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Forms used in Sorting Department

Forms used in Sorting Department. Presentation 4.2.4.1. The following forms/Documents are used in Sorting Department : Check slips : Types of Check Slips Black Blue Pink Tag label Sorting list/Pin code directory/List of the Pos in India. CHECK Slip. Definition :

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Forms used in Sorting Department

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  1. Forms used in Sorting Department Presentation 4.2.4.1

  2. The following forms/Documents are used in Sorting Department : • Check slips : • Types of Check Slips • Black • Blue • Pink • Tag label • Sorting list/Pin code directory/List of the Pos in India.

  3. CHECK Slip Definition : • A check-slip is a label tied to the top of the labeled bundle indicating the office for which the bundle is destined • Purpose : • To identify the office for which the bundle is made and to identify the official who made the bundle • To fix the responsibility for the missent/misdirected articles included in the label bundle.

  4. It contains following information : • Name and date stamp of the office which prepares the bundle • Name of the office to which it is addressed • Signature in full of the officer by whom it is made up • When it is issued? • When a Labelled Bundle is prepared • Who prepares it? • SORTING ASSISTANT

  5. Key Points for Sorting Assistant: • Proper coloured check slips are to be used • Pink for Ordinary paid and unpaid station bundles • White/Black for Ordinary Sorting/district Bundles • Blue with words “AIRMAIL” for Foreign Air Mail articles • Further action • AT THE OFFICE OF PREPARATION • The Slip is kept on the top of the Labelled Bundle for which it is made and tied cross wise & securely

  6. Further action • AT THE RECEIVING OFFICE • When a labelled Bundle contains no mis-sent articles the check slip received with it should forthwith be destroyed. • When a labelled bundle contains any mis-sent articles, the particulars of such articles should be clearly entered on the reverse of the check slip which should also be impressed with the date stamp. The entries must be signed by the HSA and the check-slip be attached to his Daily Report.

  7. Further action • The receiving Post Office will do the same action and forward the check slip with Error extract to the office at fault.

  8. Common Mistakes done by the Preparing officer: • Failure to Sign • Failure to impress the date stamp • Misplacing the slip to a bundle for which it is not meant for • Addressing the slip wrongly

  9. TAG LABEL • Definition • A label bearing the name of the office of destination, class of the bag, stamped by the office of despatch and will be fastened to the cord and then tied when the bag is closed • Purpose : • To know the office of destination at various points of exchange so that it can be routed to the destination properly

  10. It contains following information : • It contains two side Address Side-it contains • Class of the Bag closed • Name of the office to which it is addressed • Number of despatch, if any Back side-it contains • Date stamp of the office of despatch • When it is issued? • When a bag is closed

  11. TAG LABEL • Who prepares it? • SORTING ASSISTANT

  12. Key Points for sorting assistant: • For Sorting mail bag or a BO bag, the word “Sorting” or “BO Bag” should be written on the address side of the tag label by the HSA • When more than one bag of the same class is to be used for despatch to a particular office, the labels on the bags should be clearly numbered 1, 2 and so on as below.

  13. Key Points for sorting assistant: • If you are closing 5 bags to a particular office, the first bag closed should be numbered as 1 and the other four bags as2, 3, 4 and 5 respectively. The final bag closed should be numbered as 5/5, which denotes that your office has closed 5 bags to the office of destination. (Rule 93(1) of Postal Manual Vol V)

  14. Key Points for sorting assistant: • Every Post office and Mail Offices/Sections (through their Record Office) will supply periodically sufficient number of tag labels with impressions of the label name stamp of their office to all the offices which close bags to them. Similarly they receive from the offices which close bags to them. (Rule 131 of Postal Manual Vol V)

  15. Further action: • AT THE OFFICE OF DESPATCH • The date stamp to be impressed on the back side • A cord has to be fastened and loosely attached to one of the rings of the bag • At the time of closing of the bags the tag label will be tied and sealed

  16. Further action: • AT THE RECEIVING OFFICE • When a bag is received in good condition without any discrepancies, the tag label need not be preserved. • When the bag is received with signs of damage or tampering, the HSA must himself open the bag with the labels without detaching the cord and seal. If found to be suspicious, the said labels, cord, seal and the bag should be preserved. (Rule 193(ii)(c) of Postal Manual Vol V). If not found to be suspicious they need not be preserved. (Rule 194 of Postal Manual Vol V)

  17. Common Mistakes done by Preparing officer: • Failure to write the class of the bag • Failure to impress the date stamp • Not using proper tag labels • Wrongly addressed • Class of the bag not noted or wrongly noted

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