Mail Clerk / Mail Orderly / Official Mail Manager Appointment Memorandum (MAIL_CLERK)
The Mail Clerk / Mail Orderly / Official Mail Manager appointment memorandum is an AR 25-50 compliant memorandum used to formally designate a Soldier or DA Civilian to serve as the unit's Mail Clerk / Mail Orderly / Official Mail Manager. It documents the appointee, references AR 25-51 (Official Mail and Distribution Management), and is signed by the commander.
Generate MAIL_CLERK Appointment Memo Free →Regulation reference
When is the MAIL_CLERK memo needed?
Most Army units appoint a Mail Clerk / Mail Orderly / Official Mail Manager (MAIL_CLERK) when a new commander takes charge, when the previous appointee PCSes, ETSes, or is reassigned, or when the unit's mission set changes in a way that requires renewed appointment. The memo is also required for unit inspections — including CIP, CCIR, and command climate reviews — where the AR 25-51 program is evaluated.
The appointment memorandum is the foundational document that establishes the appointee's authority under AR 25-51. Without a current, signed appointment memo on file, the unit's Mail Clerk / Mail Orderly / Official Mail Manager program is non-compliant — even if the appointee has all required training certificates. Inspectors will look for: a signed memo with current date, a grade that meets E-4 typical (Mail Clerk); GS-9+ for OMM, and training/certification documents matching the appointee on the memo.
On EvalMe, the MAIL_CLERK memo is one of 39 AR 25-50 templates that auto-cites the correct regulation, uses the proper format, and integrates with your unit's address book and signature blocks.
Required training for MAIL_CLERK
Documentation required on file
- Appointment memo signed by commander (for Mail Clerk/Orderly)
- DD Form 577 (Signature Card) — for pickup/delivery authorization
- Mail handler training certificate
- Mail security training certificate
- Classified mail handling certificate (if applicable)
- Mail control register (incoming/outgoing official mail)
- DA Form 7224-R (PAPAS Report) — OMM only
- Unit mailroom Standing Operating Procedure (SOP)
What inspectors look for
Verify appointment memo current and DD Form 577 on file. Verify mail handler training within 4-month window. Review mail security procedures. Verify appropriate background check/clearance for classified mail. Check mail control register for accountability. Verify OMM PAPAS Report submitted quarterly (for OMMs). Verify anti-terrorism mail screening procedures. Verify mailroom physical security per AR 380-5 if classified mail handled.
Additional notes
Three distinct roles: Unit Mail Clerk (personal mail), Mail Orderly (pickup/delivery), Official Mail Manager (official correspondence). ARNG units in CONUS typically receive mail through state HQ or installation OMDC. State J-1 manages official mail for state-level correspondence.
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EvalMe drafts AR 25-50 compliant appointment memorandums with the correct regulation citation, address block, and signature line — free, no credit card.
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