Postman Exam Materials - Volume V
1. The service responsible for the carriage of mails by rail, road, river and air and for the collection and distribution of mails received from Post offices by mail offices and section - Railway Mail Service (Rule-2)
2. The incharge of a RMS division is called Senior/Superintendent of RMS (Rule-4)
3. A main office of group of post offices consisting of itself and a number of smaller offices called sub and branch office which have been placed under its Account jurisdictions is called as Head Post Office. (Rule-5)
4. The head office is the main office of account for itself for all SOs kept under it. For all BO kept under it. (Rule-5)
5. Incharge of Head post office is Head Post Master. Incharge of Sub post office is Sub Post Master.Incharge of Branch post office is Branch post master. Incharge of transit mail office is Mail agent/Mail guard.(Rule-5,7,8,9B)
6. The first class HO situated at the HQ of the Head of the circle or, where there are more than one such HO, the one is attached to HQ is called as General Post Office. (Rule-6)
7. The lowest unit of post office is BO.(Rule-8)
8. The mail posted at BO are sent to AO for inclusion into bag to the mail office. (Rule-8)
9. Monthly sorting order is issued by CPMG. (Rule-9)
10. The advantage of a Transit Post Office is that the Post Office reduces the number of loose bags. (Rule-9A)
11. Post office which is situated on a line of through mail communication receive & sorts bags intended for office in advance, without opening them is called as Transit Mail Office. (Rule-9A)
12. A branch of RMS where closed bags are received and dispatched and sorting of letter is not done in this unit mail agent or mail guard is in charge of this unit is called as a Transit mail office. (Rule-9B)
13. Sorting mail office charged with the duty of opening the sorting mail bags received by it and disposing of their contents. AMPC mean automatic mail processing centre sorting is done by machine. CRC mean computerized Registration centre. Regn work is done by computer. (Rule 9- 10)
14. Sub office is authorized to receive articles all kinds in sorting. (Rule-11)
15. Sorting sub office are situated near the junction of several mail lines. Nodal Post office is working in important cities. Some post office are authorized to receive letters from neighbouring PO and sort the mail as per sorting diagram. Central bagging unit is branch of RMS office. (Rule-11)
16. An office is established at HQ of a Postal circle and deal with unclaimed and refused articles and articles without address or incomplete address is called as Returned letter office. (Rule-12)
17. Transcription centre is a cell established in a sorting mail office situated at HQ of the circle or at any convenient sorting office in the circle. ( Rule-12)
18. The number of office exchange established by the Dept of posts is 4. (Rule-13)
19. A Post office or Sorting office or section which exchanges mails with offices in foreign countries is known as 'Office of exchange”. A Foreign post office is an office of exchange in which the work of assessment of customs duty on foreign mail is also carried out. A Sub foreign Post office does not close and receive any bags but in which the work of customs examination, assessment and accounting of custom duty is carried out. (Rule-13)
20. Railway Mail service working on Railway or river streamer lines is called as Transit section. ( Rule-14)
21. The mail office deals with contents of mail bags addressed to them and with closed forward bags is called as Sorting mail office. (Rule-15)
22. The mail office deals only with closed bags is called as Transit Mail Office. (Rule-15)
23. Mail office are two kinds. One is Sorting mail office and another is Transit mail office. Mail agent incharge of Sorting mail office and HAS is incharge TMO. Mass Mailing centre is help to customer who are regularly posting max number of letters, as help him to writing the address, affix stamp etc. Press Sorting office is situated on promises of the newspaper. All the expenditure is borne by the publisher. ( Rule-15)
24. Pre mailing activities are done at Press Sorting Office. (Rule-15b)
25. A Press Sorting Office is: A RMS office situated on the premises of a newspaper publisher plus where the articles received from the newspaper publisher is sorted and despatched and where the entire expenditure of the establishment of the office is borne by the newspaper publisher / Registered newspapers. (Rule -15C)
26. RO is a stationary office of the RMS where work paper of the sections attached to it are prepared, checked and placed on record, all forms & bags. HRO is stationary office situated at the HQ of RMS Dn. SRO is situated at the same station as a Mail office.( Rule-16-18)
27. The officer incharge of a Head Record office is designated as Head record officer. (Rule-17)
28. Every PO is Unit Bag office, other than BO and EDSO. Every HRO/SRO in RMS is identified and District Bag office. The PSD situated at the HQ of Postal circle is identified as Circle Bag Office. D section of Postal Directorate works as Central Bag office. This is not deal with any bags but only deals with the correspondence relating distributions of bags. ( Rule-18)
29. The unit bag office will send its daily bag balance report to the the district bag office. (Rule-18a)
30. The DBO is inspected by the circle Bag office. ( Rule-18a)
31. Each set of section will have same working hours,same establishment and same mail arrangement. (Rule-21a)
32. Journey performed by a set of Section traveling on duty from one end to the another end of its beat is called Trip. (Rule-22)
33. Station articles are intended for delivery from a PO to which they are sent. Sorting articles are articles that are to be sorted by the Mail Office to which they are sent, and forwarded to office of final destination or to other sorting offices. Label bundle are two type express bundles and differed bundle. Express bundle requires to sort immediately & Differed bundle may be disposed later. (Rule-23,24)
34. Territorial regd bundle are prepared when the number of registered article is 25 or more. (Rule-24)
35. The keys and changeable hour plate of a letter box must be kept in the custody of Postal Assistant.
36. Station bundle are prepared only when the no of article either paid of unpaid of any PO 14. (Rule-24)
37. Pink check slip for ordinary paid and unpaid bundle. Blue check slip for Airmail. White check slip for both express & differed bundle. Marked 2 diagonal line green for local article, yellow for rajdhani and blue for metro bundle. (Rule-25)
38. Mail bag is a due bag. (Rule-28).
39. The weight of TB should not be exceed 30 Kg weight. MO check slip printed in red in on white or badami paper. Registered bundle is prepared where there are three or more uninsured letter. Regd bag may contain cash bag, ordinary and VP regd article, insured envelope, regd bundle, ins bundle, ordinary &VP MO (Rule-28)
40. When there are no air articles for an airmail bag prescribed a suitable remark should be made in the delivery bill concerned. (Rule-28a)
41. When the airmail bag contain less than 50 articles and there is no insured article or air parcel an airmail cover of suitable size should be used instead of a bag. When an air parcel is sent inside of airmail bag the label should bear “CAP”. The weight of airmail bag or TB should not exceed 30 KG weight. Separate ins letter bag closed when more than 10 ins article for any office.
42. When an insured letter bag is prescribed as a due bag it should be dispatched inside the regd bag with remarks in the regd list. (Rule-29)
43. A bag is used to enclose several bags sent to the same office or section thereby affording protection to them called as Transit Bag.( Rule-33)
44. An account bag is used between a SO to HO vice versa. SO to HO account bag contains SO daily account. HO to SO account bag contains SO Slip. Account bag are due bags. (Rule-34)
45. A bag is used to enclose correspondence of the high officer of Govt called as Special bag . (Rule-37)
46. Changing station is a Railway station where the beats of two transit sections join and where the mails brought by one of them are handed over to the other. A connecting station is an RMS section working in a train in immediate connection with another train in which another RMS section works. Regn of newspaper, renewal or cancelling any registration will be issued by Head of the department. (Rule-40,41)
47. A and B order is issued by Supdt of RMS. (Rule-46,47)
48. A order contains proposed changes in the sorting list. (Rule-46)
49. B order contains performance of SA duties in Mail offices. (Rule-46)
50. The list showing the details of bags to be received and dispatched by a mail office/transit section is Due mail list. (Rule-52a)
51. The list showing the manner in which the articles must be dispatched is Sorting list. (Rule-52a)
52. Mail comprised of the articles and documents which must be dispatched every day or at regular intervals is termed as Due mails.(Rule-53)
53. Face of the article mean the side on which addressee address written. (Rule-54)
54. Letter posted after the prescribed hours of closing the mails but within the time permitted for posting and with prescribed late fee (in addition to the postage) are called as Late letters.(Rule-56a)
55. Letters posted after the prescribed hours of closing the mails but within the time permitted for posting and without affixing prescribed postage and late fee are called as Too late letters. (Rule-56a)
56. Letters posted in the Night post office without payment of late feed will be impressed with the remarks 'Detained late fee not paid' and included on the next day dispatch. (Rule-56a)
57. An article which has been erroneously forwarded by an office to an office other than the office of destination and an article is a vernacular article on which the incorrect destination is mis-sent & mis directed article. (Rule-57)
58. Trial card used for the purpose of determining the relative advantage of alternative mail routes or the cause of detention to articles. Trial cards are in red colour. Trial card should not be included in any station bundle. (Rule-57)
59. The timing of clearance of letter at railway station is fixed by SSRM/SRM (Rule-58)
60. The registered newspaper addressed to foreign countries must have separate license for posting. (Rule-58a)
61. The minimum number of copies of Regd newspaper posted at a time is 100. (Rule-58a)
62. The copies of the newspaper without prepayment will be handed over to window along with an invoice which should be in duplicate. (Rule-58a)
63. The minimum limit fixed for posting Regd. News paper without prepayment at a time for foreign destination is 100. (Rule-58a)
64. On checking the entries in the invoice, (tendered along with the Regd. News paper without prepayment ) if there by any discrepancy noticed, the o/o posting should make the requisite correction under the initial of the HO.( Rule-58A)
65. The payment due in connection with posting of Regd News paper without prepayment is to be made fortnightly . ( Rule-58a)
66. The posting of the Regd. Newspaper without prepayment should be stopped and license deemed to be cancelled in the event of non payment of a bill within fortnight following the fortnight to which the bill relates.( Rule-58A)
67. Machine franked article can be posted not more than two offices. (Rule-58b)
68. At the office of posting the officer responsible for seeing that the articles have been franked in the prescribed manner and that systematic under payment is not going on is the Postmaster. (Rule-58b)
69. Daily docket in the prescribed form is used by the licensee along with his last posting of franked article at the prescribed office . ( Rule-58b)
70. The post office seal for sealing the franking machine must be kept in the personal custody of the Postmaster. (Rule-58c)
71. The keys and changeable hour plate of a letter box must be kept in the custody of Postal Assistant. (Rule-59)
72. Territorial bundle prepared for foreign when not less than 5 articles. Bulk bag system is not available for Srilanka, Nepal, Buttan & Pakistan. Ordinary circumstances the bulk of the correspondence for any office is more a single mail bag than can contain called as plural mail bags. When extra mail bag(unusual mail) is closed for PO or Mail office the registered bag should be place in the due mail list. (Rule-67)
73. The printed papers enclosed in a bulk bag: should be of the same addressee at the same address. (Rule 72-A)
74. A bulk bag is defined as: A special bag of printed papers to/from addressees/senders in foreign countries. (Rule 72-A)
75. When a cash bag enclosed in a Regd. Bag is forwarded in a mail bag the symbol to be written on label of the mail bag is F. (Rule-73)
76. Air mail bags dispatched to each port of call is accompanied with Inland airmail delivery bill. (Rule-76)
77. Normally mail list prepared in Duplicate. (Rule-76b)
78. Whenever, owing to the unusual bulk mail for an office extra transit bags are closed the word 'extra bag' should be written on the label. The number of extra transit bags closed should be entered in the mail list. Each extra transit bag closed should contain its separate mail list showing the particulars of bags enclosed. (Rule-78)
79. Complaint and enquiries relating to foreign mail the postage stamp equivalent to the fee prescribed is charged. The sender of foreign article should be written 'RENVOI PAR AVION'(return by air mail) for get back the acknowledgement. Parcel shall not contain more than one written communication but this rule shall not apply to an official parcel. (Rule-87).
80. If in course of transmission of parcel it is noticed that the parcel contains more than one written communication of the nature of a letter of having the character of a personnel communication the parcel should be endorsed 'for open delivery' and forwarded to destination for arrangement open delivery. (Rule 88)
81. Articles registered in a PO for delivery from the office itself should be entered in a station registered list and kept for following day’s delivery (Rule -90)
82. If any correction is made in the total of entries in regd. list it should be destroyed and a fresh one is prepared. (Rule -90)
83. A direct parcel bag is to be closed a delivery PO where the number of Regd. Insured parcel is five or more. (Rule -91)
84. The Postmaster or Head Sorting Assistant personal duties prescribed in this rule may, under the order of Head of the Circle, be delegated to the Deputy postmaster, Assistant Postmaster, Supervisor or office supervisor of the office as the case may be. (Rule-91).
85. While closing a Registered bag containing cash bag it should be sealed with Insurance seal. (Rule-91)
86. While closing of insured bag the parcel sorting assistant should show all the insured parcel entered in the list to the HSA; include all the Insured parcel entered in insured bag in the presence of the HSA and close the insured bag in the presence of the HSA (Rule -92)
87. Maintenance of insured check sheet by sorting mail office may be relaxed by Head of the circle. (Rule -96)
88. In sorting Mail offices, the Registration/parcel Sorting assistant should maintain check sheet showing the number of insured articles received. HSA/ Supervisor will tick off these entries in check sheet. (Rule -96)
89. The ascertained weight of the insured article noted against the entry in the regd /parcel list should be initialled by the PA/SA (Rule -97)
90. In the case of redirected parcels on which redirection fee is recoverable from the addressee if any incorrect fee had been made entry the parcel assistant should bring the fact to the notice of the postmaster who should correct it under his initial. (Rule 99)
91. Suspected cases of reuse of used stamps on the article received in transmission from BO should be reported to the sub divisional Inspector. (Rule 99)
92. If the Regd article is insufficiently paid, the difference of postage will be collected from the regn counter PA of o/o booking. (Rule -99)
93 The book of postmarks should be maintained at all Post offices Mail offices, Transit sections, Record offices. (Rule-103)
94. The fact of cleaning of seals and stamps should every time be recorded in postmaster Order book in Head offices in the Error book in Sub offices in the rough note of the HSA, the mail agent or the Record assistant which will be examined by the inspecting officer at the time of inspection. (Rule 103-A)
95. Book of postmark used for taking the impression of round MO, oblong MO and unpaid stamps should be kept in the personal custody of the postmaster (Rule-103)
96. In case of inward Foreign article if postage stamps which are not cancelled by the o/o origin received; it should be cancelled by a thick stroke in ink. UR articles of the letter mail posted bearing no postage stamp should be impressed on the back with the stamp. Late letters posted in RMS letter boxes on which a late fee has not been paid should be impressed on back with the 'Detained – late fee not paid stamp'. In HOs the station articles of the letter mail received on which postage due should be impressed on the back with the PMs unpaid stamp only. (Rule -107)
97. The Postal Index Number (PIN) must contain: 6 digits. (Rule -107)
98. An article addressed in a language not known to the office of posting should be sent to RMS (Rule-109)
99. Insufficiently paid outward foreign letter can be taxed only by Office of foreign exchange. (Rule-110a)
100. Unpaid and insufficiently paid article other than letter and postcard for foreign countries received in posting should be returned to the sender for delivery on recovery of an amount equal to double the deficiency at inland rate.( Rule 110)
101. Postcard manufactured privately which are either thicker or less flexible than the departmental inland postal card should be allowed to pass unchallenged. (Rule 112)
102. If an UR article is received in open and torn condition at the office of delivery, entrusted to postman for delivery enclosed in a protected cover (Rule -114)
103. If an article the registration of which is compulsory if found in a letter box after the closing of the counter, it should be kept in deposit till the office is next open for registration. Unpaid article addressed to officials of postal dept, it should be taxed with the postage in the usual way, treated as refused and sent to RLO. If an UR article found open in sorting should be protected by enclosing an envelope with a remarks written on a cover ' received open' and dispatched to destination. The article posted in India having affixed with foreign postage should not be recognized in payment of postage or other postal charges. (Rule 115)
104. If an article the registration of which is compulsory but which has not been registered is received for delivery in a PO, the addressee will be required to pay: Double the deficiency in registration fee plus any postage due on the article. (Rule-115)
105. Article marked 'By parcel post' found in letter box the official detecting the irregularity should be make a note of it in his error book. In POs the article should be transferred to the parcel assistant and treated and charged with postage as a registered parcel. In RMS, the article should be marked 'found in letter box' transferred to Parcel Sorting Assistant. (Rule-116)
106. At the office of delivery, an unregistered article of the letter mail addressed to more than one person is delivered to any one of the addresses but in the order in which the name appear on the cover. (Rule-117)
107. Any goods transmission through inland post is prohibited found in PO should be detained and an immediate report submitted to Head of the Circle/Region. If a leaky parcel is detected in a PO or transferred to it by a section or a mail office should be detained and a report should be made to the SPOs/Istclass PM for order. If in a PO article being opened are found to contain opium or allied drugs should be made over its all contents to the nearest Excise officer for further proceeding. Any article passing through the PO suspected that the article contain any thing is prohibited by inland post should be forwarded in a cover and marked 'doubtful' addressed to the Postmaster of destination (Rule -122,123)
108. No person shall send by post: Any postal article having thereon designs of an indecent, obscene, seditious character. Any postal article having thereon scurrilous, threatening or grossly offensive character . (Rule-122)
109. When an article, on being opened in the office of delivery is found to contain any intoxicating drugs, the importation of which is prohibited, it should be sent with all its contents to the nearest Collector of Customs. (Rule-123)
110. If an article is found franked by a person who is not entitled to the privilege the frank should be ignored and the article should be taxed with the postage (Rule -125)
111. OIGS/FOAS mean on India Government Service / Free on active service. (Rule -125)
112. In the event of an error in a mail lists and when a revised or corrected mail list is received both the list s should be retained on record attached to each other a note being added on the original. (Rule -128)
113. Tin Seal used for closing all insured bags; Heavy/large bags of letter/parcel mails. (Rule-132)
114. Relating to limit of weigh of mails, the weight to be carried by mail runner or a man should not exceed 14 Kg. When it is carried by each man should not exceed 28 Kg. When it is carried by trolley the weight of the parcel should not exceed 37 Kg. The weight of postal articles including parcel and cash to be carried by a postman or village postman should not exceed 10 kg. (Rule-135)
115. The maximum weight limit for a bag conveyed by the railway mail service is 37 Kg. (Rule -135)
116. The weight of mails that can be carried by a mail carrier in hilly area is 15 Kg. (Rule-135)
117. Due mail and sorting list a particular PO is issued by the supdt of Post office concerned. (Rule -136)
118. The due mail and sorting list for PO and mail offices in communication with offices in more than one RMS Dn are prepared and supplied by the Head of the circle. The due mail and sorting list for PO in direct communication with a mail office in one RMS Dn will be issued by the Supdt of RMS concerned. Village sorting lists are prepared and supplied to Head, Sub and Branch office by Sub divisional Inspectors. (Rule -137)
119. The very purpose of posting trial cards will be defeated if the following columns are not properly filled in by the supervisor of the receiving unit Column (1) & Column(2) (Rule -139)
120. The office of delivery after making necessary entries in the trial card received will return the trail card it by including it in a service cover addressed to the officer who posted it. (Rule -139)
121. Important irregularities to be reported by telegraph/fax i) A due bag not received, or left behind ii) A due mail, regd or parcel list not received or received missent iii) A daily a/c, or SO Slip not received iv) Absence of mail carrier. (Rule-144)
122. Any irregularity that comes to the notice of Head of the office shall be entered in Error book. (Rule-145)
123. Facsimile impression of signature on an acknowledgement can be accepted. (Rule -146)
124. The addressee can be allowed to use facsimile impression for getting delivery of Registered letter . (Rule -146)
125. The application for recall/redelivery of letter should be dispatched by Service Regd post. (Rule-148)
126. Application of recall of articles should be kept or record one year (inland article), eighteen months(foreign articles). (Rule-148)
127. Sanction of 'recall of article' to return the article to the sender or to alter/correct the address will be issued by Divisional Superintendent. (Rule -148)
128. Director General's circular are issued once in a month. Each set of circulars should be kept in a guard book. In sub offices circular are signed by SPM and other official also. (Rule-149)
129. Records of a PO or a mail office should be produced to a Police officer who is making an investigation in a cognizable case under CRPC after getting written order from the police concerned. (Rule-152)
130. Ordinary postage stamps, coins and other articles of valued found in letter boxes or on a counter the action should be taken by postmaster .
i) When ordinary stamp are found in letter box will have been defaced and the entry will be made in error book.
ii) If unused Postcard other than private manufacture, empty envelope , stamp sheet currency note found in letter box or counter its value credited to UCR.
iii) In the RMS such items will be forwarded to Record officer duly advised in daily report the Record officer who should transfer to local postmaster.
iv) Application received from public for the return of articles mentioned above the refund value should be submitted for order of HOD.(Rule-154)
131. Half yearly enumeration returns will be submitted during the second week of the months of February and August of each year 8th to 14th both day inclusive. An enumeration return must be made of the number of ordinary UR articles of the letter mail and UR parcel given out for delivery to Postman and window. (Rule-155)
132. The camp bag booked as parcel will be sent by surface route and will be charged with the postage payable on a parcel weighting 10 Kg plus registration fee and incidental charges . The camp bag booked as letter mail will not be charged with any additional postage other than Registration fee. The camp bag is due to be collected on any day including Sunday & Holidays . (Rule-159)
133. The cases of losses of mails due to road accident, railways accident, air crash should always be reported to Head of the Region. (Rule-170)
134. When the addressee of a damaged insured article refuses to take delivery the article should be returned to the sender duly protected in a pro bag . ( Rule 196)
135. A damaged article should be returned to the sender duly protected if its addressee does not attend the Post office to take its delivery within: 7 days of the date of notice. (Rule-196)
136. A object for trace a bag or value payable or insured article mail during its course from the office of dispatch to the office of final destination is a Search Bill. (Rule -210)
137. Cash & insured articles should not be dispatched through Weighment system. (Rule-227)
138. The payment of weighment system is made to the railway authorities half Yearly. (Rule-225)
139. The payment of occasional dispatch is made to the Railway authorities Quarterly. (Rule-226)
140. Weighment System bags are carried through by train. (Rule -226)
141. Statement of half yearly weighment system in form No M-105 of prepared in Quadruplicate. (Rule -234)
142. All records of mail department except due mail & sorting list 1 year. Book of post marks (MS 18) & Postman book (MS-27) 1 1⁄2 year. Enumeration returns (MS-6) 2 years. All monthly statistical registers 3 years.(Annexure A of Volume V)
143. Preservation period Nominal roll cum attendance & destruction of record register is permanent. All records of registration and parcel dept except foreign article is 1 year. All records of registration and parcel dept related to foreign articles is 1 1⁄2 year. All records of MO is 1 1⁄2 year, IPO 42 months, Book of MO receipt is 2 years. (Annexure A of Volume V)
144. On receipt of information of highway robbery of mails, the Superintendent should take steps to obtain: The place from where the mail was last despatched. List of bags prepared in that office at (A) and particulars of their contents. Particulars and contents of other registered articles, cash etc., included in the bags from the offices of posting or dispatch.(Volume V- Cases of Highway robbery Rule 177-190)
145. Order stamp and the unpaid stamps should be taken in a separate book of post marks to be kept in the personal custody of the postmaster (Rule-103)
146. Unpaid letters which are posted open or insecurely closed should be securely closed and forwarded to its destination. (Rule-111)
2. The incharge of a RMS division is called Senior/Superintendent of RMS (Rule-4)
3. A main office of group of post offices consisting of itself and a number of smaller offices called sub and branch office which have been placed under its Account jurisdictions is called as Head Post Office. (Rule-5)
4. The head office is the main office of account for itself for all SOs kept under it. For all BO kept under it. (Rule-5)
5. Incharge of Head post office is Head Post Master. Incharge of Sub post office is Sub Post Master.Incharge of Branch post office is Branch post master. Incharge of transit mail office is Mail agent/Mail guard.(Rule-5,7,8,9B)
6. The first class HO situated at the HQ of the Head of the circle or, where there are more than one such HO, the one is attached to HQ is called as General Post Office. (Rule-6)
7. The lowest unit of post office is BO.(Rule-8)
8. The mail posted at BO are sent to AO for inclusion into bag to the mail office. (Rule-8)
9. Monthly sorting order is issued by CPMG. (Rule-9)
10. The advantage of a Transit Post Office is that the Post Office reduces the number of loose bags. (Rule-9A)
11. Post office which is situated on a line of through mail communication receive & sorts bags intended for office in advance, without opening them is called as Transit Mail Office. (Rule-9A)
12. A branch of RMS where closed bags are received and dispatched and sorting of letter is not done in this unit mail agent or mail guard is in charge of this unit is called as a Transit mail office. (Rule-9B)
13. Sorting mail office charged with the duty of opening the sorting mail bags received by it and disposing of their contents. AMPC mean automatic mail processing centre sorting is done by machine. CRC mean computerized Registration centre. Regn work is done by computer. (Rule 9- 10)
14. Sub office is authorized to receive articles all kinds in sorting. (Rule-11)
15. Sorting sub office are situated near the junction of several mail lines. Nodal Post office is working in important cities. Some post office are authorized to receive letters from neighbouring PO and sort the mail as per sorting diagram. Central bagging unit is branch of RMS office. (Rule-11)
16. An office is established at HQ of a Postal circle and deal with unclaimed and refused articles and articles without address or incomplete address is called as Returned letter office. (Rule-12)
17. Transcription centre is a cell established in a sorting mail office situated at HQ of the circle or at any convenient sorting office in the circle. ( Rule-12)
18. The number of office exchange established by the Dept of posts is 4. (Rule-13)
19. A Post office or Sorting office or section which exchanges mails with offices in foreign countries is known as 'Office of exchange”. A Foreign post office is an office of exchange in which the work of assessment of customs duty on foreign mail is also carried out. A Sub foreign Post office does not close and receive any bags but in which the work of customs examination, assessment and accounting of custom duty is carried out. (Rule-13)
20. Railway Mail service working on Railway or river streamer lines is called as Transit section. ( Rule-14)
21. The mail office deals with contents of mail bags addressed to them and with closed forward bags is called as Sorting mail office. (Rule-15)
22. The mail office deals only with closed bags is called as Transit Mail Office. (Rule-15)
23. Mail office are two kinds. One is Sorting mail office and another is Transit mail office. Mail agent incharge of Sorting mail office and HAS is incharge TMO. Mass Mailing centre is help to customer who are regularly posting max number of letters, as help him to writing the address, affix stamp etc. Press Sorting office is situated on promises of the newspaper. All the expenditure is borne by the publisher. ( Rule-15)
24. Pre mailing activities are done at Press Sorting Office. (Rule-15b)
25. A Press Sorting Office is: A RMS office situated on the premises of a newspaper publisher plus where the articles received from the newspaper publisher is sorted and despatched and where the entire expenditure of the establishment of the office is borne by the newspaper publisher / Registered newspapers. (Rule -15C)
26. RO is a stationary office of the RMS where work paper of the sections attached to it are prepared, checked and placed on record, all forms & bags. HRO is stationary office situated at the HQ of RMS Dn. SRO is situated at the same station as a Mail office.( Rule-16-18)
27. The officer incharge of a Head Record office is designated as Head record officer. (Rule-17)
28. Every PO is Unit Bag office, other than BO and EDSO. Every HRO/SRO in RMS is identified and District Bag office. The PSD situated at the HQ of Postal circle is identified as Circle Bag Office. D section of Postal Directorate works as Central Bag office. This is not deal with any bags but only deals with the correspondence relating distributions of bags. ( Rule-18)
29. The unit bag office will send its daily bag balance report to the the district bag office. (Rule-18a)
30. The DBO is inspected by the circle Bag office. ( Rule-18a)
31. Each set of section will have same working hours,same establishment and same mail arrangement. (Rule-21a)
32. Journey performed by a set of Section traveling on duty from one end to the another end of its beat is called Trip. (Rule-22)
33. Station articles are intended for delivery from a PO to which they are sent. Sorting articles are articles that are to be sorted by the Mail Office to which they are sent, and forwarded to office of final destination or to other sorting offices. Label bundle are two type express bundles and differed bundle. Express bundle requires to sort immediately & Differed bundle may be disposed later. (Rule-23,24)
34. Territorial regd bundle are prepared when the number of registered article is 25 or more. (Rule-24)
35. The keys and changeable hour plate of a letter box must be kept in the custody of Postal Assistant.
36. Station bundle are prepared only when the no of article either paid of unpaid of any PO 14. (Rule-24)
37. Pink check slip for ordinary paid and unpaid bundle. Blue check slip for Airmail. White check slip for both express & differed bundle. Marked 2 diagonal line green for local article, yellow for rajdhani and blue for metro bundle. (Rule-25)
38. Mail bag is a due bag. (Rule-28).
39. The weight of TB should not be exceed 30 Kg weight. MO check slip printed in red in on white or badami paper. Registered bundle is prepared where there are three or more uninsured letter. Regd bag may contain cash bag, ordinary and VP regd article, insured envelope, regd bundle, ins bundle, ordinary &VP MO (Rule-28)
40. When there are no air articles for an airmail bag prescribed a suitable remark should be made in the delivery bill concerned. (Rule-28a)
41. When the airmail bag contain less than 50 articles and there is no insured article or air parcel an airmail cover of suitable size should be used instead of a bag. When an air parcel is sent inside of airmail bag the label should bear “CAP”. The weight of airmail bag or TB should not exceed 30 KG weight. Separate ins letter bag closed when more than 10 ins article for any office.
42. When an insured letter bag is prescribed as a due bag it should be dispatched inside the regd bag with remarks in the regd list. (Rule-29)
43. A bag is used to enclose several bags sent to the same office or section thereby affording protection to them called as Transit Bag.( Rule-33)
44. An account bag is used between a SO to HO vice versa. SO to HO account bag contains SO daily account. HO to SO account bag contains SO Slip. Account bag are due bags. (Rule-34)
45. A bag is used to enclose correspondence of the high officer of Govt called as Special bag . (Rule-37)
46. Changing station is a Railway station where the beats of two transit sections join and where the mails brought by one of them are handed over to the other. A connecting station is an RMS section working in a train in immediate connection with another train in which another RMS section works. Regn of newspaper, renewal or cancelling any registration will be issued by Head of the department. (Rule-40,41)
47. A and B order is issued by Supdt of RMS. (Rule-46,47)
48. A order contains proposed changes in the sorting list. (Rule-46)
49. B order contains performance of SA duties in Mail offices. (Rule-46)
50. The list showing the details of bags to be received and dispatched by a mail office/transit section is Due mail list. (Rule-52a)
51. The list showing the manner in which the articles must be dispatched is Sorting list. (Rule-52a)
52. Mail comprised of the articles and documents which must be dispatched every day or at regular intervals is termed as Due mails.(Rule-53)
53. Face of the article mean the side on which addressee address written. (Rule-54)
54. Letter posted after the prescribed hours of closing the mails but within the time permitted for posting and with prescribed late fee (in addition to the postage) are called as Late letters.(Rule-56a)
55. Letters posted after the prescribed hours of closing the mails but within the time permitted for posting and without affixing prescribed postage and late fee are called as Too late letters. (Rule-56a)
56. Letters posted in the Night post office without payment of late feed will be impressed with the remarks 'Detained late fee not paid' and included on the next day dispatch. (Rule-56a)
57. An article which has been erroneously forwarded by an office to an office other than the office of destination and an article is a vernacular article on which the incorrect destination is mis-sent & mis directed article. (Rule-57)
58. Trial card used for the purpose of determining the relative advantage of alternative mail routes or the cause of detention to articles. Trial cards are in red colour. Trial card should not be included in any station bundle. (Rule-57)
59. The timing of clearance of letter at railway station is fixed by SSRM/SRM (Rule-58)
60. The registered newspaper addressed to foreign countries must have separate license for posting. (Rule-58a)
61. The minimum number of copies of Regd newspaper posted at a time is 100. (Rule-58a)
62. The copies of the newspaper without prepayment will be handed over to window along with an invoice which should be in duplicate. (Rule-58a)
63. The minimum limit fixed for posting Regd. News paper without prepayment at a time for foreign destination is 100. (Rule-58a)
64. On checking the entries in the invoice, (tendered along with the Regd. News paper without prepayment ) if there by any discrepancy noticed, the o/o posting should make the requisite correction under the initial of the HO.( Rule-58A)
65. The payment due in connection with posting of Regd News paper without prepayment is to be made fortnightly . ( Rule-58a)
66. The posting of the Regd. Newspaper without prepayment should be stopped and license deemed to be cancelled in the event of non payment of a bill within fortnight following the fortnight to which the bill relates.( Rule-58A)
67. Machine franked article can be posted not more than two offices. (Rule-58b)
68. At the office of posting the officer responsible for seeing that the articles have been franked in the prescribed manner and that systematic under payment is not going on is the Postmaster. (Rule-58b)
69. Daily docket in the prescribed form is used by the licensee along with his last posting of franked article at the prescribed office . ( Rule-58b)
70. The post office seal for sealing the franking machine must be kept in the personal custody of the Postmaster. (Rule-58c)
71. The keys and changeable hour plate of a letter box must be kept in the custody of Postal Assistant. (Rule-59)
72. Territorial bundle prepared for foreign when not less than 5 articles. Bulk bag system is not available for Srilanka, Nepal, Buttan & Pakistan. Ordinary circumstances the bulk of the correspondence for any office is more a single mail bag than can contain called as plural mail bags. When extra mail bag(unusual mail) is closed for PO or Mail office the registered bag should be place in the due mail list. (Rule-67)
73. The printed papers enclosed in a bulk bag: should be of the same addressee at the same address. (Rule 72-A)
74. A bulk bag is defined as: A special bag of printed papers to/from addressees/senders in foreign countries. (Rule 72-A)
75. When a cash bag enclosed in a Regd. Bag is forwarded in a mail bag the symbol to be written on label of the mail bag is F. (Rule-73)
76. Air mail bags dispatched to each port of call is accompanied with Inland airmail delivery bill. (Rule-76)
77. Normally mail list prepared in Duplicate. (Rule-76b)
78. Whenever, owing to the unusual bulk mail for an office extra transit bags are closed the word 'extra bag' should be written on the label. The number of extra transit bags closed should be entered in the mail list. Each extra transit bag closed should contain its separate mail list showing the particulars of bags enclosed. (Rule-78)
79. Complaint and enquiries relating to foreign mail the postage stamp equivalent to the fee prescribed is charged. The sender of foreign article should be written 'RENVOI PAR AVION'(return by air mail) for get back the acknowledgement. Parcel shall not contain more than one written communication but this rule shall not apply to an official parcel. (Rule-87).
80. If in course of transmission of parcel it is noticed that the parcel contains more than one written communication of the nature of a letter of having the character of a personnel communication the parcel should be endorsed 'for open delivery' and forwarded to destination for arrangement open delivery. (Rule 88)
81. Articles registered in a PO for delivery from the office itself should be entered in a station registered list and kept for following day’s delivery (Rule -90)
82. If any correction is made in the total of entries in regd. list it should be destroyed and a fresh one is prepared. (Rule -90)
83. A direct parcel bag is to be closed a delivery PO where the number of Regd. Insured parcel is five or more. (Rule -91)
84. The Postmaster or Head Sorting Assistant personal duties prescribed in this rule may, under the order of Head of the Circle, be delegated to the Deputy postmaster, Assistant Postmaster, Supervisor or office supervisor of the office as the case may be. (Rule-91).
85. While closing a Registered bag containing cash bag it should be sealed with Insurance seal. (Rule-91)
86. While closing of insured bag the parcel sorting assistant should show all the insured parcel entered in the list to the HSA; include all the Insured parcel entered in insured bag in the presence of the HSA and close the insured bag in the presence of the HSA (Rule -92)
87. Maintenance of insured check sheet by sorting mail office may be relaxed by Head of the circle. (Rule -96)
88. In sorting Mail offices, the Registration/parcel Sorting assistant should maintain check sheet showing the number of insured articles received. HSA/ Supervisor will tick off these entries in check sheet. (Rule -96)
89. The ascertained weight of the insured article noted against the entry in the regd /parcel list should be initialled by the PA/SA (Rule -97)
90. In the case of redirected parcels on which redirection fee is recoverable from the addressee if any incorrect fee had been made entry the parcel assistant should bring the fact to the notice of the postmaster who should correct it under his initial. (Rule 99)
91. Suspected cases of reuse of used stamps on the article received in transmission from BO should be reported to the sub divisional Inspector. (Rule 99)
92. If the Regd article is insufficiently paid, the difference of postage will be collected from the regn counter PA of o/o booking. (Rule -99)
93 The book of postmarks should be maintained at all Post offices Mail offices, Transit sections, Record offices. (Rule-103)
94. The fact of cleaning of seals and stamps should every time be recorded in postmaster Order book in Head offices in the Error book in Sub offices in the rough note of the HSA, the mail agent or the Record assistant which will be examined by the inspecting officer at the time of inspection. (Rule 103-A)
95. Book of postmark used for taking the impression of round MO, oblong MO and unpaid stamps should be kept in the personal custody of the postmaster (Rule-103)
96. In case of inward Foreign article if postage stamps which are not cancelled by the o/o origin received; it should be cancelled by a thick stroke in ink. UR articles of the letter mail posted bearing no postage stamp should be impressed on the back with the stamp. Late letters posted in RMS letter boxes on which a late fee has not been paid should be impressed on back with the 'Detained – late fee not paid stamp'. In HOs the station articles of the letter mail received on which postage due should be impressed on the back with the PMs unpaid stamp only. (Rule -107)
97. The Postal Index Number (PIN) must contain: 6 digits. (Rule -107)
98. An article addressed in a language not known to the office of posting should be sent to RMS (Rule-109)
99. Insufficiently paid outward foreign letter can be taxed only by Office of foreign exchange. (Rule-110a)
100. Unpaid and insufficiently paid article other than letter and postcard for foreign countries received in posting should be returned to the sender for delivery on recovery of an amount equal to double the deficiency at inland rate.( Rule 110)
101. Postcard manufactured privately which are either thicker or less flexible than the departmental inland postal card should be allowed to pass unchallenged. (Rule 112)
102. If an UR article is received in open and torn condition at the office of delivery, entrusted to postman for delivery enclosed in a protected cover (Rule -114)
103. If an article the registration of which is compulsory if found in a letter box after the closing of the counter, it should be kept in deposit till the office is next open for registration. Unpaid article addressed to officials of postal dept, it should be taxed with the postage in the usual way, treated as refused and sent to RLO. If an UR article found open in sorting should be protected by enclosing an envelope with a remarks written on a cover ' received open' and dispatched to destination. The article posted in India having affixed with foreign postage should not be recognized in payment of postage or other postal charges. (Rule 115)
104. If an article the registration of which is compulsory but which has not been registered is received for delivery in a PO, the addressee will be required to pay: Double the deficiency in registration fee plus any postage due on the article. (Rule-115)
105. Article marked 'By parcel post' found in letter box the official detecting the irregularity should be make a note of it in his error book. In POs the article should be transferred to the parcel assistant and treated and charged with postage as a registered parcel. In RMS, the article should be marked 'found in letter box' transferred to Parcel Sorting Assistant. (Rule-116)
106. At the office of delivery, an unregistered article of the letter mail addressed to more than one person is delivered to any one of the addresses but in the order in which the name appear on the cover. (Rule-117)
107. Any goods transmission through inland post is prohibited found in PO should be detained and an immediate report submitted to Head of the Circle/Region. If a leaky parcel is detected in a PO or transferred to it by a section or a mail office should be detained and a report should be made to the SPOs/Istclass PM for order. If in a PO article being opened are found to contain opium or allied drugs should be made over its all contents to the nearest Excise officer for further proceeding. Any article passing through the PO suspected that the article contain any thing is prohibited by inland post should be forwarded in a cover and marked 'doubtful' addressed to the Postmaster of destination (Rule -122,123)
108. No person shall send by post: Any postal article having thereon designs of an indecent, obscene, seditious character. Any postal article having thereon scurrilous, threatening or grossly offensive character . (Rule-122)
109. When an article, on being opened in the office of delivery is found to contain any intoxicating drugs, the importation of which is prohibited, it should be sent with all its contents to the nearest Collector of Customs. (Rule-123)
110. If an article is found franked by a person who is not entitled to the privilege the frank should be ignored and the article should be taxed with the postage (Rule -125)
111. OIGS/FOAS mean on India Government Service / Free on active service. (Rule -125)
112. In the event of an error in a mail lists and when a revised or corrected mail list is received both the list s should be retained on record attached to each other a note being added on the original. (Rule -128)
113. Tin Seal used for closing all insured bags; Heavy/large bags of letter/parcel mails. (Rule-132)
114. Relating to limit of weigh of mails, the weight to be carried by mail runner or a man should not exceed 14 Kg. When it is carried by each man should not exceed 28 Kg. When it is carried by trolley the weight of the parcel should not exceed 37 Kg. The weight of postal articles including parcel and cash to be carried by a postman or village postman should not exceed 10 kg. (Rule-135)
115. The maximum weight limit for a bag conveyed by the railway mail service is 37 Kg. (Rule -135)
116. The weight of mails that can be carried by a mail carrier in hilly area is 15 Kg. (Rule-135)
117. Due mail and sorting list a particular PO is issued by the supdt of Post office concerned. (Rule -136)
118. The due mail and sorting list for PO and mail offices in communication with offices in more than one RMS Dn are prepared and supplied by the Head of the circle. The due mail and sorting list for PO in direct communication with a mail office in one RMS Dn will be issued by the Supdt of RMS concerned. Village sorting lists are prepared and supplied to Head, Sub and Branch office by Sub divisional Inspectors. (Rule -137)
119. The very purpose of posting trial cards will be defeated if the following columns are not properly filled in by the supervisor of the receiving unit Column (1) & Column(2) (Rule -139)
120. The office of delivery after making necessary entries in the trial card received will return the trail card it by including it in a service cover addressed to the officer who posted it. (Rule -139)
121. Important irregularities to be reported by telegraph/fax i) A due bag not received, or left behind ii) A due mail, regd or parcel list not received or received missent iii) A daily a/c, or SO Slip not received iv) Absence of mail carrier. (Rule-144)
122. Any irregularity that comes to the notice of Head of the office shall be entered in Error book. (Rule-145)
123. Facsimile impression of signature on an acknowledgement can be accepted. (Rule -146)
124. The addressee can be allowed to use facsimile impression for getting delivery of Registered letter . (Rule -146)
125. The application for recall/redelivery of letter should be dispatched by Service Regd post. (Rule-148)
126. Application of recall of articles should be kept or record one year (inland article), eighteen months(foreign articles). (Rule-148)
127. Sanction of 'recall of article' to return the article to the sender or to alter/correct the address will be issued by Divisional Superintendent. (Rule -148)
128. Director General's circular are issued once in a month. Each set of circulars should be kept in a guard book. In sub offices circular are signed by SPM and other official also. (Rule-149)
129. Records of a PO or a mail office should be produced to a Police officer who is making an investigation in a cognizable case under CRPC after getting written order from the police concerned. (Rule-152)
130. Ordinary postage stamps, coins and other articles of valued found in letter boxes or on a counter the action should be taken by postmaster .
i) When ordinary stamp are found in letter box will have been defaced and the entry will be made in error book.
ii) If unused Postcard other than private manufacture, empty envelope , stamp sheet currency note found in letter box or counter its value credited to UCR.
iii) In the RMS such items will be forwarded to Record officer duly advised in daily report the Record officer who should transfer to local postmaster.
iv) Application received from public for the return of articles mentioned above the refund value should be submitted for order of HOD.(Rule-154)
131. Half yearly enumeration returns will be submitted during the second week of the months of February and August of each year 8th to 14th both day inclusive. An enumeration return must be made of the number of ordinary UR articles of the letter mail and UR parcel given out for delivery to Postman and window. (Rule-155)
132. The camp bag booked as parcel will be sent by surface route and will be charged with the postage payable on a parcel weighting 10 Kg plus registration fee and incidental charges . The camp bag booked as letter mail will not be charged with any additional postage other than Registration fee. The camp bag is due to be collected on any day including Sunday & Holidays . (Rule-159)
133. The cases of losses of mails due to road accident, railways accident, air crash should always be reported to Head of the Region. (Rule-170)
134. When the addressee of a damaged insured article refuses to take delivery the article should be returned to the sender duly protected in a pro bag . ( Rule 196)
135. A damaged article should be returned to the sender duly protected if its addressee does not attend the Post office to take its delivery within: 7 days of the date of notice. (Rule-196)
136. A object for trace a bag or value payable or insured article mail during its course from the office of dispatch to the office of final destination is a Search Bill. (Rule -210)
137. Cash & insured articles should not be dispatched through Weighment system. (Rule-227)
138. The payment of weighment system is made to the railway authorities half Yearly. (Rule-225)
139. The payment of occasional dispatch is made to the Railway authorities Quarterly. (Rule-226)
140. Weighment System bags are carried through by train. (Rule -226)
141. Statement of half yearly weighment system in form No M-105 of prepared in Quadruplicate. (Rule -234)
142. All records of mail department except due mail & sorting list 1 year. Book of post marks (MS 18) & Postman book (MS-27) 1 1⁄2 year. Enumeration returns (MS-6) 2 years. All monthly statistical registers 3 years.(Annexure A of Volume V)
143. Preservation period Nominal roll cum attendance & destruction of record register is permanent. All records of registration and parcel dept except foreign article is 1 year. All records of registration and parcel dept related to foreign articles is 1 1⁄2 year. All records of MO is 1 1⁄2 year, IPO 42 months, Book of MO receipt is 2 years. (Annexure A of Volume V)
144. On receipt of information of highway robbery of mails, the Superintendent should take steps to obtain: The place from where the mail was last despatched. List of bags prepared in that office at (A) and particulars of their contents. Particulars and contents of other registered articles, cash etc., included in the bags from the offices of posting or dispatch.(Volume V- Cases of Highway robbery Rule 177-190)
145. Order stamp and the unpaid stamps should be taken in a separate book of post marks to be kept in the personal custody of the postmaster (Rule-103)
146. Unpaid letters which are posted open or insecurely closed should be securely closed and forwarded to its destination. (Rule-111)
Post a Comment