DESPATCH

ORDINARY MAILS

2.17.1

Different sources of Collection - Recap

POST OFFICE

LETTER BOXES

RNP BUNDLES

BULKY ARTICLES

BRANCH OFFICE

COUNTERBULK MAIL

POSTMAN

ARTICLES WITH HIGH VALUE

POSTAGE STAMPS

UNREGISTERED PARCELS

FRANKED ARTICLES

MIS SENT/ MIS DIRECTED

2.17.2

Segregation of mails

• Segregation of letters for stamping/sorting– Fully prepaid articles (Postcards,letters,letter card, Air

letter)– Fully prepaid Second class articles(News paper, Book

packet etc.,)– Unpaid/insufficiently paid articles or articles posted

under breach of condition– Privately manufactured postcard, ILC (Unpaid, breach of

condition articles)– Second class articles (Unpaid, insufficiently paid, breach

of condition)Rule 60-A Volume V

2.17.3

Facing of Articles

• The facing means the arrangement of articles with the address side upward and the addresses turned in the same direction.

(Rule 54 Vol.V)

2.17.4

Defacing of Articles

• Defacing should not be …..

2.17.5

Defacing of Articles

• Defacing should not be …..

2.17.6

Defacing of Articles

• Defacing should be

2.17.7

Defacing of Articles

• Defacing should be

2.17.8

Defacing of stamps

• Small portion of date stamp should be on postage stamp and major part of it be on article

• Deface with minimum number of cancellations

• Clear and distinct impression

2.17.9

How to get Clear & Distinct Impression?

• Clean the stamps and seals regularly• Put them in boiling water• Clean with kerosene & Hard brush • Keep the stamp pad clean• Apply sufficient ink• Use rubber pad on a stone slab

• Do not cancel non-postage stamps

2.17.10

EXERCISE 2.17.1

2.17.11

Postal Index Number

• Postal Index Number is a 6-digit code introduced w.e.f. 15.08.1972.

• It is the last piece of information in the address

2.17.12

Postal Index Number

•There are eight PIN regions in the country.

•The first digit indicates one of the regions.

•The first 2 digits together indicate the Sub region or one of the Postal Circles.

• The first 3 digits together indicate a Sorting/Revenue district.

• The last 3 digits indicate the Delivery Post Office.

2.17.13

Advantages of using PIN

• Simplifies sorting

• Distinguishes places with identical names

• Eliminates the need for transcription

• Helps in mechanized sorting

• Increases service efficiency 

2.17.14

Importance of First DigitFirst digit

Region States Covered

1. Northern Delhi,Haryana,Himachal Pradesh,J&K,Punjab

2. Northern Uttar Pradesh,Uttranchal

3. Western Gujarat, Rajasthan

4. Western Chhatisgarh,M.P,maharastra

5. Southern Andhra Pradesh, Karnataka

6. Southern Kerala,Tamilnadu

7. Eastern Assam, North Eastern,Orrisa,West Bengal

8. Eastern Bihar, Jharkhand2.17.15

Importance of first two digitsFirst Two digit

Postal Circle

11 Delhi

12,13 Haryana

14 to 16 Punjab

17 Himachal Pradesh

18,19 Jammu and Kashmir

20 to 28 Uttar Pradesh & Uttaranchal

30 to 34 Rajasthan

36 to 39 Gujarat

40 to 44 Maharashtra2.17.16

Importance of first two digitsFirst Two digit

Postal Circle

45 To 49 Madhya Pradesh & Chhattisgarh50 To 53 Andhra Pradesh56 to 59 Karnataka60 to 64 Tamilnadu67 to 69 Kerala70 to 74 West Bengal75 to 77 Orissa78 Assam79 Northern Eastern80 to 85 Bihar & Jharkhand

2.17.17

Example of PIN Code

• 570010- for Ittigegud Delivery Post Office

• 5- One of the eight regions (South India)

• 57-Sub region (Karnataka state)

• 570- Revenue district (Mysore )

• 010-Delivery PO (Ittigegud )

2.17.18

Practice

• Exercise 2.17.2

2.17.19

Sorting principles

• Preliminary sorting• a) To relieve RMS of the peak hour’s problem • b) To eliminate rehandling of mail to large extent• c) To pick up the mails which need not go to mail

office – Local mail deliverable at the same PO,– Mails for BOs under the account jurisdiction

2.17.20

Sorting principles

• Local articles• BO articles• Parent mail office(TD/NTD separately)

– TD : articles for POs under the same parent Mail Office (L1 or L2)

– NTD: articles for Post offices other than TD

2.17.21

Duties of sorting postal assistant

• Sorting unregistered articles• Detection of irregularities • Making error entry• Preparation of justified labelled bundles• Transfer of sorted articles in time to other

branches like delivery and subaccounts• closing of Mail bag

2.17.22

LABELLED BUNDLES

• A labelled bundle is a collection of articles, which are faced and bundled together with a check slip on the top. ( Rule 24 Volume V)

• Sorting postal assistant prepares for unregistered articles.

• Office of destination should be written correctly• I class and II class articles should not be mixed• Name stamp, date stamp, signature of PA required

on check slip• Eliminates multiple handling at different

intermediary offices 2.17.23

LABELLED BUNDLE

Rule 25 Volume V 2.17.24

Type of Label Bundle

When Prepared

Station Bundle Whenever 15 or more articles are available for delivery by the same delivery Post Office

TD bundle articles for POs under the same parent Mail Office (L1 or L2)

NTD bundle articles for Post offices other than TD

LABELLED BUNDLE

2.17.25

Due Mail &

Unusual Mail

Rule 53 Volume V

2.17.26

2.17.27

DUE MAIL AND UNUSUAL MAIL

Due Mails Received and dispatched

daily or at regular intervals

Unusual Mails Received and dispatched whenever needed.

Rule 53 Volume V2.17.28

DUE MAIL UNUSUAL MAILMail bag Parcel bag

Transit bag Packet bag

Account bag Camp bag

Branch office bag Special bag

Regd. Pkt. bag (prescribed) Regd. Pkt. bag (not prescribed)

DUE MAIL AND UNUSUAL MAIL

2.17.29

Practice

• Exercise 2.7.3

2.17.30

Types of Bags & contents

Bag Tye Abbreviation Contents

Account bag A Accounting - documents & cash bag

Branch Office Bag B Accounting documents of BO and Un accountable & accountable mails, cash bag with or without cash

Letter Bag L Unregistered Mails

Mail bag without PL list

D Un-registered mail and Registered bag

Station Mail bag(from RMS to PO)

M Unregistered mail Registered bag and Parcel list

Sorting Mail bag(from PO to RMS)

S Unregistered mail Registered bag and Parcel list

2.17.31

Types of Bags & contentsBag Type

Abbreviation Contents

Parcel bag P Registered and VP Parcels & INS bag

Packet Bag Pkt Empty canvas bags

Registered bag R Regd. and VP letters, INS Envelopes and MO bundles

Registered packet bag RP Second class Regd. and VP packets

Transit bag TB Several bags with a copy of Mail list

Speed post bag SP Speed post articles

Special bag Special Addressed to dignitaries

Camp bag Camp bag Addressed to postal officer camp at different station

2.17.32

Types of Bags & contents

Bag Type Abbreviation Contents

TD Bag TD First Class articles deliverable within the jurisdiction of the parent mail office

NTD Bag NTD First Class articles deliverable outside the jurisdiction of the parent mail office

2.17.33

Due mail list & sorting list

• Issued by Divisional Superintendent• Issued for each post office• Shows receipt and despatch schedules• Mode of conveyance • Time of receipt and despatch • Type of bags to be received and closed • Routing of articles• A model Due mail list is shown in next slide

Rule 52-A Volume V2.17.34

Due mail list of RAMAPURA SOSN Receipt side Bag SN Despatch side Bag01 At 0800 through DMMS

Mysore sorting to RamapuraM 01 At 1030 Through Maruthi Motor

serviceRamapura to LaxmipuraRamapura to SeethapuraRamapura to krishnapura

BBB

02 At 0920 through Maruthi Motor service-CMMSKrishnapura to RamapuraSeethapura to RamapuraLaxmipura to Ramapura

BBB

02 At 1130 through GDSMC HanurTB containingRamapura to hanurRamapura to Mullur

TBBB

03 At 1100 hours through Ravindra Motor serviceKollegal HO to Ramapura(a) ContainingKollegal to Ramapura

D(a)

A

03 At 1630 hours through Ravindra Motor serviceRamapura to Kollegal HO(a) ContainingRamapura to Kollegal HO

D(a)

A

04 At 1115 through GDSMC Hanur BOHanur BO to Ramapura SOTB containingHanur to RamapuraMullur to Ramapura

TB

BB

04 At 1630 hours through DMMSRamapura to Mysore sorting S

2.17.35

• Exercise 2.17.3

2.17.36

Mail flow process for I class mail

Post Office

Post Office

Post Office

Post Office

Post Office

Post Office

Post Office

Post Office

Post Office

Post Office

Post Office

Post Office

Level-1 mail office

Level-1 mail office

Level-2 mail office

Level-2 mail office

Level-2 mail office

Level-2 mail office

▪ Level-1 mail offices exchange mail with each other and with selected L-2 in the Circle ▪ Level-2 mail offices exchange mail with the level-1 mail office to which they are mapped and the

level-2 mail offices mapped to the same level-1 mail office, and with selected L-1 offices ▪ Post Offices exchange mail only with the mail office (level-1 or level-2) to which they are mapped2.17.37

Procedure for First Class Mail

• Mail offices are classified into L1 and L2 offices to handle first class unregistered and registered mail

• 89 L1 offices and 244 L2 offices identified• Post offices mapped to L2 office or L1 office

2.17.38

Exchange of Mail Bags between sorting offices• Post Offices exchange mail only with the mail

office (level-1 or level-2) to which they are mapped

• The LBs & articles are closed in concerned TD & NTD bags

2.17.39

Procedure for Second Class mail

• Existing mail offices handling second class mails reclassified as L1 and L2 offices

• 86 L1 and 241 L2 offices identified• Post offices to close one bag containing both

TD and NTD articles to mapped L1 or L2 offices

2.17.40

Preparation of sorting bag

• Post offices to prepare two kinds of bags for First Class articles– A TD bag containing unregistered mail – A NTD bag containing unregistered mail– A TD bag containing registered mail– A NTD bag containing registered mail

2.17.41

Preparation of Mail bag• Sorting PA will collect following bags from respective branches and closes the S-bag for Sorting office.–Registered bags–Parcel list with Parcels–Account bag if any–Prepare label to the destination–Transfers the S-bag to Mail PA for onward dispatch under acquittance

• POs to place the following bags in S bag– first class TD and NTD bags for both unregistered & regd– Second class bag containing TD & NTD articles– POs to retain station articlesRule 73 Volume V 2.17.42

Mail list

2.17.43

Mail- List

• Invoicing of all bags dispatched on

a particular occasion to another office

2.17.44

• Prepared by Post offices

• Addressed to the parent Mail Office

• Prepared by Mail PA in M-1 form

• Number of due and unusual bags are shown on top

• Details of all unusual mails are shown

• Prepared in duplicate if the bag is exchanged directly

• Prepared in triplicate (TML) if the bag is exchanged through a non-postal

agency

• DO signature and DO date stamp

Mail List

Rule 76 Volume V2.17.45

Mail list specimen (M1)

2.17.46

Different mode of transmission

•By Mail Motor Service–Departmental MMS–Contractual MMS ( Private carrier,Govt bus etc)

2.17.47

Different mode of transmission

By AIRBy Train

2.17.48

By carrier – cycle/foot

2.17.49

By Sea

2.17.50

Error Reporting

• Error book in form MS-2 maintained in all post offices.

• Maintained separately for each branch in big offices.• PA records the irregularity• The Supervisor will check & initial • Error Extract will be forwarded to the concerned

office for taking necessary action• Copy to controlling authorities to draw their

attention in case of serious irregularities

2.17.51

Practice

• Exercise 2.17.4

2.17.52