500.66 undeliverable license tag mailers

1. Number: 500.66
SUBJECT: UNDELIVERABLE LICENSE TAG MAILERS Page: 1
Date: 03/21/02
Approved: Ryan Drabek Revised: 02/11/13
I. PURPOSE
To establish a uniform procedure for handling undeliverable license tag mailers that are
returned due to an insufficient or incorrect address.
II. POLICY
License tag mailers returned by the U.S. Post Office shall be reviewed for insufficient,
expired mail forwarding or an incorrect mailing address.
III. SCOPE
Applicable to all OC Animal Care staff that process returned and/or undeliverable
mail.
IV. FORMS
Not applicable.
V. REFERENCES
Not applicable.
VI. DEFINITIONS
Not applicable.
VII. PROCEDURE
A. Address Change on Returned Mail Postcards
1. The designated staff member shall look at the new address on the updated
address postcards from the post office. (The notice has already been
forwarded by the Post Office in this instance).
a. Change owner address information in the Person ID window.
b. Place the old address in the lower address field of the Person ID
window.
c. In the "Type" field pop-up (F4) the window and select the appropriate
address type i.e., OLD.

2. Number: 500.66
SUBJECT: UNDELIVERABLE LICENSE TAG MAILERS Page: 2
Date: 03/21/02
Approved: Ryan Drabek Revised: 02/11/13
d. Update (F8) the window.
e. If the new address puts the addressee outside of OC Animal Care’s
licensing jurisdiction, it is necessary to change the status field in the
Tag/Link Window to “MOVED” on ALL current/temporary or expired
tags.
f. Create a memo on the PID with the date the notice was returned by the
post office, as well as any additional information (i.e. “Customer
moved OOJ”) with your initials.
B. Address Change on Traditional Envelopes
1. The designated staff member shall open undeliverable mail and place a
telephone call to the addressee to obtain the correct address.
2. If contact is made with the addressee:
a. Change the address on renewal notice or license certificate.
b. Enter the new/updated owner address information in the upper address
field on the Person ID window.
c. Place the old address in the lower address field of the Person ID
window.
d. In the "Type" field pop-up (F4) the window and select the appropriate
address type i.e., OLD, NEW or MAIL.
e. Update (F8) the window.
f. Send corrected license notice or certificate to the updated address.
g. Create a memo on the PID with the date the notice was returned by the
post office, as well as any additional information you received from
the customer (i.e. “Customer gave me the apartment number”) with
your initials and the date the notice will be mailed to the revised
address.
3. If addressee resides outside Orange County licensing jurisdiction or no longer
owns the animal, it is necessary to change the status field in the Tag/Link
window.
a. Tab to the Status field and pop-up (F4) the window.
b. Select the appropriate status for the animal i.e., MOVED, DEAD,
OUT OF JURISDICTION, ETC.
c. Update (F8) the Tag/Link window.
d. Discard the notice.

3. Number: 500.66
SUBJECT: UNDELIVERABLE LICENSE TAG MAILERS Page: 3
Date: 03/21/02
Approved: Ryan Drabek Revised: 02/11/13
e. Create a memo on the PID with the date the notice was returned by the
post office, as well as any additional information you received from
the customer (i.e. “Customer stated animal passed away in 12/2012”)
with your initials.
4. If no contact is made with the addressee after one phone call, the phone has
been disconnected or is missing, follow the appropriate step below:
a. If the undeliverable mail is a license certificate, it shall be filed
alphabetically by last name in the Licensing Phone room in a clearly
labeled drawer. License certificates shall be discarded on an annual
basis. You will leave the tag status as “Current” so that the customer
will receive their renewal notice in the mail the following year. A
memo with the date the certificate or tag was returned by the post
office must also be created.
b. If the returned mail is either a renewal, incomplete or delinquent notice
and you have not made contact with the owner, follow the steps below
to update the Tag/Link window.
1) Tab to the Status field and pop-up (F4) the window.
2) Select the appropriate status for the animal i.e., MOVED,
DEAD, OUT OF JURISDICTION, ETC.
3) Update (F8) the Tag/Link window.
4) Discard the notice.
5) Create a memo on the PID with the date the notice was
returned by the post office with your initials.