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NRLCAMAIL COUNTGUIDE

(REVISED JANUARY 2010)

2010 NRLCA Mail Count Guide

Table of ContentsSectionsPage #

2009 Mail Count: Things You Should Know!...........................................................1-13Section 1: Mail Count Overview……………………………………………………………………………14-20Section 2: Rural Route Count of Mail……………………………………………………………………20-32Forms……………………………………………………………………………………………………………………33-44Support Documents………………………………………………………………..………………………………45-169

Section 1: Mail Count Overview

Page #

National Mail Counts14Special Mail Counts14Rural Route Inspection14Inspecting Rural Routes14Carrier Responsibilities During Route Inspections14-15Box Count15Stop Count 15Family Count15Authorized Dismounts15-16Preparing to Ride the Route16Request to Repair Roads16Mailbox Needs Attention16Counting Your Own Mail16Pre-sort Mail16-17Even Flow of Mail 17Withdrawal of Mail17Duties Associated with Withdrawal 17Number of Withdrawals 17Required Duties of Carriers Who Do Not Receive the Withdrawal Credit17Withdrawal – All or Nothing17Not Part of Withdrawal17Cutting Straps or Plastic17Obtaining Parcel Hampers17Pre-Count Conference17-18Pre-Count Items for Discussion18-19Pre-Count Conference Checklist19Summary of Mail Count Principles19-20PS Form 423920Should Disagreements Occur20

Section 2: Rural Route Count of Mail, PS Form 4239Page #

Column 1 – Letter Size Mail 20-21Column 2 – Sector/Segment Letters21Column 3 – Delivery Point Sequence (DPS) Letters21-22Column 4 – Papers, Magazines, Catalogs, Flats, Other Size Mail22-23Column 5 – DPS Flats23Column 6 – Parcels23-24Column 7 – Boxholders24Column 8 – Registered Mail, Certified Mail, Numbered Insured,24-25Express Mail, Other Accountable MailColumn 9 – CODs and Customs Due Received for Delivery25Column 10 – Postage Due25Column 11 – Change of Address (COA)25-26Column 12 – PS Form 3982 PARS Label26Column 13 – Marked Up Mail Pieces26-27Column 14 – PS Form 3821 Completed27Column 15 – Non Signature “Scan” Items27Column 16 – Loading Time27-28Column 17 – Other Suitable Allowance28-30Column 18 – Authorized Dismounts30Column 19 – Authorized Dismount Distance (in feet)30-31Column 20 – Letters and Flats Collected31Column 21 – Carrier Pickup “Requests”31Column 22 – Carrier Pickup “Items”31Column 23 – Ordinary and Insured Parcels Accepted31Column 24 – Registered and Certified Accepted31-32Column 25 – Money Order Applications Processed32Column 26 – Return Receipts32Column 27 – Weight of Locked Pouches Carried Daily32Column 28 – Reserved32Column 29 – Waiting Time32Column 30 – Counting Time32

FormsPage #

PS Form 4240 (Rural Carrier Trip Report)34PS Form 4240 Instructions35PS Form 4248 (Rural Route Inspection Report)36-37PS Form 4239 (Rural Route Count of Mail)38PS Form 4239 (Item Descriptions)39PS Form 4241-M (Rural Route Evaluation Worksheet)40PS Form 4241 (Rural Delivery Statistics Report)41PS Form 4241-A (Rural Route Evaluation)42Rural Mail Count Information Check List43NRLCA Mail Count Disagreement Form44