Refresher Questions for Exam Preparation (Set - 1)

 Volume VI Part I & Miscellaneous Rules - 13

Monthly Statistics
• The Registered Assistant should daily enter statistics from the previous day's records into the statistical register (Form MS-13). This includes: 
o From the Registered Journal: Total number of ordinary registered letter mail articles posted in the office and its Branch Offices (BOs).
o From the Registered Journal: Total number and value of insured letters posted in the office and its BOs, and the total insurance fees realized.
o From the reverse of the BO daily account: Total number of Registered Letters (RL), total number and value, and total insurance fees realized on insured letters posted in BOs.
o From the Registered VP Journal: Total number of VP registered letter mail articles posted in the office and BOs, and the total amount specified for remittance to senders.
o Registered Letters (RL) and Registered Parcels (RP) on postal services should also be counted and entered in the statistical register's appropriate column.
• In Head Offices, on the 1st of each month, the entries made by the registration and parcel Assistant for the preceding month should be totaled and posted into the monthly statistical abstract (Form MS 14).
• Corresponding figures from the HO's Sub Offices, as shown on the reverse of the SPM’s monthly report, should also be copied into the abstract under the appropriate heads against each office's name.
• The entries for the HO and its SOs should be totaled, and these totals transferred by the Registered and Parcel Assistant to the monthly statistical memorandum.

Receipts, Acknowledgements and Delivered Articles Taken from the Postman
• The Registered Assistant should perform the following checks when taking receipts and acknowledgments of delivered articles, along with undelivered articles: 
o Verify if the addressee or their authorized agent has signed the receipt and acknowledgment (if any) in ink.
o In the case of a delivery slip, check if the addressee or their authorized agent has signed in ink in the provided column.
o Confirm that all undelivered articles bear the postman's remark showing the reason for non-delivery with their dated initials, and that these remarks are also recorded in the Postman’s book/delivery slip.
o For a registered article delivered to an illiterate addressee, ensure the addressee's thumb mark on the receipt/delivery slip has been attested by the postman’s signature.
o For insured articles delivered to an illiterate addressee, confirm the thumb mark is attested by a respectable witness.
o Verify that the thumb mark/signature of a pardanashin woman is attested by an authorized agent or a respectable witness.
o For an insured article delivered to a minor, ensure the minor’s signature is attested by the person in whose care the minor is living.
o If any sum is due to be recovered on an article, check if the amount has been converted into postage stamps, affixed to the respective receipt/delivery slip, and defaced by the treasurer or authorized official. This applies to double registration fees and deficient postage for registered articles, and deficient postage and redirection fees for parcels.
o The Registration Assistant should affix their initials in the Postman book/delivery slip against the entries to acknowledge receipt of delivered articles and returned undelivered articles.
o If an acknowledgment is returned unsigned due to the addressee’s refusal to sign, it should be forwarded to the sender in the usual course with a suitable remark under the Postmaster’s signature.
o Articles addressed to "A, B care of C, D" should, whenever possible, be delivered to A, B, and only to C, D in A, B’s absence if C, D is authorized to receive them.

Attested Copies of Addressee’s Receipts
• The sender of an inland registered article may obtain an attested copy of the addressee’s receipt by applying to the post office within six months of the original receipt's signing date.
• A fee of Rs. 2.00, in the form of a postage stamp, must be affixed to the application form and defaced with the date stamp.
• The application should be forwarded to the office of delivery, where an exact copy of the addressee’s receipt will be prepared, duly attested by the Postmaster’s signature, and sent directly to the sender as a postal service.
• The copy of the receipt will also be impressed with the date stamp on which it is made, and the application bearing the prescribed fee should be filed with the addressee’s receipt already on record.

Redirection of Parcels: Inland Parcels
• Written instructions from the addressee or authorized agent should be obtained and kept on record.
• Inland parcels cannot be redirected out of India.
• Redirection fees can be paid in advance or at the time of delivery.
• No redirection fee is charged in the following cases (Notes 1 and 2 below clause-71 of PO Guide Part-I): 
o If the addressee's revised address is within the delivery area of the same office or within the same post town.
o When the parcel is returned to the sender, if the sender resides at a different address within the delivery area of the office or within the same post town.

Redirection of Parcels: Foreign Parcels
• Foreign parcels can be redirected within or outside India under the following conditions: 
o The sender must not have made any remark on the parcel prohibiting redirection.
o Written instructions from the addressee or their agent should be obtained and kept on record.
o Inward foreign parcels can be redirected within India under the same conditions as inland parcels.
o If the addressee of a foreign parcel has left India, their agent may redirect the parcel to their new address. In such cases, the agent should either pay the redirection fee in advance or undertake to pay it if the amount cannot be recovered at the new address or if the parcel remains undelivered.
o If the addressee of a foreign parcel who has left India has provided written instructions for the redirection out of India of any foreign parcel received at their address, such parcels with the new address should be forwarded to the concerned Indian office of exchange. The redirecting office should note on the accompanying receipt that the redirection was made as per the addressee's written instructions.
• When the redirection fee is paid in advance, it should be converted into postage stamps and affixed to the parcel, which should then be shown to the Postmaster.
• The Postmaster should verify that the redirection fee has been correctly collected and write "Redirection charge paid" in red ink on the parcel under their initials. The postage stamp should then be defaced.
• The Parcel Assistant should make an entry in the addressee’s receipt/delivery slip regarding the revised address and date of redirection for both inland and foreign redirected parcels.
• If the redirection fee is not prepaid in cash, the amount due should be entered on the redirection label in words under the Postmaster’s initials.