POSTAL MANUAL
VOLUME V
POST OFFICE AND RAILWAY MAIL SERVICE GENERAL
REGULATIONS
FIFTH EDITION
CONTENTS
CHAPTER NO. SUBJECT
1. Definitions
2. Miscellaneous Rules
3. Investigations
4. Transmission of mails under the weighment system
APPENDIX-I Rules re lating to treatment of Naval Mails by Post
and RMS Offices
APPENDIX-II Issue of Due Mail and Sorting Lists and Conventions
ANNEXURE-A Period of Preservation of Records
CONTENTS OF CHAPTER I
Definitions
RULE
1. Postmaster-General
2. Railway Mail Service
3. Deleted
4. Superintendent
5. Head Office
5-A. V-Sat Centres
5-B. ESMO Centres
5-C. Hybrid Mail Service
6. General Post Office
7. Sub-Office
8. Branchy Office
9-A. Transit Office
9-B. Transit Mail Office
9-C. Computerized Transit Mail Office
10. Sorting Office
10-A. Automatic Mail Processing Centre (AMPC)
10-B. Computerized Registration Sorting Centre (CRC)
11. Sorting sub-office
11-A. Nodal PO Sorting Offices
11-B. Kendriya Bag Unit (KBU)
12. Returned Letter Office
12-A. Transcription Centre
13. Office of foreign exchange, offices of exchange of transit
foreign Post Offices and sub-foreign Post Offices
14. Transit Section
15. Mail Office
15-A. Corporate Mail Office or Bulk Mail Centre
15-B. Mass Mailing Centre
15.C. Press Sorting Offices
16. Record Office
17. Head Record Office
18. Sub-Record Office
18-A. Bag Office
19. Sorting Assistant
20. Subsidiary Sorting Assistant
21-A. Set of section
21-B. Set of Mail Office
22. Trip
23. Station and Sorting articles
24. Labelled bundle
25. Check-slip
25-A. Money Order Check-slip
26. Mail bags
26-A. Airmail bag
27. Registered bundle
27-A. Regd. Bundles from Customers
28. Registered bag
28-A. Speed Post Bag
29. Insured bundle
30. Parcel bag
31. Insured bag
32. Registered packet bag
33. Transit bag
34. Account bag
35. Branch Office bag
36. Cash bag
37. Special bag
37-A. Camp bag
38. Deleted
39. Telegraph cover
40. Changing station
41. Connecting section
42. Overtime duty
43. Rest house
44. Deleted
44-A. Cage TB
45. Press packet
46. ‘A’ orders
47. ‘B’ orders
48. Deleted
49. Work-papers
50. Deleted
51. Deleted
52. Deleted
52-A. Due mail and sorting list
53. Due mails and unusual mails
54. Face and facing
55. Beat
56. Camp correspondence
56-A. Late letters and too late letters
57. Mis-sent and mis -directed articles
57-A. Trial Cards
CHAPTER I
Definitions
1. Postmaster-General. - The expression ‘Postmaster-General’ means a
Principal Chief Postmaster-General, Chief Postmaster-General, Regional Postmaster
General, or a Director of Postal Services and includes any other officer exercising the
powers of the Principal Chief Postmaster -General, Chief Postmaster-General or
Regional Postmaster-General.
2. Railway Mail Service.- The expression Railway Mail Service means the
service responsible for the carriage of mails by rail, road, river and air and for the
collection and distribution of mails received from Post Offices by Mail Offices and
sections.
NOTE- The abbreviation RMS is used for Railway Mail Service.
3.
Deleted.
4. Superintendent.- Superintendent of Post Offices is the Chief Officer in
charge of a Postal Division and Superintendent of RMS is the Officer holding a
similar position of a RMS Division. A Superintendent is in administrative charge of
the Division under his control and all officers in the Division are subordinate to him.
He is immediately subordinate to the Head of the Circle/Region.
NOTE- The expression "Superintendent" used in this book includes
Superintendents and Se nior Superintendents of Postal and RMS Divisions unless it is
clear from the context that only one of these classes of Superintendents is meant;
when used to signify a Superintendent of Post Offices; the term includes a Senior
Superintendent of Post Offic es and a first class Postmaster except where there is
anything contrary to the context.
5. Head Office.- A Head Office is the main office of a group Post Offices
consisting of itself and a number of small offices called sub and branch offices which
have been placed under its Accounts jurisdiction. It is the main office of account for
itself and for all the sub and branch offices within the group, and the monetary
transactions of the latter offices are incorporated in its accounts. The Officer in -
charge of a Head Office is designated a Head Postmaster.
5-A, V-SAT Stations.- Important Head Post Offices are identified as Very
Small Aperture Terminal Stations. From these Post Offices, money orders are
transmitted using V-SAT technology.
5-B. Extended Satellite Money Order (ESMO).- These stations are working as
extension counters for booking and transmission of money orders through V-SAT
stations.
5-C. Hybrid Mail Service.- This involves electronic transmission of written
material from one place to another using computer terminals connected through VSAT
which can be delivered to one or more than one addressee at the receiving
station.
6. General Post Office.- The first class Head Office situated at the
Headquarters of the Head of a Circle or, where there are more than one such Head
Office, the one attached to the Headquarters, is termed General Post Office.
NOTE.- Classes of Head Offices: First Class Head Offices under the control
land supervision of Senior Time Scale Officer. He is called Chief Postmaster.
Second Class Head Offices under the control and supervision of a Group ‘B’ Officer.
He reports to Sr. Superintendent of Post Offices.
7. Sub-Office.- (1) A sub-office is Post Office subordinate to and in account
with a Head Office and its monetary transaction are incorporated in the accounts of
the latter office. The officer in-charge of a sub-office is designated a Sub-Postmaster.
(2) A sub-office situated in a town or its suburbs where there is also a Head
Office is termed a town sub-office.
8. Branch Office. - (1) A Brach Office is a Post Office of lower status than a
sub-office. It is in direct account with a Head or sub-office which is termed its
accounts office and its monetary transactions are in-corporated in the accounts of the
latter office. The Office in -charge of a Branch Office is designated as Branch
Postmaster.
(2) A Branch Office situated in a town or its suburbs where there is also a
Head Office is termed as town branch office.
9-A. Transit Office.- Any Post Office which is situated on a line of through
mail communication, and receives and sorts bags intended for offices in advance,
without opening them, is a transit office. The bags which are thus forwarded onwards
unopened are termed forward bags. The transit bags addressed to a transit office are
opened there, and the forward bags contained in them are sent onwards, either loose
or enclosed in other transit bags. The use of a transit office is to reduce the number of
loose bags.
9-B. Transit Mail Office.- A branch of RMS where closed bags are received
and dispatched, sorting of letters is not done in this unit. Mail Agent or Mail Guard is
in charge of this unit. This can function in number of sets depending upon
requirements.
E.g. Bangalore City TMO Set No. 1 – 06.00 to 14.00
Bangalore City TMO II – 14.00 to 21.40
If TMO is functioning in the night set, the set works throughout the night. One batch
of officials who are working on a particular night will not work in the following night.
Another batch of Officials will work in the following night. Both these batches will
alternatively work.
9-C. Computerized Transit Mail Office.- In certain cities, computers have
been provided to handled the work of the Transit Mail Office. These Offices are
called Computerized TMOs.
10. Sorting Office.- An office charged with the duty of opening the sorting
mail bags received by its and disposing of their contents is termed as Sorting Office.
A Sorting Office may receive articles of all kinds in sorting. The use of a Sorting
Office is (a) to simplify the work of sorting in other offices, (b) to reduce the number
of bags exchanged between Post Offices, and (c) to reduce the weight of mails
carried on mails lines.
10-A. Automatic Mail Processing Centres. - In important cities where mail
traffic is high, sorting machine have been provided which have high speed of sorting.
At present, these machines are functioning in Mumbai and Chennai.
10-B. Computerized Registration Centres.- The Registration Branch of the
Mail Office, where the processing of registration work is done on computers, is called
Computerized Registration Sorting Centre (CRC). A CRC can be situated in the Mail
Office itself or in a separate location.
11. Sorting sub-office – A sorting sub-office is a sub-office which is selected
from its position at or near the junction of several mail lines, to serve as a Sorting
Office for articles addressed to, or received from, offices to which the route lies
through the sorting sub-office. It is authorized to receive articles of all kinds in
sorting.
11-A. Nodal Post Office - In important cities and towns, some Post Offices
are authorized to receive letters from neighboring Post Offices and sort the mail as per
the sorting diagram given by the RMS Superintendents. This is to reduce the peak
hour pressure in the local sorting offices. Such offices are identified as Nodal Post
Offices.
11-B. Central Bagging Unit/ Kendriya Bagging Unit. - This Unit is a branch
of RMS Office. Here the bundles prepared by the Post Offices/ Mail Offices grouped
and enclosed in a direct bag. For instance, if there are 80 :Post Offices in a city and
each Post Office is preparing 20 bundles for 20 Post Offices/ Districts/Circles/Mail
Offic es, all these bundles will reach Central Bagging Unit/KBU in ‘L’ Bag/’R’ Bag.
KBU/CBU will open the ‘L’/’R’ bags, group the bundles with reference to the
destination, i.e. Circles-wise or District-wise or PO-wise or Mail Office-wise and
include them in respective bags for the PO/Sorting Office concerned for
delivery/further transmission, as the case may be.
12. Returned Letter Office.- A Returned Letter Office is established at the
Headquarters of a Postal Circle and deals with unclaimed and refused articles and
articles without addresses or with undecipherable or incomplete addresses.
NOTE- The abbreviation RLO is used for Returned Letter Office.
12-A. Transcription Centre.- A transcription center is a cell established in a
Sorting Office, situated normally at the Headquarters of the Circle or at any other
convenient Sorting Office in the Circle. Transcription center transcribes into English
the addresses written in regional languages on postal articles posted in Post or Mail
Offices.
13. Off ice of Exchange, Offices of exchange of transit bags, Foreign Post
Offices and Sub-Foreign Post Offices.- (a) A Post Office or Sorting Office or Section
which exchanges mails with offices in foreign countries is known as an "Office of
Exchange". It is referred to as the dispatching office of exchange in respect of
mails it makes up and addresses to an office of exchange in another country, while it
is called the receiving office of exchange in respect of mails addressed to it by an
office of exchange f rom another country. The term "outward office of exchange" and
"inward office of exchange" are also used to describe them. Even offices functioning
as both inward and outward offices of exchange may function in one of the capacities
only for certain countries.
(b) An Office of Exchange on the border which only receives and dispatches
closed bags addressed to or received from other offices of exchange in India is known
as an "Office of Exchange of transit". Such an office will not close bags for foreign
countries or open inward foreign bags. Its function is only to exchange mails with the
carrier or with the officials of a foreign administration.
( c) A "Foreign Post Office" is an office of exchange in which the work of
assessment of customs duty on foreign mails is also carried out. Although mails may
be intercepted (and articles not suspected to contain anything dutiable released) in
many exchange offices, the work of actual assessment of duty (and opening of articles
for this purpose where necess ary) is done only in the Foreign Post Offices. Articles
received in one office of exchange and suspected to contain dutiable goods, for
delivery from an office nearer another office of exchange are directed to the latter for
actual examination and assessment of duty.
(d) A "Sub-Foreign Post Office" is an office which is not an exchange office
(i.e., which does not close bags for other countries and which does not receive from
foreign countries bags addressed it) but in which the work of customs examination,
assessment and accounting of customs duty is carried out. Such sub-Foreign Post
Offices are opened mainly for the convenience of senders and addressees who may be
required to present documents, etc., for the release or dispatch of their foreign articles.
14. Transit Sections - Transit Sections are traveling offices of the Railway
Mail Service working on Railway or river steamer lines. The officer-in-charge of a
set of a transit section is called a Mail Guard or Mail Agent.
NOTE.- Sections are numbered serially and designated by the name of the RMS
Division followed by the Serial No.
15. Mail Office.- Mail Offices are stationary offices of the Railway Mail
Service and are of two kinds, viz., Sorting Mail Offices and transit Mail Offices. T he
principal point of difference is that, while the former deal with the contents of mail
bags addressed to them as well as with closed forward bags, the latter deal only with
closed bags. The officer in-charge of a set of a Sorting Mail Office is designated a
Head Sorting Assistant and the officer in –charge of a set of transit Mail Office, a
Mail Agent irrespective of the status of the incumbent.
15-A. Corporate Mail Office or Bulk Mail Centre (CMO/BMO).-
Consequent on the increase of corporate mail, RMS units, viz., Corporate Mail
Offices/Bulk Mail Centres are opened in big cities. Each bulk Mailer, i.e., a firm
which is capable of posting of 5000 unregistered articles/250 registered articles at a
time is identified a bulk mailer. These bulk mailers are supplied with customized
sorting list. Bundles are prepared by the bulk mailers as per the customized sorting
list. The details of bundles prepared are entered in one invoice which is prepared in
duplicate and brought to Bulk Mail Centre. The officer in-charge of the center
verifies bundles received from each bulk mailers with reference to invoice received
and group them destination-wise for further despatch.
15-B. Mass mailing Centre (MMC).- In order to help the customers who are
regularly posting maximum number of letters, Department of Posts started assistance
centres which are called Mass Mailing Centres in bigger cities. The responsibility of
this Centre is to receive the loose letters, circulars and blank envelopes separately
from the customers and help them in writing the addresses, enclose the
circulars/letters inside the envelopes and if necessary, affixing the postage
stamps/franking the mail. For this purpose, Mass Mailing Centre may engage the
assistance of college students, house-wives, pensioners, etc., on payment of some
amount on hourly basis. To meet this expenditure, the customers will have to pay
extra in addition to the postage as decided by the Department from time to time.
15-C. Press Sorting Office (PSO).- This sorting office is situated on the
premises of the Newspaper. The entire expenditure towards wages for the
establishment is borne by the Newspaper publisher apart from providing required
stationery for working the sorting office. This office works to suit t he dispatch timing
of the newspaper and closes direct letter bags to the Post Offices/sorting offices
concerned which are dispatched through local regular sorting offices.
NOTE- Mail offices located at Railway Stations are designated by the names
of the stations followed by the letters RMS while those not so located are designated
sorting offices, e.g., Delhi RMS Hindustan Times Press Sorting Offices.
16. Record Office.- A Record Office is a stationary office of the Railway
Mail Service where the work-papers of the sections attached to it are prepared,
checked and placed on record, and by which all forms, bags and stationery required
for the use of those sections are supplied. The official in-charge of a Record Office is
designated a Record Officer.
17. Head Record Office.- It is a stationary office situated at the Headquarters
of RMS Division which, in addition to the ordinary duties of a Record Office is
entrusted, with the preparation salary and contingent bills for the entire Division and
the accounts connected therewith is termed a Head Record Office. The official incharge
of a Head Record Office is designated a Head Record Officer.
18. Sub-record office.- A sub-record office is a stationary office of the
Railway Mail Service, situated at the same station as a Mail Office, where the workpapers
of the Mail Office as well as the sections, if any, attached to the Sub-Record
Office are prepared, checked and place on record and by which all forms, bags and
stationery required for the use of the Mail Office and the sections are supplied. The
official in-charge of a Sub-Record Office is designated a Sub-Record Officer. A Sub-
Record Officer may also work as Head Sorting Assistant or Sub-Sorting Assistant or
Mail Agent.
18-A. Bag Office.- For avoiding unnecessary movement of bags, the new
system of bag accounting has been introduced classifying PO/RMS Office into Bag
Office: the office handling it as under:-
(1) Unit Bag Office (UBO).- Every Post Office other than Branch Post
Offices and EDSOs is identified as Unit Bag Office. This office is given a
minimum/maximum bag balances once in a year by the Superintendent of
Post Offices concerned preferably on 1
st July. Each office will maintain a
day bag book and submit a daily bag balance report to its District Bag
Office.
(2)
District Bag Office (DBO).- Every HRO/SRO in RMS is identified as a
District Bag Office. This Office will maintain bag account for all types of
bags category-wise not only in respect of bags received and dispatched by
the Sorting Offices and TMOs attached too them but also in respect of
UBO attached to them. In exceptional cases, Head Post Offices can also
function as DBO.
(3) Circle Bag Office (CBO)- The Postal Stores Depot situated at the
Headquarters of Postal Circle is identified as Circle Bag Office. This
office is responsible for inspection of DBOs and UBOs and verification
of balances. This office is also responsible for procurement of bags,
distribution of bags, repair and auction of bags.
(4)
Central Bag Office.- ‘D’ Section of Postal Directorate works as Central
Bag Office. This does not deal with any bags but only deals with the
correspondence relating to procurement and distribution of bags.
NOTE- Wherever the terms "Record Office’ and "Record Officer" are used,
they include Head and Sub-Record Offices and Head and Sub-Record Clerks,
respectively, unless there is anything to the contrary in the extent.
19. Sorting A ssistant.- The term Sorting Assistant is used to designate all
officials in the Railway Mail Service other than Supervising Officers, Mail Guards
and Class IV servants.
20. Subsidiary Sorting Assistant.- A Sorting Assistant who works with a
Sorting Office over only a portion of its working hours to assist the set where the
work is heavy is called a Subsidiary Sorting Assistant.
21-A. Set of Section.- The establishment of RMS Sorting Assistants which
works together throughout the beat of the same section in both directions is termed a
set of that particular section. Sets are numbered serially and are designated by their
serial numbers preceded by the name of the section. Thus A-26/Set No. 4 denotes the
fourth set of A-26 Section. Each set of the same section has the same working hours,
same number of officials and the same mail exchange arrangement. The number of
set of a section are determined on the basis of weekly working hours.
21-B. Set of a Mail Office.- The establishment of RMS Sortin g Assistants
which is on duty at the same time in Mail Office is termed a set. The sets of Mail
Offices are numbered in a consecutive series, Set No. 1 commencing at or
immediately after zero hours. Thus, Nagpur RMS/1 denotes the first set of Nagpur
RMS working in the morning.
Unlike the sets of a section, each set of a Mail Office has different working
hours, different mail and sorting pattern. The strength may also vary depending upon
the volume of work.
In the case of the sets of a Mail Office working on alternate nights with the
same number of officials and the same mail and sorting pattern, the words ‘Batch A’
and ‘Batch B’ shall be used in addition to the usual consecutive number. Thus:
Nagpur RMS/Set No. 3 Batch ‘A’
Nagpur RMS/Set No. 3 Batch ‘B’
The batches ‘A’ and ‘B’ will be working on alternate night.
NOTE- Suffixes like "Parcel’, "PSO", "Regd. Packet", "TMO", etc., may be
used to denote the Sorting Offices with particular functions and separate serials may
be used for numbe ring Sets of such Sorting Offices as "Chennai Sorting Parcel Set 2",
"Bangalore City TMO Set 1" and "Bangalore City TMO Set 2".
22. Trip.- A journey performed by a set of a section traveling on duty from
one end of its beat to the other is called a trip. The trip from the Headquarters of the
set towards its out-station is called the Out-trip, while that towards its Headquarters is
called the In-trip.
23. Station and sorting articles.- Station articles are articles intended for
delivery from the Post Office to which they are sent but unpaid and insufficiently paid
articles of the letter mail intended for delivery from sub and branch offices are, when
sent to the Head Office or the sub-office, treated as station articles for the Head Office
or the sub-office, as the case may be. Sorting articles are articles that are to be sorted
by the Post Office or mail Office to which they are sent, and forwarded thence to
offices of final destination or to other Sorting Offices.
24. Labelled bundle.- (1) A labelled 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 or section to which it
is addressed.
(2) Labelled bundle s are of two classes, viz., station bundles and sorting
bundles:-
(i) A station bundle contains station unregistered articles, and may be
either a paid articles bundle, consisting of only paid articles, or an
unpaid articles bundle consisting of only unpaid articles. Station
bundles are prepared, ordinarily, when the number of articles – either
paid or unpaid – for any office exceeds fourteen.
(ii) A sorting bundle contains both paid and unpaid unregistered articles
which are not included in station bundles. Sorting bundles may be of
two kinds, viz., express bundles and deferred bundles. An express
bundle contains articles which require to be sorted immediately on
receipt by the Mail Office or Post Office to which they are consigned,
and a deferred bundle contains articles which can be disposed of later.
When a sorting bundle is prepared for a state, a clearly defined tract of
country, or a foreign country, it is termed a territorial bundle.
Territorial bundles are prepared when the number of artic les is 25 and
more.
(3) Labelled bundles are not due.
Pre-sorted bundles.- These are received from the customers as well as from
Post Offices. These should not be opened if they are station bundles and can be
opened and sorted, only if they are sorting bundles.
25. Check-slip. - A check-slip is a label tied to the top of the labeled bundle:
the from is printed on paper of different colours, pink for ordinary paid and unpaid
bundles, white or ordinary sorting bundles and blue with the words "Air Mail" for
foreign air mail bundles. The white check-slip is used for both express and deferred
bundles, the slip being marked on the face with 2 diagonal lines in blue pencil, for
express bundle. The slip being marked on the face with 2diagonal lines in green
colour for local articles, yellow strip in corner for Rajdhani and blue strip in corner for
Metro bundles. Every check-slip bears the name and date stamps of the office which
prepares the bundle, the name of the office to which it is addressed and signature infull
of the officer by whom it is made up. In case of a territorial bundle, it also shows
the name of the State, Territory, etc., to which the articles in the bundle are addressed
as well as the office by which it is to be opened, thus:-
(Delhi Air Sorting)
Check-slips are designated to fix responsibility for the mis-sending of any
article wrongly included in a labeled bundle.
25-A. Money Order Check-slip. - A check-slip (M.O. 70) printed in
red ink on white or Badami paper is prescribed for use in preparing money orders
bundles for dispatch to destination. The number of money orders included in the
bundle is required to noted on this check-slip.
26. Mail bags.- (1) A mail bag is a bag containing unregistered and registered
articles of the letter mail, viz., letters, postcards, and book and pattern packets: and
also unregistered parcels, the registered articles being enclosed in a registered bag: but
when a registered packet bag is prescribed, heavy registered packets, are dispatched
inside the registered packet bag and not inside the mail bag. When parcel bags are not
prescribed, mail bags may also contain articles of the parcel mail. A mail bag
exchanged between a Branch office and a Post Office other than its accounts office,
mail office or section, with which it is in direct communication contains all fully
prepaid articles except V.P. and insured articles and those on which customs duty is to
be realized. There are three kinds of mail bags, viz., station mail bags, sorting mail
bags and combined mail bags, Mail Bags are due bags.
(2) Mail bags exchanged between a cash office and the sub-office which it
finances will also contain inside the registered bag, a cash bag. These mail bags are
denoted in the due mail lists of the cash office, of the sub-office and of the offices
through which they transit by a distinguishing symbol "F".
NOTE – In any case in which the Head of the Circle or the Heads of the
Circles concerned consider it advantageous that the Registered bag should not be sent
inside the mail bag, the Registered bag may be forwarded outside. All bags including
those in the nature of ‘L’ bags should invariably be sealed. The arrangement will be
clearly indicated in the Due Mail and Routing List.
26-A. Airmail bag.- A mail bag containing unregistered and registered articles
to be carried by any air service under the All Up Scheme is called an airmail bag. The
bag should not contain articles not intended to be carried by air. A blue dosuti bag
should ordinarily be used for closing an airmail bag.
NOTE 1.- If on any occasion there is no article for dispatch in a particular air
mail bag, a bag with ‘nil’ contents need not be closed, but a suitable entry should be
made in the delivery bill that no bag has been closed as there was no content.
If the number of articles to be dispatched is less than fifty and there is also no
insured article or air parcel for dispatch in an airmail bag, an airmail cover of suitable
size should be used instead of a bag.
NOTE 2- When an air parcel is sent inside an airmail bag, the label of the bag
should bear the superscription "C.A.P" to indicate that it contains air parcel.
NOTE 3.- Registered articles should not be enclosed in a bag unless their
number exceeds 25 or they are bulky or there are insured articles for dispatch. But
they should be bundled and tied up crosswise along with the registered list, with a
suitable check-slip prominently marked ‘REGISTERED’ and the bundle should be
sealed with the registration seal on the knot which should come on the check-slip.
This bundle is to be tied lengthwise and breadth wise to ensure that no article gets
loose and mixed up with unregistered articles. This bundle may then be placed in the
air mail cover of bag. Whenever registere d bags are used in enclosing registered
articles for dispatch inside air mail bags, normal rules for closing registered bags
should be followed. Whenever a bag is used for enclosing registered articles not
exceeding 25 due to their bulk and unusual size, a remark should invariably be passed
on the registered list to that effect.
NOTE 4.- The weight of an air mail bag or air TB should not exceed 30 kg.
27. Registered bundle.- (1) A registered bundle is a collection of faced,
uninsured registered articles of the letter mail placed, together with a registered list, in
a prescribed form of envelope, carefully gummed and sealed, or if necessary, in a
dosuti bag, tied and sealed in the ordinary way, with the label showing distinctly that
it is a "registered bundle" and not a ‘registered bag’. Registered bundles are not due,
but are made up, ordinary, when the number of registered articles to be enclosed
exceeds two; they are treated in sorting as single registered articles.
27-A. Registered bundles from customers.- The customers booking their
articles in bulk prepare station and TB bundles in the same manner as discussed above
and present them at the sorting office.
28. Registered bag.- (1) A registered bag contains cash bag, ordinary and V.P.
registered letters and packets, insured envelopes, registered bundles, insured bundles,
ordinary and V.P. money order bundles tied with a check-slip, and a registered list.
NOTE – The registered bag inside a mail bag indicated by symbol ‘P’ in the
D.M. list w ill also contain a cash bag.
(2) A registered bag is a due bag and must be prepared, together with a
registered list, whether there is a cash bag or registered articles for dispatch or not.
(3) The registered list sent in registered bags which are prescribed to contain a
cash bag must invariably bear, in addition to the Registration Date-Stamp impression,
the impression of the treasury date-stamp of the office closing the bag, or in offices
where there is no treasury date-stamp, the round money order stamp of the Sub-
Postmaster.
28-A. Speed Post Bag. - This bag contains Speed Post articles, Speed Post
Money orders and a Speed Post list. In the Speed Post list, the number of articles and
the office of booking in invariably written and totals are struck at the bottom.
29. Insured bundle. - (1) An insured bundle is a collection of insured letters
enclosed, together with a registered list, in an insured envelope, or if necessary, in a
dosuti bag, properly closed and sealed, showing distinctly on the envelope or the label
of the bag that it is an "Insured Bundle". Insured bundles are not due, but are made
up ordinarily, when the number of insured letters for dispatch to a Post Office is more
than one; they are treated in sorting as single insured enve lopes. When the number of
insured letters and I.Bs to be disposed of through a Mail Office is usually more than
ten, a separate insured letter bag addressed to that mail office may be prescribed to be
closed as a separate due bag. The insured letter bag should be dispatched inside the
registered bag with suitable remarks in the registered list.
30. Parcel bag. - A parcel bag contains ordinary registered parcels, V.P.
parcels and insured bags. It also contains a parcel list in which all the registered
articles of the parcel mail are entered in detail. Parcel bags are not due bags, and
when dispatched they are treated as unusual mails.
31. Insured bag. - An insured bag is intended to give cover to insured parcels
(including insured V.P. parcels) so as to afford them greater security. Insured bags do
not come under the category either of due or unusual bags nor do they contain any list
of their contents, these being detailed in the ordinary parcel list. An insured bag is
never dispatched loose, but is always enclosed in a parcel bag or mail bag. It is
placed inside the parcel bag when a parcel bag is made up for the office or section to
which it is addressed; when a parcel bag is not made up, it is placed inside the mail
bag. However, in large parcel sorting offices, when insured parcel bags are closed
separately, double canvas bags should be used for the purpose of ensuring security.
32. Registered packet bag. – (1) A registered packet bag contains heavy
registered packets and a registered list. Registered packet bags are prescribed when
justified. They are treated as due mails and entered under the column for entries of
mail bags in the mail list with the remarks ‘RP’ against the entry. When prescribed,
they must be closed irrespective of the fact whether there are any registered packets or
not. Such registered packet bags may also be closed, though not due, when the
Registered packets intended for any office or section cannot, due to their bulky size,
be included in the registered bag. In such cases, a remark ‘RP bag closed’ is to be
given in the registered list of the due registered bag.
(2) Packet bag. - Bags returned empty to UBO/DBO/CBO/PO or sacks
containing such bags are treated as packet bags. Packet bags are not due bags and
when dispatched they are treated as unusual mail.
33. Transit bag.- A transit bag is used to enclose several bags sent to the same
office or section thereby affording protection to them, and securing the disposal in
transit of only one bag in place of several. A transit bag must contain a mail list.
Transit bags are due bags.
34. Account bag. - An account bag is used between a sub-office and its Head
Office to enclose cash bags and articles, documents, etc., connected with accounts as
well as correspondence unconnected with accounts, from the Head Office to one of its
sub-offices and vice versa. When sent by the Head Office to the sub-office, it
contains the S.O. slip and when sent by the sub-office to the Head Office, it contains
the S.O. daily acc ount. Account bags may be loose or enclosed in mail bags made up
by Post Offices and Mail Offices. Account bags are due bags. They should contain
all types of postal articles posted in SOs deliverable at HO and vice versa.
35. Branch office bag. - A branch office bag is used between a branch office
and its account office to enclose cash bags and all articles, documents, etc., exchanged
with the account office. Branch office bags may be sent loose or enclosed in mail
bags made up by Post Offices and Ma il Offices. Branch office bags are due bags.
36. Cash bag. - A cash bag is used to enclose remittances of cash between
Post Offices. Cash bags are not due bags. They are ordinarily dispatched enclosed in
account bags, registered bags, or branch offic e bags, but may also be sent loose in the
charge of postman, village postman, overseer, or other subordinate.
37. Special bag.- A special bag is used to enclose correspondence of the high
officers of Government mentioned in the Post Office Guide, Part-I, as entitled to the
privilege, and the correspondence of the Director -General of Posts when on tour. A
special bag contains unregistered and registered articles of the letter mail, the latter
being tied in a separate bundle with the registered list in which they are entered placed
on top. Special bags are not due bags, but when dispatched they are treated as
unusual mails.
37-A. Camp bag. - A camp bag is used to enclose the office files and other
official papers, and is closed by the Secretariat or Headquarters offices of the high
officers mentioned in Clause 198 of Post Office Guide, Part-I, for the High Officer-in-
Camp, and vice versa. Camp bags are not due bags, but when dispatched, they are
treated as unusual mails.
38. Deleted.
39. Telegraph cover.- A telegraph cover (Form T.I. 60) is used to enclose
express telegrams, telegraph envelopes closed by Post Offices, telegraphic advices,
etc., when their transmission in the ordinary course as service registered letters is
likely to cause delay in their disposal, and one must always be used to enclose
telegraph envelopes received from local telegraph office for dispatch to another
telegraph office. The6y are treated as unusual mails and sent loose, but may in
exceptional circumstances be enclosed in a mail or transit bag.
40. Changing station - A Railway Station, where the beats of two transit
sections join and where the mails brought by one of them are handed over to the
other, is called a changing station.
41. Connecting section. - A connecting section is an RMS section working in a
train in immediate connection with another train in which another RMS section
works. If the interval between the arrival of one section and the departure of another
is sufficient to connect bags being made up by a mail office at the junction station, the
sections are not termed "connecting sections".
42. Overtime duty. - The expression overtime duty means the duty performed
under the orders of the Superintendent, Assistant Superintendent, Inspector or Record
Officer by a Sorting Assistant, Mail Guard, Van-Peon, Porter, or other staff of the
RMS after the completion of prescribed term of duty.
43. Rest house.- Rest-houses are houses or rooms provided at terminal or
changing stations for the accommodation of Mail Agents, Mail Guards and Van Peons
where absolutely necessary.
44. Deleted.
44-A. Cage TB.- When a lot of bags are available at distant places, Cage TB
facility is utilized. For instance, Chennai Central Station TMO has got 350 bags
intended for the delivery at Howrah Station. If these bags are given to the Section
leaving Chennai Central Section TMO, viz., TP-16-OUT, all these bags are required
to be handled by TP-16-OUT and other intermediary sections, viz., V-10-IN, V-14-
OUT and N-2-IN. If the Cage TB facility is used, the Chennai Central Station TMO
can load all the bags in a partition in the Mail Van of the train (TP-16-OUT) and lock
the partition so that TP -16-OUT and other intervening sections need not handle these
bags. This partition which is locked sealed and labeled by Chennai Central Station
TMO can be opened only by the Mail Agent at Howrah Station TMO after N-2-IN
reaches Howrah Station. Cage TB facility avoids unnecessary handling of bags by
intermediate sections.
45. Press packet.- A press packet is a packet containing newspapers intended
for sale by a news-agent recognized as such and marked for delivery from the
Railway Mail Service van at the Railway station to which it is addressed.
46. A Orders.- A orders are orders issued by a Superintendent, RMS
prescribing changes in sorting lists.
47. B Orders.- B orders are orders issued by a Superintendent, RMS for the
guidance of the subordinates in the performance of their duties in Mail Offices on all
subjects except alternations in sorting lists.
NOTE – The letter ‘T’ will be prefixed to the letter ‘B’ in the case of ‘B’
orders issued in connection with the disposal of camp articles and camp bags for high
officials on tour.
48. Deleted..
49. Work-papers.- The expression work-papers means the documents
received and dispatched by a set of a Transit Section or Mail Office as well as
abstracts and other documents prepared by it while at work.
50. Deleted.
51. Deleted.
52. Deleted.
52-A, Due Mail and Sorting List.- The due mail list shows the details of bags
to be received and dispatched by a Mail Office/ Transit Section. It will show (a) in
what cases mail lists are to be dispatched and received with loose bags (b) transit bags
are to be used (c) account bags and B.O. bags are to be sent or received in mail bags,
(d) in the case of sub-office, the mail bags containing cash bags enclosed in registered
bags.
The sorting list will show (a) for what offices, mail bags and registered bags
are to be made up (b) to what offices parcel mail articles may be sent direct and the
manner in which they must be dispatched.
53. Due mails and unusual mails.- The term due mail comprises all the bags,
articles and documents which must be dispatched every day or at regular intervals.
The terms unusual mail comprises parcel bags, packet bas, special bags, camp bags,
telegraph bags and any other bags not included in the term "due mail".
54. Face and facing. - The face of an article is the side on which the address is
written. The terms ‘facing’ means the arrangement of articles with the address-side
upwards and the addresses turned in the same direction.
55. Beat.- The term beat used in relation to a RMS section means the portion
of a Railway or Steamer line over which the section works. When used in relation to
postal overseers and delivery agents, such as, postmen, village postmen, etc., it
denotes the area within which they are required to perform their respective duties. A
beat includes Post Office served by the off icial concerned..
56. Camp correspondence.- The expression camp correspondence means
letters and other articles of correspondence addressed "camp" or with any other
prescribed address, without the addition of the name of any post-town, and intended
for high officers on tour.
56-A. Late letters and too late letters.- Late letters are letters presented at the
window of a Post Office or Mail Office or posted in the letter box of a Mail Office
after the prescribed hour of closing the mail but within the interval allowed for
posting of such letters with the prescribed late fee affixed in addition to the postage.
"Too late" letters are those posted within such interval but without having
been fully prepaid with postage and late fee. These are stamped "Detained late fee
not paid" and detained till the next dispatch.
57. Mis-sent and mis-directed articles.- A mis-sent article is an article which
has been erroneously forwarded by an office to an office other than the office of
destination or by a route other than the prescribed one. A mis -directed article is a
vernacular article on which the incorrect destination has been written in English by
the office of posting.
57-A. Trial cards.- Trial cards are service Post Cards [M 26 (a)] which are
employed for the purpose of determining the relative advantage of alternative mail
routes or the cause of detention to articles. A trial card contains on the back the
following printed columns, viz., (1) Source of receipt (2) Remarks, misconnection,
etc., (3) Manner of disposal, (4) Date stamp of the Office or Section, (5) Signature of
Head Sorting Assistant/Postmaster/Supervisor. All these columns should be carefully
filled in by the Head Sorting Assistant, the Postmaster or Supervisor of each office or
section handling the card and on reaching the destination the Postmaster should also
note the date and hour of the mail conveying the card and 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. The card should be forwarded by the route if any, marked
therein and should not be included in any station bundle.
CONTENTS OF CHAPTER 2
MISCELLANEOUT RULES
MAIL AND SORTING DEPARTMENTS
RULE
58. Latest hours fixed for posting the mails
58.A. Posting of registered newspapers
58-B. Machine Franked Articles
58-C. Accounts with licensees of Franking Machines
59. Clearance of letter-boxes
60. Clearance of letter-boxes at railway stations
60-A. Separation of articles taken from letter-boxes
60-B. Stamping land removal to sorting case
60-C. Deleted
61. Treatment of late letters
62. Deleted
63. Treatment of packets
64. Treatment of articles addressed to foreign countries
65. Deleted
66. Articles with undecipherable or incomplete addresses
67. Preparation of labeled bundles
68. Deleted
69. Contents of a station mail bag for a head or sub office
70. Contents of a station mail bag for a branch office
71. Contents of a sorting mail bag
72. Contents of a combined mail bag
72-A. Bulk Bag
73. Preparation of mail bags for dispatch
74. Plural mail bags
75. Extra mail bags
76. Mail lists
76/1. Entry of forward mail lists in the mail lists for intervening
offices and sections
76/2. Inland air mail delivery bill
77. Plural transit bags
78. Extra transit bags
79. Deleted
80. Water proof bags
81. Immediate examination and verification of mails
82. Disposal of mail lists received
REGISTRATION AND PARCEL DEPARTMENTS
83. Meaning of expression "registered articles of the letter mail"
and "parcel mail articles"
84. Conditions regarding registration, insurance, etc.
85. Distinguishing letters placed before numbers
86. Number slips printed with names of offices of posting
87. Acknowledgements for registered articles and enquiries
regarding foreign registered articles of the letter mail and
foreign parcels
87-A. Complaints and enquiries relating to foreign mail
88. Parcel containing inadmissible communications
89. Preparation of registered bundles
89-A. Insured Bundles
90. Preparation of registered and parcel lists
91. Closing of registered bag, registered packet and parcel bags
92. Closing of insured bags
93. Use of more than one registered or parcel bag for the same
office or transit section
94. Deleted
95. Deleted
96. Opening of registered, registered packets and parcel bags
and examination of their contents
97. Examination and opening of insured bags received
98. Examination of insured parcels received
99. Deficiency in fees or postage on registered articles and
unregistered parcels
99/1. Re-use of used-up stamps and removal of stamps
GENERAL
100. Deleted
101. Deleted
102. Use of the term "Unpaid articles"
103. Book of postmarks
103-A. Cleansing of seals and stamps
104. Letter-boxes
105. Certificates of posting
106. Officials not to affix postage stamps to articles
107. Stamping
108. Importance of proper stamping
109. English transcription of addresses written in Indian
languages on postal articles
110. Foreign postage stamps on articles for dispatch delivery
110-A. Treatment of unpaid or insufficiently prepaid articles for
foreign countries
111. Deleted
111-A. Calculation of deficiency of postage of foreign articles
111-B. Deleted
111-C. Open and insecurely closed unpaid letters
112. Postcards of private manufacture
113. Unpaid articles addressed by the public to officia ls of the
Department
114. Articles found open, damaged or without contents
115. Treatment of articles, the registration or insurance of which
is compulsory
116. Articles marked "By parcel post"
117. Articles addressed to more than one person
118. Articles intended for ultimate return to sender
19. Articles addressed "Camp"
120. Correspondence of certain officers when on tour
120-A. Disposal of Naval Mails
120-B. Airmail correspondence posted on ships
121. Facing of articles
122. Articles prohibited from transmission by inland post
123. Articles prohibited from importation or liable to Customers Duty
124. Articles containing goods prohibited from export
124-A. Dele ted
125. Responsibility for examination of frank
126. Transmission of packets
127. Manner of forwarding parcels
127-A. Manner of forwarding Air parcels
128. Correction of documents
129. Use of proper bags
129-A. Proper use of bags
130. Manner of labeling, closing and sealing bags
131. Supply of stamped tag-labels
132. Tin seal-holders
133. Due dispatch of registered bags
134. Preparation and disposal of special bags and camp bags
135. Limit of weight of mails
136. Supply of due mail and sorting list
137. Changes in due mail and sorting lists
138. Examination and opening of bags
139. Bags to be turned inside out
139-A. Trial Cards
140. Treatment of mis -sent and mis-directed articles of the
unregistered letter mail and labeled bundles
141. Disposal of check-slip
142. Mails received damaged or tampered with
LOSS OF MAILS DUE TO AIR CRASH
142-a. loss of mails due to air crash
143. Preservation of seals and bags
144. Important irregularities to be reported by telegraph/fax
145. Record of irregularities
146. Facsimile impressions of Signature
147. Applications for interception of letters
148. Redelivery to the sender or alteration / correction of address
of postal articles in the course of transmission by post
149. Director-General’s circulars
150. Postal notice and advertisements
151. Explanation of rules and circulars
152. Production of records before Police or Excise Officer
153. Prohibited matters relating to lotteries
154. Ordinary postage stamps, coins and other articles of value
found in letter-boxes or on a counter
155. Half-yearly enumeration returns
156. Arrangement and inspection of records
157. Office order book
158. Deleted
159. Transmission by Post Office files for and from certain high officers
of Government while on tour
160. Deleted
160-A. Realization of Indian Post Office bag used for closing bulk bags
booked in India
161. to 166. Deleted.
CHAPTER 2
MISCELLANEOUS RULES
Mail and Sorting Departments
58. Latest hours fixed for posting the mails. - The la test hours of posting of
mails at a Post Office or mail Office will be notified in connection with each dispatch
in the notice of "latest hours of posting of mails" supplied to the office and the letter
box should be finally cleared at this hour except for late letters posted in letter boxes
attached to mail offices at stations at which a late fee is imposed, where the letter box
should be again cleared on the expiry of the period allowed for the posting of such
articles. In the case of night mails, the latest hours of posting will ordinarily be 6 p.m.
and in the case of day mails, thirty minutes before the hour fixed for the closing of the
mail at the Post Office. The hours of clearance of letter boxes placed at Railway
stations where there are Mail Offices should, as far as possible, be fixed by
Superintendents of RMS sometime after the hour fixed for clearance at the local Post
Office. Mails which are to be forwarded by Railway should ordinarily reach the
Railway station ten minutes before the arrival of the train by which they are to be
sent.
58-A. Posting of registered newspapers.- (1) Newspapers registered by
the Head of the Division/Sr. Postmaster under the IPO Rules, 1933, corrected from
time to time can be posted in Post Office and RMS Office shown in the application
for registration and accepted by the Head of the Division/Sr. Postmaster.
(2) A register of r3egistered newspapers posted should be maintained by
each such office to keep a watch to ensure that no newspaper not entered in the
register is allowed to be transmitted by post at concessional rates. The Head of the
Circle shall supply to the offices of Posting concerned copies and the orders granting
fresh registration, renewals of previous registrations or canceling and registration.
Even if there are changes in the date or dates of posting or office of posting, etc.,
copies of orders will be communicated in individual cases to the offices of posting
concerned. The register in each office of posting shall be kept corrected up-to-date
according to the orders communicated from time to time by the Heads of the Circle in
this respect.
(3) The Head of the Division/Sr. Postmaster concerned is authorized to
issue a licence for posting of registered newspapers at specified Post Offices and
RMKS Offices without prepaying postage under the conditions prescribed in IPO
Rules, 1933, corrected from time to time. Separate licences are issued for posting to
addresses within India and to address outside India. Copies of newspapers posted
under this system should be checked at random to see that the following conditions
are fulfilled:-
(a) That at least hundred copies are posted at a time; this limit is applied
separately to copies for inland destinations and to those for foreign
destinations;
(b) that the following indications appear on each copy in the oblong
space on the wrapper or below the registration number if the newspaper is
posted without a wrapper;
(i) for newspapers addressed to places within India
Licence No.
Licenced to Post without pre-payment
(ii) For newspapers addressed to places abroad
Licence No.
Licenced to Post under Cash Payment system
Postage paid
Post payee
( c) that are handled in with a proper invoice as indicated in the next subrule
4. (i) The copies of the newspapers will be handed over at the window
along with an invoice in duplicate in the following from showing details of the
posting. The original copy should be retained by the office of posting and the
duplicate returned to the sender after it has been duly signed and date stamped.
Before the duplicate copy is returned to the sender, the entries in the invoice should be
properly checked with the articles posted and if there be any discrepancy, the office of
posting should make the requisite corrections under the initials of the Head of the
Office or any other officer duly another in this behalf.
The licensee is bound to accept such correction.
INVOICE FORM
Name of the paper with frequency of publications
No. of single copies Weight of a single Date posting copy Postage
due
No. of bundles with 2
copies each Weight per bundle "
No. of single copies Weight of a single Date posting copy Postage
due
No. of bundles with 3
copies each Weight per bundle "
No. of bundles with 4
copies each Weight per bundle "
No. of bundles with 5
copies each Weight per bundle "
____________
Total amount of postage
____________
Signature of Manager
Proprietor or Publisher of
Registered Newspaper
Signature of
receiving
Postmaster
Dated…………………………
Stamp of the Office of Posting
(ii) The amount of postage due on all posting will be adjusted twice a
month, i.e., on the 16
th for postings between the first and the 15th of the month, and 1st
of the following month, in respect of the postings from the 16
th to the end of the
month.
The office of posting should prepare fortnightly a bill in Form M.S. 98 for
the posting during the periods shown in conditions (3) above showing the total
amount of postage payable for each day as shown in the invoices and present the bill
to the licensee on the 16
th and 1st of each month, a copy of the bill being forwarded at
the same time to the Had Office and the Post Office where the bill in to be paid where
necessary, and to the Audit Office to enable them to watch the credit. The payment of
the bill will have to be effected by the Licensee, within seven days from the date of its
presentation at the Post Office indicated in the bill. The Post Office should keep a
close watch on the receipt of the amount within this period and in case of no0npayment,
report the matter at once to
the Head of the Circle. A Post Office receiving a copy of the bill from an RMS
Office for realization of the amount of the bill should intimate the date of recovery of
the amount to the RMS office concerned on the date the payment of the bill is
received. In case of non-payment within the stipulated time, this fact should be
intimated to the RMS Office immediately. The amount should be created in the
schedule of ‘unclassified receipts’. The monthly statement in the Form M.S. 99
should be sent by the office of posting if it is a sub-office to its Head Office, and to
the Audit Office on the 1
st of every month.
(iii) In the event of non-payment of a bill within a fortnight following the
fortnight to which the bill relates, the posting of the paper without prepayment of
postage should immediately be stopped, and the licence deemed to have been
cancelled.
58.B. Machine-Franked Artic les.- (i) Postage on postal articles (both
official and private) ay, under a licence issued by the Head of the Circle, be paid by
means of impressions of franking machines, which will be of a bright red colour and
be made as far as possible on the right -hand top corner of the address side of the
postal article itself or an address wrapper or an address label firmly attached to it.
The franks recorded by each machine will bear an impression or impressions showing
the amount of postage with the number of the machine in the center, as in the
specimens given below:-
Seal P 5 P
Seal U 5
The illustrations are not exhaustive and licensees may arrange with the
agents of the franking machines for any denominations. The number in the center
denoting the number of frank there is a date-stamp impression showing the name of
the office of posting, the date, as well as the identification mark of the licensee and
the licence No. preceded by the index letter of the circle.
(ii) Machine franked articles can be posted at not more than two offices
specified by the Head of the Division in the license. Where only one office of posting
is desired, these must be handed in by a representative of the licensee at the counter of
either the Post Office or the Mail Office or the night Post Office. Where the licensee
desires to post them at two offices, they may be handed either at a Post Office and a
Mail Office or at a Post Office and a night Post Office, or at a Mail Office and a night
Post Office.
(iii) The franked articles will be tendered at the counter bundled in
separate bundles according to the value of the franks and each consignment must be
accompanied by a Window Delivery Ticket for identification of the licensee’s
representative. The Postmaster of the office of posting is responsible for seeing that
the articles have been franked in the prescribed manner and that systematic
underpayment is not going on.
(iv) With the last dispatch of the day or on the close of business hours of
the day, the lice nsee will be required to tender at the office of posting a Daily Docket
(in the prescribed form), filled in, signed and date. In case, where a licensee has been
permitted to post the articles at two offices, the Head of the Circle will prescribe
which of the two offices constitute the Main Office of posting and the Daily Docket
will have to be sent to this office by the office other than the main office if the last
dispatch is tendered at that office. As far as possible, the mail offices should not be
constituted as the main office of posting for this purpose. Where the Mail Office is
the only office selected for posting, the Head of the Circle will prescribe which office
will maintain the Register of Daily Docket and the Mail Office will sent the Daily
Docket to that Post Office. The Head of the Circle will also prescribe which office
will maintain the Register of Window Delivery Ticket issued.
The main office of posting will record in the prescribed register of Daily
Dockets the metre reading shown in the Daily Docket submitted by the licensee. A
separate page will be allotted to each licensee of the franking machine. The entries in
the prescribed register will be attested by the Postmaster daily.
(v) The impressions of the franking machines recorded on postal articles
should not be interfered with in any way. The articles should be impressed with the
date stamp of the office of posting to indicate the date on which the article is actually
posted, but in such a manner as not to interfere in any w ay with the impressions of the
franking machines. If the franking impressions on articles indicate the place of origin
and the date of posting, it is not compulsory to date stamp such articles. Moreover,
the application of the date stamp is not required on unregistered articles sent at a
reduced rate of postage (book packets, etc.) provided that the place of origin in
indicated on the articles. The franks passed by the office of posting should not be
challenged by any other office, but the offices of delivery must carefully check the
postage paid on machine-franked articles and if any underpayment is noticed, taken
action in the ordinary manner.
(vi) Machine-franked articles posted in letter-boxes should be treated as
unpaid articles. Unregistered art icles bearing impressions of the previous date should
not also be accepted.
(vii) In places where the authorized dealers have their own servicing
centers with qualified and experienced staff, the repairs and servicing will be carried
out at those centers in the presence of the postal officials deputed there for the
purpose. In other places, the machines will be sent to the Post Office where the Daily
Docket Register is maintained. The Post Office will remove the license die from the
machine which will then be sent for repair, etc.
In all cases, the re-setting of he credit metres of the machines will be done
at the Post Office.
(viii) Cut-out labels with frank impression on them for prepayment of
postage can be used on all postal articles except articles of the insured mail subject to
the following conditions:
1. Not more than one cut-out label bearing the frank impression or
impression in full payment of postage and other fees will be permitted
to be affixed on such postal articles.
2. When more than one frank impression is obtained on a cut-out label or
wrapper, the impressions should not overlap nor be more than 1 cm
apart. In such cases, the impressions of the stamp bearing the name of
the firm, the license number, the date and any slogan used should
appear only once and should not overlap any frank impression.
3. The cut -out label should be securely posted to the postal articles on the
right hand side over the name and address of the addressee. Cut-out
labels may not be affixed to separate address labels attached to such
postal articles; frank impressions in such cases should be taken on such
address labels themselves.
4. The cut -out labels should have the name and address of the sender
printed on the left hand side. In cases where the name and address of
the sender is printed elsewhere on the address side of the postal article,
it will not be necessary to have his name and address printed on the
cut-out labels..
5. The total value of the frank impression or impressions should be
written in figures in red ink on the cut-out label below the printed
name and address of the sender.
(ix) An advertisement may also appear alongside the date impression,
provided that:-
1. it is first approved by the Head of the Postal Division in which the
machine is used;
2. it relates solely to the business or profession of the licensee;
3. it is quite separate from the impressions of the identification marks,
license number, the date stamp and the postmark;
4. it is confined to the top left hand corner of the postal article; and
5. the cost of cutting the die is met by the licensee.
The licensee can get approval from the Head of the Postal Division for as
many slogans and advertisements as he may desire, provided not more than one
slogan or advertisement is used on the article. No change in the tenor of the
advertisement shall be made,, once it is approved, with-out similar prior approval of
the Head of the Postal Division concerned.
(x) The Head of the Postal Division, as and when notified by the licensee
in the change of address or the location of the franking machine, will intimate this
change to the Divisional Superintendent, etc., concerned.
58-C. Accounts with licensees of franking machines.- (1) An account will
be maintained in the prescribed record book in duplicate with each licensee of
franking machine and payments will be made by him on account of postage, in
accordance with the procedure laid down in the Rule 185 of the Posts and Telegraphs
Financial Handbook, Volume-I.
(2) The invisible metre of the franking machine will be set to the figure
representing the initial payments made by the licensee, by the suppliers under the
supervision of an official of the local Post Office and be sealed with a Post Office
seal. The machines will be brought to Post Office for resetting the metre. AT the
time of resetting, the original seal in the machine must be broken and after resetting, a
fresh seal should be affixed. The amount paid and particulars should be entered in the
copies of the record book kept by the licensee and the Post Office, as prescribed in the
Financial Handbook referred to in the preceding paragraph. An account should be
prepared in Form M.S. 10 which, after the Accountant has signed the certificate,
should be placed in the separate files for each machine. The licensee’s and the Post
Office copy should be authenticated by the Postmaster.
Payment other than by cheque should be discouraged. If payment made in
cash, the official resetting the machine will obtain the signature of a responsible
officer of the firm bringing the machine for resetting in the ‘Remarks’ column of the
Post Office when crediting the amount in the accounts of the Post Office will see that
this had been done.
It is further prescribed that a postal official other than the one who rest the
machine should carry out a random inspection of the franking machines, and see that
metre reading found on that day are in order as compared with those noted in the
Daily Docket submitted by the licensee. He will also note in the metre books, the
metre readings as found by him, and report to the Postmaster immediately in the event
of any irregularity being noticed.
NOTE 1.- The Post Office seal for sealing franking machines must be
kept by the Postmaster in his personal custody except in the General Post Office at
Mumbai and Kolkata where it should be kept by the Dy. Director. It should be
handed over under receipt to the official deputed for resetting the machines and this
official will be held personally responsible for its safe custody under lock and key
when not in use by him personally and until it is returned to the Postmaster.
Note 2.- The pliers for the lead seal which are used for preventing the
unauthorized removal of the bottom will be in the custody of the agents for the supply
of the franking machines. The impressions made by the pliers on the lead seals
should be examined by the Postmaster or in the case of GPO at Mumbai and Kolkata
by the Dy. Director to see whether they are clear and distinct.
59. Clearance of letter-boxes.- (1) The letter-box of a Post Office or Mail
Office should be opened and cleared by the postal or Sorting Assistant, as the case
may be, at convenient intervals during the day, so as to expedite the preparation of the
mail for dispatch. The key of the letter-box must remain in the custody of that official
during working hours.
(2) Deleted.
(3) Articles posted in fixed outside letter-boxes should be brought to the
Post Office immediately before the hour fixed for the final clearance of the office
letter-box. The keys and changeable hour-pates must be kept in the custody of the
Sorting Assistant during working hours.
(4) The Sorting Assistant should see that the letter-box peons leave the
office for the clearance for outside letter-boxes and return from their rounds
punctually at the time fixed. He should make over the keys of fixed outside letterboxes
and, where changeable hour-plates are used, the proper plates to the letter-box
peons, and see that the correct keys and plates are brought back t to the office.
60. Clearance of letter-boxes at Railway stations.- (1) Letters posted
without late fees in letter-boxes at railway stations at which mail office are not
established should, whenever practicable, be cleared by the Mail Peon and handed
over to the Transit Section. The following procedure should, however, be observed:-
(a) When the Mail Peon or other official appointed to clear the box is
competent to sort the articles found in it after the last dispatch through
the local Post Office, he will make over to the section any articles for
the direction in which the set is traveling for being handed over to the
next sorting office coming en route.
(b) At small stations at a distance from the Post Office and where not more
than 10 articles on an average are posted in the station letter-box
between the last clearance for inclusion in the Post Office dispatch and
the arrival of the train, articles taken from the letter-box shortly before
the train is due may, with the previous concurrence of the
Superintendent, RMS concerned and, when the Mail Peon is not
sufficiently literate to sort letters, be handed to the officer in charge of
the section for transmission to the next sorting office.
NOTE.- At places where letter-boxes are not cleared by Mail Peons who
attend the Railway Stations for the exchange of mails, they are forbidden from
accepting any loose letters from any member of the public. Heads of Circles may
however, use their own discretion in regulating acceptance of articles by Mail Peon or
other officials deputed to exchange mails where local conditions demand it, keeping
in view principles underlying the rules on the subject.
(2) The keys and the changeable hour -plates of the letter-boxes
concerned must be kept by the Sorting-Postal Assistant during working hours, but
should be temporarily entrusted to the Mail Peon or other official appointed for the
purpose of clearing the boxes. In RMS, the key should be in the cus tody of the
Sorting Assistant concerned.
60-A. Separation of articles taken from letter-boxes.- (1) The articles
taken from letteer0-boxes should be placed on a table, examined and divided into 1
st
Class and 2
nd Class mails. The former should include articles (both inland and
foreign) intended to be forwarded by surface as well as by air routes, and the latter
should include articles (both inland and foreign) intended to be forwarded by surface
as well as by air route. The above classes of mails should then be separated into:-
-- fully prepaid letters (including postcards, letter cards, air letters and
articles to which fee air transmission is given);
-- fully prepaid packets, i.e., newspapers and book and pattern packets;
-- letters which appear to be insufficiently paid, unpaid letters, and
postcards and inland letter cards on which postage is chargeable
owing to infringement of conditions;
-- Inland postcards and inland letter cards of private manufacture on
which postage is either not prepared or not conforming to the
prescribed size;
-- packets, i.e., newspapers and book and pattern packets which appear
to be unpaid or insufficiently paid or on which postage is chargeable
owing to infringement of conditions.
Second class mails (packets, newspapers and book and pattern packets) are
further divided into air mail articles, i.e., articles intended to be forwarded by an air
route and articles intended to be forwarded by ordinary route.
The unpaid articles and those that appear to be insufficiently paid should,
if necessary, be weighed for the purpose of ascertaining the postage due; unpaid or
insufficiently prepaid articles for foreign countries should be disposed of as laid down
in Rules 110-A, 111 and 111-A. Contents of book packets (air -surcharged and
ordinary) would be carefully scrutinized with a view to see whether they fulfil the
conditions for transmission (by air or by surface route, as the case may be) at book
packet rates.
The result of the security should be noted daily by the assistant concerned
in the error book, and the entry should be certified by the Officer in charge of the
branch. Supervising Officers should satisfy themselves at each inspection by an
examination of the Error Book that the work is being done regularly.
NOTE.- Unpaid and insufficiently paid articles addressed to troops
should not be sent to Army Post Offices but should be detained and disposed of as
undeliverable articles and where necessary through their RLOs.
(2) First class mails (including surcharged packets, newspapers and book
and pattern packets which are to be given air lift) should be dealt with expeditiously.
Inland surcharged second class mails and foreign surcharged air mail articles of all
classes should be carefully scrutinized with a view to see whether the blue air mail
label has been affixed by the sender to each article.
(a) If the airmail articles do not bear the name and address of the sender or
if these particulars cannot be easily ascertained, they should be dealt
with as follows:-
(i) In the case of letters, postcards and aerogrammes, if the postage
paid represents at least 75% of the surcharge (in the case of
letters) or 50% of the combined charge (in the case of postcards
and aerogrammes), as the case may be, the articles should be
forwarded by air after being taxed for the deficiency. If the
postage paid is less than 75% of the surcharge or 50% of the
combined charge, the articles should be dispatched by surface
mail. If the amount prepaid is less than the charges for a
surface item of the corresponding category (aerogrammes being
treated as letters) then the articles will be taxed like surface
mail articles.
(ii) In the case of articles other than letters, postcards and
aerogrammes, if the amount prepaid represents at least 75% of
the surcharge, they should be forwarded by air after being taxed
with the deficiency. If the amount prepaid is less than 75% of
the surcharge but not less than the postage required for
forwarding by surface, the articles should be sent by surface
mail. If the postage prepaid is less than either 75% of the
surcharge or the surface postage rate, the articles should not be
forwarded.
(b) Unpaid and insufficiently prepaid articles intended for transmission
by air and bearing the address of senders should be disposed of in
accordance with the instructions contained in Rule 110-A (3).
( c) Any privately manufactured aerogramme with does not conform to
the specifications, should be treated as an air mail letter and dealt
with accordingly.
(d) When an unpaid or insufficiently prepaid article in diverted to the
surface route, all airmail markings must be cancelled by means of
two thick horizontal lines and reasons for the diversion must be
indicated on the articles.
(e) Greeting:- These articles are treated as First Class mails in sorting.
In greetings season, they are given air lift also without air surcharge.
During non-seasonal period, they are sent by earliest available
surface mode.
(3) Should any surcharged a rticles duly prepaid for transmission by an air
route and bearing a superscription indicating that they are intended for transmission
by the air route, be found to be without the prescribed Air mail label, the Sorting
Assistant should past the label on the articles and dispatch the articles by the air route
concerned.
(4) Deleted.
60-B. Stamping and removal to sorting cases.- Articles cleared from
LBs are examined to see whether they are fulfilling the conditions for posting; fully
prepaid or not. If there are any variation, action is taken to tax the articles as per the
orders.
61. Treatment of late letters. - "Late letter", i.e., letter presented at the
window of a Post Office or a Mail Office or posted in the letter-box of a Mail Office
after the hour fixed for closing the mail should be dispatched by the outgoing mail,
provided they are tendered or posted within the interval allowed for the posting of late
letters, and the 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.
EXCEPTIONS – See Rule 107 (1) (b).
62. Deleted.
63. Treatment of packets.- (1) Packets taken from letter-boxes should be
examined in order to ascertain whether they fulfil the conditions prescribed in the IPO
Rules. Those which fulfil the prescribed conditions should be stamped and remove d
at once to the ledge of the sorting case: those which do not, should be charged with
postage at letter or parcel rates, whichever may be less, according to the rules and
then disposed of in the same manner as other packets.
(2) Book packets containing documents wholly or partly printed in
imitation of type-writing, or reproductions of a manuscript or type-written original,
having the appearance of an ordinary manuscript or type-written letter, which are
presented for posting at the window of a Post Office should be counted and examined
and if the conditions laid down in the IPO Rules are fulfilled and then stamped with
the combined obliterator with the legend "B.P. posted at counter" by the Post Office
Official accepting the Book Packets in offices where such obliterator is in use or with
rubber stamp with the legend "B.P. posted at counter" before the articles are removed
to the ledge of the sorting case. Packets posted at a presidency, town which bear no
postage stamps but are impressed in red or maegenta ink with the special stamp
showing that the postage has been prepaid in cash, should be treated as fully-paid
articles. When such articles are once passed by the office of posting, they may not be
challenged by any other office.
(3) A pattern in the sense of a specimen to be copied such as a book or
an article of apparel, is admissible to the pattern packet rules, provided that there is
reason to believe that the person to whom it is addressed manufactures goods of this
kind, and provided, of course, that the article has no salable value.
(4) Any violation, is dealt with, as per instructions.
EXCEPTIIONS- A packet containing samples of glass, liquid oils, fatty
substances, dry powers, or lice bees, which is not packed in the manner prescribed in
the IPO Rules should be dealt with in accordance with the procedure prescribed for
the treatment of injurious articles.
64. Treatment of articles addressed to foreign countries.- In all offices
and sections, articles addressed to foreign countries should be treated in the same way
as inland articles, except that in no case should postage, be taxed on them; the duty of
taxing postage rests entirely with the offices of foreign exchange.
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