DESPATCH ORDINARY MAILS

Different sources of Collection - Recap POST OFFICE LETTER BOXESRNP BUNDLES BULKY ARTICLES BRANCH OFFICE COUNTERBULK MAILPOSTMAN 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)

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 articles- stamping 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

Postal Index Number Postal Index Number is a 6-digit code introduced w.e.f 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 First digit Region States Covered 1.NorthernDelhi,Haryana,Himachal Pradesh,J&K,Punjab 2.NorthernUttar Pradesh,Uttranchal 3.WesternGujarat, Rajasthan 4.WesternChhatisgarh,M.P,maharastra 5.SouthernAndhra Pradesh, Karnataka 6.SouthernKerala,Tamilnadu 7.EasternAssam, North Eastern,Orrisa,West Bengal 8.EasternBihar, Jharkhand

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

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

Example of PIN Code 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

Sorting principles The articles in the post office are sorted as below Station articles (Will be detained in the office) BO articles (Will be dispatched through BO bag) 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 as TD & NTD 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

Type of Label Bundle When Prepared Station BundleWhenever 15 or more articles are available for delivery by the same delivery Post Office LABELLED BUNDLE

DUE MAIL AND UNUSUAL MAIL Due Mails Received and dispatched daily or at regular intervals Unusual Mails Received and dispatched whenever needed

DUE MAIL AND UNUSUAL MAIL

Practice Exercise

Types of Bags & contents Bag TyeAbbreviationContents Account bag A Accounting - documents & cash bag Branch Office BagBAccounting documents of BO and Un accountable & accountable mails, cash bag with or without cash Letter BagLUnregistered Mails Mail bag without PL list D Un-registered mail and Registered bag Station Mail bag (from RMS to PO and visa versa) M Unregistered mail Registered bag and Parcel list

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

Types of Bags & contents Bag TypeAbbreviationContents TD BagTD First Class articles deliverable within the jurisdiction of the parent mail office NTD BagNTD 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 & Mail 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

Due Mail & Sorting List

Exercise

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

Mail flow process for I class mail Post Office Level-1 mail office Level-2 mail office Permitted only under same circle

Sorting pattern Post offices prepare two kinds of bags – A TD bag containing unregistered mail – A NTD bag containing unregistered mail – A TD bag containing registered mail – A NTD bag containing registered mail POs to retain station articles

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

The pattern of closing the bags is as below All L1 mail offices will close direct bag for each other All L1 & L2 mail offices situated within a circle will close direct bag for each other Procedure for Second Class mail

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

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

Mail- List Invoice of all bags dispatched from one office to another office on a particular occasion

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 Mail List

Mail list specimen (M1)

Different mode of transmission Mail Motor Service – Departmental MMS – Contractual MMS ( Private carrier,Govt bus etc) Train Air Sea Foot

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