On completion of sorting, bags have to be closed for despatch. The sorting PA prepares check slip, places on the articles and without disturbing the facing, removes articles from sorting case and ties the bundle. Thereafter the bundle is placed inside Canvas bag and the bag is closed. Every bag has to be tied with a thread, label and then sealed. This process is generally known as closing of the bag. The name of the office of destination is written on one side of the label, indicating the class of bag and date stamp impressed on the other side. The following bags are to be closed.
∙ A TD bag containing unregistered mail
∙ A NTD bag containing unregistered mail
∙ A TD bag containing registered mail
∙ A NTD bag containing registered mail
∙ Second class bag containing TD and NTD mail
The closed bags are now transferred to mails PA for despatch according to the prescribed schedule.
Preparation of Mail list
The mails PA prepares the mail list as per the Due mail and sorting list using double sided carbon in required number of copies. Mail lists are normally prepared in duplicate. However, when a non-postal agency such as the contractual MMS is involved in transmission of the bags, the lists are prepared in triplicate. While preparing the mail list, he will close TBs, if prescribed. Post offices use form M-1 to prepare the mail list.
The mail list contains the following information
a) Name stamp of the office preparing the list
b) Name of the office to which the list is addressed
c) Number of due and unusual bags
d) Details of unusual bags
e) Explanation for discrepancy in due bags
f) Date stamp of office preparing the list and signature of the despatching official Dispatch of mail
Post offices use different modes of transmission for dispatch.
a) Name stamp of the office preparing the list
b) Name of the office to which the list is addressed
c) Number of due and unusual bags
d) Details of unusual bags
e) Explanation for discrepancy in due bags
f) Date stamp of office preparing the list and signature of the despatching official Dispatch of mail
Post offices use different modes of transmission for dispatch.
The modes are prescribed in Due mail and sorting list. Offices need to prepare the bag in time so that handing over of bags to the carrier is not delayed. Delay may result in hold up of mails. Post offices move the bags to the nearest sorting office either by departmental or contractual MMS. In some cases, these bags are carried through carts to the nearest sorting office.
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