POST OFFICE REGULATIONS – 2024 -1

 131. PA Exam Materials – Volume VI Part I & Miscellaneous Rules - 12
B.Rameshu, Divisional Secretary, AIPEU Group C, Tiruppattur Division

Registered Abstract
• The registered abstract is divided into two parts: 'Receipts' and 'Issues'.
• Every registered list received or dispatched must be entered in the abstract.
• Under 'Receipts': Entries include: 
o The number of registered letter mail articles received with each registered list or from a Branch Office (BO).
o The number of registered articles (excluding VP) returned by Postman or Sub Account Assistant.
o The number of registered articles (excluding VP) in deposit from the previous day.
o The number of VP articles taken from deposit for redirection or dispatch to BO.
• Under 'Issues': Entries include: 
o The number of registered articles (excluding VP) issued to Postman for delivery or transferred to the Sub Account department.
o The number of registered articles (excluding VP) delivered at the window.
o The total number of registered articles dispatched, with details of each registered list.
o The number of registered articles (other than VPO) remaining in deposit.
o The total number of VP articles required for delivery and transferred to the register of VP articles received.
o The total number of registered or insured bundles.
• The totals on both sides of the abstract must agree and it should be signed by the Registration Assistant before the office closes for the day.

Special Forms of Registered Journals
• Firms and institutions posting at least 10 registered (non-insured) articles daily are provided with a special Registered Journal.
• This facility aims to prevent unnecessary delays in booking these articles and the detention of messengers at post offices.
• Firms can prepare receipts in this journal at their convenience.
• To avail this, firms must apply to the Superintendent of Post offices for sanction and journal supply.
• Each firm's journal will have a unique alphabet letter prefixed to the number, which is also used in corresponding number slips. This letter is reserved for that firm's registered journal and number slips.
• Big mailers occasionally booking over 1000 articles daily are supplied with sufficient sheets of a special journal.
• These journals are in Form RP 69 for parcel mail and RP 70 for letter mail articles, also with a prefixed alphabet letter for each entry on each page.
• Each page has four parts, with each form accommodating 750 entries.
• Special Registered Journals are filled in duplicate by senders using carbon paper.
• The journal is presented at the registration counter along with the articles, arranged according to the serial order of receipts.
• The registration assistant should compare the entries on the articles with those in the journal to ensure: 
o Correct postage and registration fees (and acknowledgment fee if applicable) are prepaid via stamps or franking machine.
o The addressee's name, office of destination, and total postage are correctly entered in the Special Registered Journal.
o The corresponding number slip is securely pasted to the article.
o The articles conform to regulations for make-up, packing, etc., and are accompanied by necessary documents like customs declarations or export licenses.
o The sender has signed on each page in the appropriate place.
• The registration or parcel Assistant should then initial both copies of the journal and impress them with the date stamp.
• The carbon copy of each completed page should be detached and kept in a separate guard book, labeled with the sender's name and address.
• The pencil copies and the journal with unused receipts should be returned to the sender for future use.
• A manuscript register with headings like Name of firm, Date of posting, Last No. of Regd. Articles entered on the incomplete page of the journal returned to the firm, Total No. of registered articles booked, Initials of booking P.A., and Initials of official in charge of the branch should be maintained for articles entered on incomplete pages.
• Before returning the pencil and carbon copies of an incomplete page, each entry should be initialed and dated by the Registered Assistant in the Remarks column. If full, the carbon copy should be detached and filed.