Posting of Registered News Papers: (Rule-58-A, Volume-V)

(i) Registration of Newspapers will be granted by the Divisional Superintendents under clause 132, 133 of IPO Guide Part-I. (ii) Such newspapers can only be posted in the Post Office/RMS at such time as permitted. (iii) The office of posting will maintain one register to keep watch on the posting and that newspapers not registered should not be allowed to pass at concessional rates. (iv) Divisional Head will supply a copy of the order granting permission to the office of posting. (v) All changes in the periodical Posting/Cancellation/Registration etc. will be communicated to the office of posting. (vi) Licence for posting registered newspaper can also be granted without prepaying the postage under the condition that: a) b) at least 500 copies are posted at a time. the following will appear on each copy: that they are handed in with a proper invoice. Licence No. Licensed to post without prepayment

(i) The copies of the newspaper will be handed over at the counter with an invoice in duplicate. 1st copy will be retained in the office of posting and the 2nd copy will be returned to the sender duly date stamped. (ii) The office posting will count the number of copies posted and compare with the invoice and insert correction to the invoice if necessary. (iii) The amount of postage due on at postings will be adjusted twice in a month. The office of posting will raise bill for each fortnight on the news paper and the payment will be effected within seven days. In the event of non-payment within a fortnight posting of papers will not be accepted. Machine Franked Articles: 58-B:

(i) Postage on postal articles may under a Licence issued be paid through Franked impression. (ii) The frank will be of bright red colour and be made as far as possible on the top right hand side of the article. (iii) Can only be posted in not more than two offices as specified in the memo granting Licence. (iv) Franked articles will be tendered at the counter in separate bundles according to the value of Frank. (v) With the last dispatch of the day the Licensee is required to submit a daily docket duly filled in and signed be presented at the P.O. indicating the meter reading from____to____. (vi) The office of posting will record the meter reading in the prescribed register. Separate page will be allotted to each Licensee. (vii) The frank impressions should not be interfered with. The article should be impressed with the date stamp of the office of posting. (viii) Franked articles should not be posted in the Letter Boxes. Unregistered articles posted in the Letter Box will be treated as due. (ix) Agents of the authorized servicing dealers may carry out repairing of the machine in presence of the Postal official deputed for the purpose. (x) articles. Cut out labels with frank impressions can be obtained and pasted in insured

Enquiries relating to Foreign Mail:On receipt of a complaint in respect of a foreign letter mail/parcel mail the Postmaster has to see:

1. Postage stamps equivalent to the prescribed fee have been affixed to the letter of complaint. 2. In case the complaint relates to registered/parcels mail the particulars regarding (i) number, (ii) date of booking, (iii) office of booking are to be verified from the receipt. 3. The letter of complaint along with the postage stamp affixed on it should then be forwarded to the office of exchange furnishing full information regarding the manner of disposal. 4. The complaint should be forwarded to the office of exchange with compliance through the Divisional Superintendent. 5. The party may provide a facsimile of the envelope or of the writing on the covering of the articles to facilitate Inquiry. 2

Enquiries relating to foreign articles:

Enquiries may be received in any offices in India:

in respect of articles booked in India for delivery in Foreign Country. Articles booked in foreign country for delivery in India, to be received from: (a) Foreign Postal administration. (b) Sender of the foreign country. (c) The addressee in India
Outward articles:

The officer receiving the complaint should enter it in the complaint register and furnish its disposal within India. If it is ascertained that the article has been duly consigned by an office of exchange to an office outside India he should request the former to take up the matter with foreign administration concerned. Reminder may be issued keeping note that more time is required from Foreign Postal Administration. Normally inward complaints should be preferred by the sender of Foreign Country through Foreign Postal Administration in (reclamation) to be received by the Circle Head through Directorate. The compliance be served to the office of exchange. Treatment of articles the registration/insurance of which is compulsory:
Inward complaints:

When such an article is found in course of sorting in a P.O./RMS office: (i) (ii) (iii) The PA detecting the irregularity should note the irregularity in his error book/Note book. He will produce the article before the P.M./HAS and make it over to the Regn. Department/PL Department. The article should then be registered. If the fee equal to Regn. has not been paid, a fee equal to the deficiency in usual registration fee should be charged on it. The amount of this fee plus postage due on the article should be marked on its face below the Regn. No. and a note should be added under the signature of P.M. The usual receipt should be given to the P.A. who will paste it in the error book against the report. In case of RMS office the receipt should be submitted along with the daily report. (v) The article should then be passed on through Regn. Channel to the delivery office.

(iv)

(vi)

The fee when recovered should be converted into postage stamps which should be affixed to the error book against the entry relating to the irregularity and then defaced with the date stamp of the P.O. concerned. (Rule 15 Man. V)

Articles found open/damaged/or without contents: If an unregistered article of the letter mail is observed to be open, torn, or otherwise damaged or without contents, a remark thereto should be written by the PA/S.A. on the article and signed by the HAS/PM. 1. 2. If there are suspicious circumstances attending the case the HAS/PM should make endeavour to discover the offender. Opened and damaged articles should be closed/repaired by the PA/SA so as to protect the contents. If necessary the article should be forwarded enclosed in envelopes addressed to the office of destination. If the article is noticed in the office of delivery it should be closed/repaired before it is issued for delivery. If a wrapper is received for delivery without contents, a label with the entries cover received without contents should have been prepared and affixed to it for delivery.

3. 4.

In case the wrapper is received back with the information as to the nature of the missing contents, an enquiry should be made immediately at the P.O./Sorting Office. In case of Foreign Calcutta/Mumbai/Chennai. articles enquiries to be conducted with RLO

Notes under Rule-115 Manual Volume V Treatment of articles the registration of which is compulsory. 1. If an article the registratioin of which is compulsory is found in course of sorting during late fee hours in a Mail Office with or without late fee it should be kept till the office is open for registration. When an article the registration of which is compulsory is found in a letter-box at a time when it could not be accepted for Registration it should be kept in deposit till the office is next opened. When an article of the foreign mail marked Registered found in a Letter-Box it should be fully prepaid and addressed to a country to which registration service is available be dealt with otherwise it should be treated as ordinary, the word Registered marked on it being completely scored out. If the article the registration of which is compulsory is found with an AD card attached to it, it should be forwarded in the usual manner provided the fee for the AD has been prepaid. 4

2.

3.

4.

5.

If the fee for AD has not been prepaid, the form of AD should be kept in the error book where the entry of the incident is made and should not be forwarded with the article nor any charge be made for the same. If an uninsured article passing the post is found to contain coin/bullion/precious stones/jewels or articles of value the insurance of which is compulsory is found in a RMS office/intermediate office the article should be forwarded in a protecting cover or bag addressed to the Postmaster office of destination after having a note recorded on it explaining why it is so sent. If the article is not a registered one the protecting bag/cover should be treated in the manner laid down under 115.

6.

Production of records before Police: (1) The records of a P.O. should be produced and information available in them should be given in the written order of any Police Officer who is making an investigation in a cognizable case under the CRPC. Only those entries in the records should be disclosed which relate to the person or persons charged with the offence or which are relevant to that offence. In any other case the officer in charge will refer the case to the Head of the Circle for orders. The Police Officer before asking for records should obtain order from the District Magistrate failing which P.O. may not submit records. Post Office also under the authority of H.O.C. are authorized to hand over records under receipt to the Police Officer in cases where the Department itself is a complainant. The I.G. Special Establishment and his staff are authorized by Law to inspect all official and secret records during inquiry. When the information asked for by a Police Officer is not available in records the Police Officer should be informed accordingly. (Rule 152).
SEARCH BILL

(2) (3) (4) (5) (6) (7)

The object of a search bill is to trace a bag or registered article from the office of final destination. It can be issued by the P.M./R.O./SRO/Divisional Heads. ADVANTAGETimely issue of a search bill will in most instances prevent delay and reduce correspondences. It is very important that disposal of search bill should not be delayed at any stage.
The office who issues search bill should invariably indicate in its last column the special point on which information is desired and furnish dispatch particulars and available information and forward it to the next office. All

intermediate offices will continue to submit information to the o/o origin. The o/o final dispatch will return the search bill to the o/o origin.

POSTAGE STAMPS, COINS, ARTICLES OF VALUE FOUND IN THE LETTER BOXES.

a. (1) When ordinary postage stamps are found loose in a letter box, endeavor should be made to identify the article from which they might have been detached. Failing which the stamp should be shown to the P.M. who will keep a note in the error book, affix the stamp and then defaced it. (2) In case empty unused envelope, postcard, found in a letter box or on the counter it should be shown to the P.M. who will report the matter and credit the stamp value to the Govt. In RMS such articles should be shown to the H.S.A. who will forward them to the R.O. under proper advice in the D.R. The R.O. should transfer the article under receipt to the P.M. for disposal. Application from the public for refund of their value should be forwarded to the Supdt. for sanction, along with a report on the fact. (Rule 154).
IMPORTANT CASES TO BE REPORTED TO H.O.C.
The following cases should always be reported to the head of the Circle/Region.

1) 2) 3) 4) 5) 6) 7)

Highway robberies and attempt to highway robberies of the mail. Loss of mail due to accident/air crash. Cases of house breaking and theft in which loss to govt. is involved. Cases of loss/fraud/and misappropriation of govt. money exceeding Rs. 5000/Fraudulent use of postage stamps. The death of/serious injury to officials by violence or accident. All occurrence of grave character such as destruction of offices by the fire, loss of M.B. etc. 8) Loss of records of a P.O. 9) Loss or theft of I.P.O. and P.O. certificates from the stock of a P.O. 10)All cases under section 52 of the P.O. Act. In all such cases the Supdt. should immediately submit a report to C.O. If important mails are concerned the H.O.C. will notify the loss to the public through the press. (b) In all other matters the P.M. will exhibit on the notice board. When the amount of loss/fraud exceeds Rs. 5000/- or when there are important features which require detailed investigation and consideration a copy of the report should be submitted to the H.O.C. Treatment of articles with incomplete address: 6

1. Articles found in course of sorting with destinations that are illegible/imperfect or written in an unknown character/without envelopes, wrapper, so that the destination cannot be ascertained should be placed in the sorting case labeled undecipherable. 2. After completion of sorting these articles should be examined and every endeavour should be made to find out the destination. If necessary the assistance of other S.A. should be obtained and the list of Indian Post Offices should be consulted. 3. If the destination can be ascertained, the names of the post town should be written clearly on the articles by the S.A. and disposed of in usual course. 4. Articles the covers of which are over laid with writings or with postmarks as to leave no room for the clear entry of destination should be forwarded to the office of destination in a service envelope. 5. If the destination cannot be ascertained the articles after having been shown to the P.M./H.S.A. should be sent to RLO enclosed in an ordinary envelope marked undecipherable. 6. Articles found in course of sorting without addressees name or Post town of destination and the articles which are fully prepaid but the destination cannot be ascertained should be returned to sender if his name and address appears. In all other cases they should be forwarded to RLO. (a) The PM/H.S.A. should be satisfied that the action proposed to be taken by SA is correct. (b) When necessary a bag should be used instead of envelope. The bag should bear a label for the RLO and on the reverse of the label the date stamp of the office preparing the bag. (c) A telegram bearing undecipherable address found in course of sorting should be sent to the Post Office of the place where it was posted. When the office of posting cannot be determined owing to indistinct impression the telegram should be sent to the RLO. (d) Articles received for delivery in a Post Office with incomplete address that they cannot be distributed should be put aside till the close of the business and then every endeavour should be made to decipher the address with the assistance of other Postmen. If the article cannot be deciphered the article should be shown to the Postmaster who will decide whether the article to be transferred to the deposit department for next day delivery/transmission to RLO/or returned to the sender. (Rule-66) Labelled Bundle

A labeled bundle is a collection of faced unregistered articles of the letter mail securely tied with a check slip at the top. It is treated in sorting as a single article and is opened by the office to which it is addressed. 2. Labelled bundles are of two classes: (a) (b) (a) Station bundles. Sorting bundles. Station bundles: A station bundle contains station unregistered articles and may be either a paid articles bundle consisting of only paid articles or an unpaid bundle. Station bundle are prepared, ordinarily, when the number of articles for any office exceeds fourteen. Sorting bundle: A sorting bundle contains both paid and unpaid unregistered articles, which are not included in a station bundle. Sorting bundles may be of two kinds: Express bundle Deferred bundle

(b)

(i) (ii)

An express bundle contains articles, which require to be sorted immediately on receipt. A deferred bundle contains articles, which can be disposed of later. When a sorting bundle is prepared for a State/Country/Foreign country is called Territorial bundle. Territorial bundles are prepared when the number of articles is 25 and more. (Rule 67 Vol. V) Check Slip
A check slip is a label tied to the top of the labeled bundle. The form is printed on paper of different colours:

(a) Pink for ordinary paid and unpaid bundles. (b) White for ordinary sorting bundle. (c) Blue with the words Air Mail for foreign airmail bundles. Every check slip bears (i) the name and date stamps of the office which prepares the bundle, (ii) the name of the office to which it is addressed and (iii) signature in full of the officer by whom it is made up. In case of territorial bundle it also shows the name of territory. (Rule 25 of Vol. V) Disposal of Check Slip
Check slips tied to the top of labelled bundles should be disposed of by the office as below:

(a) When a labeled bundle contains no missent articles the check slip received with it should be destroyed. (b) When a labelled bundle is found to contain any missent articles, particulars of such articles that the number of missent articles for each post-town of 8

destination should be clearly entered on the reverse of the check slip which should also be impressed with the date stamp.
(ii) The check slip should then be signed by the official in charge.

(iii) The check slip should then be forwarded for first mail in a service envelope addressing to the supervising officer of dispatching office. In RMS the entries should be signed by the H.S.A. and the check slips attached to his daily report. (Rule 141-Vol.V)
IMPORTANT IRREGULARITIES TO BE REPORTED BY TELEGRAPH/FAX

(1)

An immediate report should be made by Telegraph (according to the telegraphic message code) or FAX by the Postmaster, Official in charge of R.M.S. set concerned to the dispatching office. If the dispatching office is a Transit section to its record office in the following cases:(a) (b) (c) (d) (e) (f) (g) (h) A due bag not received or left behind. One or more bags lost, stolen, destroyed by fire etc. A bag entered in the mail list but not received or bags received in excess of the number entered. A due mail, registered or parcel list not received or received missent. A mail, registered, parcel, speed post list received with correction in entries without attestation or corrections in totals even if attested (ii) with wrong totals (iii) without entry of totals. A registered, parcel, VP, insured, R.B./I.B./Speed Post etc. entered in the list (i) but not received (ii) received different from the one entered (iii) received in excess of those entered in the list. An insured article/insured bag/insured bundle received-(i) in damaged condition (ii) without its weight recorded by the office of posting or of dispatch (iii) with weight recorded different from that ascertained on actual weight. A money order received in a P.O.-(i) with a discrepancy of Rs. 10 or more between the amount entered by the remitter and by the office of issue (ii) Without having been signed by the issuing Postmaster or M.O. Asst. (iii) Not bearing the prescribed post marks (oblong M.O. stamp) (iv) Affording any other reason to suspect its genuineness. A money order lost by the P.O. after receipt but before payment. A T.M.O. advice received in a P.O. but not concerned to that P.O. A postal confirmation received of a TMO for which no TMO advice has been received previously. A daily account or S.O. slip not received by a P.O. in the account. A remittance of cash and stamps adviced but not received or/amount received short/or excess of that advised. Absence of a carrier appointed to exchange mails with a RMS section.

(i) (j) (k) (l) (m) (n) (2)

If the dispatching office happens to be a B.O. an immediate report should be made to the account office and I.P.O. copy of the telegram be sent by post to the Divisional Supdt. 9

(3) (4)

In the case of irregularities coming under item (b) to (m) copy of the Telegraphic report should also be submitted to the SP/SRM. In every case the irregularities should be noted in the error book.

Note:1. If the reported office and reporting office happens to be in the same station the irregularity should be reported by Telephone/Fax if available without extra expenses or loss of time. 2. Where non-receipt of article has been communicated by telegraph, its subsequent receipt/discovery should also be communicated to the officers concerned by Telegraph/Fax. 3. When an irregularity is committed by a B.O. the same should be communicated to the BO in plain language instead of in code language. 4. On receipt of the report a careful enquiry should be made immediately. (Rule 144) Correction Slip DTE No:- 30-12/2004-D dated 13/02/2004. 1. It is reiterated that Fax machine should be used for reporting important irregularities in the matter. Where Fax machine is not available in mail office, the irregularities can be reported through record office or SSRM/SRM office where such facility is available. . Trial Cards (M-26(a)
Trial cards are service post cards which are employed for the purpose of determining (i) the relative advantage of alternate mail routes and (ii) the cause of detention to articles. A trial card contains the following columns:

(i) (ii) (iii) (iv) (v)

Source of receipt Remarks, misconnection etc. Manner of disposal Date stamp of the office/section Signature of HSA/PM/Supervisor

All these columns should be carefully filled in by the HSA/PM/Supervisor handling the card. On reaching the destination the receiving officer should also note. (i) the date and hour of the mail conveying the cards, and
(ii) the date and hour of delivery of the card before the same is returned in a service cover to the officer by whom it was issued.

10

(iii) the card should be forwarded by the route, if any marked therein and should not be included in any station bundle. (Rule 57-A)
RECALL/DELIVERY OF LETTERS

The conditions under which an article posted may be recalled for re-delivery to the sender are:(1) When an application for the recall of an article or alteration/correction of address of an article is received by the post office, the following procedures are to be followed; (a) Fee as prescribed from time to time for inland postal article and foreign postal article as the case may be/should be taken from the applicant and converted to postage stamps which should then be affixed to the application obliterated with the date-stamp. In case of official Letters and articles, the prescribed fee will be realized by means of service postage stamps which should be affixed to the application for the redelivery of the postal article.

(b)

(2)

The P.M./H.S.A. has to search for the Letters in his office. If it is traced a remark recalled article for redelivery to the sender is to be made and is to be dispatched to the delivery P.O. with reference to the senders address. The delivery P.O. on receipt of such article with application will satisfy that the applicant is the sender of the article and then deliver it. If the article is not traced, the P.M./H.S.A. will take a declaration from the applicant that he would pay the telegraph/telephone charges for contacting the P.O. of delivery to stop delivery to the addressee and return it to the post office serving the sender. If the applicant is willing for this the P.M./H.S.A.will issue telegram/contact over phone to the delivery P.O. with a request to stop delivery of the letter to the addressee and return it to the sender. The application for recall will be forwarded to the normal delivery P.O. of the sender with adviced to wait for the article to be returned from the destination and with information that the destination P.O. has been contacted over Phone/Telegram. The destination P.O. soon on receipt of information about re-calls the SPM will keep a watch on the mail received, locate the article, write on its face Recalled article for redelivery to the sender enclosed it in a service cover and send it by Regd. Post to the P.O. serving the sender.

(3)

(4)

In case of an article addressed to a foreign country, the office of exchange in India concerned to which it has been forwarded should be asked not to send it on to destination. In making such request care should be taken to communicate full particulars of the article to enable it to be correctly identified. 11

(5)

The application for re-call of an article should be kept on record One year and in case of foreign article it should be kept for 18 months and then destroyed. If the article for re-call is in the office itself, it should be superscribed Recalled article and submitted to the 1st class P.M./Supdt./SSPOs for sanction. On receipt of the sanction the article will be delivered to the sender under signature.
(i) (ii) (iii) (iv) In R.M.S. when such an application is received the H.S.A. should immediately forward it to the local P.M. along with the prescribed fee, along with the report that he is the sender of the article. If the article has already been dispatched the H.S.A. should at once address to the o/o delivery or the o/o exchange in India. The applicant should be informed of the action taken and advised to address further communication on the subject to the Postmaster concerned. In every case the matter should be mentioned in the daily report.

12

Bulk Bag (Rule 72-A)

The system of Bulk bag is available for dispatch/receipt of special bags or printed, papers to/from addressee/sender in foreign countries except Sri Lanka/Nepal/Bhutan/Pakistan. Features: Printed papers for the same addressee at the same address may be enclosed in one or more special bag. (i) (ii) (iii) The bag shall be so closed as to enable the P.O. to inspect the contents. The weight of each bag shall not be less than 5 Kg and not more than 30 Kg. The bag shall be legibly addressed with rectangular labels not smaller than 125 x 60 mm in size tied round the neck indicating the full name and address of the addressee and the weight of each bag including the contents. Bulk bag may be sent as unregistered/registered. Registered bulk bag system is not available for Argentina, Cuba, Peru, Phillippenes. On registered bulk bag the bulk registration fee will be charged at the rate specially prescribed.

(iv) (v) (vi)

Application for bulk bag facility should be made to the HOC through P.O. where it is proposed to post such bags giving particulars of average amount per posting and (ii) frequency of such postings together with a general indication of the destinations. The HOC will decide as to the amount of security deposit to be kept in the P.O. in the form of: (a) (b) (c) Cash PO savings bank security deposit National Savings Certificates pledged to the HOC

After the security amount is deposited the sender will be issued a Licence and will be authorised to post such bags. He will hand over the bag to the P.O. with an invoice in duplicate in the prescribed form, one copy of which will be returned to him after verification. The bill will be sent to him on the 10 th of each succeeding month which has to be settled within seven days. In the event of non-payment of bill his licence shall be cancelled immediately and the amount due shall be recovered from the security deposit. The Licence once terminated can also be renewed by the HOC under terms and conditions, as may he think proper. Any dispute arising on licence the matter shall be referred to D.G. whose decision thereon shall be final. Empty bags required for packing will be supplied by the PO authorized in this behalf. The postage payable on such bulk bags shall be at the rates as prescribed from time to time. 13

Bags containing items to be submitted to customs examination must bear the green label. C.I. Bulk bag received from a foreign country to an addressee in India, the Postmaster shall send an intimation to the addressee in prescribed form. The addressee will submit one receipt duly signed at the P.O. and accept the bulk bag. He shall undertake to return the empty postal bag within three days.
In the case registered bulk bag the PO may compensate for the loss if any.

Each bulk bag exceeding 500 Gram in weight a customs clearance fee as prescribed is chargeable instead of a charge per item contained in the bag. Treatment of late letters: Late letters that is letters presented in a P.O./Mail Office or posted in the letter box in a mail office after the hour fixed for closing the mail should be dispatched by the outgoing mail, provided they are posted within the interval allowed for posting of late letters and late fee is paid in addition to postage. In mail offices too late letters i.e., letters posted within the interval mentioned above but without having been fully prepaid with postage and late fee should be stamped Detained: Late fee not paid and detained until the next dispatch. (Rule 61) Contents of a station mail bag for a HO/SO:
A station mail bag for a HO/SO may contain the following articles intended for delivery from the office itself as well as unpaid articles of the letter mail for delivery from BOs in account with it.

(a) (b) (c)

Station bundles, paid or unpaid Registered including Insured VP Parcels entered in a parcel list. Unregistered parcels.

It must always contain a registered bag. Station mail bags exchanged between HO and SO must contain account bag. (Rule 69). Contents of a station mail bag for a B.O. A station mail bag made up by an office for a BO with which it is not in direct account may contain only paid station bundles and registered articles (excluding VP articles on which customs duty is to be realized) of the letter and parcel mail with the registered list, parcel list and unregistered parcels. (Rule 70) Contents of a sorting mail bag: A sorting mail bag may contain the following articles intended for onward transmission from the office to which the bag is addressed: Station bundles 14

Sorting bundles/registered articles Including insured and VP Parcel Mail articles entered in a parcel list and unregistered parcels. It must always contain a registered bag. It may also contain account bag:(Rule-71) Contents of Combined mail bag: A combined mail bag contains the mails of both station and sorting mail bag. The registered bag of the combined mail bag also contain articles for the station and sorting bag. Plural mail bags: (Rule 74) If as an ordinary circumstances the bulk of the correspondence for any office is more than a single mail bag can contain, the use of two or more mail bags will be ordered in the due mail list. In such cases the mail bags should be numbered 1,2 and so on and these numbers should be marked on the labels of the bags. The registered bag should always be placed in mail bag No.1. The use of several due mail bags instead of one will also be prescribed, whenever it is desirable to limit the size and weight of the bags to be carried. Plural transit bags: (Rule 77)
If as an ordinary circumstance, the bulk of the mail to be dispatched to any office is more than a single transit bag can contain, the use of two or more transit bags will be ordered in the due mail list. In such cases the due transit bag should be numbered 1,2 and so on and those numbers should be marked on the labels of the bags. Each plural transit bag closed should contain its separate mail list showing the particulars of bags enclosed therein. Parcel containing inadmissible communications: (Rule 83) If at the time of presentation at the counter of the P.O. for dispatch it comes to notice that a parcel contains more than one written communication of the nature of a letter, or having the character of a personal communication, or any such communication addressed to a person other than the addressee, the parcel should not be accepted for dispatch and the sender should be replied suitably. If however, the irregularity comes to the notice in course of transmission by post it should be endorsed For open delivery and forwarded to destination for arranging an open delivery to the addressee. Preparation of registered bundles: (Rule 89) When there are more than two registered articles of the letter mail for any P.O. is found to which no direct bag is closed, the registration assistant should enclosed them in a station registered bundle for that office. The registered articles should be entered in a registered list, and after arranging them in order of entries in the list they should be tied together and enclosed with the list in the prescribed envelope. A number should be given corresponding to the number of articles it contains preceded by the distinguishing letters R.B.. Examination and opening of insured bags received: (Rule 97). 1. Insured bags will be received enclosed in Parcel and Mail Bags. In case insured bags received through mail bags they will be made over under receipt to the Parcel Assistant by the Mail Assistant/HSA.

15

2. Each insured bag received must be carefully examined at once in the presence of P.M./HSA to see that it is in order, that the fastening labels and both the seals are in tact, (iii) that the seals are those of the dispatching office, (iv) that the stitching of the bag has not been tampered with (v) and that there is no rent concealed by the fold of the bag. 3. Each insured bag received must be carefully weighed in the presence of P.M./HSA and the ascertained weight should be checked with the weight recovered on the insured label. The ascertained weight should also be recorded in the Parcel List against the particular entry under attestation of HSA. In case the weight differs the bag should be given unopened to the P.M./HAS who should open it in presence of witness and deal with it further in accordance with the rules relating to investigation. 4. In case the bag weight agrees then the bag will be opened by the Parcel Assistant in presence of HSA. Examination of insured parcels received (Rule 98).

Insured parcels received in sorting or for delivery must be carefully examined by the PL Assistant in presence of the PM/HSA. At the same time the insured bags are opened to see that they are in good condition / that they bear the date stamp impression of the office of posting / that they have been properly packed and sealed and that the seals are in tact. Each parcel should then be weighed and the ascertained weight should after check with that entered in the parcel be recorded on the Pl. List with which it was received. Insured bundles (Rule 89-A)
Whenever there are two or more insured letters for dispatch from one PO to another the office of dispatch will enclose them in an insured bundle addressed to the delivery S.O.

The insured letters for inclusion in the bundle will be placed in an insured envelope or a do suit bag, clearly addressed to the P.O. of destination. A number will be given to the insured bundle preceded by the distinguishing letters IB with the name of PO who prepares this. I.B. 5 Delhi GPO Closing of Insured bag (Rule 92) 1. When an insured bag is to be closed, the insured parcels for dispatch should , after entry on the issue side of the parcel abstract, be shown along with the parcel list in which they are entered to the HSA/PM, who should sign both pencil and carbon copies of the list separately either in ink or blue pencil and do not by means of the carbonic process. The insured parcels should then be placed by the Parcel Assistant in the insured bag in presence of the P.M./HSA who should satisfy himself that the parcels entered in the list have been actually placed in the bag. 2. The insured bag should then and there be closed, sealed, and labelled by the Parcel Assistant in presence of the PM/HAS and accurately weighed. The label should bear the name of the office of destination with weight (in grams) as well as in the Parcel Abstract. The P.M./HSA will be responsible: 16

(i) (ii) (iii) (iv) (v)

that each bag contains the correct number of insured parcels; that the insured parcels have not been tampered with before dispatch; that the bags used are in good condition; that they are properly closed and sealed; and that correct weight is entered in grams.

Any discrepancy in weight and absence of date stamp impression should be brought to the notice of HSA/P.M. If there are no grounds for suspecting that the parcel has been tampered with, a note of the defect should be made on the parcel list with which it was received. If there are grounds for suspicion the parcel should be made over to the P.M./HSA who will deal with in accordance with the Rules. Half Yearly Enumeration Returns (Rule-155) During the period for 8 21 of February each year an enumeration must be made daily by each Postmaster for the number of ordinary unregistered articles of the Letter Mail and unregistered parcels given out for delivery to the Postman / Village Postman. A similar enumeration should be made by each H.S.A. of RMS for the number of such articles delivered by him on each of these days without the intervention of a P.O. Procedure for preparation of returns: The enumeration should comprise only articles received in the station and combined mail bags and from previous deposits. Separate enumeration should be made for each description of articles. Articles once given for delivery but which have been returned back undelivered will not be counted again. Articles received missent will not be included in the enumeration. Single and reply post cards should be counted together. Regd. Newspapers/Unregistered Packets and Parcels should be counted separately and shown in separate columns. Service letters and service RLs should be counted separately. BO should submit the enumeration to its Account Office. Application for interception of letters Applications are some times made by the public for interception of articles passing in sorting. The applicant in such case be informed that without the order of the HOC their request 17

cannot be complied with. Applicants should also be informed that as a general rule an application for intercept letters will not be granted unless it furnishes the names of the offices of posting of the articles. Articles prohibited from transmission by inland post (Rule 122) Where there is good reason to suppose that an article passing through the post contains any goods the transmission of which through the inland post is prohibited by the rules. It should be dealt with as follows: (1) (a) If the article is suspected to contain any explosive, dangerous, deleterious, filthy substances, any sharp instrument not properly protected or anything likely to injure mails or any officer of the P.O. it should if detected in a Section be enclosed in a protecting cover or bag and made over outside to the 1 st available mail office where the train halts. If there be no mail office in the beat of the section the article should be forwarded to the nearest HO/SO with which the Section is in direct communication. The article should be entered in a separate registered list/parcel list/mail list. the entry being followed by an explanatory notes over the initial of in charge officer. (b) If detected in a mail office the article should be made over at once to the mail carrier under proper procedure to the nearest post office except when it is suspected to contain explosives, or when owing to the nature of the article or the distance from the P.O. it may not be convenient to transfer the article to that office. In such cases the article should be detained at the SMO and the matter reported at once to the HOC/RO for orders. If detected in a PO or transferred to it by a section or RMS the article should be detained and an immediate report be submitted to RO/CO for orders.

(c)

A leaky article would come under the operation of this clause. The report in this case be made immediately to SPO. A notice should also be issued to the sender asking him for instruction to be furnished within a period of fortnight from the receipt of the notice by him regarding the disposal of the article.
A notice should also be issued to the addressee and the article made over to him if he is willing to accept delivery without the department being held responsible in any way.

In case when the 1st class Postmaster/SPO is unable to dispose of the leaky article or where its destruction is necessary the matter should be reported to the HOC for orders. (1) If the article is suspected to contain any other prohibited goods it should be forwarded in a protecting bag marked doubtful addressed to the P.M. of the office of destination, with a note under the initial of H.S.A. If the article received for delivery is (a) suspected to contain prohibited articles and (b) marked doubtful. 18

(2)

The P.M. should send a notice inviting the addressee or by agent within 48 hours. The article should then be opened and examined in presence of the addressee. After open delivery if it is seen that the article contains Gold bullion up to 1,00,000 it should be sent to R.L.O. with proper remarks for return to the sender. If it is an insured article or direct to the office of posting for return to sender. If it contains anything indecent/obscene it should be forwarded to the RLO with a remark on the irregularity. In case the article containing opium/morphia/cocaine/drugs etc., the article along with contents be made over to the nearest Excise Officer for further proceedings. Due Mail and Sorting List (52 A) (a) (b) (c) (d) Due mail list shows the details of bags to be received/dispatched: In which cases mail lists are to be dispatched and received with loose bags. transit bags are to be used. Account bag and BO bags are to be sent or received. The sorting list will show for what offices mail bags/registered bags are to be made up /PL bags to be made up and manner of disposal.
WEIGHMENT SYSTEM (RULE 226)
Weighment System is the system in force on Indian Railways, under which closed mail bags without limit of weight are conveyed in luggage vans in the custody of Railway Guards. Mails so carried are charged for according to weight at the rate prescribed from time to time. Payment for a regular daily service is made half yearly. Object: The object of the weighment system is to provide a regular daily exchange of mails between offices served by unimportant Railway lines, or where the mails are light, or between offices situated at a station at which the mail trains do not stop. Every proposal for the exchange of mails as a regular daily service by weighment system should be carefully considered by the H.O.C. with reference to the importance of the mails, the number of articles to be benefited and the cost of the dispatch. Weighment: The mails handed over to the station master on 21st January and 21st July of each year must be delivered by a responsible officer of the dispatching office after weighment in presence of the station master.

LOSS OF MAIL DUE TO AIR CRASH

I.

When as a result of accident in the course of conveyance, an air craft is unable to continue its flight and unable to deliver the mails at the scheduled stopping places, the crew of the air craft shall handover the mails to the post office nearest to the place of accident. 19

II.

When the accident is fatal and the crew are the victims of the mishap the officer in charge of the P.O./R.M.S. on being informed of the accident should loose no time to reach there.
The officer in charge should inform the Divisional Supdt. by telephone/FAX.

The officer in charge should then proceed to the spot personally immediately with as much help as he can gather and take charge of the Mails or the contents of the Postal articles as can be salvaged pending arrival of SPO/IPO. III. The Supdt. / IPO on receipt of the information will constitute a salvage party composed of a few Group C and Group D officials. The party should carry with them empty bags and paper covers to safely protect the salvaged mail. On arrival he should contact the Civil Aviation Authorities air carriers and the police authorities for necessary permission to start salvage operation in respect of Postal Mail. The salvage party should minutely comb the area and recover every part of the mail, closed, loose, burnt, scattered, and collect in empty bags. The permission of any of the duty magistrate of the area may be obtained for the release of the salvaged mail before the same is taken away to the Police station to dispose further without causing any further detention to the salvaged mail. The salvaged mail should be immediately brought to the P.O./R.M.S. and separated into (i) (ii) (iii) (iv) (v)
DISPOSAL

IV. V. VI.

VII.

Good condition MB/TB. Partially burnt mail bearing the address of the sender or addressee. Damaged with partial contents/without contents. Fully burnt and undisposable. Loose contents of the articles.

1. 2. 3.

4. 5. 6. 7.

Mails found in good condition should be disposed in the 1st available mail route. Partially burnt articles should be repaired/protected properly and impressed with a stamp bearing the inscription Damaged in air accident to flight No. Damaged/partial contents/without contents articles should be protected and efforts made to connect and restore the loose contents to respective articles as far as possible and be forwarded to the sender/addressee if the address is available or else the same may be sent to RLO for disposal. the mails fully burnt articles should again be examined very minutely and then dispatched to R.L.O. An inventory of all the loose contents of the articles should be prepared in the duplicate and two copies of the same forwarded to the nearest R.L.O. The detail of the salvaged mail should be circulated to all the Heads of Circles/SSRMs/SSPOs for wide publicity to the public. If any Foreign air mails are invoiced the Indian office of exchange should also be informed accordingly. 20

8. 9. 10.

The Indian office of exchange should then notify the preliminary details and the circumstances of the accident. The expenditure incurred by the Dept. should be reported to the H.O.C. A day to day liaison should be maintained with Airlines authorities and police authorities to recover and collect all possible mails from the air craft.

HIGHWAY ROBBERY (RULE-177-VOL.V)

(1)

When a robbery of mail is committed on the high road, the postal official of any grade who first receives the information of robbery should communicate at once to the local police and to his immediate superior. The Superintendent/IPO/PM as soon as he receives the information of Highway robbery of mail, should communicate by telephone/FAX of such particulars as are known, to the Dist. Magistrate/Police/and his immediate superior. Contents of mails to be ascertained:
Immediate steps should be taken by the Superintendent to obtain the phone from which the mail was last dispatched. A list of the bags comprising the mail together with copies of the Regd. List. In case of parcel mail the parcel list enclosed in the bags prepared in that office and further information regarding the: (a) Contents (b) Value and ownership of the RL/PL, MO and cash remittances sent by that office as may be available. Similar information regarding the other Regd. Articles/PL articles/cash remittances etc. included in the plundered mail should be obtained from the offices of posting/dispatch. The Supdt. should communicate this information as it is received, to the Magistrate/Police/Head of the Region/Circle.

(2)

(3)
(i) (ii) (iii)

(4)

Supdt,. to proceed to the spot:

The Supdt. should rush to the spot where the robbery was committed. On arrival he should, in cooperation of the local P.O. officials/with the Police/and any other who may assist him use every endeavour to trace the robbers and recover the stolen articles.

(5)

Under detention in any office: If in any office there was undue detention of any bag forming part of the plunder, especially if the contents of the bag are ascertained to have been of considerable value, suspicion of complicity in the robbery will fall on that office and should be followed up by prompt enquiry.

(6)

Preliminary investigation: In case the place of robbery is much away from the Superintendents office and the Superintendent may not reach immediately, the Inspector in whose Sub Division the robbery occurred should commence the investigation and report his action to the Supdt. without delay. Pending arrival of the Inspector/Superintendent, the local Postmaster should extend all help to the enquiry to trace the stolen property.

(7)

Deposition: The deposition of the persons who are conveying the mail when it was plundered should be carefully taken down in writing.

21

Evidence of other postal officials who may be able to furnish any information should also be recorded.

(8)

Inventory:

If the entire mail was not carried off by the robbers, or if any portion of it is recovered, application should at once be made to the police to deliver the recovered articles to the officer in charge of the nearest post office. (i) An inventory of the cash, currency notes, postage stamps, money orders, Regd. Articles, parcel articles forming the contents of the recovered mail together with full description of the condition in which each article was found should be prepared in duplicate and signed by the Superintendent. The number of paid/unpaid registered articles of the letter mail recovered should also be noted in the inventory. One copy of the inventory should be kept by the Superintendent and the other should be made over to the Police. In case any of the recovered articles are retained by the Police for further investigation, a remark to that effect should be made in the inventory.

(ii) (iii) (iv) (9)

Articles subsequently recovered: Articles subsequently recovered will be made over by the Police under receipt to the post office. The recovered articles when made over to the post office should be disposed of in the usual course without delay. Damaged/torn articles should be repaired or placed in protecting cover before they are dispatched. A note stating the cause of damage being written on each article.

(10)

Magistrate to be informed: The Superintendent will submit the District Magistrate and to the Police of any important circumstances which may come to light in connection with the robbery.

(11)

Preliminary Report: The Superintendent should keep himself in touch with the C.O./R.O. and call for the advices on phone/FAX if necessary. As far as possible he should submit report on the robbery, the value of articles, number of the articles along with an enumeration as to the articles recovered and their disposal.

(12) (I)

Final report: At the close of the investigation the Superintendent should submit a final report to the H.O.C./Region with the information: (a) (b) (c) (d) (e) (f) The day of robbery. Name of the mail line on which the robbery was committed. Description of the locality, distance from the nearest stage/PO/Terminal office. Name of the district in which the robbery was committed. Nature of injuries received by the mail carrier. Particulars as to the contents of bags.

(II) (III)

A statement as to the principal facts of the case and steps taken by the police/postal authorities and result of enquiry. The manner in which the robbery was effected, the person by whom was committed, the behaviour of the mail carrier and escort (if any).

22

(IV)

In case the Supdt. suspects any postal official he should explain fully the ground of suspicion and measures taken by him to investigate the conduct of the suspected parties. The final report should accompany all documentary evidence which may be useful and available(i) deposition of witnesses (ii) departmental documents. In case for any reason the case cannot be brought before a court the superintendent should apply for a copy of the final report of the police and submit to C.O./R.O. In case the case is taken to court a copy of the judgement should be attached to the final report.

23