ENVELOPES AND LABELS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00005R000200060042-1
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 24
• Document Creation Date: December 12, 2016
• Document Release Date: August 12, 2002
• Sequence Number: 42
• Content Type: REGULATION

Approved For Release 2002/08/26 :CIA-RDP74-000058000200060042-1
TO: CIA RECIPIENT
Pace signed receipt in outgoing messenger box for return to sender of document
through agency messenger service. _ --..
Place signed receipt in envelope and transmit to:
CENTRAL INTELLIGENCE AGENCY
WASHINGTON, D.C. 20505
STOP b4
~-Approved For Release 2002/08/26 :CIA-RDP74-00005 ~ 0200060042-1
 CENTRAL INTELLIGENCE1a6~j/et~
DOCUMENT RECEIPT
I SENDER OF DOCUMENT(S)
For Rele~~0
hown` on averse 5de' ~ ~`_
ROOM ', BLDG. DATE DOCUMENT(S) SENT
DESCRIPTION OF DOCUMENT(S) SENT
SIGNATURE (ACKNOWLEDGING RECEIPT OF ABOVE DOCUMENT(S))
Approved For Release 2002/08/2 ~F - -
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-~RPiES-PON33ENCE - GENERAL
121. Envelopes and Labels
a. Types - Envelopes and labels used by the Agency fall into two
groups: Those that bear the penalty indicia and those that do
not. Penalty indicia (franked) envelopes and labels have printed
-?""'"'""fn the upper ~it corner the penalty clause "Penalty for Private
Use to Avoid Payment of Postage, $300." In addition, they bear
in the upper left corner various Agency return addresses. Of-
ficial mail (weighing four pounds or less) marked with penalty
indicia is transmitted without prepaid postage by means of the
facilities of the Post Office between points within the United
States, its Territories and possessions, and from points within
the United States to Canada, South and Central America, and
Caribbean Republics, except Argentina and Brazil.
The types of envelopes and labels available (irrespective of
Agency return addresses) are as follows:
PENALTY INDICIA
White envelopes, sizes 8 7/8" x 3 7/8" and 9 1/2" x ~+ 1/8"
White window envelope, size 8 7/8" x 3 7/8"
Kraft envelopes, various sizes from 9 1/2" x 6 1/2" through
16" x 1:2"
Label, gummed, size 5" x 3"
NONPENALTY
White envelopes, sizes 8 7/8" x 3 7/8" and 9 1/2" x ~+ 1/8"
White envelop, Air Mail, colored border, s~.ze 9 1/2" x ~+ 1/$"
White window envelope, size 8 7/8" x 3 7/$"
Kraft envelopes, various sizes fx'om 9 1/2" x 6 1/2" through
16" x 12"
CFIAIN ENVELOPES
U. S. Government Messenger Envelope, Standard Form No. 65,
various sizes
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bRE~PONDEI3CE - GENERAL
CAAIN ENVELOPES (C~ntinued)
Central Intelligence Agency chain Envelope, sizes 10" x 15" and
9 1~2" x 12 1~2"
Chain envelopes are designedfor repeated use. In addressing
a chain envelope, completely cross out previous names and ad-
dresses, and in the next unused frame insert the full. address
of the recipient, including his office designation, building
designation, and room numbed,. For economy, the use of chain
envelopes is encouraged.
b. Which Type to Use
(1) Exhibit 18 shows the ty'~pes of envelopes and labels to use.
Of necessity this guide) is very general since security and
operational requirements will gove~?n the use of certain
envelopes and labels. It is therefore recommended that the
guide be used in conjunction with current CIA Security
Regulations and spec ifilIc office procedural issuances.
u'S' f~0~`iA~. ~~~~~r~~ien~ laces severe restrictions on
( 2 ) The i~e~-'~~?`Lepa P
the use of penalty ind~.cia envelopes and labels. Also,
economy dictates that -hey be used judiciously. Penalty
indicia envelopes and labels therefore shall not be used
for:
(a) Personal correspo dente and other unofficial material
even though a pos~age stamp is affixed over the penalty
indicia clause.
(b) Mail on which additional postage is required (air mail,
mail for foreign 'countries except as indicated in
Paragraph 121a and mail weighing more than four
pounds).
(c) Inner envelopes w~lhich transmit double-sealed classified
correspondence. I~
(d) Mail conveyed through channels other than Post Office
facilities (i.e., messenger, courier, etc.).
In addition, do not affix ranked labels to envelopes bearing
the penalty indicia clause;
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NOTE: 'This guide is very general since security and operational requirements will often
govern the use of certain envelopes and labels. It is recommended that it be used in
conjunction with current CIA Security Regulations, specific office directives, and in-
formation obtainable from the Central Mail Room.
ADD S
P
~
TYPE OF MAILING OR USE
TYPE OF ENVELOPE
gLIP
Cl
r SSU OTHER
OR LABEL ~ USE
REQUIRID
o
Inner envelope for the transmis--
Nonpenalty
No
sion of double-sealed classified
material
Within Headquarters
Nonpenalty (CIA Chain,
No
U. S. Govt. Messenger, or
regular envelope, depend
ink' upon security re-
quirements)
Inter-Agency (Washington, D. C.
Nonpenalty (U. S. Govt.
No
area only)
Messenger or regular
envelopes depending upon
security requirements)
Off acial mail four pounds or
X
Penalty
No
under, directed to addressees in
the continental U. S., U. S. Ter
X
Nonpenalty
Yes
ritories and possessions Canada
Caribbean Republics, Cenral and
South America (except Argentina
and Brazil)
Official mail over four pounds
X
X
Nonpenalty
Yes
directed to addressees in the
continental U. S., U. S. Terr i-
tories and possessions, Canada,
Caribbean Republics, Central and
South America (except Argentina
and Brazil)
Air Mail
X
X
Nonpenalty
Yes
Special Delivery
X
Penalty
Yes
X
Nonpenalty
Yes
Registered Mail
X
Penalty (Nonwindow)
Yes
X
Nonpenalty (Nonwindow)
Yes
Registered Mail - Return Receipt
X
Penalty (Nonwindow)
Yes
Requested
X
Nonpenalty (Nonwindow)
Yea
EXHIBIT IS
TYPES OF PENALTY AND NONPENAL'1'Y ENVELOPES
AND LABELS FOR TRANSMITTING OFFICIAL MAIL
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Section B. AL?DRESSING MAIL
122. Addressing Envelopes for Transmittal Outside CIA
a. Address - In addressing an envelope, begin the typing at ap-
proximately one-half the depth and one-half the width of the
envelope. Single space the~,name and address in block style.
The envelope address will bey the s~.me as the address on the
letter it carries.
b. Special Delivery and Registered Mail - If correspondence is to
be dispatched by special delivery or registered mail, type the
words "SPECIAL DELIVERY" or ',"REGISTERED MAIL" in all caps four
spaces above, and. flush with, the address.
c. Air Mail - If correspondence is to be dispatched by air mail,
no special instructions are necessary provided an air-mail
envelope is used. If an air-mail envelope is not available,
use a plain white envelope without a penalty indicia. Type the
words "AIR MAIL" in all caps four spaces above, and flush with,
the address.
123. Addressing Inter-Office Mail. The incorrect addressing of inter-
office mail results in transmission delays and places an unwar-
ranted burden on the courier-messenger service. Personnel forwarding
material shall ensure that addresses contain the following informa-
tion:
a. Off ice of origin.
b. Office designation of addressee (position title or name may be
added if desired).
c. Building designation.
In the few instances where it is necessary to expedite delivery, the
envelope or package may be marked "Direct Delivery" or "Delivery to
Addressee," in addition to information required in a. through d.
above.
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12~+. Assembling Correspondence (Exhibit 19)
a. Final responsibility for the correct assembly of correspondence
rests with the originator. Correspondence correctly assembled
will include the following items, as appropriate, in the sequence
indicated:
(1) Transmittal or routing slip, Routing and Record Sheet, or
Control and Cover Sheet, as appropriate. See Paragraph 120.
and accompanying exhibits.
CaV~~~Nl~ ~R. TRRNSM~TT'I14 MEMO
(2) ~~:-e? for the Director or Deputy Director of Central
Intelligence, if required.
(3) Original and courtesy copy, if any, clipped together.
(~+) Addressed envelope for the original and courtesy copy,
with postage slip attached if required.
(5) Information copies for addressees outside CIA, with ad-
dressed envelope and completed postage slips attached, if
required.
(6) Information copies (or concurring officials' copies) for
distribution within the Agency, with addressed routing
slips attached if necessary.
(7) Official file copy (ye~lew tissue).
(8) Original incoming correspondence, enclosures, etc., and any
other material to be attached to the official file copy as
part of the official file on the correspondence.
(9)
Extra copy (or copies) for the Director or Deputy Director
of Central Intelligence. If the signing official is either
the DCI or DDCI and the official file copy is to be retained
at either of these levels, prepare an additional copy on
plain white tissue. However, if the official file copy of
correspondence for their signature is to be retained at
another level, prepare two extra copies on plain white
tissue for the DCI or DDCI.
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(10) Alphabetical Name Index copy (plain pink tissue) if an
alphabetical cross-fil,le is desired.
(11) Return copy (if_desired) with addressed routing slip for
its return. j
(12) Reference material for return to reference sources.
(13) "Hold Back" copy (if
desired).
b. In addition to the foregoin'~g:
(1) The original and copies of each Top Secret document shall
be covered by a Control and Cover Sheet, Form No. 26.
(2) A completed Document ~~eceipt will be attached to each
original or copy requiring a receipt in accordance with
current CIA Security R~'egulations.
(3) Copies for distribution within the Agency will be desig-
nated by a check mark lbeside the office designations
indicated under "Distribution." If the distribution of
copies is within an off ice and such a means of indicating
distribution is adequate for routing, routing slips need
not be attached to the copies.
(4) Enclosures shall be attached by clips to the original or
copies transmitting them.
(5) Assembly reference tab's (Exhibit. 8) will be attached when-
ever their use will expedite the review and approval of
correspondence. '~
(~) The completed assembly, should include all necessary routing
slips, envelopes, receipts, and postage slips, properly
completed and attached,~,to respective material.
(7) Material shall be fastl'iened together, with paper clips and
made a part of the completed assembly by spring clips, if
necessary. Staples should be used with discretion, con-
sideration being givento the amount and type of handling
the correspondence mayireceive.
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CORRESPONDENCE - GENERAL
(8) If it is anticipated that correspondence will receive con-
siderable handling, a backing sheet of bond paper or heavier
stock should be attached to protect the back pages.
125. Forwarding Correspondence
a. Assembled correspondence will be forwarded through channels
prescribed by directives issued at office levels. Correspond-
ence for the signature of either the Director or Deputy Director
of Central Intelligence will be forwarded through channels to
the Executive Registry. Only transmittal media complying with
the security requirements of current CIA Security Regulations
will be used.
b. Envelopes used in forwarding correspondence and other material
within the Agency shall be sealed only with string ties (U. S.
Government Messenger Envelopes), the gumming on envelope flaps,
and CIA gummed labels. Scotch tape or staples will not be used
to seal envelopes. In addition, extreme care should be exercised
when courier receipts and other slips are stapled to envelopes
containing material. Material should be free for removal and
should not be damaged by the penetration of stales.
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TRANS-
MITTAL
OR
ROUTING
SLIP
ROUTING AND RECORD
SHEET (Form 610)
CONTROL AND COVER
SHEET (Form 26)
ORIGINAL AND COURTESY
COPY, CLIPPID TOGETHER
KEY: Numbers in parentheses
denote sequence of
arrangement of file.
LOPE
FOR
ORIG, &
G~OURTESY
Q5)
Denotes requirement
only if correspond-
ence is prepared for
signature of either
the DCI or DDCI.
INFORMATION COPIES FOR.
ADDRESSEES OUTSIDE CIA'.
INFORMATION COPIES FOR
DISTRIBUTION WITHIN CIA
OFFICIAL FILE~iCOPY
~.rN~~~.- (~ Tissue)
ORIGINAL INCOMING
CORRESPONDENCE
Bind with clips rather
than staples.
ALPHABETICAL NAME INDEK
(Pink cross-file, if desired)
EXTRA C0~'Y (OR COPIES) FOR
DCI OR DIjC I (includes ER )
REFERENCE MATERIAL 'FOR
RETURN TO REFERENCE SOURCES
"HOLD BACK'' COPY
(If desired)
Place envelopes vertically behind
or3gins.l (and courtesy copy if there
is one of each outgoing correspondence.
REFER;~NCE
TABS
EXHIBIT 19
CORRESPONDENCE ASSEMBLY
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CORRESPONDENCE -GENERAL '~,.
Address, Forms of (Section C) .........................
Addressee, Multiple:
Memorandum on Letterhead ............................
Memorandum on Plain Bond ............................
Addressing Mail:
Air Mail ............................................
Envelopes .................................... ......
Inter-Office ........................................
Registered and Special Delivery .....................
Air Mail, Addressing of ........ ......................
Air Mail Envelopes .......... .........................
Alphabetical Name Index Copy.(Exhibit 1) ..............
Approvals Within a Memorandum .........................
Exhibit 2 ....... ...................................
Assembling and Forwarding Correspondence:.,.,,,....,,.
Addressing Envelopes ................................
Assembly Reference Tab ..............................
Brief for DCI or DDCI ...............................
Channels for Forwarding .............................
Contents of Complete Assembly .......................
Exhibit 19......... .............................
DCI or DDCI Correspondence ..........................
Envelopes and Labels:
Chain Envelopes, ..................................
Nonpenalty Indicia ................................
Penalty Indicia ...................................
Sealing ...........................................
Types and Uses ....................................
Exhibit 18 ......................................
Extra Copies for DCI and DDCI .......................
Fastening Correspondence ........................ ..
Responsibility for ..................................
Routing Slips, When Not Needed ......................
Transmittal and Routing Forms and Receipts:
Courier Receipt ...................................
Document Receipt............