or in conjunction with a disciplinary measure. With the exception of meeting certain security
requirements, such as mandatory inspection, prisoners' mail is processed in the same manner as
normal unit mail. Smuggling or attempted smuggling of mail into or out of the facility or on
behalf of a prisoner constitutes grounds for disciplinary action being taken against the offender.
The Prisoner's Mail and Correspondence Record (DD Form 499) (figure 4-1 [Front]) must be
prepared as described in the following paragraphs.
a. The form must be prepared for each prisoner at the time of his initial processing and must
show the names and addresses of all authorized correspondents. After the initial preparation, and
with the approval of the facility commander, names of authorized correspondents may be added
b. All prisoners will be required to sign the form to indicate their approval or disapproval of
the inspection of their mail. When a prisoner has not authorized the inspection of outgoing mail,
his mail will not be introduced into postal channels. The mail will be returned to the prisoner
with an explanation of the necessity for inspection of the mail in his particular case. When a
prisoner has not authorized inspection of his incoming mail, such mail will be shown to him
unopened and he will be afforded an opportunity to receive it subject to inspection. If he refuses
inspection, he may elect to have such mail retained unopened in the property and funds section
(to which the prisoner does not have access during his confinement). Or, if a return address is
shown, he may elect to have the mail returned to the sender unopened with an explanation by the
officer in charge of the facility as to why it was not delivered to the prisoner. The sender will be
advised that any information of an emergency nature contained in the returned mail may be
furnished directly to the officer in charge of the facility for transmission, verbally, to the
prisoner. Envelopes bearing the official postal marking "Postage and Fees Paid, Department of
the Army..." may be used for returning the letter.
c. A record, to include dates, must be made on DD Form 499 of all letters mailed or received
by a prisoner. The form should be filed alphabetically so that it will be readily available to the
mail clerk who checks the prisoner's mail against the authorized correspondents list. The form
will be filed in the prisoner's correctional treatment file upon disposition of the prisoner.