Mail operation

1. Mail operation

2. Journey of a letter

3. 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 Receiver sender

4. 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-Receiver Sender-LB of A SO

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

6. 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 acquittance Handle opened, damaged articles carefully Enter the details of No. articles pertained to each village in postman visit book Article may be delivered at Window if addressee attends 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

7. 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 acquittance in Postman book. Check the Postman village visit book and confirm the signature of the resident of each village

8. Delivery of Accountable articles

9. Delivery of accountable articles Regd.Letter 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 acquittance in the BO journal.

10. Delivery of accountable articles Regd. letter 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

11. R.P.1 receipt

12. 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

13. Delivery of Insured articles • The article to be carefully examined and weighed immediately on receipt and weight ascertained should be noted below the entry made by the account office. • If the article is found in damaged condition, it should be kept in your personal custody. And the addressee should be summoned to the PO and it should be delivered after he signs the receipt • It should be delivered in RP-1 receipt

14. 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

15. 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

18. Delivery of e-VP article The procedure for delivery of VP articles not exceeding the prescribed limits of value and exceeding the prescribed limits will be applicable for delivery to e-VPP articles No provision for redirection of e-VP articles Date of delivery of article or intimation should be noted in the reverse of BO daily account The cash realized on delivery of e-VP articles be shown under heading amount realized on delivery of e-VP articles

19. Payment of Money orders

20. 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 acquittance 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.

21. 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

22. 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

23. Demo of a paid voucher BO date stamp

24. Taking returns… PPT 2.15.24

25. Disposal of undelivered article

26. Disposal of undelivered article