POSTMEN / MTS EXAMINATION 2025. - STUDY MATERIALS 1.

 Gist of important rules contained DG (P) F. No. 01-01/2024-PO dated 16.12.2024 on Administrative instructions in respect of certain regulations of the Post Office Regulations, 2024 - reg.

• Post offices are authorized to sell postage stamps, postal stationery (such as postcards and envelopes), and other postal articles. These are available to the public during specified hours.
• All postage stamps are considered valid for the prepayment of postage and other postal fees unless they are defaced, torn, or otherwise damaged.
• The use of franking machines is permitted for the prepayment of postage on mail. The document specifies the rules for obtaining a license to use a franking machine, the types of impressions that are acceptable, and the procedures for recharging the machine.
• Official correspondence from government departments and other authorized organizations can be franked with a special seal or stamp. The rules for this process are detailed, including the need for proper authorization and the maintenance of records.
• Private individuals and organizations are not permitted to use official franking seals. The document states that such use is an offense and may lead to legal action.
• It prohibits the use of previously used or counterfeit stamps. It also outlines the penalties for such offenses.

1. Rules and Procedures for Postage Stamps and Franking
• If a previously used postage stamp is found on a posted item, but no attempt has been made to remove the obliteration marks, the stamp will be ignored.
• The item will be charged with the correct postage and forwarded to its destination with a remark explaining the reason for the charge. A note of the occurrence will be made in the error book of the post office.
• If such an item is handed in at a post office window, it will be returned to the sender, who will be informed that the used stamp cannot be recognized as payment.
• Stamps that are defaced, obliterated, torn, cut, or otherwise imperfect are not valid for payment of postage or any postal fees.
• There is no prohibition, however, against using stamps perforated with initials or other identifying marks traced in minute holes.
• Stamps must be affixed by the sender or their messenger, not by postal officials.

2. Franking Machines
• Only franking machine vendors and models authorized by the Director General can be used.
• A license is required for the use of a franking machine. The license fee is Rs. 375 for a period of five years.
• The license application is made to the licensing authority on a prescribed form, along with the receipt for the license fee.
• The franking machine user must dial the Remotely Managed Franking System (RMFS) server at least once every 30 days to upload data, even if they are not downloading funds. Failure to do so will cause the machine to be blocked.
• Franked articles must be deposited at a designated post office, mail office, or field post office.
• The franking impression must be blue in colour.
• A rebate of 3% is allowed on the franked value whenever the meter is reset, provided a minimum consumption of Rs. 5000 is met. An additional 2% rebate is allowed for pincode-wise sorted frank mail.
• The license can be cancelled if the user violates any conditions or misuses the machine.
• Advertisement impressions can be used alongside the date stamp impression, provided they are separate from the postal frank impression and relate to the licensee's business. The user is responsible for the cost of programming the advertisement.

3. General Mail Acceptance and Delivery:
• When an item cannot be delivered to the addressee for reasons such as being refused, rejected, or unclaimed, the reason for non-delivery must be clearly marked on the item in red ink.
• The Postmaster or Supervisor must initial and date the entries. A term from a prescribed list must be used to indicate the cause of non-delivery, and it should be written legibly on the address side of the item.
• Such undelivered items are then sent to the Returned Letter Office (RLO).

4. Accountable Items (Parcels, Speed Post):
• Delivery staff must be satisfied with the identity of the addressee before handing over the article.
• Upon successful delivery, the type and ID number of the addressee's valid ID (Official Valid Documents) must be recorded on the delivery slip or captured in the delivery app.
• If an article is designated for OTP-based delivery, the delivery staff will request the OTP sent to the addressee's registered mobile number. After verifying the OTP, the article is handed over.
• If an authorized person is receiving the article, the delivery staff must verify the authorization letter along with a valid ID of the authorized person. The article is delivered only after the staff is satisfied with the person's identity. The type and ID number of the valid ID must be recorded on the delivery slip or in the app.
• For multiple articles addressed to a single addressee, a single signature is sufficient, provided the delivery slip includes a list of all article barcode numbers on one page. The recipient must also note the total number of articles received above their signature. This procedure also applies to firms and other entities that receive large numbers of accountable items.
• The addressee of a parcel or an authorized person can request to pick up the item at the delivery post office during business hours. This requires a written request to the postmaster along with a valid address proof, and the item will not be given to a postman for doorstep delivery.
• Reasons for undeliverable parcels include the addressee not being available (door locked) , the item being damaged , the addressee having moved , or the addressee refusing to accept the item.
• Articles addressed to deceased individuals are treated as unclaimed and marked "Return to Sender" (RTS).

5. Unaccountable Items:
• Unaccountable items, such as ordinary letters, are those for which no delivery records are maintained. They are not time-sensitive and are transmitted using standard, efficient, and cost-effective surface transportation.
• Delivery times are not guaranteed for unaccountable items, and compensation for delayed or lost items is not applicable.
• The choice of transmission mode depends on the volume of items, geographical coverage, and the efficiency of the available transport infrastructure. The Post Office aims to provide economical and sustainable transport solutions while ensuring reasonable delivery timelines.

6. Cancellation of an Article:
• To cancel an article, the sender or an authorized representative must submit a written request at the same post office where the item was booked. The request must include the original booking receipt, item number, and reason for cancellation.
• The sender or representative must provide valid identification (e.g., Aadhaar card, PAN card) to verify their authority. The postal staff will then check if the article is still at the booking office. If it has not been dispatched, the cancellation will be processed.
• If the request is approved, the item may be returned to the sender or their authorized representative after verifying their identity and obtaining a proper receipt.
• No refund will be given for domestic items containing documents. For other items, the refund is processed based on the guidelines for that specific service

7. Post Box
• Post Box services are available at specific post offices, which are determined by the Head of the Circle.
• To apply, an individual or business must submit a prescribed application form to the Postmaster. The application must state the exact nature of the business and provide full details of the business address.
• If a customer's business address changes, they must inform the Postmaster within seven days. Failure to do so may lead to the withdrawal of the post box without notice.
• The Department of Posts reserves the right to withdraw the post box without notice if incorrect information is provided on the application or if the post box is misused.
• A prescribed fee, which is non-refundable and non-adjustable, must be paid in advance with the application or for renewal.
• A security deposit, as determined by the Head of the Circle, is also required upon allotment. This deposit cannot be adjusted against fees or deposits for other post boxes.
• The period of allotment begins on the first day of the month in which the post box is assigned.
• If the key or lock is lost, damaged, or not working, the customer must notify the Postmaster within seven days and pay for the cost of repair or replacement. The security deposit will be forfeited if this is not done.
• If the lock and key are not surrendered at least 15 days before the expiry of the allotment period, or if the allotment is not renewed, the security deposit will be forfeited.

8. Items Delivered through Post Box:
• Only fully prepaid, unaccountable items (such as ordinary letters) addressed directly to the customer's name or "c/o customer" with the correct post box number will be delivered to the post box.
• Accountable items (e.g., parcels, speed post) can also be delivered to the post box if the customer makes a written request to the Postmaster. Such a delivery is considered to be a valid delivery to the addressee.
• For items too large to fit in the post box, an intimation slip will be placed inside. The customer can then collect the item from the delivery department by presenting the slip and their delivery ticket.

9. Clearance and Notice:
• The customer can clear their post box at any time during the post office's business hours.
• If a customer fails to clear their post box for a week, the Postmaster will send a notice by registered post. If the items are still not cleared, they will be delivered by a postman, provided the items have the customer's home address. If delivery is not possible, the items will be treated as undeliverable.
• For correct delivery, customers should ensure their items are addressed with their name, post box number, post office, and PIN code.
• To surrender a post box, the customer must return the lock and key to the Postmaster. The security deposit will be refunded only if the lock and key are in working condition.

10. Post Bag
• The Post Bag system is available at all delivery post offices, regardless of whether they have a post box system.
• A post bag, lock, and duplicate key must be supplied by the customer.
• Most of the provisions for post boxes also apply to post bags. However, with a post bag, all items are placed inside the locked bag, which is then handed over to the customer or their messenger at the counter upon production of a delivery ticket.
• Post bags (with the exception of those allotted in combination with a post box) can also be used by customers to send fully prepaid items for posting.

11. Instructions Regarding Service Money Orders
• Service money orders of any amount can be transmitted free of charge for official purposes of the Department.
• All service money orders require mandatory authorization by the Postmaster before they can be booked.
• These money orders are specifically for official payments made by the Department of Posts. This includes:
i. Making payments to customers for compensation or any other due amount.
ii. Making payments to employees.
iii. Making payments to other persons, such as for the rent of a post office building, or any other payment deemed fit by the Head of the Circle.

12. Manner of Verification and Payment of a Money Order in Special Circumstances
• Payment to Minors:
i. If a minor is considered to be "under years of discretion" and lives with their parent or lawful guardian, the money order payment will be made to the parent or guardian.
ii. If the minor is under the care and custody of another person, the payment will be made to that person. This payment must be done in the presence of a resident... (the document's text cuts off at this point).

13. Procedures for Parcels and Other Services.
i. Periodical Post
• The weight of a periodical post item shall not exceed 5 kilograms.
ii. Registered Newspaper
• A "newspaper" is defined as a periodical of loose-folded sheets, typically printed on newsprint, issued daily or at least once a week. It must contain information on current events, public news, or comments on public news.
• Mandatory Printing Requirements:
1. The newspaper must legibly print the name and place of the printer, editor, publisher, and place of publication.
2. The word "Registered" followed by the postal registration number must be printed in a clear, visible manner on the first or last page.
3. The date of publication must be printed on the first or last page.
4. The name of the office of posting must be printed on the back page, top left corner, in a clearly visible manner.
• Postage and Prepayment:
1. Full postage must be prepaid unless the newspaper has a valid license exempting it from prepayment.
2. If exempted, the license number with the prefix "WPP" must be printed below the postal registration number.
• Posting Procedures:
1. The newspaper must be posted at the location specified in the postal registration application.
2. It must be posted by the owner, manager, or publisher on specific days of the week, not exceeding seven.
3. If the posting day is a Sunday or a gazetted holiday, the newspaper can be posted on the next working day.
4. Prior intimation of two days is required for any change in posting days or inability to publish. This intimation can be waived by a higher-level Postmaster if the reason is beyond the publisher's control.
5. The number of posting days or dates can only be altered with prior approval from the Head of the Division or an Independent Gazetted Postmaster.
6. A newspaper must publish and post at least half of its issues in a calendar year.

• Packaging and Enclosures:
1. Newspapers must be posted without a wrapper or with a wrapper that is open at both ends for easy examination.
2. No writing or marks are allowed on the newspaper or its cover, except for the name, address, contact number, email, and subscription details of the addressee.
3. Barcode, QR codes, or any other marks containing sender/addressee information are permissible, but they cannot have any intrinsic value or be used for commercial purposes.
4. No other paper or thing can be enclosed with the newspaper, other than an extra supplement that also adheres to the definition of a newspaper.

• Undeliverable Newspapers:
1. Undeliverable registered newspapers will be returned to the sender (publisher/editor/owner).
2. The sender must collect the returned copy from the office of posting. Failure to do so may lead to the discontinuation of the posting facility.
• Weight Limit: The weight of a single copy or packet of a registered newspaper cannot exceed 5 kilograms.

14. Parcels (Speed Post Parcel, India Post Parcel, Logistics Post)
• Delivery Procedure for Accountable Items:
1. Delivery staff must verify the identity of the addressee.
2. For OTP-based delivery, the staff will request and verify the OTP sent to the addressee's mobile number before handing over the item.
3. For multiple items to one addressee, a single signature is sufficient, but the delivery slip must list all barcode numbers and the recipient must note the total number of articles received.

• Logistics Post:
1. Logistics Post offers a range of integrated solutions, including door-to-door delivery, warehousing, and returns management.
2. Unlike Speed Post and India Post Parcels, which handle items up to 35 kg, Logistics Post books parcels without a specific weight limit. The first slab for tariff calculation is 50 kg.
3. Payment for Logistics Post services and taxes must be accepted in advance, in cash or by Demand Draft.

• Cancellation:
1. To cancel an article, the sender must submit a written request with the original booking receipt and valid ID at the booking post office.
2. A refund is not provided for domestic items containing documents.
• The document repeatedly states that Speed Post is not an insured service unless expressly provided, and liability is limited to the provisions of the Post Office Act, 2023.

15. Official Marks on Undelivered Items
• Official marks are made on items to indicate that postage or other sums are due, or that an item has been refused, rejected, unclaimed, or cannot be delivered for any other reason.
• When an item is undelivered for any reason, the cause of non-delivery must be clearly marked on it. This marking should be done with red ink.
• The entries for the undelivered items must be initialed and dated by the Postmaster or the Supervisor who is making the marks.
• The Post Office has a prescribed list of terms for indicating the cause of non-delivery. The official marking must use one of these terms, and it should be written legibly on the address side of the item.
• Once the official marks are made, the undelivered item is then sent to the Returned Letter Office (RLO) for further processing.
ii.    Official Marks on Postage Stamps
• Postage stamps that have been defaced, obliterated, or marked with a rubber stamp, pen marks, or writing of any kind (other than by government authority) are not recognized as valid payment for postage or other postal fees.
• When such imperfect stamps are found on a mail item, they should not be defaced by the postal staff. Instead, a remark must be written on the item stating why the stamps have been ignored.
• There is no prohibition against the use of postage stamps that have been perforated with initials or other identifying marks in minute holes. These are still considered valid for the payment of postage.
• If a service stamp (a stamp for official government use) is found on a private mail item, the stamp will be ignored. The item will be charged with the postage for which it is liable and will then be forwarded to its destination. The reason for the charge will be noted on the item. If such an item is handed in at a post office window, it will be returned to the sender with an explanation that the service stamp cannot be accepted as payment.

16. Complaints
i. Regulation Reference:
• Regulation 76(1) of the Post Office Regulations, 2024, provides for the filing of complaints in accordance with administrative instructions.
ii. Customers can register a complaint through the following channels:
• Complaints can be submitted in the designated grievance or suggestion box available in all post offices during business hours.
• The document mentions that a complaint can be registered on the official online portal of the Department of Posts.
• Complaints can be sent via email to the official email address of the post office or the Department of Posts, as specified.
• A written complaint can be submitted to the Postmaster of the concerned post office or to a higher postal authority.
iii. A complaint should include the following information to be considered valid and to facilitate a timely response:
• The full name and postal address of the complainant.
• The contact number and email address of the complainant.
• The booking details of the postal article, such as the booking date, booking post office, and article number (if applicable).
• A clear and concise description of the grievance.
• Any relevant documents, such as the original booking receipt or other evidence, should be attached.
iv. Complaint Redressal:
• The Post Office is responsible for acknowledging the complaint and providing a resolution within a specific timeframe, although the exact time is not mentioned in the provided text.
• The document also mentions that customers can request an attested copy of the delivery receipt for a registered article to resolve a dispute. This request must be made in writing to the delivery post office, and the attested copy will be provided within 30 days, subject to the availability of records.