UNIT 1 OFFICE PROCEDURE Mail operations 2.1.1

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 2.1.3

Proforma of Mail list From;_____________________To;_____________ Total No. of bags dispatched= Office of dispatch or designation of sender Office of destination or designation of addressee Bag No. Type of bag D.O Date Stamp R.O Date Stamp D.O Signature R.O Signature 2.1.4

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

Due Mails & UnUsual Mails DUE MAILUNUSUAL MAIL Mail bag Parcel bag Transit bagPacket bag Account bag Camp bag Branch office bag Special bag Regd. Pkt. bag (prescribed) Regd. Pkt. bag (not prescribed) 2.1.8

LETTER BOX STATEMENT A 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. LocationType of LB Type of Lock used Clearing Timing DistanceBy Whom Cleared Date of Last Paining 1OfficeWallF Stg. PA---- 2OfficePillarF Stg. PA Market AreaC3F KmLB Peon

Different mode of transmission By Mail Motor Service – Departmental MMS – Contractual MMS ( Private carrier,Govt bus etc)

Different mode of transmission

By Cycle line

2.1.13

Types of Bags & contents BagAbbreviationContents Account bag A Accounting - documents & cash bag Branch Office BagBAccounting documents of BO and Un accountable & accountable mails Letter BagLUnregistered Mails Mail bag without PL list D Un-registered mail and Registered bag

Types of Bags & contents BagAbbreviationContents Parcel bag P Registered and VP Parcels & INS bag Packet BagPktEmpty canvas bags Registered bagR Regd. and VP letters, INS Envelopesand MO bundles Registered packet bagRP Second class Regd. and VP packets Transit bagTB Several bags with ML Speed post bagSP Speed post articles Special bagSpecial Addressed to dignitaries Camp bag Addressed to postal officer camp at different station

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?

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

Opening of Mail Bags

Transfer of contents of station mail bag Contents Reg.bag Parcel bag Unaccountable articles To Registration PA Parcel PA For pre-delivery process

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 distinct

Table Sorting & Distribution of contents. Delivery PA Post Box / Bag To delivery PA / Stg. Postman Window delivery To concerned PA Postmen Post Restante Deposit PA BO Sub 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 articlesConcerned PA Post-RestanteDeposit PA Missent articlesSorting PA for further sorting after making error entry Unpaid articlesTo SPM Articles for BOsTo Sub account PA Other articlesTo 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

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

SOME IRREGULARITIES… Article received without contents Article received missent Mail bag received missent

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

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?

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

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

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

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

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

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?

Recap on Collection of mails 1.Through LB peons from Letter Boxes 2.At counters 3.Through Postmen when they are discharging their duties in their beat 4.Receipt of mails from Branch office for onward transmission 5.Mis sent articles received from sorting office or other offices

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

LETTER BOX CLEARANCE Type of LBLocationBy whom cleared Watch on clearance Office LBPost OfficeSorting PA / SAWith ref to hour plates through book by the LB attendant Outside LBMail 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

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)

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)

2.1.41

2.1.42

2.1.43

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

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

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

2.1.48

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

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 MMS

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

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

Exercise Exercise To Exercise

ANY QUESTIONS ?