FORMS USED IN MAIL DEPARTMENT

1. FORMS USED IN MAIL DEPARTMENT Presentation 4.1.4.1

2. Forms used in Mail Department • The following forms/Documents are used in Mails Department : • SECTIONAL MAIL LIST- M 1a • MAIL LIST – M 1 • MAIL ABSTRACT M-42 ( for Transit Sections) & M-43( for Mail Offices) • DUE MAIL AND SORTING LISTS M-9 • DAILY REPORT MS-84 ( Section )

3. SECTIONAL MAIL LIST- M 1a & Mail List-M-1 Definition :(M-1(a) • It is a list which shows the number of the due and unusual mails actually despatched. Definition :M-1 • It is a list which shows the number of the unusual mails actually despatched & the details of descriencies in the despatch of Due Mails • Purpose : • It is prepared to trace out the bags /mails despatched at any time.

4. It contains following information : • Name of the office which prepares • Name of the office to which it was addressed • Number of Due and unusual mails despatched along with the total(M-1(a) • Number of unusual mails despatched along with the total and details of descriencies in the despatch of Due Mails-M-1 • Due and unusual mails including the type of the bags with the name of the office of dispatch or designation of sender and office of destination or designation of the addressee • Type wise total and grand total

5. It contains following information : • Despatching official’s sign and dispatching office date stamp • Receiving official’s sign and receiving office date stamp • Acquittance of the official/ person who collected the bag from the dispatching office

6. When it is issued? • At the time of dispatch of mails • Who prepares it? • Head Sorting Assistant/ Mail Sorting Assistant/Mail guard(M-1(a) • BY concerned Mail PA in P.O.(M-1) • Important points for its preparation: • The details of the due mails as per DMSL and the unusual Mails if any has to be shows

7. SECTIONAL MAIL LIST- M 1a • the Mail list has to be prepared in duplicate except when a non-postal agency is involved in conveyance, triplicate or quadruplicate has to be prepared depending on the number of agencies involved (Rule 76(6) of Postal Manual Vol.V) • Whenever a Transit bag (TB) is to be prepared a TB list in M1a (as like a Mail list) has to be prepared and included inside the TB

8. Key points for Sorting Assistants:  Sorting Assistant will do followings: • AT THE OFFICE OF PREPARATION • The office copy of the Mail lists prepared and received by the office will be stitched in separate bundles by the concerned official and submitted to the Record Office through the HAS/ Mail Agent/Mail Guard as work paper • AT THE RECORD OFFICE • The Record Officer will check the work papers and the same will be preserved by eighteen months.

9. Key points for Sorting Assistants: • AT THE OFFICE OF RECEIPT • The official to whom the duty of receiving mails is entrusted should check whether the correct number of bags entered are received without any signs of damage or tampering • If any discrepancy is noticed it should be brought to the notice of the H.S.A/PM • Disposal: After checking it should be signed, date stamped by the official and place them on record.

10. Key points for Sorting Assistants: • Related Documents find with mail list: • Blank Parcel Lists, if any • Forward due Mail lists, if any

11. Common mistakes by the preparing officers: • Failure to sign the list • Failure to impress the date stamp on the list • Wrong totaling • Actually entered bags not received • Unusual bags received without entry • Office of dispatch or destination/designation of sender or addressee wrongly noted • Type of bags noted wrongly • 8. Failure to check the bags actually received with the entries.

12. MAIL ABSTRACT M-42 ( for Transit Sections) & M-43( for Mail Offices) • Definition • The consolidated statement of the bags received and dispatched showing the use of various kinds of bags • Purpose: • To show the number of due bags to be received and dispatched as per the DMSL. • Unusual bags received and despatched, • number of bags actually received and dispatched, number of bags opened and closed,

13. number of forward bags received and despatched. • It also shows the number of empty bags received and dispatched.

14. It contains following information : • 1. Name of the office which prepares • 2. Consists of two parts a) Mails b) Bags • Both parts are divided into Receipts and Despatches and Receipts / bags opened and despatched/bags closed respectively. • 3. The Mails Part contains • a. Number of bags to be opened (as per DMSL) and actually opened. • b. Number of forward bags to be received (as per DMSL) and actually received

15. MAIL ABSTRACT M-42 ( for Transit Sections) & M-43( for Mail Offices) • c. Number of bags to be closed ( as per DMSL) and actually closed • d. Number of forward bags to be despatched ( as per DMSL) and actually despatched • e. three rows containing • i. Due mails with Mail list • ii. Due mails without Mail list • iii. Unusual Mails

16. MAIL ABSTRACT M-42 ( for Transit Sections) & M-43( for Mail Offices) • 4. The bags part contains • a. Number of canvas and Air mail bags received or opened (as per due bag list and actually received) • b. Number of canvas and Air mail bags despatched or closed ( as per due bag list and actually despatched) • 5. Particulars of due mails received or despatched short or excess and any discrepancy as regards due bags including surplus due bags, which differs from the due list

17. MAIL ABSTRACT M-42 ( for Transit Sections) & M-43( for Mail Offices) • 6. Details of the Unusual bags opened and closed. • 7. H.S.A/ Mail Agent/Mail Guard’s sign and date stamp of the Mail office or Section • 8. Record Officer’s sign and date stamp of the Record Office. • When it is issued? • At the time of closing of a particular set of a Mail Office or a Transit Section

18. MAIL ABSTRACT M-42 ( for Transit Sections) & M-43( for Mail Offices) • Who prepares it? • Head Sorting Assistant/ Mail Agent/Mail guard

19. Key Points for Sorting Assistant: • The totals of the forward bags on both the sides of the Mails part should tally. • The totals of the bags on both the sides of the bags part should tally. • The information as to the number of due bags to be received/opened by the set and the number of empty canvas/drill bags to be received with due bags opened is to be provided by the Record Officer before issue of Mail abstract to the set. • In the case of sections, the entries for the out and in trips are shown separately in the Mail Abstract.

20. Further action By Sorting Assistant: • AT THE RECORD OFFICE • The Record Officer should check whether the Mail Abstract is prepared properly and it is tallied or not • If any discrepancy is noticed it should be got rectified • If serious discrepancy it should be brought to the notice of the SSRM/SRM • Disposal: After checking it should be signed, date stamped by the official and place them on record.

21. Common Mistakes done by Preparing officer: • Failure to sign the Abstract • Failure to impress the date stamp • Wrong totaling.

22. DAILY REPORT MS-84 & MS-83 Definition • A report made by the Mail Agent / Mail Guard of the section /Mail office at the closure of the set to the Superintendent, through the Record Officer, in which irregularities observed by him • Purpose: • To report irregularities to the personal notice of the Divl. Superintendent for him to take appropriate remedial action.

23. It contains following information : All irregularities • reported by savingram/fax, absence of carrier to receive or deliver mail. • Receipt / dispatch of special bag. • Non-receipt of Due mail bag or bags. • Opening of bag not intended for the office by mistake. • Receipt of bag in damaged condition or insecurely fasten or defective seal or with signs of tampering. • Misconnection of trains or buses or flights

24. Receipt or dispatch of a unusual bag not prescribed • Insubordination or neglect of rules by staff. • Deviation from MDW • Illness of officials • Misuse of bags • Disposal of damaged articles or articles containing injurious or offensive material • All irregularities in respect of insured bags. • Late receipt or dispatch of mails from or to local PO With reasons.

25. Insufficient light in the van, the cause being stated • Non-supply of mail van or its removal or an accident occurring to the train causing detention of the mails, particulars of the mails delayed.  • When is it issued? • At the closure of every set • Who prepares it? • The Mail Agent / Mail Guard/HSA

26. Important points for its preparation: • Whenever a bag is received with signs of damage or tampering or where any bag / due document is missing he should preserve the bag / seal / tag / twine / list and forward along with daily report.

27. Key points for Sorting Assistants: • On completion of the daily report it should be date-stamped by the set ( both out and in trips) and signed by the Mailguard and should be sent to the record office along with work papers. • AT RECORD OFFICE / SUB-RECORD OFFICE. • The daily reports are examined, stamped, signed by the Record Officer and forwarded to the Superintendent along with and entered in his own daily report.

28. Key points for Sorting Assistants: • Extract reports concerning an important irregularities committed by Post offices / mail offices and Check slips outside their own division will be detached and send to the Superintendent or First Class Postmaster concerned with the remarks against the relevant entries in the daily reports. • ACTION AT DIVISIONAL OFFICE • The Divisional Superintendent will pass appropriate order against each report made in the DR • Related Documents • An extract of each report made in the DR. ( Gen-16)

29. Common mistakes done by Preparing officer: Non-reporting of irregularities relating to discipline of officials. • Failure to sign the report • Failure to affix date stamp