WHAT IF THINGS GO WRONG IN PARCEL DEPARTMENT?

WHAT IF THINGS GO WRONG IN PARCEL DEPARTMENT?

Missent Parcel mail articles • Enter “Article received missent” against the entry in the Parcel List • Stamp the article(s) • Make an Error entry • Show to the HSA and he will report it in the DR • Get his signature in the Error book • Despatch it to the correct destination (Rule 100 of Vol VII)

Sample Error Entry with situation • Articles received Missent say one article with No 123 of XYZ SO intended for ABC SO entered at Serial 5 of the total 10 articles invoiced in the Parcel List

Re-use of used up stamps and removal of stamps • Make an error entry • Stamp the article(s) • Show the article(s) to the HSA/Supervisor to report it in his DR/Daily Note • Get his signature in the Error book • Despatch the parcel articles as usual (Rule 99/1 of Vol V)

Sample Error Entry with situation • Articles found with re-use of used up stamps and removal of stamps say one PL with registration No 1001 of XYZ SO was found with re-use of used up stamps worth Rs 100/- entered in the Parcel list from XYZ SO at Sl No 2 of the total 3 articles invoiced EE No 002 XYZ Date Date of Despatch In your Parcel list dated ______ received at this office with total 3-Nil-3, one Parcel with registration No 1001 of XYZ SO, entered at Sl No 2/3, was found with re-use of used up stamps worth Rs 100/-. The same was despatched to the destination by this office. Date HSA

Articles received excess • Note the article number with office of posting in the parcel list • Correct the total by rounding off the entered total and write the actual total • Make an error entry • Enter the actual number of articles received in the Parcel Abstract • Show the article to the HSA/Supervisor • Get his signature in the error book • He will report the irregularity by fastest available means. (Ex. e-Post, e-mail, Telephone with proper recording of the official to whom it was conveyed)/fax to the office at fault for sending revised Parcel List and note the same in his DR/Daily Note • Despatch the parcel articles in the usual manner

Sample Error Entry with situation • Articles received excess say one Parcel with registration No 124 of XYZ SO with the total entered in the list is 10 EE No 003 Office at Fault Date Date of Despatch In your Parcel List dated ______ received at this office with total 10-Nil-10, One Parcel with registration No 124 of XYZ SO was received excess. Hence a revised Parcel List with total 11-Nil-11 instead of 10-Nil-10 adding the said entry is required for file. Date HSA

Articles received short • Note the irregularity in the Parcel List • Correct the total by rounding off the entered total and write the actual total • Make an error entry • Enter the actual number of articles received in the Parcel Abstract • Show the Parcel list to the HSA/Supervisor • Get his signature in the error book • He will report the irregularity through fastest available means. (Ex. e-Post, e-mail, Telephone with proper recording of the official to whom it was conveyed) / fax to the office at fault for sending revised Parcel List and note the same in his DR/Daily Note • The bag in which the articles were received, the label, the cord and seal should be preserved after impressing with the date stamp and initialed by the HSA • Despatch the remaining parcel articles in the usual manner

Sample Error Entry with situation • Articles received short say one parcel with registration No 125 of XYZ SO entered at Serial 7 of the total 12 articles invoiced in the Parcel List was received short EE No 004 Office at Fault Date Date of Despatch In your Parcel List dated ______ received at this office with total 12-Nil-12, one Parcel with registration No 125 of XYZ SO entered at Serial 7/12 was received short. Hence a revised Parcel List with total 11-Nil-11 instead of 12-Nil-12 deleting the said entry is required for file Date HSA

Articles received different from the one entered in the Parcel list • Note the irregularity in the Parcel List • Make an error entry • Enter the of articles received in the Parcel Abstract • Show the Parcel list to the HSA/Supervisor • Get his signature in the error book • He will report the irregularity by fastest available means. (Ex. e-Post, e-mail, Telephone with proper recording of the official to whom it was conveyed) / fax to the office at fault for sending revised Parcel List and note the same in his DR/Daily Note • Despatch the parcel articles in the usual manner

Sample Error Entry with situation • Articles received different from the one entered in the parcel list say one PL with registration No 126 of XYZ SO was received instead of PL with registration NO 127 of ABC SO entered at SL 2 of the total 5 articles invoiced in the list EE No 005 Office at Fault Date Date of Despatch In your Parcel List dated ______ received at this office with total 5-Nil-5, one Parcel with registration No 126 of XYZ SO was received instead of PL with registration No 127 of ABC SO entered at Serial 2/5. Hence a revised Parcel List deleting the said entry and adding the correct entry with the same total as 5-Nil-5 is required for file Date HSA

Articles received with signs of damage or tampering or difference in weight noted • Note the irregularity in the Parcel List • Make an error entry • Enter the number of articles received in the Parcel Abstract • Show the article along with the Parcel list to the HSA/Supervisor • Get his signature in the error book and preserve the seal, bag and cord. • He will report the irregularity by fastest available means. (Ex. e-Post, e-mail, Telephone with proper recording of the official to whom it was conveyed) / fax and note the same in his DR/Daily Note. In addition he will send a detailed report to the SSRM/SRM

Articles received with signs of damage or tampering or difference in weight noted • The article will be protected in a pro-bag or pro-cover sealed with the insured seal • The weight of the article will be noted on the article and those of the pro-bag or pro-cover on the latter • Despatch the parcel articles included in the pro-bag or pro-cover in the usual manner by noting “enclosed in a pro-bag or pro-cover” in the parcel list

Articles received with signs of damage or tampering or difference in weight noted • Bring it to the notice of the HSA/Supervisor through an error entry • Stamp the article • Forward to the correct destination in the usual manner (Rule 195 of Vol V)

Sample Error Entry with situation • Articles received with signs of damage or tampering say one Pl with registration No 1002 entered at Sl No 3 of the total 6 articles invoiced in the list of XYZ SO was received with signs of damage or tampering EE No 006 XYZ Date Date of Despatch In your Parcel List dated ______ received at this office with total 6-Nil-6, one Parcel with registration No 1002 of XYZ SO was received with signs of damage or tampering. The article was enclosed in a pro-cover and despatched to the destination by this office. The weight of the article was ascertained as 125 gms and that of the pro-cover was 180 gms. Date HSA

Parcel bags received without seal or received in torn condition • Bring it to the notice of the HSA and open the bag • Check the contents of the bag with the entries in the Parcel List • No discrepancy is noted, an error entry is made and articles disposed in usual manner • If any discrepancy like articles received excess/short/different from those entered in the list an error entry has to be made to that effect and dealt with accordingly for articles received excess/short/different, different from those entered in the list • The bag, label, seal & cord should be stamped with date stamp and initialed by the HSA must be forwarded to the Record Office to be preserved for investigation • The irregularity should be reported to the office of receipt by concerned through fastest available means. (Ex. e-Post, e-mail, Telephone with proper recording of the official to whom it was conveyed) / fax • Detailed report should be submitted to the SSRM/SRM by the HSA in addition to entry in the DR

Sample Error Entry with situation • Parcel bag received with out seal or in torn condition say one parcel bag from XYZ SO was received with out seal or in torn condition EE No 007 XYZ Date Date of Despatch The Parcel bag from your office dated ______ to this office was received with out seal/torn condition. The same was opened by this office and the contents disposed off. Date HSA

Registered Parcel articles received without Parcel List • Report the irregularity to the HSA/Supervisor • Make an error entry • Prepare copy of Parcel list in duplicate with the entries related to the Parcel articles received in the bag • File one copy and forward the other to the office of receipt along with the error entry • requesting for copy of the parcel list prepared by that office • HSA will report the matter in his DR and a telegram/fax will be forwarded to the office of receipt • The bag, label, seal & cord should be stamped with date stamp and initialed by the HSA must be forwarded to the Record Office to be preserved for investigation (Rule 144, 193-195 of Vol V)

Sample Error Entry with situation • Article received without parcel list say 2 articles with registration No 128 of XYZ SO and 129 of ABC SO were received in the Parcel bag from DEF SO EE No 008 DEF SO Date Date of Despatch Your Parcel bag dated ______ received at this office without a Parcel list. Two parcels with registration no 128 of XYZ SO and 129 of ABC SO were received in the said bag. A copy of the list was prepared and enclosed here. Kindly send a revised parcel list with the entries with total as 2-Nil-2 for file. Date HSA

Parcel list received with wrong total or with out total • Report the irregularity to the HSA/Supervisor • Make an error entry • Check the contents of the parcel bag with the entries in the parcel list • Round off the wrong total and/or write the correct total in the parcel list • Enter the number of articles received in the Parcel Abstract • Get the signature of the HSA/Supervisor in the error book • He will report the irregularity by concerned through fastest available means. (Ex. e-Post, e-mail, Telephone with proper recording of the official to whom it was conveyed) / fax to the office at fault and note the same in his DR/Daily Note. • Despatch the parcel articles in the usual manner

Sample Error Entry with situation • Parcel list received with wrong total/with out total say parcel articles actually entered in the list was 5 but the total was struck wrongly as 4 EE No 009 Office at fault Date Date of Despatch In your Parcel List dated ______ received at this office with parcel articles entered was 5 but the total was struck wrongly as 4-Nil-4. Hence a revised Parcel list with correct total as 5-Nil-5 is required for file. Date HSA

Insured Bag received with signs of damage or tampering • Report the irregularity to the HSA/Supervisor • Make an error entry • Hand over the bag to the HSA/Supervisor • He will weigh the bag • If the weight ascertained differs from the weight entered in the label, he will deal it as shown in the irregularity “Insured bag received with difference in weight” • If the weight is correct the bag will be opened and contents will be examined with the entries in the Parcel list • If no discrepancy is noted then the articles will be despatched as usual

Insured Bag received with signs of damage or tampering • If any discrepancy like articles received excess / short / different from those entered in the list an error entry has to be made to that effect and dealt with accordingly for articles received excess / short / different, different from those entered in the list • If the articles bear any signs of damage or tampering or difference in weight, it has to be dealt with as the irregularity “Articles received with signs of damage or tampering” • A report of the irregularity should be sent through fastest available means. (Ex. e-Post, e-mail, Telephone with proper recording of the official to whom it was conveyed) / fax to the office at fault

Insured Bag received with signs of damage or tampering • A detailed report should be sent to the SSRM/SRM in addition to the entry in the DR • The bag, label, seal & cord should be stamped with date stamp and initialed by the HSA must be forwarded to the Record Office to be preserved for investigation (Rule 97, 193-195 of Vol V)

Sample Error Entry with situation • Insured bag received with signs of damage or tampering say one insured bag from XYZ SO wasreceived with signs of damage or tampering EE No 010 XYZ Date Date of Despatch The Insured bag received inside the parcel bag from your office dated ______ was received with signs of damage or tampering. The bag was opened, with 2 insured parcel articles in it. The contents were disposed off in the usual manner Date HSA

Insured bag received with difference of weight • Report the irregularity to the HSA/Supervisor • Make an error entry • Hand over the bag to the HSA/Supervisor • He will weigh the bag • The ascertained weight will be noted in the Parcel list • The bag will be opened in the presence of witnesses by the HSA and contents will be examined with the entries in the Parcel list • If no discrepancy is noted then the articles will be despatched as usual

Insured bag received with difference of weight • If any discrepancy like articles received excess/short/different from those entered in the list an error entry has to be made to that effect and dealt with accordingly for articles received excess/short/different, different from those entered in the list • If the articles bear any signs of damage or tampering or difference in weight, it has to be dealt with as the irregularity “Articles received with signs of damage or tampering”

Insured bag received with difference of weight • A report of the irregularity should be sent by fastest available means. (Ex. e-Post, e-mail, Telephone with proper recording of the official to whom it was conveyed) / fax to the office at fault • A detailed report should be sent to the SSRM/SRM in addition to the entry in the DR • The bag, label, seal & cord should be stamped with date stamp and initialed by the HSA must be forwarded to the Record Office to be preserved for investigation

Sample Error Entry with situation • Insured bag received with difference of weight say one insured bag received from XYZ SO with weight as 2500 gms instead of 2800 gms as noted in the label EE No 011 XYZ Date Date of Despatch The Insured bag received inside the parcel bag from your office dated ______ was received with the weight ascertained as 2500 gms instead of the weight noted as 2800 gms. The bag was opened, with 3 insured parcel articles in it. The contents were disposed off in the usual manner Date HSA

Insured bag received without noting the weight • Report the irregularity to the HSA/Supervisor • Make an error entry • Examine the bag • If the bag bears any sign of damage or tampering hand over the bag to the HSA unopened • He will deal it as an Insured bag received with signs of damage or tampering • If the bag is found in good order, weigh the bag in the presence of the HSA/Supervisor • Note the weight in the Parcel list • Open the bag in the presence of the HSA/Supervisor

Insured bag received without noting the weight • Examine the contents with the entries in the parcel list • If no discrepancy is noted then the articles will be despatched as usual • If any discrepancy like articles received excess/short/different from those entered in the list an error entry has to be made to that effect and dealt with accordingly for articles received excess / short / different from those entered in the list • If the articles bear any signs of damage or tampering or difference in weight, it has to be dealt with as the irregularity “Articles received with signs of damage or tampering”

Insured bag received without noting the weight • A report of the irregularity should be sent by fastest available means. (Ex. e-Post, e-mail, Telephone with proper recording of the official to whom it was conveyed) / fax to the office at fault • A detailed report should be sent to the SSRM/SRM in addition to the entry in the DR • The bag, label, seal & cord should be stamped with date stamp and initialed by the HSA must be forwarded to the Record Office to be preserved for investigation

Sample Error Entry with situation • Insured bag received with out noting the weight say one insured bag received from XYZ SO with weight as 3500 gms but not noted in the label EE No 012 XYZ Date Date of Despatch The Insured bag received inside the parcel bag from your office dated ______ was received with the weight ascertained as 3500 gms but the weight of the bag wasn’t noted by your office in the label. The bag was opened, with 2 insured parcel articles in it. The contents were disposed off in the usual manner Date HSA

Exercise 3.4.2.1

WHAT IF THINGS GO WRONG IN PARCEL DEPARTMENT?