10 Under section 12 of article IV of the Convention on the Privileges and Immunities of the Specialized Agencies, WHO has the right to dispatch and receive diplomatic pouch bags. For the purpose of ensuring the security and speedy transmission of the official correspondence of the Organization, diplomatic pouch services have been established which at headquarters are administered by Logistics Support Services (LSS) and in other WHO offices by the officials designated by the regional director (see related content: Use of WHO Pouch Services).
20 The use of the Organization's pouch services is restricted to:
- The official correspondence of the Organization;
- Documents, publications and other printed matter when authorized. Publications, documents and other printed matter are normally dispatched by surface mail. Annexes to correspondence consisting of printed matter may be enclosed with letters only when they are so light that they will make little difference to the postal charges. Otherwise, they should be sent electronically.
- Supplies and equipment intended for official use, if dispatch by pouch is authorized by Contracting and Procurement Services at headquarters, or by the regional directors in the regions or officials designated by them.
30 The Director-General or a regional director may declare it the official business of the Organization to forward private mail by WHO diplomatic pouch on behalf of staff members:
- Who are assigned to official stations under conditions of hardship where regular mail services are interrupted, suspended or disorganised;
- Whose ultimate official station is unknown. This authorization may be applied only to correspondence and may not be extended to cover private parcels and packages containing dutiable merchandise, articles or substances. Correspondence sent by staff members in hardship areas should bear the proper forwarding postage.
40 Urgent health supplies prescribed by a physician for the use of a staff member or of his or her dependants, which cannot be obtained locally, may be sent by pouch if supported by an official request from the Regional Staff Physician.
50 Letters may be sent by registered post if a receipt is required as proof of delivery.
