DIPLOMATIC POST OFFICE (DPO) - 14 FAM 760
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UNCLASSIFIED (U)
U.S. Department of State Foreign Affairs Manual Volume 14
Logistics Management
14 FAM 760
DIPLOMATIC POST OFFICE (DPO)
(CT:LOG-197; 06-22-2015)
(Office of Origin: A/LM)
14 FAM 761 POLICY FOR DIPLOMATIC POST
OFFICES
(CT:LOG-197; 06-22-2015)
a. 39 U.S.C. 413 authorizes the United States Postal Service (USPS) to establish
branch U.S. Post Offices at U.S. diplomatic missions abroad. The Tripartite
explains the differences between Department of State, Department of Defense
and USPS implementation of Title 39, U.S. Mail Responsibilities.
b. The Director of A/LM/PMP/DPM provides DPO policy and procedural guidance to
DPOs and establishes DPO service based on the needs of the International
Cooperative Administrative Support Services (ICASS) community at U.S.
diplomatic missions abroad.
14 FAM 761.1 What Is a Diplomatic Post Office (DPO)?
(CT:LOG-197; 06-22-2015)
a. A diplomatic post office is a postal facility that operates at one of the
Department’s missions abroad as a branch post office of the USPS. DPO posts
are category “C” and are listed in 14 FAH-4 113.3, and respective post ZIP
codes are published on the DPM website.
b. There are two categories of diplomatic post offices, original and converted.
c. Posts desiring consideration to establish any form of DPO service must follow
the process outlined in 14 FAM 761.1.
14 FAM 761.2 How Do I Get a Diplomatic Post Office
(DPO) at My Post?
(CT:LOG-197; 06-22-2015)
a. Post must conduct a cost analysis (with assistance from DPM) and determine if
there is support and adequate ICASS resources to establish permanent DPO
service, or downstream service from a regional DPO. Post will be responsible
for management of all local DPO functions and must conform to established
USPS and Department policies and procedures.
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b. Requests to establish DPO service must be cleared through the respective
bureau to the Director of A/LM/PMP/DPM. When all criteria are met, DPM will
work with USPS headquarters to issue a zip code. Necessary criteria to
establish a DPO include the following:
(1) Number of personnel supported by agency (a minimum of 45 ICASS
contributors in order to pursue a DPO);
(2) The Department’s approved host-nation agreement template (Request
template from DPM via dpm-answerperson_MB@state.gov). The template
complies with 39 U.S.C. 406 and Article 36 and 50 of the Vienna
Convention on Consular Relations (April 24, 1963) requirements;
(3) A minimum of two USPS-awarded commercial carrier airlift contracts to
move all DPO mail. Post is responsible for verifying that there is a high
level of safety and security for mail at the airport;
(4) Local last mile (ground transportation to/from airport and post);
(5) Post assigned direct-hire contact (example: IMO/IPO/GSO) must have at
least 1 year remaining on his or her tour;
(6) Understanding of 14 FAM/14 FAH oversight responsibilities to include mail
screening in 14 FAH-4 H-331; and
(7) Must comply with USPS Address Management System (AMS) policy.
Individual mail receptacles will be issued to all authorized DPO ICASS
customers.
c. Request to establish DPO downstream service must be cleared through the
respective bureau and regional DPO with a copy of the Memorandum of
Understanding formalizing the relationship and responsibilities between posts to
DPM.
NOTE: A/LM/PMP/DPM must be consulted before any additional downstream
posts are added to the hub DPO so that a serviced downstream post does not
become burdensome to the DPO activity in the hub-host mission. If approved by
DPM, onward shipping is paid by the receiving post.
14 FAM 761.3 Who May Use the Diplomatic Post Office
(DPO)?
(CT:LOG-197; 06-22-2015)
a. The Department determines access to the DPO under the same rules as the
diplomatic pouch. In general, U.S. citizen employees and certain authorized
contractors may use the diplomatic post office (see 14 FAM 724.2, paragraph b,
and 14 FAM 724.2, paragraph c). At the post level, the sponsoring agency
must subscribe to ICASS Basic Package and Mail and Messenger Services (6
FAH-5 H-352).
b. U.S. Government contractors, private commercial firms, private U.S. citizens
14 FAM 760 Page 2 of 11
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abroad, locally employed staff (LE staff), and private foreign citizens are
normally prohibited from using the DPO. Post management must request
exceptions from A/LM/PMP/DPM on a case-by-case basis, including justification
for the request.
c. Schools abroad:
(1) Schools abroad are not authorized use of DPO for shipment of official bulk
supplies such as books and equipment. U.S. Government-sponsored
schools are authorized to use the Despatch Agency for shipment of bulk
materials (see 14 FAM 315.1);
(2) Employees of U.S. Government-sponsored schools are not authorized to
use the DPO; and
(3) Requests for emergency orders for books and educational materials will not
be authorized in the DPO. DPO's are not authorized to receive or send
official mail per 14 FAM 761.3-1. Requests for an exception can be
submitted through unclassified pouch per 14 FAM 724.11.
14 FAM 761.4 What Items May or May Not Be
Transported by the Diplomatic Post Office (DPO)?
(CT:LOG-197; 06-22-2015)
a. Mailing restrictions vary by ZIP code and can be found in the USPS Postal
Bulletin.
b. USPS Publication 52, “Hazardous, Restricted, and Perishable Mail,” lists
information about mailable and non-mailable items.
c. Customers sending or receiving prohibited, restricted, hazardous mail may be
responsible under 14 FAM 766, paragraphs a and b.
d. When in doubt, contact the DPO-Answerperson at DPO-
Answerperson@state.gov.
14 FAM 761.4-1 Official Mail in the DPO
(CT:LOG-197; 06-22-2015)
As the Department provides diplomatic pouch service for official mail to all posts,
DPO will only be used for personal mail. DPO mail is not afforded the same
detailed level of tracking as ILMS-pouched items and does not always receive
inspections-free passage that unclassified pouch enjoys under the Vienna
Convention.
14 FAM 760 Page 3 of 11
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14 FAM 761.4-2 Official Supplies in the DPO
(CT:LOG-197; 06-22-2015)
The DPO cannot be used to transport official bulk supplies. Official unclassified
bulk supplies for posts must be transported through the Department's U.S.
Despatch Agency, international mail, or via commercial transportation companies.
Limited amounts of official unclassified supplies may be sent through the
diplomatic pouch; see 14 FAM 723.1, paragraph b. Official classified supplies must
be sent through the classified diplomatic pouch.
14 FAM 761.4-3 Personal Mail in the DPO
(CT:LOG-197; 06-22-2015)
a. Individuals and agencies authorized DPO privileges may not mail through a DPO
any item(s) intended for resale. This resale prohibition applies whether sale is
to authorized DPO users or not, and regardless of the beneficiary of the
proceeds, e.g., charitable organizations or schools.
b. All return mail from a DPO is subject to U.S. customs inspection. For
information on U.S. customs duties, see the Customs and Border Protection
website.
c. Mail received at original DPO locations is exempt from local customs inspection
under Article 27 of the Vienna Convention. Mail received at converted DPO
locations is not necessarily exempt from local customs inspection.
d. Intra/inter theater delivery service (IDS) is not authorized from DPO locations.
14 FAM 761.4-4 Private Property in the DPO
(CT:LOG-197; 06-22-2015)
a. All DPOs have the “T” restriction: ”Mailings of caselots of food and
supplemental household shipments must be approved by sender's parent
agency prior to mailing.” In these cases the Department is the approving
agency. As such, individuals and agencies authorized DPO privileges may not
mail through a DPO any private property (household effects or unaccompanied
baggage) to a domestic address or another post abroad. Such mailing of
household goods to oneself to circumvent the limit on household goods is an
abuse of the agreement that grants Department employees the privilege of
using the DPO for personal mail. Employees who abuse the DPO must
reimburse the Department for transportation costs of items mailed via the DPO
(31 U.S.C. 9701) and risk the loss of DPO privileges.
b. Authorized personnel may use the diplomatic post office (DPO) to ship or
receive limited quantities of nonprohibited foodstuffs, not to exceed the bulk
shipment limit; see 14 FAM 742.4-2, paragraph c.
c. Customers sending or receiving volumes of mail designated as restricted may
14 FAM 760 Page 4 of 11
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be responsible under 14 FAM 766, paragraph c, for reimbursing the entire cost
of the shipment to include local last-mile costs.
14 FAM 762 FUNDING FOR DIPLOMATIC POST
OFFICES
(CT:LOG-197; 06-22-2015)
a. As an extension of the USPS abroad, diplomatic post offices (DPOs) function as
authorized USPS branch offices. For mail to post, the customer pays the USPS
domestic rate from the originating address to the respective U.S. gateway ZIP
code (340XX, 96XXX, 09XXX). For mail from post, the customer pays the USPS
domestic rate from the U.S. gateway to the final destination in the United
States and its territories.
b. A/LM/PMP/DPM through central ICASS funding pays for all mail transportation
costs from the U.S. gateway to the airport servicing the post. Fees incurred to
transport the mail from/to the airport to/from post are borne by post.
Designated DPOs are required to reimburse DPM for air transportation fees for
their return mail.
c. The Department, through its foreign missions, embassies, and consulates,
intends that no additional administrative burden or costs outside the scope of
the agreement will be incurred by DOD or USPS for mail delivery or routing.
USPS or DPM may terminate any post DPO in the event of noncompliance.
14 FAM 763 RESPONSIBILITY FOR DIPLOMATIC
POST OFFICES
14 FAM 763.1 Department's Official Mail Manager
(OMM)
(CT:LOG-91; 04-04-2011)
In addition to the official mail manager (OMM) duties described in 14 FAM 714.2,
the Director of A/LM/PMP/DPM develops the Department's position on official and
domestic postal matters to be used in negotiations with the USPS and Department
of Defense Military Postal Service Agency (DOD/MPSA) for changes pertaining to
the memorandums of agreement establishing diplomatic post offices.
14 FAM 760 Page 5 of 11
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14 FAM 763.2 Diplomatic Post Office (DPO) Personnel
at Post
(CT:LOG-91; 04-04-2011)
a. The post official mail manager (see 14 FAM 737.1, paragraph b) is responsible
for the overall management and oversight of DPO operations. This includes,
but is not limited to, ensuring that all personnel assigned to the DPO are
properly trained to perform all required tasks involved in the operation of the
DPO in accordance with pertinent Department and USPS regulations.
b. The DPO postal officer must be a direct-hire, SECRET-cleared U.S. citizen
employee. The DPO postal officer is responsible for the operation, safety,
security, accountability, and efficiency of Diplomatic Post Offices at posts with
those facilities. The DPO postal officer conducts inspections and ensures mail is
delivered in a timely and efficient manner.
c. The DPO mail supervisor and the DPO mail clerks may be locally employed
staff, responsible for the day-to-day operations of Diplomatic Post Offices at
posts with those facilities. The DPO supervisor and DPO clerk ensure mail is
delivered in a timely and efficient manner.
14 FAM 764 DIPLOMATIC POST OFFICE
FACILITIES
(CT:LOG-91; 04-04-2011)
For a description of physical and security standards for diplomatic post office
facilities, send an email to: dpo-answerperson_MB@state.gov.
14 FAM 765 SERVICES OF DIPLOMATIC POST
OFFICES
(CT:LOG-197; 06-22-2015)
a. All DPOs must make every effort to furnish quality mail service for all mail-
transiting DPOs.
b. Services provided by DPOs may include but are not limited to:
Certified Mail
Insured Mail
Certificate of Mailing
Return Receipt
Return Receipt for Merchandise
14 FAM 760 Page 6 of 11
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c. Send a request to dpo-answerperson MB@state.gov for instructions that govern
how these services are provided, internal controls, and record-keeping.
14 FAM 766 DISCIPLINARY ACTIONS FOR THE
MAILING OF PROHIBITED OR RESTRICTED ITEMS
THROUGH THE DPO
(CT:LOG-197; 06-22-2015)
a. The mailing of dangerous goods via the DPO may present serious dangers to
aircraft, and passengers, and cause serious diplomatic concerns with host
nations. USPS Publication 52, “Hazardous, Restricted, and Perishable Mail,”
lists all prohibited items. The recommended actions stated herrein must be
taken by post upon notification by DPM of serious infractions to IATA dangerous
goods policies:
(1) First infraction: Post provides a letter of notification to the employee,
requiring a signed reply acknowledging that the employee understands the
policies and consequences of future incidents and the actions that may be
taken by HR in the event of future violations. Employee should be referred
to 14 FAM Exhibit 723.2; and
(2) Second infraction: Post refers the matter to the Office of Employee
Relations (HR/ER) for appropriate disciplinary action.
b. IATA Dangerous Goods Regulations, Section 9, requires DPM to report to the
appropriate authorities of the State when undeclared or mis-declared
dangerous goods are discovered in cargo or mail. Incidents discovered
anywhere in the USPS supply chain will be reported to the United States Postal
Inspection Service in addition to Diplomatic Security.
c. Customers sending or receiving volumes of mail designated as restricted may
be responsible for reimbursing the entire cost of the shipment to include local
last-mile costs.
14 FAM 767 DETAINING U.S. MAIL
14 FAM 767.1 Permissible Detention of Mail
(CT:LOG-197; 06-22-2015)
The designated oostal officer must assume responsibility to ensure established
policy is observed or when postal clerks and/or supervisors have policy questions.
Postal offense policy is covered in the USPS Postal Operations Manual (POM) and
USPS Administrative Support Manual 13 pg. 87 ref 274.62. Authorized embassy
officials acting diligently and without avoidable delay, may assemble enough
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evidence to satisfy the probable cause requirement for a search authorization and
to apply for, obtain, and execute the authorization by coordinating their findings
with the regional security officer, when the postal officer has reasonable suspicion
(usually no longer than 72 hours). No person may detain DPO mail other than the
appointed postal officer or RSO, except under the following conditions:
(1) Postal officers, acting in strict accordance with this FAM. See especially 14
FAM 767.2 and 14 FAM 767.4;
(2) DPO clerks acting under postal regulations with the express consent of the
addressee or sender;
(3) DPO clerks conducting a mail cover inspection by direction of their postal
officer or RSO; and
(4) DPO supervisors acting under an order of a Federal court or an official
authorized (i.e., RSO) to issue a search authorization; see 14 FAM 767.4,
paragraph a.
14 FAM 767.2 Mail Reasonably Suspected of Being
Dangerous to Persons or Property
(CT:LOG-197; 06-22-2015)
The postal officer, RSO, or any person acting under their authority, may act
without a search warrant or search authorization to detain, open, or remove from
postal custody, and process or treat mail, sealed or unsealed, reasonably
suspected or posing an immediate danger to life or limb, or an immediate and
substantial danger to property. Such detention is allowed only to the extent
necessary to determine and eliminate the danger. Justification and documentation
will be consistent with the following:
(1) Identify suspected mailings by using the guidelines in USPS Publication 52,
Hazardous, Restricted, and Perishable Mail;
(2) A complete written and sworn statement of the detention, opening,
removal or treatment, and the circumstances that prompted it, signed by
the person performing these procedures, must be forwarded to DPM within
24 hours via electronic means. All original copies must be kept on file; and
(3) When harmful matter is discovered, such incidents must be reported as a
postal offense: see USPS Postal Operations Manual (POM). DPM should be
notified via email or telephone as soon as possible.
14 FAM 767.3 Contaminated Mail
(CT:LOG-197; 06-22-2015)
Contaminated mail is any mail that has been exposed to toxic agents. When mail
is believed to be contaminated, postal clerks will immediately contact the postal
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officer and the RSO, and notify DPM of contaminated mail disposition information
within 24 hours. DS/WMD protocols will be followed. The team lead and RSO will
determine how persistent the agent is and the capability of the mail to be
decontaminated without damaging the contents. Contaminated mail should be
segregated and secured from uncontaminated mail. All incidents of mail destroyed
for this reason must be reported to DPM.
14 FAM 767.4 Execution of Search Warrants and
Search Authorizations
(CT:LOG-197; 06-22-2015)
a. Warrant(s) issued by a Federal court, served by a Federal officer (i.e., RSO),
and search authorizations:
(1) A search warrant duly issued per Rule 41 of the Federal Rules of Criminal
Procedure must be executed per Administrative Support Manual (AMS) 13
pg.87 ref 274.62. Usually, a warrant issued by a Federal court or served
by a Federal officer is issued under Rule 41 and is duly issued if signed and
dated within the past 10 days (AMS 13 pg. 87 ref 274.61); and
(2) Postal officers and DPO clerks must not permit the execution of a search
warrant issued by a State court and served by other than authorized
Federal officers. If in doubt, the DPO clerk or postal officer must
temporarily detain the mail in question and contact DPM for guidance.
b. Inspection: An official authorized to issue a search authorization may authorize
a search if there is reasonable suspicion that unlawful weapons, contraband
(including unlawful drugs), or other evidence of crime are contained in a
particular mail container or parcel:
(1) For such inspections and searches, the authorized official may authorize
the opening of all mail containers, but not the opening of individual letters
and parcels;
(2) Such inspections and searches may use fluoroscopes or other reasonable
technological or natural aids, such as metal detectors and narcotics
detection dogs;
(3) Mail may not be opened or read except as authorized in 14 FAM 767.1 or
14 FAM 767.2; and
(4) Whenever mail is opened for inspection, it should be documented in detail
to include the reason(s) leading to the decision to search mail. This
information should be relayed by telegram to DPM after final disposition is
made. DPM will coordinate with USPS postal inspectors and other
authorized legal representatives as needed.
c. Execution procedures for search warrant and search authorizations:
(1) A post official or RSO may execute a search authorization only when
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accompanied by a DPO clerk or postal officer;
(2) An authorized official or RSO may execute a search warrant per
Administrative Support Manual 13 pg.87 ref 274.62;
(3) Mail may be taken from postal custody under the authority of a search
warrant or search authorization only if the person executing the warrant
leaves a copy of the warrant or authorization and a receipt or inventory;
(4) The receipt or inventory must be made out in the presence of the
accompanying DPO clerk or postal officer and must describe specifically
each piece of mail taken, including all service endorsements on the cover
(such as USPS product tracking, insurance, or certified mail numbers);
(5) The receipt or inventory may be attached to the copy of the warrant or
authorization. A report of seizure must be submitted. See 14 FAM 767.4,
subparagraph c(4); and
(6) If mail is searched and does not contain the suspected matter, a letter
explaining the circumstances with a copy of the search warrant must be
enclosed in the resealed article.
d. Cooperation for personal mail access with Federal agencies:
(1) Any DPO clerk or postal officer receiving a request for access to, or
information about, particular mail matter or any class in the custody of the
DPO must refer the request to DPM;
(2) The requestor must be informed that DPM is responsible for liaison with all
government agencies concerning a request;
(3) The postal official must comply with such a request only as authorized by
this policy; and
(4) If the agency or a foreign government seeks a search authorization, the
postal official must refer the agency or foreign government to the RSO and
DPM for action.
14 FAM 767.5 Mail Covers
(CT:LOG-197; 06-22-2015)
a. A mail cover may be ordered and warranted under these conditions:
(1) Protection of national security. An actual or potential threat by a foreign
power or its agents exists in one or more of the following situations:
(a) An attack or other grave hostile acts;
(b) Sabotage or international terrorism; and
(c) Clandestine intelligence activities, including commercial
espionage;
(2) Locating a fugitive; and
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(3) Obtaining evidence of commission or attempted commission of a crime.
b. The mail cover authority at post is the chief of mission (COM):
(1) A mail cover may be ordered only when a written request is received from
the RSO, investigative authority, or the COM and properly cleared by legal
authorities. The request may be granted only if the official or designee has
a reasonable suspicion based on facts; and
(2) The COM may also order a mail cover upon written request of a
Department of State intelligence component, when the COM has a
reasonable suspicion, based on articulated facts, that the mail cover is
necessary to protect national security. This authority may not be re-
delegated.
c. Oral orders and requests: When time is critical, the COM may issue an oral
mail cover upon an oral request to be confirmed by the requesting authority in
writing within 2 work days. For mail covers believed to be necessary to protect
national security, only the COM may issue an oral order. No information may
be released until an appropriate written order is received from the official who
issued the oral order.
d. Forwarding order and justification: The official who orders a mail cover must
ensure a copy of the written justification and order for the mail cover is
forwarded by the quickest means to DPM and Diplomatic Security (DS).
e. Compilation of record: The RSO, in conjunction with the postal officer, must
compile mail cover information. Information collected may not be released to
the investigative agency, or any other agency, until the official who ordered the
mail cover authorizes the release.
f. Disposition of record: Disposition of the compiled record of the mail cover must
be as directed by the official who ordered the mail cover. No other record or
file may be maintained, nor is reproduction of any portion of the file authorized.
Use PS Form 2009, Information Concerning Mail Matter, to record mail cover
information.
g. Time limit: Except mail covers ordered upon subjects engaged (or suspected to
be engaged) in any activity against national security, a mail cover must remain
in effect for no more than 30 days. At or before the expiration of such period,
the requesting authority may be granted additional 30-day periods under the
same conditions and procedures applicable to the original request. No mail
cover must remain in force longer than 120 days regardless of the issuing
official, unless personally approved for further extension by the COM.
14 FAM 768 AND 769 UNASSIGNED
14 FAM 760 Page 11 of 11
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