of the division in which his office is located. (b) Exception for official request. Upon official request of a representative of another executive department, agency, or independent establishment of the Federal Government and the presentation of proper credentials, postmasters may, when practicable, furnish for official use information regarding the addresses, return cards, or postmarks on mail matter, provided the labor involved in complying with the request does not interfere with postal business, or result in material cost. Such mail shall not be withheld from the addressee nor delayed in delivery. When a postmaster is in doubt as to the advisability of complying with such a request, or material cost is involved, he should write to the First Assistant Postmaster General for instructions, except that in cases involving registered, insured, or collect-on-delivery mail he should submit the question to the Third Assistant Postmaster General, Division of Registered Mail. NOTE.-See § 27.10, prohibiting the disclosure of names of box-holders; § 70.4. of information concerning money orders; § 86.12. of information relative to Postal Savings accounts and § 107.8, of information regarding mail passing through hands of railway postal clerks. See $ 41.13, which prohibits access to mail matter in post offices by any persons except employees of the Postal Service; also § 130.3, which requires information concerning postal law violations to be reported to the inspector in charge. (11) Manual of Instructions for Postal Personnel, Ch. XIV, §§ 1 and 3 (1948 ed.). Information Furnished 1. Persons to whom information may be furnished.-Postmasters and others in the Postal Service shall not give to unauthorized persons information concerning mail. They shall furnish such information to post office inspectors, and may furnish it also to the sender, the addressee, or the authorized representative of either, upon satisfactory identification and provided the information requested is proper for the applicant to receive. To aid in the apprehension of fugitives from justice, postmasters may give to officers of the law, upon proper identification, information regarding the addresses, return cards, or postmarks on mail, but shall not withhold such mail from the addressee or delay its delivery. If the information so given to such officers relates to a violation of the postal laws, the postmaster shall report his action immediately to the inspector in charge of the division in which his office is located. 3. To Government departments.-Upon official request of a representative of another executive department and the presentation of proper credentials, postmasters may, when practicable, furnish for official use addresses or information concerning ordinary mail, provided the labor involved in complying with the request does not interfere with postal business. When a postmaster is in doubt as to the advisability of complying with such a request, he should write to the First Assistant Postmaster General for instructions, except that in cases involving registered, insured, or c.o.d. mail he should submit the question to the Third Assistant Postmaster General, Division of Registered Mails. (12) Post Office Manual, Ch. XIII, §§ 1 and 3 (1952 ed.). Information Furnished 1. Persons to whom information may be furnished.-Postmasters and others in the Postal Service shall not give to unauthorized persons information concerning mail. They shall furnish such information to post office inspectors, and may furnish it also to the sender, the addressee, or the authorized representative of either, upon satisfactory identification and provided the information requested is proper for the applicant to receive. To aid in the apprehension of fugitives from justice, postmasters may give to officers of the law, upon proper identification, information regarding the addresses, return cards, or postmarks on mail, but shall not withhold such mail from the addressees or delay its delivery. If the information so given to such officers relates to a violation of the postal laws, the postmaster shall report his action immediately to the post office inspector in charge of the division in which his office is located. 3. To Government departments. Upon official request of a representative of another executive department, agency, or independent establishment of the Federal Government and the presentation of proper credentials, postmasters may, when practicable, furnish for official use information regarding the addresses, return cards, or postmarks on mail matter, provided the labor involved in complying with the request does not interfere with postal business, or result in material cost. Such mail shall not be withheld from the addressee nor delayed in delivery. When a postmaster is in doubt as to the advisability of complying with such a request, or material cost is involved, he should write to the Bureau of Post Office Operations for instructions, except that in cases involving registered, insured, or collect-on-delivery mail he should submit the question to the Bureau of Finance, Division of Registered, Insured and C.O.D. Mail. (13) Post Office Manual, Ch. XIII, §§ 1 and 3 (1954 ed.). Information Furnished 1. Persons to whom information may be furnished.-Postmasters and others in the Postal Service shall not give to unauthorized persons information concerning mail, or mailing permits issued to others. They shall furnish such information to post office inspectors, and may furnish it also to the sender, the addressee, or the authorized representative of either, upon satisfactory identification and provided the information requested is proper for the applicant to receive. To aid in the apprehension of fugitives from justice, postmasters may give to officers of the law, upon proper identification, information regarding the addresses, return cars, or postmarks on mail, but shall not withhold such mail from the addresses or delay its delivery. If the information so given to such officers relates to a violation of the postal laws, the postmaster shall report his action immediately to the post office inspector in charge of the division in which his office is located. 3. To Government departments.-Upon official request of a representative of another executive department, agency, or independent establishment of the Federal Government and the presentation of proper credentials, postmasters may, when practicable, furnish for official use information regarding the addresses, return cards, or postmarks on mail matter, provided the labor involved in complying with the request does not interfere with postal business, or result in material cost. Such mail shall not be withheld from the addressee nor delayed in delivery. When a postmaster is in doubt as to the advisability of complying with such a request, or material cost is involved, he should write to the Bureau of Post Office Operations for instructions. (14) Post Office Manual, Ch. XIII, §§ 1 and 3 (1954 ed., Old Manual Circular 5, January 10, 1955). Information Furnished 1. Persons to whom information may be furnished.-Postmasters and others in the Postal Service shall not give to unauthorized persons information concerning mail, or mailing permits issued to others. They shall furnish such information to post office inspectors, and may furnish it also to the sender, the addressee, or the authorized representative of either, upon satisfactory identification and provided the information requested is proper for the applicant to receive. ★Information may be given to law enforcement officers and others regarding the general direction to follow in order to locate an addressee. ★To aid in the apprehension of fugitives from justice, postmasters may give to officers of the law, upon proper identification, information regarding the addresses, return cards, or postmarks on mail, but shall not withhold such mail from the addressees or delay its delivery. If the information so given to such officers relates to a violation of the postal laws, the postmaster shall report his action immediately to the post office inspector in charge of the division in which his office is located. 3. To Government departments.-Upon official request of a representative of another executive department, agency, or independent establishment of the Federal Government and the presentation of proper credentials, postmasters may, when practicable, furnish for official use information regarding the addresses, return cards, or postmarks on mail matter, provided the labor involved in complying with the request does not interfere with postal business, or result in material cost. Such mail shall not be withheld from the addressee nor delayed in delivery. When a postmaster is in doubt as to the advisability of complying with such a request, or material cost is involved, he should write to the Bureau of Post Office Operations for instructions. (15) Postal Manual, §§ 311.6 and 311.7 (1954 ed., Postal Procedures Transmittal Letter 6, August 10, 1955). 311.6 Mail Matter Furnish information concerning mail or mailing permits to post office inspectors and to the sender, the addressee, or the authorized representative of either on proper identification. Do not furnish such information to other persons. 311.7 Concerning Fugitives Furnish to officers of the law, on proper identification, information regarding the addresses, return cards, or postmarks on mail to aid in the apprehension of fugitives from justice. Report the action immediately to the post office inspector in charge if the information furnished relates to a violation of the postal laws. (16) Postal Manual, § 831.44 (1954 ed., Organization and Administration Transmittal Letter 7, July 31, 1956). 44 Mail Cover. Requests by postal inspectors in charge and postal inspectors for information regarding the addresses, return cards, or postmarks on mail, must be treated in strict confidence and complied with carefully and accurately. In obtaining the information, do not delay delivery of the mail. (See 311.6 and 311.7.) (17) Postal Manual, §§ 861.1 through 861.9 (1954 ed., Organization and Administration Transmittal Letter 112, August 11, 1965). 861.1 Policy The Post Office Department has established rigid controls and supervision with respect to the use of mail covers as investigative or law enforcement techniques. 861.2 Scope These regulations establish the sole authority and procedure for initiating processing, placing and using mail covers. Any other regulations inconsistent or in conflict with these regulations are of no effect for postal employees. |