Attachment 4_Service Instructions for SEC OS Certified Mail Requirements.pdf

SERVICE INSTRUCTIONS FOR SEC CERTIFIED MAIL REQUIREMENTS

1. Process documents on same day or the next business day, depending on time of receipt.

2. In a given week, it is anticipated the Contractor will serve anywhere from 5-10 packages which will include the documents in (3) below. Service of these document packages would involve:

(i) Printing (double-sided) the order and accompanying documents sent to courier via email;

(ii) Preparing an envelope with the addressee’s information using label-ready information provided by SEC Office of the Secretary (or other SEC sender office) – in addition to the recipient’s information, the label will include an additional file number (for example, 3- 12345) which is the case number;

(iii) When preparing the label for step (ii) above, an additional label must be printed for step

(iv) below

(iv) Put SEC sender office address on the certified mail green card that the US Postal Service will return once delivery is attempted (see Attachment 5)

(v) Sending the envelope via USPS certified mail, registered international mail, priority mail express, or priority mail express international – separate instructions will be provided for the latter three mail types (see Attachments 2, 6 and 7 for certified mail form information)

(vi) Scanning and emailing the a copy of the USPS certified mail receipt (see Attachment 8)

3. Each document package will vary, but typically will include 5 documents for an average total of between 15-20 pages (print documents double-sided):

• Order Instituting Proceedings (OIP) (on average between 4-8 pages)

• OS litigated proceeding guidance document (7 pages)

• Filing and service checklist (2 pages)

• Party letter (1 page)

• Service list (1 page)

• Some parties may receive an additional one-page document called a Document Request

Letter

• Incarcerated individuals have special instructions:

i. Include a copy of the Rules of Practice (120 pages; 60 pages double-sided) (Attachment 2),

ii. Affix an additional label (“special mail” label) applied to both the front and back of the envelope envelope (see Attachment 3).

4. To comply with this requirement, the Contractor shall email the SEC sender office a scanned image of the U.S. Postal Service Certified Mail Receipt with certain information filled in the same day the envelope is mailed. See Attachment 8 for an example.