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HQ Facilities and Administrative Services Division

Mail Management

Mail Tips

What's Our Address? Mail Piece Design
Mail Services & Operations Mass Mailings
Mail List Services Shipping Services
Contractor Mailings Information & Tips

Mail Managementat NASA Headquarters

The Headquarters Mail Management Program resides within the HQ Information Technology and Communications Division. The HQ Mail Program Manager is responsible for the continual evaluation of Headquarters mail operations and provides policy and procedures to ensure mail operations and services comply with Agency policy and standards and U.S. Postal Service regulations.

The HQ Mail Program Manager also coordinates the establishment of mail codes and delivery stops throughout Headquarters.

The Headquarters mail system is used for official mail only. Use of NASA official envelopes for personal mail is prohibited.

All outgoing mail must be processed and metered through the Headquarters Mail Center or Headquarters Mail Substation (GSFC). Envelopes must not be placed in the U.S. Postal Service collections boxes.

 What's Our Address?

It depends....... NASA HQ has both an official mailing address and a delivery address.

Mailing Address:
Items mailed through the U.S. Postal Service:

NAME/TITLE
MAIL CODE
NASA HQ
WASHINGTON DC 20546-0001

Delivery Address:
Express Mail, Commercial, or Courier Delivery:

NAME/TITLE
MAIL CODE
ATTN: RECEIVING AND INSPECTION
NASA HQ
300 E STREET SW
WASHINGTON DC 20024-3210

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Mail Services & Operations

HQ Mail Center
(Open daily 7:00 a.m. - 5:00 p.m.)

Contact:
CIC-2/HQ Mail Center Supervisor
Room 1M40, (202) 358-1380

Mail Services include the processing of incoming and outgoing domestic, international, overnight, and priority mail, the collection and redistribution of interoffice mail, and the pick-up of "burn bag" materials. Outgoing Expedited, domestic and international, Certified and Registered, and Pouch Mail Services are also provided.

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Mail List Services

Contact:
CIC/HQ Mail Operations Manager
Room 9Q42, (202) 358-0907 or
CIC-2/Mail List Services
(202) 358-0457 or 358-HELP (4357) from within NASA HQ; 1-866-4NASAHQ (462-7247) (domestic and international toll-free, where available).

Mail List Services provide one-time mailing lists, special mailing lists, and mailing list maintenance for internal and external mailings. Mail List Services will put your mailing address information in the proper U.S. Postal Service format, apply ZIP + 4, and barcode. Mailing labels can be produced, or the address information can be updated and furnished to the customer on a disk for jet ink spraying addresses directly on the mail piece. The design of mail pieces can also be reviewed.

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Contractor Mailings

Contact:
CIC/HQ Mail Operations Manager
Room 9Q42, (202) 358-0907
CIC-2/HQ Mail Center Supervisor
Room 1M40, (202) 358-1380

Contractor mailings include all official mailings made on behalf of NASA Headquarters by a business under contract. Off-site mailers for Headquarters can be authorized to mail material for Headquarters without affixing postage at the time of mailing. The U.S. Postal Service has issued a permit imprint number to NASA for this purpose. The envelopes, labels, or mailer must bear the printed return address of NASA. The name and address of a private organization or contractor must not be shown in the return address.

Contactors must contact the HQ Mail Operations Manager through their COTR to obtain a NASA Headquarters cost code and approval to use the NASA permit imprint.

Contractor mailings must consist of 200 or more mail pieces or 50 pounds. The contractor must transport the mail pieces to a U.S. Postal Service acceptance station. Mail bearing the NASA permit imprint cannot be deposited in U.S. Postal Service collection boxes.

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Mail Piece Design

Contact:
CIC/HQ Mail Operations Manager
Room 9Q42, (202) 358-0907
CIC-2/HQ Mail Center Supervisor
Room 1M40, (202) 358-1380

This service provides consultation, design, and mail classification approval for all documents processed through in-house duplicating services or through Government printing contracts. Mailings include, but are not limited to, one-time mailings and recurring mailings, such as conferences, surveys, NASA Research Announcements, Announcements of Opportunity, Requests for Proposals, brochures, pamphlets, newsletters, reports, and other publications. In addition, all requests to develop Business Reply or Courtesy Reply envelopes, cards cartons, or labels must be approved prior to printing.

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Mass Mailings

Contact:
CIC/HQ Mail Operations Manager
Room 9Q42, (202) 358-0907
CIP/HQ Printing Officer
Room CL78, (202) 358-0630, or
CIC-2/HQ Mail Center Supervisor
Room 1M40, (202) 358-1380

This service provides consultation, guidance, and postage class approval for preparing documents to be mailed to domestic and international addresses. Mass mailings are accomplished through coordination between the HQ Mail Operations Manager and the HQ Printing Officer.

For ease of dispatch, mailing address lists should be maintained for production in the following categories: Domestic (by ZIP Code), International (by alphabetical order), Canada, NASA Headqurters, and NASA Field Installations (by installation).

To have Headquarters materials that are stored or inventoried at the GSFC Warehouse assembled or packaged for mailing, contact Warehouse Coordinator for HQ Materials, GSFC, Code 231, (301) 286-5677.

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Shipping Services

Contact:
Code 234/GSFC Traffic Office
(301) 286-4384, or
Code 234/HQ Transportation Officer
(301) 286-4384, or
CIC/HQ Mail Operations Manager
Room 9Q42, (202) 358-0907

GSFC's Logistic Management Division provides support services for Headquarters material and equipment that cannot be shipped through the HQ Mail Center. Items include parcels that exceed 70 pounds or 108 inches.

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Information & Tips

  • Special Mail Services
  • Outgoing Certified or Registered: hand-deliver to HQ Mail Center with an NHQ 241, by 2:00 p.m. (Expedited by 2:30 p.m.)
  • All outgoing mail must be metered
  • Put your mail code on all outgoing mail
  • To save postage, always fold and insert up to 5 single sheets in a business-sized envelope
  • Use ZIP + 4 on all outgoing mail, logon to: www.usps.com, click to find ZIP Codes
  • Call ZIP Code Info (202) 682-9595 to receive up to 3 ZIP Codes per call
  • Inform CFP-1/HQ Directory Editor as soon as you change locations or phone numbers
  • Keep mailing lists and databases current
  • Addressing for success:

MR IM CORRECT
MAIL CODE AB
NASA GLENN RESEARCH CENTER
21000 BROOKPARK ROAD
CLEVELAND OH 44135-3191






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