DD Form 2260 Unit Mail-Clerk Designation Log Guide

This form, prescribed by DoD 4525.6-M (Department of Defense Postal Manual), remains the current standard edition dated May 2000. It is used across Army, Navy, Marine Corps, Air Force, and other DoD components to maintain an accurate log of unit mail clerks and mail orderlies.

What Is DD Form 2260?

DD Form 2260 is a one-page Department of Defense form titled “Unit Mail Clerk/Orderly Designation Log.” It functions as a running log rather than a single appointment document. Units use it to record every designation and revocation of personnel authorized to handle mail on behalf of the unit or section.

The form captures the following information in a clear tabular format:

• Card Number (sequential, matching the related DD Form 285)
• Date Issued (YYYYMMDD format)
• Date Revoked (YYYYMMDD format)
• Activity Identifier
• Name of Designee (Last, First, Middle Initial – printed)
• Designee Signature
• Appointing Official Signature
• Pay Grade

An asterisk or similar notation is commonly placed in the left margin next to entries for personnel authorized to receipt for accountable mail.

Purpose of the Unit Mail-Clerk/Orderly Designation Log

The primary purpose of DD Form 2260 is to create a permanent, auditable record of who is authorized to receive and handle unit mail. This supports several key DoD postal requirements:

• Ensures only properly screened and trained personnel handle mail
• Provides a quick reference for unit postal officers and inspectors
• Matches exactly with the information on each individual’s DD Form 285 (Appointment of Military Postal Clerk, Unit Mail Clerk or Mail Orderly)
• Documents the chain of accountability when mail is lost, delayed, or compromised
• Supports compliance during inspections of Unit Mail Rooms (UMRs), Postal Service Centers (PSCs), and Community Mail Rooms (CMRs)

Without a properly maintained DD Form 2260, a unit cannot demonstrate that mail handlers were correctly designated, which can result in findings during postal inspections.

Who Uses DD Form 2260?

The form is used by:

• Unit Postal Officers and Assistant Unit Postal Officers
• Commanding Officers or designated appointing officials
• Unit Mail Clerks responsible for maintaining the log
• Military Postal Clerks and serving Military Post Offices (MPOs)

It applies to all U.S. Armed Forces components and DoD activities that operate unit mailrooms or designate mail orderlies for sections. Both military members and eligible DoD civilians may be designated; contractors generally are not authorized.

How to Complete DD Form 2260?

Although the form itself contains no detailed block-by-block instructions, service regulations and the related DD Form 285 provide clear guidance. Follow these standard practices used across the force:

1. Assign sequential card numbers that match the numbers issued on the corresponding DD Forms 285.
2. Enter the date issued in YYYYMMDD format (the effective date of the appointment).
3. Print the full name of the designee (Last, First, Middle Initial) clearly.
4. Record the activity identifier (unit, section, or organization the individual is authorized to receive mail for).
5. Obtain original signatures from both the designee and the appointing official (usually the Unit Postal Officer or commander).
6. Enter the pay grade of the designee.
7. When the appointment is revoked, enter the revocation date in the appropriate column. Do not erase previous entries.

For legibility, many units type or print the form. All information on the log must exactly match the corresponding DD Form 285.

Relationship Between DD Form 2260 and DD Form 285

DD Form 2260 and DD Form 285 work together as a matched pair:

• DD Form 285 is the individual appointment card carried by the mail clerk or orderly and filed at the unit and serving post office.
• DD Form 2260 is the master log that records every DD Form 285 issued by the unit.

When a mail clerk or orderly is relieved or the appointment is revoked, the date is entered on the DD Form 2260. For mail clerks, a formal revocation letter is typically sent to the serving post office. For mail orderlies, all copies of the DD Form 285 are destroyed after the log is updated.

Maintenance and Retention Requirements

Service regulations require the following standards:

• The Unit Mail Clerk normally maintains the log under the supervision of the Unit Postal Officer.
• The Unit Postal Officer reviews the DD Form 2260 for accuracy at least weekly.
• Retain the completed log for two years after the date of the last revocation entry (standard practice across Marine Corps, Army, and Navy guidance).
• Store the form securely with other postal records in the Unit Mail Room.

Proper retention ensures the unit can produce the record during inspections or investigations involving mail handling.

Download the Official DD Form 2260 PDF

Always download the current official version directly from the Department of Defense forms repository to avoid outdated or altered copies.

Official Download Link:
https://www.esd.whs.mil/Portals/54/Documents/DD/forms/dd/dd2260.pdf

The form is listed under DD Forms 2000–2499 on the Washington Headquarters Services Executive Services Directorate website. The edition date remains May 1, 2000, and the previous edition is obsolete.

Best Practices for U.S. Military Units

To stay inspection-ready:

• Maintain a minimum of two Unit Mail Clerks and at least two Mail Orderlies per section whenever possible.
• Ensure every designee has completed required local postal training before assuming duties.
• Screen personnel for reliability and trustworthiness before designation.
• Keep the DD Form 2260 and associated DD Forms 285 in a secure location with controlled access.
• Coordinate closely with the serving Military Post Office or Consolidated Postal Officer for any questions about authorization levels (Personal Except Accountable, Official Except Accountable, or Official All).

Related Resources and References

For the most authoritative guidance, refer to these official sources:

• Official DD Form 2260 page – Washington Headquarters Services
• Military Postal Service Agency (MPSA)
• DoD 4525.6-M, Department of Defense Postal Manual (prescribing directive for the form)
• Service-specific postal orders (e.g., Marine Corps, Army AR 600-8-3, Navy postal instructions)

By keeping an accurate and up-to-date DD Form 2260, U.S. military units protect the integrity of the mail system, maintain accountability, and ensure compliance with DoD postal standards. Download the official form today and incorporate these procedures into your unit’s postal operations.