DESPATCH ORDINARY MAILS

Different sources of Collection - Recap POST OFFICE LETTER BOXES RNP BUNDLES BULKY ARTICLES BRANCH OFFICE COUNTER BULK MAIL POSTMAN ARTICLES WITH HIGH VALUE POSTAGE STAMPS UNREGISTERED PARCELS FRANKED ARTICLES MIS SENT/ MIS DIRECTED

Segregation of mails Segregation of letters for stamping/sorting Fully prepaid articles (Postcards,letters,letter card, Air letter) Fully prepaid Second class articles(News paper, Book packet etc.,) Unpaid/insufficiently paid articles or articles posted under breach of condition Privately manufactured postcard, ILC (Unpaid, breach of condition articles) Second class articles (Unpaid, insufficiently paid, breach of condition) Rule 60-A Volume V

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)

Defacing of Articles Defacing should not be …..

Defacing of Articles Defacing should not be …..

Defacing of Articles Defacing should be

Defacing of Articles Defacing should be

Defacing of stamps Small portion of date stamp should be on postage stamp and major part of it be on article Deface with minimum number of cancellations Clear and distinct impression

How to get Clear & Distinct Impression? Clean the stamps and seals regularly Put them in boiling water Clean with kerosene & Hard brush Keep the stamp pad clean Apply sufficient ink Use rubber pad on a stone slab Do not cancel non-postage stamps

Exercise 2.17.1

Postal Index Number Postal Index Number is a 6-digit code introduced w.e.f. 15.08.1972. It is the last piece of information in the address

Postal Index Number There are eight PIN regions in the country. The first digit indicates one of the regions. The first 2 digits together indicate the Sub region or one of the Postal Circles. The first 3 digits together indicate a Sorting/Revenue district. The last 3 digits indicate the Delivery Post Office.

Advantages of using PIN Simplifies sorting Distinguishes places with identical names Eliminates the need for transcription Helps in mechanized sorting Increases service efficiency  

Importance of First Digit Region States Covered 1. Northern Delhi,Haryana,Himachal Pradesh,J&K,Punjab 2. Uttar Pradesh,Uttranchal 3. Western Gujarat, Rajasthan 4. Chhatisgarh,M.P,maharastra 5. Southern Andhra Pradesh, Karnataka 6. Kerala,Tamilnadu 7. Eastern Assam, North Eastern,Orrisa,West Bengal 8. Bihar, Jharkhand

Importance of first two digits Postal Circle 11 Delhi 12,13 Haryana 14 to 16 Punjab 17 Himachal Pradesh 18,19 Jammu and Kashmir 20 to 28 Uttar Pradesh & Uttaranchal 30 to 34 Rajasthan 36 to 39 Gujarat 40 to 44 Maharashtra

Importance of first two digits Postal Circle 45 To 49 Madhya Pradesh & Chhattisgarh 50 To 53 Andhra Pradesh 56 to 59 Karnataka 60 to 64 Tamilnadu 67 to 69 Kerala 70 to 74 West Bengal 75 to 77 Orissa 78 Assam 79 Northern Eastern 80 to 85 Bihar & Jharkhand

Example of PIN Code 570010- for Ittigegud Delivery Post Office 5- One of the eight regions (South India) 57-Sub region (Karnataka state) 570- Revenue district (Mysore ) 010-Delivery PO (Ittigegud )

Practice Exercise 2.17.2

Sorting principles Preliminary sorting a) To relieve RMS of the peak hour’s problem b) To eliminate rehandling of mail to large extent c) To pick up the mails which need not go to mail office Local mail deliverable at the same PO, Mails for BOs under the account jurisdiction

Sorting principles Local articles BO articles Parent mail office(TD/NTD separately) TD : articles for POs under the same parent Mail Office (L1 or L2) NTD: articles for Post offices other than TD

Duties of sorting postal assistant Sorting unregistered articles Detection of irregularities Making error entry Preparation of justified labelled bundles Transfer of sorted articles in time to other branches like delivery and subaccounts closing of Mail bag

LABELLED BUNDLES A labelled bundle is a collection 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 intermediary offices

LABELLED BUNDLE Rule 25 Volume V

LABELLED BUNDLE Type of Label Bundle When Prepared Station Bundle Whenever 15 or more articles are available for delivery by the same delivery Post Office TD bundle articles for POs under the same parent Mail Office (L1 or L2) NTD bundle articles for Post offices other than TD

Due Mail & Unusual Mail Rule 53 Volume V

DUE MAIL AND UNUSUAL MAIL Due Mails Received and dispatched daily or at regular intervals Unusual Mails Received and dispatched whenever needed. Rule 53 Volume V

DUE MAIL AND 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)

Practice Exercise 2.7.3

Types of Bags & contents Bag Tye Abbreviation Contents Account bag A Accounting - documents & cash bag Branch Office Bag B Accounting documents of BO and Un accountable & accountable mails, cash bag with or without cash Letter Bag L Unregistered Mails Mail bag without PL list D Un-registered mail and Registered bag Station Mail bag (from RMS to PO) M Unregistered mail Registered bag and Parcel list Sorting Mail bag (from PO to RMS) S

Types of Bags & contents Bag Type 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 a copy of Mail list Speed post bag SP Speed post articles Special bag Special Addressed to dignitaries Camp bag Addressed to postal officer camp at different station

Types of Bags & contents Bag Type Abbreviation Contents TD Bag TD First Class articles deliverable within the jurisdiction of the parent mail office NTD Bag NTD First Class articles deliverable outside the jurisdiction of the parent mail office

Due mail list & sorting list Issued by Divisional Superintendent Issued for each post office Shows receipt and despatch schedules Mode of conveyance Time of receipt and despatch Type of bags to be received and closed Routing of articles A model Due mail list is shown in next slide Rule 52-A Volume V

Due mail list of RAMAPURA SO SN Receipt side Bag Despatch side 01 At 0800 through DMMS Mysore sorting to Ramapura M At 1030 Through Maruthi Motor service Ramapura to Laxmipura Ramapura to Seethapura Ramapura to krishnapura B 02 At 0920 through Maruthi Motor service-CMMS Krishnapura to Ramapura Seethapura to Ramapura Laxmipura to Ramapura At 1130 through GDSMC Hanur TB containing Ramapura to hanur Ramapura to Mullur TB 03 At 1100 hours through Ravindra Motor service Kollegal HO to Ramapura Containing Kollegal to Ramapura D(a) A At 1630 hours through Ravindra Motor service Ramapura to Kollegal HO 04 At 1115 through GDSMC Hanur BO Hanur BO to Ramapura SO Hanur to Ramapura Mullur to Ramapura At 1630 hours through DMMS Ramapura to Mysore sorting S

Exercise 2.17.3

Mail flow process for I class mail Post Office Post Office Post Office Post Office Level-1 mail office Level-1 mail office Level-2 mail office Level-2 mail office Level-2 mail office Level-2 mail office Post Office Post Office Post Office Post Office Post Office Post Office Post Office Post Office Level-1 mail offices exchange mail with each other and with selected L-2 in the Circle Level-2 mail offices exchange mail with the level-1 mail office to which they are mapped and the level-2 mail offices mapped to the same level-1 mail office, and with selected L-1 offices Post Offices exchange mail only with the mail office (level-1 or level-2) to which they are mapped

Procedure for First Class Mail Mail offices are classified into L1 and L2 offices to handle first class unregistered and registered mail 89 L1 offices and 244 L2 offices identified Post offices mapped to L2 office or L1 office

Exchange of Mail Bags between sorting offices Post Offices exchange mail only with the mail office (level-1 or level-2) to which they are mapped The LBs & articles are closed in concerned TD & NTD bags

Procedure for Second Class mail Existing mail offices handling second class mails reclassified as L1 and L2 offices 86 L1 and 241 L2 offices identified Post offices to close one bag containing both TD and NTD articles to mapped L1 or L2 offices

Preparation of sorting bag Post offices to prepare two kinds of bags for First Class articles A TD bag containing unregistered mail A NTD bag containing unregistered mail A TD bag containing registered mail A NTD bag containing registered mail

Preparation of Mail bag Sorting PA will collect following bags from respective branches and closes the S-bag for Sorting office. Registered bags Parcel list with Parcels Account bag if any Prepare label to the destination Transfers the S-bag to Mail PA for onward dispatch under acquittance POs to place the following bags in S bag first class TD and NTD bags for both unregistered & regd Second class bag containing TD & NTD articles POs to retain station articles Rule 73 Volume V

Mail list

Invoicing of all bags dispatched on Mail- List Invoicing of all bags dispatched on a particular occasion to another office

Mail List Prepared by Post offices Addressed to the parent Mail Office Prepared by Mail PA in M-1 form Number of due and unusual bags are shown on top Details of all unusual mails are shown Prepared in duplicate if the bag is exchanged directly Prepared in triplicate (TML) if the bag is exchanged through a non-postal agency DO signature and DO date stamp Rule 76 Volume V

Mail list specimen (M1)

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

Different mode of transmission By Train By AIR

By carrier – cycle/foot

By Sea

Error Reporting Error book in form MS-2 maintained in all post offices. Maintained separately for each branch in big offices. PA records the irregularity The Supervisor will check & initial Error Extract will be forwarded to the concerned office for taking necessary action Copy to controlling authorities to draw their attention in case of serious irregularities

Practice Exercise 2.17.4