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Course overview

Course overview. Duties of a postman Delivery duties Additional duties Knowledge of records Beat list & Route map Delivery slip Intimation slip Postman book Knowledge of delivery procedures Importance of Mail Delivery in Project Arrow POs Data Extraction Tool.

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Course overview

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  1. Course overview • Duties of a postman • Delivery duties • Additional duties • Knowledge of records • Beat list & Route map • Delivery slip • Intimation slip • Postman book • Knowledge of delivery procedures • Importance of Mail Delivery in Project Arrow POs • Data Extraction Tool

  2. Do you know your duties ???? Let us discuss

  3. Duties of a Postman • Assist in table sorting & beat sorting • Do beat arrangement • Prepare delivery slip in MM Postman & Speednet • Deliver articles • Choose proper remarks for undelivered articles • Submit returns promptly • Update delivery particulars in MM Postman/Speednet Refer to Directorate Ltr No.25-20/2008-PE.I dated 25/11/08

  4. Beat sorting • All the postman should do Beat sorting work on turn by turn basis. • The postmen deployed for beat sorting work should complete the job one hour before the postman leave for delivery so as to facilitate necessary documentation and completion of all procedures in time. (Directorate letter No.25-20/2008-PE-I dt 17.4.12)

  5. (contd/-) • Prepare beat list and route map • Collect/Remit cash from/to subordinate offices • Clear LBs other than office LB • Collection of articles on the beat • Procure PLI/RPLI business • Assist the Treasurer in making currency bundles • Assist in PLI/RPLI data entry • Other duties assigned by your Post master Refer to Directorate Ltr No.25-20/2008-PE.I dated 25/11/08

  6. You should know…. • your route map & beat list • the customers in your beat • your neighbouring beats • how to prepare various forms • standard remarks for undelivered articles • the items to be carried on the beat • the products and services of Indiapost • about Project Arrow & your role in it

  7. Knowledge of important records What is Route Map & Beat List ? Let us see some examples………

  8. Slide-2

  9. Beat List Beat no.__________P.O._________ (Rule 102 (2) of PM Vol VI Part I)

  10. Village sorting list • A record showing the villages attached to the Postmen for Delivery • Delivery area can be classified as • Fixed Beat (with LBs) – Everyday, the Postman should visit that area even though no article is received for delivery in that area, for clearance of letter box • Unfixed Beat - Postman will visit only when the articles are to be delivered in that area

  11. Why is route map & beat list important ?????? • They are basic documents of your beat • They depict/show ….. • your delivery area • how to travel on your beat • the distance to be travelled by you daily • time taken for travelling that distance • your important customers

  12. Customer Database • It is a list of customers in your beat • It contains some important details like: • Name & address • Profession • Contact number • E mail address It helps you to serve your customers better !!!!!!!!!

  13. How to collect Customers database? Beat No ………………………….. PO………………………….

  14. Postman book • Basic record to be maintained by you everyday • Details of accountable articles (except RL/Parcels) entrusted to you for delivery should be entered • Get acquittance for cash/articles returned, from the concerned PA • Entries regarding sale of postage while on beat should also be made Let us see a sample now….. Rule 110 of PM Vol VI Part III

  15. Intimation Slip What is it? What are its’ uses? What is it’s importance?

  16. Intimation Slip • A document served when…… • Addressee / Authorised person is absent during delivery of accountable articles • Door is locked and addressee cannot be informed of the arrival of article • Intimation slip is served • at the addressee’s premises • in the mail box • to another person at the address • Suitable remarks to be made in the delivery slip/postman book and on the article Are there any exceptions? ....Can you tell me?

  17. Do you ever deliver Intimation slip when the addressee is present??? Yes we do…!!!!!! • When VP articles above Rs 500 are received for delivery • When Insured articles above Rs 500 are received for delivery • When Parcels > 5 KGs and < 10 KGs – if Home • delivery charges not paid • When Parcels > 10 kg are received for delivery Have you heard about NOTICES? What are they? When will they be issued?

  18. When Notices are to be served? • Notices will be prepared, when articles received for delivery, in damaged condition • It is prepared by the Postmaster • Will be served to the customer by the Postmen • Make an entry in Postman book

  19. Sample

  20. Entries in Intimation Slip You have to inform the customer about the……………….. • Article number • Type of article • Name of the PO in which it was posted • Date of receipt of article • When, where can the customer collect the article • What should the customer do in case he requires home delivery

  21. Let us now see a sample

  22. Address part 5556 RL/MO/Ins/Parcel Saharanpur 7/9/2010

  23. 1000 hrs. 1600 hrs. Saharanpur 9/9/2010 13/9/2010

  24. 16 00 hours 9/9/2010 PO Tel. No. PO e Mail address PO Tel. No.

  25. Knowledge of Procedures

  26. Delivery procedures The right way of delivering articles

  27. Delivery procedures • How to deliver articles? • Where will the customer sign after taking delivery of the article? • Are there any special procedures to be followed ? • Should I get a witness? • How do we deliver articles to customers with special needs?

  28. Ordinary articles Door delivery / Post Box / Post bag/Window Registered articles (Domestic and International) Can be delivered to the addressee only Or to the person authorized by the addressee Speed Post (Domestic and International) Can be delivered to any person in the given address (Address specific ) SP Passport Addressee specific delivery

  29. Insured Door delivery up to the value of Rs.500 Serve Intimation if value exceeds Rs.500 Money Order Can be paid to the Payee Or to the authorized person EPP Can be delivered to any person in the given (Address specific ) Upto 5 KGs – Door Delivery > 5 KGs upto 10 KGs – Door Delivery if door delivery charges Paid Parcels

  30. Door delivery up to the value of Rs.500 Deliver after collection of VP Value + MO Commission Serve Intimation if value exceeds Rs.500 or the addressee desires to take delivery later VP articles Direct Post Door Delivery International Mails with CD Door delivery after collection of Customs Duty Do Not Forget………. RL with AD – acquittance in delivery slip ONLY MOs – acquittance in voucher portion ONLY Is the procedure for delivering returned articles different ? How ? And Why?

  31. Delivery under acquittance No need.. It is like unregistered article Should we get any acquittance for delivery of Direct Post?

  32. Spot quiz on special delivery procedures

  33. Return Remarks

  34. Standard Remarks

  35. Sample rubber stamp impression used by Madurai HO Is this as per the prescribed format? Please give your comments….

  36. In correct Remarks

  37. Where to affix the remarks

  38. Returns (contd/-) • How will you return undelivered articles? • Who will you hand them over to? • Do you get any acquittance from anyone for these articles? Let us see the answers……

  39. Delivered articles *- For computerized offices – Cash should be given to the Treasurer For Non Computerized offices- Cash should be given to the Registration PA

  40. Undelivered articles

  41. To put proper remarks on undelivered articles • To handover signed acknowledgement cards • To update remarks in MM Postman/ Speednet • To update remarks in postman book • To paste acknowledgement for delivery of VP receipt to the addressee in your postman book • To handover cash realized on unpaid articles

  42. Let us recap…

  43. Before you go for delivery ….

  44. Please check… before you go out for delivery…. • Whether … • all the articles have been affixed with delivery stamp • all are arranged as per route map & beat list • the number of articles tallies with the Delivery Slip • the VP Receipt/Intimation are kept safe • cash for MOs counted, acknowledged & kept safe • all addressee instructions have been followed

  45. Are you ready for the Beat ??? • Uniform • Postman Bag • Foot wears • Grooming • Appearance • Identity card on display

  46. Your bag should contain…….. • Copy of the route map & Beat list • Blank Intimation slips in the prescribed format • Pen • Ink Pad ( for thumb impression) • Stamps for sale in the beat • A bag for free pick up of articles • Receipt book- RL/Speed Post booking (if authorized) • A Note book to collect Customers database • PO Pocket Guide

  47. Our products & services

  48. Speed Post • Express Parcel Post • Logistics Post • Business Post • Bill Mail service • National Bill Mail Service • Direct Post • Retail Post • Media Post • eMO/iMO/IMTS • ePost

  49. Let us now see some delivery related products in brief…..

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