PA Exam Materials – 157 POSTALMANUAL VOLUME V (PO & RMS GENERAL REGULATIONS)
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 fully prepaid with postage and late fee. These are stamped “Detained late fee not paid' and detained till the next despatch.
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.
Trial Card: Trial cards are service Post cards (M26(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, misconceptions etc (3) Manner of disposal, (4) Date stamp of the office or section, (5) signature of the head of the sorting assistant/Postmaster. Supervisor. All these columns should be carefully filled in by the head sorting assistant, the postmaster or supervisor of each office 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 there in and should not be included in any station bundles.
Plural mail bags: If, as an ordinary circumstance, the bulk of the correspondence of any office or section is more than that what a single mail bag can contain, two or more mail bags are closed and advised in the due mail list. Such mail bags are called plural mail bags, which are numbered 1, 2 and so on and these numbers are marked on the labels of the bags. (Rule 74)
Office order book: Every Post office or record office must keep an order book in the prescribed form in which inspecting officer will record their remarks and orders. The postmaster record officer is personally responsible that any action required on the part of his office establishment by remarks or orders of inspecting officers is promptly taken and he should without delay taken any action that may be required on his own part.
The order book must be kept in the personal custody of the Postmaster or record officer who should see that it does not get damaged. Each order book has 50, 100 and 200 serially numbered pages. Every sub-record office and each set of a Mail office or APMC or a transit section should each maintain a separate order book.
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