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Mail operation

Mail operation. Stages of Mail operation. 1.Collection 2.Sorting 3.Despatch 4.Delivery. Collection of mails ( Unregistered). Duties of BPM. Receipt of BO bag and open it Date stamping of All articles received Handed over to GDSMD for delivery Clear the letter box in-time

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Mail operation

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  1. Mail operation

  2. Stages of Mail operation 1.Collection 2.Sorting 3.Despatch 4.Delivery

  3. Collection of mails ( Unregistered)

  4. Duties of BPM Receipt of BO bag and open it Date stamping of All articles received Handed over to GDSMD for delivery Clear the letter box in-time Articles facing and defacing to be done Reporting of irregularities Despatch of letters to AO through BO bag

  5. Collection of mails at BOs From Letter Boxes At BO counters Through GDS MD when they are discharging their duties.

  6. Letter Boxes

  7. BPM clears office letter box • GDSMD, Village postman clears street letter box and village letter boxes. • LBs are cleared as per hours fixed by ASP/IP • BPM is safe custodian of hours plates and LB keys • Ensure clearance of street LBs by applying tests Collection of Mails-Letter box

  8. Letter box statement

  9. Exercise 4.1

  10. Facing of articles • The facing means the arrangement of articles with the address side upward and the addresses turned in the same direction. (Rule 54 Vol.V)

  11. Defacing of stamps Small part of date stamp should be on stamp and major part of it be on letter/article Minimum cancellation Clear and distinct impression

  12. Defacing of articles Should be……… PPT 4.1.8

  13. Unregistered articles Common irregularities

  14. Unregistered articles Common irregularities

  15. Articles prohibited for transmission Anything injurious. Explosive, dangerous, filthy, noxious or deleterious substance. Any sharp instrument not protected. Any living creature which is either noxious or likely to injure postal articles or postal officer in course of transmission by post. Tickets, proposals etc relating to unauthorized lotteries (does not include lottery organized or authorized by government.) Anything indecent.

  16. Sorting Articles intended for delivery from the BO-deliver to the addressee Prepare labelled bundles Station bundles-contains 15 unregistered station articles destined to the same station Sorting bundles-Contains both paid and unpaid unregistered articles which are not included in station bundle

  17. Exercise 4.2

  18. Manner of labeling, closing and sealing bags The Contents should be placed inside the bag carefully. Put the sorted unregistered mail (Station and Sorting bundle) in ‘BO’ bag and close it using plain manila tag label The tag label should be showing the class of the bag, name of the account office. Tag label should be tied with a cord Tie the bag securely. A Circular piece of paper should be placed right below the knot. Sealing should be made on the knot and the circular paper and sealed with the branch office seal.

  19. Despatch of Mails If prescribed, prepare mail list in form M-1 in duplicate, preserve pencil copy in the BO and despatch second copy If mail list is not prescribed, obtain the receipt of the carrier in the remarks column of BO Journal. The carrier to obtain the aquittance of AO in the receipt book

  20. Delivery of unregistered Mails The articles should be stamped on the back with the date stamp of receipt (Postcard-address side) Enter the particulars of taxed articles in the BO Journal and hand over to GDSMD under aquittance Handle opened, damaged articles carefully Enter the details of No. articles pertained to each village in postman visit book Deliver the article at Window Delivery to persons residing at place not served daily by postmen-To be delivered to his messengers Articles addressed to deceased persons should be treated as unclaimed and disposed

  21. Delivery of unregistered Mails If any article returned as undelivered, reason noted by the GDSMD is to be confirmed. Receive the unpaid amount from GDS MD after giving aquittance in Postman book. Check the Postman village visit book and confirm the signature of the resident of each village

  22. Journey of a letter

  23. Journey of a letter-1 GDSMD Branch office A letter posted in a letter box at a BO to be delivered to an addressee by the GDSMD of the same BO Reciever sender

  24. Journey of a letter-2 A-SO B.SO Mail van Mail van Sorting office A letter posted in a letter box of A SO to be delivered by GDSMD of a BO under B SO of the same district BO LB Peon of A SO GDS MD of BO-Reciever Sender-LB of A SO

  25. Sorting office sends unregistered, registered, parcels articles, money orders, speed post meant for delivery at the SO and its BOs through Mail van Sorting office SO sends accountable articles to the Bos duly invoiced in the BO slip and unregistered mails in the BO bag for delivery GDSMD of BO delivers the articles to the addressee BO-1 BO-4 BO-2 BO-3

  26. Exercise 4.3

  27. Despatch of Accountable articles

  28. Registered letter and Parcels Deface the postage stamps affixed on the articles Acknowledgement ,if any, should be tied to the article Particulars of registered articles should be entered in despatch side of the BO journal and in the backside BO daily account Tied to the BO daily account and put inside the BO bag and close the bag Registered articles which are to be delivered by the BO itself should also be forwarded to account office and it will be received back entered in the BO slip ( Note below Rule 84 of Book of BO rules eighth edition)

  29. Insured articles The articles should be stamped with date stamp Deface the postage stamp affixed on it Enter on the despatch side of BO journal Enter on the reverse side of BO daily account Put inside the BO bag and send to Account office

  30. Exercise 4.4

  31. Delivery of Accountable articles

  32. Delivery of accountable articles Check the particulars of the articles with BO slip Impress date stamp on the articles Enter the details of articles in the receipt side of the BO journal Prepare R.P-1 for each article and impress date stamp on it Hand over the articles along with RP-1 to GDSMD taking his aquittance in the BO journal.

  33. Delivery of accountable articles When the returns is taken, enter the date of delivery or reason for non delivery in the BO journal in the column provided for it. Check whether signature of addressee is taken on R.P -1 Paste R.P-1 receipt to the concerned BO slips Examine acknowledgement and send it promptly In case of articles returned to sender, enter the particulars in despatch side of the BO journal

  34. R.P.1 receipt

  35. Delivery of parcels See that the full amount of redirection fee or customs duty fee is realised on delivery Bring the amount in to BO account , enter the details on the reverse of BO daily account Enter the details of amount realised in the BO journal Delivery of RL procedure is to be followed

  36. Delivery of Speed post articles When the returns is taken, enter the date of delivery or reason for non delivery in the BO journal in the column provided for it. Check whether signature of addressee is taken on R.P-1 Paste R.P-1 receipt to the concerned BO slips Examine acknowledgement and send it promptly In case of articles returned to sender, enter the particulars in despatch side of the BO journal. Date of delivery to be intimated to AO thro BODA

  37. Exercise 4.5

  38. Delivery of VP article Enter the article number and amount to be collected from the addressee in the receipt side of the BO Journal In case of delivery to illiterate addressee, examine RP 55 to see that it bears the GDSMD’s signature In case of delivery, name of office of posting and amount collected should be entered on the despatch side of the BO Journal VP article receipt RP 55 should be sent to the account office Date of delivery to be noted on the concerned BO slip

  39. Exercise 4.6

  40. Payment of Money orders

  41. Payment of Money Orders Check whether MO pertained to your office Enter the particulars of MOs in the receipt side of the BO journal Hand over to GDSMD along with required cash Obtain his aquittance in words and figures in the BO journal for number of MO and cash given to him. Aggregate amount of cash for payment must not exceed Rs 5000/ Value of single money order must not exceed Rs 2000/- If value of single MO exceeds ` 2000/- it should be paid at window.

  42. Examination of paid Money orders Examine to see that- Coupon has been cut off The amount acknowledged by the payee is correct Bear the signature or LT mark of the payee Bear the signature of GDSMD, paying official If paid to illiterate person, signature of a witness and attestation of LT mark by an attestor If paid to pardanashin woman, her signature or LT mark has been attested by a respectable witness

  43. Payment of Money Order Enter the date of payment or reason for non payment in the column provided in the BO journal against particular MO Impress date stamp on the paid MO voucher Enter the MO number and amount paid in the despatch column of BO journal Enter the MO number and amount paid in the reverse side of the BO daily account and send to Account office

  44. Demo of a paid voucher BO date stamp

  45. Exercise 4.7

  46. Taking returns… PPT 2.15.48

  47. Disposal of undelivered article

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