Post Office Guide Part 1 PDF

POST OFFICE GUIDE PART I (RULES AND REGULATIONS RELATING TO THE INLAND POST) Corrected up to 1 July, 1985 Issued by Director-General of Posts PREFACE This Post Office Guide Part I contains information on all items of business transacted in a Post Office. The positions relating to the Savings Bank, CTD, RD, TD and Cash Certificates have been removed from this Part and will be incorporated in a separate volume to be entitled as the P.O. Guide Part IV. Two new Sections, one on PHILATELY and the other on POSTAL LIFE INSURANCE have been added to this volume. 2. The Post Office Guide will now be divided into the following four parts. Part I Rules and regulations relating to inland post Part II Rules and regulations relating to foreign post. Part III List of Post Offices (in two volumes). Part IV Post Office Savings Bank and Post Office Savings Scheme. 3. The Postal rates are given in a separate pamphlet, attached to Part I. As these are revised from time to time, public are requested to ascertain the latest rates from the nearest Post Office. 4. All the clauses of this Guide are based on the Indian Post Office Act and Rules framed by the Government under the said Act. Nothing in this Guide, therefore, supersedes any of the provisions in the Indian Post Office Act or Rules. 5. Amendments as may be necessary will be issued from time to time by the Director General, Posts. Suggestions for additions and alterations should be addressed to the Postal Technical Section of this Directorate. Secretary NEW DELHI: Department of Posts & Chairman, Postal Board & Director General, Posts. CONTENTS INLAND POST SECTION I – GENERAL CLAUSE Organisation 1. Control........ 2. Types of Offices....... 3. Night Post Offices....... 4. Mobile Post Offices....... Business Hours 5. Normal week days....... 6. Deleted........ 7. Business on Sundays....... 8. Post Office Holidays....... Payment of postage 9. Desirability of prepayment of postage.... 10. Postage stamps and stationery..... 11. Franking Machines....... 12. Prepayment of postage in Cash..... 13. Spoilt or defaced stamps...... 14. Fictious stamp........ General Rules as to posting 15. Packing........ 16. Sealing........ 17. Posting of coins etc........ 18. Train and steamer letter boxes..... 19. Posting in special letter boxes...... 20. Presentation of official & other letters in bulk... 21. Articles requiring special treatment..... 22. Desirability of posting early...... 23. Manner of affixing postage stamps..... 24. Non-Postal stamps, charity stamps, lezels, seals etc.... 25. Use of the minimum number of postage stamps... CLAUSE Method of Address 26. Particulars to be furnished...... 27. Mails for Defense Services Personnel.... 28. Mails for Navy personnel serving in INS ships... 29. Articles bearing indefinite address..... 30. Addition of sender’s address...... 31. Intimation of address to correspondents abroad... Certificate of Posting 32. Object in issuing certificates...... 33. Manner of obtaining....... Recall of Articles Posted 34. Conditions........ Delivery 35. Definition........ 36. Delivery of registered articles...... 37. Refusal of registered articles presented for delivery... 38. Special procedure fo r delivering registered articles to firms – etc. 39. Delivery of registered articles addressed to Pardhanashin women. 40. Delivery of damaged registered articles of the letter and parcel mail 41. Delivery of Parcels weighing above 10 Kg..... 42. Delivery of parcels and period of their detention at the office of delivery 43. Delivery of insured articles...... 44. Delivery of V.P. articles...... 45. Delivery of articles on which customs duty and fee is due.. 46. Arrangements for delivery of overvalue articles at no-delivery town post offices......... 47. Payment of money orders...... 48. Duties of postmen and other delivery agents.... 49. Delivery of articles at Post Offices without a delivery agent.. 50. Refusal of articles....... CLAUSE 51. Obligation to pay charges...... 52. Remedy of Post Office for recovery of charges due... 53. Articles maliciously sent unpaid..... 54. Correspondence for Defense Services Personnel... 55. Post Boxes........ 56. Post Bags........ 57. Window delivery....... 58. Delivery of articles to messengers sent from places not served daily by Postmen....... 59. Payment of money orders to messengers from places not served daily by postmen........ 60. Delivery of registered articles etc. to messengers or to care party. 61. Delivery of registered articles etc. and payment of money orders addressed or payable to students of educations institutions... 62. Accounts with planters...... 63. Identification cards....... Poste Restante 64. Definition........ 65. Disposal of Poste Restante articles..... 66. Responsibility of the Post Office..... Redirection 67. Redirection........ 68. Interception and place of redirection..... 69. Conditions of free redirection...... 70. Penalty for breach of conditions..... 71. Redirection fee on parcels...... 72. Instructions regarding change of residence.... CLAUSE 73. Period for which instructions valid..... Treatment of Undelivered Articles 74. Period of detentions of undeliverable articles in post offices 75. Disposal of articles sent to the Returned Letter Office.. 76. Obligation of sender to pay postal charges.... Enquiries and Complaints 77. Suggestions and complaints book..... 78. Authority to whom complaints should be addressed... 79. Transmission of public complaints..... 80. Circle Complaints Officers...... 81. Period within which complaints should be preferred... 82. Particulars to be given in complaints..... Notes for Public Information 83. Post Office monopoly in the conveyance of letters... 84. Legal respons ibility of the Post Office.... 85. Secrecy........ 86. Licences for sale of Postage Stamps..... 87. Non-exchange of postage stamps and stationery... 88. Acceptance of small coins...... 89. Articles addressed to deceased persons.... 90. Liability to detention of certain mails.... 91. Facilities provided by village postmen in rural areas... 92. Issue of Post Office forms...... 93. Services which cannot be claimed..... 94. Acceptance of cheques...... 95. Latest date for payment of dues..... SECTION II – LETTER AND PARCEL POST Introductory 96. Inland Post........ 97. Postal article........ 98. First class and second class mails..... Letters 99. Payment of postage....... 100. Limits of weight and size...... 101. Unpaid and insufficiently paid letters..... Special Packing Instructions 102. Cinematograph film....... 103. Biological Specimens....... 104. Articles enclosed in transparent envelopes.... 105. Articles enclosed in open panel envelopes.... Letter Cards 106. Description........ 107. Letter cards of private manufacture..... 108. Conditions for the transmission of letter cards... Post Cards 109. Description........ 110. Postcards of private manufacture..... CLAUSE 111. Special rules........ 112. Penalty for breach of conditions..... 113. Recorded Delivery........ Quick Mail Service 114. Description........ 115. Conditions of posting....... Business Reply Service 116. Description........ 117. Conditions of posting....... 118. Penalty for the infringement of the conditions... Book Packets 119. Unpaid and insufficiently paid book packets.... 120. Contents........ 121. Special facility for Greetings cards and invitation cards.. 122. Special provisions....... 123. Prohibitions........ 124. Size......... 125. Weight......... 126. Packing........ 127. Penalty for breach of conditions..... Book packets containing printed books 128. Conditions........ CLAUSE Book packets containing periodicals 129. Conditions for charging special rates for book packets containing periodicals........ Pattern and Sample Packets 130. Unpaid and insufficiently paid pattern and sample packets.. 131. Contents........ 132. Size and weight....... 133. Packing........ 134. Penalty for breach of conditions..... 135. Prepayment of postage in cash..... Blind literature packets 136. Exemption from postal fees...... 137. Contents and conditions of posting..... 138. Penalty for breach of conditions..... Registered Newspapers 139. Definition........ 140. Conditions........ 141. Procedure for registration...... 142. Renewal and termination of registration.... 143. Packets of newspapers...... 144. Posting of newspapers without prepayment of postage.. Parcels 145. Contents........ 146. Weight and size....... 147. Packing........ 148. Human and other viscera...... CLAUSE 149. Plague cultures and anthrax Spore Vaccine.... 150. Tuberculosis Sputum....... 151. Strong smelling articles...... 152. Celluloid........ 153. Osmic acid........ 154. Perfumes........ 155. Manner of prepaying postage...... 156. Manner of posting....... Air Mail Services 157. Articles given airlift....... 158. Conditions........ 159. Redirection of air mail correspondence.... 160. Limited airlift........ 161. Air parcels........ Registration 162. Object......... 163. Articles which can be registered..... 164. Payment of postage and fee...... 165. Manner of registering....... 166. Senders receipt....... 167. Booking of registered articles in bulk..... 168. Special acknowledgements...... 169. Attested copies of receipts...... 170. Compensation........ 171. Cases in which registrations is compulsory.... Insurance 172. Articles which can be insured...... CLAUSE 173. Insurance........ 174. Offices which can insure...... 175. Prepayment compulsory...... 176. Packing........ 177. Size and other conditions...... 178. Manner of insuring....... 179. Failure to comp ly with conditions..... 180. Receipt given to sender...... 181. Special acknowledgement...... 182. Responsibility of the Post Office..... 183. Compensation........ 184. Cases in which insurance is compulsory.... 185. Declaration of value of Gold coin or bullion.... Value-Payable Articles 186. Value-payable post....... 187. Value-payable articles...... 188. Declaration........ 189. Post Offices from and to which V.P. articles may be sent.. 190. Manner of posting and receipt..... 191. Booking of value-payable articles in bulk.... 192. Conditions........ 193. Payment to sender....... 194. Detention in office of delivery and levy of demurrage.. 195. Insurance of V.P. articles...... 196. Complaints regarding value-payable articles.... 197. Responsibility of the Post Office..... CLAUSE SECTION – III – OFFICIAL POSTAL ARTICLES 198. Conditions........ 199. Unpaid and insufficiently paid articles.... 200. Officials entitled to use service stamps.... 201. Local fund officials....... 202. Procedure if ordinary stamps are used for service stamps.. 203. Letters etc. from Government officers to private persons and Viceversa 204. Postage due articles....... Correspondence for the President, Vice-President, Ministers of the Central Government and certain high Government Officers when on move 205. Camp articles and special bags..... 206. Tour programmes of High Officers entitled to special bags. 207. Articles for persons accompanying high officers on tour.. 208. Deleted........ SECTION IV – PROHIBITED ARTICLES 209. General prohibitions....... 210. Local prohibitions....... 211. Treatment of injurious articles..... 212. Treatment of prohibited or dutiable articles.... 213. Articles bearing thereon any matter which is prejudice to the maintenance of law and order...... 214. Articles which have anything written, printed, impressed or attached to the address side....... SECTION V – MONEY ORDERS 215. Definitions........ 216. Money order offices....... CLAUSE 217. Limit of value........ 218. Money order – how obtained..... 219. Payee’s name and address...... 220. Non-responsibility of Post Office..... 221. Remitter’s receipt....... 222. Signature of payee....... 223. Payee’s acknowledgement...... 224. Illiterate Payees....... 225. Redirection........ 226. Alteration in address or place of payment.... 227. Alteration of payee’s name...... 228. Stoppage of payment....... 229. Disposal of detained or refused money orders... 230. Void money orders....... 231. Special money order forms...... 232. Option of Post Office....... 233. Transmission of money order...... Telegraphic money orders 234. Authorised offices....... 235. Limit of value....... 236. Fees......... 237. Telegraphic money order – how obtained.... 238. Remitter’s receipt....... 239. Date and hour of payment not guaranteed.... 240. Payment and signature of payee..... 241. Procedure if payee cannot be found..... 242. Redirection........ CLAUSE Indian Postal Orders 243. Description........ 244. Denomination of orders...... 245. Broken amounts....... 246. Offices authorized to sell and cash..... 247. Entries by purchaser....... 248. Payment of Indian Postal Orders..... 249. Counterfoils........ 250. Applications regarding miscarriage, loss or destruction of orders. 251. Altered, mutilated or incomplete orders.... 252. Period during which orders are payable.... 253. Repayment to purchaser...... 254. Responsibility of the Post Office..... SECTION VI Philately 255. Definition........ 256. Obtaining of stamps....... 257. Deposit Account system (Domestic)..... 258. Application........ 259. Deposit Account system (Foreign)..... SECTION VII Postal Life Insurance 260. Definition of......... 261. Eligibility for admission to...... 262. Types of policies issued by...... 263. Amount of insurance....... CLAUSE 264. facilities provided in..... 265. Postal forms for admission to..... 266. Rates of premia....... 267. Manner of realizing premia...... 268. Conversion of policies...... 269. Revival of policies....... 270. Loans on policies....... 271. Surrender of policies....... 272. Settlement of claims....... 273. Bonus....... Table of Concordance Table – I Table – II Index POST OFFICE GUIDE PART I SECTION I – GENERAL ORGANISATION Control – The Postal Department is under the administrative control of the Director General of Posts, New Delhi. The DG also functions as the Chairman of the Postal Board and Secretary of the Deptt. of Posts. For purposes of administration, the entire country has been divided into sixteen Postal Circles under a postmaster general as shown below : Circle Jurisdiction Head Quarters 1. Andhra Pradesh Andhra Pradesh and Yanam Hyderabad-500001 2. North Eastern Assam, Manipur, NEFA, Tripura & Nagaland, Arunachal Pradesh & Mizoram. Shillong-793001 3. Bihar Bihar State Patna-800001 4. Delhi Delhi U.T. New Delhi-110001 5. Gujarat Gujarat State, Daman & Diu Ahmedabad-380020 6. J&K Jammu & Kashmir State Srinagar-190001 7. Kerala Kerala State and Laccadive Trivandrum-695001 Islands. 8. Madhya Pradesh Madhya Pradesh State Bhopal-460012 9. Maharashtra Maharashtra State & Goa Union Territory Bombay-400001 10. Karnataka Karnataka State Bangalore-560001 11. Orissa Orissa State Bhubaneshwar-751001 12 North Western Punjab, Himachal Pradesh, Haryana & Chandigarh Union Territory. Ambala Cantt-133001 13. Rajasthan Rajasthan State Jaipur-302007 14. Tamil Nadu Tamil Nadu State and Pondicherry U.T. (except Yanam) Madras-600002 15. Uttar Pradesh Uttar Pradesh State Lucknow-226001 16. West Bengal West Bengal, Andaman and Nicobar Islands and Sikkim Calcutta-700001. (ii) In each Circle there are a number of Postal Divisions under the charge of Senior Superintendents or Superintendents of Post Offices who directly control the working of all the Post Offices under their jurisdiction. The R.M.S.(Railway Mail Service) Offices and Sections are similarly controlled by the Senior Superintendents or Superintendents RMS in each Circle. The address of the local Senior Superintendent/Superintendent of the Post Offices or RMS can be ascertained from the Post Office or R.M.S. Office. Note :- The Head of the Army Postal Services is the Director, Army Postal Services, Army Headquarters, Q.M.G.’s Branch, New Delhi-11. 2. Types of Offices – Post Offices are divided into three classes. (a) Head Post Offices. (b) Sub-Post Offices including E.D. Sub-Offices, and (c) E.D. Branch Post Offices. The first two classes of offices normally transact all types of postal business. Facilities are generally provided at Branch Post Offices for the main items of postal work like delivery and dispatch of mails, booking of registered articles and parcels accepting SB deposits and effecting SB withdrawals, and issue and payment of money orders, though in a restricted manner. So for as the public is concerned, there is generally no difference in the character of the service rendered by Sub-Post Offices and Head Post Offices except in regard to a few P.O. Savings Bank transactions. Certain Post Offices do not undertake all types of postal business. The restrictions imposed will be found in the list of Post Offices published as Part III of this Guide. Note:- The Head Offices in the more important cities are in the charge of gazetted officers and such Head Offices are referred to as First class Head Ofice, First Class Head Postmaster, exercise all the powers of a Superintendent of Post Offices in regard to their own offices. Note:- Value-payable articles and money orders will not be booked to the address of Army Post Offices. 3.Night Post Offices- (i) The working hours of the post offices are generally fixed by the Head of the Circle according to the timings given in clause 5 of the Post Office Guide. However the Director-General may extend the working hours of any post office up to 8:30 P.M. and keep them open on Sundays also. These post offices will be termed ‘night post offices’ and will transact those transactions which have been authorized by the Director-General in this behalf. (ii) During the extended hours, these post offices will generally book registered articles including V.P. articles, issue T.M.Os, and sell I.P.Os. and postage stamps. Deposits into Savings Bank Account and sale of cash certificates will be available upto 7.00 p.m. on week days only. Payment of T.M.Os will also be effected upto 6 p.m. (iii) On Sundays and National Holidays as well as other P.O. holidays the night Post Offices function and observe restricted working hours. These offices work for one shift only from 10:00 to 17.00 hours. The delivery functions of the offices are entirely suspended as well as the payment of Money Orders and Saving Banks and post office Certificates are also suspended on these days. (iv) Night Post Offices are indicated in the list of Post Offices in Part III of this Guide. 4. Mobile Post offices – Mobile Post Offices are functioning at Bombay, Calcutta, Delhi, Madras, Ahmedabad, Nagpur, Hyderabad, Bangalore, Kanpur, Poona, Jaipur and Bhilai Industrial Township. These Mobile Post Offices are intended to provide the facility of late posting in the different areas of the cities at different timings according to a fixed schedule (excluding insured and V.P.). “These offices remain closed on Sundays and Postal Holidays.” The Mobile Post Offices sell stamps and Postal stationery, grant certificate of posting, book surface and air mail registered articles of the letter mail (excluding insured and V.P.) and air parcels besides accepting unregistered articles of the letter mail for dispatch. The mobile Post Offices at Madras and Nagpur are also permitted to book money orders. BUSINESS HOURS 5.Normal week days.- (i) At every Post Office and RMS Office, the hours during which business is transacted with the public and the times at which mails are delivered and dispatched are conspicuously notified. The public business hours are fixed with regard to local convenience and the arrival and departure timings of the mails and all work at the Post office counters is stopped precisely at the latest hours fixed. The business hours in the principal Post Offices are generally as indicated below on normal week days, which are not post office holidays. For Reference and enquiries, sale of the During the entire working hour of the office. postage stamps and stationery and grant of certificate of posting For booking of registered and insured articles, For about six to seven hours (On Saturdays including value payable articles parcels and usually for five hours stopping at 3 pm) telegraphic money orders. For issue of money orders, sale and payment of For about five hours (One Saturdays for three postal orders, Savings Bank and Post Office hours stopping at 1 p.m.) Certificate transactions and payment of telephone bills. Etc. (ii) Post Offices in charge of extra-departmental agents are kept open for a maximum period of five hours only. NOTE:- The delivery of registered, insured and V.P. articles, and payment of money orders at the window of the Post Office usually be attended to between the hours fixed for the booking of the respective classes of articles. (iii) Arrangements have been made in most stationery RMS offices for the booking of registered articles of letter mail, RD articles and the sale of postage stamps and stationery. The hours during which these services will be available are notified at each office. A list of R.M.S. Offices doing such Post Office work will be found in Part III of this Guide. (iv) Facilities are provided at all important offices for the posting of correspondence and for the booking of registered letters for a limited period beyond the normal scheduled hours on payment of a late fee. The rates of late fee charged are indicated in the Appendix to this Part. 7. Business done on Sundays and P.O. holidays (a) Except the Night Post Offices all post offices Mobile Post Offices are generally closed on Sundays and PO Holidays and no business transacted with the public. There is also no clearance of street letter post boxes delivery of mails on such days. (b) Facilities are provided for the posting of letters on which the prescribed late fee is paid during certain specific ho urs in the letter boxes at RMS offices and at selected offices. Such postings can also, be made in the letter boxes of the mail vans of R.M.S. Sections, Machine franked articles should not be posted either in the Post Office letter box or the mail van letter box. (c) Registered newspapers and packets of registered news papers are accepted on Sundays and PO holidays without payment of any late fee in Press Sorting Offices, R.M.S. offices and at Night Post Offices. (d) Generally, all RMS offices stamps and postal stationary and grant certificates of posting and book registered articles on payment of usual late fee during specified hours on Sundays and PO holidays. NOTE 1 :- Postage stamps, postcards, inland letters, and envelopes are also sold at the telegraph branches of the combined post and telegraph offices the hours they are open to public. 8. Post offices Holidays – The following holidays are observed as Post Office holidays :- (1) Republic Day (26th January) (2) Independence Day (15th August) (3) Mahatma Gandhi’s Birthday (2nd October) (4) Idul- Zuha (Bakr-Id) (5) Muharram (6) Idul-Fitr (7) Good Friday (Friday before Easter Sunday) (8) Christmas Day (25th December) (9) Budha Purnima (10) Guru Nanak Birthday (11) Mahavir Jayanti In addition the post offices observe post office holidays on 5 other days which vary from circle to circle. PAYMENT OF POSTAGE 9.Desirability of prepayment of postage – It is the endeavour of the Post Office to forward by the earliest possible mail and effect delivery as expeditiously as possible of all fully prepaid postal articles. Unpaid articles or articles on which the postage is not fully prepaid are not afforded any greater security in transmission over other unregistered mail. On the other hand, suc h articles are liable to detention for the purpose of taxing the postage due on them. The are, also, not issued along with the special deliveries intended only for unregistered mails but held over for the general deliveries for all classes of mail. 10. Postage Stamps and Stationery. – (i) Payment of postage is normally to be effected by means of postage stamps issued by the Indian Post Office under the authority of the Govt. of India. The Post Office issues, also, certain items of stationery like envelopes, inland letter cards, postcards with the value of the requisite stamps embossed on them. If the postage required on such embossed postal stationery is more than the value of the stamp printed on the article, the difference can be made good by affixing additional postage stamps of the requisite value. (ii) The denominations of postage stamps and the varieties of postal stationery issued by the Indian Post Office have been indicated in the Appendix to this Part. NOTE:- Post Offices also, sell Revenue stamps issued by the Central Government. These stamps cannot be used for payment of postage. (iii) Postage charges can, also, be paid by means of a proper impression or impressions of a franking machine or in certain cases in cash as indicated in Clauses 11 and 12 respectively. (iv) Philatelic Bureaux – In order to cater to the needs of philatelists and stamp collectors, the department has set up Philatelic Bureaux at the principal Post Offices at allahabad, Ahmedabad, Bangalore, Bhopal, Bombay, Calcutta, Chandigarh, Srinagar, Cuttack, Hyderabad, Jaipur, Kanpur, Kurnool, Lucknow, Madras, Nagpur, New Delhi, Patna, Shillong, Simla, Trivandrum, 1 CBPO C/o 50 APO and 2 CBPO C/o 99 APO. Overseas orders are executed at the Indian Philatelic Bureau, Bombay G.P.O. Bombay. N.B. :- For details refer to Section VII of this Guide. 11. Franking Machine.- A postal franking machine is a stamping machine intended to stamp impressions of dies of approved design on private and official postal articles in payment of postage and postal fees. A commission of 1-1/2 per cent is permitted on the value of franks used. 2. For being recognized valid, the impressions of ‘frank’ should consist of the following dies :- (a) Value Die and (b) Licence Die. 3. At present the following are the authorized dealers in Postal Franking Machines:- (i) M/s. Roneo-Vickers India Ltd., 184 Jor Bagh, New Delhi-110003 for ‘Neopost’ manufactured by them; (ii) M/s. Gillanders Arbuthnot & Co. Ltd., Gillanders House, Post Box 174, Calcutta 1 for ‘Stampmaster’ manufactured by Republic Engineering Corpn. Ltd.; (iii) M/s. Macneil & Magor Ltd., 2 Fairlie Place, Calcutta-1 for Kilburn 999 & Kilburn 9999 manufactured by them; (iv) M/s. Postalia Interfrank Pvt. Ltd., 1/13, Edward Elliots Road, Madras-4 for ‘Armcess’ manufactured by Armcess Engineers Pvt. Ltd. (v) Northern Zone distributors – M/s. Continental Commercial Co. Ltd., M- 43. Block Connaught circus, New Delhi-110001 Eastern Zone Distributor. M/s. Continental Commercial Co. Ltd., 8/1, Dalhousie Square, East, Calcutta 70001 and southern Zone Distributors M/s. Sarada Agencies, 1/155, Mount Road, Madras – 60002 for ‘RECO Twelve value Postal Franking Machines manufactured by Republic Engineering Corporation ltd., 16, Bamasharan Roay road, Calcutta-700034. (vi) Messrs. Business Forms Limited, 6-A Middleton Street, Calcutta-700071 and its branches for ‘Postmete’ Electrical Multi- value Postal Franking Machine manufactured by them. 4. The use of a franking machine except under a valid licence issued by the Head of the Postal Division in which the machine is located, is prohibited. Any person wishing to use a franking machine shall apply to the Head of the Postal Division concerned in the prescribed form through the authorized dealer. A licence is necessary for each frank ing machine used. 5. Machine franked articles can be posted at not more than two offices specified by SPO in the licence. Where only one office of posting desired, these must be handed in by a representative of the licensee at the Counter of the post office. Where the licensee desire to post them at two offices, they may be handed in either at a Post Office and, or at a Post Office and a night post office. The franked articles will be tendered at the counter bundled in separate bundles according to the value of the franks and each consignment must be accompanied by a Window Delivery Ticket for identification of the licensee’s representative. 6. With the last despatch of the day or on the close of the business hours of the day, the licensee will be required to tender at the office of posting a Daily Docket (in the prescribed form) duly filled in, signed and dated. 7. The impressions of the franking machines recorded on postal articles should not be interfered with in any way. Impression should be of bright red colour, clear and distinct and should not overlap. As far as possible, they should be on the right top corner on the address side of the article itself or an address wrapper or an address label firmly attached to it. Franking will be allowed upto any amount. There may be more than one impression of the value die but only one of the licence die on each article. 8. Machine franked articles posted in letter boxes shall be treated as unpaid articles. Unregistered articles bearing impressions of the previous date shall also not be accepted. 9. In places where the authorized dealers have their own servicing centers with qualified and experienced staff, the repairs and servicing will be carried out at those centers in the presence of the postal official deputed there for the purpose. In other places, the machines will be sent to the post office where the Daily Docket Register is maintained. The post office will remove the license die from the machine before it is sent for repairs. 23-7/80CI dt. 11-6-80. The re-setting of franking machine may be done at the premises of the holders of the machines and the machine need not be brought to the post office for this purpose. If any discrepancy in the metres is noticed, the licensee shall immediately stop using of the franking machine and take it to the post office for setting it right. 10. The licence is granted subject to the following conditions. (i) A licence for the use of a Post Office Automatic Franking machine in India will be granted on application to the Head of the Postal Division concerned who reserves to himself the right of refusing or canceling a licence without assigning any reason. (ii) The Franking Machine must be obtained by the licensee only from the firm authorized by the Director-General of Posts and Telegraphs and specified in the license, and before being brought into use must be shown to the post office. (iii) The Director-General will not accept any responsibility for any damage done to or repairs required by the franking machine. Any arrangements for the maintenance of the machine must be made between the licensee and the firm supplying the machine. (iv) Each machine will be sealed by the suppliers before being delivered, and the post office will affix a lead seal at the bottom. The seal must not be broken or handled in any way by the licensee. (v) The licensee must all reasonable times allow an authorized officer of the Department to inspect the machine without notice. (vi) The licensee must take adequate steps to guard against the fraudulent use of the machine, in particular he must have the detachable meter, where provided, padlocked to the body machine and the key kept by a responsible person. (vii) The licensee will pay in advance a sum representing the amount of postage for which he wishes the machine to be set at the time of the purchase. This sum must not be less than Rs. 100 or more than Rs. 50,000. A rebate @ 1 ½ per cent will be allowed, whenever the meter is reset, on the value of impressions used. (viii) (a) Wherever the licensee wishes to deposit any sum to advance and to have the meter of the machine reset, he will produce the franking machine with the Franking Machine Record Book and the Window Ticket at the post office specified in the licence and tender an application for the same. Meter of the machine will in all cases be rest at the post office. (b) For the purpose of the accounts, two registers shall be maintained, one by the post office and other by the user in which each reading shall be recorded and the settlement of accounts shown. All servicing and repairs to the machines will be carried out by the authorized suppliers at the premises of the post office except at places where there are separate servicing centers of the suppliers. In the latter case, the servicing and repairs will be done in the presence of the postal official deputed for the purpose. At places where servicing and repairs to the machines cannot be carried out by the authorized suppliers at the premises of the Post Office, the machine will be sent to the Post Office, where the Daily Docket Register is maintained, for removing the licence die from the machine before it is sent for repairs. The re-setting of the meter after repairs will be done at the post office. (c) Any change of location of the machine, except in cases of repairs, shall be notified to the Head of the Division and the office of posting. (ix) All stamp impressions for the purpose of pre-payment of postage must be made as far as possible on the right hand top corner of the address side of the postal article itself or a wrapper or label firmly attached to it. Cut-out labels with frank impressions on them for pre-payment of postage can be used on all postal articles subject to the following conditions :- 1. Not more than one cut-out label bearing the frank impression or impressions in full payment of postage and other fees will be permitted to be affixed on such postal articles. 2. When more than one frank impression is obtained on a cut-out label or wrapper, the impressions should not overlap nor be more than 1 cm. Apart. In such cases, the impressions of the stamp bearing the name of the firm, the licence number, the date and any slogan used should appear only once and should not overlap and frank impression. 3. The cut-out label should be securely pasted to the postal articles on the right hand side above the name and address of the addressee. Cut-out labels may not be affixed to separate address labels attached to such postal articles; frank impressions in such cases should be taken on such address labels themselves. 4. The cut-out labels should have the name and address of the sender printed on the left hand side. 5. The total value of the frank impression or impressions should be written in figures in red ink on the cut-out label below the printed name and address of the sender. In cases where the name and address of the sender is printed elsewhere on the address side of the postal articles, it will not be necessary to have his name and address printed on the cut-out labels. (x) Franking will be allowed upto any amount. Impressions which must be of a bright red colour must be clear and distinct, otherwise the article is liable to be refused by the post office. (xi) (a) Postal articles for dispatch franked by a machine must be tendered at the window of the office/offices for posting shown in the licence on the very day of the date of frank borne by them. Those bearing previous or later dates or posted in the letter boxes will be treated as unpaid while those tendered or any other post office will not be accepted. Articles bearing the frank of a date immediately preceding the date of presentation of the articles will, however, be accepted provided they bear also the impression of the licence die of the date of presentation. Each consignment shall be accompanied by the Window Ticket for the identification of the licensee’s servant or representative. (b) Each dispatch of articles should be tendered in separate bundles according to the value of frank. Along with the last dispatch made on any day, the licensee shall deliver at the office of posting a daily docket in the prescribed form duly filled in and signed, under receipt to be obtained at the counter- foil thereon. A separate daily docket should be submitted for each machine possessed by the licensee. In case, where the licence has been permitted to post the articles at two offices, the daily docket shall be submitted to the office where the last dispatch is tendered. (xii) Allowance will be made for any impression made in error (less deduction of 5 per cent on face value) on surrender of the envelopes or wrappers, provided that the impression is legible and that the entire envelope or wrapper is produced and that the claim is preferred within three months of the date of the first impression. (xiii) An advertisement device may also appear alongside the date stamp impression provided that :- 1. it relates solely to the businesss or professions of the licensee. 2. it is quite separate from the impressions of the identification mark, license number and the date stamp and postmark. 3. it is confined to the top left hand corner of the envelope or card. 4. the cost of cutting the dies is met by the licensee. (xiv) (1) No advertisement device shall appear on the stamping die unless it fulfils the conditions laid down in the preceding paragraph and has first been approved by the Head of the Postal Division; (2) the licensee can get approved from the Head of the Division as many slogans and advertisements as he desires provided not more than one slogan or advertisement is used on one article; (3) No change in the tenor of the advertisement shall be made once it is approved, without similar prior consent from the Head of the Postal Division concerned. (xv) In the event of a breach of any condition of the licence, the licence will be forthwith cancelled by the Head of the Postal Circle who will not be responsible for any loss which the licensee incurs thereby. Any sum that may be due to the licensee on account of postage advanced will, however, be refunded to him and any sum that may be due to the Department on account of postage will be recovered from him. (xvi) The above conditions can be varied, altered or supplemented by the Director-General, Posts and Telegraphs. This licence shall be subject to such varied, altered or supplemented conditions with effect from the date of their notification. 11. (ii) Conditions for Hiring the Franking Machine to Government Offices/Ministries/Departments. General Conditions : 1. A licence for the use of Franking Machine on hire from Department of Posts by the Government Offices will be granted by the Postmaster General concerned on the Ministry/Office making an application for the same. 2. The hiring scheme of Franking Machines for Govt. Offices/Departments/Ministries will be available at the places where postal machines repair organizations are available. 3. The Postmaster General concerned reserves to himself the right of refusing or canceling licence without assigning any reasons therefore. 4. The licensing authority shall specify in the licence the two offices where the mails of the licencee will be accepted. One of the two specified offices shall be the main office an the status of that office should be Lower Selection Grade or above. 5. The Franking Machine will be supplied by the licensing authority. 6. The Department of Posts will not accept any responsibility for any damage done due to the machine. 7. Word ‘Service’ will be used in the licence die to facilitate identification of such letters as official dak. 8. The licencee must take adequate steps to guard against the fraudulent use of the machine by its employees. 9. Any change in location of the machine shall be notified by the licencee to the Postmaster general and the Office of posting. 10. A licence is necessary for the possession of each Franking Machine. 11. The machine so licensed will be utilized for franking of official mails of the office of licencee only. 12. The licensing authority will also issue window delivery ticket to the licencee, along with the licence. 13. The licencing authority shall maintain the following records : (i) Franking Machine Register regarding Postings. (ii) Franking Machine Record Book. These registers should be scrutinized by the gazetted officer incharge of the dispatch section having the Franking Machine on the last working day of every week to see that they are being properly maintained. He will furnish a certificate about meter reading as on the last working day of each month. 14. The licencee must at all reasonable times allow the authorized officer of the department of Posts to inspect the machine and connected records without notice. 15. The main Post Office shall maintain the following records :- (i) Register showing list of licencees of Franking Machines authorized to post their articles in the Post Office. (This should be maintained in the 2nd Office also). (ii) The register showing payments of advance rentals. The register will have a separate page allotted to each licensee. (iii) Franking Machine record book. (iv) Franking Machine ledger. Payments setting/Re-setting and sealing of the Machine. 16. The licensee will pay in advance the amount of annual rental. The licensee will also pay the sum in advance representing the amount of postage for which he wishes the machine to be set at the time of hire and on subsequent occasions. This sum must not be less than Rs. 100/- or more than Rs. 9900/-. 17. The payments including those of advance rentals should be either by cheque or by bank draft. 18. The Post Office shall grant a receip t for any money paid by licencee in form ACG-67. 19. The entries in respect of advance payments should be made by the setting/re-setting official in the Franking Machine Record Book. He will also make entries thereof in the connected records of the Post Offices and these entries should be got attested by the PM/DPM/SPM. 20. The entry regarding advance payments should also be made by the setting/re-setting official in the body of the Franking Machine register of Postings. Before doing so he will check the entries in the said register with reference to the entries in the said register with reference to the entries in the F.M. Ledger and re-concile the discrepancy, if any. 21. The machine will be set/re-set by an officer of the Department not below the rank of Public Relations Inspector (Postal) at the premises of the Ministry Department on 1st or subsequent deposits made by the licencee. He (Officer of the Deptt.) will also seal the meter of the machine with his seal at the same time. 22. One of the bottom lead seals will be of the PMRO and the other of Gazetted Officer in charge of the dispatch section of Govt. Offices / Deptt./Ministry having the Franking Machine. 23. The licencee will ensure that the seals on the Franking Machine are not tampered with/broken/handled in any way. 24. No official other than the one authorized for the purpose will tamper with the seal in any way. The instances of the tampering with the seals should be reported to the Postmaster of the main office where the postings are authorized. 25. The seals fo r franking machines and pliers for lead seal for sealing the franking machines shall remain in the personal custody of the official/officer authorized to use them during office hours. The incharge of the office of the custodian of the seals & pliers thereof will be responsible to keep the same under proper joint custody after office hours. In the case of Post Office the seals and pliers will remain in the joint custody of the PM/DPM/SPM and the treasurer/Joint Custodian of Cash after office hours. Conditions for accepting of Franks : 26. Franking will be allowed upto any amount. 27. All frank impressions for the purpose of pre-payment of postage must be made as far as possible on the right hand top corner of the address side of the postal article itself or a wrapper or label firmly attached to it. Cut out labels with franking impressions on them for pre-payment of postage can be used subject to the conditions laid down in the post office guide. 28. Impressions must be of a bright red colour, clear and distinct otherwise the article is liable to be refused by the Post Office. 29. i. The franked articles shall be posted in not more than two offices specified in the licence and the franked articles must be handed over at the counter of the Post Office or mail office authorized to receive the franked mail on the very day of the date of frank. In mail offices such articles must be tendered before the latest hour notified by the Supdt. RMS. The main office shall be a Post Office of lower Selection Grade status or above. ii. The franked articles bearing previous or later dates or posted in the letter box will be treated as un-paid, while those tendered at any other PO will not be accepted. Articles bearing the frank of a date immediately preceeding the date of presentation of the articles will, however, be accepted provided they bear also the impression of the licensed die of the date of presentation. 30. The following procedure must be insisted upon and should be strictly endorsed in all the offices : (i) While accepting the posting production of window delivery ticket. Franking Machine Register of Postings and dispatch slip should be insisted upon. (ii) Articles should be given for acceptance in separate bundles of fixed no. like 50 for each value of frank. (iii) Such letters should have the name and address of the sender on the left side bottom corner of the cover. (iv) Office which accepts the posting should test check the bundles to see if various articles have been granked for correct postage and also the total value of the articles tallies with the details given in the dispatch slip & that entries in col. 1 to 3 of the Franking Machines register of posting have correctly been made. A separate dispatch slip should be there for articles franked with different machines. He will then put his initials, date and date stamp in the Franking Machine Register of Postings and return the same to the licencee or his agent. (v) Along with the last posting of the day, submission of daily dispatch docket as prescribed should be submitted for each machine. (vi) If any of the postings is done at an office other than the main post office, the dispatch slip and the daily dispatch docket should be transferred to the main office which should ensure continuity of the daily docket by referring to the meter reading as indicated on the last daily docket on record and that the amount of daily consumption has correctly been recorded therein with reference to dispatch slip(s) for the day. (vii) If any docket or slip is found missing in the main office, a copy thereof should be called for from the licencee and kept in the file at the appropriate place. The Franking Machine Record Book and ledger should be maintained properly and checked by the Inspecting Officers during the annual inspection. (viii) The entries in the Franking Machine ledger should be checked once in a month by the PM/DPM/SPM to see if they are correctly being made w.r.to the daily dockets etc. He will sign the last entry checked in token of having carried out this check. 31. Procedure for the repairs of the hired Franking Machines (i) Arrangements for the maintenance, repairing and oiling machines will be made by the deptt. (ii) in case the defect does not relate to the meter the machine should be opened and repaired by the mechanic in the presence of the Gazetted drawing and disbursing office or an officer of an equal rank in charge of the dispatch section having the Franking Machine. (iii) In case the defects relate to the meter also the machine should be repaired by the mechanic in the presence of the aforesaid officer and the PRI. (iv) In case the machine required extensive repairs in the workshop of the Deptt. a stand by machine will be supplied by the Deptt. to the licensee for use during the period the defective machine remains in the workshop. The meter in the standby machine will be set according to the reading of the machine of the licenses. A record to this effect will be made in the Franking Machine Record Book and FM Register of postings under the signatures of the mechanic PRI and the officer in charge of the dispatch section having the Franking Machine. (v) The entries to the effect that the machine was defective and repaired should be made in the Franking Machine Record Books, where meter readings before and after the repairs should also be recorded. These entries should be attested by the mechanic and other officer (s) mentioned in item (ii) & (iii) above as the case may be. These entries should also be made in the PO records viz. F.M. Record Book & F.M. Ledger & three entries should be attested by the PM/DPM/SPM. (vi) I. The Manager PMRO will maintain a register for repairs in respect of the repairs carried out to the hired new machine. The register repairs and the job card are to be preserved for 2 years and will be open to check by the authorized official of the Deptt. of Posts at any time. Miscellaneous 32. Refund will be made for any impression made in error (less a deduction of 5 per cent on face value) on surrendering the envelopes or wrappers provided that impression is legible and that the entire envelope or wrapper is produced and that the claim is preferred within one month of the date of first impression. 33. An advertisement device will also be provided by the Department along side the stamp impression on specific request of the licencee on the conditions that it relates solely to the business or profession of the licencee and the cost of cutting the die is met by the licencee. 34. In the event of breach of any of the prescribed conditions the licence will be forthwith cancelled by the licensing authority who will not be responsible for any loss which the licensee may incur thereby. Any sum that be due to the licensee on account of postage advance will, however, be refunded to him and any sum that may be due to the Department on account of postage will be recovered from him. 35. The above conditions can be varied, altered or supplemented by the Director General, Posts. The licence will be subject to such varied, altered or supplemented conditions with effect from the date of their notification. FRANKING MACHINE WINDOW TICKET 1. Licence No. & date : 2. Name and address of the licensee : 3. Particulars of the Franking Machine : (i) Name and address of the supplier : (ii) Model : (iii) Manufacturers No. of the machine : (iv) Meter(s) No. if any : (v) Identification ma rk of licence die : 4. Franking Machine Licence No. & date : 5. Period of validity From To 6. Renewal order No. & date Period of renewal Signature of licensing Authority 7. Office(s) of Posting (i) Main Office (ii) Other Office Signatures Signature Signature Of the PMDPM/SPM of Licensee of the Licensing authority Note : This ticket must be produced by the licensee’s agent at the time of tendering Postal Articles franked by the machines & also when he visits the PO(s) for any other work in connection with the Licensed Franking Machine. LIST OF LICENSEES OF HIRED FRANKING MACHINES AUTHORISED TO POST THEIR ARTICLES (To be maintained in the Post Offices) Sl. Name of other Name and address Licensing Licence Page of Particulars of payment of advance rentals No. office of posting of Licensee Authority No. & date entry in the daily ledger in case of main office Renewal Period for which paid order No. & From To Date 1 2 3 4 5 6 7 Signature of the PA Group Officer ________________________ 8 ________________________ REGISTER SHOWING PAYMENT OF ADVANCE RENTALS AND POSTAGE IN RESPECT OF HIRED MACHINES Note : Separate pages to be allotted to each machine. Name & address Licence No. Machine No. of the Licensee Make of the Machine Date Amount Paid on account of advance rentals Amount Mode of No. & date of Period from which rent is paid Initials of the Initials of the payment receipt DA Group Officer From to granted in charge (i) (ii) (iii) (iv) (v) FRANKING MACHINE RECORD BOOK (To be maintained by the main PO and the licencee) Book No. (Sl.No. of list of F/M being maintained by the main P.O.) Name and address of the licensee. Particulars of the Franking Machine : (i) Name and address of the supplier (ii) Model (iii) Manufacturer’s No. of the machine (iv) Meter No. if any (v) Frank Value Address of the Licensing authority Particulars of the Licence No. Date : Period of validity of the licence : Date of delivery of the machine : Particulars of the renewal of the licences : Date of renewal Period of removal Signature of the From to DA/PM/DPM/SPM Office of Posting : Main Post Office : Other Office : Signature Signature of Signature of Of Licensee PRI/APM/ASPM/ Joint Custodian of Cash/Treasurer FRANKING MACHINE RECORD BOOK Date Last Amount Mode of Total Fixed PO Meter Initials of Initials of Remarks Balance Paid to payment Amount meter the the if any PO (No. & setting PM/SPM/ Before After date of officer DPM setting setting ACG-67 receipt) 1 2 3 4 5 6 7 8 9 10 Note :- 1. No. of Licence & manufacturers No. of the machine should also be noted at the top of each page. 2. Entries regarding repairs etc. should be made in the body of the register. 3. Separate pages should be allotted for each licensee. FRANKING MACHINE LEDGER TO BE MAINTAINED IN THE MAIN POST OFFICE (i) Licence No. (ii) Manufacturers No. of the machine (ii) Other Office of Posting (iii) Model of the machine : Date Ascending Credit Consumption Amount Particulars Balance PO Initials of Initials of Remarks meter meter during the deposited of the in the meter setting/ re- the Grp. reading reading day deposit meter reading setting Officer (ACG 67 after official/Da PM/DPM/ R.No. & setting SPM date) 1 2 3 4 5 6 7 8 9 10 11 1. Separate page should be assigned to each licencee. 2. Entries in cols. 5, 6 & 8 will be made by the setting/re-setting official at the time of setting/re-setting. This official will also note the balance in col.7 put his balance in P.O. meter Rdg. FRANKING MACHINE REGISTER REGARDING POSTING (To be maintained by the Licencee) title Page Name of Licensee…………………………………………. Office authorized to accept mails Address of Licensing authority……………………………. (i) Main Office Licence No. & date ……………………………………….. (ii) Other Office Machine No. ………………………………………………. Model No. …………………………………………………. Value of Unit Frank ……………………………………….. Particulars of the supplier …………………………………. Signature of the Postmaster Inside entries Machine No. Post Office Licence No. Date Meter reading before Meter reading after Initials of PO Official Date Stamp Dispatch dispatch Note : The Entry regarding advance payments should also be made by the setting/re-setting official in the body of the Franking Machine Register of Posting. ANNEXURE-B DESPATCH SLIP (To accompany each consignment of franked postal articles tendered for dispatch) Despatch No. ………………………………………………. Date ………………………………. No. of Licencee ……………………………………………… No. of Licence ……………………………………………… No. of window ticket …………………………………………… ………………. Value of unit Frank ……………………………. Machine franked articles of the following frank Value are tendered in separate bundle as shown against each below :- DATE STAMP OF OFFICE FOR POSTING (Signature of Licensee) Frank Vale No. of bundles No. of articles in each Total Value Remarks Bundle 1 2 3 4 5 Total value of the Despatch ………………………………………………….. Annexure C DEPARTMENT OF POSTS DEPARTMENT OF POSTS (counterfoil) (Franking Machine daily docket) Name of Licensee ………………………………………… 1. Name of the Licensee ………………………………….. No. of window ticket of the machine 2. No. of window ticket for the machine …………………. Meter reading at close of …………………………… (date) I certify that at the close of business today, meter readings Ascending meter ………………………………………….. the machine relating to the window ticket mentioned are shown below : Credit meter ………………………………………………. 1. Ascending meter ………………………………………. (To be filled in by the office for posting) 2. Credit meter 3. No. of dispatches made during the day Received daily docket dated ………………………………… 4. Total consumption during the day. Recorded in reading register ………………………………… Date stamp Signature of official of the (Signature of Licensee) office for posting. (DATE STAMP OF THE OFFICE FOR POSTING) Note :- In calculating the consumption during the month the No. of units in a complete cycle of the ascending meter should be added to the meter reading on the last date of current month for each occasion the ascending meter completed the cycle during the month. REGISTER SHOWING PARTICULARS OF REPAIRS MADE IN THE FRANKING MACHINES (To be maintained by PMRO) Name of the office Particulars of Date of which Name of the Date on which Reasons for Meter reading where the machine the franking information mechanic who the mechanic delay in repairs at the time of is installed machine regarding de- attend the was deputed if any repairs. fects in the repairs and the F/M was machine was received repaired. 1 2 3 4 5 6 7 Meter reading after the Signature of the Signature of the Manager machine was repaired mechanic 8 9 10 12. Prepayment of postage in cash - (1) Certain important post offices are authorized by the Head of the Circle to realize the postage charges in cash from firms or other persos who post a very large number of unregistered packets subject to a minimum of 500 packets at a time in big cities and 250 in small towns. Certain post offices in Bombay, Calcutta, Madras, Nagpur and Delhi are also authorized by the Heads of the circle to realize the postage and registration fee on ordinary registered articles of letter mail in cash provided the sender uses special registered journals for bookinig of registered articles and the total number of articles of the same typr and weight to be registered at one time is not less than 50. Particulars of this facility can be ascertained from the nearest principal post office. The facility of pre-payment of postage in cash is also available at selected Gazetted and H.s.G. Post Offices to Firms or business establishments who post not less than 500 articles at a time in respect of letters (closed covers). Inland Letter Cards, Post Cards and un-registered parcels. (2) A similar procedure is extended in the case of registered newspapers, details of which will be found in clause 143. (3) The facility of prepayment of postage charges in cash is not available for any other classes of postal articles. 13.Spoilt or defaced stamps. – (1) Postage stamps (whether adhesive, embossed, or impressed) which have been obliterated, defaced, torn, cut or otherwise rendered imperfect, or which have any work, letter, figure, or design written printed or impressed upon them otherwise than by the authority of the Central Government or which have been cut or otherwise separated from embossed envelopes, postcards, or wrapper, cannot be recognized in payment of postage. The special registration envelopes provided by the Post Office, cannot be used for the transmission of unregistered postal articles. NOTE – The perforation of postage stamps with initials, or other identifying marks traced in minute holes is not prohibited, provided they do not render the indications regarding the country of origin and value of stamps illegible. (2) The using for the payment of postage or postal fees, with intent to cause loss to the Central Government, of a stamp that has already been used for that or any other purpose, is an offence under the Indian Penal Code. 14. Fictitious Stamps. – The manufacture and use of fictitious postage stamps for any purpose whatsoever is prohibited, and is an offence punishable under Section 263-A of the Indian Penal Code. Reproduction of stamps is, however, allowed for illustration purposes in a philatelic publication or in an article or section relating wholly to postage stamps which may appear in a publication or a general character. Such productions, however, must only be in black. GENERAL RULES AS TO POSTING 15. Packing. – (1) Every letter, packet or parcel has to be stamped with the date stamps of at least two post offices and is liable to a great deal of pressure and friction in the mail bags during transit. All articles, therefore, which are likely to suffer from stampling of pressure should be packed in strong covers. The post office cannot take any special precautions to secure the safety of fragile articles. When wax-cloth is used for the protection of a parcel, packet or letter, it should be used as an inside cover, or there should at least be sufficient strong paper securely fastened outside the wax-cloth to receive the impression of the post office date-stamps, and any postage stamps which have to be affixed to the article. (2) Special rules regarding the packing of particular classes of articles are given in the clauses relating to those articles. These rules are absolute rules, for the breach of which a penalty is prescribed in each case. However, every letter, packet or parcel should be closed in such a manner that it does not give rise to sharp edges which may expose officials to injury, damage correspondence or hinder postal operations. 16. Sealing - The public are advised not to use sealing wax for seals outside unregistered letters and packets, except when such seals are necessary for the protection of the articles to which they are applied. When sealing wax is used for seals outside unregistered letters and packets, a piece of tissue or other thin paper should be laid on the wax before the seal is applied, as otherwise both the articles themselves and those with which they come in contract in transit are liable to injury from the sealing wax adhering to other articles. The precaution recommended is specially necessary in the case of articles for foreign countries, which have for several days to pass through very hot climates. 17. Posting of coints etc. – Coin, bullion, precious stones, jewellery, articles of gold or silver and currency or Bank Notes, can be sent by the Inland Post, only insured. By sending articles of value in unregistered letters or unregistered parcels, the senders not only ran the risk of losing their property but also expose to temptation every person through whose hands the articles pass. EXPLANATION :- In this rule, the expression “articles of gold or silver” includes articles made wholly or partly of gold or silver, but not coins and electro or other plated goods. The expression “Com” does not include cut counterfeit coins remitted on behalf of the Currency Departments and Mints. The expression “Currency Notes” does not include defaced notes (i.e. notes from which the signature has been cut off after cancellation), remitted on behalf of the Currency Department. The expression “jewellery” includes watches the cases of which are entirely or mainly composed of gold, silver or platinum. 18. Letter Boxes – Letters, postcards, inland letter cards & packets may be posted in the letter-boxes in the post offices / mail offices, installed in public places, in mobile post offices and steamers provided the postage due and late- fee prescribed for the purposes are fully prepaid. Machine franked articles should not be posted in these letter boxes.’ 19. Posting in Special Letter Boxes – Letter Boxes marked ‘For letters only’ should be used for the posting only of letters and postcards. Similarly, the special letter boxes provided in the cities for posting of Air Mail Articles QMS articles be used only for posting such classes of articles. Other articles if posted in such special letter-boxes, are liable to detention. QMS articles should bear full PIN below the name of the town of destination. 20. Presentation of large official and other letters in bulk at the window of the van or Post Office - Large official or other letters, which owing to their size, cannot be posted in the letter-boxes, may be received by hand at the window of the van or post office. There is also no objection to receiving at the window of the van or office, letters or packets posted in bulk provided, the postage and the late fee, if any, are fully prepaid. 21. Articles requiring special treatment. – (1) Letters or other articles intended to be registered or insured, articles intended to be sent as “value-payable”, or with regard to which “certificates of posting” are required, must be presented at the post office at least half an hour before the time fixed for the closing of any particular mail, if it is intended that they should be forwarded by that mail. Such articles should be clearly marked at “Registered” “insured for Rs ___” “value-payable for Rs ……..” etc. at the top of the address side of the cover; (2) Air Mail articles bearing high value adhesive postage stamps may be presented at the counters of Post Offices or Mail Offices for the stamps to be defaced in the presence of the person presenting the articles before the articles are sent for onward transmission. 22. Desirability of posting early- If articles are posted just at the time the mails are due to be dispatched there is heavy congestion in Post Offices and R.M.S. Offices and there is likelihood of detention and delay. The public are, therefore, advised to post their mails as and when they are ready without waiting for the last clearance of mails from the Post Office and to endeavour to post as early in the day as possible. 23. Manner of affixing postage stamps - Stamps affixed to a letter or packet must be completely adherent to the article itself and not to any part of its contents or any separate label or other device tied or attached to the article. The stamps should be affixed to the right hand top corner of the address side. 24. Non-Postal Stamps charity Stamps, labels, seals, etc. - Labels, stamps, seals or other markings which are not postage stamps but which are likely to be mistaken for postage stamps should not be attached or impressed to the address side of postal article. This prohibition applies equally in cases in which any labels, stamps, or markings are attached or impressed to the address side of a postal article in such a manner that it becomes difficult to decipher the address, or hampers the work of the postal officials in any way. Impressions which are likely to be mistaken for impressions of postal franking machine must also not be made on the address side. 25. Use of the minimum number of postage stamps. – The public are advised to use the minimum number of stamps while prepaying postage charges by using stamps of the appropriate higher denominations. The use of a large number of low-value stamps takes up unnecessary space on the postal articles, leaving less room for the address and other indications. It also, increases the work of the Post Office staff and entails waste of valuable stamp paper and printing charges. METHOD OF ADDRESS 26. Particulars to be furnished – (1) The prompt delivery of a postal article is greatly facilitated if it is addressed in the correct manner. Delay to correspondence and mistakes in delivery often result from an incorrect or incomplete postal address. The address should, therefore, be complete and definite enough to ensure the easy transmission of the article and its delivery at destination to the addressee without any elaborate enquiry. The public can help the Post Office by keeping the following points in mind while addressing their correspondence: (a) The address should be written parallel to the length of the cover and in the lower half and towards the right-hand side of the front of the article, leaving a clear margin at least 3 centimeter at the top for the postage stamps and labels, postmarks and other indications. (b) The Post town should be noted in block letter and according to the approved spelling in the List of Post Offices (Part III of this Guide). It should, also be underlined. The PIN Code of the post town should be noted below. (c) The following particulars should generally be furnished in the address and in the same order as noted below :- In the case of articles for delivery in the urban In the case of articles for delivery in the rural areas areas (i) Name of addressee (i) Name of addressee (ii) Profession, if any (ii)Father’s or husbands’ name (iii) (iv) Number and/or name of the House, (iii) Profession, if any and name of the street or Road. (v) (vi) Name of the locality or Mohall (iv) No. of house, if any along with the name of street if any. (v) Post Box No., if any. (v) Name of the village and Thana Firka, Hobli, etc. (vi) Name of the Post Town and Pin- (vi) Name of the Post Office of delivery and the Code PIN-Code. (vii) Name of the District and State Pin- (vii) Name of the Taluk or Tahsil. This is not Code necessary if correct PIN is written. (viii) Name of the District and State This is not necessary if correct PIN is written. (d) It is particularly important to note the District in cases where there is more than one Post town bearing the same name and if PIN is not noted. If the name of the district is the same as that of the Post town, the name of the State should be noted. Indications of route like ‘via’ should not be given. (e) In the case of articles addressed to foreign countries, the address should be written in Roman letters and in Arabic figures. (f) It is desirable to note the sender’s address preferable in the lower left-hand corner on the address side or failing that on the reverse of the article. There should be an indication from to obviate its being mistaken for the addressee’s particulars. (g) In the case of articles entitled to concessional rates of postage or to be transmitted free of postage, the class of the articles, e.g., ‘Book-Post’, ‘Blind Literature’ should be clearly noted on the top of the address side of the article. The indication ‘Letter’ should be given on the address-side of bulky letter packets, which, on account of their size or make up, might be mistaken for other classes of packets. (h) The President, Prime Minister and other Ministers of the Government of India and certain High government Officers are allowed the facility of delivery of their mails to them wherever they may happen to be on tour within India. A list of the high officers entitled to this privilege will be found in Clause 206. Articles intended for delivery in camp to such officers should not be addressed to any Post Town but only to their camp as indicated in Clause 206. (2) A few examples of correct and complete addresses are given below :- (1) ABC, (2) Lakshmi, Engineer, Wife of Chikka Ramudu Dhobi, Mandir Marg, Bukkapatnam Village, Gole Market, BUKKAPATNAM – 515144 New Delhi-110001. Pennukonda Taluq Anantpur District. (3) Govindaswamy, (4) Private Secretary to the Prime Minister of Son of Kumaraswamy, India, Head Gangman Prime Minister’s Camp Quarter No. T/23 Kurumalai R.S., S.R., Idaiseval P.O., Nallatinaputhur-627716. (Tirunelveli District) Tamil Nadu. 27.Mails for Defence Services Personnel serving in the Army and Air Force – The following particulars should always be furnished in the address in the case of mails for the personnel of the Defence Services serving in the Army and Air Force, which are to be delivered through Army Post Offices: - No. Rank Name Unit Such mails should be addressed to 56 A.P.O., 99 A.P.O, etc. without the addition of any post town. 28. Mails for Navy Personnel serving in INS Ships – Mail for Navy Personnel on board I.N.S. ships should be addressed c/o the Fleet Mail Office, Bombay. The No., rank and other particulars of the addressee, as well as the name of the ship, should be indicated. 29. Articles bearing indefinite addresses – (1) No article will be delivered by the Post Office unless it bears a definite address. Articles addressed in a general way, i.e., address to a class of persons in contradiction to a particular person or firm and articles addressed to initials or figures or to clearly fictitious names, or to a Christian name without a surname, are regarded as not bearing a definite address unless they are to the care of some definite person or firm, or unless the address specifies some definite place or delivery such as a particular house or a particular post box or a particular No. in a street. Articles addressed in a general way or to initials figures. Christian names without surnames, fictitious names or conventional marks of any kind will not be delivered if addressed merely to a post office or “Poste Restante” or to the care of a postmaster. (2) The following are examples of definite and indefinite addresses :- Definite and therefore Deliverable Indefinite and therefore undeliverable (a) The Chief Secretary to the Govt. of H.P. (a) Chief Secretary, Shimla Ellerelie Simla (b) The Occupant No. 10 Park Street, Calcutta- (b) The non-commissioned Officer Meerut. 700016. (c) The President of the Officers’ Mess, Mathura. (c) The President of the Officer’s Mess Delhi. (This would be a definite address as there is only (This address would be indefinite as Delhi has several one Officers’ Mess at Mathura). Officer’s Messes). (d) E-97 Pioneer Press, Lucknow. (d) The Station Master Lalpur, C.R. (e) Invester No. 2 Victoria Gardens, Bombay- (This address could be definite because the Post office 400027. of destination is not given). (3) Parcels or other articles tendered at a post office for transmission under the Registration, Insurance, or Value-payable system, as also Money Order, will not be accepted unless they are definitely addressed to a particular person or firm. Such articles addressed to a particular person or firm care of post box and the name of the office where post box stands registered will also be accepted provided they are addressed to persons or firms in whose names the post box stands registered. In the office of delivery if it is found that there is no post box in the name of the addressee or the addressee has ceased to be a renter of a post box the article will be returned to the sender. 30. Addition of sender’s address. – Every article should bear on the bottom lower left hand corner the name and address of the sender including PIN in order that the post office may be able in case of non-delivery, to return it unopened and without delay. This is specially desirable in the case of registered articles (whether letters or parcels) and unregistered parcels. A large number of undelivered articles is destroyed every year at the various Returned Letter Offices, because they contain no clue, outside or inside to the whereabouts of the senders. It is also suggested that in the case of photographs sent by packet post the name and address of the sender should always be written on the back of the photograph. 31. Intimation of address to correspondents abroad. – The public are advised when furnishing their address to correspondents abroad, to mention the name of State in India in which they reside. Certificate of Posting 32. Object in issuing Certificates. – The object in granting certificates of posting is to afford the public an assurance that letters and other articles entrusted to servants or messengers for posting have actually been posted. The grant of a certificate will not, however, mean that the letters and articles in respect of which the certificate is issued were fully prepaid with postage stamps, nor will it guarantee in any way the dispatch of the articles entered in the certificate on the same day, unless they are handed over well in time to catch the last dispatch of mails for the day for the particular destination concerned. It must be clearly understood that the articles in respect of which such certificates are issued are not registered and that they are treated in exactly the same manner as if they had been posted in a letter box. In the event of loss, damage or delay, the certificates will confer no claim for compensation, nor do they furnish any proof of the nature of the contents. 33. Manner of obtaining.- (1) A certificate of posting may be obtained in respect of any Postal article for which a receipt is not given by the post office subject to the following conditions, namely :- (a) the certificate of posting written in ink must be presented to an officer on duty at the post office along with the articles to be posted, during the hours fixed for the grant of such certificates; (b) the certificate must contain an exact copy of the addresses on the articles to which it relates and must have a postage stamp, or stamps affixed thereto in payment of the prescribed fee. Explanation – Impression of a licensed franking machine will be accepted. (c) the actual number of articles in respect of which the certificate is required must be written in words at the foot of the certificate. No more than three articles should be entered in a single certificate and each certificate should be presented along with the articles entered in it. (2) The officer on duty will, after satisfying himself, obliterate the stamp(s) and impress the date stamp impressing against each entry made in the certificate of posting in the space provided for the purpose, indicate the time and date of posting and return the certificate to the persons presenting it. No form, which contains any over-writing, alteration or correction in the total number of articles, will however, be accepted by the Post Office. NOTE 1 – Certificate of Posting can be, obtained on plain paper which should contain the entries (s) of the article and must have stamps affixed thereon as prescribed. NOTE 2 – Certificates of postings are not granted in respect of letters posted in train and steamer letter boxes and for redirected articles. REDELIVERY TO THE SENDER OR ALTERATION OR CORRECTION OF ADDRESS OF POSTAL ARTICLES IN THE COURSE OF TRANSMISSION BY POST 34. (1) Subject to the provisions of this clause the sender of a postal article posted in India may have it withdrawn from the post, or have its address altered, so long as the article – (a) has not been delivered to the addressee; (b) has not been confiscated or destroyed by the competent authorities of the country in which the article may be for the time being; (c) has not been seized by virtue of any law of the country of destination. (2) No postal article shall be recalled nor shall the address thereon be altered under this clause except under and in accordance with the orders of the Central Government, the Director- General, Postmaster-General or such other authority as may be authorized by the Central Government in this behalf i.e. the first class Postmaster, if the article was posted in his office or the superintendent of Post Offices of the area. (3) An application for the recall or alteration of address of a postal article under this clause shall be made by the sender or by any person authorized by him in writing in this behalf to any of the authorities referred to in Sub-rule(2) either directly or through any officer in-charge of a post office : Provided that application shall be entertained under this sub-rule in respect of a postal article addressed to a foreign country unless such article is addressed to a country notified in this behalf by the Director-General in the Post Office Guide: Provided further that every such application shall be accompanied by a statement (which may be enclosed in a sealed cover) indicating the reasons why redelivery is sought. The sealed cover shall be opened only by the authority authorized to issue the order of redelivery or where such authority is the Central Government, by the Secretary to the Central Government; (4) An application made under Sub-Clause (3) shall be accompanied by the prescribed fee in the shape of postage stamps affixed to the application where the application is in respect of several postal articles, posted at the same time, at the same office, by the same sender, to the same addressee, the article so posted be treated as a single article for calculating the fee. The fees paid under the sub-clause shall, in no circumstances, be refunded. (5) Where the application is in respect of an insured or registered article, it shall also be accompanied by a copy of the original receipt granted by the post office. (6) An application made under Sub-clause (3) may contain a request that any communication that may have to be addressed to offices in India or foreign countries for recalling the postal article or altering the address thereon may be transmitted by air mail or by telegraph and in such a case, the sender shall be liable to pay the amount of air mail or telegraph charges payable on such communications. A postal article shall be returned to its origin by air following a request for withdrawal from the post when the sender undertakes to pay the necessary air surcharge. When a postal article is redirected by air following a request for alteration of address, the necessary air surcharge shall be collected from the addressee and shall remain the property of the delivering administration. (7) The Central Government shall not incur any liability by reason of misdelivery of any postal article contrary to an application made under this clause. (8) Nothing in this clause shall preclude a sender of a postal article from making a request for a simple correction of the address (not involving alteration of the name or status of the addressee) direct to the office of destination of the article. DELIVERY 35. Definition. – The delivery of a postal article at the house or office of the addressee or to addressee or his servant or agent or other person considered to be authorized to receive the article according to the usual manner of delivering postal articles to the addressee is deemed to be delivered to the addressee under the Post Office Act. 36. Delivery of registered articles – No registered articles of any kind will be delivered to the addressee unless and until he or his agent authorized in writing has signed a receipt for it, in the prescribed form which will be presented to him for signature by the postman who delivers the registered article. 37. Refusal of registered articles presented for delivery – If the addressee, while r

Post Office Guide Part 1 PDF

Document Details

Tags

Related

Summary

Full Transcript