Peravai Academy PA Exam Training Materials 37
19. Collection of Accountable Mails
Post offices do take good care to ensure that the mail posted by customers are consigned across the network and delivered safely to the addressee. However, Post offices do not maintain records for handling ordinary mail and will not be able to track them. However, when the customers desire a more secure mode of transmission, Post office offers the registration and insurance facility. These are called accountable mail. We will now discuss the process of accepting, securing and dispatching these mails from PO to sorting office.
Registration
Registration of mail involved maintenance of record for the articles throughout its journey from collection to delivery. It is optional for the sender to use this mode of transmission. But in some cases, registration is compulsory. The department provides adequate security to registered articles and delivers under acquaintance to the correct addressee. In case of loss, delay or damage, the exact point is traceable. However, in case of accidental loss or damage, only ex-gratia compensation is admissible which is Maximum Rs.100/-. India Post provides tracking of registered articles in the official website.
Articles which can be registered:
Except Post-card all other postal articles can be accepted for registration.
Cases in which the registration is compulsory.
∙ Inland parcels weighing more than 4 kgs
∙ Parcels addressed to foreign countries (except for Nepal and Bhutan)
∙ Article super scribed as “REGISTERED”
∙ Insured articles
∙ Value Payable articles.
∙ Parcels found in Letter Box
Tariff :
∙ Postage according to class of the article.
∙ Registration fee Rs.17
∙ Acknowledgement fee Rs. 3
Examination of articles presented at the counter:
The counter PA has to examine the article and ensure the following
∙ That the article confirms to the conditions regarding size and weight prescribed for the class of article.
∙ It is properly packed.
∙ It is not too small covered with writings so that no space is available for affixing stamps or labels.
∙ Is not containing articles for which insurance is compulsory.
∙ The word INSURED is not written or scored out after writing INSURED. ∙ If superscribed as ACKNOWLEDGEMENT due acknowledgement form is filled in and fastened to the article.
∙ Sender’s name and address and complete name address of the addressee is written along with Mobile number and PINCODE.
∙ There are Three options are available in POS for payment for Registration. (Postage stamp(PS), Franking Machine(FM) and Cash)
Booking of registered letter
Post offices use CSI – Point of sale to book all accountable articles. While working in the counter to operate Point of sale, you must ensure that the following are available
∙ A desktop PC running CSI Point of sale
∙ An electronic weighing scale connected to the computer
∙ A 80 column dot matrix printer connected to the computer
∙ A barcode scanner attached to the computer
∙ Barcodes for registered articles with prefix prescribed for your circle in sufficient number
∙ Two trays marked TD and NTD to store the registered articles booked till dispatch
Before commencing work in the counter, you should ensure that the Back Office supervisor has begun the PO for the day and performed work allocation for you. The details of operations are available in the LAB GUIDE ON POS
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