Gist of important rules from Vol VI Part I for examination purpose
• Night post office will carry the work of booking of the Regd article, including VP article and Sale of postage stamps on Sunday and other post office holidays. (2/1)
• Memorandum distribution of work (MS-11) is issued by the Divisional Supdt. (4)
• A nominal roll is a record of Postal Assistant actually at work in a post office on any given day maintained in form MS-12. It should be written up by the postmaster. A nominal roll-on similar lines may also be maintained for postman and village postman in offices where their strength is more than 25. (4)
• Attendance register in form S-37 will be maintained by every PO having more than one clerk. (4a)
• Village sorting list in form M-52 will be prepared and supplied to each office by Sub divisional inspector. (5)
• A route list in form M-53 is issued by Sub divisional inspector to village postman (5)
• The Village sorting list should be examined once in a month by Sub account assistant. (5)
• The yearly village return MS-88 in the month of Feb of each year should be kept by Sub account assistant showing the number of articles of all sorts received for delivery in each village within the jurisdiction of the office. As soon as the compilation is over, it should be totaled, signed by Postmaster and forwarded to sub divisional head. (6)
• MO Oblong stamp and insurance stamp should be kept in custody of Postmaster. (21)
• Head of the Circle's circulars are ordinarily issued by head of the circle once in a month. (24)
• Any information received by the officer of the department officially should not be made public but these restrictions are however not applicable to Competent court of law District magistrate and Commissioner of Police or District SP (17)
• Leather cash bag should be used when the amount of currency notes exceeds Rs 500. (27)
• Preservation period of stock book of Post office is 10 Years. (25)
• Preservation period of Nominal Roll is Permanent. (25)
• The following records should not be destroyed without the special permission of the Head of the Circle.
†Post office order book
†Register of undeliverable pass books in deposit in the head office
†Post office certificate ledger
Correspondence regarding which enquiry in progress or connected with the cases which have not been fully decided or closed (25)
• When a remittance is to be sent by post, the money should be placed in Leather cash bag and the same should be sealed. The cash bag along with remittance advice and acknowledgement should be dispatched inside of Regd bag. When remittances is to be sent in charge of a special carrier, the amount should be made over to the carrier and he should acknowledge the same in treasurer cash book. (28)
• The loss of identity card should immediately be notified by Head of the circle, in his circular. (32)
• The annual fee for business reply card should be realized in advance and credited under UCR. (32)
• If a VP article is found in letter box, the sorting clerk should after noting the irregularity in error book (MS-2) show the article to the PM and make it over to Regn/Parcel clerk. If the article is fully prepaid with postage, registration fee and VPP and is accompanied by the prescribed MO form duly filled up it should be disposed of as if presented at the window. In such cases, the receipt for the sender being handed over to sorting clerk and should be pasted him in the error book. (33)
• Postmaster must, from time to time examine the registers (MS-85) and visit books (MS-86) of the village postmen attached to his office. (39).
• On the 1st of every month, a statement of cases pending at the end of the preceding month should be prepared by First class postmaster in form Cpt-3 in duplicate by means of carbonic paper, the top copy being retained for office record and the lower copy being submitted to the Supdt of post office as the statement of complaint. (48)
• Suggestion's Complaint book (MS-94) will be kept by all post offices. (48b)
• The Book of information is maintained in each HO and SO. The book should be kept up to date and retained by PM, SPM in his personal custody. (48c)
• Service books and service rolls are available in Head Offices and the Head Post master is responsible for the safe custody. (49)
• When a VP article is delivered as ordinary registered article and the VP amount subsequently collected the amount should be credited to UCR and VPMO issued by per-contra charge to UCP. (227a)
• A VP articles on which intimation has been served and lying in the deposit for seven days can be retained for further seven days on payment of fees. (231 e)
• In case of refused/unclaimed VP articles the VPMO form should be (Upper portion of MO form) destroyed and lower portion with sender's certificate to be filed. (232)
• No redirection fee is charge on redirection of a parcel
o If the revised address of the addressee is within the same delivery office
o If the revised address of the addressee is within the same post town
o If the parcel is returned to sender and if the sender resides in a different address within the delivery area of the office or within the same post town (189)
• The amount noted for remittance to sender of VP article can be altered free of cost at the request of the sender. (210)
• Postage stamps can be affixed to IPOs to make up broken amount on the condition
o The no of stamp should not exceed 4.
o Amount should not exceed Rs. 3/-.
o Total value of IPO including the stamps affixed there in should not exceed 100. (188)
• Unpaid postage abstract is a record in form ACG 45 which is to be maintained by every Head office and sub office to record the receipt and dispatch of unpaid articles.
• To avail registered journals facility at least 200 regd articles has to be booked monthly.
• The sender of an inland regd article may obtain attested copy of the addressee's receipt on application made to the Post office within 6 months of the date on which the addressee signed the original receipt. (185)
• It will be ensured that the aggregate value of all the VP articles including article including customs duty articles entrusted to an EDDA does not exceed Rs 8000/-.
• Postmaster order book (MS-1) is maintained in all Head offices. (50)
• In PO when duties of PAs are combined, the combination permissible is delivery and mail. (4)
• The customs duty due on letter/packets of the foreign letter/mail should be realized and brought into a separate head at the PO. (182)
• Business reply cards and envelops should be taxed at the prepaid rate of postage and handling charges. (32)
• If an insufficiently prepaid VP article is found in a letter box, it should be returned to sender. (33)
• Loose account bags containing cash bags will be in the personal custody of the Treasurer. (67)
• Transit bags means Several bags intended to be dealt with the office enclosed in a bag addressed to the office. (33)
• Redirection fee for redirecting parcels should be collected in the form of undefaced postage stamps.
• Notice of hours of Business for PO/RMS offices should be supplied by Sr. Supdt of Pos/ Supdt. of Pos. of the division. (5)
• Left India articles are to be sent to RLO at once.
• Time limit for requesting copy of addressee's receipt of Regd articles is three month.
• Notice of hours business for Branch office will be supplied by Sub divisional Inspector.
• Postal mails superscribed in “On India Government Service” received for delivery
o Containing both name and address of the officer to be delivered/ redirected according to designation
Containing only the name to be delivered according to name of the addressee.
Postal mails not bearing the superscription “On India government Service” but contain name and designation of the officer., to be delivered / redirected according to name. (10)
• A letter delivered to an addressee can be reposted within the post town for redirection- Free of cost. (71)
• When a VP article is redirected, intimation should be served to office of posting.
• Preliminary sorting of mails is done by Post Office. (84)
• The postman returns undelivered unpaid articles to the Postmaster. (123)
• An article bearing “OIGS” addressed to the officer of Central Govt Service bearing his name & designation is delivered to designation. (101)
• To ascertain the punctual clearance of letter box, the postmaster should post test letters. (73)
• Delivery beat list are prepared by Postmaster of concerned PO. (102)
• Window delivery tickets are meant for receiving fully prepaid unregistered mail in a locked bag. (100)
• In case of inward unpaid foreign mails, the article can be taxed by the office of exchange in India. (115)
• Accounts and branch office bags received in mail bags should be transferred to the treasurer. (106)
• The unpaid station bundle addressed to the office should be made over unopened, by the delivery PA, to the Postmaster. (108)
• The paid unregistered article to be transferred to the deposit department at the time of delivery will comprise;
• Article to be redirected ii) Articles to be deposited iii) Articles the addresses of which are not known. iv) articles with undecipherable and v) incomplete addresses/articles with fictitious address. (113)
• Particulars of window delivery ticket issued should be entered in Register of window delivery tickets. (MS 23).(100)
• Window delivery ticket shall be prepared in form MS 24. (100)
• Post boxes and bags entitling the renters to receive delivery of all fully prepaid unregistered letter, ILC, Post cards newspapers & Packets (100 -1)
• Beat instruction register is prepared in form MS 32 .102)
• Book of addresses instructions is maintained by Deposit Assistant. (133)
• Undelivered acknowledgement cards are to be destroyed after Four Months. (143)
• If an article issued by RLO either for delivery to the addressee or to return to the sender cannot be delivered it may be redirected whenever the revised address of the addressee/sender is not known the PO. (139)
• Undelivered packets all unclaimed unregistered articles including Registered Newspaper should be returned to sender after 7 days. (143)
• Permanent instructions are valid for three years. Temporary instructions are valid for three months. (133)
• Instructions regarding authorizing Post Office to pay money order to another person are valid for three years. (133)
• If the addressee of ordinary article is not traceable and address of the sender is not noted on the article, the deposit PA shall forward it RLO after passing remark in red ink and after keeping in deposit for 7 days. (143)
• An article for which notice of arrival has been tendered to the addressee, it cannot be redirected to address elsewhere. (131)
• Unclaimed unregistered article marked ' Poste restante' should be kept in deposit for one month and after that sent to RLO (143).
• First class foreign inward mails on redirection are eligible for free redirection within India. (137)
• Instruction slip means that a document in which gist of instruction in connection with delivery / redirection of postal article from public are communicated to departments. (134)
• If an unpaid article sent to BO is returned as undelivered the article will be returned to sender after simply taking suitable entry in unpaid postage account in BO. (130)
• All article of correspondence originally received for delivery in India by foreign post may be redirected to the revised address to any place served by India post or any country or place served by foreign post. (137)
• If an addressee of a Regd letter on signing in delivery slip refuses to sign in acknowledgement a remark regarding refusal should be written on the acknowledgment and the article should be delivered. (117)
• The official who initials in the postman book in token of receipt on RL acknowledgments is Registration PA. (183)
• Parcels weighing above 10 KG should be delivered only at post office. (180)
• VP article can be kept in deposit from the date of intimation to 7 days. (231)
• An unclaimed VP article should be returned to the sender after 7 days. (231)
• Fee to be collected when a regd parcel is redirected to the neighboring District is half the rate excluding the registration charge. (199)
• VP article received for delivery without VPMO form will be filled in with reference to the entries available on the article and the article will be sent out for delivery. (227)
• Unclaimed articles of letter mail with remarks 'not known' and 'left' are returned to sender after 7 days. (143)
• Insured articles addressed to minor may be delivered to the minor in the presence of person who take care of the minor. (204)
• Limit of insured articles that can be entrusted to a postman for delivery in his beat is up to Rs 500/- (202)
• Parcel may be detained in the office of delivery after serving intimation and up to 7 days. (191)
• The charges to be collected when a registered letter already delivered is presented with a revised address for registration. Fresh registration fee is to be collected. (171)
• An attested copy of addressee's receipt of registered article, if applied by sender can be given on payment of prescribed fees in the form of postage stamps. (185)
• If the addressee of inward foreign parcel is aggrieved on the customs duty imposed on the article, he can request for return of the article to the customs for reassessment (182)
• Redirection fee due on refused inland parcel on redelivery to sender can be cancelled when delivered at the office of issue/at the same post town. (191)
• Refused foreign registered articles of letter mail should be sent to RLO though the PO at the HQ of the circle. (191)
• Acknowledgement card attached to an unclaimed/returned registered article for redelivery to sender should be destroyed. (192)
• Inward foreign parcels on which intimation served can be kept in deposit at the PO for 15 days. (193)
• Insured bags/insured bundles received must be opened by the registration PA in the presence of the Postmaster. (137)
• For foreign insured articles acknowledgements special fee will be collected. (198)
• In the case of VPMOs issued at the office of delivery of the VP article, the MO receipt will be pasted to the corresponding VP receipt book. (227)
• The value of a single VPMO should not exceed Rs 5000/-. (226)
• A Nominal Roll on similar lines of Postal assistants, may also be maintained for postmen and village postmen in offices where their strength is more than 25. [Rule 4 (2) and (3)- VI -Part 1]
• Notice of hours of business shows the hours fixed for the delivery and despatch of mails and for the transaction of business with the public. [Rule 51- VI-Part 1]
• The sub divisional head concerned will supply the notice of hours of business for branch offices. [Rule 51- VI-Part 1]
• A Village sorting list in form M-52, will be prepared and supplied to each office by the sub-divisional inspector. [Rule 5-Part VI-Part 1]
• The compilation of Yearly village returns, should synchronize with that of the First Enumeration return in the month of February each year from the Ist to the 14th both days inclusive in form Ms-88. ([Rule 6- Vol VI-Part I)
• A memorandum of Distribution of Work of a First class HO is approved by the postmaster of that HO.
• In a memorandum of Distribution of Work the work of the sub-account department should not be entrusted to the mail or sorting assistant.
• In any office with three or more hands, the savings bank counter assistant and the assistant in charge of the sub-account department should not be allowed to hold charge for more than three years and six months respectively.
• Every safe supplied to an office will have double locks and key of one will be kept during and after office hours by the postmaster and the key of the other by the treasurer. (Rule 23 Vol VI-Pt-I)
• An article intended for despatch as value Payable disposed of when found in the letter-box by the Mail Asst./ he should deface the postage stamps affixed to it. [Rule 33-Part 1]
• Complaint and suggestion book (MS 94) will be kept by all the post office and will be made available to all members of the public without their asking for it. [Rule 48 - B - VI-Part 1)
• Postmaster's Order Book is maintained in Head Offices only by the Postmaster in form Ms-1. [Rule 50 Vol VI-1]
• The amount shown under postage on articles delivered by the office will be taken as postage revenue realized from unpaid articles in the B.O. accounts/S.O account/H.O. summary.
• Separate books of addressees' instructions are maintained for temporary and permanent instructions.
• Articles posted in India at inland postage rates may be redirected to any place in India served by the inland post on the written instructions of the addressee. [Rule 137 -VI -Part 1]
• Firms, offices and other persons who occasionally post a large number of registered articles, i.e., 100 or more on any occasion may also be given sufficient number of sheets of special Journal. (Rule 178 Vol VI-Part I)
• Parcels both Inland and foreign can be redirected only under the written instructions of the addressee or his agent. [Rule 189 - VI- Part 1]
• Inland parcels cannot be redirected out of India. [Rule 189 - VI- Part 1]
• Redirection fee of parcels may be paid in advance or at the time of delivery. [Rule 189 - VI- Part 1]
• If the redirection fee for foreign parcel in India, is not prepaid cash, the amount due on this account should be entered on the redirection label in words under the initials of the Postmaster. [Rule 189 - Part 1]
• Insured articles exceeding the prescribed value which could not be sent out for delivery through postman are delivered only at the window of the post office [Rule 203 VI - Part 1]
• A V.P. article has been delivered as an ordinary registered article. The value of the article and the money order commission should be recovered from the addressee. A receipt in Form ACG. 67 should be granted to the addressee. [Rule 227-A-VI Part 1]
• Every month the head of the circle should submit to the office of Directorate General, a statement in form Ms-14 containing statistics of ordinary, registered, insured and VPP articles of both the letter and parcel mail posted in post office and in mail office.
• The due mail and sorting list in form M-9 for post office, Mail offices and sections in communication with offices and sections in more than one RMS division will be prepared and supplied by the head of the circle.
• Due mail and shorting list consist of two parts, viz., (a) due mail list and (b) sorting list.
• A postal article containing filthy substance is prohibited from transmission by post. If any postal article is found to contain filthy substance, it may be opened and destroyed, under the orders of the Head of the Circle.
• Articles containing circulars of lottery are destroyed under the orders of the Head of the Circle, who should record his orders in writing indicating the reasons for ordering the destruction.
• The Head of the Circle in which the office of posting is situated is competent to decide the claims for compensation for loss of insured articles.
• Claims in cases of damage should be decided by the Head of the circle under whose jurisdiction the office of delivery is situated.
• Copies of sorting orders are supplied direct to all Superintendents, Inspectors, record officers and sub-record officers in the circle.
• A register of weighment system dispatches should be maintained in form M 162 by the Superintendent RMS for his division in which particulars of the introduction of all dispatches under the weighment system should be noted.
• No article superscribed as "COD” article is to be delivered without collection of COD amount from addressee. Only COD amount to be collected and no other fee/ commission is to be collected.
• There is no redirection facility for SP COD articles.
• Articles for which amount to be collected is more than Rs 10,000/- will be given window delivery. Such articles will be handed over to window delivery clerk under proper acquittance.
• If the addressee PIN code for SP COD articles does not match with delivery office PIN code, such articles to be returned to the sender. Do not deliver such articles.
• Once SP COD articles are entered in Postman delivery module, same cannot be redirected in any case.
• SP COD articles for which CoD amount is more than Rs10,000/- shall be given only window delivery.
• Refused SP COD articles should be returned to sender on the day of refusal itself with proper remarks.
• Nominal roll is a record of Postal assistants actually at work in a post office on any given day maintained in form Ms-12. It should be written up by the post master whenever a change, either temporary or permanent, is made in the duty of any member of the clerical staff.
• Village sorting list shows in alphabetical order the list of villages in the beat of each village postman of the office. The list should be hung up in the post office near the sub account assistant's table [Rule 5-VI-Part 1]
• Yearly village return should be kept by the sub-account assistant in the prescribed form showing the number of articles of all sorts (including money orders) received for delivery in each village within the delivery jurisdiction of the office. [Rule 6-Vol VI-Part 1)
• Memorandum of Distribution of Work: In offices where there are one or more Postal assistants a memorandum of distribution of work in Form MS-11 should be drawn up showing the duties assigned to them and got approved by the Superintendent.
• If an article intended for despatch as Value Payable found in the letter-box, after entering the irregularity in the error book of the sorting postal assistant should show the article to the postmaster. The article with the Form M.O. 51 should be made over to the registration or parcel department under acquittance in the error book. And the article should be disposed of by the registration or parcel assistant as if presented at the window, (R-33-Vol-Vl-pt.1)
• Unpaid postage abstract: Unpaid postage abstract is a record in form ACG-45 (Revised) which is to be maintained by every Head Office and sub-office to record the receipt and disposal of unpaid articles.
• With the sanction of the Supdt of post offices, Firms and offices which post at least 115 uninsured registered articles monthly are allowed the facility of having a Special Registered Journal supplied to them. (Rule 178 Vol VI-Part I)
• Inward foreign parcels can be redirected within India on the same conditions as applicable to inland parcels. [Rule 189 - Vol VI Part 1]
• When the redirection fee is paid in advance for redirection, it should be converted into postage stamps and affixed to the parcel, which should be shown to the Postmaster. The Postmaster should check the parcel in red ink the words 'Redirection charge paid' under his initials. The postage stamp should then be defaced with the obliterating stamp. The parcel assistant should make an entry in the addressee's receipt; delivery slip regarding the revised address and date of redirection in respect of inland and foreign parcels redirected. [Rule 189 -Vol-VI - Part 1]
• The amount originally specified for remittance to the sender of a V.P. article can be altered on the written request of the sender through the office of posting. [Rule 210 (8)–VI Part 1]
• The VP article can be delivered free of charge on the written request of the sender through the office of posting. [Rule 210 (8)–VI Part 1]
• When a V.P. article has been delivered as an ordinary registered article, the value of the article and the money order commission should be recovered from the addressee and the amount so recovered credited in the accounts under 'unclassified receipts'. [Rule 227-A-VI Part 1]
• When the addressee of a V.P article complaints that he has been defrauded and if the money order has already been despatched, the office of payment should be wired to stop payment pending the orders of the Head of the Circle. [Rule; 51(5) - Part-1]
• Preliminary sorting of mails is done by Post Office. (84)
• The postman returns undelivered unpaid articles to the Postmaster. (123)
• The unpaid station bundle addressed to the office should be made over, unopened, by the delivery PA, to the Postmaster. (108)
• The paid unregistered article to be transferred to the deposit department at the time of delivery will comprise i. Article to be redirected ii. Articles to be deposited iii. Articles the addresses of which are not known/articles with undecipherable and incomplete addresses/articles with fictitious address. (113)
• Night post office will carry the work of booking of the Regd article, including VP article and Sale of postage stamps on Sunday and other post office holidays. (2/1)
• Memorandum distribution of work (MS-11) is issued by the Divisional Supdt. (4)
• A nominal roll is a record of Postal Assistant actually at work in a post office on any given day maintained in form MS-12. It should be written up by the postmaster. A nominal roll-on similar lines may also be maintained for postman and village postman in offices where their strength is more than 25. (4)
• Attendance register in form S-37 will be maintained by every PO having more than one clerk. (4a)
• Village sorting list in form M-52 will be prepared and supplied to each office by Sub divisional inspector. (5)
• A route list in form M-53 is issued by Sub divisional inspector to village postman (5)
• The Village sorting list should be examined once in a month by Sub account assistant. (5)
• The yearly village return MS-88 in the month of Feb of each year should be kept by Sub account assistant showing the number of articles of all sorts received for delivery in each village within the jurisdiction of the office. As soon as the compilation is over, it should be totaled, signed by Postmaster and forwarded to sub divisional head. (6)
• MO Oblong stamp and insurance stamp should be kept in custody of Postmaster. (21)
• Head of the Circle's circulars are ordinarily issued by head of the circle once in a month. (24)
• Any information received by the officer of the department officially should not be made public but these restrictions are however not applicable to Competent court of law District magistrate and Commissioner of Police or District SP (17)
• Leather cash bag should be used when the amount of currency notes exceeds Rs 500. (27)
• Preservation period of stock book of Post office is 10 Years. (25)
• Preservation period of Nominal Roll is Permanent. (25)
• The following records should not be destroyed without the special permission of the Head of the Circle.
†Post office order book
†Register of undeliverable pass books in deposit in the head office
†Post office certificate ledger
Correspondence regarding which enquiry in progress or connected with the cases which have not been fully decided or closed (25)
• When a remittance is to be sent by post, the money should be placed in Leather cash bag and the same should be sealed. The cash bag along with remittance advice and acknowledgement should be dispatched inside of Regd bag. When remittances is to be sent in charge of a special carrier, the amount should be made over to the carrier and he should acknowledge the same in treasurer cash book. (28)
• The loss of identity card should immediately be notified by Head of the circle, in his circular. (32)
• The annual fee for business reply card should be realized in advance and credited under UCR. (32)
• If a VP article is found in letter box, the sorting clerk should after noting the irregularity in error book (MS-2) show the article to the PM and make it over to Regn/Parcel clerk. If the article is fully prepaid with postage, registration fee and VPP and is accompanied by the prescribed MO form duly filled up it should be disposed of as if presented at the window. In such cases, the receipt for the sender being handed over to sorting clerk and should be pasted him in the error book. (33)
• Postmaster must, from time to time examine the registers (MS-85) and visit books (MS-86) of the village postmen attached to his office. (39).
• On the 1st of every month, a statement of cases pending at the end of the preceding month should be prepared by First class postmaster in form Cpt-3 in duplicate by means of carbonic paper, the top copy being retained for office record and the lower copy being submitted to the Supdt of post office as the statement of complaint. (48)
• Suggestion's Complaint book (MS-94) will be kept by all post offices. (48b)
• The Book of information is maintained in each HO and SO. The book should be kept up to date and retained by PM, SPM in his personal custody. (48c)
• Service books and service rolls are available in Head Offices and the Head Post master is responsible for the safe custody. (49)
• When a VP article is delivered as ordinary registered article and the VP amount subsequently collected the amount should be credited to UCR and VPMO issued by per-contra charge to UCP. (227a)
• A VP articles on which intimation has been served and lying in the deposit for seven days can be retained for further seven days on payment of fees. (231 e)
• In case of refused/unclaimed VP articles the VPMO form should be (Upper portion of MO form) destroyed and lower portion with sender's certificate to be filed. (232)
• No redirection fee is charge on redirection of a parcel
o If the revised address of the addressee is within the same delivery office
o If the revised address of the addressee is within the same post town
o If the parcel is returned to sender and if the sender resides in a different address within the delivery area of the office or within the same post town (189)
• The amount noted for remittance to sender of VP article can be altered free of cost at the request of the sender. (210)
• Postage stamps can be affixed to IPOs to make up broken amount on the condition
o The no of stamp should not exceed 4.
o Amount should not exceed Rs. 3/-.
o Total value of IPO including the stamps affixed there in should not exceed 100. (188)
• Unpaid postage abstract is a record in form ACG 45 which is to be maintained by every Head office and sub office to record the receipt and dispatch of unpaid articles.
• To avail registered journals facility at least 200 regd articles has to be booked monthly.
• The sender of an inland regd article may obtain attested copy of the addressee's receipt on application made to the Post office within 6 months of the date on which the addressee signed the original receipt. (185)
• It will be ensured that the aggregate value of all the VP articles including article including customs duty articles entrusted to an EDDA does not exceed Rs 8000/-.
• Postmaster order book (MS-1) is maintained in all Head offices. (50)
• In PO when duties of PAs are combined, the combination permissible is delivery and mail. (4)
• The customs duty due on letter/packets of the foreign letter/mail should be realized and brought into a separate head at the PO. (182)
• Business reply cards and envelops should be taxed at the prepaid rate of postage and handling charges. (32)
• If an insufficiently prepaid VP article is found in a letter box, it should be returned to sender. (33)
• Loose account bags containing cash bags will be in the personal custody of the Treasurer. (67)
• Transit bags means Several bags intended to be dealt with the office enclosed in a bag addressed to the office. (33)
• Redirection fee for redirecting parcels should be collected in the form of undefaced postage stamps.
• Notice of hours of Business for PO/RMS offices should be supplied by Sr. Supdt of Pos/ Supdt. of Pos. of the division. (5)
• Left India articles are to be sent to RLO at once.
• Time limit for requesting copy of addressee's receipt of Regd articles is three month.
• Notice of hours business for Branch office will be supplied by Sub divisional Inspector.
• Postal mails superscribed in “On India Government Service” received for delivery
o Containing both name and address of the officer to be delivered/ redirected according to designation
Containing only the name to be delivered according to name of the addressee.
Postal mails not bearing the superscription “On India government Service” but contain name and designation of the officer., to be delivered / redirected according to name. (10)
• A letter delivered to an addressee can be reposted within the post town for redirection- Free of cost. (71)
• When a VP article is redirected, intimation should be served to office of posting.
• Preliminary sorting of mails is done by Post Office. (84)
• The postman returns undelivered unpaid articles to the Postmaster. (123)
• An article bearing “OIGS” addressed to the officer of Central Govt Service bearing his name & designation is delivered to designation. (101)
• To ascertain the punctual clearance of letter box, the postmaster should post test letters. (73)
• Delivery beat list are prepared by Postmaster of concerned PO. (102)
• Window delivery tickets are meant for receiving fully prepaid unregistered mail in a locked bag. (100)
• In case of inward unpaid foreign mails, the article can be taxed by the office of exchange in India. (115)
• Accounts and branch office bags received in mail bags should be transferred to the treasurer. (106)
• The unpaid station bundle addressed to the office should be made over unopened, by the delivery PA, to the Postmaster. (108)
• The paid unregistered article to be transferred to the deposit department at the time of delivery will comprise;
• Article to be redirected ii) Articles to be deposited iii) Articles the addresses of which are not known. iv) articles with undecipherable and v) incomplete addresses/articles with fictitious address. (113)
• Particulars of window delivery ticket issued should be entered in Register of window delivery tickets. (MS 23).(100)
• Window delivery ticket shall be prepared in form MS 24. (100)
• Post boxes and bags entitling the renters to receive delivery of all fully prepaid unregistered letter, ILC, Post cards newspapers & Packets (100 -1)
• Beat instruction register is prepared in form MS 32 .102)
• Book of addresses instructions is maintained by Deposit Assistant. (133)
• Undelivered acknowledgement cards are to be destroyed after Four Months. (143)
• If an article issued by RLO either for delivery to the addressee or to return to the sender cannot be delivered it may be redirected whenever the revised address of the addressee/sender is not known the PO. (139)
• Undelivered packets all unclaimed unregistered articles including Registered Newspaper should be returned to sender after 7 days. (143)
• Permanent instructions are valid for three years. Temporary instructions are valid for three months. (133)
• Instructions regarding authorizing Post Office to pay money order to another person are valid for three years. (133)
• If the addressee of ordinary article is not traceable and address of the sender is not noted on the article, the deposit PA shall forward it RLO after passing remark in red ink and after keeping in deposit for 7 days. (143)
• An article for which notice of arrival has been tendered to the addressee, it cannot be redirected to address elsewhere. (131)
• Unclaimed unregistered article marked ' Poste restante' should be kept in deposit for one month and after that sent to RLO (143).
• First class foreign inward mails on redirection are eligible for free redirection within India. (137)
• Instruction slip means that a document in which gist of instruction in connection with delivery / redirection of postal article from public are communicated to departments. (134)
• If an unpaid article sent to BO is returned as undelivered the article will be returned to sender after simply taking suitable entry in unpaid postage account in BO. (130)
• All article of correspondence originally received for delivery in India by foreign post may be redirected to the revised address to any place served by India post or any country or place served by foreign post. (137)
• If an addressee of a Regd letter on signing in delivery slip refuses to sign in acknowledgement a remark regarding refusal should be written on the acknowledgment and the article should be delivered. (117)
• The official who initials in the postman book in token of receipt on RL acknowledgments is Registration PA. (183)
• Parcels weighing above 10 KG should be delivered only at post office. (180)
• VP article can be kept in deposit from the date of intimation to 7 days. (231)
• An unclaimed VP article should be returned to the sender after 7 days. (231)
• Fee to be collected when a regd parcel is redirected to the neighboring District is half the rate excluding the registration charge. (199)
• VP article received for delivery without VPMO form will be filled in with reference to the entries available on the article and the article will be sent out for delivery. (227)
• Unclaimed articles of letter mail with remarks 'not known' and 'left' are returned to sender after 7 days. (143)
• Insured articles addressed to minor may be delivered to the minor in the presence of person who take care of the minor. (204)
• Limit of insured articles that can be entrusted to a postman for delivery in his beat is up to Rs 500/- (202)
• Parcel may be detained in the office of delivery after serving intimation and up to 7 days. (191)
• The charges to be collected when a registered letter already delivered is presented with a revised address for registration. Fresh registration fee is to be collected. (171)
• An attested copy of addressee's receipt of registered article, if applied by sender can be given on payment of prescribed fees in the form of postage stamps. (185)
• If the addressee of inward foreign parcel is aggrieved on the customs duty imposed on the article, he can request for return of the article to the customs for reassessment (182)
• Redirection fee due on refused inland parcel on redelivery to sender can be cancelled when delivered at the office of issue/at the same post town. (191)
• Refused foreign registered articles of letter mail should be sent to RLO though the PO at the HQ of the circle. (191)
• Acknowledgement card attached to an unclaimed/returned registered article for redelivery to sender should be destroyed. (192)
• Inward foreign parcels on which intimation served can be kept in deposit at the PO for 15 days. (193)
• Insured bags/insured bundles received must be opened by the registration PA in the presence of the Postmaster. (137)
• For foreign insured articles acknowledgements special fee will be collected. (198)
• In the case of VPMOs issued at the office of delivery of the VP article, the MO receipt will be pasted to the corresponding VP receipt book. (227)
• The value of a single VPMO should not exceed Rs 5000/-. (226)
• A Nominal Roll on similar lines of Postal assistants, may also be maintained for postmen and village postmen in offices where their strength is more than 25. [Rule 4 (2) and (3)- VI -Part 1]
• Notice of hours of business shows the hours fixed for the delivery and despatch of mails and for the transaction of business with the public. [Rule 51- VI-Part 1]
• The sub divisional head concerned will supply the notice of hours of business for branch offices. [Rule 51- VI-Part 1]
• A Village sorting list in form M-52, will be prepared and supplied to each office by the sub-divisional inspector. [Rule 5-Part VI-Part 1]
• The compilation of Yearly village returns, should synchronize with that of the First Enumeration return in the month of February each year from the Ist to the 14th both days inclusive in form Ms-88. ([Rule 6- Vol VI-Part I)
• A memorandum of Distribution of Work of a First class HO is approved by the postmaster of that HO.
• In a memorandum of Distribution of Work the work of the sub-account department should not be entrusted to the mail or sorting assistant.
• In any office with three or more hands, the savings bank counter assistant and the assistant in charge of the sub-account department should not be allowed to hold charge for more than three years and six months respectively.
• Every safe supplied to an office will have double locks and key of one will be kept during and after office hours by the postmaster and the key of the other by the treasurer. (Rule 23 Vol VI-Pt-I)
• An article intended for despatch as value Payable disposed of when found in the letter-box by the Mail Asst./ he should deface the postage stamps affixed to it. [Rule 33-Part 1]
• Complaint and suggestion book (MS 94) will be kept by all the post office and will be made available to all members of the public without their asking for it. [Rule 48 - B - VI-Part 1)
• Postmaster's Order Book is maintained in Head Offices only by the Postmaster in form Ms-1. [Rule 50 Vol VI-1]
• The amount shown under postage on articles delivered by the office will be taken as postage revenue realized from unpaid articles in the B.O. accounts/S.O account/H.O. summary.
• Separate books of addressees' instructions are maintained for temporary and permanent instructions.
• Articles posted in India at inland postage rates may be redirected to any place in India served by the inland post on the written instructions of the addressee. [Rule 137 -VI -Part 1]
• Firms, offices and other persons who occasionally post a large number of registered articles, i.e., 100 or more on any occasion may also be given sufficient number of sheets of special Journal. (Rule 178 Vol VI-Part I)
• Parcels both Inland and foreign can be redirected only under the written instructions of the addressee or his agent. [Rule 189 - VI- Part 1]
• Inland parcels cannot be redirected out of India. [Rule 189 - VI- Part 1]
• Redirection fee of parcels may be paid in advance or at the time of delivery. [Rule 189 - VI- Part 1]
• If the redirection fee for foreign parcel in India, is not prepaid cash, the amount due on this account should be entered on the redirection label in words under the initials of the Postmaster. [Rule 189 - Part 1]
• Insured articles exceeding the prescribed value which could not be sent out for delivery through postman are delivered only at the window of the post office [Rule 203 VI - Part 1]
• A V.P. article has been delivered as an ordinary registered article. The value of the article and the money order commission should be recovered from the addressee. A receipt in Form ACG. 67 should be granted to the addressee. [Rule 227-A-VI Part 1]
• Every month the head of the circle should submit to the office of Directorate General, a statement in form Ms-14 containing statistics of ordinary, registered, insured and VPP articles of both the letter and parcel mail posted in post office and in mail office.
• The due mail and sorting list in form M-9 for post office, Mail offices and sections in communication with offices and sections in more than one RMS division will be prepared and supplied by the head of the circle.
• Due mail and shorting list consist of two parts, viz., (a) due mail list and (b) sorting list.
• A postal article containing filthy substance is prohibited from transmission by post. If any postal article is found to contain filthy substance, it may be opened and destroyed, under the orders of the Head of the Circle.
• Articles containing circulars of lottery are destroyed under the orders of the Head of the Circle, who should record his orders in writing indicating the reasons for ordering the destruction.
• The Head of the Circle in which the office of posting is situated is competent to decide the claims for compensation for loss of insured articles.
• Claims in cases of damage should be decided by the Head of the circle under whose jurisdiction the office of delivery is situated.
• Copies of sorting orders are supplied direct to all Superintendents, Inspectors, record officers and sub-record officers in the circle.
• A register of weighment system dispatches should be maintained in form M 162 by the Superintendent RMS for his division in which particulars of the introduction of all dispatches under the weighment system should be noted.
• No article superscribed as "COD” article is to be delivered without collection of COD amount from addressee. Only COD amount to be collected and no other fee/ commission is to be collected.
• There is no redirection facility for SP COD articles.
• Articles for which amount to be collected is more than Rs 10,000/- will be given window delivery. Such articles will be handed over to window delivery clerk under proper acquittance.
• If the addressee PIN code for SP COD articles does not match with delivery office PIN code, such articles to be returned to the sender. Do not deliver such articles.
• Once SP COD articles are entered in Postman delivery module, same cannot be redirected in any case.
• SP COD articles for which CoD amount is more than Rs10,000/- shall be given only window delivery.
• Refused SP COD articles should be returned to sender on the day of refusal itself with proper remarks.
• Nominal roll is a record of Postal assistants actually at work in a post office on any given day maintained in form Ms-12. It should be written up by the post master whenever a change, either temporary or permanent, is made in the duty of any member of the clerical staff.
• Village sorting list shows in alphabetical order the list of villages in the beat of each village postman of the office. The list should be hung up in the post office near the sub account assistant's table [Rule 5-VI-Part 1]
• Yearly village return should be kept by the sub-account assistant in the prescribed form showing the number of articles of all sorts (including money orders) received for delivery in each village within the delivery jurisdiction of the office. [Rule 6-Vol VI-Part 1)
• Memorandum of Distribution of Work: In offices where there are one or more Postal assistants a memorandum of distribution of work in Form MS-11 should be drawn up showing the duties assigned to them and got approved by the Superintendent.
• If an article intended for despatch as Value Payable found in the letter-box, after entering the irregularity in the error book of the sorting postal assistant should show the article to the postmaster. The article with the Form M.O. 51 should be made over to the registration or parcel department under acquittance in the error book. And the article should be disposed of by the registration or parcel assistant as if presented at the window, (R-33-Vol-Vl-pt.1)
• Unpaid postage abstract: Unpaid postage abstract is a record in form ACG-45 (Revised) which is to be maintained by every Head Office and sub-office to record the receipt and disposal of unpaid articles.
• With the sanction of the Supdt of post offices, Firms and offices which post at least 115 uninsured registered articles monthly are allowed the facility of having a Special Registered Journal supplied to them. (Rule 178 Vol VI-Part I)
• Inward foreign parcels can be redirected within India on the same conditions as applicable to inland parcels. [Rule 189 - Vol VI Part 1]
• When the redirection fee is paid in advance for redirection, it should be converted into postage stamps and affixed to the parcel, which should be shown to the Postmaster. The Postmaster should check the parcel in red ink the words 'Redirection charge paid' under his initials. The postage stamp should then be defaced with the obliterating stamp. The parcel assistant should make an entry in the addressee's receipt; delivery slip regarding the revised address and date of redirection in respect of inland and foreign parcels redirected. [Rule 189 -Vol-VI - Part 1]
• The amount originally specified for remittance to the sender of a V.P. article can be altered on the written request of the sender through the office of posting. [Rule 210 (8)–VI Part 1]
• The VP article can be delivered free of charge on the written request of the sender through the office of posting. [Rule 210 (8)–VI Part 1]
• When a V.P. article has been delivered as an ordinary registered article, the value of the article and the money order commission should be recovered from the addressee and the amount so recovered credited in the accounts under 'unclassified receipts'. [Rule 227-A-VI Part 1]
• When the addressee of a V.P article complaints that he has been defrauded and if the money order has already been despatched, the office of payment should be wired to stop payment pending the orders of the Head of the Circle. [Rule; 51(5) - Part-1]
• Preliminary sorting of mails is done by Post Office. (84)
• The postman returns undelivered unpaid articles to the Postmaster. (123)
• The unpaid station bundle addressed to the office should be made over, unopened, by the delivery PA, to the Postmaster. (108)
• The paid unregistered article to be transferred to the deposit department at the time of delivery will comprise i. Article to be redirected ii. Articles to be deposited iii. Articles the addresses of which are not known/articles with undecipherable and incomplete addresses/articles with fictitious address. (113)
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