UNIT 1

OFFICE PROCEDURE

Mail operations2.1.1

Mail – List (M-1)

Used for invoicing of all bags

dispatched on a particular occasion to

another office

2.1.2

• Prepared at Post offices

• Prepared by Mail P.A.

• Details of all unusual bags & due bags is to be listed in

it.

• Prepared in duplicate if the bag is exchanged directly

• Prepared in triplicate if the bag is exchanged through

MMS.

Mail List

Rule 76 Volume V2.1.3

Proforma of Mail listFrom;_____________________To;_____________

Total No. of bags dispatched=Office of dispatch or

designation of senderOffice of destination or

designation of addresseeBag No.

Type of bag

D.O Date

Stamp

R.O Date

StampD.O Signature R.O Signature

2.1.4

Due Mail &

Unusual Mail

Rule 53 Volume V

2.1.5

2.1.6

Mail bag

DUE MAILS AND UNUSUAL MAILS

1. Due Mails :- Received and dispatched

daily or at regular intervals

2. Unusual Mails:- Received and dispatched whenever needed.

Rule 53 Volume V2.1.7

Due Mails & UnUsual Mails

DUE MAIL UNUSUAL MAIL

Mail bag Parcel bag

Transit bag Packet bag

Account bag Camp bag

Branch office bag Special bag

Regd. Pkt. bag (prescribed) Regd. Pkt. bag (not prescribed)

2.1.8

LETTER BOX STATEMENTA Letter box statement is available in the Mails and sorting branch. It is prepared by concerned Postmaster of the office & for BOs by the concerned Sub. Divisional Head. Let us see how a Letter Box Statement looks like.

SL. No.

Location Type of LB

Type of Lock used

Clearing Timing

Distance By Whom Cleared

Date of Last Paining

1 Office Wall F1 09.3011.3015.45

--- Stg. PA ----

2 Office Pillar F2 12.3015.3016.30

---- Stg. PA -----

3 Market Area C3 F2 15.00 1 Km LB Peon -----

2.1.9

Different mode of transmission

•By Mail Motor Service–Departmental MMS–Contractual MMS ( Private carrier,Govt bus etc)

2.1.10

Different mode of transmission

By AIRBy Train

2.1.11

By Carrier-Foot

2.1.12

By Cycle line

By Sea

2.1.13

Types of Bags & contents

Bag Abbreviation Contents

Account bag A Accounting - documents & cash bag

Branch Office Bag B Accounting documents of BO and Un accountable & accountable mails

Letter Bag L Unregistered MailsMail bag without PL list

D Un-registered mail and Registered bag

2.1.14

Types of Bags & contentsBag Abbreviation Contents

Parcel bag P Registered and VP Parcels & INS bag

Packet Bag Pkt Empty canvas bags

Registered bag R Regd. and VP letters, INS Envelopes and MO bundles

Registered packet bag RP Second class Regd. and VP packets

Transit bag TB Several bags with ML

Speed post bag SP Speed post articles

Special bag Special Addressed to dignitaries

Camp bag Camp bag Addressed to postal officer camp at different station

2.1.15

Receipt of Bags in Post offices

• Receipt of Mails – through MTS – From Station– From Bus Station– From Mail office

• What is your role in receiving & transferring of bags in your office?

• Which bags are opened by you ? What care should be taken while opening of bags?

• How will you dispose off the contents of a mail bag?

2.1.16

Receipt of bag

• MTS has to carry Mail bags from Railway Station / Bus Station…

• He should check with reference to mail list– Whether bag is addressed to his office– Conditions of bags are in order– Details of bags tally with the list – List is date stamped and put up to Mail PA for

signing and preserved.

2.1.17

Opening of Mail Bags

.

2.1.18

Transfer of contents of station mail bag

Contents• Reg.bag• Parcel bag• Unaccountable

articles

To• Registration PA• Parcel PA• For pre-delivery

process

2.1.19

Pre-delivery process

• Facing of Articles - They are faced with address side up and arranged

• Defacing – All the articles are to be impressed with delivery stamp / D –

Date stamp

– Date stamp is impressed on the back of articles

– Stamp impressions to be clear and distinct2.1.20

Table Sorting & Distribution of contents.

Delivery PA

Post Box / Bag To delivery PA/ Stg. Postman Window delivery

To concerned PA

Postmen

Post RestanteDeposit PA

BOSub Account PA

Missent Articles

Sorting PA

Sorting Postman

Pre – Delivery Process: Transfer of Unaccountable Articles

Articles to be delivered through postbag/box

For sorting by Delivery PA

Window delivery articles Concerned PA

Post-Restante Deposit PAMissent articles Sorting PA for further sorting after

making error entry

Unpaid articles To SPMArticles for BOs To Sub account PAOther articles To sorting Postman for beat sorting

Pre-delivery process…

• Sorting postman will sort letters beat-wise• Each Postman arranges letters as per beat • Postmen leave the office for delivery after

collecting accountable articles from respective PAs.• MTS MUST TAKE CARE THAT NO POSTMAN

SHOULD LEAVE THE OFFICE WIHOUT GETTING ALL ARTICLES STAMPED WITH

DELIVERY DATE STAMP

Pre delivery Process• Unpaid / insufficiently paid articles – • An article is said to be unpaid when no postage stamps

are affixed or Foreign stamps are affixed on Inland articles or Revenue stamps or used stamps are affixed.

• An article is said to be insufficiently paid if it is affixed with postage stamps of an amount less than the required.• MTS SHOULD ALSO HAVE A KEEN WATCH ON SUCH

ARTICLES & HANDOVER SUCH ARTICLES FOUND WHILE DEFACEING TO POSTMASTER FOR TAXING

PURPOSE 2.1.24

SOME IRREGULARITIES• Old letter re-posted in letter box.

• A due bag not received.

• Discrepancy in mail list.

• Mail bag received in tampered condition .

• Article received in damaged condition.

2.1.25

SOME IRREGULARITIES…

• Article received without contents

• Article received missent

• Mail bag received missent

2.1.26

Irregularities and entry in error book

• Whenever any mistake is committed by subordinate staff or subordinate offices, error entry is made in error book (MS-2).

• The post master will initial the error entry.• Copy of the extract will be forwarded to

concerned office or section as well as controlling authority whenever necessary

Rule No: 145 Volume V 2.1.27

Stamps & Seals• Various stamps & Seals available in your Post office ? • Portfolio in RMS?• Purpose of Stamps and seals :

Obliteration of postage stamps Authentication of documents\lists\articles Closing of bags\covers

• Custody of Stamps & seals– during office hours – after office hours

• Cleaning of Stamp & seals. • Book of Postmarks

– Who will maintain it?– Why maintained? – How to maintain? 2.1.28

STAMPS & SEALS• Stamps and seals are used for :

Obliteration of postage stamps Authentication of documents\lists\articles Closing of bags\covers

• They are made of iron, brass and rubber• Rubber stamps are got manufactured locally by

administrative unit• The stamps & seals made of iron and brass are

manufactured by Postal Seals Industrial Cooperative Society Ltd., Aligarh and supplied through PSD, Aligarh.

2.1.29

STAMPS & SEALS• The digits used for dates in the stamps are

called ‘changeable types’ because they needs to be changed everyday.

• Before the end of the year, the HO should collectively place an indent on behalf of BOs, SOs and itself for new year digits

• On receipt, they should be supplied to concerned office and on completion of year, the old digits should be returned to HO immediately

2.1.30

STAMPS & SEALS• Before closure of post office, all stamps and

seals are locked in the office safe under joint custody

• All stamps and seals are required to be cleaned at least once in a month or frequently depending on their use

• They should be cleaned with boiled water and kerosene for having clear impression

• Note in respect of cleaning of stamps and seals should be made in the Error Book

2.1.31

STAMPS & SEALS• Points to be kept in mind :• Official is personally responsible for custody of

stamps and seals during its use• In case of their misuse, he is held responsible• Before use of stamps and seals, their

impression should be taken in the Book of Postmarks and initial should be made by concerned official in token of having verified.

• The impression of Oblong, Round MO, Insurance Seal, Due stamps is obtained in separate book of postmarks

2.1.32

Book of Postmarks

STAMPS & SEALS

• Points to be kept in mind….

• Keep stamp pad clean. -Apply sufficient ink. -Use rubber pad on a stone. -Make minimum cancellation. -Do not cancel non postage stamps.

2.1.34

Despatch Process• Explain - • Types of Bags & their abbreviation & its probable contents.• Lable Bundle – When & how to prepare?

• DISCUSS - • What is role of MTS in Despatch?• Who will prepare bag label & Mail list? • How to prepare label bundles? • What will you do in case you found unpaid / insufficiently paid

articles?• Which type of bags are closed by your office?• How does the bags are despatched? What is your role in it?

2.1.35

Recap on Collection of mails

1. Through LB peons from Letter Boxes2. At counters3. Through Postmen when they are

discharging their duties in their beat4. Receipt of mails from Branch office for

onward transmission5. Mis sent articles received from sorting

office or other offices

2.1.37.

LETTER BOX CLEARANCE• Have you seen LB Statement? What is it? • Role & responsibilities of MTS in r/o clearance

of letter boxes.• Hour plates? – its custody? – What is its significance ?

• Importance of LB Clearance?• Optimum utilisationn of LB peon.

2.1.37

LETTER BOX CLEARANCEType of LB Location By whom

clearedWatch on clearance

Office LB Post Office Sorting PA / SA With ref to hour plates through book by the LB attendant

Outside LB Mail Office / Important Places

LB attendant / LB peon

With ref to hour plates through book by the LB attendant

(P&T Manual Vol. VI- I-Rule 73)How does an LB Peon or the Postal Assistant/Supervisor know which letter boxes to clear and at what time besides other details relating to the Letter Boxes ? We need to know what a Letter Box Statement is for this purpose.

2.1.38

Sorting of mails

• Segregation of letters for stamping/sorting– Fully prepaid articles (Postcards,letters,letter card,

Air letter)– Fully prepaid packets(News paper, Book packet)– Unpaid/insufficiently paid articles or articles posted

under breach of condition– Privately manufactured postcard,ILC (Unpaid,

breach of condition articles)– Packets (Unpaid, insufficiently paid, breach of

condition)Rule 60-A Volume V

2.1.39

Facing of articles

• The facing means the arrangement of articles with the address side upward and the addresses turned in the same direction.

(Rule 54 Vol.V)

2.1.40

Defacing of articles

Should not be…….

2.1.41

Defacing of articles

Should not be………

2.1.42

Defacing of articles

Should be………

2.1.43

Defacing of articles

2.1.44

Defacing of stamps

• Small part of date stamp should be on stamp and major part of it be on letter/article

• Minimum cancellation

• Clear and distinct impression

2.1.45

How to get clear and distinct impression ?• Clean the stamps and seals regularly• Put them in boiling water • Keep the stamp pad clean• Apply sufficient ink• Use rubber pad on a stone slab

• Make minimum cancellation• Do not cancel non-postage stamps.

2.1.46

LABELLED BUNDLES• A labelled bundle is a group of articles, which are

faced and bundled together with a check slip on the top. ( Rule 24 Volume V)

• Sorting postal assistant prepares for unregistered articles.

• Office of destination should be written correctly• I class and II class articles should not be mixed• Name stamp, date stamp, signature of PA required

on check slip• Eliminates multiple handling at different

intermediate offices 2.1.47

Rule 25 Volume V 2.1.48

Role of MTS in Post office• To collect mails from S.T. Depot.• To segregate the all the ordinary mails. • To help in facing of mails.• Deface the all mails received for delivery• Help in sorting of mails• Clear all the letter box for assigning to despatch /

delivery.

2.1.56

Role of MTS in Post office:• Facing of all mails receive for dispatch• Deface the stamps on articles for dispatch• Affix date and name stamp on check slips

prepare bundle for dispatch• Closing of mail bags– Bags to be closed by MTS– Bags to be closed by PA / Supervisor– How to knot the bags (Vol. V)

• Hand over bags to ST Depot or MMS2.1.57

Role of MTS in RMS• Collection of bags from section / MMS• Transfer of bags to TMOs• Opening of bags• Transfer parcel bag to parcel sorting ASST• Transfer regd. Bags to REGD Assistant• Assisting in opening of Regd./ Parcel bags.• Clearing the LB attached to mail office.

2.1.51

Role of MTS in RMS• Facing of mails cleared from L.B.• Facing of mail for sorting• Defacing articles taken out from Letter Box• Stamping of check slips• Stamping of all documents i.e. mail list, regd.

list, mail & regd. abstract , daily report etc• Closing of bags• Handing over mail bags to MMS/ section

2.1.52

Exercise

Exercise 2.1.1To

Exercise 2.1.4

2.1.53

ANY QUESTIONS ?

THANK YOU!

2.1.54