OUTWARD LETTER MAIL

1. OUTWARD LETTER MAIL

2. SURFACE

3. UNPAID & INSUFFICIENTLYPAID ARTICLES FOR TRANSMISSION BY SURFACE: • If sender’s name & address are known: LETTERS & POSTCARDS: • should be forwarded to the office of exchange in a separate bundle with an appropriate remark on the check slip • At Office of exchange, • impress on each such article with “T” stamp in the middle of the upper part of the front side • By the side of the stamp impression, a small horizontal line should be drawn • Above the line, an amount equal to twice the amount of deficient postage in paise, should be written in a clearly legible manner. • Below the line, the postage charge in paise payable for letters of the first weight step should be indicated very clearly. (Rule 110-A,111-A POSTAL MANUAL VOL V )

4. UNPAID & INSUFFICIENTLYPAID ARTICLES FOR TRANSMISSION BY SURFACE: • If sender’s name & address are known: OTHER THAN LETTERS & POSTCARDS: • should be returned to the senders for delivery, on recovery of an amount equal to double the deficiency at inland rate • Articles so returned can be reposted only on payment of fresh postage. (Rule 110-A,111-A POSTAL MANUAL VOL V )

5. UNPAID & INSUFFICIENTLYPAID ARTICLES FOR TRANSMISSION BY SURFACE: • If sender’s name & address are NOT known: LETTERS & POSTCARDS: • should be forwarded to the office of exchange in a separate bundle with an appropriate remark on the check slip • At Office of exchange, • impress on each such article with “T” stamp in the middle of the upper part of the front side • By the side of the stamp impression, a small horizontal line should be drawn • Above the line, an amount equal to twice the amount of deficient postage in paise, should be written in a clearly legible manner. • Below the line, the postage charge in paise payable for letters of the first weight step should be indicated very clearly. (Rule 110-A,111-A POSTAL MANUAL VOL V )

6. UNPAID & INSUFFICIENTLYPAID ARTICLES FOR TRANSMISSION BY SURFACE: • If sender’s name & address are NOT known: OTHER THAN LETTERS & POSTCARDS: • should be sent to the R.L.O. • Through a bundle labeled “unpaid and insufficiently prepaid foreign articles” and should be placed with other articles in the envelope addressed to the R.L.O.. • The unpaid postage represented by the articles should not be included in the amount of postage due noted on the envelope for the R.L.O. nor should it be included in the accounts at any stage. (Rule 110-A,111-A POSTAL MANUAL VOL V )

7. TAXING OF REDIRECTED ARTICLES • Originating in India later redirected to abroad (Rule 110-A,111-A POSTAL MANUAL VOL V )

8. TAXING OF REDIRECTED ARTICLES (2) Originating abroad, redirected to abroad (Rule 110-A,111-A POSTAL MANUAL VOL V )

9. TREATMENT OF UNDELIVERED ITEMS • Undeliverable articles should be returned immediately to the country of origin • Should bear any one of the following reasons for NON-DELIVERY in manuscript / stamp impression / label on front side of article. INCONNU (NOT KNOWN) REFUSE (REFUSED) EN VOYAGE (TRAVELLING) PARTI (LEFT) NON-RECLAME (NOT CLAIMED) DECEDE (DEAD) (Rule 20,228 FOREIGN POST MANUAL)

10. TREATMENT OF UNDELIVERED ITEMS • The address particulars should be scored out • The words “RETOUR” (RETURN) should be written on the front of the article beside the name of the office of origin. • Date stamp should be affixed beside “RETOUR” • The reason for non delivery should also be written on despatch note @ Postcards not having the address of sender are not returned @ Printed papers are not returned unless the sender has asked so. @ Registered Postcards, books and registered printed papers should always be returned. • (Rule 20,228 FOREIGN POST MANUAL)

11. PREPARING FOR DESPATCH OF LETTER POST ITEMS • Ordinary items should be bundled according to the following categories. • Paid letters & postcards • Newspapers & Periodicals • Other A.O. items (printed papers & small packets) • Unpaid & insufficiently paid articles • Postal service articles • Paid redirected articles • Mis sent articles • (Rule 21 FOREIGN POST MANUAL)

12. PREPARING FOR DESPATCH OF LETTER POST ITEMS • Paid articles to be seperated further into • Direct correspondence (labelled with name of destination office) • Transit correspondence (“In transit” labelled bundle, destination country wise) • Unpaid & insufficiently paid articles bundle should bear “T” stamp. • Label for bundle of Paid redirected articles should be impressed with “RE-EXPEDIE” stamp • Label for bundle of paid missent articles should be impressed with “mal dirige” stamp. • (Rule 21 FOREIGN POST MANUAL)

13. EXAMINATION / PREPARATION OF INSURED ARTICLES RECEIVED FOR DESPATCH Check whether the destination country is a signatory to the Union Insured Letters Agreement Returned to Sender Irregular booking to be reported to concerned Divl Head. NO • . NO YES YES Insurance amount within limit of the destination country Check for proper packing & addressing 1) Insured Value to be converted into SDR (Special Drawing Rights ) and written by the side of the Rupees noted. 2) The amount in SDR should be underlined in coloured pencil. 3) The exact weight in grammes should be entered in upper left hand corner of the address side

14. OMISSIONS / IRREGULARITIES ON INSURED ARTICLES • INSURED ARTICLES WITH FOLLOWING OMISSIONS/ IRREGULARITIES SHOULD BE RETURNED TO THE OFFICE OF POSTING • Addressed to places where insurance service is not available • Insured for a sum exceeding the maximum limit for that destination • Containing prohibited items • Containing dutiable goods addressed to countries not admitting such goods • Not accompanied by green labels • Not accompanied by customs declaration • Articles addressed to initials / address written in pencil / erased / corrected • (Rule 28 FOREIGN POST MANUAL)

15. OMISSIONS / IRREGULARITIES ON INSURED ARTICLES • INSURED ARTICLES WITH FOLLOWING OMISSIONS/ IRREGULARITIES CAN BE RECTIFIED & FORWARDED TO DESTINATION • Omission of pink insurance label • Superscription of a route NOT AVAILABLE for insured articles. (should be struck through & transmitted by proper route) • Inadequate number of customs declaration. (Necessary additional declarations should be prepared with suitable remark) THE ABOVE SHOULD BE BROUGHT TO NOTICE OF THE SUPERVISOR & OFFICE OF POSTING • (Rule 28 FOREIGN POST MANUAL)

16. OMISSIONS / IRREGULARITIES ON INSURED ARTICLES IF INSURED ARTICLE REACHES IN DAMAGED CONDITION 1) IF THERE IS A SLIGHT DAMAGE OR OF PARTIAL DESTRUCTION OF THE SEALS: a) may be resealed safeguarding the contents & weight preserving the existing seals. b) may be repacked, if necessary, retaining the original packing as far as possible. - weight before & after repacking should be noted on the article. - “Casheted office a ______________” (Officially sealed at ___________) (or) “Remballe a __________________” (Repacked at _______________) should be written on article. - Impress Date stamp - Signature of the responsible officer who had done the above. • (Rule 29 (2) FOREIGN POST MANUAL)

17. OMISSIONS / IRREGULARITIES ON INSURED ARTICLES IF INSURED ARTICLE REACHES IN DAMAGED CONDITION 2) THERE IS A REASONABLE SUSPICION OF ABSTRACTION & ARTCLE RECEIVED FROM WITHIN INDIA - O/o exchange should open the article. - An inventory of contents in the presence of supervisor - A formal report of the case to the office of posting with a copy to the concerned divisional head. - Return the article to the sender. - Postage should be refunded to the sender. (Rule 29 (2) FOREIGN POST MANUAL)

18. OMISSIONS / IRREGULARITIES ON INSURED ARTICLES IF INSURED ARTICLE REACHES IN DAMAGED CONDITION 3) THERE IS A REASONABLE SUSPICION OF ABSTRACTION & ARTICLE RECEIVED IN TRANSIT A DE-COUVERT - Article should be opened at O/o exchange in the presence of a supervisor. - Formal report (VD 4) on the result of check to be prepared. - Attach a copy to the article - Repack the article - Weight on arrival & after repacking to be noted on outside of article. - “Remballe a ___________” & impression of date stamp to be done. - Signature of responsible officer who had done the above. - Forward the article to the destination. - A Verification note to be sent by REGISTERED POST to the despatching office of exchange. (Rule 29 (2) FOREIGN POST MANUAL)

19. LABELLING OF BAGS • The labels of the bags shall be made of CANVAS, PLASTIC, STRONG CARD BOARD with an eylet, PARCHMENT or of PAPER GLUED TO WOOD, as per specimen C28. • In the service between neighbouring offices, STRONG PAPER LABELS, sufficiently strong enough to withstand various handling, may be used. COLOURS OF LABELS: Bag containing • registered items - RED • only ordinary items - WHITE • Exclusively printer papers, literature of blind, ordinary small packets & periodicals - LIGHT BLUE • Only empty bags returned to origin - GREEN (Rule 33(1) FOREIGN POST MANUAL)

20. IRREGULARITIES IN OUTWARD MAILS • DETECTED IN OUR COUNTRY ITSELF: (Rule 48 FOREIGN POST MANUAL)

21. IRREGULARITIES IN OUTWARD MAILS • DETECTED IN OUR COUNTRY ITSELF: (Rule 48 FOREIGN POST MANUAL)

22. IRREGULARITIES IN OUTWARD MAILS • DETECTED IN OUR COUNTRY ITSELF: (Rule 48 FOREIGN POST MANUAL)

23. IRREGULARITIES IN OUTWARD MAILS • DETECTED IN OUR COUNTRY ITSELF: (Rule 48 FOREIGN POST MANUAL)

24. IRREGULARITIES IN OUTWARD MAILS (b) REPORTED FROM ABROAD : (Rule 49 FOREIGN POST MANUAL)

25. IRREGULARITIES IN OUTWARD MAILS (b) REPORTED FROM ABROAD : (Rule 49 FOREIGN POST MANUAL)

26. IRREGULARITIES IN OUTWARD MAILS (b) REPORTED FROM ABROAD : (Rule 49 FOREIGN POST MANUAL)

27. AIR

28. REGULATIONS & CONDITIONS Generally, the regulations and conditions regarding outward surface mails will apply for outward air mails also. - The letter bill, registered list & insured list which accompany air mails should bear at the head a ”PAR AVION” (BY AIR) label or a stamp impression in blue bearing the words “PAR AVION” (Rule 92 FOREIGN POST MANUAL)

29. UNPAID & INSUFFICIENTLYPAID ARTICLES FOR TRANSMISSION BY AIR: • If sender’s name & address are known: • paste a slip on the article stating “Unpaid/Underpaid”, “Please affix: (value) in stamps, detach this slip and repost”. • The article along with the slip should be dispatched to the sender in a service cover, with the remark “Unpaid/ Underpaid, returned for making up the deficiency”. • Such articles should be accepted when reposted after affixing the deficient postage. (Rule 110-A,111-A POSTAL MANUAL VOL V )

30. UNPAID & INSUFFICIENTLYPAID ARTICLES FOR TRANSMISSION BY AIR: • If sender’s name & address are NOT known: (Rule 110-A,111-A POSTAL MANUAL VOL V )

31. UNPAID & INSUFFICIENTLYPAID ARTICLES FOR TRANSMISSION BY AIR: • If sender’s name & address are NOT known: (Rule 110-A,111-A POSTAL MANUAL VOL V )

32. REDIECTION • Air mail correspondence redirected / returned undelivered to another country must be forwarded by SURFACE if the complementary postage for redirection has not been paid. • When redirected by surface route, all air mail markings should be cancelled by means of two thick horizontal lines. (Rule 97,98 FOREIGN POST MANUAL)

33. CLASSIFICATION - Articles for despatch to be classified into two groups viz. L.C. & A.O. • Letters, aerogrammes, postcards, money orders, advices of payment / delivery belong to L.C. group • All the other categories belong A.O. group. • This seperation MUST BE DONE CAREFULLY as the rate of remuneration for air conveyance is different for each group. • Further these groups should be seperated into fully prepaid & insufficiently prepaid articles. • No unpaid articles should be given air conveyance. • Advice of delivery forms returning to senders, must be treated as unregistered postcards & returned by the quickest route (surface / air). (Rule 100 FOREIGN POST MANUAL)

34. INSURED LETTERS • If an insured letter is accepted inadvertently for despatch by air mail to a destination for which an insured air mail service is not available, • Detain at the office of exchange • Seek instruction from the sender whether the article may be forwarded as a registered letter (Rule 104 FOREIGN POST MANUAL)

35. CLOSING OF MAIL • Close the air mails in bags which are entirely blue or which have wide blue bands. • For registered/unregistered air mail correspondence in small numbers, blue envelopes or envelopes bearing blue label should be used. (Rule 106 FOREIGN POST MANUAL)

36. DELIVERY BILL • Mails to be handed over to an air service, entered in a delivery bill (CN-38). • Separate delivery bill for each destination airport. • Separate delviery bill for mails originating in India & transit mails. • The following items to be entered in CN-38: • Number of despatch • Weight according to the category of articles for each bag/packet/envelope • Mails included in a sac collecteur with an indication • CN-28envelopes containing late postings of unregistered correspondence. (Rule 108 FOREIGN POST MANUAL)

37. DELIVERY BILL • Of the six copies of the delivery bill • First copy to be retained by the despatching office after obtaining receipt • Second copy to Air mail Accounting Section of the directorate to be sent alongwith monthly statement • (Remaining four copies to be handed over to the conveying company) • Third copy to be kept by air crew after getting receipt at the air port of off lloading • Fourth copy to office of destination to which mails are addressed. • Fifth copy is kept by the ground services authority at the air port of loading • Sixth copy is kept by the ground services authority at the airport of offloading. (Rule 108 FOREIGN POST MANUAL)

38. CANCELLED AIR MAIL SERVICE • If an air service used for mails, is cancelled for some reason, then • Hold back the air mails due to be despatched • Do not open the mails closed, for inclusion in the subsequent despatch • If detained services is not able to start, the mails should be despatched by the next authorised service. (Rule 110 FOREIGN POST MANUAL)

39. ACCIDENT TO AIR CRAFT • As soon as information is received about an accident to an aircraft carrying the mails, • Send copy of all delivery bills (CN-38), corresponding to the mails sent through that aircraft, to the administration of the country where the accident occurred. • On receipt of a VN from that administration giving particulars & weight of salvaged & reforwarded mails, furnish details to Head of Circles & DG. (Rule 112 FOREIGN POST MANUAL)

40. MIS SENT • If air mail despatches or bags are received missent owing to labelling error, • Provide new labels with an indication of the office or origin • Reforward to the correct destination • Inform the office of origin of each despatch or bag by CN-43 VN (Rule 112-A (4) FOREIGN POST MANUAL)