DD Form 285: Military Postal Clerk Appointment – DD Form 285 is the official Department of Defense document used to appoint qualified personnel as Military Postal Clerks, Unit Mail Clerks, or Mail Orderlies. This form ensures secure and authorized handling of personal and official mail for U.S. military units. The current edition is dated August 1, 2019.
What Is DD Form 285?
DD Form 285 formally designates individuals responsible for receiving, handling, and distributing mail within military units or through military postal activities. It identifies the appointee’s authority and the specific types of mail they are permitted to handle. Proper appointment helps maintain mail security, accountability, and compliance with DoD postal regulations.
Purpose of DD Form 285
The primary purpose is to appoint:
- Military Postal Clerks (MPC) for postal operations.
- Unit Mail Clerks (UMC) for unit mailrooms.
- Mail Orderlies for units without a full mailroom, who pick up mail only.
It limits appointments (typically one primary and up to three alternates unless operating a consolidated mailroom) and requires training before assuming duties. Non-DoD agencies using military mail services may also use this form.
Who Needs DD Form 285?
Targeted at U.S. military commanders, postal officers, and personnel in the Army, Navy, Air Force, Marines, and Coast Guard. It applies to units operating Unit Mail Rooms (UMR) or receiving mail through Military Post Offices (MPO). Foreign nationals may be appointed under specific conditions, but with restrictions on certain mail types.
How to Fill Out DD Form 285: Step-by-Step Instructions?
Prepare the form in three copies. The appointee must carry one copy while performing duties. Key steps include:
- Enter the Date Effective (Box 1). Leave Date Revoked (Box 2) blank until termination.
- Provide appointee’s full name (last, first, MI), rank/grade, DoD ID number, and title (Military Postal Clerk, Unit Mail Clerk, or Mail Orderly).
- Specify the organization/activity/unit and MPO or CONUS ZIP code.
- Check and initial authorized mail types: Personal (All), Official (Except Accountable), etc.
- Obtain signatures from the appointing official and appointee.
- Validate with the servicing agency’s all-purpose date stamp (or unit seal for Navy mobile units) before use.
DD Form 285 Download
Download Official DD Form 285 PDF (Latest Edition: AUG 2019)
Key Responsibilities and Qualifications
Appointees must receive proper training and be familiar with DoD postal manuals (e.g., DOD 4525.6-M). They carry the form during duties and return it upon relief. Commanders ensure personnel are not transient or recently involved in mailroom work for certain roles. Appointments do not need renewal when the appointing official changes.
Termination and Revocation
When terminating:
- Notify the servicing mail agency.
- Destroy the appointee’s copy.
- Mark the file copy as “REVOKED” and retain per service regulations.
Related Regulations and Resources
Refer to Army Regulation AR 600-8-3, DOD Postal Manual, and service-specific instructions for full compliance. For official DoD forms management, visit the ESD WHS Directives Division.
Frequently Asked Questions (FAQs)
What is the latest version of DD Form 285?
The August 1, 2019 edition is the current version. Previous editions are obsolete.
Can civilians use DD Form 285?
Non-DoD agencies receiving mail via military postal services may use it to designate clerks.
How many copies of DD Form 285 are required?
Typically three copies for unit mail clerks: one for the appointee, one for the unit mailroom, and one for the MPO.